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Home My WebLink About2006-03-16 Info Packet I = I !~~~'r ~... _IID'~~ ..,.. - ~ CITY OF IOWA CITY www.icgov.org CITY COUNCIL INFORMATION PACKET March 16, 2006 MARCH 20 WORK SESSION ITEMS IP1 City Council Meetings and Work Session Agendas IP2 Memorandum from the Director of Planning and Community Development: Moss property and access through Pearson IP3 Memorandum from the Director of Planning and Community Development: Economic Development Coordinator position IP4 Memorandum from the City Manager: Recycling Center East IP5 Letter from Jeremy Schreiber: Bus Routes MISCELLANEOUS ITEMS IP6 Letter from Tom Harkin to Mayor Wilburn: CDBG and HOME Programs IP7 Letter from Mayor Wilburn to Karen Kubby: Payment in lieu of taxes IPS Memorandum from the City Manager: Grant Wood School Request for Funding IP9 Letter from the City Manager to Margaret Emmons: George Street traffic situation IP10 Letter from Patricia McCauley to the City Manager: Consolidated End-of-Year Review, Program Year 2004 IP11 Memorandum from the Fire Chief to the City Manager: Fire Inspector Update IP12 Memorandum from the City Clerk: Council Employee Evaluations IP13 Memorandum from the City Clerk: Rescheduled Joint Meeting IP14 Letter from the Iowa City Area Development Group: Thank you for pledge IP15 Memorandum from the Library Director to the City Manager: Expanded Library Hours IP16 Iowa City Fire Department 2005 Annual Report IP17 Memorandum from the Housing Rehabilitation Specialist to the City Manager: Energy Efficiency Loan Program March 16, 2006 Information Packet (continued) 2 IP18 Agenda: Economic Development Committee March 15, 2006 [March 10 preliminary minutes included] IP19 Minutes [Approved]: Economic Development Committee: February 16, 2006 Memorandum from PgD Director: Retail Incubator Site Visit j PRELIMINARY/DRAFT MINUTES IP20 Housing and Community Development Commission: February 16, 2006 IP21 Human Rights Commission: February 28, 2006 IP22 Senior Center Commission: February 21, 2006 IP23 Board of Adjustment: March 8, 2006 IP24 Planning and Zoning Commission: March 2, 2006 March 16, 2006 Information Packet (continued) IP1ll-", Agenda: Economic Development Committee {l1inutes included] "'''\ IP19 Mi~ [Approved]: Economic Development Committee: Febru PRELIMINARY/DRAFT MINUT ^. IP20 Housing and mmunity Development Commission: IP21 IP22 IP23 IP24 ission: February 28, 2006 Planning and Zoning Commis .on: M rch 2, 2006 2 preliminary & = 1 --= -~... :f:~W~~~ ::~ .....,~~ -....... CiTY OF IOWA CiTY fig -I" -.,,, IPI City Council Meeting Schedule and Work Session Agendas March 16, 2006 www.icgov.org + MONDAY, MARCH 20 6:30p City Council Work Session Planning and Zoning Commission Moss Properties Economic Development Coordinator Position Recycling Center East Aid to Agency Funding [reference agenda item 20] Bus Routes Parking Fees [reference agenda item 14] Council Appointments Agenda Items Council Time Schedule of Pending Discussion Items Emma J. Harvat Hall . TUESDAY, MARCH 21 7:00p Formal Council Meeting Emma J. Harvat Hall TENTATIVE FUTURE MEETINGS AND AGENDAS I . TUESDAY, APRIL 4 Emma J. Harvat Hall 5:00p Special Council Work Session 7:00p Formal Council Meeting + WEDNESDAY, APRIL 12 4:30p - 6:30p Joint Meeting Emma J. Harvat Hall . MONDAY, APRIL 17 6:30p City Council Work Session Emma J. Harvat Hall . TUESDAY, APRIL 18 7:00p Formal Council Meeting Emma J. Harvat Hall . MONDAY, MAY 1 6:30p City Council Work Session Emma J. Harvat Hall + TUESDAY, May 2 7:00p Formal Council Meeting Emma J. Harvat Hall . MONDAY, May 15 6:30p City Council Work Session Emma J. Harvat Hall . TUESDAY, May 16 7:00p Formal Council Meeting Emma J. Harvat Hall . MONDAY, JUNE 12 6:30p Special Council Work Session Emma J. Harvat Hall . TUESDAY, JUNE 13 7:00p Special Formal Council Meeting Emma J. Harvat Hall ,~ j :::;~.:.__iiO.... !~W~'"t. -.;;::..... ~IID'''. ........ CITY OF IOWA CITY MEMORANDUM rn:l Date: March 15, 2006 From: City Manager and City Council Karin Franklin, Director, P D Moss property and access through To: Re: Steve Moss has requested the Council pursue negotiations with NCS/Pearson for an access road to Mr. Moss' property west of Pearson. Attached is correspondence sent to Mr. Moss in 2002 with background on the issue of access to the Moss (Grolmus) property as it relates to development on the Pearson property and provisions made .over time for an access through Pearson to the property to the west. Also attached is a concept plan recently submitted by Mr. Moss showing his plans for development of his property and his preference for access to Highway 1. I have been informed by Mr. Moss' realtor that the intended land use for the property is office-research park. The property is zoned I D-RP. An evaluation of the City's ability to provide sewer service has been requested from Public Works. You will note on Exhibit B of the Agreement attached to the resolution passed in 1985, there is a provision that states ''The parties (Pearson as NCS' successor and the City) agree that, at such time as it becomes necessary, as determined by the City Council of the City, they shall negotiate the specific location of a street across NCS' property to provide access from Iowa Highway 1 to property located west of the NCS property." Referencing the third WHEREAS paragraph of the resolution, it is apparent the intent of the Agreement was to acquire "dedicated right-of-way for a road". The question before the Council is whether the time is ripe for the City Council to determine that there is a necessity to act on the Agreement and begin negotiations with Pearson for the dedicated right-of-way. At this time we have no projected time line for Mr. Moss' development or knowledge of any businesses waiting to locate there. Cc Steve Moss Harry Wolf Rick Fosse Steve Kromer, Pearson March 12, 2002 I ~ 1 --= -..... ...~---... ~~I~!:'"I. ~~-ga.~ ...... .. ~ CIty of A. ~ C\' '" Steve Moss Iowa City Tennis & Fitness Center 2400 N. Dodge Street Iowa City, IA 52245 Re: Access to Farm west of NCS Dear Steve: I had the City Clerk's office extract from their files any papers related to approval of a Large Scale Non-Residential Development (LSNRD) Plan for NCS and access to the Grolmus or Moss property back to 1985. I also had the plans retrieved from the Building Department. It appears that any LSNRD plans or site plans since at least 1985 have included a note which states "Existing field access drive to Grolmus property will be relocated or realigned to connect to proposed parking aisle upon completion of parking area construction." A preliminary and final LSNRD plan dated Sept. 4, 1985 shows a proposed 50-foot access easement "to Grolmus property". However, this plan is stamped "superceded". A resolution was passed Sept. 24, 1985 approving an amended LSNRD for NCS subject to an Agreement (attached). This Agreement between NCS and the City indicates that NCS and the City will negotiate a specific location for a street across the NCS property to provide access from Iowa Highway 1 to property located west of the NCS property. This is to be done as access becomes necessary as determined by the City Council. In the staff report on the NCS expansion, access to the west is discussed and some of the difficulties of development of a road in a floodplain are pointed out. I assume it is because of those difficulties that the specific location of the 50-foot access easement noted above was deleted from the plans. In Nov.1989, another addition to NCS was approved by resolution. The issue of access was raised in the Council discussion by one of the Councilors and it was acknowledged that a future road location across the NCS property needed to be negotiated. According to the record, my predecessor, Don Schmeiser, indicated the road should be located along the floodplain of Ralston Creek. 4 1 0 E A S T WAS H I N G TON S T R E E T . I OW A C I T Y, lOW A 511 40. I .26 . (319) 356-5000. FAX (319) 356.5009 Moss Letter March 12, 2002 P.2 It seems clear, finally, that the City has taken on some obligation to negotiate with NCS for the location of a dedicated street right-of-way through the NCS property to you r property. The question is still one of location of the road and, presumably, when this negotiation need occur. I believe there may be regulatory (Iowa DNR) and practical construction difficulties with building a road in the Rapid Creek floodplain. However, I think the first issue is the timing of negotiations between the City and NCS. I would advise you to bring this to the Council's attention since they must determine the need to negotiate the street location, according to the Agreement. A letter to them, citing the Agreement, and expressing your desire to develop your property would be appropriate. As I read the Agreement, NCS is then obligated to negotiate a specific location for a dedicated street across their property. They may have a different view. I hope this answers any questions you have on this matter; please contact me if it does not. Respectfully, K rin Franklin Director Planning & Community Development Cc City Manager City Attorney Jeff Davidson Bob Miklo ..<35 / '/<'F y ?-.t-J~.J)- )-. ,/.1 o';/> RESIII.IITIllf! Nil, H;,.2H:I RESOLIITION APPROVING AN AHENDEII PRELIMINARY ANII FINAL LARGE SCALE NDN-RESIIIENTIAL DEVELOPMENT PLAN FOR NATIONAL COMPUTER SYSTEMS, [NC" LOCATED AT 2510 NORTH DODGE STREET. WHEREAS, the owner, National Computer Systems, Inc., has filed with the City Clerk of Iowa City, an application for approval of an amended preliminary and final Large Scale Non-Residential Development plan for National Computer Systems, Inc.; and WHEREAS, the original Large Scale Non-Residential Development of the fanner owner, Westinghouse Learning Corporation. was approved by Resolu- tion 73-231; and WHEREAS, the Department of Planning and Program Development and the P'Jblic Works Department have examined the amended prel iminary and final Large Scale Non-Residential Development plan for expansion of the existing facilities, and have recommended approval of same, subject to an agreement on the future dedication of right-of-way for a road to provide access to the prop,>rty to the west of the subject property, which agreement is attached as Exhibit B to this resolution and hereby made a part thereof; and WHEREAS, the amended prel iminary and final Large Scale Non-Residential Development plan has been examined by the Planning and Zoning Commission and after due del iberation the Commission has recommended that it be accepted and approved; and WHEREAS, the amended pre liminary and final Large Sea I e Non-Res ident ia I Development plan is found to conform with all of the pertinent require- ments of the City ordinances of the City of Iowa City, Iowa. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, IOWA: 1. That the amended preliminary and final Large Scale Non-Residential Development plan of National Computer Systems, Inc. is hereby approved subject to the conditions of the attached agreement, Exhibit B. 2. That the City Clerk of the City of Iowa City, Iowa, is hereby author- ized and directed to certify the approval of this resolution and of sa id pI an after passage and approval by law; and the owner shall record said plan at the office of the County Recorder of Johnson County, Iowa, before the issuance of any building permit is author- ized. /7R~ It was moved by Baker and seconded by Zuber t ion be adopted, and upon roll call there were: ABSENT: X AMBRISCO BAKER DICKSON ERDAHL MCDONALD STRAIT ZUBER "" ";;::; M AYES: NAYS: -A._ --L --L --L -L. --L Passed and approved ATTEST: l?kr~!~} .f ..t;,AA) the Resolu- RecolvecJ & l. . Iy The 4>9 I '. . ... _ 1t.#/1' O".fl1menl . I?/fr I _ /7f> EXllIlll T n AGREEMENT This Agreement is milde and entered into a.s of the 24th day of September I 1985, by and between the City of Iowa City, Iowa (ffiY)--;a- municipality, and National Computer Systems, Inc. (NCS), a Minnesota corporation authorized to do business in the state of Iowa, located at 2510 North Docll]e Street, P.O. Box 30, Iowa City, Iowa 52244. WHEREAS, NCS has applied to the City for approval of a Large Scale Non-Residential Development (LSNRD) plan for its property, which is described in the Legal Description on Exhibit A, whi~h is attached hereto (hereinafter referred to as "the NCS Property"); and WHEREAS, although such a street is not needed at this time, in order to assure orderly development in the area, the City is requiring as a conditio" to plan approval that provision be made for the future negotiation of the specific location of a street across the NCS Property to allow access from Iowa Highway I to properties located west of the NCS Property; and WHERE.~S, the City requires that NCS assure the integrity of the stormwater management area located upon the NCS Pl'operty. NOW, THEREFORE, in consideration of the premises and the promise, and agreements contained herein,lhc parties hereto agree as follows: 1. The parties agree that, at such time as it becomes necessary, as deter- mined by the City Counc 11 of the City, they shall negot iate the spec if;.c location of a street across NCS. property to provide access from Iowa Highway I to property located west of the NC$ property. 2. I.CS agrees, as a covenant running with the NCS Property, that it will not erect or construct any building or other structure, or drill or operate any well, or construct any obstruction, or diminish or substantially add to the ground cover in the area shown as IlStormwater t'lanagement Are3" on Exhibit A hereto. This covenant may be released by the City Council of the City if it approves relocotion of the stormwater management facility on the NCS Property. 3. This Agreement shall become effective upon final approval by the City of NCS' LSNRD plan. 4. This Agreement shall be binding upon, and shall inure to the benefit of, the successors and assigns of the parties hereto. Ci of Iowa Ci ty, Iowa National Computer Systems, Inc, lk."";-t~ ~ ~A-/ 1 Y erk ~""elvo<l r. ^pp"'~ By lh,! 1.('\J.lr O':"r.~nr -~#_ . __'tILo!te 17!~ m~--~--- - . ("~"'-' '''''''' ,~~_,:,)",".' .)f "".,.,.",-,',.." 2 Slate of rawa SS: Johnson County On this 2.1th day of September ,1985 before me, the L'nder- 5 igned t a Notary Pub 1 i C 10 and tor sa ld County ,~sa id Sta te, persona 11 y apPcilred John McDonald and Mariiln K. Karr, to me personally known, who being by me dul y sworn, d; d say tha t they are the Mayor and City Cl erk, res pee _ tively, of said municipal corporation executing the within and foregoing instrument; that the seal affixed thereto is the seal of said corporation by authority of its City Council; aod that the said John I1cOonold and 110,-ian K. Karr as such officers acknowledged the execution of said instrument to be the voluntary act and deed of said municipal corporation, by it and by them voluntarily executed. ~'9....dx(}~~ Ilotary Publ icUin and for Johnson. County, Iowa ~ MJ~~ I STATE OF IOWA ) ) SS JOHNSON COUNTY ) On this c!)O-riday of September, 1985, before me, the undersigned, a Notary Public, personally appeared Jay V. Clark and Richard J. Sc~wab, to me personally known, who being by me duly sworn, did say that they are the Vice President ann Assistant Secretary, respectively, of said corporation; that the seal affixed to said instrument is the seal of said corporation, and that said instrument was signed and sealed on behalf of said corporation by authority of its board of directors, and the said Jay V. Clark and Richard J. Schwab acknowledged the execution of said instrument to be the voluntary act of said corporation, by it voluntarily executed. My cOITllJission expires (tJ~~ 3; . 19U. vl'Al~ n, k~ ~u1iuc R"".lved & Approved By Tho I.c~,' D.oporlmonl -4L..--.!! "-ollr /7f5 ~;i~----- '*'\""'"'.t~Jli; _c~:~~}~J%~;r'.;~" , , <_~. ",-',,, ~)' -'ili!lf.U-/iiS.;f/j:Sl.!..t""-'" ~ ~ '~f"!'t... ,t1iili\i1i$h~"CJ>l'""",, ~"~l.~".J;ii",~ < ""l '''~*_''-;',":>>l\~' < ~ - ,\:,jj::i'~~"'''''''_-~' :'"'~ ,~':.., . .' ,v ~ <_ ,I _' , _'~,. ''; "~~. .~.:'~ l~" >, "'-0. b ~j C') .. C'). (J)~ o c o o I.. 5" , ! ! I ~ j -.....= -IO~ f~~;t:~ -...::.......IID., .......- CITY OF IOWA CITY MEMORANDUM rr;J Date: March 15, 2006 From: City Council Karin Franklin, Director, To: Re: Economic Development Coordinator Position At their March 15, 2006 meeting, the Council Economic Development Committee voted to recommend to the City Council reinstituting a full-time economic development staff position. This position would be at the division head or coordinator level. You may be aware that in years past we had a full-time economic development position. The position was changed with the departure of David Schoon, which coincided with limitations in our General Fund due to cuts at the State level. At that time, economic development, as a function, was included within the Community Development Division and responsibilities for economic development were assumed by Steve Nasby and Tracy Hightshoe. With Steve's departure, the Committee has reevaluated the City's role in economic development and is advocating a more proactive and aggressive role. Attached is a list of work items for the Economic Development Coordinator position. This list assumes a full-time position. Since this position will be independent from the Community Development Division, we have not included in the task list the processing of grants and loans for CDSG economic development funds. This work will be retained in the Community Development Division since the use of these funds is regulated by the same HUD rules that govern all other CDSG projects. Tracy Hightshoe would be the current staff person who would be responsible for working with the Council Economic Development Committee on these requests, developing the sub-recipient agreements when funds are allocated, and monitoring compliance with the agreements. The City Manager and I have compiled the attached list of responsibilities, trying to address the input from the Committee and including everything we could conceive of for this position. The organizational proposal is for this person to be hired at the coordinator or division head level in the Department of Planning and Community Development. For the last 15 years, the economic development positions have reported directly to the Director of PCD but have worked closely with the City Manager, at the Manager's discretion. The personal characteristics we would seek in hiring this person would be as follows: high- energy; assertive; imaginative; a risk-taker; a holistic thinker; intelligent; personable; and a collaborator. If the Council agrees to go forward with this position, the staff would appreciate any input you have on your expectations for this position, either in terms of additional work items or characteristics you think would be essential. Cc City Manager DRAFT ECONOMIC DEVELOPMENT COORDINATOR RESPONSIBILITIES: . Monitor the availability of industrially zoned land and pursue annexations and/or rezoning to ensure an adequate supply o Work with property owners abutting Scott-Six Industrial Park and the airport on annexation of land for industrial and commercial development o Explore potential annexations in vicinity of Northgate Corporate ParklNCS-Pearson . Establish relationships with local management of major corporations and employers . Assist developers and prospective companies with commercial and industrial development projects, including accessing State and local financial incentives . Capitalize on Old Capitol Cultural District designation to foster vitality of the downtown as an arts & entertainment, retail, and urban residential center o Evaluate the Main Street model for downtown o Pursue tax credits available to cultural districts o Establish a fac;:ade renovation incentive program o Evaluate the feasibility of a retail/small business incubator, possibly focusing on arts related businesses o Partner with the ICCVB and the Downtown Association to promote D.owntown Iowa City o Work with Summer of the Arts and other City-supported arts and cultural activities . Periodically monitor the economic health of the various community commercial centers in the city . Support the efforts of the ICCVB Sports Authority in marketing Iowa City as a destination for sports tournaments and other recreational activities . Build relationships with Kirkwood Community College and the University of Iowa centers for entrepreneurship & other relevant University entities . Support the work of the Technology Corridor Business Alliance . Partner with the Greater Iowa City Chamber of Commerce to monitor and advocate for legislative measures supportive of economic development . Partner with ICAD to provide information and assistance to prospective businesses considering locations in Iowa City . Maintain a data base of available primary sector properties in Iowa City . Pursue development of Iowa City as a "connected community" with a goal of wireless and/or fiber optic access available to every household and business within Iowa City 1 . Market Iowa City as a progressive, growing community . Collaborate with others on the issue of affordable housing as an economic development necessity . Annually review and revise, as appropriate, the City's economic development strategy . Provide a periodic assessment of selected City services and their impact on economic development . Serve as a City representative on community boards and committees, assigned . Build a relationship with the Corridor Business Journal and/or The Edge, providing articles for publication on occasion . Prepare economic development stories for other media outlets . Support the City's policy of growing the tax base . Compile and maintain a database of economic & demographic information, including census data . Research and analyze topics as assigned, including market area analysis, fiscal impact analysis, economic base analysis, and population estimates and projections . Prepare written reports, making recommendations regarding economic development projects and ensuring compliance with City economic development policies. . Prepare grant applications and other studies and plans related to economic development projects. . Monitor grant award agreements (e.g. TIF, CEBA) . Respond to requests for information from the public regarding demographic and economic data, census data and available economic development programs . Select, train and monitor the work of economic development interns. . Provide staff support for the Council Economic Development Committee 2 I ~ j ~~~~tt -...;;::.... .......~ ....,...- CITY OF IOWA CITyrnJ MEMORANDUM Date: March 15, 2006 To: City Council From: City Manager Re: Recycling Center East At your work session of Monday, March 20. it is our intent to present to you an idea concerning a new recycling initiative. There are many details to be considered and decided, but we want to run by you the idea of creating a new recycling center to determine your interests before putting together a formal project plan. mgr/memlrecycling.doc March 16,2006 To the Council and Staff: After discussing the possibility of a late night bus route with Joe Fowler and Ron Logsdon of the Parking and Transit Department, and Brian McClatchey of Cambus, we came up with some preliminary costs for operating such a route. Our numbers are based on three key assumptions: cost/hour of operation ($70), number of hours/week in operation (16.5), and weeks/year in operation (28). The cost/hour is slightly higher than average operation costs because some of the hours would require additional hours of operations, bringing into consideration additional overhead costs. The hours/week number is based on operation from 6:30 PM to 2:00 AM on Thursday and 9:30 PM-2:00 AM on Friday and Saturday. 28 weeks is the number of weeks/year Cambus operates their late night route, and the proposed city system would coincide with these dates. The calculations are as follows: $70 per hour X 16.5 hours/week X 28 week/vear $32,340 Q .0;3.:-: C) ~~7 ~_~ As you are all aware, the federal grant provides Iowa City Transit with approximately $400,000 annually in funds to be used in the form of new routes. Such a route to the East side of downtown in heavily student populated areas would supplement Cambus' current service while dramatically increasing ridership for the city, a key component in determining eligibility for said funds. The relatively low cost of this route to the city could be further assuaged through a purposed fare of one dollar per ride. I ask that the route be given one full year of operation at which point the council may examine its effectiveness and ultimately determine its long-term feasibility. I will of course be on hand to answer any further questions or concems you may have about the logistics of this proposal. Sincerely, Jeremy Schreiber Iowa City City Council Liaison r--' ~ <='-' "" ~ ~. :.::; uw \l -- ,..- (j'o I ili >4 '-....1 ;:: ....:1. Cf? o '" <BOlted ~tatC5 ~cnatf ~ COMMITTEES: AGRICULTURE TOM HARKIN IOWA WASHINGTON, DC 2051C1-1502 APPROPRIATIONS HEALTH, EDUCATION, LABOR, AND PENSIONS March 3, 2006 SMALL BUSINESS The Honorable Ross Wilburn Mayor, City of Iowa City 410 East Washington Street Iowa City, IA 52240 Dear Mayor Wilburn: Thank you for contacting me about the sharp reduction in funding for the Community Development Block Grant (CDBG) and HOME programs in President Bush's FY2007 budget request. As you know, I have always been a solid and strong supporter of the CDBG and HOME programs. I am very dismayed by the President's proposal but I am committed to fighting for as much funding as possible for these important programs in the FY2007 budget for the Department of Housing and Urban Development (BUD) Unfortunately, unless we are able to get an improvement in the FY2007 budget resolution, CDBG, HOMES and a wide range of other important programs, are likely to take a severe cut. However, please be assured that I will be doing what I can to maintain, and hopefully improve, funding for BUD initiatives. We need to be doing more to to make homes more affordable and provide for community development. Sincerely, Tom Harkin United States Senator '" 0 = = --- 0> ~o ::x >--: ". ::>::J Il r-, -<:. '. J ;~i=:~1 U1 f- rTi """ ill 5:0 :x f-. " ...,..~ I.....J $''"' )> a cr- 150 FIRST AVENUE, NE SUITE 370 CEDAR RAPIDS, fA 52401 (319) 365-4504 210WALNUT STREET 733 FEDERAL BUILDING DES MOINES, fA 50309 (515) 284-4574 1606 BRADY STREET SUITE 323 DAVENPORT, fA 52803 (563) 322-1338 350 WEST 6TH STREET 315 FEDERAL BUILDING DUBUQUE, fA 52001 (563)582-2130 320 6TH STREET 110 FEDERAL BUILDING SIOUX CITY, fA 51101 (712)252-1550 [03-16-06 , 1 ~ 1 _ IP7 . --= -~... ~~I~~~ ~~~IIII';\T'~ ..... .. ~ ~ City of ~ ~ C\'.. March 14, 2006 Karen Kubby Emma Goldman Clinic 227 N. Dubuque 8t. Iowa City, IA 52245 (t'(Q)~p Dear Karen: Thank you for your $1,595.18 payment in lieu of taxes. As you are well aware, cities tbroughout Iowa are experiencing certain financial distress. When organizations such as yours choose to make payments to us for the services provided, it is helpful to our addressing community financial concern and thereby very much appreciated. On behalf ofthe City Council and City employees, thank you. (;L Ross Wilburn Mayor cc: City Council ./ 410 EAST WASHINGTON STREET. IOWA CITY, IOWA 52240-1826 . (319) 356-5000. FAX (319) 356-5009 I ~ 1 ~~~~Ilt -..;::.... "''''''~ ....... CITY OF IOWA CITY MEMORANDUM [;J Date: March 14,2006 To: City Council From: City Manager Grant Wood School Request for Funding Re: Attached is a copy of a request to the Parks and Recreation Commission to provide financial assistance in the provision of recreation equipment near Grant Wood School. The Parks and Recreation Commission has authorized $10,000 from the annual Parks and Recreation maintenance and improvement budget for this project. Additionally, the Grant Wood PTO is also seeking a PIN grant and pursuing a CDBG application. Attachment mgr/mem/grantwood-parksrec.doc ,Yv~ Grant W'ood Elementary School PTO Marla Edwards, PTO President Sandy Lawrence, Principal 1930 Lakeside Drive Iowa City, Iowa 52240 Phone (319) 688-1180 January 5, 2006 Iowa City Parks and Recreation Commission 220 South Gilbert Street Iowa City, IA 52240 Dear Commissioners, Grant Wood Elementary School is the center for our 'Community,' the only meeting place in the area identified by the City of Iowa City as the nSouth District." There are no churches, activity centers, libraries, or other schools in this area of Iowa City. School facilities are used by a variety of community and school groups, including Boy Scouts, Girl Scouts, and recreation leagues, in addition to the Share-at-Wood childcare program. Need: Grant Wood Elementary School PTO is attempting to raise $100,000 to upgrade and replace playground equipment and provide a safe playground environment that promotes physical activity and meets outdoor recreational and fitness requirements of children age 4 to 12. The total $100,000 for which the Wood Elementary School PTO is raising funds will provide for purchase and installation of playground structures and safety base surface that will accommodate up to 100 children at one time. The $12,200 annual budget of the Wood Elementary School PTO is not adequate to fund the project. The special circumstances of many students and families ill our attendance area make it imperative that we seek outside funding. One-third of the equipment in use on the Grant Wood Elementary School playground prior to May 2005 could not be repositioned on the playground because of new safety standards. Only about 12 play stations remain, accommodating no more than 30 children at one time. The limited PTO budget does not provide enough funds to keep up with safety concerns or to provide additional equipment. Staff on playground duty see an increase in conflicts on the playground and believe the increase is due to the lack of opportunities for and variety of physical activity for children. The tar!:et population: Wood's 416 students are kindergarten (age 5) to grade 6 (age 12). 50% of the students at Wood are minorities and include African American, Native American, Asian, and children of Hispanic origin. The remaining 50% include several children of Middle Eastern descent. Students include recent evacuees from Hurricane Katrina. Approximately 42% of Wood's students are eligible for free and reduced lunch. Many students are at-risk. The school contains a behavior disorder program. Share-at-Wood, a nonprofit before- and after-school program, provides childcare for 55 students and makes extensive use of the playground. A pre- school will open August 2006. Fundin~ Sources: $20.000 Committed The PTO and school staff are aggressively pursuing all funding possibilities. Approximately $20,000 has been raised since October 15, 2005 from the following sources: (a) Grants: A $5000 grant was awarded by the Community Foundation of Johnson County. (b) Local businesses: Letters were sent to 500 businesses in the Iowa City / Coralville area, resulting in contributions of nearly $6,000. (c) Students and parents: Nearly $2000 has been raised by the students and their parents, though activities such as coin drives, bake sales, Wendy's Nights, 'Run for the Schools', (d) $7500 for the playground was won by one child in Hy-Vee's Smiles for Education drawing (e) Teachers: A teachers' fund drive is currently underway and has raised $600 to date. (f) PTO has donated $2000 from current budget. Specific amount requested: $25,000 of the $100,000 project cost. Thank you for considering a partnership in the South District / Grant Wood Community project. i~~~ . March 14, 2006 t rnJ I - I -::~-IlIa'... f~~~~ ~;sr_IIII" ..... - CITY OF IOWA CITY Margaret Emmons Resident Council Oaknoll Retirement Community 701 Oaknoll Drive Iowa City, IA 52246 410 East Washington Street Iowa City, Iowa 52240-1826 (319) 356-5000 (319) 356-5009 FAX www.icgov.org Dear Margaret: Thank you for your February 27 letter and your request for a review of the George Street traffic situation as it affects our Oaknoll Retirement community. This is an issue that has been reviewed on several occasions in the past. There are a number of issues that I would like to bring to your attention and, by copy of this letter to the City Council, I am alerting them to the history of this matter. To the best of our knowledge there has been no accident data indicating there may be a problem with the routine comings and goings of traffic in the area. It is noticeably tight and this has the effect of causing' vehicles to go slow. A frequent complaint of many of our neighborhoods is speeding, and therefore on-street parking is often a "method" that encourages people to slow down. It also can serve as a reduction in cut-through traffic. It does appear from our preliminary review that many of the on-street parking spaces are used by the residents across the street. This is not uncommon in our developed urban neighborhoods whereby on-street parking is used by neighborhood residents for multiple days at a time. We have an ordinance that states no vehicle may be stored on street for more than 48 hours at a time. We have surveyed the neighborhood in the past, and presented the information to the Council. The history of the surveys would indicate the neighbors wish to have the parking spaces remain. I am sorry I cannot give you a specific solution to this issue, and I believe it comes down to the varying neighborhood interests. I will refer the matter to the City Council and ask for their direction. I would suspect that they would ask us to survey the neighborhood again to see if there has been any change in attitude. We will keep you informed. Sincerely, ",-, Stephen J. Atkins City Manager cc: City Council Jeff Davidson mgr/ltrfoaknoll.doc G1[] "i*ENTO..,. l~~ ~ ~ ~O ! JI~IDlii * ~~ 00.111 l ii''''fvDE'IIi:-vO u.s. Department of Housing and Urban Development Nebraska State Office Executive Tower Centre 10909 Mill Valley Road Omaha, Nebraska 68154-3955 ~J February 3, 2006 ~ ::r. Wr;j/ 1(~ Mr. Stephen J. Atkins City Manager Ci vic Center 410 East Washington Iowa City, IA 52240 Dear Mr. Atkins: RE: Consolidated End-of- Year Review, Program Year 2004 HUD's Office of Community Planning and Development has sought to establish partnerships with state and local governments. The focus of our partnership has been to work with communities to ensure that our joint efforts result in housing and community development programs and policies that benefit and serve Jow- and moderate-income persons. These efforts occur within the framework of the statutes we administer and the regulations and emerging policies that are designed to improve program performance. The provisions of the Housing and Community Development Act of 1974, as amended, and the National Affordable Housing Act of 1990, require the annual submission of performance reports by grant recipients receiving federal assistance through programs covered under these Acts. Additionally, these Acts require that a determination be made by the Secretary, that the grant recipient is in compliance with the statutes and has the continuing capacity to implement and administer the programs for which assistance is received. Traditionally, these determinations were made through the review of annual reports submitted by grantees for each individual program receiving assistance. With the implementation of the Consolidated Planning Regulations of January 5, 1995, the Department is required to conduct a comprehensive performance review of your overall progress at least annually (24 CFR 91.525). The review consists of analyzing your consolidated planning process; reviewing management of funds; determining the compliance of funded activities with statutory and regulatory requirements; determining the accuracy of required performance reports; as well as evaluating your accomplishments in meeting key Departmental objectives. ACCOMPLISHMENTS We congratulate you on your many accomplishments during 2004 on achieving housing and community development objectives. Some examples are as follows: The city's housing rehabilitation program completed 27 projects using CDBG, HOME and General Obligation Funds. The city also provided assistance to 34 elderly persons for small repairs to their homes. 2 The Greater Iowa City Housing Fellowship (GICHF) completed seventeen housing units in 2004 as a part of the Peninsula Project. GICHF also received funds to acquire land for additional affordable housing development. Also in 2004, Habitat for Humanity acquired six lots for the construction of owner occupied housing. The city assisted 5 I households transllton to permanent housing through the Shelter House Emergency Assistance program. Additionally, the City funded an Outreach Coordinator position at Shelter House, who served 426 persons. Funding was provided to fifteen public facilities and service projects that serve the community. These include facility improvements for the Wesley Foundation Free Lunch Program, Neighborhood Centers of Johnson County, Domestic Violence Intervelltion Program, 4Cs Child Care, and a playground for HACAP Head Star. Public Services provided include care management at the Free Medical Clinic, operational support for the Compeer Program, Elder Services, United Action for Youth, MECCA, and Goodwill's Wheels to Work. These agencies assisted more than 14,592 persons. CDBG funds were used to provide micro-enterprise support to the Extend the Dream Foundation and Oasis Falafel, which created 6 jobs. Additionally 318 jobs were retained at the Lear Corporation using CDBG funds. The city certified that it would provide overall benefit to LMI persons for program year 2004 of at least 70 percent. The actual principal benefit for the year was 100 percent, which exceeds the regulatory standard. Iowa City continues to obligate and disburse its CDBG funds in a timely manner. The City had a balance of 1.48 years of funds unexpended 60 days prior to the end of its 2004 program year. This meets the regulatory standard for timeliness at 24 CFR 570.902. The standard for timeliness requires that no more than 1.5 years of funds remain unexpended 60 days prior the end of the program year. Please note however, that this ratio is very close to violating the 1.5 standard. The City should make every effort to reduce the balance of CDBG funds in the upcoming year. The City met their Commitment and Expenditure Deadlines established under the HOME Program. In conclusion, as a result of our analysis, we have determined that your overall progress in 2004 was satisfactory. This determination is based upon the information available to this office and does not reflect a comprehensive evaluation of specific activities. Should you or your staff have any questions, please contact Mr. Ben Osborn, Community Planning and Development Representative, at (402) 492-3156. Sincerely, ~M~C~I~ Director Community Planning and Development Division cc: Mr. Steve Nasby Iowa City Fire Department Gm "Serving with Pride and Professionalism Since 1872" DATE: March 10, 2006 ~/ uY-- ~~ TO: Stephen J. Atkins, City Manager i Andrew J. Rocca, Fire Chief ~ Fire Inspector Update FROM: RE: Fire Marshal Jensen and Captain Stimmel are ready to proceed with program implementation for crowd control management and emergency evacuation planning. Attached to this memorandum is a letter that was sent out to owners and occupants of assembly occupancies that serve alcohol. It outlines the training that will be provided to these establishments and the Iowa City Fire Code requirements that will be effective this fall. Please advise the City Council that they are welcome to attend the training sessions at their convenience. I am confident this life-safety program coupled with on-site inspections will dramatically improve the life-safety conditions in these occupancies. cc: Roger Jensen, Fire Marshal Steve Stimmel, Fire Captain FIRE DEPARTMENT" 410 E. Washington Street" !owa Ci(v, IA 52240 Phone: (319) 356-5260 FAX: (3/9) 356-5263 wv.'W,hfd,orx Office aftke Fire Chief f'ire Administration (3]9) 356-5256 Office oflhe Fire Marshal Fire Prevention Bureau (3]9) 356-5257 Batlalion Chief~ Station I (319) 350-5262 Fire Training Station I (3]9) 356-5258 HazMat Station 2 (3]9) 356-5266 Public Education Station 3 (3]9) 356-5265 Iowa City Fire Department "Serving with Pride and Professionalism Since 1872" March 10, 2006 Dear Owner/Occupant: The Iowa City Fire Department would like to extend an invitation to attend one of two upcoming training sessions regarding assembly occupancies and the associated fire safety requirements. The Iowa City Fire Code defines an assembly occupancy as, "A building or structure, or a portion thereof, for the gathering of persons for purposes such as civic, social or religious functions, recreation, food or drink consumption or awaiting transportation." An occupant load of at least 50 persons or more is required for the establishment to be classified an assembly occupancy. The primary audience for these upcoming meetings will be assembly occupancies that possess a beer and/or liquor license. Historically, these occupancies have been the site of many tragic fires resulting in the deaths of many people. Our goal is to reduce the likelihood of such a tragedy in Iowa City by promoting and enforcing the rules and requirements of the fire code. The business owner and at least one manager should plan to attend. Other employees are welcome and encouraged to attend. There is no charge for the training. The training sessions will be identical and we estimate them to last approximately 90 minutes. We plan to explain several terms and requirements of the Iowa City Fire Code. Beginning this fall, you will be required to comply with all of the following: Assembly Safety Plan Fire Safety Plan Staff Training Record Keeping Assembly Occupancy Permit (New) Fire Evacuation Plan Crowd Control Managers Fire Drills Occupant Load The training sessions will be held in meeting room A of the Iowa City Public Library. Session one is scheduled for Tuesday, March 28th at 2 p.m. Session two is scheduled for Tuesday, April 4th at 7 p.m. You need attend only one. Please RSVP your intentions by contacting Captain Steve Stimmel at 356-5268, or electronically at steve- stimmel{aliowa-citv.org to indicate your meeting preference and how many will attend. We look forward to working with you in the very near future and pledge our full cooperation in assisting you with these requirements. cc: Andy Rocca, Fire Chief Steve Atkins, City Manager FIRE DEPARTMENT. 410 E. Washington Street # Iowa City, fA 52240 Phone: (319) 356-5260 FAX: (319) 356-5263 W'otw.icfd.org OffICe of the Fire Chief Fire Administratjon (319) 356-5256 o/rue oj the Fire Marshal Fire Prevention Bureau (319) 356-5257 Battalion Chiefs Station I (319) 356-5262 Fire Training Station J (319) 356-5258 HazMat Station 2 (319) 356-5266 Public Education Station 3 (319) 356-5265 I ~ I '::;~~...iii~", f~W;!:'"y. -..;;;:;..... "=I~ ~~ CITY OF IOWA CITymJ MEMORANDUM DATE: March 15, 2006 TO: Mayor and City Council Marian K. Karr, City Clerk ~(f.. FROM: RE: Council Employee Evaluations The City Manager, City Attorney, and City Clerk are evaluated by the City Council annually, traditionally in Mayor June. The evaluation can be done in conjunction with a regularly scheduled meeting or may be scheduled as a stand alone special meeting. I suggest that time be set aside soon, especially if a special meeting is anticipated. Also please let me know what information Council would like provided for that evaluation. U:evaldaterequest.doc j ~ 1 :::::~_4... ~~~W!:~ -.;::..... "IIIII~ -.r-." C I T Y 0 F IOWA C I T Y~ MEMORANDUM DATE: March 13, 2006 TO: Mayor and City Council ~ Marian K. Karr, City Clerk ~ FROM: RE: Rescheduled Joint Meeting The joint meeting previously scheduled for March 29, 4:30-6:30 PM in Harvat Hall, has been rescheduled to April 12. Same time and location. ~ Iowa City Area Development Group f'no'J() r ~ '\\:;,"'(,..)' ~R..~ c.~~ C-o~r C.I I r ~<>.~ \'0 fv-s'Vr'<.;J\'J ~~~<\:- C\~'/ s~~~ q...,d <l...~~ ()\~l~\s ~r ~~ r""r\~\-.\.L,'./ I ~",\-t-L, ~ Go~rl\'~-\ "::>0'<, ~<L f~""'--.h I,'" 'iC.AO (d",",,( I 'C,"'''r P~3~ Ir'l l)-.:J f' '" '-N ""1"" /' ' S '" y\ c ~ "5> I ~" I L<A~-, ",0 -\ LL C tic, ....,-'> ~ 'I w '" '- "')<- G ,,~- bO r < L7 ~~.!. ("- ,'\ hor -' -\4..."" --\'-<- c., '" ~ r:Lo'-.)c, c. Ar IS G>v-.(',. \ ~J, ~ <LCo.-'>Cv-q<-- ~~r~"-"~' "\ lr:,ck_ ,<or vo" '" <to ~ 0 r '<-- 'J w, -'J-, ':? 0 ~ \ '"' +k '-"~' --:') ~ I ~ _ ~._~ ~Iowa Citx ~Public Library 123 South Linn . Iowa City, Iowa 52240-1820 Susan Craig, Director. Information (319) 356-5200 . Business (319) 356-5206 . Fax (319) 356-5494 GID ~/' . ~~ ~ DATE: March 15,2006 FROM: Susan Craig, Library Director ~ TO: Steve Atkins, City Manager RE: Expanded Library Hours The Library Board has set the timeline for expanding library hours that have been approved in the FY07 budget. We will add Friday evening hours beginning May 19, to coincide with the beginning of Friday night concerts downtown. Then we will wait until our fall schedule starts and add the extra Sunday hour beginning September 10. Our Sundays are not as busy in the summertime. 1 am excited about expanding the Library hours for the first time since 1999 when we began to be open on Sundays in the summertime and well as during the school year. - I ~~~-~6 . Iowa City Fire Department "Dedicated to providing the community progressive, high quality emergency and preventive services." - trnJ[ll]~rn [;1~_ The Liepartllll'nt has madc a commitment with the Commission on Fire Accn:ditation International to hecome an accn:ditcd fire agency hy completing all necessary dOl.:umcntation to meet the program entry l'riterion. The 18-month project will culminate with a peer-assessor site visit evaluating the department's ahility to comply with the CFAI program requirements in early 2007. The L:olllmand staff completed the Mcasurahk Management Program in 2005. This program assisted front-line managers (company officers) in translating the strategic plan and key business issues into action to move the department toward organizational change. Key issues included the acneditation process, increase overall safely. health and wellncss. dL'vdopm~nl of rire officer growth and improvement programs. and improve the public education and marketing of fire protection sLTvices. Eighteen department officers completed the Measurable Management Program in 200S. Two memhers of the command staff n:ceived noteworthy a\\'ards during the past year. Battalion Chief Ron Stutzman was named Firefighter of the Year hy the Johnson County Mutual Aid Association. In addition to being promoted to Lieutenant. Denny Hansen received the Instructor of the Year award from the Iowa Society of Fire Service Instructors. Land acquisition was completed for Fire Station 4 in the northeast quadrant of the city. The schematic design (see back cover) has been completed. as well as grading the site for construction of the building. The City hopes to build this facility to the LEED (Leadership in Energy and Environmenlal Design) Green Building Rating System. The project remains in the unfunded years in the City's Capital Improvement Plan. R~ ~[ill](jl Lieutenant Steve Stimmel was promoted to Fire CaptainlInspector on August 15. 2005. He hecame the second full-time rire department employee assigned to fire prevenlion. Captain Stimmel reports to the fire marshal and will conduct comprehensive fire inspections. He will assist the fire marshal in conducting fire origin and cause investigations and will develop fin: prevention initiatives for the puhlic. In September. the Fire Prevention Bureau extended an invitation to customers of the Fire Prevention Bureau to attend a meeting designed to solicit puhlic input on matters related to fire safety. The first meeting was held SeptemhLT 14111 at the fire departmenl training center. Twenty people altended the first meeting at which the fire marshal provided an overview of department activities and programs relaled to fire safety. In subsequent met'lings. the group developed a list of topics for future roundtahle dis..::ussions. Today. the Fire Prevention Advisory Committee meets on the secund Wednesday of ~very odd numh~red munth for 90 minutes. heginning at 7:30 AM. The fire marshal believes that the face-to- face m~elings are productive and encourages anyone inlerested in fire sakty issues to attend. On November 22nd. thL' lire uepartmenl took uelivery of a 31' mobile classroom. known as the fire sprinkler house. which will he uSL'd LO educate the puhlil' on residential fire sprinkler systems. Purchase of the fire sprinkler house was made possihle by a U.S. Fire Administration FIRE ACT granl that funded 7Wk of the purchase. Total purchase price of the fire sprinkler house was $41.571. RL'sidential fire sprinklers were developed in the late I Y70s and represent the most reliahle fire protection system known. Building codes over the past two decades have called for fire sprinklers throughout buildings for life safety protection. Most houses. however. don't have fire sprinklers. leaving small. preventahle Iirl's free to cause widespread damage. The fire sprinkler house will utilize a small interior classroom and a live fire demonstration unit to enahle lire safety euucators to explain: how a residential fire sprinkler system is designed auLl installed: how traue-ups can reduce construction costs while providing: higher- value homes: how smoke detectors warn. bUl do nothing: to contain or extinguish fires: how the increased use of residential fire sprinklers will reduce the damage. injury. and ueath caused by household fires. For the seconu )o'ear in a row. the Fire Prevention Bureau utilized a studenl intern from the University of Iowa College of Engineering. The intern worked 12 hours a week conducting plan review and assisting with special projects. He graduated in December 2005 with a degree in Mechanical Engineering and is now employed in Musl'atine. IA. The fire department is actively pursuing a replace- ment. Life-saldy educators deliven~d 319 hours of fire prevention activities to area families. husinesses. and schools. The number of fire code inspections for the year 2005 totaled l.mD. 2003 2002 2001 o 100 200 250 50 150 268 276 300 -- In 2005. the department responded to 3.596 incidents. a 1.02 percent increase from 2004. Firefighters respond to many kinds of emergencies. including residential fires, emergency medical calls. hazardous materials conditions. and various kinds of te..::hnical rescue. as well as false alarms. Response personnel arrived at the scene of emergency incidents within six minutes or less. approximately H I percent of the time. The overall average response time to emergency calls was 5 minutes and 33 seconds. Emergency medil'al calls account for the largest number (S4'k) of emergency responses or 1.953 in 200S. All firefighters are EMT certified. Automatic External Defihrillators (AED) arc carried on our apparatus. In 2005. we responded to 59 chest pain and cardiac arrest calls. AEDs were utilized at least II times for cardiac arrest patients. The actual number of fires in 200S (233) was about the same as in 2004. but the total fire loss increased to $1 ,04H.68 I. The largest loss incident occurred on December 26. 2005. at a single-family residence and totaled approximately $150.000. Intentionally set structure fires in 2005 also decreased greatly from 14 in 2004 to 5 in 2005 with a fire loss totaling $110.500. There were 732 false alarms in 2005. The depanment continues to depend on assistance from county fire departments for fire suppression at major incidents. In 2005. we initiated the Mutual Aid Box Alarm System (MABAS) for ten structure fires. Technical rescue services provided hy the department include water. ice. trench. structural collapse. vehicle. heavy machinery. and rope rescue. In 2005. firefighters were called to utilize their skills at IX rescue in..::idents. In July. the depanmenl formed a Special Operations Response Team (SORT) :lnd began training 12 firefighters in advanced rescue skills. The SORT will he on-call for highly technical rescues. i.e. persons trapped in a building collapse or stranded window washers. For the first time in several years. there were no major chemical spills in 200S. The depanment continues to support the Johnson County Hazardous Materials Team with 14 firelighters trained as Hazmal Technicians. Firefighters responded (() HO hazardous conditions in Iowa City. II) of which were for suspected ..::arhon monoxide incidents. ~& A new training: tower. as featured on the front cover. was constructed at the Training Center in 2005. The three-story building is used to train firefighters in high-rise operations. aerial and ground ladder training. and rope rescue. The huilding is equipped with a standpipe and sprinkler system to make the training more realistic. The tower was built on top of an existing building. which was also modified to be used for live-fire training and firefighter rescue training. The Training Center is used throughout the year by other county fire departments. as well as law enforcement agencies. The Johnson County Hazardous Materials Team uses the center for monthly training. The award of a grant from Homeland Security allowed the department to purchase communications equipment for our confined space entry teams. A John Deere Gator all-terrain vehicle was placed in-service for emergency response on the city's trail system. The Gator is equipped to transport three firefighters and one patient strapped to a backhoard. The department L'ertified 11 personnel as Driver/Operators and 40 personnel as Aerial Apparatus Operators through the Iowa Fire Service Training Bureau in 200S. -- Company level training: 311 hrs. provided Department-wide training: 323 hrs. provided Outside training & education: 71)7 hrs. provided Physical fitness: 1,844 hI'S. logged Total training: 3.275 hours provided Fires (233) IEaPlIIE.I mE EMS (1,953) .Other (1,410) "Hazardous materials, technical rescue, investigation, citizen assists, false alarms. I City of Iowa City MEMORANDUM ~ Date: March 14, 2006 Re: Steve Atkins, City Manager David Powers, Housing Rehabilitation specialis~ Energy Efficiency Loan Program To: From: The Energy Efficiency Loan Program was initiated in November of 2005 and expired on March 1st of 2006. The concept was an experimental program, created in response to the projections of unusually large increases in heating bills this winter. Administered by the City's Housing Rehabilitation Program, the project was directed at low and moderate income homeowners to provide assistance with the replacement of older, inefficient furnaces and boilers with new high efficiency models and the installation of insulation where needed. Over the course of the project, we had approximately 103 applications downloaded off of the internet, 38 phone inquiries, 21 applications mailed out and 9 applications returned and processed. Of the 9 applications returned, we completed 7 projects totaling approximately $18,000. Given that this is the first year for this program and the very limited advertising done for it, we consider this trial reasonably successful and intend to resume it again this Fall. For the upcoming year, we are planning a more aggressive advertising campaign including a mailing and informational outreach to the agencies in the area that assist our target clientele. tJ;1~ ~.,-q~ ~ AGENDA City of Iowa City City Council Economic Development Committee Wednesday, March 15, 2006 3:00 p.m. City Hall Lobby Conference Room 410 East Washington Street 1. Call to Order 2. Approval of Minutes - March 10, 2006 3. Discussion of application from McConnell Revenue Cycle Solutions, Inc. for CDBG Economic Development Funds 4. Discussion of job description for Economic Development Coordinator 5. Discuss dates for visit to Nucleus Retail Incubator, Cedar Rapids 6. Adjournment MINUTES CITY COUNCIL ECONOMIC DEVELOPMENT COMMITTEE MARCH 10,2006 CITY MANAGER'S CONFERENCE ROOM PRELIMINARY Members Present: Regenia Bailey, Connie Champion, Bob Elliot Members Absent: None Staff Present: Steve Atkins, Karin Franklin, Steve Long, Tracy Hightshoe Others present: Joe Raso (ICAD) Call to Order Chairperson Bailey called the meeting to order at 9:03 a.m. Approval of the minutes of the Februarv 16. 2006 meetinq: Champion moved and Elliot seconded approval of the minutes of the Feb. 16, 2006 meeting as submitted. Motion passed, 3-0. Discussion of the future role of Citv in economic development: Franklin presented an overview of the current duties of the Economic Development Coordinator (attached), pointing out that this position has been funded at a .5 FTE level. She indicated economic development efforts have historically been divided between ICAD, the Chamber of Commerce and the City. In a very general fashion, ICAD's role has been that of recruiter for new businesses, the Chamber has nurtured existing businesses, and the City has played a responsive role, facilitating financial assistance and incentives and acting as a guide to and through government bureaucracy. The Committee was then asked for their views on the future of this position in the City. Elliot indicated it was important to have a City staff person with sufficient position and knowledge to be able to work with businesses and be responsive with information and decisions. Champion expressed her desire to at least keep the half-time position. Bailey suggested a more assertive role was necessary with a person who would be an active player in the Corridor and in spearheading and recruiting businesses for special projects in Iowa City such as Aviation Commerce Park South. Both Elliot and Bailey indicated the Committee had discussed on other occasions the need to have a full-time person devoted to economic development. Raso suggested the Chamber's focus is likely to be on legislative matters and business or entrepreneurial development using SEED as an example of their efforts. Discussion followed of the partnership that existed between the City, ICAD and the Chamber. Collaborations with the University of Iowa, through 1 Meredith Hay's office, were cited and the need to further relationships with the University. Raso described the needs of ICAD, citing the importance of having a point person at the City especially for any primary sector project. It is critical to have someone he can go to for infrastructure information, financial incentive help, and to take a project through the processes of approval. The other activities Raso stressed were the ability to respond to information collected through ICAD's business surveys of existing industries and building relationships with the University. Discussion followed of the need to encourage retail development. Bailey asserted a need to manage retail and encourage it. Champion agreed that encouragement was appropriate but felt retail generally took care of itself. Elliot noted the downtown will never be like it was in terms of the presence of department stores. All agreed a vital downtown was essential to the success of the community and as an attraction to new industries. The Committee concluded there was merit in pursuing a full-time position in economic development and that the person in the position should be fairly high profile, knowledgeable and proactive. Raso suggested this person should be perceived as a business person. Discussion followed of the funding of this position with Champion and Bailey advocating moving forward with the position. Elliot expressed his discomfort with adding the half-time funding given his position on public safety. Franklin suggested a way to handle this would be to continue with the half-time position housed in the Planning Dept. for a year, with the Committee members fulfilling the functions of building relationships and partnerships to further economic development. This was not acceptable to a majority of the Committee. The staff was directed to move forward with developing a description of the full- time position to be reviewed by the Committee at its next meeting and taken to the full Council as soon as possible. Raso pointed out that with the changes occurring in the Chamber and the ICAD campaign, these organizations would not be prepared to partner on any efforts for a few months. Franklin pointed out it would likely take 3 or 4 months to recruit for the position, should the full Council concur anyway. Visit to Cedar Rapids retail incubator: Franklin asked for dates when people could take a couple of hours to go to Cedar Rapids. All agreed it would need to be sometime after spring break. It was also agreed to convene at the incubator and that other Council members would be invited to attend. Other business: 2 Raso announced the ICAD campaign kick-off would be March 28 at 7:30 am at Brown Deer Golf Course with Kirk Ferentz as speaker. The next committee meeting was scheduled for Wednesday, March 15 at 3:00 p.m. to consider an application for CDBG funds for McConnell Revenue Cycle Solutions, Inc., a hospital finance and accounting outsourcing company. Meeting adjourned at 10:05 a.m. Minutes submitted by Karin Franklin 3 Council Economic Development Committee Attendance Record 2006 Term Name Expires 01/18 02/16 03/10 Reaenia Bailev 01/02/08 X X X Bob Elliott 01/02/08 X X X Connie Champion 01/02/08 OlE X X 4 Economic Development As of 3-3-06 . Funded.5 FTE (.25 an associate planner & .25 CD/ED Coordinator) . Primary work tasks: o Respond to requests for information from ICAD, IDEO, businesses o Facilitate and complete paperwork for TIF projects, discretionary tax exemption, CEBA, or jobs programs o Certify and monitor compliance with financial incentive agreements o Staff the Council Economic Development Committee o Evaluate and process requests for CDBG economic development funds o Monitor compliance with sub-recipient agreements for CDBG funds o Annual update of Community Profile o Primary contact for census information . Work items, as time allowed: o Attendance at events relevant to economic development efforts; ego Chamber business lunches;"Tom' events"; Chamber committee meetings; ribbon cuttings/openings of projects; etc. o Relationship building with UI Entrepreneurial Center, VP for Research, and other UI economic development personnel and entities o Work on concept of Iowa City as a "connected community" o Marketing of Iowa City; ego update website; develop brochures City of Iowa City Application for Business Financial Assistance Business Requesting Financial Assistance: Business Name: McConnell Revenue Cycle Solutions, Inc. [MRCS] Name of Authorized Person to Obligate the Business: Cleo McConnell Business Address: 2939 Sierra Ct SW, Iowa City, IA 52240 Business Contact Person: Cleo McConnell Title; Chief Executive Officer Telephone:_319-621-1311 Fax: E-mail Address:info@mrcs-inc.com Business FederallD#: 20-3744390 Date of Application Submittal: February 22, 2006 Release of Information and Certification NOTE: Please read carefully before signing I hereby give permission to the City of Iowa City (the City) to research the company's history, make credit checks, contact the company's financial institution, and perform other related activities necessary for reasonable evaluation of this proposal. I understand that all information submitted to the City relating to this application is subject to the Open Records Law (1994 Iowa Code, Chapter 22) and that confidentiality may not be guaranteed. I hereby certify that all representations, warranties or statements made or furnished to the City in connection with this application are true and correct in all material respects. I understand that it is a criminal violation under Iowa law to engage in deception and knowingly make, or cause to be made, directly' or indirectly, a false statement in writing for the purpose of procuring economic development assistance from a state agency or political subdivision. SIGNATURE OF COMPANY OFFICER AUTHORIZED TO OBLIGATE BUSINESS: U.u J\;15= ~ . NOTE: The City will not provide assistance in situations where it is determined that any representation, warranty or statement made in connection with this application is incorrect, false, misleading or erroneous in any material respect. If assistance has already been provided by the city prior to discovery of the incorrect, false or misleading representation, the city milY initiate legal action to recover city funds. I..n......... ?nn., ., Section 1: Description of Business and Proposed Proiect 1: 1. Describe in detail the proposed "project" (for example, company relocation, plant expansion, remodeling, new product line, size of building expansion, number of new jobs, amount of investment in machinery and equipment etc.): MRCS is a Hospital Business Office Company acting as an extension of its clientele's existing business office including: Cash Acceleration Solutions, Claims Processing, Accounts Receivable Projects and other Business Office Functions Including insurance verification, statement generation, management of collection agency relationships, correspondence processing and other complexities of third party billing. This is done by connecting to the clients existing operating system. 1.2. Provide a description and history of business: Hospitals are struggling with tighter budgets, shrinking reimbursements, increasing scrutiny over billing and collection practices, escalating regulatory requirements, aging population, rapidly evolving technology, and payers' changing rules. Most hosp~als have found ways to implement one-time improvements to their revenue. However, hospitals must find other improvements that move beyond one-time opportunities and capture recurring improvements. MRCS has developed a system of outsourced hospital business office solutions that can integrate with virtually any type of medical provider organization seamlessly and in real-time. The claims processing, billing and bad debt reduction programs of MRCS will boast a 10 percent increase to Client Company bottom-lines on a monthly basis by reducing human resource liabilities, and by streamlining and reducing errors in claims, billing and collection processing. 1.3. Describe the organizational structure of the business, including any parent companies, subsidiaries, sister companies, etc. AsMRCS is a start-up company, the organizational structure will initially consist of the owner/CEO as the' only officer, three billers, three insurance reps, three customer service reps, a receptionist, an administrative assistant, and IT Consultants for all IT processes. 1,4. List the names of the business owners and the percent of ownership held by each. McConnell Revenue Cycle Solutions will be a state of Iowa type'S' corporation owned Wholly by Cleo McConnell 1.5 List the business' five-digit and six-digit North American Industry Classification System (NAICS) codes or the primary and secondary Standard Industrial Codes (SIC codes)). The Company has identified organizations by four distinctive SIC (Standard Industry Classification) codes: (1) SIC 8011 Offices and Clinics of Medical Doctors, (2) SIC 8052 Intennediate Care Facilities, and (3) SIC 8062 General Medical and Surgical Hospitals. 1.5. Will the project involve a transfer of operations or jobs from any other Iowa City or Johnson County facility or replace operations or jobs currently being provided by another Iowa City or Johnson County company? If yes, please indicate the facility(s) and/or company(s) affected. No 1.6. What date will the project begin? Determined by funding and contract award I..n.i....... .,nn") . Be completed? Once operational, the business will be continuous. 1.7. Has any part of the project been started? If yes, please describe. No Section 2: Financial Contributions to the Proposed Proiect 2.0 What type and amount of financial assistance are you requesting from the City (for example, grant, forgivable loan, loan, property tax exemption, tax increment financing rebate, etc.)? Grant, Low interest loan in the amount of $60,000 2.1 a. If Community Development Block Grant Funds are being requested, please describe how the proposed project addresses the priorities, strategies, and goals cited in CITY STEPS 2001-2006. Page 123 & 124 of City Steps 2006-2010 2.1. Explain why assistance is needed from the City, and why it cannot be obtained elsewhere. (Specific supporting documentation evidenced by cash flow statements, income statements, etc., is requested.) If the City did not provide financial assistance, could the project proceed? The project was submitted to Hills Bank & Trust for funding. The project was rejected. Rejection letter attached. 2.2. In what form is the business contribution to the project? Please explain clearly (for example, sale of stock, equity investments, subordinated debt, etc.). The owner of the company has already made an equity investment of $11 ,000 2.3. Identify all agencies or institutions involved in the project (financial and otherwise) and what their involvement is: Entrepreneurial Development Center, Inc. [EDC]. The EDC is a business accelerator located in Cedar Rapids and provides mentoring services to entrepreneurs. Targeted Client: Rural Hospitals throughout the State of Iowa Attomeys: Arenson & Zimmerman - Filed all of the paperwork required for an S Corp. They have also been retained to be the company att9rneys. Accountants: Terry, Lockridge & Dunn - Retained to be the company accountants. Welt Ambrisco Insurance - Acting agents .for Health Insurance through Wellmark CitiGroup - Providers of retirement package 2.4. What type and amount of security will the assisted business provide the City? If no security is offered, an explanation must be provided. Note: as a general rule, for those businesses not publicly traded, personal guarantees are required in addition to other pledged business assets. Mortgage $60,000 (equipment) What seniority or position? 1't position l..nOl'llop\, ?^R? A Personal guarantee: None Other $ None (if none, please explain) I have already put $11,000 of personal finances into the business. 2.5. Summllrv of Proiect Costs and Prooosed Financinn Sources SOURCES (Summarize All Sources From Question USE OF FUNDS 2.7) Activity Cost A B C D Land acquisition $ . Site preparation $ Building acquisition $ Building construction $ Building remodeling $3,700 3,700 Machinery & equipment $60,000 60,000 Furniture & fixtures $5,300 5,300 Permanent working capital $50,000 50,000 (detail:) . Other $90,000 90,000 Other: Legal, Accountant, $2,000 2,000 Misc TOTAL: $211,000 $11,000 $60,000 $50,000 $90,000 2.6. Terms of Pronosed Financinn . Code Source (include all Type(l) sources In Question 2.6) Amount Rate Term Source A: Personal Financing $11,000 Source B: Citv of Iowa City $60,000 Loan 2% 7 vears Source C: TSBA $50,000 Foraivable 2% 7 years Source D: Private Lender $90,000 . Loan 7.5% 5 years I Total: t211 000 (l)For example: forgivable loan, direct loan, grant, equity, tax abatement, etc. I.........., ?nn? . 2.7. Generally a decision by the City on this application can be expected within 30 days of receipt of the application. If there is an urgent need for a more immediate decision on this application, please indicate the desired timeframe and the reason for the urgency. The company is actively bidding on contracts and will be required to begin the project within 2 weeks of signing. The equipment must be purchased and the phone system put into place so that the company is ready upon contract award. Section 3: Quality of Jobs to Be Created 3.1. How many employees are currently employed by the company worldwide (total employment including all locations, subsidiaries, divisions, affiliates, etc.)? The company will begin with 12 employees 3.2. If an existing Iowa City business, how many total individuals have been employed by the company at the Iowa City facility during the past year? NJA Start-up 3.3. If awarded funds, how many new full-time employees will you add to the payroll at the Iowa City facility within 12 and 24 months of the award date? The business acknowledges if it faits to create the jobs pledged below by the end of the project period and maintain them for a period of time (usuaffy 36 months from the date of the award), it may be required to reimburse City funds for the employment shortfaff, if the loan/grant was based on job creation. Full-Time: 12 Part-Time: 1 12 months 12 12 months 1 Cumulative Cumulative Full-Time: Part-Time: 24 months 25 24 months 2 Cumulative Cumulative Note: Jobs created or retained using Community Development Block Grant Funds must be "held by" or "available to" low- or moderate-income individuals. 3.4. What is the estimated annual payroll for the new employees resulting from this project? $195,680 for all employees 3.5. What is the starting average hourly wage rate (not including fringe benefits) projected to be: For the new employees? $13/hr For existing employees? N/A For existing and new employees? $13/hr I.."....", 'U'lift") . 3.6. In the following table, list positions and hourly rates for each job classification to be created and retained. List of Positions and Hourly Rate for Created and Retained Positions (use additional sheets if needed) No. Hours Hourly r: rAatA RAtI.in pn..itinn TitlA PAr WAAk RAta nf Pav 1 Director Salaried 60,000 Annual 1 Trainer/Manager Salaried 40,000 Annual 1 Receptionist 40 $10 3 Customer Service Rep 40 $12 3 Billers 40 $15 3 Insurance Rep 40 $13 Note: Every applicant should provide average hourly wages for all new and existing jobs which meet or exceed the average county wage rate by industry. Ninety percent of the project positions should have a wage greater than the federal poverty wage rate for Iowa City (30% of median income for a four person household in Iowa City). Under special circumstances, consideration will be given to those companies who cannot meet this requirement. (Contact the Economic Development Coordinator at the City for current figures.) 1."11"....... ?M? . 3.7. Will any of the current employees lose their jobs if the project does not proceed? If yes, how many? Explain why: The business is dependant upon contracts with the hospitals. If the business does not secure contracts, the business will not exist. 3.8. Please describe the types of worker safety programs that would be available for your employees. Fire Plan Ergonomics 3.9. Does the business provide standard medical and dental insurance for full-time employees? If so, what percentage of the standard medical and dental insurance package expense does the company provide? Yes. The company will provide 80%. Section 4: Economic Impact 4.1. Please document how much of your operating expenditures (raw materials, supportive services, machinery, equipment, and labor) will be spent within Johnson County. The company anticipates the majority of operating expenditures to be spent in the county. 4.2. What Johnson County companies do you expect to sell to that currently buy from non-eastern Iowa companies? What percentage of your sales will fall into this category? Office furnishings - Local vendor Office supplies - Local vendor 4.3. What other. Johnson County companies could be considered to be your competitors? There are no competitors in the county. The company will not have any local competition. The company is targeting rural hospitals throughout the State of Iowa. The company is working with Kirkwood Community College to develop curriculum specific to hospital billing to include in their current medical billing course. 4.4. How will this project benefit the City/County? The business will create job opportunities for recent graduates from Kirkwood Community College. The company is working with Kirkwood Community College to create curriculum directly related to the business resulting in opportunity for advancement for Iowans. 4.5 How will this project grow the property tax base of Iowa City? The company will lease existing office space within the Iowa City Market. 4.6 Beyond the present project, what future growth potential is there for the Iowa City operation? Future growth of the company will result in 100's of jobs for Iowans. I.........." <Jnn") . Section 5: Environmental Impact 5.1. Please describe the energy and resource efficiency programs, waste reduction, waste exchange, and recycling programs at your Iowa City operation. Correspondence received from clients will be scanned and integrated into the software system utilized by the company. The company will recycle paper, discarded printer ribbons, and copier toner products. 5.2. Do you use recycled materials in the production of any products or through the provision of any services at your facility? If so, please describe. The company will use recycled copy paper. 5.3. Will you be treating, transporting, storing, and disposing above ground, on or about your business premises, in tanks or otherwise, for any length of time or for any purpose; petrOleum products, agricultural or other chemicals, waste oil or other liquid waste, or any other inflammable, corrosive, reactive, or explosive liquid or gas? If yes, please specify. NJA 5.4. Will the Iowa City operation develop renewable energy resources or products that conserve energy? If so, please describe. N/A Section 6: Community Involvement; Compliance with Law: Repavment Agreement 6.1. Please describe your business' history of contributing to the community through volunteer work, financial contributions, or other means. If a new start-up business, please describe commitment to becoming involved in the community. The company is a start-up. The company is a member of the local Chamber of Commerce. The company owner has been asked to join the board of the PTDN and the company is working with Kirkwood Community College to develop curriculum directly related to the company core competency. 6.2. Has the business been cited or convicted for violations of any federal or state laws or regulations within the last five years (including environmental regulations, Occupational Safety And Health laws, Fair Labor Standards, the National Labor Relations Act, the Americans With Disabilities Act)? If yes, please explain the circumstances of the violation(s). N/A New Business I~",,,"r" .,nn., o 6.3. Financial assistance from the City of Iowa City requires a repayment clause in the loan agreement with the City. The repayment clause requires a prorated repayment of the financial assistance if the company does not meet Its job attainment obligation and other obligations of this agreement. Is the company willing to enter into a loan agreement that contains a repayment clause? If necessary for funding, the company is willing to enter into a low interest loan agreement that contains a repayment clause over a 7year period. Section 7: Required Attachments Check off each attachment submitted. If not submitted, explain why. [xl Business plan (if new business) Ix ] Profit and loss statements (3 year historical and 2 year projections) [x] Balance sheets and Cash Flow Statement - Balance sheets (3 year historical if an existing business) and 2 year projections using the forms provided herein. One year of projected cash flow (using the formRI provided herein). I x I Letters of commitment of project funds (from banks, applicant, etc.) Rejection letter from Hills Bank attached. I x ) Description of fringe benefits provided to employees Vacation, Holiday Pay, Group Insurance - Medical and Dental Coverage, Short Term and Long Tenm Disability, 401 (k) Plan, Employee Incentive Awards, and at some point an Education Reimbursement Program will be created. [) Copies of the company's quarterly Iowa "Employer's Contribution and Payroll Report" for the past year and a copy of the most recent monthly payroll register Start-up [x) Map indicating the location of the project within the community I..""........ ')nn., .n [x] Cost estimates for construction, machinery/equipment, permanent working capital, and purchases. Office Furniture - $5,300; computers, software, hardware - $50,000; Telephone System - $12,000, Copier - $15,000 I x] Certificate of Good Standing from the Iowa Secretary of State or an authorization to conduct business in Iowa. [ x] Certificate of Incumbency listing the current board of directors and current officers if a corporation or a listing of the general partners if a partnership On file for review Ix ] Corporate resolution authorizing the application for City funds . I x] Corporate signatory authorization naming an officer to execute the City application and City loan documents, if approved Other Explanation/other comments: Upon review of a submitted application, the City reserves the right to request additional information in order to assist the City with its evaluation of an application. I......."'" ')nn? .. corporatIOn ::summary page J at 1 Home I Site Map I Contact Us Business Services Ip_ . . .1 i-S~~;~h-I Search Databases Online Filing Voter /Elections Notaries Nonprofits Students/Youth Press/Media Publications About the Office Useful Links Contact Us Home -.. Business Services ..... Search IA COrDS -+ Summary Business Services . Addresses .. Aaents . Fllinas . Names . Officers .. Stock .. Summary . Search Aoain Corporation Summary Searched McConnell Revenue Cycle Solutions -~~-_._- - -----_._--_.~-----~.__._. Legal Name MCCONNELL REVENUE CYCLE SOLUTIONS, INC. Print Certificate of Standina . -----,.-..-~-.-. - ---.------~._'----.-----.-...1 Chapter Corp No. CODE 490 DOMESTIC 319063 PROFIT Expiration Date. PERPETUAL Effective Date Nov 02, 2005 Filing Date Nov 02, 2005 Type Modified No i Legal State of Inc. I i i IA Status Active Names viewina 1 of 1 ) TVDe Status Modified Name Legal Active No MCCONNELL REVENUE CYCLE SOLUTIONS, INC. Reaistered A ent or Reservina Partv Full Name CLEO MCCONNELL Address 2939 SIERRA COURT SW City, ST, Zip IOWA CITY, lA, 52240 Home Office No Data Home I State of Iowa I Site MaD I Contact Us http://www.sos.state.ia.us/corp/corp _ SUmIllary .asp?corpno=5CA 71 AEB6EO 1 D8F 480612E80 14ABD85... 2/23/2006 . February 24, 2006 Cleo McConnell Dear Cleo: Thanks for providing me with the business plan and overview for McConnell Revenue Cycle Solutions, Inc. We have looked at the information and determined that at this time we would be unable to assist you in the loan of$200,000 that you requested. Specifically, your plan has much potential; however, because of its start up nature and because of the uncertainty of the collateral, we are unable to assist. We would encourage you to work with Curtis to identify "angel" investors who would be interested in working with someone like you. It is obvious from your background and from your presentation that you have had experience in this area and it also appears that there will be continued need for the types of services that you would be able to provide. Thank you again for visiting with me. Please let me know if you have other questions. Sincerely, Brad Langguth Vice President BMLlay . McConnell Revenue Cycle Solutions, Inc ,. McConnell Revenue Cycle Solutions, Inc Business Plan Contact: Cleo McConnell Phone: (319) 621-1311 Email: info@mrcs-inc.com 1 McConnell Revenue Cycle Solutions, Inc EXECUTIVE SUMMARY: McConnell Revenue Cycle Solutions (MRCS) is an Iowa based hospital fmance arid accounting outsourcing (FAO) company whose core competency is to provide members of the heaIthcare industry with tools and strategies to help them improve their revenue cycle, leading to better fmancials and more satisfied patients. MRCS will serve as an extension of the healthcare entity's business operations and, in the name of the institution,. transparent, seamless customer service. SITUATION: U.S. Hospitals are finding it more and more difficult to produce positive financial performance. Operating costs continue to increase along with patient loads. The average patient age continues to climb while Medicaid and Medicare reimbursements have simultaneously decreased due to the Balanced Budget Act. And insurance carriers continue to whittle away at the amount they are willing to pay for services in an effort to remain competitive. Coupling these issues with typical accounts receivable cycles and bad debt expense has brought many hospitals to the breaking point. Specific issues impacting average hospitals include: Q Inaccurate billing and coding Q Lower reimbursement dollars Q Tighter budgets Q Rapidly evolving technology Q Governmentallegislation Q Payers' changing rules Q Denial management Q Collection tactics Q Scarcity of qualified labor Q Patient satisfaction And while hospitals cannot, in most cases, control the outside influences on their ongoing revenue stream, they are learning that they can control the quality of their business processes and the timing of their accounts receivable through finance and accounting outsourcing, or F AO. TREND: Outlined in Outsourcing Journal, January 2006: Whv Finance And Accounting Outsourcing Will Experience Double Digit Growth By Paul Nowacki, Engagement Director, Nikhil Rajpal, Engagement Director, Everest Group 2006 will probably be a year of rapid growth for fmance and accounting outsourcing (FAO). We believe F AO has reached the "emerging rapid growth stage" in its life cycle, thanks to a constellation of events that have come together to create the perfect conditions for growth. According to research from the Everest Research Institute, the number of new F AO contract signings started to take off in 2002. Of the 108 F AO contracts signed to date, 70 percent were signed since 2002. 2 McConnell Revenue Cycle Solutions, Inc But the real growth started in 2004 when 31 deals were signed and continued through 2005. We expect this kind of growth to continue this year. We predict FAO will enjoy strong double-digit growth for the next five years. We anticipate the cumulative average growth rate (CAGR) to be 24 percent over that five-year period. Why now? Here are the reasons: I. FAO has reached a critical The annual reven.... thu."r have ahown . ate,""l,. ....__. rising trend since 2000 ._ .-.-... p",o ............jtOO1-2OM1 US:$mllon ______~_______~ _Erntrglnf~lI"owth_ liD ~ofocI"" , 'ICUm.l~. lunu"'lonlR _1'_"," ....,- !~~-~-~-- , e,~",~_",,,,,,,,,,,,,,,,,,_,,,,,,,,,,,,,,l(.jI$.""","lOOlI,,,"')l,,""9'_'''' 1CO(',Il.,............lOrolOOl J 8>I.....,....,,'.._,....~.1OO1..... ~.--...,. I~Ci"."'''''_~,,,'l><.1tl(l$ """"'.-......"'"..- _.<-......,.__.".._~,.. mass. The F AO market has reached a critical mass by the dawn of2006. The Everest Research Institute reports total contract value (TCV) for F AO deals has now reached $12 billion. Today enough companies have outsourced their finance and accounting functions for long enough to produce proven results. And these results have been so successful that their competitors are discovering they cannot compete unless they embrace F AO, too. Once you get to a critical mass, the acceptance snowballs. 2. Offshoring has produced significant cost savings. In 2002, many skeptics said the savings off shoring produced were a fluke or a one-time occurrence. But then F AO buyers also enjoyed those same savings in 2003. By 2004 the savings were changing the dynamics ofthe marketplace. Today, there is significantly higher permission to offshore. Over 50 percent of the Forbes 2000 are off shoring some business function, according to the Institute. It reports off shoring F AO functions can reduce costs ofthe F&A function by 30-40 percent. These significant savings are a huge driver. The combination of large savings and higher acceptance off shoring is creating a compelling reason to outsource. 3. Sarbanes-Oxley concerns are no longer an issue. In 2002 companies were worried about sending work offshore and meeting the stringent reporting requirements of the new Sarbanes-Oxley Act. Company executives, who faced jail time if they could not certifY their financial results, were not so eager to outsource these functions. Many US companies took a wait-and-see attitude toward F AO. By the end of 2004 the marketplace had resolved these issues. In fact, outsourcing improved control and reporting, making it easier to comply with the law. This McConnell Revenue Cycle Solutions, Inc Supplier experience has grown with the marketplace. This maturity has allowed suppliers to produce better offerings; one result is lowered risk to buyers. In addition, these suppliers are adding more value through new tools and technology. 5. New suppliers have entered the market. The F AO market has seen a surge of new entrants. One path has been captives that have transformed themselves into full-fledged suppliers. Genpact is a good example. The company started as a business unit of GE and quickly scaled up. Last year the subsidiary received venture capital to become a spin-off. Now GE is just one of its many fmance and accounting customers. Another example is WNS, which started life as an Indian captive of British Airways. In 2002 it also received investor funding to become an independent company. The Everest Research Institute reports two-thirds of the total F AO contract value signed to date has yet to be collected, showing the youth of this market. We believe additional new suppliers will enter the market this year because we believe they see a huge market potential for growth. And the barriers to entry are low. Since the buyers typically want to continue to use their own systems, the new suppliers don't have to make large capital investments in costly ERP systems. They just have to be able to handle the imaging, manage the workflow, and have a source of well-trained, low-cost labor. Of course, new suppliers are emerging from different constituencies. BPO suppliers like Xchanging are extending their offering to FAO, and Indian offshore IT players like Progeon are moving strongly into F AO as well. What This Means for Buyers, Suppliers What does this mean for buyers? They will find even better options than the pioneers. And the competition for new customers has intensified as both established and new providers fight for market share. What do these developments mean for suppliers? New entrants translate into lots of competition. Suppliers will have to be able to differentiate themselves from the pack if they are going to thrive . in the long-term. Lessons from the Outsourcing Journal (Summary): I. 2006 will be another year of rapid growth for F AO. The Everest Research Institute predicts double-digit growth through 20 II. 2. A constellation of events is fueling this growth. They include: . The market has reached a critical mass. . Off shoring has produced savings in the 30-40 percent range. . Sarbanes-Oxley concerns have disappeared. . New suppliers have entered the market and the current players have matured, creating better and less risky offerings for buyers. 4 McConnell Revenue Cycle Solutions, Inc 3. Buyers have more options and can take advantage of the competition between suppliers. Suppliers are in a riskier position and will have to differentiate themselves to win market share. STRATEGY: McConnell Revenue Cycle Solutions (MRCS) intends to capitalize on this growing marketplace by applying 80 years of combined direct industry experience to smaller, underserved hospitals within a 250-mile radius of their Iowa City, IA facility. Cleo McConnell, MRCS CEO, has for the past three years, managed the Iowa City, IA arm of a Texas based FAO company, specifically handling the University ofIowa Hospitals and Clinics account. With over 30 employees under her supervision, Cleo managed the entire FAO operation for one of the largest hospitals in the United States. Cleo's excellent operational and customer service skills earned her a recommendation from U of I Hospital and Clinics. When Cleo left the employment of the Texas firm to pursue MRCS, the quality of service from her previous employer deteriorated and the contract was terminated. Cleo and many of her long-time personnel will be able to immediately apply their experience with no learning curve, reducing start -up risk. The trend toward FAO has been focused primarily, if not exclusively, on the larger, more technically sophisticated hospitals and hospital organizations. Smaller community hospitals with less technical expertise will lag behind unless specific providers can specialize in, and cater to their needs, including education and hands-on support. MRCS intends to focus specifically on this niche in a tight enough geography to be able to provide the necessary level of customer service and hands-on support. MRCS will provide a comprehensive range of high-quality accounts receivable management services to hospital business offices. MRCS services will combine in-depth healthcare payor knowledge with technical expertise to streamline billing and follow-up activities in order to accelerate payment. When a hospital takes on the outsourcing initiative, studies have shown that most organizations model encounters multiple unplanned transitional problems. MRCS has demonstrated the technical capability, flexibility, and communication skills necessary to mitigate issue severity and minimize transition timeframes. MRCS will offer the following services Cash Acceleration Solutions: Whether it's a one time placement or a continuous engagement of aged or specific financial class accounts, MRCS will provide immediate mobilization of cash acceleration programs using proven third party and self pay recovery techniques. Claims processing: This will include third-party billing and follow-up, eliminating existing backlogs and preventing new ones. 5 McConnell Revenue Cycle Solutions, Inc Accounts Receivable Projects: The Company will focus on two kinds of AIR Projects. AIR one- time placements focus on recovering cash from a one-time placement of all or portions of the client's aging accounts receivables (by age, payer class, dollar value, or a combination). AIR with ongoing placements focus on accelerating cash recovery from accounts placed during varying stages following the billing cycle. Concentration is directed on an initial assignment of accounts with subsequent placements of accounts receivable. The end result is an increase in cash flow and a reduction in bad debt. As one of MRCS' most flexible programs, arrangements can be customized to meet client needs, including one-time pIacementsand ongoing placements. Third Party BilUng and Follow-up: The Company will help clients with Third Party Billing & Follow-Up by following up on billed claims, which will eliminate roadblocks to payment, tracking adjudication. It will also position the accounts appropriately. The Company will use its knowledge to resolve open accounts quickly, ensuring that claims meet deadlines. As a result, MRCS will eliminate all existing backlogs and prevent new ones. Self-Pay: This service focuses on isolating this specific fmancial class and accelerating revenue recovery from accounts placed. MRCS will offer customized programs to meet the special needs of healthcare providers and their patients. The Company's experienced patient account representatives will utilize proven collection methods that ensure the hospital's integrity and the patients' satisfaction. Self-Pay will provide the following benefits: o Communication is seamlessly under the identity of the hospital to ensure satisfaction. o Customized correspondence schedules are developed to meet the needs of thehealthcare provider and its patients. o Statement and collection letter generation enhances the collection process and creates a streamlined effort. o Bad address verification services save time and money by optimizing the effectiveness of mail correspondence. Bad Debt CollectionlReduction: MRCS will also manage Bad Debt Collection by using collection agencies discretely or as part of a complete self-pay solution. The Company will ensure that the specially trained representatives are businesslike with patients, yet also sensitive to their situations. FDCP A-compliant services will help clients to ensure that they have explored all available collection opportunities prior to legal intervention. Other Business Office Functions: MRCS will also offer insurance verification, statement generation, management of collection agency relationships, correspondence processing and other complexities of third party billing. TARGET CLIENTS: MRCS's initial primary target market will be Iowa Community Hospitals. For the past 20 years, The Iowa Hospital Association (IHA) has published its "Profiles - Documenting the Social and Economic Importance of Iowa Hospitals and Health Systems". The book summarizes the environment in which Iowa hospitals and health systems operate, by providing basic information about the hospital and health system community: organization, integration activities, utilization, economics, finance, payment sources, personneL population, demographics, and elderly services. 6 McConnell Revenue Cycle Solutions, lnc The document is intended to assist Iowa business and community leaders and health policy decision makers to understand the impact of their decisions on access and quality of health care in Iowa IHA is the primary source for fucts and information regarding Iowa hospitals health systems to provide clear understanding of the complex and changing healthcare environment in Iowa. General Information o There are 116 community hospitals currently operating in Iowa o 91 ofthe 99 Iowa counties has at least 1 community hospital Q Every Iowa resident lives within 25 miles of a hospital o All Iowa hospitals are Medicare certified and licensed by the State ofIowa o More than 75% of the Iowa community hospitals are part of a multi-hospital system/affiliation. Bed Size a All community hospitals in Iowa have greater than 100 beds, which is higher than the national norm. o Thirteen hospitals have 100-199 beds. a Eleven hospitals have 200-399 beds. Q Four hospitals (3.4%) have more than 400 beds. Nationwide, 8.7%. Distribution of revenue for all Iowa hospitals is $5,138.0 for inpatient and $4,509.3 for outpatients (in millions). o Rural Hospitals o Rural Referral o Critical Access o Urban $223.9 $562.9 $389.1 $3,962.2 $331.9 $533.2 $792.1 $2,852.0 $555.8 $1,096.1 $1,181.2 $6,814.2 Currently five Iowa hospitals are outsourcing their core business office functions and the F AO providers were mainly selected based on company size rather than the overall quality of their Services. As such, many are experiencing less than expected performance. MRCS will focus primarily on capturing Iowa Community Hospital accounts with a high quality of service (QOS) guaranteed by proven experience and regional proximity. DIFFERENTIATION: MRCS will differentiate from competitive offerings by providing tailored customer service and operational excellence guaranteed by years of experience to smaller, community hospitals seen as to small for the larger competitors to pursue. MRCS will focus on a tight geographic area (Iowa) to insure the ability to provide the kind of "hands-on" support and QOS necessary to be successful. MARKETING: MRCS will sell its products on a direct-to-client basis mainly through referrals. Clients will be 7 McConnell Revenue Cycle Solutions, Inc brought on one at a time. The full practice analysis will be conducted with each need being identified. When we have successfully met the needs of each client, the client will be more inclined to promote our business to other clients that would benefit from our service. Studies have shown that the most common way to expand a medical reimbursement business is through referrals from current clients. Associated testimonial-based collateral materials for targeted direct mail programs, as well as regional based advertising materials will also be produced and executed accordingly. A company website will be created and we will make sure that all marketing collateral points to the Company's website. The website will be filled with information on the process, the product, and the management team. It will be a publishing location for the company's achievements and an educational portal for industry professionals. The core function of the website is to supplement the marketing process, creating a sense of trust and professionalism, and a wealth of applicable information for prospective customers. In addition to the on-going program discussed above, MRCS will incorporate numerous other strategies simultaneously. In general they are: o A listing in the local Yellow Pages. We realize the importance of stability and professionalism; anyone who has been in business any length of time can be located in the Yellow Pages. We will only be utilizing a one-line listing for we feel this will not be the main source of clients contacting us, but will provide the professional appearance we need. o Networking as members of the Chamber of Commerce, local civic organizations, and county medical associations. o Attending and volunteering services for medical fundraisers and health fairs, maintaining an information booth at local medical trade shows. o Attending Medicare, Medicaid, Blue Shield and Worker's Compensation activities. o Networking with other professionals, such as medical and professional consultants, attorneys, and accountants whose clientele is predominately medical, pharmaceutical representatives, and medical equipment salespeople. o Affiliation with local and national peer organizations, including those available on the Internet. o Advertising in 10caVhospital newsletters. o Membership in the Better Business Bureau. o Submitting several press releases annually to local newspapers. TEAM: The keys to success for MRCS must be in its employees. The company will invest in its employees. MRCS believes in positive reinforcement and communication of faith in a person. If 8 McConnell Revenue Cycle Solutions, lnc training in a group setting is not effective with an associate, we will move to one-on-one. If that isn't effective the first time, we will do it a second time What we intend to promote is that, "This is an investment in you." A second key to our success will be flexibility. Clients would like to feel as though they are the suppliers, only client and are moving away from the giants in the industry to get customized care and attention. Because of the volatility in the marketplace and rapid technology changes, revenue cycle organizations are finding it very difficult to plan five or 10 years out. This makes our approach of acquiring one client per quarter very attractive. We can accordion our services up or down, depending on the client's needs. Services can be managed remotely or on a client's site. Our services will be designed for hospitals desiring comprehensive solutions through outsourcing and MRCS will offer our customers the combined benefits of "Best Practice" protocols and advanced technology. Where technology is driving a process and costs need to be reduced for investments elsewhere, outsourcing is the only way to go. A third key to our success in the business is controlled growth. Growth will encompass the Iowa market with expansion to new geographic markets within the Midwest. The fourth key is product quality. The value added experience of the MRCS team will ensure customer satisfaction. The MRCS team will be led by Cleo McConnell. McConnell Revenue Cycle Solutions is the culmination of Cleo McConnell's more than 20 years of healthcare industry experience. Cleo has an exceptional range of experience as a manager and executive in the medical field. She most recently served as Onsite Project Manager for the Patient Accounting Service Center at the University of Iowa Hospitals and Clinics. She reported directly to the Client Director, supervising the day-to-day billing operations in a high volume, hospital business office and customer service environment. She was team leader for the billing staff and representatives, helping maximize the self-pay needs of customers and the organization. She also supervised daily activities of the hourly staff to ensure maximum billing, identified quality issues, advised management and implemented solutions, and established and monitored performance standards. Previously, Ms. McConnell was President of MQCCI, McConnell Quality and Compliance Consuhing, a HIP AA consulting firm. She performed self-assessment and site review processes, established written Business Associate Agreements to healthcare entities conducting electronic transactions, and worked with clients to achieve their quality system certification goals. She also provided clients with an independent capability to develop and continually improve internal processes by establishing quality standards, and generated provider training to ensure continual upgrading of skills and knowledge to achieve HIP AA compliance. Ms. McConnell was a Quality Assurance Specialist for Johnson County Mental Health Developmental Disabilities (MH/DD), where she was responsible for daily management, as well as the development, execution, preparation and reporting of the Consumer Satisfaction Survey. She performed quarterly file reviews of 100% County-funded case records, oversaw all aspects of claims, and maintained effective communications with State agencies, County agencies, providers, and consultants for operational and informational purposes. For Kelsey-Seybold Medical Clinic, she held three positions. As an Administrative Supervisor, she interfaced with Physician leadership, finance and business office. She also researched aqd negotiated new managed care contract for thirty Pacific Care HMO members, was responsible 9 McConnell Revenue Cycle Solutions, Inc for managing budgetary planning, and provided research for Medicare rules and regulations to physician leadership. As Administrative Coordinator, she conducted team development, was responsible for detailed appointment scheduling, and responsible for medical record maintenance and tracking. As Operations Specialist, she developed specialty department's standard operating procedures for ancillary staff now instituted as company policy and procedure. She also designed customized policies and procedures for various departments and developed training programs for new employees and departmental needs based on researched criteria. Ms. McConnell has also served as a Year 2000 Compliance Technician for the Mayo Clinic Foundation--surveying, testing, and evaluating 17,000 PCs. Ms. McConnell graduated with a Bachelor of Science degree in Biology/Pre-Med from the University of California at San Diego. She has three Masters Degrees: one in Public Health from Columbia University (where she assisted in the development of policies for New York's inter-city betterment program among other duties), a Masters in Business Administration from Columbia University, and a Masters Degree in Healthcare Administration from the University of Iowa. She has also completed the course work required for her PhD in Policy Management Health from the University ofIowa and is classified as All But Dissertation (ABD). Ms. McConnell is a member ofthe American Health Information Management Association (AHIMA) and Alpha Kappa Alpha Sorority, Incorporated (AKA). Ms. McConnell has extensive knowledge of applicable state and federal regulations related to billing and collections, as well as an extensive knowledge in budgeting and accounting principles. Her administrative expertise, as well as her experience as a leader and organizer, will enable great prosperity for the Company. Additional team members include Bruce Jutten, Victoria Sanders, Listi Elskamp, Phyllis Gibbs, Deborah Wilson, Connie Timm, Carol Rogers, Charles Gibbs, Angela Nelson, and Christian Nora, all previous employees of Ms. McCotmell Advisory Board: Sara Votroubek, Brian Roth, Carroll Reasoner, Donald Brown, Steve Ver Meer (There are five additional seats to be filled). (Remainder of page left blank intentionally) 10 McConnell Revenue Cycle Solutions, lnc FINANCIAL: (Projected income & cash flow projections attached) Due tothe gross margins afforded, MRCS will attain cash-positive financial performance on a monthly basis 90 days after acquisition of its first customer and will reach overall postive cash performace in month seven (7). Initial start-up expenses as outlined are focused exclusively on building a quality team as well as necessary telecommunications and computer network infrustructure. MRCS services provide an attractive margin and a single customer can provide the foundation for a highly successful business. Outlined below are two scenarios: Scenario A assumes adding only one new customer per year and growing at a very conservative rate. Scenario B assumes adding a new customer every 90 days and provides a glimps at the performane opportunity provided. And although we are using Scenario A as our base plan, based upon the available maretplace as outlined herein, we believe performance willmore closely match Scenario B by year two (2). A) Projected Income Statement - adding only 2006 2007 2008 one client ner year Revenue $1,062,000 $2,124,000 $3,186,000 Expenses $723,301 $981,210 $1,271,122 NOP $338,699 $1,142,790 $1,914,888 B) Projected Income Statement - adding one new client Der month Revenue $2,655,000 $6,903,000 $11,151,000 Expenses $1,141,809 $2,340,902 $3,492,845 NOP $1,513,191 $4,562,098 $7,658,155 SUMMARY: MRCS is strategically poised to take advantage of the growing F AO marketplace with an experienced team, available market opportunites, and a targeted marketing strategy. MRCS is seeking funding in the amount of $200,000 to bridge the gap between start-up and cash positive operation, which will occur in year one 11 r "p' Ii,' !i ! I I ~ U r ~ : ,anll It l'i It::rlt ~ ; n ~ t .. r ,. n~. i .. .. .. n.-it- iL! .. 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" '0 fIJ " <> ~ 2" ftl ~ <> " Y' - " r - f- CI[ MINUTES CITY COUNCIL ECONOMIC DEVELOPMENT COMMITTEE FEBRUARY 16,2006 CITY MANAGER'S CONFERENCE ROOM APPROVED Members Present: Regenia Bailey, Connie Champion, Bob Elliot Members Absent: NONE Staff Present: Steve Nasby, Tracy Hightshoe, Karin Franklin Others Present: Victor Tichy, Lucille Gregory, Rebecca Neades, CALL MEETING TO ORDER Chairperson Bailey called the meeting to order at 1 :30 PM. APPROVAL OF THE MINUTES FROM JANUARY 18,2006 Motion: Elliot moved to approve the minutes from January 18, 2006 meeting as written. Champion seconded the motion. Motion passed 3:0. REQUEST FQR CDBG ASSISTANCE - GENIUS IN DIAPERS CHILD DEVELOPMENT CENTER Nasby said that the proposed project anticipates the creation of 11.88 FTEs and is requesting $99,880 in CDBG assistance. He said that the applicant is proposing a business start-up, located at 722 East College Street, in space leased from the Christian Science Church. Nasby said that the proposed budget shows that $78,400 of the CDBG funding would be used for site improvements to that property. He stated that CDBG regulations require that monies must be used for non-secular activities, and the applicant is aware of this requirement that the uses of the child care and church must be separated. Nasby said the Genius in Diapers Child Development Center will be the only users of the leased space and beneficiaries of the proposed site improvements. Nasby said that currently the applicant is working with Housing and Inspection Services on a minor modification and parking issues. He stated that if the required parking spaces cannot be provided on-site a Special Exception will be needed to allow for off-site parking. He added that Genius in Diapers Child Development Center is requesting $99,880 in CDSG assistance as a grant or forgivable loan. Nasby said that Tichy is providing an equity investment of $23,900, but no other private funds have been secured. Elliot asked how the improvement of the parking lot would not affect the use of church. Nasby said that the church would not use the lots unless the day care is not in service which would only be one day per week. Tichy said that parking is not required for church as it is 'grandfathered in' and the church has been using on-street parking for years. So, the improvement of the parking lot will only be a coincidental benefit as the church does not need it to operate. Tichy said that the center is called Genius in Diapers based on Einstein's words "every child is born a genius." He said the center will serve mothers from the second trimester of pregnancy and children from birth to two years old. He said that it will be a child development center designed to stimulate infants' and toddlers' minds while also developing their emotional, physical, and social abilities. He said that babies will be stimulated with poetry, reading, foreign languages, sign language, and visual math. Tichy said that out of the 200+ phonemes used in all languages of the world, children can discern only those 80 to which they were exposed in the first nine months of their life by interaction with their caretakers. He added that two- month- olds have the ability to discern all of the phonemes, and therefore children will be natural speakers of as many languages as they are exposed to during the first nine months ciftheir lives. Elliot asked how many days a week will the day care operate. Tichy said they would operate at least 5 days, but preferably 6 days a week. Bailey asked if funds were requested from banks. Tichy said they had preliminary discussions with banks. However, he said, usually daycares lose money on babies, break even with 3-4 year- olds, and make profit when providing care for children over 5 years old. As such, the cash flow would not be sufficient to have debt service with interest. He said that in order for the program to work with the age group he is targeting he will need to have I care provider for 3-4 babies, which is very expensive. Bailey asked how strong the competition for such programs is. Tichy said that there are programs for babies, but usually in conjunction to preschools. Elliot said the proposal is targeted to high-income families and therefore it might not qualify for funds. Nasby said that the criterion for qualification in this case is based on the number and quality of jobs created for low-moderate income persons as it is an economic development project. Tichy said that the price of child care for those with high income would be $300 a week. Tichy added that those with lower income can enroll the baby and work for the center, taking care of their baby, making additional money, and learning the skills to open their own center. Elliot said that in order to have such a project going the philosophy of the day care would have to appeal to higher income in order to create the financial basis for the activity. Tichy said that mothers could work three days a week and spend quality time with their child. Bailey said that if mothers have time to work in a day they would not need such a service. She added that those working in day cares receive low paychecks and no benefits. Champion said that health insurance is typically, at least, partially paid by the employers. Gregory said that she was with the church. She added that she was lucky to be a stay at home mom and did not have to put her kids into a daycare. She added that this program will attract mothers who can afford it. She added that the program offers easy access to the child and at the same time is an opportunity for low income families who can't afford such a high level of daycare to enroll their child and work for the center a few days a week. Bailey said that the plans sounds great, but is not sure that it should be funded with public funds. Elliot said the goal in allocating the funds is to attract workers for whom a good salary and benefits will be provided or to increase the Iowa City tax base. Tichy said that both criteria are met. He said that people who would work in the center would get $10 per hour, while the rest of the parents will work in their professions which will generate taxes. Gregory added that it will be an opportunity for parents to work while taking care of their child. She said that the payment per hour is higher than the wage provided by other daycares. Tichy said that he would also encourage mothers to open their own day care after learning good practices by working at the center. Elliot said the project is based on a wonderful concept, but is hesitant in involving tax money into it through CDBG. He said that an Angel investor might be interested in providing help for this business start-up. MOTION: Champion moved to not recommend CDBG assistance for Genins in Diapers Child Development Center. Elliot seconded the motion. Motion passed 3:0. DISCUSSION - AMMENDMENT TO UNITED NATURAL FOODS. INC. TIF DEVELOPMENT AGREEMENT Nasby said that during the 2005 TIF Certification Process staff verified that the capital improvements have been completed and the wage thresholds are being met, but identified a deficiency in the number of jobs that were to be created by United Natural Foods, Inc. (UNFI). He said that staff contacted UNFI regarding this matter and the response was that the initial estimate for employments was too aggressive given the time frame outlined in the application to the City and State. Nasby said that in the City's TIF agreement the employment threshold was to be 300 full-time jobs. He added that at the time of certification, in November 2005, the employment level was 248. He noted that to move forward with the project and provide time for a resolution of this matter the TIF certification was made to Johnson County. Nasby said that staff is recommending that the TIF Development Agreement between the City of Iowa City and UNFI be amended to allow UNFI until June 1,2007 to reach the employment threshold of300 required by the TIF Agreement. He said that if UNFI does not reach the 300 employment threshold by June 1,2007 the TIF tax rebate would be reduced through a 'claw back' provision in the Agreement. Nasby said that the amount of the reduction per job could be based on the project's goals. He said that the full amount of the TIF rebate would be up to $ I ,000,000 and since UNFI had meet the capital investment and wage thresholds, but not the number of jobs one option would be to prorate the recapture. The following formula was proposed by staff: $ 1,000,000 X 50% $500,000 Divided bv 300 = $1,666.67 \job Maximum TIF Tax Rebate Job Creation worth 50% and Capital Investment worth 50% TIF value for Job Creation Requirement Number of Required Jobs Champion asked if there was another term other than claw back. Nasby said it was a common term in economic development. Champion said that she would also round the reduction per job to a whole dollar figure. Eliot said he will be in favor of giving United Natural Foods time to meet the threshold. Bailey asked how often such contracts are amended. Nasby said that this would be the first tax rebate one formally amended. MOTION: Elliot move to amend the TIF Development Agreement between the City of Iowa City and UNFI until June 1,2007 as proposed. Champion seconded the motion. Motion passed 3:0. DISCUSSION OF FUTURE COMMERCIAL! INDUSTRIAL AREAS Franklin said the Planning Department continues to look at expansion of the industrial park in the Southeast District. She added that some capital improvements are needed for such an expansion, one of which would be the expansion of sewer line. She noted that another challenge relates to providing an appropriate transition between industrial and residential properties. Franklin said that there are no large tracks of land available for industrial development. She added that landowners prefer housing developments because they provide a higher return per acre. She added that industrial land typically has a lower market price and longer time of development. She said that the city has not had the option of purchasing land to save it for industrial development. She added that even ifland was owned by the city, a negative perception of competition with the private market might arise. Bailey said that one of the realities in Iowa City is that owners come for rezoning, and their vision might not be in line with the broader economic development visions of the community. She added that there is also the perception that there is a competition between City and private land owners which impedes the City from purchasing available industrial lots for further pursuing the economic development goals. Elliot gave an example of an individual owning land that wants to sell his property to a big corporation, but the corporation is buying City land. Elliot said that in this case the competition between City and individual owners is visible. He added the City bought the land with tax money, and are selling in competition with the individual owner who actually contributed to part of the taxes. Franklin said the City was careful to not undercut the market when it sold land at the Aviation Commerce Park. She added that the first step in development of the next phase of the Aviation Commerce Park (Aviation Commerce Park South) is getting FAA approval for the Mormon Track extension. She said that the area is not needed for navigational purposes, which enables the Airport Commission and the City to decide on ways to utilize the property for its best use. Bailey asked what the timeline for FAA approval is. Franklin said that it would take at least six months from the date they receive the plan. In response to a question on retail Franklin said that as a matter of policy the City has not aggressively gone after commercial retail development. Elliot asked how the City works with people that would want to locate retail in the downtown area. He said that it is a stated goal to expand the retail area downtown to something more than bars and restaurants. He asked how help can be provided without being unfair to those who started their businesses without any help from the City. Franklin said that currently the business development in downtown is directly correlated to the rent for retail in the area. Champion said that businesses would not locate based on rent alone but based on where they feel they would succeed. She added that downtown is like a micro business, where things easily rent. She said she is satisfied with the current downtown. Elliot said that downtown area offers very large spaces for rent, and does not allow for a starting business to develop and grow due to high rents. Franklin said that theoretically when a new business is started it will go to a lower rent area and move towards downtown as they grow. Champion disagreed saying that new business will go where they feel will be successful. She added that by choosing to locate where the rent is lower they will more likely fail. Franklin said that other communities have tried the Main Street program. She said that the program assumes collaboration between different entities, similar to what it has been done in the downtown Iowa City strategy. She added that nothing has been done in the direction of regulating who locates in the downtown area. Elliot asked for Neades' opinion on the subjects of discussion. Neades said that it might be a good opportunity to create a joint position with the Chamber of Commerce to encourage economic development. Bailey said the retail incubator in Cedar Rapids is an interesting concept. Neades said that downtown Cedar Rapids houses a retail incubator which works based on an interesting model. Bailey said that someone proposed a retail artist incubator for downtown. She said that this would be appropriate for a cultural district. Franklin said that the incubator could be supported with CDBG funds. Bailey said that a lot of artists could use additional business skills or access to people who will do the business part of the arts for them. She added that this is in tune with what Iowa City does, and has the potential of keeping people who might otherwise move to other places. Champion said that the discussion should not be concentrated only on bars. She said there were a number of businesses that opened in the downtown area in the past years. She said that the downtown is evolving. Neades said that the Chamber of Commerce recognizes downtown as the living room of the community, the place everyone comes back to. Elliot said that they should try to support the downtown association to become a more viable entity and playa significant role in the downtown area, which in return would help the entire community. Franklin said that a fayade renovation should be pursued for the downtown area. Bailey said that historic or rehab tax credits could be use for the project since most of the downtown buildings are classified as historic structures. Bailey asked what happened in Pepperwood Plaza. She said that Big Lots and The Rack have ceased business. Nasby noted that the TIF agreement is with Southgate and not with individual businesses. He added that it is up to Southgate to make sure that the required number of square footage is being leased and operational. Champion said that the Rack was funded by CDBG and they did not have the tools to run a business. She added that if businesses are funded it has to be determined a way to help the businesses succeed. Elliot said that the town has a lot of young retired residents, and the Chamber of Commerce could put together a volunteer group to provide help for businesses. Bailey said that it should be required ongoing business education for firms that are funded. SET NEXT MEETING DATE The next meeting will be set up as needed. ADJOURNMENT The meeting adjourned at 3:00 PM. s:lpcdlminulestecodev/2006ffeb 162006.doc Council Economic Development Committee I Attendance Record 2006 Term Name Expires 01/18 02/16 Regenia Bailey 01/02/08 X X Bob Elliott 01/02/08 X X Connie Champion 01/02/08 OlE X I ! Key: X = Present 0 = Absent OlE = Absent/Excused NM = No Meeting I I I I i I 1 ! ! I i I ~ j -....= -14'... f~w;e:~ '-.;::... _11II" ..... aa CITY OF IOWA CITY MEMORANDUM Date: March 16, 2006 . From: City Council Karin Franklin, Director, P To: Re: Retail Incubator Site Visit The Council Economic Development Committee has requested a visit to the Nucleus Retail Incubator in Cedar Rapids. A visit is planned for Thursday, March 30 at 2:00 p.m. Any Council members who wish to join the Committee should meet at the Incubator at 207 Second Ave. SE. Please advise Marian if you will be attending so she will know whether we need to post this as a Council meeting. To avoid any appearance of violation of the Open Meetings Law, no more than three Councilors should ride together; no Committee members should ride together. The official meeting of the Committee or Council, as appropriate, will convene at the Incubator at 2:00 p.m. Cc City Manager City Clerk City Attorney MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION IOWA CITY PUBLIC LIBRARY, ROOM A THURSDAY, FEBRUARY 16, 2006 PRELIMINA~ Members Present: Jerry Anthony, William Greazel, Matthew Hayek, Kelly Mellecker, Thomas Niblock, Brian Richman, Michael Shaw, Yolanda Spears Members Absent: Lori Bears Staff Present: Tracy Hightshoe, Steve Long Public Present: Tom Walz, Pat Meyer, Sandy Pickup, Suellen Novotny, Patricia Kelley, Karen Ganiard, Crissy Canganelli, Kafi Dixon, Steve Rackis, Jesse Burns, Maryann Dennis, Charlie Eastham, Mark Pallon, Marla Edwards, Kristie Fortmann-Doser, Mary Chval, Kelli Malone, Ron Berg, Jennifer Adrian, Bill Reagan, Stephen Trefz, Andy Johnson, Carol Spaziani, Jesse Burns, Tracy Falcomata, Bob Porter, Beth Kopper CALL MEETING TO ORDER Chairperson Anthony called the meeting to order at 6:40 PM. APPROVAL OF THE JANUARY 19, 2006 MINUTES Anthony handed changes to the minutes to staff. Motion: Hayek moved to approve the minutes as amended by Anthony. Greazel seconded the motion. Motion passed 8:0. PUBLIC COMMENTS OF ITEMS NOT ON THE AGENDA DISCUSSION OF RECOMMENDATIONS TO COUNCIL FOR FY06 HOUSING SITES Hightshoe said that last year HCDC agreed to submit site approvals directly to the City Council until a formal scallered site policy was approved. Hightshoe stated a second reason the Commission decided to forward requests directly to Council was that HCDC meets once a month, however housing projects involving acquisition are often under time constraints. Sending the request directly to Council expedited the approval process. She stated that the Commission will need to decide how to handle FY06 site approval requests. Hayek asked how many such instances will there be left from FY06. Hightshoe said that the Housing Fellowship has 2 owner occupied and two or three rental sites to identify and Habitat for Humanity has 1 site left. Motion: Hayek moved to submit site approvals directly to the City Council. Greazel seconded the motion. Motion passed 8:0. DISCUSSION REGARDING APPLICATIONS FOR FY07 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME INVESTMENT PARTNERSHIP PROGRAM (HOME) FUNDING PUBLIC SERVICE Extend the Dream Foundation No representative present, thus no discussion followed. Neighborhood Centers of Johnson County Meyer said that they are requesting support for the Johnson County Newcomer's Network. She noted that the goal of the Johnson County Newcomer's Network is to help low-income residents new to Iowa City sellle and to assist them in fin<;Jing ways to share their strengths and culture with the larger community. She said that the project will continue to be provided even if partial funding will be awarded. She added Housing and Community Development Commission Minutes February 16, 2006 Page 2 that the funds will help them commit more time for the program. Meyer said that they are continuously looking at other sources of funds. Shaw asked how many people attend the Center's meetings. Meyer said that approximately 25-30 people participate at meetings. Niblock asked in the Center's program is based in one specific part of the town. Meyer said that it functions in various areas. Anthony asked about the work plan or planning study paid with by FY05 CDBG funds. He requested a copy of the study and questioned the date of the plan. Meyer said the study was done in the summer of 2004. She said she will provide copies with the results of the survey for all members of the commission. Free Medical Clinic Pickup said that the budget breakdown included in the application shows that the total amount needed for the basic operation of the case management position is $524,400. Of the total, $450,000 is from medications and laboratory testing for patients with chronic disease. She added that they are very lucky not to have to pay for medications and lab tests since they are provided free by drug companies and the University. She stated that the program will still continue with partial funding. Pickup said that a couple of years ago the clinic received funds from the Iowa Foundation for Medical Care, but they discontinued their grant program. She said that they will apply again as funds become available. Hayek asked if operational expenses will increase after moving to the Towncrest facility. Pickup said that the only increase might come from utilities. She said that currently utilities are included in the rent paid. She stated that the rent will be similar to that currently paid, but is not sure on how much the utilities will be. Shaw asked if the drugs received free by the clinic are by continuous agreements with the drug companies or if they have to reapply every year. Pickup said that they have to reapply for each patient, which is very time consuming. She added that a Case Manager was hired to prepare all required documentation. Anthony asked how the relocation is going. Pickup said that the building is meant for medical offices, thus improvements are minor. They are fundraising for remodeling and renovation and that is going well. Visiting Nurse Association Novotny said that in 2005 they made 3,078 home based visits, 511 people in Iowa City. She said that they have 38-40 mental health patients, out of which 34 are in Iowa City. She said that in 2005 they provided 393 billable mental health home visits to 23 individuals living in Iowa City. He noted that Magellan Behavioral Health reimbursed these visits at a rate that was $24.55 lower than the average cost of service in 2005 which leaded to a $9,648 loss. She said they provided 26 visits for which no reimbursement was received which leaded to a $2,328 agency loss. Novotny said that the service will continue if partial funding was received, but the continuation of the program is an annual concern. She stated that they are seeking grants on a weekly basis and are very successful in getting small grants. In addition, she said they hold 4 fundraising events yearly. She added that another option available would be to see more insured patients rather than providing free or reduced fee services. Compeer Kelley said that it is well documented that one to one friendships increase and enhance regular mental health treatment. She noted that most of their clients are isolated, living alone in poverty. Kelley said that the organization is almost all volunteer based, and has a very fluid budget. Ganiard said that the project will continue if only partial funding is available. She stated that Compeer is a community based organization based mainiy on volunteers. Ganiard said that they currently serve 13 clients and 20 clients are on the waiting list. She stated that part of their mission is to ensure that all clients are matched. She noted that the client initiates the match, and they recruit volunteers to become Housing and Community Development Commission Minutes February 16, 2006 Page 3 companions for that person. Ganiard said that volunteers need to give a 4-hour commitment per month and participate in three hours of training. Ganiard said that they do not maintain records of the income of people requesting the service. However, she said that all clients requesting a match are under 50% average income and most of them are disabled. She said that they don't request the clients to specify their income. Kelley said that if needed they could provide such data. Hightshoe stated that it is a requirement that clients self-certify their income andlor income range, and records must be maintained for CDBG eligibility. There has been director turnover. The previous director did report this information. Shaw asked how many clients were served last year. Ganiard said that they served 40 clients in the past year. She added that for the current year they only have 20 people requesting a match. Shelter House (Security Deposit) Dixon said that beginning in September of 2005, due to limited funding available, Sheiler House revised program guidelines to prioritize persons living in shelter and individuals considered chronically homeless according to HUD for financial assistance. She added that during FY06, when the program was still open to public, only 10 households from Shelter House and 4 households from DVIP were assisted with security deposit or emergency assistance. She stated that since the guidelines have been revised, the program has already served 9 Sheiter House households, 8 DVIP households and 2 chronically homeless individuals. Canganelli said that they have been tracking the percentage of household that are successful in maintaining their place of residence for 6 months to 1 year after they receive the one-time assistance. She said that 74% of households were successful at maintaining their place of residence for 6 months to 1 year after receiving assistance and participating in housing counseling component of the program. She stated that housing counseling focuses on helping recipients of the financial assistance in understanding their lease agreements, knowing and understanding their rights and responsibilities of being a tenant. Canganelli said that Shelter House will not be able to make the program live off of returns from the security deposit because the $100 given per househoid is coming back slowiy. She said that other sources of funding will continue to be pursued to continue to offer this as one of Shelter House's baseline programs. Shelter House (Outreach Coordinator) Canganelli said that they received approximately $448,000 last year from HUD for the STAR program. She said that they received verification of the renewal grant for the coming year and that with the renewal they will sign a contract with HUD that requires Shelter House to come up with a $106,750 cash match. She stated that the Sheiler House has requested funding from Johnson County in the amount of $13,000 and $10,000 from both the United Way and City of Iowa City. She noted that these are requests only, and Shelter House has no indication that the money will be designated to the STAR Program. She added that current allocations are $0 from Johnson County and the United Way and $5,000 from the City of Iowa City Aid to Agencies Fund, and $5,000 from Goodwill Industries. Canganelli said that other funds are raised through the general fundraising efforts of the Executive Director and Board of Directors and are comprised of private and iocal businessl corporate gifts. Dixon said that of the 525 clients, approximately 100 will be participants of the STAR two year case management program. She stated that the additional 425 are served through the In-House Counseling program which is supported by the STAR program and provides a direct point of contact for persons transitioning into the program. She added that without the STAR program, shelter outreach and case management services would cease to exist. Hayek asked hypothetically if $5,000 was awarded to Shelter House, would it be better in term of the cash match to have all money in the outreach coordinator application or split between the two applications. Canganelli said that it would be better for the organization to have money as cash match for shelter outreach which is their most overwhelming obligation. Canganelli said that out of clients participating in the In-House Counseling Program, 49% of adults increased income upon exit from the program. She added that 11% of current STAR clients are getting their GED and 10% have received professional certifications such as a CNA. She stated that participant Housing and Community Development Commission Minutes February 16, 2006 Page 4 income increased by 150% at exit over entry, and 100% of all STAR participants exited the program with an income. HOUSING Iowa City Housing Authority Rackis said that their request is not unit based but budget based. He said they will support a certain number of families according to the funding, for 12-24 months period. He said that the vouchers can be utilized within Johnson County. He added that if someone intends to move they can maintain their voucher if they relocate within Johnson County. Rackis said that the area distribution of voucher users is predicted to be simiiar with the map presented on page 52 of the commission's package. He said that the rent calculations include a $50 minimum. He stated that staff looks at assets, income and medical deductions, and determines the contract rent based on income. Rackis will provide data regarding the accessibility of the units at the next meeting. Richman asked how the operation of the program works, whether tenants go and find an apartment or the Iowa City Housing Authority has a list of choices for them. Rackis said that some people will choose to find their own unit. He added that the Iowa City Housing Authority provides a list with known landlords that have utilized the Housing Choice Voucher Program. In addition, he said that the University of Iowa compiles a brochure for finding an apartment in Iowa City and it is made avaiiable to anyone interested. He said they did not run in too much trouble with people not finding apartments. Shaw asked how long the current waiting list is. Rackis said there are 2,900 people on the waiting list. He added that they are processing applications from August 2003. Anthony asked if funding is awarded could the Iowa City Housing Authority limit the distribution of vouchers to Iowa City. Rackis said that such limitations will be possible. He added that 65% of voucher utilization occurs in Iowa City. Harmony Development, LLC Burns said that the term and amortization of the City HOME loan has been revised to 30 years and is reflected in a revised proforma handed to the Commission. He stated that investors will evaluate the project based on the amount of tax credits generated much more so than the number of units. He noted that they are confident that the project will attract an investor for the tax credits. He noted that the project would not proceed if a non-profit was not found. Burns said that the project budget and proforma were prepared assuming three-bedroom units, and the mention of 3-4 bedrooms in question 18 of the application is a typo. He also said that the project would not move forward without state HOME and!or L1HTC funds. Burns said that even though the architectural designs for the single family! duplex rental units proposed in the application are not complete, they will comply with all city ordinances. In addition, he said that all units would be compatible with their respective neighborhoods. Burns said that they are aware that the Council has identified areas of the community in which they would like to see additional affordabie housing be developed. He stated that they will find parcels scattered throughout Iowa City, specifically looking in those census tracts identified for additional affordable housing. Shaw asked about the potential barriers in acquiring lots. Burns said that the biggest issue is that subdivisions might have covenants in place that require a two car garage and a minimum square footage that is more than they can build to maintain affordability. Greazel asked if the pictures handed out show what they will construct on sites. Burns said the pictures are an example of current projects. Richman asked why the prices per unit are significantly higher than last year's cost. Burns said that the price of land had significantly increased since iast year. Hayek asked why they are confident of finding more single family lots rather than lots for duplexes. Burns said that the current market offers mainly lots for single family units. Housing and Community Development Commission Minutes February 16, 2006 Page 5 Anthony said that the Iowa Finance Authority's Qualified Allocation Plan was revised, and then asked how confident they are about getting the tax credits. Anthony asked how they will compete against other projects. Burns said they will compete very well since they are not asking for a large amount of the total allocation of credits. Anthony asked if there is a market for single family rented units and if services like mowing or snow removal would be included in the rent. Burns said that people prefer the commodities offered by the single family house life style. He added that snow removal will be included in the rent. Richman asked if they did not receive the requested funds would they look at owner-occupied housing as an option. Burns said they are proposing that they would like to have that option before having to return the funds. The Housing Fellowship Dennis said they have a new name, The Housing Fellowship. She also said that the CDBG/HOME application format was much improved over previous years. Eastham said that they have submitted written answers to staff comments. He stated that the project proposes to rehabilitate 16 rental units for low-moderate Income households and add them to the tax rolls. He proposed changing the source of funding for this project from HOME funds to internal City funds generated by the City Manager or City Council. He noted that the request for funds is in the form of loan. He said that there are possibilities for other sources of funding. In addition, he proposed that the interest paid for the loan amounts to $250,000 and City Council could divert some of that interest to be returned to HCDC and be used as housing funds. Eastham said they are drawing up the request, but propose that the project be funded from other resources. Shaw asked if this proposal was made in a public meeting to City Council. Eastham said that several years ago they were given a short term loan from internai city sources. He said that other sources of funding were used for the Peninsula Development. He said that through discussion with city staff he determined that the use of reserve funds for housing projects has been internally discussed. Richman asked for a background on the proposed projects. Dennis said that the City invested CDSG money in FY'92 and 8 units were constructed in 1993 using those funds. She added that 8 units were acquired The Housing Fellowship using a combination of CDSG and local HOME funds. She noted that state HOME funds were not a source of funding at that time. Greazel asked if ownership will change after the renovation. Eastham said that they will sell the units to a private entity, but the Housing Fellowship will be the managers in a limited partnership. Anthony asked how long the units acquired with HOME funds are supposed to be kept affordable. Dennis said that the units are required to be affordable for 10 years for existing buildings and 20 years for new buildings. Anthony asked what will happen if one source does not fund. Dennis said that they will continue to own and manage them as rental units. Hayek asked if the units are currently leased out. Dennis said that in 2005 the Housing Fellowship had a much higher vacancy rate than past years. Greazel asked what type of rehabilitation is proposed. Dennis said that they plan on replacing appliances, reroofing, siding, windows, etc. Richman asked how they arrived at the acquisition price. Dennis said that the legal advice from the Iowa Equity Funds was to sell the property at fair market value. Iowa Valley Habitat Patton said that the total cost per unit is close to $110,000. Patton said that if they are partially funded they will face an increasing challenge to find affordable lots. He added that reduced funds translate into less lots purchased" and less affordable housing in Iowa City. Patton said that Habitat builds more homes in Iowa City than in other places in Johnson County. . Patton said they are required to submit a site plan to City staff who then makes recommendations before issuing a building permit. He noted that they are trying to improve and build prettier houses with porches and curb appeal. Patton stated that they made a mistake while filling out the application and the total project cost should be $437,000. He said that the $16,000 development fee will be built into 4 homes. Housing and Community Development Commission Minutes February 16, 2006 Page 6 Anthony asked if there are covenants for lots in available areas. Patton said that there are almost always covenants which make const~ucting Habitat homes less affordable or if even able to build due to garage requirements or minimum square foot restrictions that are larger than what they can build affordably. Richman asked if they considered the acquisition and rehabilitation option. Patton said they have moved houses previously, but it was not efficient since moved buildings are considered new by the City building codes and must be brought up to code. Shaw asked if there is a waiting list for homes. Patton said they have 14 famiiies on the waiting list and hired a person to provide counseling to families in financing practices. PUBLIC FACILITIES Iowa Valley Habitat (ReStore) He stated that the ReStore is in a warehouse on land donated by the City of Coralville. He said they received a grant from DNR to get started. He said that one of the goals was to increase recycling of construction materials. He added that in 2005 they saved 50 tons from going to landfills and took in $52,000 from the sale of the used materials. He said that Habitat International has a rule that when buiiding a new home the use of old materials is not allowed. He said that the project proposes to work with the Furniture Project and the Salvage Barn. He said that the Furniture Project and the Salvage Barn are currently located on City property at the landfill and have limited hours and access. He noted that the goal is to move them to a location in Iowa City to get expanded use. He said that they are serving 450-500 people per month. He said that the clients are mainly mobile home owners and landiords. He noted that their goal is to generate money to build more houses. He said that a purchase offer was accepted on a three acre parcel on the eastside of Iowa City. He said they have to go through environmental review process and hopefully in the next two months the plan will materialize. Richman asked about the cash flow ReStore generates. Patton said that the ReStore annually generates net revenue of $20,000. Richman said that for investing $200,000 city looks at 1, 1.5 houses to be built in perpetuity. Grant Wood PTO Edwards said that the Iowa City Community Schooi District will handle all iegal and financial issues. She stated that the life expectancy of the Miracle playground equipment is 30-40 year, and has a warranty of 10-100 years depending on the piece of equipment. She said that the life expectancy of the National Safe Surface Initiative is 25+ years with a warranty of 5 years. She noted that both Miracle and Nationai Safe Surface Initiative will accept verbal commitments with purchase and delivery after July 1, 2006. She said that they have been working closely with Iowa City Community School District Safety Coordinator Bob Porter. Shaw asked how much money was raised so far. Edwards said they currently have $31,000 in their account. In addition she said that they are applying for grants and the kids are doing a coin collection. Shaw asked if there is a potential to reach their goal by July. Edwards said the goal is to raise $55,000. She said that the highest expense comes from the safety surface. She said that there are many advantages in using the safety surface like injury reduction or liability reduction. She added that the surface is more accessible for persons with disabilities. She said that is very similar to the surface used for the Iowa City Public Library playground, with the exception that the proposed one comes in squares which allows for easier replacement if needed. Hayek asked if this project integrates with what the Family Resource Center is doing. Edwards said that the Family Resource Center will be able to use the playground. Mellecker asked what wili happen if partial funds were available. Edwards said that the biggest expense is the safe surface. Reduced funding will force them to use the safe surface for selected playground equipment and woodchips for the rest of the area. Housing and Community Development Commission Minutes February 16, 2006 Page 7 Anthony asked who funds playgrounds at other schools. Edwards said that PTOs and families need to raise money for such improvements. Shaw asked how old the existing playground is. Edwards said that the equipment was installed in 1985. DVIP Anthony asked if DVIP has a capital reserve budget. Fortmann-Doser said that they have a reserve budget to be used for operating expenses. She said she would prefer to do fundraising for this project it not funded because their goal is to have 3 months worth of funds for operating expenses in the reserve fund and the fund currently has sufficient funds for just 2 months. Anthony said that the contractor said that the project could wait for another year and asked if it would be possible to try to fundraise and re-apply next year for the amount not raised. Fortmann- Doser said they will start to fundraise. She noted that the money received last year was fully spent. Niblock said that in section 3, question 14 of the application it is mentioned that 1 % of people helped are from Iowa City. Fortmann- Doser said that it was a typo, and that they are serving 80-85% residents of Johnson County. Four Oaks Malone said that they have a facilities department that works on construction projects and they will oversee all the guidelines that need to be met. She added that there are three advantages due to consolidation, staff resources, infrastructure and equipment. Malone said the lease expense will also be diminished and the new site will be multi purpose by using all available programs of the agency. Malone said the Iowa City Community School District and Johnson County Human Services help by purchasing services, they typically do not provide funding for brick and mortar projects. She said that partial funding might create an unsure situation. She stated it would depend on what level they get funded. For lesser amounts it would translate into scaling the project back. Anthony asked how large the facility would be. Malone said they are looking at 3,000 square feet. She added that the current construction plan shows a link between the existing building and the addition. Richman asked if they looked at the option of leasing rather than building a new facility. Malone said that they are currently leasing and it is hard to find affordable space. She added that by having the building, added efficiencies will be created thereby reducing the expenses. MECCA Berg said they are requesting funds to replace all of the carpeting at their main facility on Southgate Avenue. He said that the total building has 13,000 square feet and they would like to replace 10,000 square feet, at a cost of $5 a square foot. He stated that they have not been able to locate other funds. He added that the fundraisings help support the services offered by the organization. He said that if partially funded the project will continue. Berg said that MECCA has a capital reserve fund, which has been used for replacing the windows and all 9 furnaces and is focused on reducing the overall operating expenses. He stated that they researched other flooring types but decided to settle for carpet squares which represent the best current option for the organization. Shaw asked if they wili carpet the entire space. Berg said they will carpet everything but the bathrooms, dinning area and client bedroom areas. The Arc of Johnson County Reagan said that the Arc of Johnson County has been serving children and aduits with mental retardation and developmental disabilities since 1957. He said that iast year they've served 228 clients, 200 of which children. He said they are requesting funds to install new carpeting. Reagan said that the instructions to each contractor were to provide bids for commercial grade carpet designed for high traffic areas. He stated that the Arc of Johnson County owns all space occupied at Eastdale Plaza. He said that the carpeted area will be used daily for respite or daycare for children with a Housing and Community Development Commission Minutes February 16, 2006 Page 8 disability. He added that carpeting contractors confirm to be in compliance with federal labor provisions. Reagan said that it is unlikely that the project will continue if partial funding is approved. Shaw asked how large the area to be carpeted is. Reagan said there is 1200 square feet that needs carpeting. Hayek asked what is Arc's main source of income. Reagan said that Medicaid and grants are the main sources of income for the organization. Community Mental Health Center Trefz said that the Community Mental Health Center serves over 2,000 individuals with mental illness each year. He said that the proposed project is to provide maintenance and improvements to the properties for the safety of clients, staff and the general public. He noted that the improvements include installing a fence or railing on top of the retaining wall along College Street, replacement of the concrete entry stairs to the 507 East College Street building and repairing or replacing the concrete drive and parking areas. Trefz said that they have researched the availability of grants, but were not fortunate on finding any available grants. He said that in case of partial funding they will limit their project to installing the railing. He added that the Community Mental Health Center has a capital reserve budget which was invested in a new furnace and air conditioning to manage utilities costs. He said they currently have a small reserve. Trefz said they have not explored the use of asphalt instead of concrete for the parking area, but are willing to do that. The commission discussed going on a tour to see selected projects that were discussed at the meeting. Greazel proposed the commission to include provisions requiring applicants to submit pictures with their applications which will ease the funding decisions. Greazel said that having a projector showing pictures of the projects at the meeting would be more informative. Richman said that it would also be helpful if applicants that choose to submit written answers to staff questions would do that a couple of days in advance. Anthony asked if it would be possible for staff to compile a spreadsheet to compare all projects in one category. Greazel said that proformas should require the applicants to include a reserve to maintain the projects. 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'" 0 ~ ... .. .. .. .. 0 ~ -= 0 "" ~ Z =:l ... ..l ,.. >< ] il " 01)..0 () " 1=1 ~'''::: OJ 'E...... ~:s <u iJ iJ ~ '" ~ 00 00 0 "0 P::<<ZZ II II II II ~~O~~ MINUTES lOW A CITY HUMAN RIGHTS COMMISSION TUESDAY, FEBRUARY 28, 2006 LOBBY CONFERENCE ROOM, CITY HALL PRELIMINARY ~ Members Present: Lisa Beckmann, Paul Retish, GeoffWilming, Scott King, Beverly Witwer, Sara Baird, Martha Lubaroff, Sehee Foss, Kate Karacay. Members Absent: None. Staff Present: Stefanie Bowers, Ryan Bobst (human rights staff volunteer). Call to Order Beckmann called the meeting to order at 7:06 p.m. Consideration of the Minutes of the January 24.2006 Meeting Minutes MOTION: Witwer moved to accept the minutes as submitted, and King seconded. The motion passed on a vote of 9-0. Recommendations to Council There was no discussion. Contribution to SUDDort the Kenneth Cmiel Human Rights IntemshiD Program Witwer stated that the internship program was already in place but after the death of Cmiel the University of Iowa (herein after U of I) Human Rights Department decided to rename the internship program after Cmiel to honor his memory. Witwer continued that Cmiel had done so much for Human Rights in this town and that the Commission never had the opportunity to honor him before his untimely death. Wilming wanted more background infonnation on the internship and whether it was in dire need of funding. Witwer explained the internship is a program for U of I juniors and seniors to go do human rights work around the world. The program has been very successful for students who get field work experience in human rights. Retish wondered if instead of making a contribution, the Commission at the armual award breakfast should create a new award in Cmiel's name which would be awarded to a college student. Beckmann liked the idea because the regular human rights breakfast focuses on adults and then the youth awards focuses on youth so this award could fill the gap between the regular breakfast awards and the youth awards while also building a bridge that links the Commission more closely with U of I students. Witwer mentioned she would like the Commission to honor Cmiel in some way and this was a fme way to do it. Beckmann also hoped this would lead more people to attend the breakfast. Witwer requested a letter to go to the family for any input they may have about the award. She would also like a press release and a letter to Amy at the U of I Human Rights Center. Lubaroff added the family should be invited to the Breakfast. MOTION: Retish moved to create an award in Kenneth Cmiel's name to recognize a college or graduate student, and Beckmann seconded. The motion passed on a vote of 9-0. Interim Director of the University of!owa Center for Human Rights Witwer stated she was the representative from the Commission on the committee to help find a new director for the Center. Witwer mentioned there was a meeting to talk about the interim director and there was great determination to get a new director by June. Currently there is an internal search within U of! and applications are due March 29th. Retish added he was one of the four people who started the Center and it was supposed to have been an intellectual place for the study of human rights, a place to shelter human rights workers who had been persecuted within their own Countries, and lastly it was supposed to be a place to promote activism both locally and nationally. Retish would like to see the focus of the Center remain to be those original goals and would like to see more activism. Retish would like to see a director placed in the position that would follow these goals. Contribution to Law Students going to New Orleans over sDring break to helD with Hurricane Katrina Relief Foss stated 45 law students are going down to New Orleans for ten days over spring break. Half will do legal work; the other half will do manual work. Foss said at this time most of the housing and transportation costs are covered and thought it would cost about $20,000 roundtrip. MOTION: Retish moved to contribute $100 to the Equal Justice Foundation to help with Katrina, and Beckmann seconded. The motion passed on a vote of 9-0. Youth Awards Bowers mentioned ads for the Youth Awards were featured in the Press Citizens Heart and Soul Edition, handed out at Cultural Diversity Day, and are displayed in City buses. Bowers also mentioned she has sent two packets of Youth A wards information and nomination forms to each school in the District. Beckmann asked what Commissioners had contacts at the schools in the District to do follow-up calls. Retish said he would call Roosevelt, Tate and Mayors Youth. Wilming said he would call Lincoln, Longfellow, Kirkwood, and Horn. King will contact Coralville Central and Hills. Lubaroff said she would call Hoover, Lemme, and Mann. Sara would contact Lucas, Twain and Wood. Witwer will contact West, City, Regina and Southeast. Foss will contact Wickham. Kate will contact Penn, Van Allen and Willowwinds. Beckmann will contact Northwest. Witwer reminded Commissioners to not just talk to Principals but also to Counselors, Teachers etc. Movie Series Uoclate Bowers said that it was difficult to fmd anyone to sit on the panel for the screening of the Lost Boys of Sudan; Baird added that a group discussion would be better because then no one would be on the "spot." Bowers will get refreslnnents for the event. Bowers said July 19 was open at the Iowa City Public Library to show the film I'm Still Here: The Truth About Schizophrenia. Witwer thought the Alliancefor the Mentally III would probably love to do a panel with the Commission after the screening. Soeaker for Breakfast Beckmann mentioned the last time this topic had been broached was in November. Beckmann reminded Commissioners who had spoken in the recent past like, David Skorton, Kevin Burt, Silome Raheim. King thought a good idea would be the Middle Eastern Muslim Community. King thought this would be good because of some of the human rights issues involved and also because of the misunderstandings some Non-Muslims hold. Karacay remembered someone had nominated Pak from Thai Flavors and thought he was phenomenal and would be a great speaker because he embodies the spirit of human rights. Retish stated Pak won an award a few years ago at the Breakfast and it would be nice for him to come back as the Keynote Speaker. Retish also thought it may be a good idea to have the Dubuque Human Rights Commission come and discuss what it took for them to get Sexual Orientation as a protected class passed in their City. In the same way, King thought the controversy in Cedar Rapids when they refused to endorse the anti bullying program would be a good topic. MOTION: Retish moved to ask Thai Flavors to be the Keynote Speaker for the 2006 Breakfast, and Karacay seconded. The motion passed on a vote of 9-0. Calendar Bowers stated at the last meeting the goal was to get a list of various Places of Worship and ask each what would be the days in which they could not participate in events. Beckmann questioned whether the list was exhaustive. Retish asked about an all faith organization which perhaps could facilitate getting dates from different religions and faiths. Retish does not want to reinvent the wheel and feels there are various interfaith calendars already available. Beckmann reminded the Commissioners the whole point in doing this was to make the City more secular. She suggested maybe going to a City Council meeting and talking to City Offices. Retish thought maybe the Commission should write a letter to all the faiths/religions. Read Cases Commissioners read one case where no probable cause was found. Reoorts of Commissioners Retish reported the Human Rights Education Committee will do Building Blocks for Employment (hereinafter, BB) on March 28'" at "The Spot" located at 1030 Cross Park Ave, 5:30-8:00 p.m. in Iowa City. Retish explained that the Human Rights Education Committee is a spin off of the Commission. The Committee tries to run education programs in the community that concern human rights and in the past have sponsored movies and cultural events. BB is for people who want to improve their current job andlor obtain employment. Retish said letters have been sent out to ask employers to attend; if no employers attend then the event will not happen. Retish also hopes to stagger volunteers so as to utilize all the help. He also encouraged all Commissioners to come help. Retish suggested moving the Commission meeting also scheduled for the 28'" to another night andlor starting an hour later. 2 Foss said the turn out for the last BB was very low and whether something could be done to increase participation. Bowers stated car pools and vans had been used in the past to try to increase participation. Retish added he hoped the location change would also add to an increased turnout for this event. Bowers said she would talk to the Transportation Director to see whether there were any available bus tickets. MOTION: Beckmann moved to attend BB in lieu of having a formal March meeting, and seconded by Foss. Motion passed on a vote of9-0. Retish also mentioned his concern over the lack of transportation-buses for persons who live at the Regency Trailer Court; Retish is trying to get the J obnson County Board of Supervisors and the Iowa City Council to discuss this matter. Retish asked all Commissioners who think this is an issue to contact the Board of Supervisors. Retish stated Rod Sullivan has been very supportive of the idea. Retish would like to see an effort by the Board of Supervisors and the City Council to provide transportation. Beckmann mentioned there is a neighborhood center at Regency that is funded by the Hills Community School District and perhaps the person who oversees that center would be of some assistance and could come talk to the Commission at a future meeting. King reported there was a meeting for Non-English Handout Materials. King said the meeting was very productive however; the project would not meet its August 2006 deadline because of additional areas to include in the handout. Beckmann was not opposed to broadening the horizon but thought the original plan of providing information to international parents in their native language would still be something that could be completed by August 2006. King agreed the basic information could be completed by August. King also reported he was unable to attend the Governor's Conference on Gay, Lesbian, Transgender, Bisexual Youth because the conference had filled up by the time he had submitted his registration. Bowers mentioned the Commission had sponsored two students from City High to attend the event. Witwer would contact the school to get reports from the students who attended the conference. Witwer reported on Commissioner Karacay's recent appointment as Director of the United Nations Association. She also stated the Bullying Program was still in the initial stages. Witwer and Bowers will do follow up with Jane on this matter. Witwer would also like at the very least to have a program at Kate Wickham. Wilming reported that he too felt lack of transportation is a big barrier to employment. Wilming said his company has a lot of jobs available but often can't hire someone because they either lack transportation or lack a valid driver's license. Wilming thinks a lot about this issue and would like the Commission to think of ways they can help. Status of Cases Bowers updated Commissioners on the status of cases. Adiournment There being no further business to come before the Commission, Witwer moved to adjourn. Lubaroff seconded and the meeting was adjourned at 8:34 p.m. 3 Board or Commission: Hnman Rights ATTENDANCE RECORD YEAR 2006 (Meetin Date TERM NAME EXP. 1/24 2/28 3/28 4125 5/23 6/27 7/25 8/22 9/26 10/24 11/28 12/26 12/27 Lisa Beckmann 1/1/07 X X Paul Relish 1/1/07 OlE X Geoff Wilming 1/1/07 X X Sara Baird 1/1/08 X X Bev Witwer 111/08 X X Scott King 1/1/08 X X Martha 1/1/09 X X Lubaroff Sehee Foss 1/1/09 X X Kate Karacay 1/1/09 X X KEY: x = Present o = Absent OlE = AbsentlExcnsed NM = No meeting --- = Not a Member NMNQ - No meeting, no quorum 4 DRAFT FEBRUARY 2006 rn= MINUTES SENIOR CENTER COMMISSION FEBRUARY 21, 2006 AR- SENIOR CENTER Call to Order: Meeting called to order at 3:00 PM Members Present: Bob Engel, David Gould, Jay Honohan, Jo Hensch, and Sarah Maiers Members Absent: Betty Kelly, and Nancy Wombacher Staff Present: Michelle Buhman, Linda Kopping, Julie Seal and Susan Rogusky Others Present: Katie Goldensoph, Betty McKray, Charlotte Walker RECOMMENDATIONS TO COUNCIL None. The meeting was called to order by Honohan at 3:05 p.m. APPROVAL OF MINUTES Motion: To approve the January minutes as distributed. Motion carried on a vote of 5-0. Hensch/Maiers. PUBLIC DISCUSSION None COMMISSION ASSIGNMENTS Honohan volunteered to write the web article from this meeting. He also will report to the City Council on this meeting and other events associated with the Center. REVIEW OF COMMISSION OPERATING PROCEEDURES- Hensch The members of the Executive Committee met to discuss Commission operating procedures and develop recommendations for improving meeting effectiveness and productivity. Their recommendations were outlined in a memo dated 31 January, 2006, titled Summary of Executive Committee Recommendations for Reorganizing Senior Center Commission. The memorandum was distributed in this month's Commission meeting packet. A discussion of the ideas presented in the memorandum took place. DRAFT FEBRUARY 2006 Commissioners supported the following recommendations: 1. Brief written staff reports on operations, programming, membership/fund raising and volunteer programs should be distributed in the Commission's meeting packet. Staff members will not be asked to give oral reports at each meeting. This will give Commissioners more time to absorb the information and make it unnecessary for the Program and Volunteer Specialists to regularly attend monthly meetings. Kopping will respond to questions related to the reports at each meeting. 2. Verbal staff reports during Commission meetings should be given at least semi-annually. Reports should be evaluative in nature rather than simple quantitative summaries. 3. Several new standing committees that focus on Commission responsibilities identified by the City Council should be established and ad hoc committees for special projects created as needed. Three new standing committees were recommended by the Executive Committee: Fundraising, Promotion and Community Relations and Outreach. 4. The duration of the monthly meeting should be limited to 60 to 90 minutes. 5. Commission meeting packets should be mailed out on the Wednesday prior to the meeting rather than the current practice of mailing it out the Thursday prior to the next meeting. Motion: To establish three new standing committees focusing on 1) Fundraising, 2) Promotion and Community Re/ations, and 3) Outreach. Motion passed on a vote of 5-0. Engel/Gould Motion: Staff members shall prepare and submit monthly written reports on operations, programming, volunteer programs, fundraising and membership. The reports will be included in the Commission's meeting packets. The Program Specialist and Volunteer Specialist are no longer required to attend monthly meetings. However, they will make comprehensive verbal reports to the Commission at least semiannually. Motion passed on a vote of 5-0, Maiers/Engel Motion: Commission meetings shall be at 3PM on the third Tuesday of each month. Commission packets shall be mailed on the Wednesday prior to each meeting. Motion passed on a vote of 5-0. Hensch/Gould The frequency with which the new standing committees will meet was discussed. There was agreement that each committee should determine the frequency based on specific needs. There was a limited discussion of reducing the frequency of Commission meetings in response to an increase in the number of committee meetings and projects. Commissioners agreed to revisit this issue after the standing committees were in place and running. 2 DRAFT FEBRUARY 2006 Commissioners supported the public recommendation that the contents of the Commission meeting packets should be posted on the Center's website prior to each meeting. Rogusky will investigate this. REPORT ON NUTRITION PROGRAM AND ASSEMBLY ROOM IMPROVEMENT COMMITTEE - HENSCH The committee met to discuss nutrition program improvements and renovations to the Assembly Room. Discussion focused on identifying problems, resources, and committee goals and then developing a plan of action for the committee. David Purdy, Director of Elder Services Inc, and Kopping agreed to gather information about successful nutrition programs and share this information at the next meeting. Site visits will follow. The draft minutes from this meeting were distributed in the Commission meeting packet. Hensch reported that participants in this meeting recognized the significant relationship between the success of the nutrition program and condition of the assembly room and fully supported working together to develop a comprehensive and innovative plan for improvement. It was noted that several items (a sound system, lighting, paint and wall covering) have been included in the Center's FY07 operational budget proposal. In addition, Elder Services, Inc. has indicated a willingness to provide financial support and Iowa City Senior Center Fund, Inc. has pledged funding to support the purchase of new furnishings. Motion: To accept the report from the Nutrition Program and Assembly room Improvements Committee's February 3, 2006 meeting. Motion passed on a vote of 5-0. SENIOR CENTER UPDATE Operations- Kopping Kopping reported that Senior Center is partnering with the University of Iowa to bring Dr. Gene Cohen to Iowa City during May, which is Older Americans Month. His fee for this program is $2,500 plus expenses and will be shared by: The Senior Center, Hartford Center for Geriatric Nursing Excellence, University of Iowa Center on Aging, University of Iowa Department of Social Work and University of Iowa Aging Studies Program. Dr. Cohen is the Director of the Center on aging, Health and Humanities at George Washington University, where he holds professorships in Health Care Sciences and Psychiatry and Behavioral Sciences. He is an internationally known scholar in the field of aging and has many publications to his credit. Two of his books, The Creative Age and The Mature Mind were written for the general public. Dr. Cohen's focus is on the positive potential and continued growth associated with aging. Dr. Cohen will be here for two days, May 1 and 2. He will spend the first day involved with Center events and the second at the University. The Center is 3 DRAFT FEBRUARY 2006 planning an afternoon presentation and an evening book reading and discussion. Both events will be open to the public. Programs - Seal No report available. Volunteers - Rogusky Rogusky provided a written report detailing the sales and amount of time the gift shop was open during 2005 as well as the number of current volunteers. While revenue from the shop is down, there is a fairly significant level of volunteer involvement. She remarked that the goal of the shop is to provide volunteer opportunities to community seniors and not to make money. Nonetheless, participation has declined and the program needs to be evaluated in terms of participant satisfaction, staff time and space utilization. She asked that the Commission review her report and provide recommendations on how to improve this program. Walker suggested offering snack foods, such as chips and candy bars in the shop to increase traffic in the shop. Memberships and Fundraising Report- Buhman Buhman distributed a membership and revenue report. As of January 31, 2006 the Center was 65.35% towards reaching the established revenue goal and had a total of 964 registered members. A copy of this report is available for review at the Senior Center's Receptionist Desk. COMMISSION DISCUSSION: Honohan reported that he had attended the Johnson County Board of Supervisors meeting twice since the January Commission meeting. Honohan reviewed the documents that he presented to the Board at the most recent meeting. Copies of the documents were distributed in the Commission meeting packet. Honohan asked Commissioners to consider their preferences for serving on the newly established committees in preparation for the March meeting. Motion: To adjourn. Motion carried on a vote of 5-0. Maiers/Hensch. 4 DRAFT FEBRUARY 2006 Senior Center Commission Attendance Record Year 2006 Name Term 1/24 2/21 Expires Bob Engel 12/31/08 X X David Gould 12/31/08 X X Jo Hensch 12/31/06 X X Jav Honohan 12/31/07 X X Bettv Kellv 12/31/07 X OlE Sarah Maier 12/31/06 X X Nancy 12/31/06 OlE OlE Wombacher Key: X= 0= O/E= NM= Present Absent AbsenVExcused No meeting Not a member 5 C[ MINUTES lOW A CITY BOARD OF ADJUSTMENT MARCH 8, 2006 EMMA J. HARV AT HALL - lOW A CITY, CITY HALL PRELIMINARY MEMBERS PRESENT: Carol Alexander, Michelle Shelangouski, Ned Wood, Michael Wright. MEMBERS ABSENT: Karen Leigh STAFF PRESENT: Robert Miklo, Sarah Walz, Sarah Holecek OTHERS PRESENT: Dick Brown, Mary Lee Dixon, Nestor Lobodiak CALL TO ORDER: Vice-chairperson Alexander called the meeting to order at 5 :02 CONSIDERATION OF THE FEBRUARY 8. 2006 MINUTES MOTION: Shelangouski moved to approve the February 8 minutes as submitted. Wright seconded the motion. The motion passed 4:0. SPECIAL EXCEPTION EXC06-00003 Discussion of an application submitted by First Presbyterian Church for a special exception to permit installation of a columbarium, a structure containing niches for storage of cremated remains, for use by the church members for property located in the Low Density Single-Family Residential (RS-5) zone at 2701 Rochester Avenue. Walz said that religious institutions require a special exception in the RS-5 zone. She said that any expansion of the existing church on this property also requires approval of a special exception. She noted the Iowa City Zoning Ordinance was updated in 2005, and columbaria are listed as an accessory use, by special exception, for religious facilities. Walz said that while the prior special exception is due to be challenged in district court, the church has chosen to avoid the delay of a trial and has reapplied for a special exception under the provisions ofthe new Zoning Ordinance. She noted that religious institutions are required to have access to a collector or an arterial street and have a minimum front and side setbacks of 20 feet and a minimum rear setback of 50 feet. She noted that the existing church with the proposed columbarium will meet or exceed all of these requirements. Walz said the standards also indicate that proposed religious use should be designed to compatible to adjacent uses. The proposed columbarium is located away from direct view from residential properties and is small in comparison to the church building; it measures 5 feet high and has a diameter of 7 -10 feet. In addition, she said that the wide setback and established trees and shrubs provide screening along Rochester Avenue. She noted that the church anticipates no significant increase in traffic and therefore proposes no additional parking to accommodate the columbarium. Walz said that in Staff's view, the columbarium will have no significant adverse affects on the livability of nearby residential uses due to noise, glare from lights, late-night operations, odors, or litter. Referring to the general standards required for all special exceptions, Walz said that the specific proposed exception must not be detrimental to or endanger the public health, safety, comfort or general welfare. Walz said there is an existing church on this property. In Staff's view the expansion of this religious institution to include a columbarium will have no foreseeable effect on public health, safety, comfort or welfare. She said the proposed columbarium is relatively small in scale (5 feet high and a radius of7-10 feet) when compared to the existing church building. Walz noted the columbarium will be located at least 50 feet away from Rochester Avenue and will not be highly visible from adjacent residential properties. She said although the columbarium may generate occasional visitors, traffic associated with its presence is not expected to increase significantly from traffic already generated by the existing church services. Walz said the church has indicated that the proposed columbarium will not change the intensity of use of the property by its members and does not anticipate any need for additional parking. The specific proposed exception will not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood. Walz said the columbarium will not be highly visible from the street or neighboring properties. She noted the church property and the proposed location for the columbarium are screened by established trees and bushes along Rochester Avenue, and the front setback is more than the required 20-foot minimum setback. Walz noted that the traffic generated by the columbarium should not exceed the type of traffic that is generated for memorial or funeral services, which are already a part of church's function. She added that the applicant has provided information on property values of homes located next to cemeteries and supporting statements from other churches that have established columbaria. Walz said that even though cemeteries are more intense uses than columbaria, the information submitted by the applicant suggests that the presence of a cemetery in residential neighborhoods in the Iowa City area has not had a diminishing affect on property values. Establishment of the specific proposed exception will not impede the normal and orderly development and improvement of the surrounding property for uses permitted in the zone in which such property is located. Walz said the surrounding residential properties are already fully developed. Adequate utilities, access roads, drainage and/or necessary facilities have been or are being provided. Walz noted that adequate utilities, access and drainage are in place to serve the existing church on this property, and the columbarium will not increase demand on these facilities. Adequate measures have been or will be taken to provide ingress or egress designed so as to minimize traffic congestion on public streets. The Church, Walz said, has two driveways onto Mt. Vernon Drive and one onto Rochester Avenue. She noted the proposed columbarium would be located to the west of the driveway onto Rochester Avenue. She noted the traffic associated with the columbarium should be negligible. Except for the specific regulations and standards applicable to the exception being considered, the specific proposed exception, in all other respects, conforms to the applicable regulations or standards of the zone in which it is to be located. Walz said the proposed addition complies with the dimensional requirements for religious institutions in the RS-5 zone. She noted that minimum 20-foot front and side setbacks and the 50-foot rear setback are met or exceeded by both the church building and the proposed columbarium. The proposed use will be consistent with the short-range Comprehensive Plan of the City. Walz noted the Northeast District Plan, a component of the Comprehensive Plan, identifies this area as appropriate for institutional uses, which would include religious institutions. Staffrecommends that EXC06-00003, an application for a special exception to allow a columbarium addition to a religious institution in the Low-Density Single- Family zone at 2701 Rochester Avenue be approved, subject to general compliance with the plans submitted with the application. Shelangouski asked if the church setback is currently 50 feet. Walz said the setback for church building is well over 50 feet, and the proposed columbarium itself will be setback approximately 50 feet. Alexander asked if the placement of statuary or monument would require a special exception. Miklo said the building official would determine if the monument would be an accessory use. Holececk said she does not believe the placement of statuary requires a building permit. Public Hearing Opened Brown. 2905 Saddle Club Road, NE, said he would be happy to answer any questions the Board might have. Alexander asked if the memorial services for anyone whose remains would be stored in the columbarium would take place at the church. Brown said the funeral ceremony would be at the church anyway. Wright asked whether the church would anticipate adding another columbarium once this first one was filled to capacity. Brown said that such an expansion would be a possibility, but the church would have to apply for a special exception for any further expansion. Shelangouski asked if the church has any plans for landscaping around the columbarium. Brown said the church plans on having a memorial garden, but nothing concrete had yet been decided. Shelangouski said the foliage along Rochester Street is bare during winter, and asked if the church has plans of planting some evergreen bushes. Brown said there will be a memorial garden around the columbarium. Dixon, 241 GreenMountain Drive, said that she has been a realtor in the Iowa City area for more than 25 years. She added that she worked with many buyers and sellers and has done hundreds of presentations to homeowners in regard to establishing the market value of their homes. Dixon said that in order to approve the request for a special exception it must be shown that its existence will not impair property values in the neighborhood. She said the question is how to find out if the columbarium will have an impact. She said there is a standard method used in both appraisal practice and real estate practice that looks at property adjacent to cemeteries and compares them with similar properties not adjacent to cemeteries. Dixon said that the data submitted does not have comparable properties or control group valuations to ascertain if indeed there is an impact on property values. Dixon noted that information regarding property located at 704 Reno Street was submitted by the applicant. She added the property is located near Oakland cemetery. She said the property sold in November 1977 for $214,000. She added that it sold again in October 2003 for $190,000, and sold again on the same day in October 2003 for $185,957. Dixon said these sale figures show a decrease in value. Dixon said the property at 1026 St Clements Street was also submitted as evidence by the applicant. She noted the property is adjacent to St Joseph cemetery. She said the property was listed for $250,000 was sold for only $205,000. Dixon said that statistics compiled by the local board of realtors show that property in the area sells for 97%-100% of the listed price. She noted that the St Clements property sold for only 82% of the listed price-a value far below the local average. She said that statements have been made that the columbarium will not diminish property values in the neighborhood, however the methods used to support that statement were incorrect and not reliable. Dixon said she discussed with a local real estate appraisor and an individual from a Chicago area firm whose main duty is to research property values throughout the United States. She noted that both agreed that values of existing property located near cemeteries must be compared with similar properties not located near a cemetery before making a statement in reference to the effect the cemetery or a columbarium has on property value. She requested that the application be denied until further research is done. Lobodiak, 229 Green Mountain Drive, said the methodology used for determining the impact on property values is not correct. He said that Brown has looked at properties adjacent to cemeteries and indicated only whether they increased in value, not whether they increased at the same rate as other comparable properties in the community. He said that, as indicated by Dixon, values of existing property located near cemeteries must be compared with similar properties not located near a cemetery. Lobodiak said that a second issue refers to multiple columbaria. He said that at the hearing in 2004 there was some discussion about the intent of placing multiple columbaria on the north side of the church and moving towards south when the north side fills up. Lobodiak said that a third issue is that there are two special exceptions sought by the church on the same issue. He noted that the special exception approved 4:1 in 2004 is currently pending in District Court and will go to trial in October. He said that he looked at the Iowa Code annotated trying to find a case in which a Court has addressed the issue of multiple special exceptions, but could not find any because the Board of Adjustment applications are not multiple. Holececk said that the current application is materially different since the law has changed. She said the prior application was under the interpretation that a columbarium could be a facility related to the use of a religious institution. She added that currently the zoning code has changed such that columbarium is specifically addressed in the code, and allowed as accessory use to a religious institution by special exception. Brown said he talked with appraisers in Iowa City about whether there is a difference in property values located by cemeteries, and determined there is no difference. He added that he had provided information about houses located on Catskill Court, which are directly abutting a cemetery, and all those properties increased in value when sold. Wright asked if there is another church in Iowa City with a columbarium. Brown said there is one, but is not located in a residential area. Wood asked Dixon to re-explain the situation of property located at 1026 St Clements Street. Dixon said that the property was listed for sale for $250,000 but was sold for $205,000. Dixon said that statistics compiled by the local board of realtors show that property in the area sells for 97%-100% of the listed price. She noted that the St. Clements property sold for only 82% of the listed price, a value far below the local average. Miklo said he has information about the 1026 St Clements Street property. He said the property was marketed as a development site and that the planning department had received a number of calls about the property's development potential. He stated that the property has restrictions in terms of sewer and street access and that it could not likely to be redeveloped unless a considerable amount of money were spent on updating the infrastructure. Miklo stated that he did not say for sure whether the cemetery or the redevelopment limitations had an affect on the sale price. Wright asked ifthe decrease in property value for the property located at 704 Reno Street was due to a decline in condition of the property. Dixon said she hadn't had the opportunity to seethe home until 1997 when it was in very nice condition. Brown said that the house on Reno Street was sold at a sheriff sale which indicates that the seller did not have the property on the market to the point he could put a price on it and try to get it. He said that the houses on Conklin Lane have seen an increased in their sale prices. Dixon said that her point was only that the methodology used to provide evidence that there is no negative impact on property values was incorrect, invalid and unreliable. Public Hearing Closed Alexander said that she does not know how valid it is to make comparisons with properties bordering cemeteries versus properties that border a church that has a columbarium. Holececk said there is a letter from a church that has a columbarium and no impact on property values. Shelangouski said the letter is from Des Moines, which is growing similarly to Iowa City in terms of property values. Shelangouski said she can see the comparison with a cemetery. Alexander said a columbarium seems like a different type of use. Wright said that cemeteries are usually huge when compared with columbaria. MOTION: Wright moved that EXC06-00003, an application for a special exception to allow a columbarium addition to a religious institution in the Low-Density Single- Family zone at 2701 Rochester Avenue be approved, subject to general compliance with the plans submitted with the application. Wood seconded the motion. Shelangouski indicated that she would vote against the application. She said that while most of the burden has been met: it will not be detrimental to or endanger the public health, safety, comfort or general welfare; the surrounding properties are fully developed, so the proposed exception will not impede the normal and orderly development and improvement of the surrounding property; there are adequate utilities, egress and ingress are appropriate. However, there is not proof that it will not substantially diminish or impair property values. She said she would like to see a comparison between property values and not just what has sold in the area. Wright said that he was the dissenting vote at the last meeting, however due to changes in the zoning code he will vote in favor of the application. He said that the application had met the specific standards in terms of access to an arterial street and setback requirements. He said that it would not be detrimental to or endanger the public health, safety, comfort or general welfare, and the proposed exception would not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood. He said the key word is "substantially". He said that given the evidence provided from Des Moines showing no negative effect, he judges the columbarium will not substantially diminish the property values. Wright said the surrounding properties are fully developed so the proposed exception will not impede the normal and orderly development and improvement of the surrounding property. He added that utilities are in place, adequate ingress and egress are appropriate and the application is in accordance with the Comprehensive Plan. Alexander indicated that she would vote in favor of the application. She said the key piece to address is the substantial effect on property values. She added that she does not believe a columbariurn is equivalent to a cemetery. She said there is no comparable situation in Iowa City, and the only evidence that could be used is that provided from Des Moines. Wood indicated that he would vote against the application. He said he believes there is some doubt about the affect that the colurnbarium would have on property values. He noted all other standards are met, but he is not convinced the property values will not be affected. Motion fails 2:2, Shelangouski and Wood opposed. Holececk said that one member of the board is absent and the applicant has the option of taking the matter in front ofthe entire board. The applicant would need to ask for reconsideration in front of the entire board, and that the motion to reconsider would need to be made from a board member who opposed the special exception. OTHER Miklo said they have passed out a new zoning map and a blow-up of the central area around downtown. Alexander asked what level of evidence is needed for Board's decisions. Holececk said that this is something they are trying to find out through the appeal made to the Iowa Supreme Court in the Shelter House case. BOARD OF ADJUSTMENT INFORMATION NONE ADJOURNMENT The meeting adjourned at 6:00 PM. 1 i I Board of Adjustment Attendance Record 2006 Term Name Expires 01/11 02/08 03/08 Karen Leigh 01/01/07 X X OlE Carol Alexander 01/01/08 X X X Michael Wright 01/01/09 X X X Ned Wood 01/01/10 X X X M. Shelanl!onski 01/01/11 X X X Key: X = Present 0 = Absent OlE = Absent/Excused NM = No Meeting I MINUTES PLANNING AND ZONING COMMISSION EMMA J. HARVAT HALL CONFERENCE ROOM MARCH 2, 2006 J]i[ PRELIMINARY MEMBERS PRESENT: Dean Shannon, Don Anciaux, Ann Freerks, Wally Plahutnik, Beth Koppes, Bob Brooks, Terry Smith STAFF PRESENT: Bob Miklo, Karen Howard, Sunil Terdalkar, Mitch Behr OTHERS PRESENT: Larry McChesney, Lawrence Kent, Bob Burns, Steve Gordon, Greg Van Dusseldorp. Larry Schnittjer, John Brehm RECOMMENDATIONS TO CITY COUNCIL: Recommended approval, by a vote of 7-0, REZ05-00026/SUB05-0001 g, a rezoning to amend the Planned Development Housing Overlay Plan (OPDH-12) and a preliminary plat of Silvercrest Part 3 to allow the development of up to 116 multi-family residentiai units on 12.17 acres iocated at American Legion Road and Scott Boulevard with a variance in the height limit of up to 47-feet to allow for the underground parking. Recommend approvat, by a vote of 7-0, REZ06-00003, a rezoning of approximately 1.51-acres of property from Interim Development Multi-family Residential (ID-RM) to Low Density Multi-Family Residential (RM-12) located on Kountry Lane SE with substantial compliance with the concept plan presented at the 3/2/06 Commission meeting and subject to a conditional zoning agreement requiring a minimum 35-foot building setback from the east property line with evergreen landscaping to provide a buffer for the adjacent single-family home and a height limit of 2 Y, stories for building I. Recommended approval, by a vote of 7-0. REZ06-00004, a rezoning of approximately 1-acre of land from Low Density Single-Family Residential (RS-5) to Overlay Planned Development (OPD-5) with a Sensitive Areas Development Plan located at Dubuque Road and North Dodge Street subject to Staff approval of the lands'caping plan prior to consideration by City Council. Recommended approval, by a vote of 7-0, REZ06-00005, a rezoning of approximately 1.8-acres from Intensive Commercial (CI-1) to Community Commercial (CC-2) located at 1803/1835 Boyrum Street. Recommended approval, by a vote of 7-0, SUB06-00002, a final plat of Windsor West Subdivision Part One, a 37-lot, residential subdivision on approximately 26.04-acres of land located on American Legion Road with fencing and landscaping conditions addressed in the legal papers. CALL TO ORDER: Brooks called the meeting to order at 7:33 pm. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. REZONING/DEVELOPMENT ITEM: REZ05-00026/SUB05-00019, discussion of an application submitted by Dial Land Development Corporation for a rezoning to amend the Planned Development Housing Overlay Plan (OPDH-12) and a preliminary plat of Silvercrest Part 3 to allow the development of up to 116 multi-family residential units on 12.17-acres of land located at American Legion Road and Scott Boulevard. Miklo provided Staff Report. The larger Silvercrest area was annexed into the City in 1998. Phase I included 3 lots on the west which have been constructed; Phase II is the area subject to the amendment to the development. The current planned development for this parcel would allow four 24-unit buildings on 4-lots and a series of townhouse and duplex lots in the southwest corner of the property. Two stormwater basins serve the development. The applicant had proposed to amend the development to Planning and Zoning Commission March 2, 2006 Page 2 of 13 replace two of the 24-unit independent living apartment buildings with one 57-unit apartment building. The plan currently allowed 48-units, the new proposal wouid allow 57-units in the same area. The fourth building would increase from 24-to 27-units; a sky-walk would connect the two buildings. A corridor was also proposed which would connect the existing building with the larger building. The number of townhouse and duplex style units would be reduced by 10-units, the end result would be 116-units instead of 114-units on the property which would be within the maximum allowed by a planned development for this property. The applicant had indicated that the primary reason for making the amendment would be to allow the larger building to contain communal services such as a large kitchen, dining area and recreation facility including theater. The applicant wished to connect all the apartment buildings so that the residents would have access to the facilities without having to go outside. Miklo showed elevation plans for the proposed buildings. He said two sides of the buildings would exceed the 35-foot height limit in order to allow the garage entry to go below grade. Staff recommended approval of the waiver of the height limit in order to allow the underground parking. The east elevation would be the most visible to the public, the applicant had included architectural variations to break-up the visual appearance of the building's mass. The first floor of the building would be a brick veneer, the upper stories would be cement board siding with balconies and bays and varied roof line. The property to the east was currently a religious institution. It would be possible in the future that it would be annexed into the city and possibly developed for residential purposes. The subdivision of the property currently consisted of seven lots which were being reconfigured to allow the joining of two buildings and adjustment of lot lines. The landscaping plan was similar to what had been previously submitled. Staff had received an e-mail from Don Sanders a neighboring property owner who owned property in the Village Green subdivision. His main concern was the lighting of the facility. When Silvercrest had initially opened Staff had received a number of complaints about the lighting and the glare. City Inspection Department had worked with the applicant to correct that problem. At that time after a retro-fitling the standard of no more than one-foot candle at the 'property line was met. Because of the design of the fixtures the neighbors continued to complain about the glare. For the new development the lighting would have to comply with the new standards which were somewhat stricter and should not result in the amount of glare currently being complained about. Miklo said Staff recommended approval of REZ05-00026/SUB05-00019, with a variance of the height limit of up to 47-feet to allow for the underground parking. Freerks asked what was the distance between the east elevation of the building and the church property line. Miklo said 120-feet. Brooks asked for more detail regarding the new lighting standards and what changes would improve the light situation. Miklo said the new standards had a provision which required that decorative lighting which had an exposed light source, in this particular case a pole with an acorn shaped fixture on it, not be permitled as the primary source of lighting for a sight. A shoebox type lighting fixture which 'downcast' the lighting would be the primary lighting source. Howard said the Code now had two different ways to measure the light at the property line. Brooks said one thing that would also make a difference was whether the lens of the light was flat or exposed which created a point source of the light which could be visually intrusive. A flat lens would not produce all the Iitlle points of light and more clearly cast the light downward which prevented overlighting. Public <;Iiscussion was opened. Planning and Zoning Commission March 2, 2006 Page 3 of 13 Larrv McChesnev, TSP Architects and Engineers, Omaha, NE, said he was there representing the Dial Companies. Brooks said an interest of his as well as a concern that had been raised by a neighboring property owner was light pollution. He asked what was going to be done or what changes might be done in the planning- construction of the development to mitigate and tone down the lighting levels of the development. In the areas that were already developed, probably nothing much could be done in those areas. Were fixtures that were neighborhood friendly and that created less light pollution into the area being considered? McChesney said he was unable to respond as he had been unaware that there would be discussion regarding lighting. The iighting consultant had already submitted a lighting plan. His understanding was that they would continue with the same decorative fixture because it was a senior community and the developer desired the development to feel like home. McChesney said for the developer he could commit to looking at the criteria with the consultant for this project phase, they would meet the new criteria. Brooks said he'd personally like to encourage the developer to review the situation to see what modifications could be done to take away that irritant point. McChesney said this particular developer also did retail work and he'd worked with him on retail projects. He agreed that site lighting and parking lot lighting were important to surrounding neighborhoods, depending on the type of fixture used lighting could be different. Miklo had provided him with a copy of the e-mail concern. McChesney said it was their preference to take care of issues now rather than later. Freerks said when this project had first been developed there had been a lot of discussion regarding lighting, she encouraged the developer to review the proposed lighting for this development phase. Plahutnik asked if any screening was proposed for the road in the north-east corner that abutted the church property. McChesney said the topography made it very advantageous, it was proposed to be a lower driveway than the natural iay of the land and the retaining wall would pick up most of the light. Miklo said a landscaping plan had been received late Friday which indicated a row of evergreen trees that eventually would provide further screening. Lawrence Kent, resident of Modern Manor development, said his concern was also lighting on the rear side of the proposed duplexes. He lived right next to the fence line and would be one of the first persons that offended by the lighting. He had no concerns with the buildings, just with the lighting and that it not be over abundant in that area. Brooks said it was his assumption that it would be a very residential environment with mainly street lighting and the typical lighting on the back of the house if someone wished to turn it on. Kent said it was his understanding that it would be an exposed basement on the rear side of the duplexes on the south side. His concern was the lighting. Public discussion was closed. Motion: Smith made a motion to approve REZ05-00026/SUB05-00019, a rezoning to amend the Planned Development Housing Overlay Plan (OPDH-12) and a preliminary plat of Silvercrest Part 3 to allow the development of up to 116 multi-family residential units on 12.17 acres located at American Legion Road and Scott Boulevard with a variance of the height limit of up to 47-feet to allow for the underground parking. Freerks seconded the motion. Freerks said she thought it was a very large building but had been designed very well and would probably fit into the neighborhood as well as any structure that size could. Brooks requested Staff to convey to Mr. Sanders that his concerns had been noted and discussed and to bring it to the attention of the developer making sure that they were in compliance. Planning and Zoning Commission March 2, 2006 Page 4 of 13 Miklo said at the time of building permit the final site plan would be reviewed. The City's Housing and Inspection Department wouid pay particular attention to the lighting plan to make sure it met the new standards. The developer would be required to provide a photometric reading. The motion passed on a vote of 7 -0. REZONING ITEMS: REZ06-00001, discussion of an application submitted by Johnson County Permanent Supportive Housing LP for a rezoning from Public (P) zone to Public (P) I Low Density Multi-Family Residential (RM-12) zone for 2.83-acres of property located at 4435-4455 Melrose Avenue. Howard said the property was owned by Johnson County. The City required that whenever a publicly owned property was being leased to a private entity, a rezoning occur with an overlay zone. The proposal was for 18 privately owned affordable rental units for persons with disabilities so the appropriate zone would be Low Density Multi-Family. The proposed rezoning would be P/RM-12. The property was located on the old County Poor Farm property. Johnson County had recently completed a planning study for this property, at about the same time the City had conducted its Southwest District planning process. There had been a lot of planning, effort and public input put into those two plans; there was a lot of information available about the County Poor Farm property. Citizens were concerned about the history of the property and preserving portions of the Poor Farm. Chatham Oaks, a privately owned facility for persons with mental illness was also located on the Poor Farm property directly west of the property proposed for rezoning. In their Plan, the County had indicated an interest in leasing or using some of the property for more residential uses. This proposed rezoning is consistent with those goals of the plan. For new developments that abut multi-lane highways, such as Hwy 218, the City recommends buffering of highway noise and elements of the highway. Since this property abuts the highway, Staff recommends a buffer of trees and landscaping along the east property line. A challenge to developing this site will be providing safe vehicular access to Melrose Avenue, an arterial street, which bounds the property on the North. Melrose Avenue contains a median that extends along the entire frontage of the subject property. The median is located to indicate to motorists that this is an approach to a major interchange and the number and configuration of travel lanes is changing. The City advised the developer last fall that the City would prefer that this property share the existing driveway access with Chatham Oaks and extend a private drive to the property from the west rather than establish a new access point on Melrose Avenue, which would necessitate a cut in the median and approval from the State Department of Transportation. The City had also indicated that if the applicant adamantly wished some access directly to Melrose Avenue, the City would not oppose a right-in/right-out only driveway but it would have to be in addition to a shared access through the existing Chatham Oaks driveway. With strictly a right-in/right-out only driveway, the only means of access to the site for westbound travelers would be to turn around in the Chatham Oaks driveway or make an illegal u-turn around the median, which would be unacceptable from a safety standpoint. Howard displayed a site map on which the Armory's plan for the development on the North side of Melose had been superimposed and which illustrated their intent to align their access point with the existing Chatham Oaks access drive and beyond the extent of the median. Howard also stated that because of the historic nature of the old Poor Farm property, the State would require a Phase 1 Archaeological Survey. Staff recommends that the rezoning be conditioned on compliance with any conditions placed on the site by the State due to findings of this survey. Howard stated that staff recommends approval, provided the following conditions are met, o Primary vehicular access to the property must be provided by way of a private drive extending behind Chatham Oaks facility utilizing the existing access drive from Melrose Avenue; o Completion of a Phase 1 Archaeological Survey and compliance with any conditions placed on the use or development of the site by the State; Planning and Zoning Commission March 2, 2006 Page 5 of 13 . Submission and approval of a landscaping plan for a vegetative buffer/screen to be established along the east property boundary prior to issuance of an occupancy permit Shannon asked if the City or the State would be agreeable to having a small segment of the median island cut so that a legallell turn could be made through the median. Howard said because access was jointly controlled by the State, the applicant would have to negotiate any cut of the median with the State DOT. Any median cut would have to constructed to state standards and include a turn lane and appropriate length taper. Brooks asked if the concern about the right-in/right-out entrance to the site was being generated from the City Engineer's Office. Howard said the City's letter to the applicant regarding access, dated October 2005, was included in the Commission's information packet. The City always encourages shared access to arterial streets which helped control traffic flow along arterial streets and prevented accidents. In this case there was an existing good access point; the new Zoning Code requires cross access easements whenever possible. Smith asked if the access issues could be put off to a later point. Miklo said it was unlikely that there would be a subdivision connected to this item; this would be the best opportunity to take those issues into account. Howard said the applicant would need to have a safe access to that property. There would be no other possible access except cutting the median or utilizing the existing Chatham Oaks access. A right-in/right-out only access would not be acceptable due to safety issues. If there was no other way to get to the property it would require vehicles to make an illegal u-turn around the median. Public discussion was opened. Bob Burns, representing the applicant. The limited partnership was made up of two entities; the general partner was Chatham Oaks, a local non-profit organization with a local board of directors that operated the county care facility for the Board of Supervisors. The other entity was NAMI of Johnson County, National Association for the Mentally III. Burns said he was there as an architect and developer. The project had begun in the early 1990's. Yesterday he'd been at the Iowa Finance Authority in Des Moines and knew for a fact that all of the funds had been committed to build this project. The proposed project would remain in the ownership and the direction of Chatham Oaks for the lease period. Staff report had said that the County 'intended' to lease the subject property, but actually the County had already leased the property to the limited partnership. The lease was in place and waiting for implementation. It would run for fifty years from the date that a certificate of occupancy for the building was issued. At the end of the filly years/lease term, all of the improvements including the building would revert to the ownership of the County. The County would never lose control of the land. Burns said the whole goal was to provide independent apartments for the chronically mentally ill so they could live in an independent setting in their own apartment away from an institutional environment. One of the key elements of the whole project was the independent identity of this project; it was called Melrose Ridge, not Chatham Oaks. It was their hope that the name Chatham Oaks only surfaced in terms of the ownership because they were there to be the guiding force. Melrose Ridge would become a reality if one problem could be resolved. They had no issue with the Phase 1 Archaeological Survey and they had no issue with the landscaping plan. The only issue they had was with Staff's recommendation regarding the access point. Burns said the Commission would be in control of whether the project went ahead or died. Burns said they understood why Staff recommended a shared access but they did not agree with it. By sharing the existing access point, would require the construction of over 1,000 feet of new street into the property and would bring the driveway through the Chatham Oaks property which no one involved in the project wanted to do. They wanted a separate identity for this project; they wanted the identity to be their own access drive off Melrose Avenue. They felt that was key and would be the only solution that would work. Burns said they'd submitted a site plan which had shown an access drive with a cut in the median. They'd been in contact with the DOT, County and City on this issue. Burns said they would have to convince the DOT, but the DOT had said that the jurisdiction would also lie with the City so they'd have to get the City's support as well as the DOT's support. Burns said he felt they could meet all the design and Planning and Zoning Commission March 2, 2006 Page 6 of 13 safety standards of distances between driveways and distances away from the access point onto Hwy 218. Burns said he was there to request the Commission recommend the access point as requested by the applicant and not the access point as recommended by Staff. The main reason for their request came from their source of financing. The final source of financing had come from the Iowa Finance Authority under a program known as Section 42 Low Income Housing Tax Credit. The Iowa Finance Authority adopted rules which the Johnson County Permanent Supportive Housing L.P. had to follow in order to comply with the source of funding. [Burns distributed a copy of the key rulelissue.] Burns referenced the sentence in Section 5.4.2.7 of the 2006 Qua/ified Allocation Plan for the Low Income Housing Cash Credit rules which an applicant was required to follow to have a qualified project. "All sites proposed must have direct contiguous access from the project site to an existing paved publicly dedicated right-of-ways". Burns said the applicant had represented to the Iowa Finance Authority that that access would be directly from the site to Melrose Avenue. There was an existing farm access into the field at that point. Burns said they felt that a letter written to the L.P. from Karen Franklin dated 10/11/2005 gave them guidance to propose the access as a right-in/right-out driveway and they'd relied on that when they'd submitted their application. Burns said they had discussed this issue with the City before they'd submitted their application. Franklin's ietter was dated 10/11/05; they had submitted their application in November 2005. Burns quoted from Franklin's letter, "If you are adamant about a separate access point to your proposed project, we would be able to support this location as a right-in/right-out access only, in addition to the existing Chatham Oaks driveway." Howard said as a point of clarification, if the access were to go through the Chatham Oaks driveway, the City would support that position. They could have the right-in/right-out but they would also have to provide access to this property through the Chatham Oaks driveway as stated in Karin Franklin's letter. For a person traveling from the east, there would be no way to get to the proposed property if there were no cut in the median and if the only access point were the right-in/right-out access as proposed by the applicant. There would be no legal way to access the site; it was posted 'No U Turn." Fire department and emergency service vehicles would have to have a safe access to that property, a sole right-in/right- out access would not permit legal access to the property. Howard said she'd made numerous telephone calls to Burns' office during the past two weeks to try to clarify this issue with him but he had never returned any of her calls. It had been unclear to Staff from Ms. Falcomata's letter to the City what their proposal actually was. Staff had immediately contacted Falcomata but had been unable to reach Burns so it remained unclear to Staff what was the applicant's solution regarding safe access to the property. Burns said he felt the way to resolve it would be a cut in the median. He'd been unable to speak to his client and had been unable to get back to City Staff until tonight. Miklo said Franklin's October, 2005 letter had also addressed making a cut in the median. The concept plan submitted by the applicant had not shown a cut in the median, if that was something that the applicant wished to pursue Miklo recommended deferring this item until that issue could be resolved. Howard said she'd had conversations with the County as well. They'd indicated that they were ok with having a driveway across the Chatham Oaks property. Shannon asked Burns if he'd been in contact with the DOT about making a cut across the median. He agreed with Franklin and Howard that it would be a huge mistake to have the only access be a right- in/right-out only access, someone could get killed having the access in that location. Burns said he had contacted the DOT. The appiicant was not in favor of having a right-in/right-out only access. To have a cut across the median would be a lot less expensive than building a 1000 foot street around the building. Shannon suggested if Burns could obtain something in writing from the State on their position, that would help clear his thinking regarding if the State had a problem or not. Freerks said there would be a lot of steps that would have to occur. Brooks said his reading of Franklin's letter was that the cut in the median would not necessarily be a State issue. The project was an excellent Planning and Zoning Commission March 2, 2006 Page 7 of 13 project but for Burns to imply that the Commission would somehow throw the project into a tailspin because of the access issue not being resolved was something that he didn't like to hear. However, he was also concerned about receiving a proposal from an applicant that had not fully addressed all the Issues that had been raised; an unaddressed issue was the safe access to the site. When the Commission received a plan that showed that the issue had been negotiated and was acceptable to all parties involved, then at that time the Commission could take action on it. Brooks said to imply that the Commission's action that evening determined whether this project would live or die was unfair. When the Commission was put in the position of having to act on a proposal which did not even address a very basic concern, safe access to the property for users, vehicles and emergency service vehicles, it put the Commission in a difficult position. Burns said he heard what was being said, but the applicants wanted to emphasize to the Commission that the Staff recommendation regarding access was not acceptable. The reason was It would be too expensive and it didn't meet the criteria of the Iowa Finance Authority. They had thought that in her letter, Franklin was telling them no cut in the median and a right-in/right-out access at that point. If they'd misinterpreted her, then they'd have to have someone eise look at the letter. Burns said they had not realized 'this' until two weeks ago, they'd been waiting and waiting for the funding, then this issue had come up. The issue had to be resolved. If the Commission wished to defer it until the next meeting, that was fine. Burns said they didn't want to be in a hurry, they wanted to get it right. Plahutnik asked, with respect to precedence had there been curb cuts, median cuts or turning lanes installed for the car dealerships that were along other arterial streets or had they been required to have access through other streets. Howard said Staff had not analyzed the median cut option or compared it with other situations because Staff had received a letter from Burns' office that had said they would pursue a right-in/right-out access only. Miklb said it was decided on a case-by-case basis; on Mormon Trek there were businesses that shared curb cuts versus having a median cut. Smith asked Behr for counsel regarding a DOT review and approval of a median cut. Behr said having seen the statement about it being outside the area where the DOT had purchased access rights, with that qualification it would be subject to DOT approval. The DOT liked to work with a city and played heavily on the city's desires when it was so close to (a) town. Burns said they were there to cooperate with the City. For the record and in consultation with their attorney who was further investigating the matter, they did not feel that they should have to be before the Commission. The reason: they could not find anywhere in the Zoning Ordinance where there was a P1/RM-12 district. For the record, they didn't concede that a rezoning was required. They were there to cooperate and to try to work out some of the issues. Behr said he would review that issue. He thought it had specifically been discussed that the current Code required that if it was not a use permitted in a public zone, the overlay zoning was required. Public discussion was closed. Motion: Smith made a motion to defer REZ06-00001 while the issues of 1) access; 2) provision of acceptable design and plan to all parties; 3) clarification of need for rezoning. Shannon seconded. The motion passed on a vote of 7-0. REZ06-00003, discussion of an application submitted by Sycamore Apartments for a rezoning of approximately 1.51-acres of property from Interim Development Multi-family Residential (IDRM) to Low Density Multi-Family Residential (RM-12) located on Kountry Lane SE. Terdalkar said Staff had received a letter from the applicant's representative indicating that the developer had tried to address the issues raised at the previous Commission meeting. The developer had also provided a revised concept plan which showed a landscape buffer on the berm. Building I would be moved to the south and to the west so there would be 40-feet between the building and the property line. Planning and Zoning Commission March 2, 2006 Page 8 of 13 The developer had proposed a trail connection to the trails in the Sycamore Greenway from the development and had agreed to a CZA condition stipulating a 2Y, story above ground building limit on Building I. Terdalkar said Staff recommended approval of REZ06-00003. Steve Gordon, A&M Management, said they had been able to move Building I back to the south to make it parallel with currently existing Buildings A and B and they'd moved Building I approximately 5 feet further to the west so it was now 40-feet from the lot line. From the GIS map on the Assessor's website, Gordon determined that the existing farm house was 87-feet from the lot line which would make Building I 127 -feet from the adjacent house. They had been able to create a connection from both the current sidewalk in the existing development and the proposed sidewalk in the new development to hook into the City's trail system. A landscape plan which included an evergreen scaped berm and plantings had been provided to Staff; if it was approved by Staff that would become the landscaping plan for the proposed development. A fence, not as a screen but to separate the two properties, had been shown as a split rail fence to be installed along the north to south property line by the developer. The land directly to the north of the project was county land, to the northeast on the south side of the stormwater trail system was ground zoned RS-8, to the east was over 100-acres of land in a conservation easement that had been set aside with wetlands and trails and could not be developed, to the southeast the stormwater basins and trail systems continued, directly to the south was approximately 30 acres which was zoned ID-RM. Freerks asked if the developer was agreeable to the CZA condition regarding height of Building I. Gordon said that was correct, a small retaining wall would have to be installed on the west side of the building. Plahutnlk asked if there had been any requests from Van Dusseldorp that the developer had not been able to meet. Gordon said they'd visited after the meeting. It was Gordon's understanding that Van Dusseldorp would rather have a 2-story than a 3-story building, but cost issues made the middle story important for a 3-story unit. That was the only request that he was aware of that had been unmet. Greg Van Dusseldorp, 4387 Kountry Lane SE, said he'd spoken to the developer but was naturally still opposed to the additional development of more apartments. His list for the City to consider included green space, the amount of dogs and persons who resided in the existing apartments, future development of green space and park space in that area. Low density housing sounded fine but there was a lot of persons already residing there who were a transient society who really didn't care about the value of his property or about the adjoining wetlands. Van Dusseldorp said if the City was going to continue to build this type of housing or projects they needed to consider, to develop sensitive areas even if they were EPA mandated, that the increased density would have an impact on a pond or wetland. He suggested that the City conduct a study and talk with Lon Drake to get a comprehensive understanding of the impact of building such high density dwellings beside a sensitive area. The areas were very sensitive and should be treated as such. Van Dusseldorp said he'd spoken with Gordon but realized his preferences would not matter a whole lot. He didn't feel that simply putting in more trees and landscaping was hardly a justification for it, it was a poor way to justify a project. The trees that would be put in as a buffer needed to be more mature, he didn't think he should have to wait 15 years for something to grow. It was not fair to him or to his children or to anyone whO would end up on his property. Van Dusseldorp said he'd spoken again with a realtor who'd said his property would not increase like it should, it would not decrease but not increase either. Light pollution was another issue. When he'd first moved to his property he'd had the farm light removed because he didn't like it shining in his windows. Now there was more light that should also be addressed. Public discussion was closed. Motion: Freerks made a motion to approve REZ06-00003, a rezoning of approximately 1.51-acres of property from Interim Development Multi-family Residential (IDRM) to Low Density Multi-Family Residential (RM-12) located on Kountry Lane SE with substantial compliance with the concept plan presented at the 3/2/06 Commission meeting and subject to a conditional zoning agreement requiring a minimum 35-foot building setback from the east property line with evergreen landscaping to provide a Planning and Zoning Commission March 2, 2006 Page 9 of 13 buffer for the adjacent single-family home and a 2 Y, story height limit for building I. Smith seconded the motion. Miklo indicated where Sycamore Greenway was located on the site map. It was a constructed wetland that handled drainage in the area and was also trail; there was a 100-plus-acre conservation easement which contained wetland as well. Miklo said because of the wetland complex there was a considerable amount of open space in that part of the city. The South District plan indicated that the ID-RM zoned area to the south should contain a mix of housing and probably would not be just multi-family. II would require a rezoning before development and also a mitigation plan which would show that any stormwater run off or dominant activity would not harm the adjacent wetland. Miklo said as the western portion of Sycamore Farms developed, a park in the western area was also anticipated. Brooks said the Parks and Recreation Department was just beginning to update their Master Plan, which should take into account the need for park and open space in that area as development occurred. Plahutnik said for clarification purposes, he thought Van Dusseldorp had been referring to open green space within the development itself in which children could play on the property and people could walk their dogs and take care of their pet's refuse on the property rather than exporting it out into the public green space. Freerks said at Monday's work session they'd discussed that as well as the trash issue. It appeared to be more of a problem with the way that the residents dealt with their trash rather than the containers or the area around them. She hoped that one day Van Dusseldorp would feel that his input and communication with the developer really had helped the project, there had been compromises on both sides. The motion was approved by a vote of 7-0. REZ06-00004, discussion of an application submitted by Three Bulls LLC for a rezoning from Low Density Single-Family Residential (RS-5) zone to Overlay Planned Development (OPD-5) zone for 1-acre of property located at Dubuque Road and North Dodge Street. Terdalkar said the proposal was for a planned development of a 5-unit condominium/townhouse project on one-acre of property. The sensitive areas existing on the property were regulated slopes and wooded areas. The clustered structure would be located near the east boundary of the property near the street to minimize the disturbance to the sensitive areas. There would be only one access to the property. Staff felt that the proposed design for the structure was compatible with the existing residential area. The traffic that would be generated from the development would be about 35-trips per day. The current improvements to Dodge Street would involve some improvements to Dubuque Road, Staff recommended that the developer be responsible for sharing the cost of the improvements to the remainder of Dubuque Road in front of this property [80-feet] and for the cost of sidewalks to be installed along Dubuque Road. The developer would be required to extend the sanitary sewer line to the north boundary line of the property, water main extension fees would be paid by the developer. Staff recommended approval of REZ06-00004. Koppes said the plan did not show a sidewalk to the front doors, would there be one. Miklo said the plan didn't show a sidewalk but it was a Code requirement. Miklo said the most recent elevation plan for the building showed a cultured stone building front for the first floor, the second floor was cement board. Staff had communicated the Commission's concerns regarding landscaping, having trees planted in the berm, having the landscaping wrap around the south side further and the placement of evergreen trees along Dodge Street to the applicant who had not responded yet. Larrv Schnittier, MMS Consultants, said he was not involved directly in this project but would work with Staff to reach an agreeable landscaping plan. Public discussion was opened. There was none. Public discussion was closed. Planning and Zoning Commission March 2, 2006 Page 10 of 13 Motion: Freerks made a motion to approve REZ06-00004, a rezoning of approximately 1-acre of land from Low Density Single-Family Residential (RS-5) to Overlay Planned Development (OPD-5) with a Sensitive Areas Development Plan located at Dubuque Road and North Dodge Street subject to Staff approval of the landscaping plan prior to consideration by City Council. Koppes seconded the motion. Freerks said she thought it was a very nice looking structure and would fit in well with the surrounding single-family nature of the neighborhood. She appreciated the developer's commitment to use quality building material. Brooks agreed. The motion passed on a vote of 7-0. REZ06-00005, discussion of an appiication submitted by Hy-Vee Food Stores Inc., for a rezoning from Intensive Commercial (CI-1) zone to Community Commercial (CC-2) zone for 1.80-acres of property located at 1803/1835 Boyrum Street. Miklo said the property contained the former Goodwill Store and a restaurant. The property to the west which contained the current Hy-Vee Store was formerly zoned CI-I, Intensive Commercial, and had been rezoned in 1994 to accommodate the Hy-Vee building. This had left the remnant piece of CI-1 zoned property adjacent to Boyrum Road. The applicant was requesting a rezoning to CC-2 to ailow an expansion of the existing Hy-Vee store. Staff felt that the rezoning would be compatible with the adjacent properties which were zoned CC-2 commercial, a more retail oriented zone. The actual site plan would be reviewed and approved by Staff at an administrative level. Staff felt the redevelopment would improve the situation in that several driveways would be closed, leaving only two driveways in the vicinity which wouid relieve overall congestion in the area. Staff recommended approval of REZ06-00005. Brooks asked if the City had any concerns regarding the staggered driveways along Boyrum Street. Miklo said Staff generally attempted to have driveways line-up with those across the street. The proposed plan would be such an improvement in terms of closing a number of driveways that the City's Transportation Planner feit it would be acceptable. Public discussion was opened. John Brehm, Hy-Vee Engineering and David Bailev, Hy-Vee. Brehm said they'd held a neighborhood meeting on Tuesday evening. All comments had been positive, the neighbors were anxious for the project to begin to help improve the area. Brooks said the Commission had indicated that the access along Boyrum Street for exiting traffic had been problematic in the past. Would it be possible as the final site plan was developed to try to emphasize the new entrance near the front of the store as the main entrance in an effort to direct as much traffic out and in that way as possible? Anything that could be done would be helpful. Brehm said he felt most motorists would naturally be inclined to go to that route, the current one was fairly convoluted. If there was a problem they could consider placing signage there. The landscape buffer there would be increased with additional plantings which would make the curb cut there more evident. Koppes said she hoped they would also consider the placement of a right-turn lane there, people turning left often times blocked the view of the persons wishing to turn right. Brehm said they would consider it. Public discussion was closed. Smith said for public disclosure, he served on the Board of Directors for Goodwill Industries which had formerly occupied the vacant building and his wife was an employee of Hy-Vee. Staff legal counsel had determined that there was no conflict of interest. Motion: Smith made a motion to approve REZ06-00005, a rezoning from Intensive Commercial (CI-1) to Community Commercial (CC-2) for 1.8-acres of property located at 1803/1835 Boyrum Street. Koppes seconded the motion. Planning and Zoning Commission March 2, 2006 Page 11 of13 The motion passed on a vote of 7-0. SUBDIVISION ITEMS: SUB06-00002, discussion of an application submitted by Arlington Development, Inc. for a final plat of Windsor West Part 1, a 37-lot 26.04-acre residential subdivision located at 4670 American Legion Rd SE. Terdalkar said the deficiencies noted in the Staff Report had been resolved. Because of a change in the estimates for the project in the CIP, a change in the CZA condition regarding costs for improvements to American Legion Road were reflected in the Staff Report. A landscape buffer along American Legion Road for lots 6, 7 and 8 and temporary construction easement for the improvement of American Legion Road be addressed in the legal papers. If fences were installed they should be installed north of the easement and behind the landscape buffer. Staff recommended approval of SUB06-00002. Public discussion was opened. There was none. Public discussion was closed. Motion: Plahutnik made a motion to approve SUB06-00002, a final plat of Windsor West Part 1, a 37-lot 26.04-acre residential subdivision located at 4670 American Legion Rd SE with fencing and landscaping conditions addressed in the legal papers. Koppes seconded the motion. The motion passed on a vote of 7-0. SUB06-00003, discussion of an application submitted by Dav-Ed Limited for a preliminary plat of Galway Hills Parts 10 & 100, a 56-iot, 21.75-acre residential subdivision located at Dublin Drive & Shannon Drive. Terdalkar said Staff recommended this item be deferred pending resolution of issues recently discovered during review of the plat by the City Engineer. Motion: Smith made a motion to defer SUB06-00003. Anciaux seconded the motion. The motion passed on a vote of 7-0. CONSIDERATION OF 2/16/06 MEETING MINUTES: Motion: Anciaux made a motion to approve the minutes as typed and corrected. Koppes seconded. The motion passed on a vote of 7-0. OTHER ITEMS: ADJOURNMENT: Motion: Smith made a motion to adjourn the meeting at 9:13 pm. Koppes seconded the motion. The motion carried on a vote of 7-0. Elizabeth Koppes, Secretary Minutes submitted by Candy Barnhill s:Jpcdfminutesfp&zf2006/03-02-06,doc Planning and Zoning Commission March 2, 2006 Page 12 of 13 , i I I I Iowa City Planning & Zoning Commission Attendance Record I 2006 FORMAL MEETING Term Name Exoires 1/5 1/19 2/2 2/16 3/2 D. Anciaux 05/06 X X X OlE X B. Brooks 05/10 X X X X X A. Freerks 05/08 X X X X X E. Koppes 05/07 OlE X X X X W Plahutnik 05/10 X OlE X X X D.Shannon 05/08 X X X OlE X T. Smith 05106 X X OlE X X INFORMAL MEETING Term Name Expires 2/13 2/27 D. Anciaux 05/06 X X B. Brooks 05/10 X X A. Freerks 05/08 X X E.Koppes 05/07 X X W Plahutnik 05/10 X X D.Shannon 05/08 OlE 0 T. Smith 05/06 X X Key: X = Present 0 = Absent i OlE = AbsenUExcused I N/M= No Meeting I i I i I I