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1998-04-07 Info Packet (2)
~ Cft!~ of IP2 IP3 IP4 IP5 IP6 IP7 IP8 IP9 IP10 IPll IP12 IP13 IP14 IP15 IP16 CITY COUNCIL INFORMATION PACKET April 3, 1998 APRIL 6 ~X~OR:K SESSION ITEMS Memorandum from Community development Coordinator: Recommendations and March 12 Minutes FY99 CDBG and HOME Letter from Jason Friedman (Institute for Social and Economic Development) to Mayor: CDBG Funding Memorandum from City Manager: Neighborhood Services Evaluation Memorandum from Housing and Inspection Services Director and Housing Administrator Reinvestment of Sale Proceeds from the Tenant-to-Ownership Program Memorandum from Assistant City Manager: TCI Cable Upgrade, Liquidated Damages MISCELLANEOUS :ITEMS Memorandum from City Manager: Landfill - Bricks and Shingles Memorandum from City Manager: Downtown Spring Clean-Up Memorandum from City Clerk: Minutes of March 23 Work Session Memorandum from City Clerk: Minutes of March 25 Work Session Memorandum from City Clerk: Council of Elders Meeting Memorandum from City Attorney: Out of Office on April 10, 1998 Memorandum from Library Director: PATV Move Memorandum from Planning and Community Development Director to City Manager: Fritz Sculpture Memorandum from Finance Director: 1% Local Option Sales Tax Estimate of Revenue Based on Fiscal Year 1997 Information Agenda: March 31 - Johnson County Board of Supervisors Meeting Memorandum from Associate Planner Yapp: Entranceway Overlay Zone Agendas for the Bd. of SUpervisors - 4/2/98 and 4/7/98. and 4/8/98. Memos (2) from City Seats Comm. regarding Paratransit. City of Iowa City MEMORANDUM Date: April 1, 1998 To: City Council From: Maurice I. Head, Community Development Coordinator Re: FY99 CDBG and HOME Recommendations and March 12 Minutes Attached please find two informational items for your review and consideration. The first item is a memo from the Housing and Community Development Commission (HCDC) transmitting their justifications for the FY99 CDBG and HOME funding recommendations, and the second item is the mir{utes from the March 12 HCDC public meeting. We have included an allocation summary on the back page of the funding recommendations. These items will assist Council in understanding the funding process and HCDC's reasons for recommending the proposed projects for funding. HCDC will present their recommendations to City Council at the April 6 work session. The FY99 CDBG and HOME budget (Annual Action Plan) has a public hearing scheduled for April 28, at which time the applicants and members of the public may comment on the HCDC recommendations. On May 12 the City Council will vote on the FY99 Annual Action Plan. The City is required to submit the FY99 Annual Action Plan to HUD by May 15. If you should have any questions, please feel free to contact the Community Development staff at 3~,6-5230. Irn\mem\mh4-1 .doc Memo to City Council Date: To: From: Re: March 31, 1998 Iowa City City Council Members Housing and Community Development Commission FY 1999 CDBG and HOME Allocations Over twice as many CDBG and HOME dollars were requested as were available to allocate for FY 1999. The Housing and Community Development Commission opted to fund a substantial number of projects in amounts that would not compromise the integrity of what each agency proposed to accomplish. As a result the majority of requests were partially funded, and several received no awards. Attached please find a copy of the ranking sheet the Housing and Community Development Commission used to help evaluate the 29 proposals presented to us over two nights of funding hearings. (Two of the proposals were later withdrawn.) Of the 100 possible points a project could achieve on the ranking sheets, the highest ranked proposal received 83.8, and the lowest 35.8. Any proposal receiving less than 60 points was not considered eligible for funding. In addition to funding hearings and project ranking, the commission held two nights of discussion and then finalized the attached funding recommendations. Also included in this packet is the commission's justification for the allocations. The commission looks forward to discussing the process and recommendations with you on April 6, 1998. RANKING CRITERIA FOR CDBG\HOME PROJECTS This ranking sheet will be used to assist the Housing and Community Development Commission (HCDC) in the FY99 allocation process. HCDC members will rank each project according to the questions\criteria shown below. Each question or criteria will then be assigned a point value. The five categories below are given a total number of points and have been weighted according to their importance. Mark the number of point(s) for each questionScriteria and total the points in each section. Need\Priority (maximum 20 total points) 1. Meets a CITY STEPS priority? 2. Has the applicant documented a need for this project? 3. Project meets the goals or objectives in CITY STEPS? (High -- 10, Medium -- 6, Low -- 3 points) (0-5 points) (0-5 points) Leveraging Resources (maximum 25 points) 1. Does the project allow for the re-use of CDBG\HOME funds? A. Principal and Interest [30 year or less Amortization] B. Principal and No Interest [30 year or less Amortization] C. Principal with a Balloon Payment [interest ?] D. Conditional Occupancy Loan (future repayment) E. Declining Balance Lien (amount forgiven over time) F. Grant (no repayment) 2. Project leverages human resources [volunteers, etc.] 3. Project leverages other financial resources? [Including in-kind] Feasibility (maximum 20 points) 1. The project will be completed within the required time period? 2. Project budget is justified? [Costs are documented\reasonable] 3. The level of public subsidy is needed? [Private funds not available?] 4. Has applicant documented efforts to secure other funding? Impact\Benefit (maximum 25 points SUB-TOTAL (0-9 points) 9 points 8 points 5 points 1 point 0 points 0 points (0-8 points) (0-8 points) SUB-TOTAL (0-6 points) (0-6 points) (0-4 points) (0-4 points) SUB-TOTAL 1. Primarily targets low income persons (0-30 = 10, 31-50% = 6, 51-80 = 4 points) 2. Project produces adequate benefits to the community related to cost? (0-5 points) 3. Does the project help persons gain self-sufficiency? (0-5 points) 4. Outcome data indicates program objectives can be met? (0-5 points) SUB-TOTAL Capacity\History (maximum 10 points) 1. Applicant has the capacity to undertake the proposed project? 2. If previously funded, has applicant completed prior project(s) and maintained regulatory compliance? 3. If new, applicant can maintain regulatory compliance? (0-4 points) (0-6 points) (0-6 points) SUB-TOTAL GRAND TOTAL: PROJECT NAME: PROPOSED ALLOCATION: (Projects under 60 points receive $0) ppdcdbg/ranking8.doc RANK AGENCY PROPOSAL AMOUNT REQUESTED RATIONALE FOR ALLOCATION CATEGORY SUGGESTED ALLOCATION Greater Iowa City Housing Fellowship Acquisition with Substantial Rehabilitation $427,040 3% loan over 30 years Housing Projects $300,040 3% loan 30 yrs Greater Iowa City Housing Fellowship is a responsible nonprofit organization that has successfully undedaken acquisition, rehabilitation, and management of low income rental hausing. The project achieves high City Steps priority of adding to the base of low income housing. Highest ranking proposal in the Housing Projects category. Loan allows for the reuse of funds Successful Living Supportive Housing Program $11,000 grant Public Services $11,000 grant ao Program is an outgrowth of the Emergency Housing Project's highly successful Early Bird Program which has a demonstrated ability to provide positive outcomes for homeless persons. Meets high City Steps priority targeting very low income population trying to reach self sufficiency. Highest ranked Public Services project requesting funding. Domestic Violence Intervention Program Furniture Project $8,300 grant Public Services $8,300 grant The Furniture Project provides tangible assistance to very low income families and individuals making the transition out of shelters. Has kept over 50 tons out of the landfill. Project plans to serve more families than last year and continues to utilize a large volunteer pool. Highly ranked project and has a proven track record. City of Iowa City First Home Program $50,000 loan Housing Projects $30,000 loan ao Meets City Steps goal to provide home ownership opportunities to low income households. Leverages almost one million in state and private funding. Demonstrated capacity to complete project. Program will allow for reuse of HOME funds. 2 Riverview Place Apartments Affordable Senior Rental Housing $180,000 1% loan over 15-18 years Housing Projects $90, 000 1% loan 15 yrs Co Affordable senior housing is a high City Steps priority. Fifty percent funding recommended because Iowa Finance Authority awarded project only 50% of tax credits, with the intended outcome of reducing the size of the project from 72 to 36 units. Loan allows for reuse of funds. High leveraging of private dollars. City of Iowa City Housing Rehabilitation Program $505,000 grant and loans Housing Projects $384,388 grant and loans ao The Housing Rehabilitation Program has demonstrated success in maintaining and improving the city's housing stock, especially in older neighborhoods and manufactured housing parks. Much of the assistance is in loan form which allows for future use of funds. High City Steps priority serving low and moderate income households. HACAP Second Steps $12,387 grant Public Services $10,687 Transitional housing support services for low income families with special needs is a high City Steps priority. HACAP has a long track record of providing services in this community. Elderly Services Agency Small Repair Program $30,000 grant Housing Projects $26,000 grant Elderly Services Agency has a demonstrated ability to assist low income elders. Program helps maintain and improve city's housing stock. Program efficiently fills in gaps in the City of Iowa City Housing Rehabilitation Program. 9 Neighborhood Centers of Johnson County Broadway Neighborhood Center Improvements $21,140 grant Public Facilities $12,500 grant Partial allocation will pay for basement work to meet compliance with fire, safety and day care licensing requirements. Agency has an established capacity to carry out high quality programming. Renovation allows Neighborhood Centers of Johnson County to expand child care slots for very low income working families. 10 Emergency Housing Project Facility Rehabilitation $49,645 grant Public Facilities $25,445 bo Partial funding allows the Emergency Housing Project to install air conditioning and complete duct work. This both improves ventilation and reduces operating costs. The Emergency Housing Project is a designated safety shelter for at risk individuals requiring relief during heat waves. The Emergency Housing Project serves homeless, very low income individuals which is a high City Steps priority. Improvements will help maintain a much used facility. 11 Community Mental Health Center Facility Rehabilitation $33,300 grant Public Facilities $21,040 grant Partial funding allows agency to repair gutters and roof on 507 East College Street building. These improvements are agencies first rehabilitation priority. Assistance helps maintain older building and provides for upkeep and safety of a much used facility. Community Mental Health Center's board has raised funds to match CDBG dollars for rehabilitation request. 12 Iowa City Housing Authority Tenant Based Rental Assistance $150,000 grant Housing Projects $100,000 grant Meets high City Steps priority by providing rental assistance to very low income families. Proven track record and can begin administering funds July 1998. Addresses a high need; waiting list for rental assistance has over 800 households. Encourages family self sufficiency, with goal of moving families off public assistance by coordinating housing with services. 13 Torus Precision Optics Expansion Project $105,000 1% loan over 7-10 years Economic Development $75,000 1% loan Acquisition of equipment with this funding enables Torus to hire eight low income employees at a living wage with health benefits. This type of business is on the Industrial Technologies Opportunities List. Highest ranked economic development proposal. 14 4 HACAP Housing Projects Property Acquisition $99,000 grant $0 This is an income generating project requesting grant funding. No new housing is created by this project. Agency did not feel it could complete project with partial funding. HACAP currently operates a similar program which has not achieved projected self sufficiency in cash flow to cover staffing expenses. Agency repeatedly returns to CDBG funds to pay for staffing of current program. 15 Iowa City Housing Authority Tenant to Ownership Program $100,000 grant Housing Project $77,000 loan ao Project will help move low and moderate income families off public assistance and obtain home ownership. Leverages other public and private funds. Agency has the capacity to complete this program. 16 Iowa Center for AIDS Resources and Education ICARE Facility Purchase $150,000 grant Public Facilities $120,000 grant The Iowa Center for AIDS Resources and Education's current physical space is inadequate due to increasing demand for services and expansion of services. Have a specific site chosen and an understanding to purchase is in place. Agency has demonstrated ability to manage public funds in programming for individuals living with HIV or AIDS. Agency committed to raising money needed to complete the project. 17 The University of Iowa Small Business Development Center & Pappajohn Entrepreneurial Center $20,700 grant Economic Development $0 Organization has capacity to continue serving clients without CDBG funding. CDBG funds expended on higher ranking projects. 18 Mayor's Youth Employment Program Project Wheel $7,5000 grant Public Services $0 Youth services low City Steps prioriW. CDBG funds expended on higher ranking projects. 19 Institute for Social and Economic Development Microenterprise Development Program $30,000 grant Economic Development $0 Fifth year request for CDBG grant and has not demonstrated significant effort to locate alternative funding. Organization has capacity to continue serving clients without CDBG funding. High administrative and overhead costs compared to SBDC. CDBG funds expended on higher ranking projects. 20 Iowa City IHA Senior Housing Limited Partnership Tenant Based Rental Assistance $233,344 grant Housing Projects $0 Applicant has not administered this program before and regarding administration with Iowa City Housing Authority. TBRA can not be project specific. Income generating project requesting grant funding. HOME funds expended on higher ranking projects. has no agreement 21 22 23 24 25 United Action for Youth Public Facilities Youth Center Parking Lot Resurface and Redesign $2,700 grant $0 a. Proposal did not meet minimal criteria for consideration for funding. Swenson and Associates Housing Projects Construction Financing for Affordable Housing $105,000 grant and loan $0 a. Proposal did not meet minimal criteria for consideration of funding. Performance Measures Public Services Homebuyer Counseling/Budgeting Program $5,000 grant $0 a. Proposal did not meet minimal criteria for consideration of funding. Public Access TV Public Facilities The Whole Community's Front Porch $1,50,000 grant and loan $0 a. Proposal did not meet minimal criteria for consideration of funding. Art-House Public Facilities Art-House $200,000 declining balance lien $0 a. Proposal did not meet minimal criteria for consideration of funding. 26 27 6 Hoover Elementary School After School Inclusion Program $5,740 grant Public Services $0 a. Proposal did not meet minimal criteria for consideration of funding. Evert Conner Center for Independent Living Employment Study $7,150 grant Planning and Admin $0 a. Lowest ranked proposal; did not meet criteria for funding consideration. ppdcdbg\hcdc.doc FY99 CDBG\HOME ALLOCATION RECOMMENDATIONS PROJECT NAME RANK AVERAGE REQUESTED PROPOSED SCORE AMOUNT AMOUNT Greater Iowa City Housing Fellowship Successful Living DVIP - Furniture Project City of Iowa City - First Home Program Riverview Place Apartments City of Iowa City - Housing Rehab HACAP - Second Steps (Support Service) Eldedy Services Agency Neighborhood Centers of Johnson Co. Emergency Housing Project Community Mental Health Center I.C. Housing Authority - Rent Assistance Torus Precision Optics HACAP - Second Steps II (Acquisition) I.C. Housing Authority - Tenant to Owner Iowa Center for AIDS Resources & Educ. Small Business Development Center Mayor's Youth Employment Program Institute for Social & Economic Dev. Iowa City IHA Senior Housing - Rent Asst. United Action for Youth Swenson and Associates Performance Measures Public Access TV Art-House Hoover Elementary School E. Conner Center for Independent Living 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 18 20 21 22 23 24 25 25 27 TOTAL PS = Public Service Note: Projects with less than 60 points were not considered for funding 83.8 79,9 79.4 78.8 78.6 77.1 75.3 75.1 74.3 72,1 71.0 70.9 70.1 70.0 69.9 68.8 68.6 67,0 67.0 60.9 52.9 50.7 47.7 46.8 42.8 42.8 35.8 $ 427,040.00 $ 11,000.00 $ 8,300.00 $ 50,000.00 $ 180,000.00 $ 505,000.00 $ 12,387.00 $ 30,000.00 $ 21,140.00 $ 49,645.00 $ 33,300.00 $ 150,000.00 $ 105,000.00 $ 99,000.00 $ 100,000.00 $ 15O,OOO.OO $ 20,700.00 $ 7,500.00 $ 30,000.00 $ 233,344.0O $ 2,700.00 $ 105,000.00 $ 5,OOO.0O $ 150,000.00 $ 200,000.00 $ 5,740.00 $ 7,150.00 $ 2,698,946.00 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 300,040.00 11,000.00 PS 8,300.00 PS 30,000.00 90,000.001 384,388.00 10,687.00 PS 26,000.00 12,500.00 25,945.00 20,140.00 100,000.00 75,000.00 77,000.00 120,000.00 PS 1,291,000.00 MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION SENIOR CENTER- LOWER LEVEL CLASSROOM THURSDAY, MARCH 12, 1998 - 6:30 P.M. PRELIMINARY Subject to ppr0val MEMBERS PRESENT: Daniel Cilek, Dan Coleman, Denita Gadson, Rick House, Sandy Kuhlmann, Jayne Moraski, Kathleen Renquist, Gretchen Schmuch, Bill Stewart STAFFPRESENT: Maurice Head, Steve Long, Steve Nasby, Linda Severson, Pam Barnes, Traci Howard OTHERS PRESENT: Charlie Eastham, James Mulherin, Ellen McCabe, AI Axeen, Robert Burns, Maryann Dennis, Renee Paine, Maggie Grosvenor, Jean Mann, Liz Swenson, Laura Hill CALLTO ORDER: Chairperson Schmuch called the meeting to order at 6:35 p.m. PUBLIC/MEMBER DISCUSSION OF ITEMS NOT ON THE AGENDA: Long announced the showing of the documentary, "Back from the Brink: Saving America's Cities By Design" on Cable Channel 4. CONSIDERATION OF THE MINUTES FROM FEBRUARY 19. 1998: MOTION: Stewart moved to approve the February 19, 1998, meeting minutes as submitted. Renquist seconded the motion. The motion carried by a vote of 7-0. (Gadson arrived at 6:37 p.m.) CONSIDERATION OF THE MINUTES FROM THE FEBRUARY 26. 1998: Moraski said on page 6, under the Iowa City Housing Authority Tenant Based Rental Assistance section, the last sentence of the first paragraph should read, "... he scored it with fewer points." Schmuch said on page 9 under the HACAP Second Steps Acquisition Project section, "she asked if the property was offered only to HACAP," so the word "only" should be added to that sentence. MOTION: Stewart moved to approve the February 26, 1998, meeting minutes as amended. Coleman seconded the motion. The motion carried by a vote of 8-0. DEVELOPMENT OF A FY99 CDBG/HOME BUDGET RECOMMENDATION TO COUNCIL: Review of project rankings Stewart noted that Torus Precision Optics was left off the first page in Scenario I, but it made no difference with the figures. Discussion of funding scenarios Schmuch explained the five funding scenarios and their purpose to new members. Coleman noted that he asked staff to prepare two additional scenarios that lowered the percentages more from Scenario III to further spread out the funding. Renquist said she thought Scenario II Housing & Community Development Comm. Minutes March 12, 1998 Page 2 fit well. Schmuch said the Commission can only spend $44,000 on public service projects because of a HUD guideline, but money from other categories can be used to fund any other project. Schmuch noted that the Commission needs to make sure that if an applicant receives partial funding that it is enough to meet the basic goals of the project. Coleman said he liked Scenario IV because everyone who got over the threshold got some funding. Schmuch noted that one scenario allocates some funding to a couple of programs that do not meet the point cut-off. Cilek asked Hill what the minimum funding that ICARE could use for their project. Hill said $120,000. (House arrived at 6:45 p.m.) Formulate a FY99 CDBG/HOME budget recommendation Members decided to make budget recommendations in the order that the projects were ranked. Greater Iowa City Housing Fellowship MOTION: Cilek moved to allocate $427,000 to GICHF. The motion failed for lack of a second. MOTION: Stewart moved to allocate $327,000 to GICHF. Coleman seconded the motion. The motion was carried by a vote of 8-1, with Moraski voting no. Successful Living MOTION: Coleman moved to allocate $11,000 to SL. Stewart seconded the motion. The motion carried by a vote of 9-0. DVIP - Furniture Project MOTION: Cilek moved to allocate $8,300 to the DVIP - Furniture Project. Stewart seconded the motion. Head noted that the project increased its services 33% from last year, and they are planning to increase services again this year. The motion carried by a vote of 8-0, with Kuhlmann abstaining. City of Iowa City - First Home Program MOTION: Renquist moved to allocate $50,000 to the First Home Program. Kuhlmann seconded the motion. Coleman said that the Commission's proposed allocation average for that project was $30,000. Stewart said that while banks like this program, it may duplicate services provided by IHAP on the state level. He said he would rather spend the funds in another category with limited funds. Kuhlmann asked if the project could still function with $30,000 of funding. Long said the project could still operate with that amount. Head noted that there is still a demand for the program, and it is important for the City to have its own program. Stewart said that this funding would help homeowners, but the extra money would not make or break them. Schmuch asked if there would be stipulations or guidelines that would focus on the people that could not access the state money. House said if those stipulations existed, he would support the program. Head said that could be done. Housing & Community Development Comm. Minutes March 12, 1998 Page 3 The motion failed by a vote of 1-8, with Cilek, Coleman, Gadson, House, Kuhlmann, Moraski, Schmuch and Stewart voting no. MOTION: Coleman moved to allocate $30,000 to the First Home Program. Stewart seconded the motion. Moraski suggested amending the original motion to include a stipulation that the program cannot be used in conjunction with the State downpayment assistance program. Coleman accepted the friendly amendment. The amended motion carried by a vote of 9-0. Riverview Place Apartments Nasby said that the program was awarded tax credits for 36 units in this round, and are applying for credits for the remaining 36 units in the next allocation round, so they are planning to build the project in two phases of 36 units. He said the requested $180,000 was based on the 72-unit project, but the applicant said that he would have a lot of front-end costs, so he did not want to lower the requested amount. He said that the Commission could stipulate that the money be used in phases, so if the second half of the project does not receive tax credits, the Commission would get their money back. Cilek noted that this project is ranked fifth on the list, and the applicant will have more front- end costs. Gadson said the applicant could reapply for the second half of the funding next year. Moraski noted that the project is not guaranteed the remaining tax credits. MOTION: Cilek moved to allocate $180,000 to Riverview Place Apartments with the condition that if they do not receive the remaining tax credits for the 36 units, they will have to return $90,000 to the Commission for FY00 allocations. The motion failed for lack of a second. MOTION: Moraski moved to allocated $90,000 to Riverview Place Apartments. Gadson seconded the motion. Stewart said that he would support this motion if the Commission found out whether half of the requested amount would work for the project. Nasby said the money could be reallocated at the Commission's meeting on April 16 if $90,000 is not sufficient for the project. He said that the applicant is planning to move ahead with the project after receiving the tax credits. The motion carried by a vote of 8-1, with Cilek voting no. City of Iowa City - Housing Rehab MOTION: Stewart moved to allocate Coleman seconded the motion. $384,388 to the Housing Rehab program. Head noted that this amount is $80,000 less than the program received last year, so services would have to be decreased, and administrative costs would stay the same. He noted that preservation of the current housing stock is the backbone of the City Steps plan. Cilek said that he thought that allocation figure was too low and the program should at least receive the same amount they did last year. Schmuch noted that the Commission's average allocation was $375,000 and the median allocation was $365,000. Housing & Community Development Comm. Minutes March 12, 1998 Page 4 The motion carried by a vote of 7-2, with Cilek and Renquist voting no. HACAP - Second Steps (Support Service) MOTION: Stewart moved to allocate $12,387 to the Second Steps Support Service project. Renquist seconded the motion. Schmuch said that historically, this position was leveraging for the FY96 funds the Commission put into the Broadway units, and now the Commission is paying for the position. Moraski asked Axeen if the project could work with less funding. Axeen said this funding would not pay for a full-time person, so they would have to cut back on hours and take some extra money from their budget. Coleman said that the Commission is getting toward the middle of the rankings, and he thought they should start looking at funding lower amounts than requested to spread more of the money out. The motion failed by a vote of 4-5, with Moraski, Coleman, Schmuch, Kuhlmann and Gadson voting no. MOTION: Coleman moved to allocate $9,506 to the Second Steps Support Service project. Kuhlmann seconded the motion. The motion carried by a vote of 9-0. Elderly Services Agency MOTION: Coleman moved to allocate $26,000 to Elderly Services Agency. Cilek seconded the motion. Schmuch noted that this project was ranked fifth in the housing category. She said that the average allocation from the ranking sheets was $26,000 and the median was $30,000. The motion carried by a vote of 9-0. Neighborhood Centers of Johnson County Schmuch asked if the project received any income generated from the day care services it provides. Kuhlmann said that most centers balance the paid slots with the slots that do not pay to help with costs. MOTION: Stewart moved to allocate $12,500 to the Neighborhood Centers of Johnson County. Cilek seconded the motion. The motion carried by a vote of 5-4, with Renquist, Kuhlmann, Coleman and Moraski voting no. Emergency Housing Project MOTION: Stewart moved to allocate $25,945 to the Emergency Housing Project. Moraski seconded the motion. Schmuch said her impression from the presentation was that it would be more expensive to do the heating and cooling systems separate. Cilek said he thought it was a lot of money to put into an older home, and the program should be looking to upgrade their facility. Schmuch said the feasibility of that is questionable because of issues of neighborhood acceptance, proximity and zoning. Moraski said she was concerned that it would be a matter of years before the program finds an acceptable replacement, so people would be staying in the current conditions until then. Renquist said she was disappointed that the Housing & Community Development Comm. Minutes March 12, 1998 Page 5 project was not receiving full funding, and that it would cost less to give them that than what it will probably cost next year when they return for more funds to replace the heating system. Schmuch said that homelessness is one of the City's big priorities. Cilek said he understood that the heating and cooling will be done in two separate operations anyway because there is different duct work. The motion carried by a vote of 6-3, with Cilek, Schmuch and Renquist voting no. Community Mental Health Center MOTION: Cilek moved to allocate $33,300 to the Community Mental Health Center. The motion failed for lack of a second. MOTION: Moraski moved to allocate $20,140 to the Community Mental Health Center. Coleman seconded the motion. Jackson told the Commission of their construction priorities, and that any funding received would help. The motion carried by a vote of 9-0. Iowa City Housing Authority - Tenant-Based Rental Assistance MOTION: Stewart moved to allocate $0 to the Tenant-Based Rental Assistance and allocate $100,000 to the Tenant to Ownership program. Cilek seconded the motion, Stewart said he wanted to take the $100,000 requested for this program and fund the Iowa City Housing Authority Tenant to Ownership program on a conditional occupancy loan. Grosvenor said that could be done if the funds were retargeted. Stewart said he also thought it would be good to limit the funds per family to 40% of the home costs when the program would be used alone or to 50% if the program was combined with other City funding. "Cilek said he liked the Tenant to Ownership program if it was funded in the form of a loan. Renquist asked, "What about the people who cannot afford to buy a house?". Grosvenor pointed out that in the Tenant to Ownership program, tenants will have to pay the money back when they sell the property or as their income increases whether the funding is in the form of a loan or a grant. She said she did not want Commission members to think that there was no need for Tenant-Based Rental Assistance funding. Moraski said that in her experience of working with a Tenant to Ownership program, some people are not ready to own a house and are not prepared for the responsibilities that come with it. She said that it is very important to have the Tenant-Based Rental Assistance. Long noted that the Rental Assistance request was $150,000 and the Tenant to Ownership was $100,000. The motion failed by a vote of 1-8, with Cilek, Coleman, House, Gadson, Schmuch, Renquist, Kuhlmann and Moraski voting no. MOTION: Renquist moved to allocate $100,000 to the Tenant-Based Rental Assistance program. Moraski seconded the motion. The motion carried by a vote of 8-1, with Stewart voting no. Housing & Community Development Comm. Minutes March 12, 1998 Page 6 Torus Precision Optics Coleman said that businesses can go directly to City Council for Economic Development funding, and asked why Torus approached the Commission. Schmuch said that creating a living wage for low income people is a goal of City Steps, and the Commission has not had many proposals in this category in the past. Nasby said that the Commission's funds are for the creation of jobs for a target population of low-income people. MOTION: Stewart moved to allocate $32,500 to Torus Precision Optics. Coleman seconded the motion. Stewart said he liked this business, and thinks that the Commission needs to encourage this kind of business. Moraski asked Mulherin if he could still utilize the $32,500. Mulherin said that funding amount would limit what he had planned. He said with $45,000 he could get manual machinery, which is not as efficient, and not get the machinery for the optical shop. He said that this funding would allow the business to add two or three jobs. He said that if Torus received $30,000, it would create one job. Renquist noted that last year the Commission did not fund Torus and they received some questions from Council about why they did that. She said that this is a cutting edge company, and she thought the Commission should give some financial help. Stewart amended his original motion to $45,000. Coleman seconded the amendment. Schmuch noted the average allocation recommended was $57,000. Mulherin said Torus could create seven jobs with $75,000. The amended motion failed by a vote of 2-7, with Cilek, Kuhlmann, Gadson, House, Renquist, Schmuch and Moraski voting no. MOTION: Renquist moved to allocate $105,000 to Torus Precision Optics. The motion failed for lack of a second. MOTION: Cilek moved to allocate $75,000 to Torus Precision Optics. Coleman seconded the motion. The motion carried by a vote of 9-0. HACAP - Second Steps II (Acquisition) MOTION: Stewart moved to allocate $99,000 to Second Steps II. Coleman seconded the motion. Stewart said he thought it was a win-win project for both HACAP and the City. Schmuch noted that this project is requesting a grant, but they are generating income, and the City did not approach anyone else about taking the units. She said she would have liked to see more of a public-private partnership, and she preferred to see the funding given as a loan. Axeen said he would need to take another look at the proforma to see if the project would work with a loan. Stewart noted that the project would probably not work on partial funding. Axeen said HACAP approached the City Housing Authority to find this type of housing because it is their greatest need. The motion failed by a vote of 4-5, with Cilek, Moraski, Schmuch, Renquist and Kuhlmann voting no. Housing & Community Development Comm. Minutes March 12, 1998 Page 7 Axeen said there are two parts to the project; the downpayment ($75,000) and the closing costs ($24,000). MOTION: Cilek moved to allocate $50,000 to Second Steps II. Moraski seconded the motion. Gadson suggested the amount going toward the purchase be a conditional occupancy loan. Cilek accepted the friendly amendment. The motion as amended carried by a vote of 6-3, with Coleman, Schmuch and Renquist voting no. Iowa City Housing Authority - Tenant to Ownership Program MOTION: Stewart moved to allocate $100,000 in the form of a conditional occupancy loan with the aforementioned parameters to the Tenant to Ownership Program. The motion failed for lack of a second. MOTION: Stewart moved to allocate $75,000 to the Tenant to Ownership Program. The motion failed for lack of a second. MOTION: Coleman moved to allocate $0 to the Tenant to Ownership Program. Moraski seconded the motion. Schmuch noted that Council seems to be backing this project. The motion carried by a vote of 6-3, with Gadson, Schmuch and Stewart voting no. Iowa Center for AIDS Resources and Education MOTION: Cilek moved to allocate $150,000 to ICARE and take $30,000 away from the First Home Program. The motion failed for lack of a second. MOTION: Cilek moved to allocate $120,000 to ICARE. Kuhlmann seconded the motion. Schmuch noted that the building ICARE wants to move into was purchased and renovated for the Crisis Center with CDBG funds, and now the Commission is considering repurchasing it with CDBG funds. Head said the building was purchased for $92,800 in 1986, and the total cost of the building with rehabilitation was $182,500. He said that $13,000 was paid back in a loan. Stewart said that he did not support the motion, but he thought it was immaterial how many times the Commission purchased a building. He said he thought the proposed space was too large for them right now. Hill said that ICARE expects their expansion to continue, so they will fill the space in a few years. She said that they could look at other grants and do some fundraising to come up with the other $30,000. Gadson asked if ICARE could complete the acquisition with $100,000. Hill said it was possible. Cilek said he thought ICARE was at a point where they had to do something regarding their space, and they were planning ahead by finding a place that they will not fill up by next year and have the same overcrowding problem they do now. He said that once ICARE has the space they will utilize it quickly, and the building is well-maintained and there is not much rehab work to do. Housing & Community Development Comm. Minutes March 12, 1998 Page 8 Stewart asked if ICARE had money budgeted to maintain and operate the new building. Hill said yes. Severson asked if the building was accessible. Hill said the new building would be more accessible than their current facility. The motion carried by a vote of 6-3, with Gadson, Stewart and Schmuch voting no. MOTION: Coleman moved to give the remaining $1,181 to the Housing Rehab program. The motion failed for lack of a second. MOTION: Cilek moved to allocate $0 to the First Home Program. Moraski seconded the motion. Cilek said his impression was that this project would not make or break a potential homeowner's chance of getting assistance. Stewart said the Commission should not put much more funding into housing, rather balance the funding out over different programs. The motion failed by a vote of 2-7, with Coleman, Kuhlmann, Gadson. House, Schmuch, Stewart and Renquist voting no. Cilek asked how much money was available in the contingency funds. Nasby said that there is $85,000, and that was already thrown into the pot. Schmuch said that money is for cost overruns and emergencies. MOTION: Stewart moved to give the remaining $1,181 to Second Steps Support Service, which would increase their allocation to $10,687. Cilek seconded the motion. Gadson said that she wanted to see the Tenant to Ownership Program receive some funding. The motion carried by a vote of 5-4, with Schmuch, Gadson, Coleman and Moraski voting no. Mayor's Youth Employment Program MOTION: Cilek moved to allocate $0 to the Mayor's Youth Employment Program. Coleman seconded the motion. Coleman noted that this project was ranked low. Schmuch said that the Commission is giving Public Services less than its cap. The motion carried by a vote of 6-3, with Schmuch, Kuhlmann and Renquist voting no, Small Business Development Center, Institute for Social and Economic Development MOTION: Stewart moved to allocate $0 to the Small Business Development Center and to the Institute for Social and Economic Development. Cilek seconded the motion. Stewart said that while these are good projects, there is no more money available. He said he thought that they would go on without the Commission's funding. He said that anyone can go to SBDC and ask for help, but the specific class will not be offered free to the target low-income population. Moraski said she thought that it was a goal of the Commission to get Housing & Community Development Comm. Minutes March 12, 1998 Page 9 people to apply for economic development funding, and she thought they were disproportionately funding housing projects. Renquist noted that ISED and SBDC have received funding in the past, and there is not enough money to go around this year. The motion carried by a vote of 8-1, with Schmuch voting no. Iowa City IHA Senior Housing - Rental Assistance MOTION: Coleman moved to allocate $0 to IHA Senior Housing. Kuhlmann seconded the motion. Burns said that the Commission allocated $100,000 Based Rental Assistance Program, even though that funds. He noted that Riverview Place's average rent is Rent is $387. Nasby said that Riverview would have Rent as part of HUD's requirements. Burns noted that while IHA's site has already been rezoned, and to the Housing Authodty's Tenant~ program is not leveraging any other stated at $566, while the Fair Market to reduce their rents to Fair Market Riverview has not rezoned their site, while that is not reflected in the Commission's ranking system, it is a big issue. He said his application was set up to subsidize the tenant and not the project. He said that they need the City funds to leverage the state funds for the project, and they have received their tax credits. Moraski asked how much Burns could feasibly work with. Burns said the HOME funds are gap financing, so if that is decreased the rents will increase. He said that any City funding would help leverage the state funding. The motion carried by a vote of 5-3 with Moraski and House voting no, and Stewart abstaining. Gadson asked if Greater Iowa City Housing Fellowship would be able to work with less than the $327,000 allocated. Eastham said he thought it was hard to rationalize the decision regarding IH^ Senior Housing. Dennis said that with less funding, they could acquire and rehab fewer units or look at the rent levels. Schmuch said an allocation number that looks out of kilter is the Second Steps II funding because Axeen did not know if that project would succeed with that amount of money. Axeen said he would have to look at the numbers. Stewart said if Riverview's $90,000 is available that money could be used for other projects. Moraski said that rezoning is a big issue in Iowa City, and if Riverview does not have their rezoning done, it was a big concern for her. MOTION: Moraski moved to take $27,000 from GICHF, $90,000 from Riverview Place and $50,000 from Second Steps II and allocate the total of $167,000 to Iowa City IHA Senior Housing. Renquist seconded the motion. Coleman said he would support' that except for taking the $27,000 from GICHF. Moraski accepted the friendly amendment, and amended her original motion. She said that she wants to take the $90,000 from Riverview because it is difficult and time-consuming to get things zoned in Iowa City, and they do not have their project rezoned. Kuhlmann noted that Iowa City IHA Senior Housing also received all their tax credits. Housing & Community Development Comm. Minutes March 12, 1998 Page 10 Gadson said that she would like to see Iowa City IHA Senior Housing funded, but not for $140,000. She said that she would like to see the Tenant to Ownership program funded at $77,000. The motion failed by a vote of 2-6, with Cilek, House, Gadson, Schmuch, Renquist, Kuhlmann voting no and Stewart abstaining. MOTION: Gadson moved to take $50,000 from Second Steps II and $27,000 from GICHF and allocate the total of $77,000 to the Tenant to Ownership Program. Renquist seconded the motion. Moraski said that the Tenant to Ownership Program has merit. Stewart suggested adding the condition of the funding coming in the form of a conditional occupancy loan, limiting the funds per family to 40% of the home cost when the program would be used alone or 50% of the home cost if the program was combined with other City funding. Gadson accepted the friendly amendment. The amended motion carried by a vote of 5-4, with Stewart, Coleman, House and Cilek voting no. Justification subcommittee Schmuch, Moraski and Coleman volunteered for the justification subcommittee. OLD BUSINESS: Therewas none. NEW BUSINESS; Long noted that the Community Development Celebration is approaching. He asked members to think about being on the subcommittee for that event, and to think of a location where the celebration could be held. ADJOURNMfNT: The meeting was adjourned at 9:08 p.m. Minutes submitted by Traci Howard. ppdcdbg/min/hcdcO312,doc " Institute for Social and Economic Development .L. . ~ 1901 Broadway, Suite 313 · Iowa City, Iowa 52240 (USA) · (319) 338-2331 · Fax (319) 338-5824 March 27, 1998 Ernest W. Lehman 902 Wylde Green Rd. Iowa City, IA 52246 Dear Mayor Lehrnan: I am writing to express ISED's disappointment in being denied continued CDBG funding by the Housing and Community Development Commission (HCDC). I bring this to your attention not only because the loss of funding will end our program for Iowa City residents, but because of what this decision represents to the small business community in Iowa City. ISED is a nationally recognized statewide nonprofit organization based in Iowa City. Founded in 1987, the mission of our Economic Development Division is to help low-income, unemployed and underemployed people start small businesses to become economically self-sufficient. ISED has helped more welfare recipients start small businesses than any other similar organization in the country. We have received CDBG funding from the City for the past four years. In that time, we have worked with over 150 people and have helped start 24 businesses, with many more in progress. Today, 19 of these business are still operating - a 79% success rate. They are a mix of retail and home-based service businesses. Further we have helped them access nearly $225,000 in capital from commercial banks and public loan funds. First National Bank has been a key financial parmer for our clients. Attached is a progress report on this year's program, as well as a synopsis of outcomes since 1994 and list of open businesses. In the past three years, ISED has met or exceeded our contractual goals with the City and we expect FY 97-98 to be no different. Staff have been pleased with our program and its administration. Our clients have come to HCDC meetings to describe the benefits of the program and their support for it as residents. You may have read newspaper articles in the Iowa City Press Citizen on our program and success stories. Therefore, we are at a loss to understand why the HCDC has denied our application. We have a proven program with an enviable track record. We have helped over 1,000 start or expand Branch Offices: Cedar Rapids · Davenport · Des Moines · Sioux C#y · Waterloo businesses across Iowa, 60% of whom had below the poverty line incomes. Members of Iowa's Congressional Delegation frequently visit with us and our clients, and we have been invited numerous times to testify before Congressional committees on our program and its outcomes. Also, the federal government relies on ISED to provide advice and technical assistance to other organizations throughout the country that work with economically and socially disadvantaged populations. As you know, economic development is an allowable activity under CDBG, but we understand that few such projects are submitted for funding. The HCDC did approve one economic development project - a loan to Toms Precision Optics, which is one of our clients! In fact, one reason the applicant was successful was that we helped him prepare the application - at the request of the City staff. We would greatly appreciate your assistance in restoring the funding for this project. We believe that ISED has made valuable contribution to the City and have helped a many low-income residents increase their income, build assets and provide for their families. We believe the $30,000 in requested funds represents a very small investment by the City to provide assistance to people that would otherwise be unavailable. I would appreciate the opporttmity to visit with you and discuss our program in more detail and answer any questions you might. I will call to arrange for an appointment at a location most convenient to you. Thank you for your assistance in this matter. Sincerely, Jason J. Friedman Director of Economic Development Attachment Institute for Social and Economic Development -L --J~ 1901 Broadway, Suite 313 · Iowa City, Iowa 52240 (USA) · (319) 338-2331 · Fax (319) 338-5824 CITY OF IOWA CITY DEPARTMENT OF PLANNING AND COMMUNITY DEVELOPMENT COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM MICROENTERPRISE TRAINING PROGRAM Mid-Year Progress Reoort A. Background In 1997-98, the City of Iowa City awarded a grant to the Institute for Social and Economic Development (ISED) to implement its Microenterprise Training Program for low-and-moderate income residents. The mission of ISED is to help low-income, unemployed or underemployed individuals move toward economic self-sufficiency by starting their own business and entering the mainstream economy. ISED is the only non-profit organization in Iowa City (and the state of Iowa) that exclusively serves low-income individuals seeking business ownership. B. Summary of Program Services ISED specializes in start-up business training - helping people turn ideas, talents and skills into businesses. Our program covers all aspects of business start-up and management. Because ISED staff understand small business and are sensitive to the effects of poverty on clients, they are credible advisers on both business and personal levels. ISED has developed its own training cumculum, specifically designed for low income persons. The training curriculum covers personal effectiveness, business idea analysis, business feasibility analysis, business plan development, business management and financial packaging. The training emphasizes long term business survivorship by helping clients develop skills in management, marketing, business problem-solving and decision making. The instructor gives assignments for clients to complete outside of the classroom. In addition to formal classroom training, the business trainer provides individualized technical assistance to each client on: developing an appropriate structure for each business; identifying the market; developing a marketing plan; identifying financial and capital needs; and developing a financial plan. The formal classroom training and individual technical assistance results in a rough draft of a business plan and loan application. Once the business plan is complete ISED business trainers assist clients in accessing capital from private and public sources. For workshop participants needing financing, ISED has helped Iowa City clients access more than $222,000 from commercial banks and public loan funds, including ISED's own Loan Guarantee Fund. Branch Offices: Cedar Rapids · Davenport · Des Moines · Sioux City · Waterloo Institute for Social and Economic Development Report to the Housing and Community Development Commission 2/18/98 Business owners are provided follow up technical assistance after starting or expanding the businesses which is critical to business survival. ISED continues to provide follow-up technical assistance to the 19 business that have started through the program. C. Report on FY 1997-98 Program Activity The City of Iowa City Department of Community and Economic Development awarded a CDBG grant to ISED in FY 1997-98 to assist low-and-moderate income individuals in Iowa City become economically independent through self-employment. The goals of the program are to provide business training to 24 participants and help start or expand 6 businesses. As of 2/18/97, thirty-seven (37) individuals have enrolled in the program and three businesses have either started or expanded. FY 1997-98 Program Objectives & Outcomes 7/1/97 to 2/18/98 OBJECTIVES #1 Complete sessions Project Actual % of One Year One Year One Year Goals Outcome Goal 2 1 50% #2 Provide business 24 37 154% training # 3 Start or expand 6 3 50% businesses This year, ISED conducted a microenterprise training workshop in September at the University of Iowa Community Credit Union, Mormon Trek branch. Over thirty people participated in an intensive 13-week program comprised of formal classroom instruction and focusing on preparation of a business plan. Business starts include: Traveling Music. The client started this disc jockey business in December 1997. This is a part- time home-based business that plans to become full-time. The client sells his services to weddings, private parties, and to any place where music needs to be provided for listening. Continence Care Biofeedback. This business was started by a former U of I nurse who worked in the Ur01ogy Department. The U of I closed the Continence Care Biofeedback Unit and she saw the continuing need for this type of service. She completed the business training and opened her business in November 1997. She will travel around the state consulting with doctors and patients who are in need of these services. Office Alternatives. This is a part-time, home-based business. The client completed the classroom training and in November 1997 opened her business. She does billings, bookkeeping, and will also provide some on site work. She would like to expand this into a full-time business and be more available to her children. 2 Institute for Social and Economic Development Report to the Housing and Community Development Commission 2/18/98 Businesses Scheduled to Open in 1998 Reliable Gutter Service. This business is scheduled to open March 1998. The client completed the classroom business training in the fall of 1997. The business is both a sales and service business and will offer the sale and installation of new seamless gutters, as well as repairing old gutters. Quilt Supplies and Kits. A client will be starting a business in her home selling quilt matehals and prepackaged quilting kits over the Internet. Furniture Resale and Consignment. A client who has just submitted an Iowa Department of Economic Development Self Employment Loan Program (SELP) will open and upscale furniture resale consignment store in Iowa City.. Chicago Grill. A client is reapplying for a SELP loan to purchase the Chicago Grill on the pedestrian mall. Jewelry Repair. A couple plan to open two kiosks in mails to repair jewelry. Car lot/Car Auction. A parmership is planning to open a car lot which will rent space to customers wanting to sell their cars and also will hold car auctions. D. Report on Overall Program Activity Since 1994 Program Objectives & Outcomes 7/1/94- 2/18/98 OBJECTIVES # 1 Training sessions 9 #2 Attend group or 135 individual sessions #3 Complete sessions 96 g4 Start or expand 24 business #5 Businesses Still Operating 19 (79%) Institute for Social and Economic Development Report to the Housing and Community Development Commission 2/18/98 ISED Business Starts/Expansions Pawsitively Pets (retail pet grooming and supplies), Iowa City. The owner of Pawsitively moved from her home and expanded her pet grooming salon into a store front on Kirkwood Avenue in July 1995. The business now sells all types of pet supplies, as well as providing pet grooming. ISED helped the owner secure a $31,500 loan from a local bank. Wilson Lawn Care, Iowa City. The owner of this business expanded from a part-time business to a full time business in May 1995. ISED helped the client obtain a $11,500 Department of Vocational and Rehabilitative Services grant. This money was used for a van and yard maintenance equipment. The business is going well and profitable. Saturday Night (Hat Manufacturing), Iowa City. The owner of this home-based business is marketing handmade hats through a distributor. The business started in May 1995 and is very profitable. MMM (Jewelry expansion), Iowa City. This home-based jewelry business, opened in May 1995. The owner features her items in hospital gift stores and department stores in the Iowa City area. The owners' angel pins, pendants, earrings, etc., are a popular item. Shear Encounters This beauty salon was started in North Liberty by an Iowa City resident in April 1995. ISED helped the owner secure a $10,000 SBA loan and private funding of $3,000 to start this business. The business is full time and profitable. Christians. This beauty salon was opened in December 1995 in Muscatine by an Iowa City resident. The business is full-time and profitable. Big Daddy's Clothing. The client participated in the Iowa City CDBG class in the Spring of 1996 and opened the doors to his retail clothing store in September 1996. ISED helped the business owner obtain a $20,000 Iowa Department of Economic Development Targeted Small Business Loan. ISED is now working with the owner to expand to a larger store. Juraco Gifts and Balloons. This is a part-time business operated from the clients home. The business features gift bears and balloon bouquets for special occasions. The business was opened in April 1996. No Pain, No Gain Fitness. This is a personal fitness training business. The training is done by a certified trainer who opened at a retail location in April 1997. ISED helped the client obtain a $700 Trickle-Up Grant and a $1,500 loan. Han's Cafe. The client completed ISED training 3 years ago. He left Iowa City to move to Florida where he worked in a restaurant and saved his money to start his own business. He returned with his savings, secured additional monies from a private source, found a location, contacted ISED for one-on-one business training to refine his business plan. Upon completion of his business plan, he opened his restaurant June 1997.The owner has continued to increase his clientele. The food is fresh and very delicious. Institute for Social and Economic Development Report to the Housing and Community Development Commission 2/18/98 Senada's. This part-time business was started by a Bosnian woman in June 1997.. She operates from a tea room in Iowa City and caters to special groups and parties by appointment. She features a variety of European cakes, cookies, European coffees and teas. Customers can also order the delicious cakes and cookies for entertaining. Ruby and Rada Landscaping. Two low income residents started this landscaping business in April 1997. The clients completed their business plan and secured a $3,000 private loan. The landscaping business has done well. One owner has now sold his share of the business to another person. The business continues to be profitable. Torus Precision Optics. This is a telescope/lenses manufacturing company. These telescopes and lenses are purchased by universities, NASA, and other organizations involved in astronomical research. The owner was approved for a $12,000 commercial loan. The business employees two other family members. ISED continues to work with the business as it expands into other markets. Personalized Children's Books, Iowa City.. This is a personalized home-based book business using computer technology. To start the business, the client was approved for a $4,000 bank loan. The client also chooses sites such as fairs, schools, craft shows, Walmart, etc., to set up displays and provide information about her product and do on-the- spot book personalizations. She also targets hospital gift stores with newborn personalized baby books. The business has been operating since August 1995. Beirens, Wildlife Artist. This gentlemen does wonderful wildlife drawings. He started by doing black and white drawings and has now graduated into water colors and oil painting. He will paint a portrait of your pet as well. The paintings are now being marketed in the U.S, and as far away as Canada by a sales person. The business owner was approved for a $17,000 commercial loan to start his business. The business was started in October of 1995 and is profitable. Mighty Kids Gym. The client attended the business training sessions and through research found there was a need for gymnastic lessons for young children and up to junior high age. She completed her business plan and opened her business in November 1995 with an Iowa Depa~h~ent of Economic Development Targeted Small Business grant of $1,500 and a commercial loan of $13,500.. The business location also has room to accommodate special parties for children who are enrolled in the training sessions. Business Loans Commercial~ $102, 614 of these loans Grants $ 13,150 Private $ 46,000 SELP & TSB $ 60,500 Total $222,264 ~ ISED provided loan guarantees for $42,614 5 Institute for Social and Economic Development Report to the Housing and Community Development Commission 2/18/98 Confidential Survey of ISED-Sponsored Businesses 1. What was your goal at the time you started your business? ~ Part-time business supplementing a full-time or part-time job ~ Part-time business with the hope to make it a full-time business 1__~_2 Full-time business and primary source of income 2. At this point in time, how would you describe how you are operating the business? ~ Part-time business supplementing a full-time or part-time job ~ Part-time business still with the hope to make it a full-time business ~9 Full-time business and primary source of income 3. At this point in time, would you say the business is profitable? ,,.I 3 Yes ~ No 4. If no, when do you expect to reach profitability? 1 this year _2_ within 1-2 years not sure 5. About how many hours a week do you put into your business? ~ 0-10 hrs. .~3 10-15 hrs. 2 15-20 hrs. 1_~_0 more than 20 hours 6. If you are operating the business on a part-time basis, how important is the income from the business to your overall family income. ~ Very important ~6 Important l_k- Somewhat important I_L. Not important 7. What was the reason(s) that led you to operate a business out of your home? Check all that apply? 7_2__ to reduce overhead expenses 2 couldn't find an affordable retail location in Iowa City 6._0_._ to be home with my children 6._fi__the business does not require a retail location ~ other: supplement retirement income, convenience 6 City of Iowa City MEMORANDUM Date: To: From: Re: April 1, 1998 City Council City Manager Neighborhood Services Evaluation Attached is a memorandum from the Director of Planning and the Neighborhood Services Coordinator proposing a change in our approach to neighborhood services in terms of communications, service delivery systems, neighborhood planning, and neighborhood organization. This proposal comes from an evaluation of the Neighborhood Services Office and our successes or failures in achieving the original purpose of this City effort. It is assumed that the primary goal of the City is to communicate with, and have an effect on, as many of our citizens as possible and to do this as efficiently as possible. I believe this proposal has merit and could result in better communication with more of the people of Iowa City without losing the sense of community our existing neighborhood associations have created. Discussion of neighborhood services and the proposed neighborhood services and planning districts is on the Council' s work session agenda for Monday, April 6. Attachment jw/mem/sa-neigh.doc City of Iowa City MEMORANDUM Date: March 27, 1998 To: Stephen J. Ark ins, City Man..~ager~ From: Karin Franklin, Director, P DC<.~..j~~ o~ Marcia Klingaman, Neighborhbo~l Services Coordinat Re: Evaluation - Office of Neighborhood Services The Neighborhood Services Office (NSO) has been in operation since 1990 as a means of encouraging direct neighborhood involvement in the governance of Iowa City. The primary objectives of the office were to "expand participation by neighborhoods in the various decision making processes impacting their neighborhood, coordinate the development of neighborhood plans and initiate a service delivery system throughout the City." For reasons outlined below, we believe it is time to reevaluate the function of neighborhood services and consider new directions for the future of this office. Since 1990, the growth and activities of the NSO have included the development of 21 neighborhood associations encompassing approximately half of the city's geographical area, dissemination of information to the associations on a consistent basis by mail and personal contact, and coordination of the Neighborhood Council and its activities, including the Program for Improving Neighborhoods (PIN) grant program. The concept of neighborhood involvement is becoming second nature to many City departments and the NSO assists in coordinating many meetings and/or mailings to encourage that involvement. The active Neighborhood Associations have become more informed about their community and general indications suggest these associations feel that the City is sincerely interested in neighborhood input on various issues. However, of the 21 associations that have been formed since 1990, only 5 or 6 associations are consistently active with regular meetings, newsletters and activities. When the NSO was established, the philosophy behind the concept was one of enabling residents to form associations to improve communication among residents as well as with City government. Voluntary participation by residents was key. This philosophy relied upon residents taking an active role in organizing an association, setting its geographic boundaries, determining the agenda of the association, and actively participating in a relationship with their neighbors and with City government. Due to many factors-- including the multiple demands of modern life, this approach has met with limited success. Neighborhoods in Iowa City are not facing many of the critical issues (crime, drugs, poverty, etc.) that other communities must deal with and where grassroots activities of neighborhood associations can are often most successful. Associations may form in the face of some controversial issue; when the issue is resolved, the association fades. It then becomes very difficult to fulfill the purpose of the neighborhood services office--to communicate with residents, to undertake neighborhood planning, and to organize a service delivery system--through the neighborhood associations. 2 Neighborhood planning and service delivery have not been sufficiently addressed as originally intended. Neighborhood issues that might be approached as part of a proactive neighborhood planning process continue to be addressed on a reactionary level as individual controversies occur. Even our efforts to communicate information about City projects have met with limited success. The First Avenue Extension project became a heated controversy partly due to claims of lack of information being provided to the public by the City. Information was provided to the neighborhood association representatives on the east side of the city. These neighborhood associations cover about 30% of the east side of the city. Those residents outside of neighborhood associations boundaries had no method to learn of this project in detail. Of the neighborhoods notified about the project, only one chose to hold a neighborhood meeting to discuss the subject, one other mentioned the project in their newsletter and two neighborhood association representatives chose not to act on the information. This decision by the neighborhood association representatives is currently beyond our control and we are criticized for a failure to inform. The steady growth of the number of neighborhood associations that occurred in the first few years has leveled off in the last two years. Areas of the city that are not involved in a neighborhood association tend to be those that are experiencing little development, growth or controversial issues. The NSO has provided assistance in communicating with those unorganized areas when necessary for issues such as Capital Improvement Pre- Design meetings, noise issues, traffic calming discussions, etc. but no official organization or contact person exists to provide a consistent, organized method of communication. The availability of the PIN grant has resulted in an enthusiastic response by many of the existing neighborhood associations with 11 of the 21 neighborhood associations having participated in the past three years. It has also acted as a focus for the Neighborhood Council who develops, reviews and monitors those grant activities. Those neighborhood associations that have not participated are generally inactive and do not regularly send out newsletters or have meetings. Residents of inactive neighborhood associations are not aware of the grant program and therefore do not have the opportunity to participate. In spite of the competitive nature of the grant review process, the participating neighborhood associations would like to see more interest by other neighborhood associations. There has also been frustration expressed by residents of organized neighborhood associations about lack of interest in the PIN grant process by their association leadership. Areas of the city that have never been organized as neighborhood associations do not have the vehicle available to them to be aware of the existence of the PIN grant program. Currently, the City requires nothing of neighborhood associations regarding minimal level of activity and structure. The degree of participation by a neighborhood association is predicated primarily on the interest and enthusiasm of the key contact person(s). In a number of neighborhood associations, little if any activity has occurred for years. Approximately 9 of the 21 neighborhood associations have not distributed a newsletter though the NSO office or held a meeting in the last year. In addition, there have been circumstances where information that was critical to an area was not disseminated by the neighborhood contact person when requested by the Neighborhood Services Coordinator. The internal operations of the neighborhood associations have been unstructured as well. Interpretation of what determines "neighborhood consensus" in establishing policy or 3 opinion statements can oftentimes be the opinions of a very limited number. Lack of bylaws or operational guidelines for most of the neighborhood associations can foster controlling or dysfunctional leadership. The lack of structure required of the neighborhood association program and within the associations has resulted in: · minimal participation of some neighborhood associations for long periods of time · inability of "organized" neighborhood associations to function due to inactive leadership inability of the City to communicate effectively with residents in inactive associations or associations with poor communication networks lack of consistency in activity and leadership leading to lack of confidence in the process by neighbors · little to no neighborhood planning · absence of a service delivery component Over time the day-to-day operations of the Neighborhood Services Office have focused more on fulfilling an orebuds role, not only for the associations but also for individual residents. People call or referrals are made to the NSO on issues that relate to City services or governance, and sometimes neighbor squabbles. This is an important role in that government becomes more accessible to people on an individual basis. However, the ombuds function takes considerable staff time that cannot be spent on more structured communication and service delivery activities or on neighborhood planning. To address the issue of communication gaps under the current system, the lack of neighborhood planning and to gain a clearer service delivery system, we are proposing a change in the focus of the Neighborhood Services Office. Following is a proposal for Neighborhood Service and Planning Districts which follow the boundaries of the Planning Districts of the Comprehensive Plan. Instead of relying on associations to fulfill the functions the City envisioned when establishing the NSO, this proposal is based on systematic action by the City. Neighborhood associations built from resident volunteers are not precluded, however the resources of the City are focused on districts established by the City to serve all residents whether they chose to participate in a neighborhood association or not. NEIGHBORHOOD SERVICE AND PLANNING DISTRICTS PROPOSAL Districts that have already been identified for the 1997 Comprehensive Plan would be used as the geographical boundaries used under this new program. As one of the planning districts of the Comprehensive Plan lies outside of the City limits, there would be 9 rather than 10 districts serviced through the Neighborhood Services and Planning District proposal. Newsletters and meetings providing information regarding specific district issues (such as non-resident parking in the Northside), City services in the district (such as leaf pick-up), general City activities (such as the City employee leaf raking program), capital projects in the area (such as the Sandusky sewer project or Melrose Avenue), development projects, and informational pieces about the district would be coordinated through the Neighborhood Services Office. Topics for the newsletters and for meetings 4 in the district could also be generated by individual residents or neighborhood associations; however the communication system would not rely on the associations and public effort would not be put into organizing additional associations. Emphasis would be placed on district education, planning and participation efforts rather than neighborhood organization. Neighborhood associations could continue to operate within a district although some services to them as associations would be phased out. These services include newsletter printing and mailing. Information would be disseminated only to those associations that ask for it to continue. A planning process would occur with a planning district much like what has occurred with the South District Plan, managed by the Urban Planning Division as part of the Comprehensive Plan. These plans would continue to address land use and infrastructure issues in the area, and any other social or physical needs, resources and values of the neighborhoods within the district as these issues are raised by the residents and property owners. The role of the Neighborhood Services Coordinator would involve the development of regular newsletters to the district residents, assistance in the district planning process and a continued ombuds role in responding to district resident questions and concerns. A Service Delivery component will be established as part of the Neighborhood Services and Planning District program. A service delivery system can take various forms but its' major focus is to measure the need for public services in particular areas of the city by developing a method of maintaining records about activities or demographics in specific areas, such as which neighborhood may need increased police presence, which may require more street maintenance, which areas may need more encouragement to recycle, etc. The management of the service delivery system will span all City departments and should enhance coordination and efficiency of our operations. It will also allow district residents to easily access information about such items as police calls, numbers of traffic citations, or total capital improvement dollars invested in the district, so residents can determine what services they need. We believe a number of advantages are apparent with the Neighborhood Service and Planning District concept: · coverage of entire City and contact with the majority of the community · fewer, larger districts rather than the current number of relatively small neighborhood associations · activity of district not dependent on efforts of volunteers · a consistent, reliable form of communication with residents can be created · planning process would be initiated by the City rather than relying on neighborhood initiative · a service delivery system could be more easily implemented as the entire city is covered by districts · staffing would only be slightly higher than current level (increase interns hours) · more attention to ombuds work for individuals The negative aspects of this option include: · mailing and printing costs would increase · neighborhood association activities may decline without City financial and organizational support · less staff contact with individual neighborhood associations · Neighborhood Council and PIN grant process would have to be reorganized · social activities of neighborhood associations could suffer due to lack of promotional avenues · existing neighborhood associations may not like the change It is obvious that restructuring and reducing government support for the neighborhood associations will have an impact on the associations that have formed in the past seven years. The active neighborhood associations have grown into well informed, politically knowledgeable groups that have also learned to communicate with each other. The Neighborhood Council has become an effective vehicle for the various neighborhoods to work together towards common goals as well as leading to a more comprehensive appreciation of how issues can affect one neighborhood differently than another. Regrettably, participation has been limited to a few associations. This proposal has been discussed with some of the more active neighborhood association representatives over the past several weeks. Their primary concerns included: · the loss of the newsletter funding; this is their primary vehicle to communicate within a neighborhood · use of the district newsletter would not be as personal or timely as the neighborhood newsletters have been · the district concept is perceived as offering little advantage to the associations · the impact on the Neighborhood Council and the PIN grant those who have consistently participated in both feel that the expansion of these areas into a "district" orientation dissipates the strength and close working relationship the neighborhoods have achieved in the past few years. The need to expand communications to the entire community was generally accepted by the neighborhood association representatives. A few suggested the district newsletter would alleviate their responsibilities on getting out information to some extent. The ability to expand their communications ability to a larger area was positively received although one person was concerned that she would feel uncomfortable in presenting information with the same informal "tone" in a district newsletter that she has in a neighborhood newsletter. We believe the district approach can reach more people in our community and utilize public resources more effectively than through a limited number of associations. We do not want to discourage the existence of neighborhood associations and the closeness these associations may bring to residents. However, we believe the organization and maintenance of these associations should appropriately be with the residents of the neighborhoods. To assist existing associations with a transition to the Neighborhood Service and Planning districts, the continuation of some services is suggested. It is also suggested that the future direction of the Neighborhood Council and the PIN grant program be referred to the current Neighborhood Council for their recommendation. The attached question and answer information piece provides additional information that may be of interest to existing neighborhood associations. We would be interested in discussing this proposal with the City Council at a future work session for input and direction, cc: Neighborhood Association representatives neighbor\evaluatn.doc NEIGHBORHOOD SERVICE AND PLANNING DISTRICTS: HOW NEIGHBORHOOD ASSOCIATIONS ARE AFFECTED Who will be available as a City resource for questions/concerns we might have? Because one of the primary goals of the Neighborhood Service and Planning District Program will be to expand communications and liaison services to the entire community, questions by district representatives, neighborhood associations or the general public will continue to be responded to or referred on by the Neighborhood Services Coordinator. It is expected that this ombuds/liaison role and development of district newsletters will consume a majority of available time for the Neighborhood Services Office. As the program matures and expands, continual evaluations will need to occur to assure that adequate services are being provided to all. Will we still have the neighborhood newsletters printed and mailed with City resources? The City will continue to print and mail the association newsletters for about a year after implementation of this program. The expansion of the duties of the Neighborhood Services Office to providing services to the entire community will require that some of the more time consuming tasks involved with association newsletters such as writing articles, creating meeting notices and performing some final "set up" will not be possible. The District Newsletters will be available for neighborhood associations to include information they would like to share with the neighborhood and the district. This will result in broader coverage of neighborhood associations' activities, providing the opportunity for those outside of the neighborhood association boundaries ~ to become aware of association activities as well. This may result in the need to send out fewer newsletters by the neighborhood associations. District newsletters will likely be published quarterly so this will take a bit more pre-planning by the neighborhoods. One alternative funding mechanism for neighborhood newsletters may lie in requesting funding through the PIN grant program (see below). Some neighborhood associations have held successful fund raising activities that can fund the newsletters. Mailing lists that have been developed through the Neighborhood Services Office will continue to be'available to the neighborhoods when requested. Bulk Rate mailing is available to neighborhood associations as a non-profit organization and that information can be provided upon request. What will happen to the Neighborhood Council and PIN grant program? The Neighborhood Council will be expanded into a "district neighborhood council" concept. The Neighborhood Council will meet to determine how the development of the District Neighborhood Council should occur. The transition period will also allow for a series of Planning District newsletters to be created and distributed so the community can be familiarized with the program and participation can be encouraged. It is expected that the District Neighborhood Council will become a recognized board or commission of the City of Iowa City with representatives applying to and appointed by the City Council. The details of how this occurs will be discussed with the Neighborhood Council. The PIN Grant (Program for Improving Neighborhoods) will be available throughout the districts with increased funding to allow for increased participation. District members would apply to the District Neighborhood Council and the process could remain similar to what is currently in place for the PIN grant. The District Neighborhood Council will determine a ranking of the applications and make a recommendation to the City Council. The existing process for PIN grant applications and funding will remain in place for Fiscal Year 1999 (July 1998 - June 1999). It is anticipated that many of the individuals currently involved in the Neighborhood Council will be involved in the District Neighborhood Council. Will neighborhood associations still receive regular information from the Neighborhood Services Office? Upon request, Neighborhood Associations can continue to receive regular mailings containing City Council, Planning and Zoning or Board of Adjustment agendas. Other information will be conveyed in the District Newsletters. Imminent land use issues will continue to receive attention through the existing, public notification process - generally notification of people within 200 feet, signs posted on the property and notices in the paper. Other methods to expand communication for such short notice issues will also be evaluated (i.e. use of cable TV, increased coverage by the press, expanding notification areas, etc.) Neighborhood Associations can continue to encourage residents to serve on City boards and commissions to provide a direct link to these City issues. It is expected that residents may receive more information through the district newsletters than what they have been able to obtain in their newsletters. The newsletter will provide a wide range of City related news and activities as well as information about what is happening within the district. What is a "service delivery system" and why would it be advantageous for neighborhoods or districts? Service Delivery Systems can take various forms. The City of Iowa City will create this system with the help of the districts and neighborhoods. Generally, a service delivery system is a method in which all City departments work together to address the needs of specific areas of a community by planning for service delivery based on area needs and resident input. Determining area needs will require the development of an efficient method of maintaining records about what is occurring in various areas; which neighborhood may need increased police presence, which may require more street maintenance, which areas may need more encouragement to recycle, etc. This process is advantageous for the public in a couple ways. This system will ensure that the Neighborhood Services Office receives information that can be relayed to various areas of the city in a timely manner; e.g. the need for replacement of playground equipment, repairs to streets, tree trimming, etc. It will also provide a structure for communication among staff to enhance coordination and efficiency. It will be possible for districts to easily access information about such items as criminal activities, numbers of traffic citations, total capital improvement dollars invested in the district, etc.; this will allow residents to evaluate their needs and request services from the City based on documented needs. Date: To: From: Re: City of Iowa City MEMORANDUM April 1, 1998 City Council ~.~ ~ Douglas Boothroy, D~ectb~of1=l~s~;and Inspection Services ~ngvi~s~Snleol °~?al e ~i i~eAddsr~i~r!te° rTe n a n t-to-Own e rs h i p Program This memo proposes the Iowa City Housing Authority (ICHA) under its Tenant-to-Ownership Program (TOP), purchase from Southgate Development Company up to three traditional three bedroom townhouse units within a new development located along Irving Avenue in west Iowa City. The development of additional low income housing ownership opportunities meets one of the primary TOP goals and helps ensure the success of TOP by providing the program with continuity and visibility within the community. Background Under the HUD-approved TOP, the responsibilities: City Council, acting as the ICHA, has the following 1. Sell single-family public housing units to low-income families for home ownership (a minimum of 20 units). 2. Use the sale proceeds (notwithstanding administrative cost) to develop additional affordable home ownership opportunities. Recently City Council sold its first single-family public housing unit to a low-income family, making the dream of home ownership a reality. Now, Council has the opportunity to expand the home ownership program by reinvesting public housing sale proceeds to create additional affordable housing. Southgate Development Company has agreed to sell to the ICHA, at a preconstruction discount, up to three single family townhouse units located in west Iowa City. These units are affordable, well-designed, and located in an innovative, traditional townhouse environment. If TOP is to be successful, program continuity is critical. This means TOP must be ongoing if it is to maintain newly-developed partnerships with lending institutions, staff expertise, and its visibility as a viable community housing program. Because tenant families cannot be involuntarily displaced for the purpose of selling their housing, there will be times when no public housing is available for sale. At present, the ICHA has only two other tenant families in position to buy a home. Once these homes are sold, no other homes are immediately available for sale. Therefore, the lack of housing to sell could result in extended periods of program inactivity resulting in TOP loosing momentum, visibility, and viability. Having available supply of housing to sell benefits the community because it expands affordable housing opportunities, and provides continuity for TOP by mitigating program starts and restarts. Recommendation ICHA purchase from Southgate Development Company up to three single family townhouse units (see attached elevation and floor plan). The per-unit cost not to exceed $107,900 or about $80 per square foot. Any sale proceeds would be reinvested to provide additional home ownership opportunities and subject to Council's approval. Enclosure jw/mem/db-ttop.doc Ft FVATI©hlS The "Georgetown' Townhouse by Dennis Spencer Construction 331-0862 le Un[rauer's Drafting Serv/ce e 287~ 5T~LING DRIVe. ~OWA Cid(. ~OWA 522~0 (~9) ~3~-5966 20' / FLOOR PLANS The "Georgeto,m" Townhouse by Dennis Spencer Construction 351-086k / y-4' / L- 20' If Untrauer's Drafting Service e 2875 STERUNG DRIVE, iOWA CITY. IOWA 52240 (319) 336-5966 ?NP : nv'r n ~qF' P' ~N~ ,,~1 rh~.~eorEeLo~m >~'nhouse le Uatrauer'~ Dtaf!m~ Service e 287e $TERI.I~eG WIN[. IO~w~ errs. low City of Iowa City MEMORANDUM TO: City Council FROM: Assistant City Manager DATE: April 2, 1998 RE: TCI Cable Upgrade, Liquidated Damages Attached is a partial draft of minutes of the special meeting of the Broadband Telecommunications Commission (BTC) of April 1, called for the purpose of discussing TCI's proposed alternative to the liquidated damages assessment provided in the franchise agreement. Also attached are copies of relevant correspondence on this issue. Time for discussion has been included on your April 6 work session agenda. Representatives from the BTC and TCI, as well as staff, will be present at the work session. Attachment C: City Manager Assistant City Attorney Andy Matthews Cable TV Coordinator Arlene Heck, General Manager, TCI of Eastern Iowa BROADBAND TELECOMMUNICATIONS COMMISSION SPECIAL MEETING - APRIL 1; 1998 - 5:00 PM LOBBY CONFERENCE ROOM, CIVIC CENTER DRAFT Present: Cordell Jeppsen, Betty McKray, Jim Pusack, Cathy Weingeist Staff Present: Shaffer, Brau, Helling, Hardy, Matthews Others Present: Chris Randall, Brian Sharp, Amber Hunt, Steve Kanner, Jon Koebrick RECOMMENDATIONS TO THE CITY COUNCIL The Commission recommends to the City Council that they accept TCI's proposed cure in lieu of a fine of $250 per day for failing to meet the system upgrade deadline contained in the franchise agreement. The cure is outlined in TCI's letter of March 23, 1998 in which TCI will pay a total of $46,000 and not increase subscriber's rates in areas in which the system is upgraded before the entire system upgrade is complete. One half of the $46,000 will be rebated to subscribers, or approximately $1.30 per subscriber, and one half will be given as a grant-in-aid to the City Cable TV Division to cover related expenses. SUMMARY OF DISCUSSION · MRR-31-1998 14:54 TCI of Eastern Ioum 319 393 7817 'TC ! Mar~h 31, 1998 Thank you for taking the time to review the options presented in my letter of March 23, 1998, and puttir~ thought into the specifics of our planned options to ~trc in your March 26, 1998, letter. TC1 is pleased to clarify the options in response to your seven (7) questions. l. TCI will not "pass through" the ~osts of a rebate or a grant-in-aid to the City. 2. The re. bate and grant-of-aid will not impa~t the TCI maximum permitted ratc in currcm or future fili~gs. 3. Rate increases related to the system upgrade would bc held in abeyance until the system upgrddc is entirely complete for all customers in both options. New programming will be added over the course of the upgrade. Customers ha upgraded ar~as will have the capability to receive the new programming as added in the headend. The noc~'ssary headend equipment has been on backorder from vendors. New programming will be added to the line-up as this equipment is received, thereby allowing ~ustomers in the upgraded areas to see channel additions incrementally. We expect that the filll channel line-up will be delivered to upsfaded areas before all nodes are completed. Under the options presented, no rate increases due to the system rebuild/upgrade or the new programming will bc implemented un~ the entire system is upgraded. I also wish to darif~ that the rate increases being held until upgrade/rebuild completion arc only those increases due to the increased programming and capital cost of thc upgrade. Cun'cnt filings submitted to the City reflect a modest increase for besic and expandcd basic service on the existing channel line-up due to increased programming cost, inflation, and other costs. The proposed options halt all rate increases due to the incrcmcntal additional progranuning and costs associated with the upgrade/rebuild until the project is complctcd, ,, .~g~-31-1E~J~ 14:~4 TCI o~c Eastern Iotoa :319 ~3 ~17 P.1~3/1~3 The $3 to $? rate increase range was an estimate of potcntis] number of channel additions possible, potcnti-! programming choicc~ with the range of costs associated, and the capita] up§radeJrebuild costs pass-through. The increase range estimate reflects maximum permitted rate possibiUties. As 1 mentioned in the last Broadband Telecommunications Commission, TCI is very fio-,o'ble on the presentation of a rebate to 'minimize the confusion surrounding other FCC rebates on customer statements. I propose that the least confusing way to differentiate between this and other refunds would be to have a minimum of one complete billing cycle between the FCC refund and the proposed rebate. I propose, for example, that if the FCC refund will occur in the Junc billing cyclc, this refund would occur in the August billing cycle. TCI acocpts your suggestion that both options would be open ended to be equal to whichever was §rcatcr bctwccn thc $46,000 or $250 per day liquidated damages assessment. The options were not open ended because wc hoped to "go the extra mile" and cx _c,:~!__ the cquivalcnt of $250 per day. TCI is highly motivated to finish the upgrade before August 31, 1998. Thank you for your consideration ofthe proposal. Please call me at (319) 395-9699 Ext. 202 to discuss or clarify any portion of the proposed options. I look forward to the April 1, 1998 Broadband Telecommunications Commission meeting for further discussions regarding the options and improved relations with the City. Sincerely, TCI OF EASTERN IOWA Jon Koebrick Director of Franahising Honorable Ernie Lclunan, Mayor Drew Shaffer, CATV Administrator lVSkc Brau Broadband Telccommunications Conmission A:-t~ne Heck, C~qeral Manager John Margeson, Regional Vice President Jim Leach, Groat Lakos Division Director of Franohising TOTRL P. 03 March 26, 1998 Mr. Jon Koebrick Director of Franchising TCI 6300 Council St., N.E. Cedar Rapids, IA 52402 CITY OF I0 WA CITY Re: Response to your March 23, 1998 letter Dear Mr. Koebrick: Thank you for your letter of March 23rd regarding TCI's plan to cure the franchise violations. The City is certainly willing to consider your plan, There have been several questions raised with regard to your plan to cure. As staff to the Broadband Telecommunications Commission (BTC), we would like to pose these to you so that the BTC may have your answers to consider prior to their special meeting of Wednesday, April 1, 1998 at 5 P.M. If you could get your written response to my office by 5 P.M. on Tuesday, March 31st, that should be adequate and would be much appreciated. The questions raised include: Does TCl plan at any time in the future to pass through the costs of their proposed customer rebate or the grant-in-aid to the City? Would TCI's maximum permitted rate go up as a result of the rebate or grant-in-aid, and if so, what impact would this have on TCI's next or future rate filings? The second cure option that TCI proposes, involving the $23,000 rebate and $23,000 grant-in-aid, does not mention the rate freeze mentioned in the first option. Does the rate freeze apply to the second cure option? Concerning the rate freeze that TCI proposes as part of your plan to cure, it is unclear whether the homes being cut over to the new, rebuilt system will be receiving any new programming, but will still not have to pay any rate increases until after the system is rebuilt. Can you clarify if, in your plan to cure, the homes being cut over to the new system will be receiving any new programming and will still not have to pay any rate increase until the system is rebuilt? Can you clarify how TCI arrived at the $3 to $7 figure used as the rate increase in your plan to cure? 410 EAST WASHINGTON STREET · IOWA CITY. IOWA 52240-1826 · (319) 356-5000 · FAX (319) 356-5009 Mr. Koebrink March 26, 1998 Page 2 Can you fashion a plan that would deal with the BTC's concern that the confusion on the part of subscribers be minimized regarding the different refunds and rebates involved in the FCC's decisions and this plan to cure? The City would be much more comfortable if TCI's plan to cure were open-ended with regard to the August 31st date. That is to say, if the proposal were to state that the rebates and/or grant-in-aid will be equal to or greater than whatever is owed (based on the $250 per day fine) at the time the Iowa City system is rebuilt, that would make the issue clearer. Please feel free to fax me your hard copy if that will help you to get your response to me by Tuesday of next week. I would also like to receive a hard copy in the mail shortly thereafter. If you have any questions, please feel free to call me or Mr. Drew Shaffer at 356-5046. We look forward to your response. Sincerely, Da~--~le E Hel. ling, A~Uanager City of Iowa City 319/356-5013 319/356-5009 FAX cabletv\ltrs\koebrick.doc Pl1~-23-19c313 13:1a6 TCI o{ Eastern Iotoa 319 393 T917 P.la2/la4 'TC 1 March 23, 1998 Honorable Ernie Lehman Mayor City of Iowa City 410 East Washington Street Iowa City, IA 52240 Dear Mayor Lehman, I first must express appreciation for the opportunity granted by the Council to address the March 9, 1998 Council Work Session. TCI sincerely desires an improved relationship with the City of Iowa City. Further, I believe we share an understanding that an open dialogue is necessary for improvement. We agree with your view that as' unfortunate and improbable as it may be, the current situation regarding the missed construction deadline does provide opportunities to illustrate TCI's commitment to the City and customers. Moreover, a very positive picture for customers, the City of Iowa City, and TCI will emerge upon completion of the upgrade project. TCI acknowledges receipt of the "Notice of Franchise Violation" letter from the Cky. Pursuant to Section XX.B as referenced by the City's "Notice of Franchise Violation," TCI hereby submits a plan for consideration by the City to be deemed acceptable as a cure to the Franchise violation. TCI will aggressively continue upgrade construction moderated only to limit customer interruption when are, as are activated. We anticipate completion before August 31, 1998 with customers beginning to come on-line in less than two (2) weeks. Tile $250/day liquidated damages assessment (until system upgrade completion as defined in the Franchise Agreement and recommended by the Telecommunications Commission) does not directly benefit the Iowa City citizens/subscribers who are not receiving expanded channel capacity. The total liquidated damages assessment if the system were completed August 3 I, 1.998 would be approximately $46,000. TCI proposes to exceed the total liquidated &SO0 Council SL. N.E. Gedar Flap#l~. IA S2402 (3~9) 395-9~S Fax (319) 393.7017 P1RR-23-1998 ~3:~ TCI o~ Earntern Iou~s 319 2)93 q~)l? P.~3~EM damages assessment by crediting a one-time rebate spread equally to all Iowa City subscribers. The total rebate to all customers would be $46,000 or approximately $12.60 per customer even thoulth completion is expected prior to August 31, 1998. TCI also proposes to hold all rate increases due to the system upgrade until the entire system is completed. The rate increase due to the system ups/ade and additional programming is not finalized but estimates have placed this amount from $3 to $? ['or basic and expanded basic service. The combination of the rebate and holding up§rede rate increases until final system completion surpasses the total liquidated damages assessment if' the Telecommunications Commission's earlier recommendation wr, re approved. This option, in lieu of the liquidated damages assessment, would benefit Iowa City subscriber5 who have waited for the system completion. In recognition of the City's contribution in monitoring and dealing with the system upgrade, TCI's second option in lieu of the liquidated dartrages assessment would be a rebate to all Iowa City customers equal to $'23,000 or $1.30 per customer and a $2_3,000 grant-in-aid to the City o[' $23,000 as well as a hold on all rate increases attributed to the upgrade until the system is completed. This option would also surpass the liquidated damages assessment amount and would rccolgniz¢ the efforts ofthe City in dealing with the situation. TCI regrets the delays incurred in the upgrade process. However, the system as completed will outstrip the capacity and service expectations originally dehned in the Franchis~ Agreement. Channel capacity of the $50 MHz system at the thnc of the franch/se sip~,.ing'was calculated to be 77 channels. The finished system will employ both analog and digital compression technology to far exceed the originally expected 77 channel capacity. The digital system will provide better customer choice so that only those customers who want special interest niche programming will pay for the service. Families who choose digital service will be able to use the comprehensive parental control features to block out programming by channel or rating. The system as completed will have the capability for high-speed internet access via cable modem to serve Iowa City's computer-rich citizens and institutions. The delays have been painful and difficult but we remain optimistic that the City and customers will be pleasantly satisfied at the conclusion of'the upgrade. TCI appreciates the City's consideration of the optional plans submitted. Any suggestions the City might present as more beneficial to the City, subscribers, and TCI will receive consideration. Thank you. M~-23-1998 13:86 TCl of Eastern Io~a 319 39~ ~817 P.BaxB4 Sincerely, TCI OF EASTERN IOWA (]Jon Koebrick Director of Franchising CC'* Drew Shaffer, CAW Administrator Mike Brau Tel~ommunications Commission Arlene I-leek, General Manger John Margesort, Regional Vice Pre. slde~t lira L~ach, Great Lakes Division Director of Franchi~ing TOTAL P. 84 City of Iowa City MEMORANDUM Date: To: From: Re: March 30, 1998 City Council City Manager Landfill- Bricks and Shingles The Landfill made available in February the stockpile of old paving bricks. We had an immediate response and then, with cold and wet weather, interest tapered off. With spring about to arrive, people seem to be interested in the bricks again. So far this year, 74,440 pounds have moved, at $.04/Ib., to total $2977.60 in income. In November of 1997, the Landfill began separating shingle loads, to process for use on secondary roads. So far, we have accepted 178 loads, of various sizes. Twenty loads have been rejected for having too much trash mixed in, and these have been landfilled. One load was found to contain more than 1% asbestos, and this has been handled as regulated asbestos material. As of March 25, 1998, the shingle stockpile contains 424.5 tons. We have been in touch with a contractor who is familiar with the grinding and nail removal process. He will be preparing a proposal for processing our supply. The contractor would like to have the work completed as soon as possible, to avoid warm weather and "stickier" shingles. Im\mem\sa3-30.doc City of Iowa City MEMORANDUM TO: FROM: DATE: RE: City Council City Manager April 2, 1998 Downtown Spring Clean-Up Attached is a copy of a news release regarding a special spring clean-up of the Central Business District area during the week of April 13-17. An article will also appear in the Downtown Newsletter which will go out during the week of April 6. In the past there have been many volunteer clean-up events sponsored by the City, the Downtown Association, various service organizations, fraternities and sororities, etc. These have usually taken place on a Saturday morning and have attracted a limited number of volunteers. This year we decided to do something different. Terry Trueblood and Chuck Schmadeke, along with their respective staff persons, put this project together and it will result in between 200 and 400 additional work hours dedicated to downtown clean-up. We are anxious to see the results and hope to use this project to promote an effort by all citizens to keep the downtown clean throughout the year. If this project is successful, it will likely become an annual event. Attachment c: Terry Trueblood Chuck Schmadeke Dale Helling TO: FROM: RE: IOWA CITY PARK AND RECREATION DEPARTMENT ~ Re~:~,~e Phone: 356-5100 FAX: 356-5487 All News Media Parks and Recreation Office City of Iowa City DOWNTOWN SPRING CLEAN UP A special Downtown clean up will take place during the week of April 13 to 17. During this time City crews from the Streets Division and the Parks and Forestry Division will join the Central Business District maintenance staff in a concerted effort to give the downtown area a thorough Spring cleaning. Toward this effort, approximately 25 City employees will spend the equivalent of 8 to 16 hours each working downtown rather than in their regular assignments in the parks and around the City. This effort will focus on cleaning tree grates, trash receptacles, tables and seats, planters and flower beds, and the pedestrian mall playground area. Many bench legs, handrails, bollard tops, water hydrants, bike racks and other painted fixtures will be repainted. Pruning, mulching and planting will occur in various areas as appropriate. A variety of other maintenance activities will also occur, including removal of sand and debris from the streets, walkways and other surface areas. The brick surface in the "ped-mall" and other selected walking surfaces will receive a thorough cleaning by utilizing a high pressure steam cleaning process. Hopefully the enhanced appearance will inspire business owners, patrons and all visitors to help keep the downtown clean and attractive throughout the summer. CONTACT PERSONS: Terry Robinson, Superintendent of Parks & Forestry Sheri Thomas, Sr. Maintenance Worker, Central Business District Phone: 356-5107 City of Iowa City MEMORANDUM Date: April 3, 1998 To: Mayor and City Council From: Marian K. Karr, City Clerk Re: Council Work Session, March 23, 1998 -- 7:00 p.m. in Council Chambers Council Present: Lehman, Champion, Kubby, Norton, O'Donnell, Thornberry, Vanderhoef. Staff Present: Atkins, Helling, Karr, Dilkes, Franklin, Davidson, Trueblood, Ripley. Tapes: Reel 98-39, Side 2; Reel 98-43, all; Reel 98-44, all. PCD Director Franklin stated there has been an amazing response to Northeast Planning District workshops. Kubby requested a written response be sent to the University of Iowa Environmental Coalition on their letter. REVIEW ZONING MATTERS Reel 98-39, Side 2 MOTION SETTING A PUBLIC HEARING FOR APRIL 7 ON AN ORDINANCE CONDITIONALLY CHANGING THE ZONING DESIGNATION ON A 10-ACRE TRACT LOCATED ON THE SOUTH SIDE OF MELROSE AVENUE AND WEST OF WEST HIGH SCHOOL FROM LOW DENSITY SINGLE-FAMILY (RS-5) TO PLANNED DEVELOPMENT HOUSING (OPDH-8) TO PERMIT AN 80 DWELLING UNIT RETIREMENT COMMUNITY. (REZ98-0002) Bo PUBLIC HEARING ON AN ORDINANCE CONDITIONALLY CHANGING THE ZONING DESIGNATION ON A 4.46-ACRE TRACT LOCATED AT 500 FOSTER ROAD FROM INTERIM DEVELOPMENT SINGLE-FAMILY RESIDENTIAL (IDRS) TO SENSITIVE AREAS OVERLAY-8 (OSA-8) TO PERMIT 35 DWELLING UNITS AND APPROVING A PRELIMINARY SENSITIVE AREAS DEVELOPMENT PLAN. (LOUIS CONDOMI NI U MS/REZ97-0011 ) Franklin requested that Council continue the public hearing to April 7, 1998. C. PUBLIC HEARING ON AN ORDINANCE CONDITIONALLY CHANGING THE ZONING DESIGNATION ON APPROXIMATELY 41 ACRES LOCATED BETWEEN LOWER WEST BRANCH ROAD AND COURT STREET EXTENDED, APPROXIMATELY 4/5 MILES WEST OF TAFT AVENUE FROM LOW DENSITY SINGLE-FAMILY RESIDENTIAL (RS-5) TO MEDIUM DENSITY SINGLE-FAMILY RESIDENTIAL (RS-8) FOR 29.1 ACRES AND LOW DENSITY MULTI-FAMILY RESIDENTIAL (RM-12) FOR 11.9 ACRES. (WINDSOR RIDGE/REZ97-0019) Franklin requested that Council continue the public hearing to April 7. In response to Council, Franklin stated she will ask the developers, if they could wait until the Northeast Planning District community process is complete before moving ahead with the rezoning process. Council Work Session March 23, 1998 Page 2 D. PUBLIC HEARING ON AN ORDINANCE CHANGING THE ZONING DESIGNATION ON APPROXIMATELY 24.12 ACRES FROM INTERIM DEVELOPMENT fID-RS) TO SENSITIVE AREAS OVERLAY-5 {OSA-5) AND APPROVING A PRELIMINARY SENSITIVE AREAS DEVELOPMENT PLAN FOR PROPERTY LOCATED AT THE EAST TERMINUS OF HICKORY TRAIL. {FIRST AND ROCHESTER PARTS 4, 5, 6/REZ97-0007) Franklin requested that Council continue the public hearing to April 7. PUBLIC HEARING ON AN ORDINANCE APPROVING THE PRELIMINARY OPDH PLAN FOR WALNUT RIDGE, PARTS 6 AND 7, A 66.68 ACRE, 20-LOT RESIDENTIAL SUBDIVISION LOCATED AT THE NORTH TERMINUS OF KENNEDY PARKWAY. (REZ98-0001) Larry Schnittjer, MMS Consultants, provided information regarding size of cul de sacs in Walnut Ridge. ORDINANCE AMENDING TITLE 14, CHAPTER 6, "ZONING," ARTICLE E, "COMMERCIAL AND BUSINESS ZONES," SECTION 2, NEIGHBORHOOD COMMERCIAL ZONE ('CN-1) REGARDING SIZE RESTRICTIONS ON RESTAURANTS. (1) PUBLIC HEARING (2) ORDINANCE G. ORDINANCE AMENDING THE APPROVED PRELIMINARY SENSITIVE AREAS DEVELOPMENT PLAN FOR LOT 51 OF WALDEN HILLS, CONTAINING 2.9 ACRES AND LOCATED WITHIN THE OSA-8, SENSITIVE AREAS OVERLAY ZONE AT THE NORTHEAST CORNER OF SHANNON DRIVE AND IRVING AVENUE. (REZ97-0018) (1) PUBLIC HEARING (2) ORDINANCE H. RESOLUTION APPROVING A PRELIMINARY PLAT OF GALWAY HILLS, PART FIVE, A 13.63-ACRE, EIGHT-LOT RESIDENTIAL SUBDIVISION LOCATED ON THE SOUTH SIDE OF MELROSE AVENUE AND WEST OF WEST HIGH SCHOOL. (SUB98-0002) MOTION TO FORWARD A LETTER TO THE JOHNSON COUNTY BOARD OF SUPERVISORS RECOMMENDING THAT A REQUEST TO REZONE 5.3 ACRES FROM SUBURBAN RESIDENTIAL (RS-10) TO PLANNED COMMERCIAL (CP2) FOR PROPERTY LOCATED IN THE NORTHWEST QUADRANT OF THE INTERSECTION OF HIGHWAY 1 AND LANDON AVENUE BE DENIED. (CZ9801) REVIEW AGENDA ITEMS Reel 98-39, Side 2 (Agenda # 11- Design Plan For Development of the Peninsula). Vanderhoef raised concerns regarding Peninsula access. Council requested that they meet with the Peninsula design consultant. (Agenda # 6- IDOT Transit Assistance Funding). In response to Council, PCD Assistant Director Davidson explained the Near Southside multi-use parking facility and the para- transit funding is included on the IDOT Transit Assistance Funding request. Council Work Session March 23, 1998 Page 3 (Agenda # Consent Calendar 3.g(8)- Commercial Loading Zone on Washington Street). Kubby stated that allowing commercial parkers to use 'no parking anytime' zones may confuse downtown parkers. Traffic Engineer Ripley responded to questions regarding downtown signage. Norton noted that there should be more stringent enforcement of commercial parking regulations in Dubuque Street. Norton/ (Agenda #12- Agreement Between The City of Iowa City and ACT Inc.). City Attorney Dilkes and PCD Assistant Director Davidson presented information. Dilkes explained the agreement would allow up to one access point off of First Avenue and up to one off of Captain Irish. 5. (Agenda #8-Scanlon Gymnasium). Norton requested that staff present pictures of the proposed Scanlon Gymnasium project at Council's formal meeting on Tuesday. NEIGHBORHOOD TRAFFIC CALMING PROGRAM EVALUATION Reel 98-43, Side 1 PCD Assistant Director Davidson and Traffic Engineer Ripley presented the Neighborhood Traffic Calming Program evaluation. Council received input Lucy Choisser, a Penny Bryn Neighborhood Association member. A Council majority directed staff to retain the language "or" when referring to volume and speed. Staff Action: Corrections made and distributed to neighborhood representatives. (Ripley) SCANLON GYMNASIUM (Agenda Item #8) Reel 98-43, Side I Parks and Recreation Superintendent Trueblood and Scanlon Gymnasium Architect Kevin Monson presented design information. Civic Center Renovation Reel 98-43, Side 2 City Manager Atkins and Assistant City Manager Helling summarized design plans for the Civic Center Renovation project. Council directed staff to proceed with Civic Center Renovation preliminary design work. Staff Action: Assistant City Manager Helling will direct the conclusion of design work, up to and including construction documents. This item will be placed on a future city council agenda for confirmation to proceed to bid. (Atkins) COUNCIL APPOINTMENTS Reel 98-44, Side 1 Animal Control Advisory Board - Ursula Delworth Broadband Telecommunications Commission - Jim Pusack Historic Preservation Commission - Readvertise Council Work Session March 23, 1998 Page 4 ORGANIZATIONAL ISSUES - SCHEDULE Reel 98-44, Side 1 Council tentatively agreed to the following meeting schedule: April 6/7 & 27/28 May 11/12 & 26 June 15/16 July 6/7 & 27/28 August 24/25 September 8 City Clerk Karr started she will prepare a revised meeting schedule for distribution at Tuesday's formal meeting. COUNCIL AGENDA/COUNCIL TIME Reel 98-44, Side I Champion expressed her dismay regarding bar and restaurant owner meeting minutes concerning minors. Kubby noted the owners had also expressed interest in having uniformed officers at their doors and the Police Chief recommended against it. The City Manager stated he strongly recommended against it also. 2. Lehman requested kegger ordinance and police issues be scheduled for discussion at a work session soon. 3. In response to Kubby, City Manager Atkins stated the University of Iowa Biology Building skywalk plans should be available in April. 4. In response to Norton, City Manager Atkins stated staff is preparing an entrance overlay report. 5. (Consent Calendar #3g (1) Dan Pinegar-downtown bars/students). In response to Norton, Mayor Lehman stated he will respond to Dan Pinegar. In response to Norton, Thornberry explained a paratransit committee meeting is scheduled this week. Lehman stated Council may need to schedule a special meeting. City Clerk Karr and City Attorney Dilkes noted that there needs to be 24 hour notification to schedule a special meeting. 7. Thornberry noted he liked Planning and Zoning Commission's rules for public hearings. O'Donnell asked that Council expedite the vote on restaurants in CN-1 zone. Lehman stated that applicant needs to make the request for expedited action. Kubby suggested waiving the fee for the special exception. 9. O'Donnell stated he observed SEATS drivers and dispatchers at work, and strongly urged an advisory board be formed for better accountability. 10. Vanderhoef stated she would like to meet with peninsula development consultants on April 23rd. Council Work Session March 23, 1998 Page 5 11. Lehman stated the Walden Hills Subdivision developer does not want to install the required neckdowns. The Mayor stated if four Council Members wished to discuss it, it could be brought up at Tuesday's formal meeting. If not, agreement remains the same. 12. Norton stated that the area sports champions (West High; U of I Wrestling; and Kirkwood) should be noted during Council's formal meeting on Tuesday. Adjourned: 10:30 PM cle rk~rnin\0323-ws.doc City of Iowa City MEMORANDUM Date: To; From: Re: Council Present: Staff Present: April 3, 1998 Mayor and City Council Marian K. Karr, City Clerk Council Work Session, March 25, 1998 -- 2:00 p.m. in Council Chambers Lehman, Champion, Kubby, Norton, O'Donnell, Thornberry, Vanderhoef. Atkins, Helling, Karr, Franklin, Yucuis, Schoon, Craig. Tapes: Reel 98-47, all; Reel 98-48, Side 1. MEETING SCHEDULE Council agreed to the following meeting schedule changes/additions: April 2 April 23 Sept. 8/9 DOWNTOWN PROJECTS Reel 98-47, Side I 9:00 AM Special Work Session on SEATS 4:00 Special Work Session with Peninsula Consultant Special Work Session & formal meetings Reel 98-47, Side I City Manager Atkins and Planning and Community Development Director Franklin presented information regarding proposed downtown projects and the local option sales tax. Council developed the following list of proposed uses of a local option sales tax: FLIP CHART: Water relief Library/CenterSpace Property tax Capital improvements (miscellaneous) Public safety Downtown improvements Public transportation Community enhancements Bond retirement Operating expenses Housing fund Human services City Manager Atkins stated he will provide further information based on Council direction. Council agreed to begin their April 6 informal work session at 6:00 PM. Meeting adjourned: 3:45 PM clerk~nin\0325-ws.doc City of Iowa City MEMORANDUM Date: April 2, 1998 To: Mayor and City Council From: Marian K. Karr, City Clerk ~'~ Re: Council of Elders meeting I understand that you have been asked to attend a meeting regarding the proposed Iowa Avenue parking facility next Wednesday (April 8, 1:45 pm- 3:00) at the Senior Center. If four or more of you plan on attending please let me know so that I can post notice of the meeting and make arrangements to attend. City of Iowa City MEMORANDUM Date: To: From: Subject: April 3, 1998 City Council y~j~ Eleanor Dilkes, City Attorne Out of Office on April 10, 1998 I will be out of the office on April 10, 1998 but Annie will be able to reach me by phone. CC: City Clerk City Manager Department Directors Building on a Ce [ury o[ Service TO: FROM: DATE: City Council Susan Craig, Library Director 4/1/98 RE: PATV Move Public Access Television has resided in the Library since 1981. When the opportunity came to add an ICN classroom at the Library, a major concern was how a required move would affect Public Access Television. It was a relief to hear that Government Access was considering a move at about the same time. This presented an opportunity to move toward a long discussed single facility for access. But timing is critical. I understand discussion about expansion at the Civic Center is currently underway. Because our project is primarily state funded we will be dealing with contractors working for the state who have scheduled our project with many others. Whatever happens, PATV needs to vacate their space at the Library this summer. A decision on whether they can be part of a larger access facility or should locate on their own is very important so they have adequate time for planning and preparation. I have been asked to let you know about the Library's time frame. I hope this information helps you in your decisionmaking. If you have any questions please let me know. 123 SOUTH LINN STREET IOWA CITY, IOWA ..52240 SUSAN CRAIG, DIRECTOR INFORMATION 319-356-52OO BUSINESS 319-356-5206 FAX 319-356-5494 City of Iowa City MEMORANDUM Date: March 30, 1998 To: Steve Arkins, City Manag~r~. ~/. From: Karin Franklin, Director, Re: Fritz Sculpture In December of last year, Brian Fritz, a student at the University, approached the Iowa Department of Transportation (IDOT) about placing a sculpture he had created on the pedestrian walkway at Iowa Avenue and Riverside Drive. The City supported Mr. Fritz's petition to IDOT to place the sculpture at this site. Recently, I was informed by Mr. Fritz and officials at the local IDOT office that IDOT had granted Mr. Fritz a permit for a two year period to place the statue on the circular walkway at Iowa Avenue. Within the next two weeks, weather permitting, IDOT crews and City personnel will install the sculpture at the Iowa Avenue site. The ownership of the sculpture is retained by Mr. Fritz and the administration of permitting its placement will be done by IDOT. Mr. Fritz will be responsible for maintenance. Since this sculpture is not owned by the City, it will not be under the purview of the Public Art Advisory Committee. However, it should provide an interesting addition to the Riverside Drive Corridor. tpl-lkf.doc City of Iowa City MEMORANDUM Date: April 1, 1998 To: City Council and City Manager From: Donald J. Yucuis, Finance Director ~~ Re: 1% Local Option Sales Tax Estimate of'Rl~venue Based on Fiscal Year 1997 Information I have been requested by several cities and organizations to update the revenue estimates for a 1% local option sales tax for cities within Johnson County. I am basing the revenue estimates on the Fiscal Year (FY) 1997 Annual Iowa Retail Sales and Use Tax Report as compiled by the State of Iowa Department of Revenue and Finance. I have taken the taxable sales of 906,771,258 for Johnson County and reduced that by 5% and then calculated the distribution by community based on the State of Iowa law. This report assumes that all communities within Johnson County approve the local option sales tax. The schedule shows the: · Taxable sales by community and a percentage of taxable sales to the total. · The population based on the 1990 census or any special census for each community and percentage of population by community to the total. · The estimated dollar distribution of a 1% local options sales tax to each community and the percentage of the local option sales tax by community to the total. Im~'nem\dy4-1-2.doc SCHEDULE OF ESTIMATED REVENUE FROM A 1% LOCAL OPTION SALES TAX USING FISCAL YEAR 1997 RETAIL SALES TAX OF JOHNSON COUNTY % Estimated % of Population $ 1% Local Taxable % Taxable Population 1990 1% Local Option Sales- Sales to - 1990 Census to Option Sales Sales Tax Community FY 97 Total Census Total Tax to Total Coralville 173,199,801 19.1% 10,347 10.7% $ 832,793 9.7% Hills 2,393,382 0.3% 662 0.7% $ 50,679 0.6% Iowa City 677,731,470 74.7% 60,148 62.3% $ 4,952,632 57.5% (1997 Spec Census) Lone Tree 2,092,110 0.2% 979 1.0% $ 76,365 0.9% North Liberty 19,013,057 2.1% 2,926 3.0% $ 220,76.5 2.6% Oxford 3,336,501 0.4% 663 0.7% $ 50,906 0.6% Shueyville Included below 223 0.2% $ 16,799 0.2% Solon 7,319,685 0.8% 1,050 1.1% $ 81,488 0.9% Swisher 5,489,810 0.6% 645 0.7% $ 50,019 0.6% Tiffin 2,927,453 0,3% 460 0.5% $ 35,175 0.4% University Heights Included below 1,042 1.1% $ 79,456 0.9% Other/ Unincorporated Johnson County 13,267,989 1.5% 17,384 18.0% $ 2,167,252 25.2% Total 906,771,258 100.0% 96,529 100.0% $ 8,614,327 100.0% Salesop.xls/1997 Est Sales TAx Rev/4/1/98 Page I 1% LOCAL OPTION SALES TAX USING FY 1997 SALES TAX FIGURES - ALL COMMUNITIES INCLUDED 76% Apportioned by Population Population 1990 Census % of Population 75% of Revenue LOCAL OPTION SALES AND SERVICE TAX ESTIMATES Based on 1% Tax on Taxable Sales of $782,321,174; 95% of FY 95 Stale of Iowa Sales Tax Fielures University Total Iowa City Coralville Lone Tree Oxford Shueyville Swisher Tiffin Solon Heights 96,529 60,148 10,347 979 663 223 645 460 1,050 1,042 100.0% 62.31% 10.72% 1.01% 0.69% 0.23% 0.67% 0.48% 1.09% 1.08% 6,460,745 $ 4,025,743 $ 692,531 $ 65,525 $ 44,375 $ 14,926 $ 43,170 $ 30,788 $ 70,277 $ 69,742 $ 25% Apportioned by Total Taxes levied FY 83 $ FY 84 $ FY 85 $ 3 yr. total taxes levied 19,984,600 $ 8,685,161 $ 1,229,482 $ 102,218 $ 60,138 $ 17,369 $ 64,431 $ 36,608 $ 96,508 $ 83,366 $ 20,854,379 $ 8,849,161 $ 1,359,591 $ 102,946 $ 65,549 $ 18,181 $ 65,761 $ 38,259 $ 102,143 $ 87,325 $ 21,919,980 $ 9,476,773 $ 1,498,383 $ 110,723 $ 64,638 $ 19,055 $ 69,391 $ 52,969 $ 128,045 $ 112,386 $ $ 62,758,960 $ 27,011,095 $ 4,087,456 $ 315,887 $ 190,325 $ 54,605 $ 199,583 $ 127,836 $ 326,696 $ 283,077 % of taxes levied 100.00% 43.04% 6.51% 0.50% 0.30% 0.09% 0.32% 0.20% 0.52 % 0.45% 25 %of Revenue $ 2,153,582 $ 926,889 $ 140,262 $ 10,840 $ 6,531 $ 1,874 $ 6,849 $ 4,387 $ 11,211 $ 9,714 $ total Annual Revenue $ 8,614,327 $ 4,952,632 $ 832,793 $ 76,365 $ 50,906 $ 16,799 $ 50,019 $ 35,175 $ 81,488 $ 79,456 SOURCE-Iowa Relail Sales & Use Tax Report- FY 97 Compiled by the Iowa Department of Revenue and Finance Unincorporated- Johnson ~ Liberty Hills County 2,926 662 17,384 3.03% 0.69% 18.01%; 195,839 $ 44,308 $ 1,163,522 216,292 $ 51,130 $ 9,341,897 231,026 $ 63,763 $ 9,870,675 ;~79,054 $ 70,765 $ 10,037,798 726,373 $ _ 185,658 $ 29,250,370 ' 1.i6% 0.30% 46.61% 24,926 $ 6,371 $ 1,003,730 220,765 $ 50,679 $ 2,167,252 North g:\data\findata\gdydata\Salesop.xls\FY 1997 SALES 4/1/98 B3/3B/gB BB:54:3B 319-354-42.13 -> 31935GSBB9 IOl&q Cllg' CI,BIU( Page BB1 Joe Bolkcom, Chairperson Charles D. Duffy Jonathan Jordahl Stephen P. Lacina Sally Slutsman BOARD OF SUPERVISORS March 31, 1998 INFORMAL MEETING Agenda 1. Call to order 9:00 a.m. 2. Review of the formal minutes of March 26th 3. Business from Marie Weldon, Chairperson of Veteran Affairs Commission and Leo Baier, Director of Veteran Affairs a) Discussion re: b) Discussion re: c) Other Veteran Affairs Director's hours. Veteran Affairs FY '99 budget regarding office lease. 4. Business from the County Engineer a) Discussion re: bituminous resurfacing (oil contract) of various Johnson County Secondary Roads located throughout the county. b) Discussion re: purchase of two new tandem axle trucks to replace two 1992 Ford L9000 tandem axle trucks. c) Other 5. Business from the Assistant Planning and Zoning Administrator a) Discussion re: appointments to the Sensitive Areas Ordinance and Conservation Subdivision Design Ordinance Advisory Committee. b) Other 913 SOUTH DUBUQUE ST. P.O. BOX 1350 IOWA CITY, IOWA 52244-1350 TEL: (319) 356-6000 FAX: (319) 356-6086 B3/~B/91{ BI{:SS:B? 319--354-4213 -> 3193565899 IOMfi CITY CI~X Page 8imZ Agenda 3-31-98 Page 2 6. Business from the County Auditor o a) Discussion re: resolution 04-02-98-T1 transferring from the General Basic and Capital Projects Funds to the Capital Expenditure Fund. b) Other Business from the Johnson County Nutrition Advisory Committee re: fiscal matters, Senior Center relations, salary survey, budget, parking ram_p, and other. discussion Business from the Board of Supervisors c-~- ~ ~ a Minutes received c:)z-._.-'- 1. Mental Health Task Force for March 17, 1998 -,.~ '~.m. .... 2. Johnson County Mental Health/Developmental Disabilities m Planning Council for February 17, 1998 and March 10, 1998 b) Discussion re: Zahner's Addition properties/cleanup. (Joe) c) Discussion re: strategic planning. d) Discussion re: S.E.A.T.S. e) Reports Business from Carol Peters, Administrative Assistant for the Board of Supervisors a) Discussion re: b) Discussion re: c) Discussion re: Coralville. d) Other projects plan for the Board of Supervisors' Office. meeting calendar. agenda items for the joint meeting with the City of 10. 1:30 p.m. - Meeting with County Elected Officials 1t3/31t/98 Iffi:SS::3S 319-3.54-4213 -> 3193S6S8B9 I0~ CI?¥ CLERK Page 81t3 Agenda 3-31-98 Page 3 a) Discussion of the following: 1) Role of the meeting/procedures/agendas 2) Critique of budget process vis-a-vis other elected officials 3) Chair/agenda/date for next meeting 4) Reports/updates from County Elected Officials 5) Other 6) Adjourn 11. 3:00 p.m. - Meeting with County Elected Officials and Department Heads a) Discussion of the following: 12. 13. 1) 2) 3) 4) 5) 6) 7) Reports/updates Heads 8) Other 9) Adjourn Discussion from the public Recess Report from Lora Shramek, Human Resource Administrator a) Update of activities and concerns b) Insurance forms Report from Bob Saunders, Insurance Associates of Iowa City a) Insurance on vehicles b) Incident reporting forms County Government Week Booths at the County Fair. (Joe) Cleaning out storage room on the second floor in County Administration Building. (Joe) Iowa State Association of Counties continuing education class regarding interviewing, hiring, and disciplining county employees. from County Elected Officials and Department City of Iowa City MEMORANDUM Date: To: From: Re: April 1, 1998 City Council John Yapp, Associate Planner'~y Entranceway Overlay Zone The item Entranceway Overlay Zone has been on the Planning and Zoning Commission's pending list for a number of years. The original impetus for researching an entranceway overlay zone came from concerns with preserving the natural features along our entranceway corridors as development occurs. Since then, the City has adopted the Sensitive Areas Ordinance, which gives the natural features in the environment some level of protection, not just along entranceways, but city-wide. Over time, concerns about the City's entranceways have grown to include the desire for a higher standard of landscaping, signs, and building and site design in commercial areas, such as the Highway 1 West corridor. These concerns are evidenced by the Conditional Zoning Agreements agreed to for many developments along arterial streets. -The City is also adopting public investment strategies at the entrances to the City; the Council has approved a 8100,000 annual Capital Improvements Program budget for investment in the public right-of-way at City entrances, and is including aesthetic considerations in the design of new infrastructure projects. What is an Entranceway Overlay Zone? An Entranceway Overlay Zone would work like any other overlay zone, such as the Historic Preservation Overlay Zone. The overlay zone would be placed in conjunction with an underlying zone, such as the Community Commercial zone, on properties that meet a predetermined set of characteristics. In this case, the zone would be placed on properties along certain entranceway corridors, such as Highway 1 West, Highway 6 East, South Gilbert Street, and other major arterials into the City. The exact locations of the zone would be determined during the process of drafting an ordinance. The properties would need to comply with the regulations of the underlying zone, as well as any additional regulations embodied in the overlay zone, such as landscaping, sign, and building and site design requirements. Applying an overlay zone would require a rezoning of all affected properties. At their December 4, 1997 meeting, staff recommended to the Planning and Zoning Commission that the City pursue developing standards for the sign, landscaping, and building and site design components of the CC-2, C1-1, CH-1, and I1 zones for properties visible from arterial streets, instead of adopting an overlay zone. The motion to pursue code amendments instead of an overlay zone failed on a vote of 0-5 at the December 4 Commission meeting. In discussion, the Commission stated their reasons for not wanting to pursue code amendments for higher visibility zones, including: 1) adopting an entranceway overlay zone requires a rezoning, a process which allows for more public input and public protest than adopting code amendments, 2) an entranceway overlay zone would focus on properties along the major entranceways, while code amendments would apply to properties on arterial streets city-wide, and 3) the Commission may be interested in looking at amendments to certain high-visibility commercial and industrial zones, but first wanted to spend more time on the entranceway overlay zone issue. At meetings in February and March of 1998, staff discussed with the Commission the entranceway overlay zone concept, and how staff should proceed. Staff raised the question of how to proceed because we had not sensed strong support for additional entranceway regulations at Commission discussions up to that point. The public input received regarding the adoption of an entranceway overlay zone ranged from skepticism toward additional regulations of private property, to encouraging public investment in the public right-of-way, to advocating that the city should require a higher quality of design. At their March 5 meeting, after hearing public input from several citizens, the Commission, by a vote of 6-0, recommended to the City Council that if the City Council is in support of doing a study of the entranceways and protection thereof, that they appoint a task force to work with the staff to devise a recommendation that addresses the appearance of private property along entranceways. If the Council is in support of appointing a citizen task force to facilitate a study of entranceways and protection thereof, staff recommends that it include members from the groups listed below that have shown an interest in the issue in the past year. The task force would make recommendations on what regulations to pursue for private property along entranceway arterial streets--either an overlay zone, amendments to the existing zoning code, site plan requirements, or other strategies. If the council is not interested in appointing a citizen entranceway task force, then deletion of entranceways from the pending list of Commission work items should be considered by both the Commission and the Council. CC: Chamber of Commerce Homebuilders Association of Iowa City Project Green Environmental Advocates Friends of Historic Preservation Iowa City Neighborhood Associations Historic Preservation Commission University of Iowa Attachment Im\mem\jy4-2.doc Planning and Zoning Com..mission March 5, 1998 .- Page 4 be for an applicant to apply for a special exception for a few more occupants than he is expecting, in order to have a little flexibility. Siders said at some stage in the site plan process, the applicant will need to get a special exception, at which point he will now be forced to draw up a floor plan. He stated that the dimensions do not always work out exactly as on paper, which could change the occupancy load. Siders said it is difficult to have an absolute, final plan at the time of a request for a special exception. Supple asked if the ordinance could read, "2,500 square feet or an occupancy load not to exceed a certain number." Kugler said that would not necessarily resolve the questions raised by Siders. He added that staff is not proposing to allow an unlimited basement storage area, because it could result in all of the non-seating uses ending up in the basement, essentially doubling the size of the seating area. Public discussion closed. MOTION: Supple moved to recommend approval of the amendment to Title 14, Chapter 6, "Zoning," Article E, "Commercial and Business Zones," Section 2, '"Neighborhood Commercial Zone (CN-1)," as written in the February 19, 1998 memorandum from staff and amended to include the words "existing or proposed" after the word "total". Chait seconded the motion. AMENDMENT TO THE MAIN MOTION: Gibson moved to amend the main motion to use the figure "100~ for the occupancy load. Shive seconded the motion. Gibson said the fundamental issue is that this is an ordinance that does not work and that people have complained about for years. He said this amendment would be more workable and more clear. He said the occupancy-based figure would make more sense. Gibson added that he felt 100 was the best choice, because it is a round number. The amendment to the main motion carried on a vote of 6-0. The main motion carried on a vote of 6-0. · Public discussion of the development of an Entranceway Overlay Zone. Yapp said an entranceway overlay zone would be a zone along the entranceways to the City, where different standards, such as landscaping, building and site design, would apply. He said in the past, as properties are rezoned along arterial streets, the City has applied conditional zoning agreements, which apply landscaping, building and site design, and sign standards to those properties. Yapp said an entranceway overlay zone would put some of those standards that the City has been negotiating property by property into an ordinance so that it is clear up front what would be expected for those properties along high visibility and well-traveled roads. Yapp said staff has been doing further research and is at a point where direction is needed as to whether they should move forward with an overlay zone process, during which staff would identify specific areas and work on specific ordinance language, give this issue a lower priority on the pending list, or remove it altogether from the Commission's pending Planning and Zoning Corn..missran l~.~arch 5, 1998 · · Page 5 list. Yapp showed a map highlighting the high visibility areas that might be affected by an entranceway overlay zone, as well as the most traveled arterial corridors in the City, as determined by traffic counts. Yapp said the original impetus for this issue resulted from concerns with preserving the natural features of properties along the main roads. He said since that time, the City has adopted a Sensitive Areas Ordinance, which largely protects those types of features. Yapp said other entranceway concerns have evolved since then, such as landscaping and building and site design. He said staff would like to hear from the public and the Commission whether there is interest in moving forward with an entranceway overlay zone to address those concerns. Yapp said staff notified a number of groups about this meeting, and there have been articles about this item in the Iowa City Press-Citizen and the Cedar Rapids Gazette. He referred to a memo from the Chamber of Commerce, stating that the Chamber is interested in the general idea of improving the entrances into Iowa City, but is concerned that the use of an overlay zone will add an unnecessary layer of restrictions on already developed areas. Yapp said he received a phone call from one person urging City investment in landscaping and trees along North Dubuque as well as financial participation with property owners for improvement of their properties. He said another citizen, Joe Murphy, the owner of Bremers, informed Yapp that he was strongly against new regulations on private property along entranceways and said the only enhancements should be part of public projects. Gibson said with the exception of the Dodge Street corridor, the map shows the rest of the areas to be pretty clean, as far as being somewhat protected from development the City may not want, because the areas are primarily residential. He said the three commercial corridors, aside from Dodge Street which is not as intense as the others, are Highway 6 from the southeast, old Highway 218 from the south, and Highway 1 from the southwest. Yapp said that was correct. He said those roads also contain the properties that the City has been using conditional zoning agreements for. Gibson asked if the Commission has the option of using conditional zoning agreements in these three areas. Yapp pointed out that it could only be done if there is a rezoning. Gibson said these areas are already zoned for these kinds of uses, and Yapp said that was correct. Public discussion: Glenn Siders. 325 East Washington Street, said he was addressing this issue as a representative of the Homebuilders Association of Iowa City. He said he still does not know what their position would be, but felt they would probably oppose this type of ordinance, although it is difficult to have an opinion when there is nothing in writing yet. Siders said there would be many difficulties in drafting an ordinance of this magnitude. He said to include the things the Commission would like, the ordinance would probably become burdensome and add a severe financial strain to some of the properties. Siders said it would be difficult to write an ordinance to address every issue. He said the current method of conditional zoning agreements has been satisfactory. Siders said he would recommend that, at a minimum, the Commission consider option two from Yapp's February 26, 1998 memorandum and send this back to the City Council to see if it is something the City wants to pursue. Nancy Seiberling. 209 Black Springs Circle, said Project GREEN started over 30 years ago, and its second project was the North Dubuque Street area. She said visitors coming into Planning and Zoning CorDlmission March 5, 1998 Page 6 the City are seeing it for the first time. Seiberling said over a period of time, Project GREEN volunteers planted trees along the major entrances, such as North Dubuque, Highway 6, Gilbert Street, and Melrose Avenue. She said two of the problems Project GREEN has had is having the cooperation of the City in taking proper care of these plants. Seiberling invited Commission members to come with her on a tour to see what citizens have done to make the entrances of Iowa City very attractive. She said this impetus can be carried on, with citizens working together with the City. Seiberling said the City clearly has to help with upkeep, because those are things in the public domain. She said people who live along these entranceways also enjoy the landscape improvement. Seiberling said perhaps it should be looked at from a different point of view, rather than just asking homeowners who happen to live in these areas to improve their property. She said people from all over should help so they too can participate in welcoming people to the City. Seiberling said it takes everyone to do these things, and they are very important. William Buss. 747 West Benton Street, said Seiberling has done a lot of work in this area for years, and he appreciated it. He said it is extremely important that bodies such as the Planning and Zoning Commission make the commitment for the long view. He said it is very easy to be under the pressures that are important for the immediate considerations and to let the long view go by. Buss said the Comprehensive Plan is very general on this issue, but at least speaks to the point in suggesting that there should be a commitment by the City. He referred to page 18, reading, "Because they become major elements of the landscape, the aesthetics of arterial streets must be considered." Buss said one of the problems for there being relatively little response is because there is not a concrete ordinance proposed to be for or against. He urged the Commission to keep this item on the agenda and move forward in a way that will protect these important interests. Larry Wilson. 308 Koser Avenue, said attention paid to the major arterials leading into the heart of the City can make powerful statements regarding how we care about our City. He said the bulk of the improvements can be within the right-of-way, including such things as planting trees, putting utilities underground, etc. Wilson said these things could be relatively inexpensive, and there can be a combination of City and private contributions. He said as one moves outside of the right-of-way, there might be fewer requirements, and this would put the bulk of requirements on the City. Wilson urged the Commission to consider far enough ahead to define some of these issues and then get input from the citizens. Joni Kinsey. 423 Church Street, said she is in favor of developing an entranceway overlay ordinance. She said attention to the appearance of a City is often overlooked in favor of economic issues and the short-term view. Kinsey said the reality is that good design and aesthetics do pay off and do offer a return above and beyond their original cost is often overlooked. Kinsey said Iowa City has made some positive strides in the past few years regarding attention paid to aesthetic issues. She said it is important to attract attention to the City in the wake of Coralville's massive reinvention as well as to capitalize on the things that Iowa City has that are special, including its historic properties. Kinsey said she was attending the meeting as a citizen who specializes in American art and architectural history and also as the President of the Friends of Historic Preservation to encourage the Commission to proceed with this plan. She agreed that it was hard to decide how to feel about this until there is something concrete to see, but until there is something to see, there is nowhere to Planning and Zoning Com.~nission March 5, 1998 '- Page 7 go with it. Kinsey suggested that a community forum to develop ideas and guidelines might be useful. She added that she would like to see the blue line that indicates where staff feels an overlay zone would be appropriate on Dubuque Street extending farther into town. Public discussion closed. Chait said he would like to see a forum to develop a fusion of vision for an entranceway overlay zone. Ehrhardt asked if this would include different interest groups, and Chait agreed that would be a good idea. Ehrhardt said she would like to go ahead with this. She said that the Comprehensive Plan mentions creating and maintaining attractive entranceways and that the current method is not a safeguard for doing that. Ehrhardt said she was sympathetic to the developers who don't want more regulations, but she believed there could be a happy medium with this issue. She added that there are design methods that are not expensive for the developer that can be very attractive. She described methods like this that she had seen used in Phoenix. Gibson said the City has a lot of very nice entranceways, although there are the three and maybe a fourth one that are marked in black, but even those aren't too badly gone. He added that a good number of the areas along those three entrances to the south and the north are developed already and are probably not a major concern. Gibson said if the City adopts an overlay ordinance, it will apply to wherever the Commission chooses to place it, so that four different ordinances will not have to be written. He said given the extent of development and the relatively small number of areas where this ordinance would be in effect, it would probably not work any severe hardships on anyone in comparison to the benefits that it can provide for the community. Gibson said there will probably be just a few places where it is necessary to be careful about how the ordinance is written, but the overall outcome will be great. He said it would be a shame to pass up this opportunity and said the timing is right. Gibson agreed it would be a good idea to get citizen input. He said he agreed with Siders and others that we don't know what this will be when it's done, so there needs to be a start so that a judgment can be made about the benefits relative to the COSTS. Supple said she agreed this should not be put aside, but she questioned whether an overlay ordinance is the way to go. She said the Commission has accomplished some similar things with the conditional zoning agreements that it has been approving. She said the conditional zoning agreements have addressed specific things and what the Commission is really looking for is aesthetics. Supple said the task force is a good route to take, and she would like to know, before committing staff to a great deal of time, what the (~;t¥ (~ouncil's attitude is, because it will ultimately be the City Council's decision. Shire agreed with Supple that the Commission needs to pursue with the City Council where they would like to go with this. He said if there is a positive response, then incorporate what has been discussed, regarding a task force, etc. Ehrhardt asked if the Commission could make a recommendation to the City Council regarding a task force. Holecek responded that only the City Council may form a task force, but the recommendation could be that the Commission is in favor of studying this further through the mechanism of a task force. Gibson said the two separate issues are whether the Commission should go forward and, if so, whether the Commission should go forward with a task force. He said the Commission was not obligated to ask the City Council what it should do in this regard, but the City Council can read the minutes and inform the Planning and Zoning Com..mission March 5, 1998 ' ' Page 8 Commission if it is in favor. Bovbjerg said regardless of what the City Council thinks, if the Planning and Zoning Commission thinks this is important, then that should be the recommendation and the recommendation could include whatever procedure the Commission would like to see followed. Miklo said staff would summarize the Commission's discussion and send a memorandum to the City Council regarding the direction that the Commission would like to follow. Chait said he did not want to go so far as developing an overlay zone, but for now is comfortable exploring a task force to address the concerns of the different elements of the community about the entranceways. He said he wants to examine the concerns that exist as well as to up the standard and preserve the viability of the entrancewaya. into the community. Gibson asked Chair if he was concerned about the outcome in terms of how this is codified. Chait said that step two, the results of the work of the task force, could be an overlay zone or could be some kind of language as is in the Comprehensive Plan, stating the City's commitment. Gibson said it could be a modification of certain zones. Chair said he didn't think there should be a commitment yet until the results are in, but he thought the Commission should recommend to the City Council what the Commission would like to see. Holecek said the Planning and Zoning Commission is charged with doing planning studies either independently or as directed by the City Council. MOTION: Supple moved to recommend that if the City Council is in support of doing a study of the entranceways and protection thereof, that they follow up by appointing a task force to facilitate that study and obtain input from a citizen task force. Ehrhardt seconded the motion. The motion carried on a vote of 6-0. REZONING ITEM: REZ97-0011. Public discussion of an application submitted by H & O LLC, on behalf of property owner Norwood C. Louis, to rezone 4.46 acres from Interim Development Single- Family Residential (IDRS) to Sensitive Areas Overlay-8 (OSA-8) to permit 35 dwelling unit~ for property located at 500 Foster Road. (45-day limitation period waived to March 5, 1998) Miklo said the applicant submitted a revised plan, which specifies an RS-8 density with 35 dwelling units on approximately 5 acres of land. He said the proposal is now for an OSA-8 zoning, which is planned development. Miklo said the revised plan has a different design for the multi-family dwelling. He said the building would be one foot higher on both the east and west sides and would exceed the 35 foot limit. He said for the planned development process, the Commission has the ability to waive the height limit and approve a building of this sort. Miklo said in this case, exceeding the height limit is a tradeoff in terms of providing more open space on the site. He said the building is now 22 feet longer and four feet wider, but design techniques have been added to make the building more interesting and break up the mass somewhat. Miklo said the duplexes on the site have been slightly redesigned, and one set of duplexes on the site has been eliminated. He stated that the duplexes have been set back farther from Foster Road, and there is no longer a unit with its rear side facing Foster Road. Miklo said the redesign has brought the living space closer to the street so that the garages are not as dominant as in the previous design. BzJ/B]./gB 0B:5~:~2- 319-3S,~-,~Z13 -> 3].93S[~.SBB9 IDl, il:l C]TV C].,E]IK ?~ge Johmon Count)' Joe Bolkcom, Chairperson Charles D. Duffy Jonalhan Jordahl Stephen P. Lacina Sally Stutsman BOARD OF SUPERVISORS April 2, 1998 FORMAL MEETING Ag enda 1. Call to order 9:00 a.m. 2. Action re: claims 3. Action re: formal minutes of March 26th 4. Action re: payroll authorizations 5. Business from the County Auditor a) Action re: permits b) Action re: reports 1. Clerk's February monthly report. c) Other 6. Business from the County Attorney a) Report re: other items 913 SOUTH DUBUQUE ST. P.O. BOX 1350 IOWA CITY, IOWA 52244-1350 TEL: (319) 356-6000 FAX: (319) 356-6086 B4/B1/9B BB:57:B3 319-354-4Z13 -> 31935GSBB9 IOlQfi CITY CLBRR Page BBZ Agenda 4-2-98 7. Business from the Board of Supervisors Page 2 a) Action re: resolution 04-02-98-T1 transferring from the General Basic and Capital Projects Funds to the Capital Expenditure Fund. b) Motion authorizing the Auditor to publish a "Notice to Bidders" for the bituminous resurfacing (oil contract) of various Johnson County Secondary Roads located throughout the county with a bid letting date set for May 4, 1998. (Approximately 40 miles to be resurfaced.) Motion authorizing Secondary Road Department to purchase two new Volvo Autocar tandem axle trucks to replace a 1986 International F2674 truck and a 1992 Ford L9000 truck. Total cost to be $105,800.00 after trade in allowance of $49,000.00. d) Motion authorizing the name change for Department 53 to Nutrition budget with the following line items in the revenues: 1) Senior Dining/Home Delivered Meals 2) County e) Motion authorizing the name change for Department 83 to Nutrition Trust/Memorial Fund. f) Action re: appointments to the Sensitive Areas Ordinance and Conservation Subdivision Design Ordinance Advisory Committee. g) Discussion/action re: S.E.A.T.S. h) Motion designating April 19th to April 25th as County Government Week and April 25th as County Fest. An open house will be held at the County Administration Building, April 25th from 11:00 a.m. to 2:00 p.m. i) Other 8. Adjourn to informal meeting a) Business from Jeff Davidson, Executive Director for Johnson County Council of Governments re: Transportation Management Plan. discussion b) Discussion re: Zahner's Addition properties/cleanup. c) Discussion re: S.E.A.T.S. d) Inquiries and reports from the public e) Reports and inquiries from the members of the Board of Supervisors f) Report from the County Attomey g) Other 9. Adjournment EH/BZ/9B Z5:~3:5~ 319-35,~-4Z13 -> 31935~5BB9 IOl~ C]TV CLE~I( P~§c Johnson County [ Joe Bolkcom, Chairperson Charles D. Duffy Jonahhah Jordahl Stephen P. Lacina Sally Stutsman BOARD OF SUPERVISORS JOINT CORALVILLE CITY COUNCIL AND JOHNSON COUNTY BOARD OF SUPERVISORS MEETING Meeting at Wetherby's Board Room 1210 1st Avenue - Coralville INFORMAL MEETING Agenda Tuesday, April 7, 1998 1. Call to order 4:00 p.m. 2. Discussion re: Deer Creek Road. Discussion re: Fringe Area Agreement between City of Coralville and Johnson County. 4. Discussion re: S.E.A.T.S. 5. Discussion re: 6. Discussion re: Coralville. Tax Increment Finance Districts (T.I.F.s). presentation on the City's plans for the Western area of 7. Other 8. Adjourn h:\ 1998\04 -0007 913 SOUTH DUBUQUE ST. P.O. BOX 1350 IOWA CITY, IOWA 52244-1350 TEL: (319) 356-6000 FAX: (319) 356-6086 B4/BG/9B B9:BZ:17 319-354-4213 -> 31935GSBB9 IOYt:l CITY C~RK Page BB1 Johnson Count~- ] Joe Bolkcom, Chairperson Charles D. Duffy Jonathan Jordahl Stephen P. Lacina Sally Slutsman BOARD OF SUPERVISORS April 7, 1998 INFORMAL MEETING Agenda 1. Call to order following the canvass meeting 2. Review of the formal minutes of April 2nd 3. Business from Ken Mobily re: Senior Center update. discussion Business from Theresa Kopatich re: letter of support for Successful Living and D & K property. discussion Business from Mike Sullivan, Director of Johnson County Ambulance Service re: letter of support for Response 20/20 grant. (This is a proposal the Johnson County Mutual Aid Association will be submitting to the Iowa Department of Economic Development for planning funds.) discussion 6. Business from Jeff A!berhasky re: tree removal on Vincent Avenue. discussion 7. Business from the County Engineer a) Discussion re: Secondary Roads work. (encroachmere agreements) b) Discussion re: c) Discussion re: entrance. d) Discussion m: dust alleviation. e) Other going on to private property to do calcium chloride roads program. agreement with Bryson-Clark, Ltd./120th Street at P-n-P possible use of recycled shingles as road surfacing for 913 SOUTH DUBUQUE ST. P.O. BOX 1350 IOWA CITY, IOWA 52244-1350 TEL: (319) 356-6000 FAX: (319) 356-6086 Bq/B6/9B B9:BZ~q9 319-35q-q213 -> 3193565BB9 I0#0 CI?V CI.BRK ~a§e BBZ Agenda 4-7-98 Page 2 8. Business from the Board of Supervisors a) Discussion re: advertising a vacancy on the Johnson County Board of Adjustments to replace Doug Divelbiss. b) Minutes received 1. Johnson County Board of Social Welfare/Cluster Board for March 16, 1998 2. Communication Committee for March 27, 1998 3. Johnson County Integrated Roadside Vegetation Management Committee for March 2, 1998 4. Space Need Committee for March 5, 1998 5. Johnson County Outcomes Project Steering Committee for March 26, 1998 6. Hawkeye Area Community Action Program for March 11, 1998. 7. Johnson County Nutrition Committee for March 19, 1998. c) Discussion re: letter from East Central Iowa Council of Governments regarding Johnson County Housing Assessments and Action Planning Program II (HAAPPII) and appointments to the county-wide task force. d) Discussion re: S.E.A.T.S. e) Reports f) Other 9. Discussion from the public 10. Recess City of Iowa City MEMORANDUM Date: To: From: Re: March 31, 1998 County Committee - Bolkcom/Lacina City Committee - Vanderhoef/Thomberry Paratransit Attached you will find a proposal which responds to your March 24 letter to the Iowa Ci~'~ity Council concerning the provision of paratransit to the City. This proposal has been prepared in "non contract" language that is, it is assumed if we can agree in principle on these various issues our respective legal staffs will draft the appropriate contract document. We will call your attention to what we believe to be the major issues associated with this proposal. 1. The document identifies a proposed new system of governance for the paratransit services. 2. The financial issues have been identified in the form of a counter proposal and will certainly require additional explanation. We will be prepared at our upcoming meeting to '~valk you through" our response to your financial proposal. 3. The proposal also identifies a number of future issues which we have chosen to incorporate into our contract proposal. The current contract has many provisions that will need review and it is expected we will do so before concluding the final contract. Thank you. We look forward to our continuing discussions. We hope we can meet on Wednesday, April 1. Dee Vanderhoef Dean Thornberry Im~ltr~sa3-27.doc Response to March 24, 1998 Proposal Paratransit Services Proposal THIS YEAR In the current fiscal year (1998) Iowa City is paying Johnson County a net cost of $543,000 for paratransit services provided by Johnson County SEATS. Response: Agreed. NEXT YEAR Based on a certified FY 1999 SEATS budget of $1,016,528 and SEATS insurance costs of $30,000 for total SEATS expenditures of $1,046,528, Johnson County would propose a net cost of $528,000 for FY 1999. This amount is approximately $15,000 less than last year. This amount represents 50 percent of the entire program costs. Iowa City riders currently utilize approximately 80 percent of all rides and approximately 72 percent of total tour time that vehicles operate in the entire system. Response: On Thursday, the City Manager received a call from Joe Bolkcom noting an error in the March 24 memorandum. The $1,016,528 figure was incorrect, and the total SEATS budget should read $1,076,000. For FY99 to include all paratransit services the City proposes $500,000. Additionally the City -would no longer contract with a cab company to supplement services. The paratransit provider may choose to do so at their expense and at their discretion, however, all current city policies and ADA requirements must be satisfied for all certified City passengers. FUTURE YEAR CONTRACT ADJUSTMENTS Future annual contract increases will be based on an average between Iowa City Transit drivers and Johnson County SEATS drivers annual cost of living adjustments. 1 Response: See joint governance statement later in document. OTHER PROVISIONS Johnson County keeps all fare revenue. Response: Paratransit provider will be responsible for the collection and general administration of passenger fares. These fares will be considered a revenue to the paratransit provider and be so identified as a credit against the contracted cost of operations of paratransit on behalf of the City. These fares are estimated to be $53,784 for the Fiscal Year 1999. Each year the · paratransit provider will estimate the fare revenue for the purposes of reporting such revenues to the Iowa City City Council as a contracting agency. Amendments to the fare schedule will rest solely with the Iowa City City Council. Any other fare collected on behalf of any contracting agency and administered by the paratransit provider do not bear upon the agreement with the City. Separate accounting reports of these collections may be requested by the City. The paratransit provider will provide a more detailed accounting of the fares collected within 30 days of the request. Five Year Agreement. Response: The City proposes a twelve month contract from July 1, 1998 through June 30, 1999. This contract will automatically renew for a period of two years thereafter unless either party so notifies the other of their intent to terminate or revise the agreement. The notification to terminate must be done at least sixty days prior to the conclusion of the existing agreement. With notification of termination the paratransit provider will continue services for a period of six months at a rate per month that represents one twelfth of the current contract amount. Unless termination is requested, the agreement will automatically renew in two year increments. The proposed Board of Directors will have discretion to propose alternative contractual terms. 2 Advisory Committee consisting of consumers, Iowa City, Coralville, and Johnson County representatives. Response: An advisory committee will be created. The role of the committee will be to review policies and procedures and to provide advice to the proposed Board of Directors (see proposal #7). Recommendations will be made as appropriate. Reallocation of any surplus at the end of the fiscal year would be based on the percentage of contribution based on total expenditures. Similarly, any budget shortfall would be borne by the contracting entities in the same percentage as they contributed to the total system expenditures. Response: Not relevant. Any policy changes that create a significant increase or decrease in ridership shall be grounds for opening the contract. Response: Agreed. Any "policy change" is defined as an act of a legislative body, such as City Council, State legislature, County Board and Congress. 3 City Proposals 1. The paratransit provider agrees to exercise due diligence in securing vehicles and any other capital assets available through the East Central Iowa Council of Governments and other available state or federal agencies. 2. It is understood the paratransit provider leases from the ECICOG the paratransit vehicles. The paratransit provider will develop a schedule of leases in order that the City may utilize paratransit vehicles to supplement the City's fixed-route system. Lease schedule/cost will be calculated by including routine operational costs such as fuel, maintenance, insurance, etc. The cost of paratransit provider overhead shall not be reflected in these lease schedules. This paratransit equipment will be operated by City employees under the direction of the City's Department of Parking and Transit. 3. The paratransit provider will agree to submit their budget to an annual independent audit. That audit information will be available to the City. 4. In that the current paratransit provider uses private vendors rather than their own employees for maintenance associated with paratransit vehicles, and has budgeted an amount accordingly, the City would prepare and submit a proposal to maintain paratransit vehicles through use of City owned and operated maintenance facilities and services. This proposal will occur within one year of the date of execution of the agreement, but no later than June 30, 1999. 5. The City of Iowa City currently provides for the storage of paratransit vehicles and employee support services at the Transit facilities on Riverside Drive. The cost to the current SEATS is $10,000 per year. The City will continue to provide for the storage of vehicles, employee parking and the use of the Transit facilities for a break room, restroom and other matters that might be pertinent to the comfort, and general work environment of the paratransit provider employees. A capital investment in the Transit facilities done on behalf of the paratransit provider employees will be done so at the cost of the paratransit provider. The washing of paratransit vehicles will be at cost on a per wash basis. 4 6. The excess funds (revenues minus expenditures) that occurred in FY97 from the City of Iowa City contract for paratransit service will be returned to Iowa City. The amount and timing of the funds will be determined by negotiation. 7. The provision of paratransit services will be established as a not-for-profit corporation or some similar authority under Iowa law. Governance of this not-for-profit corporation or authority will rest with a Board of Directors. Their responsibilities will include administrative oversight and policy direction in accordance with the terms and conditions of parties contracting with the authority. The Board of Directors will be made up of two representatives from the Johnson County Board of Supervisors, two representatives from the Iowa City City Council and one representative from the Coralville City Council or their designees. Each fiscal year this Board will cause to be prepared a general operating budget estimate. This information will be made available to the various parties who contract with the Board. These would include the cities of University Heights, Coralville, Iowa City, as well as Johnson County, Goodwill, Systems Unlimited, etc. This information will be utilized to assist in the development of budgets associated with paratransit services as deemed necessary by the contracting agency. 8. Prior to establishment of the not-for-profit corporation or authority Johnson County Board of Supervisors will prepare or cause to be prepared a formal policy document which outlines all general operating and administrative policies. this document will be the operational plan for paratransit policies will include but are limited to dispatching, scheduling, maintenance, and all policies associated with ride responsibilities deemed pertinent to the management of paratransit services. This operational plan shall be prepared within six months from the date of the execution of the contract. The operating plan will guide the day-to-day operations as well as serve as a major planning document for future paratransit operations and services. This operational plan will be further developed into performance standards requested by to contracting agencies. 9. Any contracting agency may request an audit. The specifics of the audit request will be directed to the Board of Directors and the expense of any special audit will be incurred by the requesting party. 10. It is understood that a door-to-door policy of paratransit service will be provided if requested by passengers. Other contracting agencies are not subject to the policy position of the City of Iowa City and it is the responsibility of the paratransit provider to determine their service requirements accordingly. Any substantial amendment to this door-to-door service policy will be initiated only after consultation with the Iowa City City Council. This policy is substantially as stated in previous contracts. It is further understood that the paratransit provider will fulfill all pertinent ADA requirements on behalf of the City and certify full compliance. 11. In order to assess the costs for services beyond the door-to-door policy, the following will OCCUr. There are currently 1,300 individuals certified for paratransit service. It is estimated that 860 of these individuals are Iowa City residents. At the end of one year (12 months) the paratransit provider will report to the City the incidents and circumstances by way of any reasonable means in order to identify human services beyond that which is identified as the door-to-door policy. The provision of transportation services by Iowa City is substantially funded by a state provided transit levy and is restricted to transit services. With the identification of these services following the year long study a negotiated agreement will occur between Iowa City and the paratransit provider to determine the appropriate responsibilities for human service costs. 12. The weekly performance reports will continue to be required and will include at a minimum the following reports: passengers per hour of day, productivity report by funding source, no show report, slack time report, trips dispatched to cab, ridership report by jurisdiction, and the late trip report. These reports will be due for the preceding week no later than noon the following Thursday at Transit offices. 6 13. The Paratransit Provider will prepare and administer an annual rider survey. The City will review and approve the questionnaire. 14. The following represents a basic description of ride policy and the appropriate agency responsible for the ride. Iowa City ride - begins in Iowa City and ends in Iowa City, Coralville, or University Heights. Coralville ride - begins in Coraiville and ends in Coraiville, Iowa City, or University Heights. University Heights ride - University Heights resident ride that begins and ends in University Heights, Iowa City, or Coraiville. Rural ride - Begins or ends in the non-urbanized area or is a county resident riding within the urbanized area. Special charters are the responsibility of the paratransit provider, regardless of origin and/or destination. Mgr~seats327.doc City of Iowa City MEMORANDUM Date: April 3, 1998 To: County Committee - Bolkcom / Lacina From: City Committee - Vanderhoef / Thornberry Re: Paratransit The following will serve as a further clarification of our recent response to your March 24 memo to the Iowa City City Council concerning the provision of paratransit to the City. As you are aware, the City Council has recently met, further reviewed the proposals including those prepared by our committee and those represented in your March 24 letter. They have concluded several basic issues which would serve as the foundation for our continuing discussions. They have also indicated the need for a further discussion of related matters. These are represented in the attached draft of a side letter of agreement which would become part of our contract discussions. The City would propose a five year agreement with a first year contract cost of $500,000. This would include the cost of all paratransit services to the City. The paratransit provider may choose to, at their own expense, provide supplemental services, such as the use of a cab company contract or similar supplemental service. All current City policies and ADA requirements are to be provided for all certified city passengers. All Iowa City fare revenue, estimated at $53,784 for FY99, will be collected and serve as a revenue to the paratransit provider. The other elements associated with fare revenue are substantially as indicated in our March 31 proposal. Excess funds repayment is not required. The City's proposal would also provide for an annual adjustment to the base $500,000 figure at the CPI and/or equivalent index for the life of the agreement. As indicated, the proposal would be a five year agreement. During the first three years of this agreement it is understood that the parties will discuss and reach resolution to the items so indicated in the list of issues to be incorporated into a side letter of agreement. We would propose to meet with you as soon as practical but preferably no later than one week from the date of this letter. Dee Vanderhoef Dean Thornberry cc: City Council City Manager Director of Parking & Transporration tp4-1sa.doc List of Issues/Side Letter of Agreement '5. Private vendor maintenance of county vehicles. The City is interested in pursuing the possibility of the use of city maintenance facilities and employees serving as the maintenance contractor to the County for paratransit vehicles. Schedule of leases for paratransit vehicles. We would propose that the County SEATS operation prepare a schedule of leases in order to allow the City to utilize SEATS vehicles to supplement the City fixed route system. City employees would operate this equipment. Joint governance. As suggested we believe the concept of joint governance, that is shared decision making authority is worthy of further discussion. We have identified a proposed governing concept in our March 31 proposal. We would appreciate your suggestions comments and further discussion. We believe this to be a priority issue with all parties and will request future meetings to be held as soon as possible to identify our respective interests. Operational policy. We would request that some sort of compendium of policy documents and/or any other reasonable means be identified so that all parties are fully aware of the operating policies, procedures and other matters associated with the operation of SEATS. A similar policy statement as to what City policies are with respect to the operations, would be provided. Human service study. The issue of human services has been raised frequently and we have identified at our March 31 meeting an outline of how we might approach determining the human service component of this transportation related services. We need your comments and thoughts in order that we may provide some sort of framework for this study. Annual rider survey. We would request that the County conduct an annual survey of rider interest, as it relates to services provided, equipment, and any other factors pertinent to the SEATS operation. This will allow the City to be aware of customer satisfaction of County SEATS operations. Other matters of interest may be added by either party during the course of these discussions. mgr\seatslst.doc 84/87/58 88:48:48 319--354-4Z13 -> 31935G5B89 IOYA CITY CLEBK Page 881 Johnson County Joe Bolkcom, Chairperson Charles D. Duffy Jonalhan Jordahl Stephen P. Lacina Sally Stutsman BOARD OF SUPERVISORS April 8, 1998 INFORMAL MEETING Agenda 1. Call to order 3:00 p.m. 2. Work Session re: Comprehensive Land Use Plan. discussion 3. Public comments 4. Adjourn h:'~agendas\1997~04-008.doc 913 SOUTH DUBUQUE ST. P.O. BOX 1350 IOWA CITY, IOWA 52244-1350 TEL: (319) 356-6000 FAX: (319) 356-6086