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Home My WebLink About2011-03-10 Info Packet~---r l;r''1~,~ ~~~~~ -•ti..~._ CITY OF IOWA CITY www.icgov.org CITY COUNCIL INFORMATION PACKET March 10, 2011 MISCELLANEOUS IP1 Council Meetings and Work Session Agenda IP2 Letter from Mayor Hayek to Sally Stutsman, Johnson County Board of Supervisors: Letter dated December 16, 2010 -Joint Emergency Communications Center IP3 Memorandum from the Airport Operations Specialist: Repayment of Hangar Loan debt - Follow up IP4 Newsletter: ECICOG Garbage Grapevine Winter 2011 Edition DRAFT MINUTES IP5 Airport Commission: February 21, 2011 IP6 Airport Commission: February 17, 2011 IP7 Board of Adjustment: February 9, 2011 IP8 Housing and Community Development Commission: February 17, 2011 IP9 Public Art Advisory Committee: March 3, 2011 I 1 ~~ ®~1~ ~' III'~~ ,~ City Council Meeting Schedule and CITY OF IOWA CITY Work Session Agendas ~'-~~~~.~ I IP1 www.icgov.org TENTATIVE MEETING SCHEDULE SUBJECT TO CHANGE • MONDAY, MARCH 21 Emma J. Harvat Hall 6:30p Special Work Session • TUESDAY, MARCH 22 Emma J. Harvat Hall 7:OOp Special Formal Council Meeting • MONDAY, APRIL 4 Emma J. Harvat Hall 6:30p Regular Work Session • TUESDAY, APRIL 5 Emma J. Harvat Hall 7:OOp Regular Formal Council Meeting • MONDAY, APRIL 18 Emma J. Harvat Hall 6:30p Regular Work Session • TUESDAY, APRIL 19 Emma J. Harvat Hall 7:OOp Regular Formal Council Meeting • MONDAY, MAY 2 Emma J. Harvat Hall 6:30p Regular Work Session • TUESDAY, MAY 3 Emma J. Harvat Hall 7:OOp Regular Formal Council Meeting • MONDAY, MAY 16 Emma J. Harvat Hall 6:30p Regular Work Session • TUESDAY, MAY 17 Emma J. Harvat Hall 7:OOp Regular Formal Council Meeting • WEDNESDAY, MAY 18 Coralville 4:OOp Joint Meeting • MONDAY, MAY 30 Emma J. Harvat Hall Memorial Day -City Offices Closed • MONDAY, JUNE 6 Emma J. Harvat Hall 6:30p Regular Work Session • TUESDAY, JUNE 7 Emma J. Harvat Hall 7:OOp Regular Formal Council Meeting • MONDAY, JUNE 20 Emma J. Harvat Hall 6.30p Regular Work Session :..®~~ :rm~~ ~ ' '''"'®'~~ City Council Meeting Schedule and -n..~.._ CITY OF IOWA CITY Work Session Agendas www.icgov.org • TUESDAY, JUNE 21 Emma J. Harvat Hall 7:OOp Regular Formal Council Meeting • TUESDAY, JULY 5 Emma J. Harvat Hall 6:30p Special Work Session 7:OOp Regular Formal Council Meeting • MONDAY, JULY 18 Emma J. Harvat Hall 6:30p Regular Work Session • TUESDAY, JULY 19 Emma J. Harvat Hall 7:OOp Regular Formal Council Meeting • MONDAY, AUGUST 1 Emma J. Harvat Hall 6:30p Regular Work Session • TUESDAY, AUGUST 2 Emma J. Harvat Hall 7:OOp Regular Formal Council Meeting • MONDAY, AUGUST 15 Emma J. Harvat Hall 6:30p Regular Work Session • TUESDAY, AUGUST 16 Emma J. Harvat Hall 7:OOp Regular Formal Council Meeting IP2 ~~~~~ ~~ CITY OF IOWA CITY www.icgov.org CITY COUNCIL Matthew J. Hayek Mayor Ross Wilburn Mayor Pro Tem Regenia Bailey Connie Champion Terry Dickens Susan Mims Mike Wright council@iowa-city.org 410 E. Washington Street Iowa City, IA 52240 Phone: (319) 356-5010 Fax: (319) 356-5009 March 2, 2011 Ms. Sally Stutsman, Chairperson Johnson County Board of Supervisors 913 S. Dubuque Street, Suite 201 Iowa City, IA 52240-4207 Re: Your letter of December 16, 2010 -Joint Emergency Communications Center Dear Sally, In your letter of December 16, 2010, the Board of Supervisors made several proposals regarding the operation and administration of the Joint Emergency Communications Center of Johnson County. This matter was also mentioned at the joint governments meeting on February 23. By this letter I wish to provide a formal response from the Iowa City City Council. We took up the matter at our February 25 work session. In advance of our discussion, we sought input from City staff as well as our two representatives to the JECC Policy Board, Regenia Bailey and Mike Wright. Following our discussion, we concluded that changes of the magnitude proposed in the December 16 letter are premature at this time. With the naming of a new director and the JECC organization being fully operational for only half a year, we do not see a demonstrated need to pursue such changes at the present time. We are more comfortable with await-and-see approach to give JECC more time to develop as an organization. We appreciate the Board of Supervisor's thoughtful analysis and proposals for the JECC organization. Several of those proposals should be addressed by the JECC Policy Board. We are hopeful that the new JECC director will bring these and other operational issues to the Policy Board for consideration. The Iowa City City Council remains committed to the concept and function of the JECC organization. We believe it is a leading example of regional coordination in our community. For now we intend to encourage policy development through our representatives to the JECC Policy Board. Thank you again for your focus on this important organization. Sincerely, ~ d. ~~ Matthew J. Hayek, Mayor City of Iowa City cc: City Council City Manager City Attorney ppddir/Itrslstutsman 12-16-Itr. doc IP3 . Kathryn Johansen From: Michael Tharp l~ Sent: Tuesday, March 08, 2011 10:40 AM To: Dale Helling ~ Cc: Tom Markus; Kevin O'Malley ~ ~ ~ , Subject: Follow up meeting memo -Airport hangar debt/repayments Attachments: Memo -Airport Hangar Debt -follow up 3-2-11.doc Gentlemen, I've forwarded this memo to the Airport Commission for discussion during their meeting Thursday evening. Mike ^~®~ CITY OF IOWA C[TY ,,,~®,.~ D ~ M RAN ~~o Date: March 2, 2011 To: Airport Commission, City Manager, Asst. City Manager, Finance Director From: Michael Tharp Re: Repayment of Hangar Loan debt -Follow up On Wednesday March 2, the Airport Operations Specialist, City Manager, Assistant City Manager, and Finance Director .met to discuss the follow up items from the joint meeting of the City Council and Airport Commission. This memo is to summarize that discussion for participants and to relay items for further action. The City Manager stressed a desire to see an agreement that would pay off the previously refinanced debts (Hangars F, K, I) with Airport Commerce Park sales proceeds, prior to the arrangement of maintaining a 50/50% split of proceeds which would be used for debt repayment and airport needs. In terms of financing grants, the currently established process of providing matching funds for airport grants via the City's comprehensive Capital Improvement Plan is desired to remain. The reserve fund that is to be established should be further defined for its use and operation. The concept of the reserve fund is agreeable as the Airport Commission in the past has operated with a reserve fund to better plan maintenance and upkeep needs of the airport. The Airport has a total of approximately $507,000 balance on sales proceeds from Airport Commerce Park. The Hangar L project will withdraw $400,000 of that balance leaving $107,000 available for the immediate creation of the reserve fund. The final product of these discussions is to have a memo that can be accepted by both the City Council and Airport Commission that will establish the use of funds of Airport Commerce Park sales proceeds and the desires by both groups to reduce airport debt. Julie Voparil IP4 From: Sent: To: Subject: Next info packet Marian Karr Friday, March 04, 2011 1:02 PM Julie Voparil FW: Garbage Grapevine From: East Central Iowa Council of Governments [mailto:kristin.simon@ecicog.org] Sent: Friday, March 04, 2011 12:21 PM To: Council Subject: Garbage Grapevine ECIC: G Bottle Bill Update Banana Slug String Band Educational Programs Iowa Waste Exchange Iowa City & Johnson Co Cedar Rapids & Linn County Benton Countv Iowa Countv Jones Countv Tama Countv nvironmental Services Staff: Director: Jennifer Rvan Fencl: x131 S ~~~e~ Qarba9~ Iowa's container deposit law, commonly referred to as the Bottle Bill, has played a key role in reducing litter and fostering recycling for the past 30 years. There are currently bills in the Iowa House and Senate that would repeal the container deposit law. Take a moment to learn how these proposed bills would impact your community. House Study Bill 74 '~~ and Senate File 249 ~ /// would end the highly ~ successful deposit r' ~+ system, increase _ .. , ~ ~~ littering fines, and ~ , change the waste _,.. reduction goals tied to ` ~~ the solid waste ~ ~y~ ~, comprehensive plan. +~ ;~' ~~~~ ~~a, ~~~ ~' ~ These bills would also * ~~~~~~~~~~~ ~~ ~~ ~'~ require cities and i R i~~.. ~ ~~ '"'" `~ ~~~~~+ ~~~:~ ~,~ counties to shoulder ~ ~'~::,~~~``~~` ~ «' more responsibility for _ ~~~~~~~~~~~~#~~~~~,;,Y r V rln and - ~•.. ~~+arrrrrrur^ ~w..a ~ ~r~.v-i~ eco e g recycling bottles and cans. As you all know, the task of collecting and recycling materials is not without cost. Consider the impact of losing the deposit system that captures many beverage containers and shifting that collection to your existing recycling programs. Winter 2011 Edition Legislative Update: Iowa's Bottle Bill Planner, Education: Kristin Simon: x126 Each bill shifts the responsibility for recycling of beverage containers in different ways. The House version bans the landfilling of ALL beverage Waste Exchange Rep: containers including juice, water, tea, carbonated beverages and alcohol, Bart Knox: x121 excluding milk. This approach places the responsibility on cities and counties via the public facilities your community either owns or is collectively responsible for through 28E agreements (except in Johnson County). The Senate version would mandate cities and counties to ECICOG provide recycling collection services to ALL residential properties, multi- 700 16th St NE, Suite 301 family properties, and businesses that sell beverage containers. Cedar Rapids, IA 52402 Phone: (319) 365-9941 Click here to read the details of each proposed bill using HSB74 and Fax: (319) 365-9981 SF249 to view bills through the quick find box. Sign Up for the The container deposit law has benefited Iowa's economy, greatly reduced Garbage litter, and has cultivated a commitment to recycling among Iowans that ' has made many other programs successful. Iowa s container deposit take Grapevine! ~~oin Our Mailing List! back program is one element of Iowa's comprehensive recycling system including drop-off, curbside and deposit programs. All three systems encourage product and consumer responsibility, working together to Solid Waste Technical make Iowa a national leader in recycling and recovery rates. Advisory Committee Meetings Bottle Bill Facts: are held the second Thursday of every month, usually at 1 1.9 billion containers are sold each year in Iowa PM: 86% of beverage containers (1.65 billion) are redeemed annually March 10th at 10 AM with a in Iowa Iowa residents recycle an average of 563 containers per person tour of International Paper at per year; non-deposit state residents average 191. 1 PM • The current deposit law prevents litter and recycles 82,352 tons April 14th at 1 PM of material per year. May 12th at 1 PM If you would like to contact your Representative or Senator to express how these proposed bills would impact your community, you can find your Locations to be determined, legislator here. contact Jennifer Ryan Fencl ~~ i ~, ~~ ~ ~ ,~~ ~ ~ f - t ;~ ~~ ~~ ~ ~ 1 ~, for more information. ~" he Banana Slug String Band is coming to Iowa in - pril! The award-winning children's eco-group will get ~ - ids of every age hoppin' and dancin' and learning ~ •~- bout the Earth. The Banana Slugs are a lovable roup of musicians and educators from the Santa ~~ ruz, CA, area who have entertained and educated oungsters (ages two to 92) for 25 years. The band ses music to teach about Natural Sciences and ~~~ aring for this green Earth. Their lively shows include ~ ~ ~ . iusic, theater, puppetry and audience participation. sT~i~~ ~~~•~ he Band will be giving a series of assemblies, public a~ _ r `e ~'~ ~~5~' ; ~ ~I'.Y ~f 'L-i, +e.Fl r ;.,+ Vii. xp Local landfill commissions will sponsor a school assembly program by the Banana Slug String Band, in: Iowa County: English Valleys Elementary, North English, on April 14th at 9:00 a.m. Benton County: Longfellow Elementary, Belle Plaine, on April 15th at 9:00 a.m. Tama County: North Tama Elementary, Traer, on April 14th at 2:00 p.m. Jones County: Strawberry Hill Elementary, Anamosa, on April 15t at 2:00 p.m. Banana Slugs will give two public performances on: aril 15th in Dubuque at the E.B. Lyons Interpretive Center at 7:00 p.m. ie evening is a free family event starting with Earth Jam at 5:30 p.m. For ore information contact beverly.wagner(a~loras.edu ril 16th in Cedar Rapids at the 2011 E urch at 1:00 p.m. This is a free event. EE TEACHER Workshop! he Cedar Rapids / Linn County Solid haste Agency is sponsoring the anana Slug's Dirt Made My Lunch ~achers workshop on April 16th from :30 a.m. to 11:30 a.m. at St Wenceslaus Church. Teachers of all rade levels are welcome. Please ~gister by emailing It's budget time! Anyone who works in government knows the rigors of this time of year. Lots of data crunching, conversations and planning go into submitting the next fiscal year's budget. That's how it should be. In early January I was asked to put together last year's data on how many education programs were given and the number of people reached. This led to the retrieval of similar data from past years. While the data was not in one place or format, I pulled it all together into the table below, and was surprised at what I found. Apparently, I've been really busy! County CR/LC Iowa Benton REIC Jones Tama School Total SW City grants 2008 47 32 12 4 25 7 127 Programs # People 1155 1075 433 121 726 198 3,708 2009 78 31 8 8 19 7* 75 226 Programs # People 3455 1241 263 245 466 207* 1789 7,666 2010 69 41 27* 8 8 8 45 206 Programs # People 3543 1614 850* 352 266 269 1335 8,229 3 yr total 194 104 47 20 52 22 439 Programs #People 8153 3930 1546 718 1458 674 16479 Avg. Programs 65 35 16 6.5 17 7 146.5 /yr # People 2718 1310 515 239 486 224 5,492 / yr ECICOG provides entertaining educational integrated solid waste management programs throughout our six county service area. Do you... ... Want to know more about garbage and recycling? ... Have questions about "how it all works?" ... Belong to a civic or service organization in need of a speaker? Call or email Kristin at 319-365-9941 ext. 126 or kristin.simon(a~ecicoq.orq The Cedar Rapids Linn County Solid Waste Agency has a regional collection program for wood waste. The Biomass Wood Recovery Prograr diverts wood products from landfills. Wood waste from across east central Iowa is chipped and used for fuel to produce electricity. Let your construction professionals and businesses generating wood wastes know about this cost saving opportunity. Wood waste free from lead-based paint ~ or pressure treating is accepted at the ~'' ~J~,~„~,,~ ;~,~,~„~ Biomass Wood Recovery facility located r: at 2250 A Street SW in Cedar Ra ids. '' ~ ~ ~- ' Acceptable wood includes lumber, ~ plywood/pressboard, cabinets, flooring, ~ "~ _ , bookcases, tables, paneling, doors, pallets and countertops. For a full list of acceptable items use this link The cost to drop-off wood waste is $15 per ton ($5 minimum). Compared to your landfill tip fee, that is about half the cost. Utilizing the Biomass 4 Wood Recovery Program diverts wood from your landfills, saves you money, and reduces your carbon footprint. Contact the Cedar Rapids Linn County Solid Waste Agency for more information, 319-398-5163 or visit www.solidwasteagency.org ECICOG is pleased to welcome Bart Knox as the new Area 4 Iowa Waste ;~. Exchange Representative. Bart is ~~~ taking over for Mary Beth Stevenson, ~ } '~^~ who continues her environmental ~;,, ~ f i service to the region as the new Iowa- - ~;, Cedar River Basin Coordinator for the Iowa DNR. Bart is a 2010 graduate of the University of Iowa's School of Urban and Regional Planning. Bart's first day was February 1st, and since then he has completed his training and has been working on getting to know as many generators and markets in Area 4 as quickly as possible. Bart is excited about the opportunity to work with business and agencies to analyze and reduce waste streams. As always, please refer any businesses or agencies needing waste reduction assistance to Bart at 319-365-9941 ext. 121 or bart.knox(cDecicog.org drop-off Recycling Containers Receive aFace-lift Have you been out to any of the recycling drop-off locations lately? Notice he clean, color-coded recycling containers? Did you see the new signs? Nhy, it's almost impossible to put a material in the wrong bin anymore. 2emember, recycling is all about sorting materials into appropriate ;ategories. For recycling systems to be effective and efficient, cross ;ontamination of materials should be kept to a minimum. Help us get the nost environmental benefit from your efforts -- read the signs! ~ ~~~~~ ' ~ ~~~~ Clear glass ®~11y' ~a ~~dS; 1 ~~~~5~ - . ~~~ -- More and More... .y a.`~a G. G'L~~.~'r'=. ~~~~ g~rawn~, ~~~` b~ve a~~ amber v~lass `a Na \ids,'P~ease ~~~ Computers, cell phones, I-Pods, I-Pads, Blackberries, blueberries... the list goes on and on! Where does all this stuff go when it's broken or simply "out of date?" Hopefully, "old" electronics are being reused or going to the Iowa City Landfill for recycling. E-waste recycling increased 25% last year from 85 tons in 2009 to 107 tons in 2010 ecycling and Waste Disposal in Linn County: TV and monitor disposal Medication disposal program Waste Study Results Resource recovery efforts at the Cedar Rapids/Linn County Solid Waste Agency are increasing following a revealing waste sort study. For one week in late 2010, a group of three professional waste-sorters went through a sampling of Linn County garbage piece-by-piece to find out what people and businesses are throwing in the trash. Fifty-five samples representing more than 12,000 pounds of municipal solid waste were sorted into 69 material categories. The results were compared to similar studies completed in 1996, 2000 and 2005. On the positive side, less paper, plastics, glass and household hazardous materials were found. However, the amount of wood and food waste increased. As a result, efforts to promote wood recovery and composting of grocery produce and other food waste have increased and will continue. Here is a breakdown of the study: Background: The primary task of conducting sampling and sorting was completed the week of October 18-22, 2010 A total of 55 samples representing more than 12,036 pounds of municipal solid waste (MSW) were sorted The average sample size was approximately 218 pounds. The materials were sorted into 69 material categories. In addition to the physically sorted solid waste samples, 30 samples of C&D debris were visually characterized. The results of the 2010 study were then compared to the 2005 study, and, on a limited basis, with the results from the 1996 and 2000 studies. By the Numbers -- Results Organics: 20.9% (this includes food waste, disposable diapers, rubber, textiles and leather) Wood :21.4% Paper: 18.6% Plastics: 12.5% Metals: 6.7% Glass: 1.9% Yard Waste: 0.6% Cardboard (recyclable): 1.9% Televisions and Computer Monitors: 0.0% Household Hazardous Waste: 0.1 2010 to 2005 Comparison The comparative results reflected a mean percentage increase in the following categories: Metals (slight); Food Waste; Wood Waste (area to address) Durables; Rubber and Fines. The comparative results reflected a mean percentage decrease in the following primary material categories: Paper; Plastics; Glass; Yard Waste; Other Organics: C&D; Textiles and Leathers, Diapers, HHM and Inorganic Waste. Landfill Diversion Opportunities Materials to target with advertising and educational campaigns 1. Untreated lumber 2. Food waste 3. Compostable paper Overall The 2010 waste sort shows recycling efforts are working, however opportunities exist to increase specific material numbers. A major area to address is wood waste (through Biomass Wood Recovery program). A second area is organics (remind Linn County residents most food waste can be placed in yardy cart). Banned items are not showing up in the landfill in large numbers. Also the recent change to accept all electronics from residents at no charge is showing positive results. Community Visits Several Cedar Rapids/Linn County Solid Waste Agency staffers are hitting the road to promote the services and programs available to Linn County residents. This spring, Executive Director Karmin McShane, Communications Director Joe Horaney, Education Coordinator Jason Evans, Environmental Specialist Shawn Obert and Planner Marie DeVries will be presenting to the city councils of the Agency's member and associate member communities. From Albernett to Walker and the cities and towns in between, each presentation will highlight the efforts being made by the Agency to further its mission and explain how the day-to-day operations help keep all of Linn County clean, green and environmentally safe. New Board Members The Cedar Rapids/Linn County Solid Waste Agency welcomes two new members to its Board of Directors. They are Linn County Supervisors Ben Rogers and Cedar Rapids City Councilman Chuck Swore. Rogers represents Linn County's 3rd district, which includes Hiawatha and parts of Cedar Rapids. Swore is an at large member of the City Council and has lived in Cedar Rapids for more than 66 years. Rogers and Swore also serve as Board Officers: Rogers as Secretary and Swore as Treasurer. Cedar Rapids City Councilman Tom Podzimek is Board Chairman and Linn County Supervisor Brent Oleson is Vice-Chair. City clerks! The following links will take you to the recently updated landfill service brochure. Please post the updated brochure on your city website using the following links: One page version Three-up two-sided version Updated Brochures anana Slug String Band Assembly he Benton County Solid Waste Disposal ommission is sponsoring the Banana Slug String and Assembly at Longfellow Elementary in Belle laine on April 15th at 9:00 a.m. For more formation, please see the main article above. Updated Brochures City clerks! The following links will take you to the recently updated landfill service brochure. Please post the updated brochure on your city website using the following links: One page version Three-ua two-sided version Banana Slug String Band Assembly The Banana Slug String Band will provide an I assembly program for the students and staff of the '~~ I English Valleys Elementary School in North English on April 14th at 9:00 a.m. The Iowa County Regional ' ~~~ Environmental Improvement Commission is r ..................... sponsoring the program. For more information, see ~ ~ ~ . the main article above. ~TRlhl~ ~~~~ '~ Updated Brochures City clerks! The following links will take you to the recently updated landfill service brochure. Please post the updated brochure on your city website using the following links: One page version Three-up two-sided version The Tama County Solid waste Disposal Commission is sponsoring a Banana Slug String Band Assembly a North Tama Elementary in Traer on April 14th at 2:00 p.m. For more information see main article above. City clerks! The following links will take you to the recently updated landfill service brochure. Please post the updated brochure on your city website using the following links: One page version Three-up two-sided version Let's Focus on Plastics! at do you see in the picture above? Do you see vinyl siding, plastic io Updated Brochures bags, Styrofoam, plastic jugs and large unidentified pieces of plastic all mixed together? As a professional in the garbage industry, I see a load of MSW (municipal solid waste) also known as GARBAGE! Unfortunately, this is a picture from a Tama County recycling drop-off location: tizens of Tama County took the time and made the effort to take this aterial to be recycled thinking they were helping their community and the firth. Help us inform community members about recycling correctly to ake sure residents' efforts benefit your landfill as well as the earth. Remember, recycling is all about sorting materials. The correct material in the correct bin is processed, sold and manufactured into a quality new product. Too much of an incorrect material (contamination) in the mix may actually consign the whole load to the landfill negating the efforts your residents are making. In addition, it is costing you more because the materials have been handled and transported twice! Effective and efficient recycling programs must have HIGH participation rates (lots of people using them) and LOW contamination rates (not many mistakes mixed in). Tama County Drop-off Recycling locations accept container plastics ONLY! 'ES! To any rinsed plastic bottle, jug, tub, jar, or other plastic container rith a number on the bottom #1 through #7. Plastic containers hold a onsumable product like peanut butter, shampoo, or kitty litter. Containers ke this are recyclable! THANKS to: Lids • Styrofoam (#6); peanuts, "to-go" containers, cups, plates, or packaging blocks • Plastic bags or film plastics • Anything that is not a plastic container: plastic furniture, toys, siding, hangers, laundry baskets, landscape edging/culverts, etc. Plastic bags and film plastic may be recycled through your local grocer or retail store. Most stores have a container for recycling bags. The Iowa Grocery Industry Association has a program to increase bag recycling and reduce the environmental impact of grocery bags. They also provide community grants to purchase recycling plastic park benches and tables. For more information see: http://www.iowagrocers.com/build-with-bags- you would like assistance in educating your community, we are available give presentations or provide information for your city newsletters or ility mailings, email kristin.simon(a~ecicoq.orq or call 319-365-9941 ext. The Garbage Grapevine is a publication of the East Central Iowa Council of Governments ECICOG ~ 700 16th St NE, Suite 301 ~ Cedar Rapids, IA 52402 Phone:319-365-9941 I Fax:319-365-9981 Forward email 11 ` ~~..~rrstr~rtCcxrl~a['t~ This email was sent to council aniowa-city.orq by kristin.simonCa ecicoq.orq Update Profile/Email Address Instant removal with SafeUnsubscribeT'" Privacy Policy. ECICOG 700 16th Street, NE Suite 301 Cedar Rapids IA 52402 12 Airport Commission I ~`'~ February 21, 2011 Page 1 MINUTES DRAFT IOWA CITY AIRPORT COMMISSION FEBRUARY 21, 2011 - 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Jose Assouline, Minnetta Gardinier, Howard Horan, Rick Mascari, Steve Crane Members Absent: Staff Present: Sue Dulek, Michael Tharp Others Present: RECOMMENDATIONS TO COUNCIL• (to become effective only after separate Council action CALL TO ORDER: Chairperson Horan called the meeting to order at 6:06 P.M. ITEMS FOR DISCUSSION/ACTION: ADJOURN: 1. Upcomina meeting with City Council: Gardinier asked Tharp for a brief explanation of the airport debt and how some of the debt structures where created. Tharp explained that previous hangars built in the late 90s were structured when a different FBO had been operating on the field. Due to financial issues the FBO left and that left the Airport with reduced income. The Finance Department had then restructured the loan repayments to meet the existing income of the airport. That resulted in several loans been amortized over a much longer period. Mascari asked about not continuing with the Hangar L project in favor of using funds that had been allocated towards it to pay off some of the hangar debt. Members then discussed where Hangar L was and that they committed to building it when they signed the grant agreement with the state. Horan asked Commission members whether they favored a plan to use Aviation Commerce Park sale proceeds pay off all the debt or to pay off debts that had been extended by Finance. Gardinier then suggested that the Commission should use a percentage of sales with the possibility of paying more if they don't have a readily available grant opportunity. Mascari suggested they first obligate funds to pay off Hangar K and Hangar I and then use the rental payments on those buildings to accelerate the repayment of Hangar F. Mascari noted that it would take about 2 and half lots to pay off the first two hangars and then it would bring the repayment of Hangar F to a 7 year window. Mascari added that following this they could then revisit the repayment of the remaining debts. Members then took turns giving their opinions on how to best repay the debt. Tharp noted that based on his feelings through the most recent budget discussion was that the Airport is close to reaching the debt ceiling that council is comfortable with it having, and that any future projects would need to be able to be funded through cash or grants without debt until some of the existing debts had been repaid. Horan then suggested the Airport Commission February 21, 2011 Page 2 Commission offer a position of willingness to obligate Aviation Commerce Park sales proceeds to repay the existing debt. Gardinier suggested they limit the initial offer to 50% of the proceeds, suggesting that would also help to establish the reserve fund as well as save money for future projects. Members then discussed what amount of proceeds they wanted to have obligated to debt repayments. Horan asked if Commission had consensus to obligate 50% of the sales proceeds from Aviation Commerce Park which members agreed. Horan asked about the establishment of the reserve account. He noted they had previously discussed $100,000 and asked if that was still the consensus. Members discussed the reserve fund and consensus was that $100,000 was sufficient and that those funds would be used for high dollar repair items and emergency needs. Assouline asked about how the meeting with City Council would be conducted. Dulek noted that the meeting would be a work session with Council and Commission members seated around a table. Dulek noted that the meeting would likely be at 7:15 and that she or Tharp would send the actual time to members once it was finalized. Horan noted he would put together the consensus statement and that he would email it to Tharp to send to embers to review. 2. March meeting date -Tharp noted that this was added because the March 17th date set at the last meeting was in the middle of spring break week. Tharp noted that if the Commission wanted to change the date they would also need to reset the public hearing for the Army Reserve Lease. Members chose to reset the regular Commission meeting date to March 10. 3. US Armv Reserve Lease - Consider a resolution rescinding Resolution No. A11-05 and setting public hearing for lease with United States Armv Reserve - Mascara moved the resolution, seconded by Gardinier. Motion passed 5-0. Horan asked for a motion to adjourn. Crane made the motion to adjourn the meeting at 7:20 P.M.; seconded by Gardinier. Motion carried 5-0 Chairperson Date Airport Commission February 21, 2011 Page 3 Airport Commission ATTENDANCE RECORD 2011 TERM ~ N ~ N N N NAME EXP. 03/01 /13 X X X Rick Mascari 03/01 /14 X X X Howard Horan Minnetta 03/01/15 X X X Gardinier Jose 03102/12 X X X Assouline Steve 03/02/14 O/E X X Crane Key: X =Present O =Absent O/E = Absent/Excused NM = Not a Member at this time U3-1 Uc71 Airport Commission ' P6 February 17, 2011 Page 1 MINUTES DRAFT IOWA CITY AIRPORT COMMISSION FEBRUARY 17, 2011 - 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Jose Assouline, Steve Crane, Minnetta Gardinier, Howard Horan, Rick Mascari Staff Present: Sue Dulek, Michael Tharp Others Present: Matt Wolford, Jeff Edberg, John Yeomans, Tim Busch, Eric Scott, Toby Myers; Bob Libby RECOMMENDATIONS TO COUNCIL• (to become effective only after separate Council action CALL TO ORDER: Chairperson Horan called the meeting to order at 6:02 P.M. TOUR OF CARE AMBULANCE OFFICES: Members were given a tour of the Care Ambulance office by Director, Bob Libby. Libby discussed the operation of Care Ambulance and how they work with Jet Air on medical flights. APPROVAL OF MEETING MINUTES: Minutes from the January 20, 2011, meeting were reviewed. Crane moved to approve the minutes of the January 20, 2011, meeting as submitted; seconded by Assouline. Motion carried 4-0; Gardinier not present for vote. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park -Jeff Edberg addressed the Members. He stated that they have been able to distribute some marketing materials regarding the Commerce Park, and there are large signs in the Park, as well. Edberg continued, stating that he has an interested party in Lot 17. Before they make an offer, however, they are looking into building costs and financing. Mascari asked why the material does not state "lease," in addition to the "for sale." Edberg stated that he would be sure to emphasize the "lease" opportunity, as well. b. Airport Farm Management -John Yeomans noted that the Airport's rent check will be cut by Farmers National Company on March 1. He briefly explained to the newer Members what Merschman Seeds does on the leased farmland. Yeomans then spoke to the Members about the possibility of either farming or haying the extra land area. He suggested they do an agreement with the current operator, letting him take care of this Airport Commission February 17, 2011 Page 2 area. Yeomans and Tharp responded to Members' questions regarding this plot of land, and what can and cannot be planted there. c. Iowa Aviation Promotion Group -Tim Busch with Iowa Flight Training spoke to the Members as President of the Iowa Aviation Promotion Group. He described what IAPG's objectives are and what they hope to accomplish. Busch shared various aviation statistics with Members, noting that Johnson County has been losing pilots. He briefly went through the information packets that he gave Members, adding that he would like to see the City of Iowa City join the group, in addition to individual pilots. He explained some of the activities that IAPG has taken part in, noting that educating people about aviation is key. Last year alone they had 20 camps with 450 kids attending. Busch continued, stating that student pilot numbers are up. He briefly described some of the different initiatives that the IAPG is taking on. By getting press releases out, Busch stated that they hope to increase awareness of these events. Busch then responded to Members' questions regarding the IAPG. Gardinier stated that she would like to move that the Commission join at the Corporate level. Mascari noted that he believes they should join at the Charter level, since they are the fourth largest airport of this type in the state. After a brief discussion, Members agreed to the Charter level. Tharp suggested they decide who from the Commission will be the representative for the IAPG. Everyone agreed that the Chair should hold this position. Mascari moved that the Airport Commission join the IAPG at the Charter Membership level; Crane seconded the motion. Motion carried 5-0. d. FAA/IDOT Projects - AECOM -Tharp noted that David Hughes is unable to attend this evening, but that he did send an email update. i. Runway 7/25 8~ 12/30 -The FAA still has the closing documentation on this project. ii. Obstruction Mitigation -Hughes is sending the necessary paperwork on this project. iii. 7-25 Parallel Taxiway -Hughes is working on the plans for this. A planning session meeting needs to be set up, with March 10'h being suggested by Hughes. After a brief discussion, Members agreed to meet around 5:00 P.M. Tharp will check with Hughes on the time. Tharp then responded to Members' concerns about some pooling of water by the t- hangars. Gardinier then asked Tharp for his opinion on where the federal funding will be this year. e. 2011 Air Race Classic -Gardinier noted that the web site now shows the pre-race list, and to date there are 29 teams listed. She noted that the Children's Museum has come up with a flyer regarding the race and these should be distributed soon. f. Corporate Hangar "L" -Mascari asked for some clarification from Tharp on the funding for this project. Mascari then stated that in these economic times, he feels they should consider being more fiscally responsible. He continued, explaining that by this comment he means they should pay down some of the debt they already have. Dulek interrupted, noting that the grant has already been signed and cannot be changed. This led to the group discussing how they should approach their policies regarding the paying down of debt. Airport Commission February 17, 2011 Page 3 i. Consider Resolution #A11-03 Approving Engineering Services Agreement with Foth Infrastructure and Environment, LLC -Tharp introduced Eric Scott, one of the engineers with Foth Infrastructure and Environment. Scott spoke to Members briefly, stating that he is excited to be working with them on this project. He then responded to Members' questions, noting that Foth did the recent work at the Eastern Iowa Airport in Cedar Rapids. Scott noted that they have come up with some alternative ideas for this project, since construction costs are down currently. The estimated time needed to complete this project will be three to five months, according to Scott. Gardinier moved to approve Resolution A11-03 as discussed; seconded by Crane. Motion carried 5-0. g. Airport "Operations": Strategic Plan Implementation; Budget; Management - Tharp noted that he received a response from Finance on the question of how interest is figured and where the Airport's investment money comes from. All of the City's investments are pooled, with the Airport retaining their proportionate amount for the City investments. Dulek added that the State has strict laws regarding this issue. Crane asked for clarification on page 28, regarding hangar rentals being down by 27%. Tharp clarified this and responded to Members' questions. Members asked Tharp to start numbering the budget portion of their packet, to aid in finding things easier. Horan noted that they need to do Tharp's annual review, and he asked that Members email him any comments they may have. i. Joint Meeting with City Council -Tharp noted that the two possible dates for this are February 28 or March 21, and neither has worked out for everyone yet. He asked the Members to decide which would work better for them, as they need to decide. After a brief discussion, Members agreed to meet with the Council on February 28 at 7:00 P.M. Members set a special meeting for Monday February 21 to discuss the Commission's actions. ii. Terminal Brick Repairs -Tharp stated that this has turned into a much bigger project than was initially anticipated. He added that he has been working with the Public WorksDepartment, and they feel that they need to get a consultant out to do a facility study on the brick in order to come up with a price point for all of the repairs. Tharp noted that he would need the Commission's approval to go ahead with this plan. Members agreed that this is necessary. h. US Army Reserve Lease -Tharp stated that he has temporary agreements from the Army. He explained that the lease expired about a year ago, but that the Army has continued to pay the monthly rental. Tharp continued, stating that what he is recommending is amending the original lease, and starting the process for a new lease. Currently the rent is $238 per month. Tharp then fielded Members' questions. Dulek reminded Members that their discussion tonight is on the original lease -not the new lease, as a public hearing will need to be set on the new lease. i. Consider Resolution #A11-04 Approving Supplemental Lease Agreement - Mascari moved to approve Resolution A11-04; seconded by Assouline. Motion carried 4-1; Gardinier in the negative. Airport Commission February 17, 2011 Page 4 ii. Consider Resolution #A11-05 Setting Public Hearing for Lease with United States Army Reserve -Mascari moved to approve Resolution A11- 05; seconded by Gardinier. Motion carried 5-0. i. Firearms Policy -Mascari noted that since the City has already made a policy regarding this issue that it should apply to the Airport as well. Dulek noted that the Airport and Library were both excluded from that policy and that they need to have their own policy. Gardinier stated that she would be in favor of aligning with the City's policy. Myers from the audience noted that they often have hunters traveling through the Airport and he asked if that would be a problem. Dulek noted that they can address this in the Airport's policy. She added that if the Members want to give her some information regarding this, she can put a policy together for them to review. Tharp added that they need to keep in mind the `noisemaker' guns that they use to get rid of birds. j. FBO /Iowa Flight Training /Whirlybird Reports -Matt Wolford with Jet Air noted that they have been finishing up the Care Ambulance space. He spoke about how quick the last snow removal was. A brief discussion ensued regarding snow removal, and Gardinier questioned if the Airport could use the large snowblower to clear the areas a little better after deep snowfalls. Members also discussed the use and cost of pre- treaters to keep the runways clearer. Tim Busch of Iowa Flight Training spoke next. He reiterated what Jet Air said, that any new hangar space will go quickly as the interest is high. He added that IFT has a new ground school beginning this coming Monday at 5:30 P.M. He also shared with Members some changes in personnel. k. Subcommittees' Reports -None. Commission Members' Reports -None. m. Staff Report -Tharp reminded Members that the Aviation Conference is April 20 and 21. If anyone is interested in attending, they need to let him know. SET NEXT REGULAR MEETING: A special meeting was set for Monday, February 21, 2011, at 6:00 P.M. in the downstairs office. The next regular meeting will be Thursday, March 17, 2011, at 6:00 P.M. at the Airport Terminal building. ADJOURN: Horan asked for a motion to adjourn. Gardinier made the motion to adjourn the meeting at 8:22 P.M.; seconded by Crane. Motion carried 5-0. Chairperson Date Airport Commission February 17, 2011 Page 5 Airport Commission ATTENDANCE RECORD 2011 TERM -~ iv N O ~ ~I NAME EXP. ~ ~~ 3 ~ 03/01 /13 X X Rick Mascari 03/01 /14 X X Howard Horan Minnetta 03/01/15 X X Gardinier Jose 03/02/12 X X Assouline Steve 03/02/14 O/E X Crane Key: X =Present O =Absent O/E = Absent/Excused NM = Not a Member at this time IP7 MINUTES PRELIMINARY BOARD OF ADJUSTMENT FEBRUARY 9, 2011 - 5:15 PM CITY HALL, EMMA HARVAT HALL MEMBERS PRESENT: Barbara Eckstein, Brock Grenis, Will Jennings, Caroline Sheerin MEMBERS ABSENT: None STAFF PRESENT: Sarah Walz, Sara Greenwood Hektoen OTHERS PRESENT: John Cress RECOMMENDATIONS TO CITY COUNCIL: None. CALL TO ORDER: The meeting was called to order at 5:15 PM. DOLL CALL: Grenis, Sheerin, Jennings, and Eckstein were present. A brief opening statement was read by the Chair outlining the role and purpose of the Board and the procedures that would be followed in the meeting. CONSIDERATION OF THE NOVEMBER 10. 2010 MEETING MINUTES: Eckstein and Jennings offered several typographical corrections. Jennings moved to approve the minutes as amended. Eckstein seconded. A vote was taken and the motion carried 4-0. SPECIAL EXCEPTION: EXC10-00012: Discussion of an application submitted by Cress Investments for a special exception to add one gas pump island to the existing Quick Vehicle Service facility on property located in the Neighborhood Commercial (CN-1) zone at 340 Scott Court. Board of Adjustment February 9, 2011 Page 2 of 6 On an overhead display, Walz pointed out the subject property located on the corner of Scott Boulevard and Court Street. She explained that in 1996, this property was granted a special exception to install four gas pump islands; however the property owner only installed three of the gas pumps. Walz said that because 15 years had passed since the initial special exception was granted, the property owners must come back before the Board to seek a special exception in order to install the fourth gas pump. This fourth gas pump island would extend and additional 25 feet south toward Court Street. Walz noted that a Neighborhood Commercial (CN-1) zone is intended to house businesses which serve the neighborhood in which they are located. The zone is not intended for businesses that generate a lot of traffic from outside the surrounding neighborhoods, and it limits the size of businesses for uses permitted in the zone. Walz said that in evaluating uses in this zone, things such as screening and the impact of lighting, traffic, and activity associated with the use on surrounding residential uses are considered. Safe vehicle and pedestrian access to and from the property as well as proper traffic circulation are also considerations. Walz stated that screening along Scott Court, the cul-de-sac that serves the commercial area, does not meet the current standards. Walz said that additional screening in that area in order to meet the S2 screening standard would be recommended. That screening basically provides separation from the pedestrian areas and the vehicle areas, and screens on-site activity from the surrounding area. Walz said that staff would also recommend that gaps in screening along the Court Street side of the property and the car wash area on Scott be filled in. Walz said that there is adequate on-site parking. Because of the controlled access off of Scott Court, which serves only that commercial area, traffic from the site does not interfere with the busy intersection at the corner of Scott and Court. Walz said that transportation planners reviewed the application and confirmed that the site does not present concerns for vehicle safety in terms of facility access. Staff recommends approval of the application subject to the following conditions: 1) Perimeter screening along Court Street, Scott Court, and Scott Boulevard must be filled in to satisfy current zoning code requirements; 2) Approval of a final site plan and canopy lighting by the Building Inspector to ensure compliance with all the requirements of the zoning code. Walz offered to answer any questions the Board might have. Eckstein asked if the screening requirements for the site were substantially different than they would have been when the gas pumps were originally approved in 1996. Walz said that screening requirements were different. Eckstein said that she was interested in the way that Walz had described the nature of the CN-1 zone given that Scott Boulevard and Court Street are much different streets than they would have been in 1996. She asked if Walz could give the Board a sense of context about the traffic volume on that corner and how it might have changed over time. Walz said that there is clearly more traffic in that area now than there was in 1996, as the area has developed substantially since that time. Walz said that the intersection would not be one that is considered congested, though there is a fair amount of truck traffic along Scott Boulevard. Walz said that in the next Board of Adjustment February 9, 2011 Page 3 of 6 several years there will be a new truck route along Taft Avenue which will alleviate some of that truck traffic from Scott Boulevard. Walz said that the truck traffic is primarily from the industrial zone to the south. One goal of the Southeast District Plan is to improve Taft Avenue, giving those trucks an alternate route out to Interstate-80 or Herbert Hoover Highway. At that point, Walz said, the traffic at that intersection wilt be mostly residential traffic. She said that both Court Street and Scott Boulevard are arterial streets and she would not describe the area as "congested;" while there is a good deal of traffic at peak times of day, it moves along pretty swiftly. Walz said that if Eckstein was asking if that zoning designation should be changed, that was something that is, in most cases, instigated by the property owners. Walz said that it is a rather small commercial area that is very close to residential uses. She said that a use such as a very large retail would not be the kind of use you would associate that zone. Grenis asked if the screening shown in the Powerpoint slides would be examples of S2 screening and she said that it would be. She said that S2 screening reaches up to four feet in height at maturity in order to screen headlights. Jennings said that the application is for an exception to build the fourth pump; however, the screening discussions involve the entire site. He asked if it was the application for the special exception that triggers those additional screening requirements. Walz explained that additional screening could not be required of the property owner unless that owner is proposing substantial changes or improvements to the property. Walz said that presumably if there is a need for an additional pump, then there is more traffic that will be coming to the site, which would seem to indicate the need for additional screening. Jennings noted that the screening being proposed involves areas nowhere near the new pump. Greenwood Hektoen explained that the entire site would need to come into compliance with current screening standards. Jennings asked if he was correct in understanding that the application for the special exception is what triggered the enforcement of the current zoning standards for the entire site; Greenwood Hektoen said that was correct. Jennings asked for clarification on whether the gas pump canopy would be extended 25 feet further south from its present location or from the location proposed in 1996. Walz said that it would extend 25 feet from its present location; the same specifications and locations for the fourth pump are being requested now as were requested in 1996. There were no further questions for staff and Sheerin invited the applicant to speak. John Cress, 4506 Dryden Court, introduced himself as the applicant and noted that this commercial area is a private subdivision for which each property owner pays association dues. He said that he does not foresee anything large or out of scale ever coming into that area as every lot is now filled in with a mix of businesses. Cress explained that when the site was built in 1997, the footing and piping for the fourth pump were actually installed. Cress said that now it is simply a matter of adding the actual gas pump to make for better business flow on-site during peak times of the day. Cress said that while he understood the need for some additional screening, he did hope that it would not need to be anything that grew taller than four feet. He said he had a bit of a concern about screening all of Scott Boulevard as he did not feel that there was a screening issue on the northern part of the property. It is his desire to leave that area somewhat open for people walking along Scott Boulevard and for the visibility factor at the intersection. Sheerin asked what visibility Cress was concerned about and he replied that he wanted the site Board of Adjustment February 9, 2011 Page 4 of 6 to be visible to pedestrians and to make sure that the corners remained visible for safety reasons. Walz said there would be a requirement to keep things set back from the corners to maintain the vision triangle. She said that there would be no requirement for screening along the building itself on the Scott Boulevard side, as the building served as a screen from lighting concerns. Walz said that the Building Official would review with him any specific screening requirements for the northern area. Cress asked if the screening would be fairly low-growing and tolerable to snow and Walz replied that Cress would be able to choose the species, though a certain percentage of the screening would have to be evergreen. Jennings asked what the peak times for his business were. Cress said that they vary, but that they generally include times when there are shift changes for Proctor & Gamble and Lear. He said that there are peaks from 3 PM to 4 PM, and then again from 4 PM to 6 PM. Cress said that there are some drive-time peaks when people are going to and from work, but that the biggest peaks were generally in the late afternoon. Cress noted that the flow of traffic at the intersection of Court Street and Scott Boulevard has been much smoother since the City installed turning lanes and stoplights a few years ago. Cress noted that he lives on the east side of town. Sheerin opened the matter for public comment. No one wished to speak to the issue, so Sheerin asked for a motion. Eckstein moved recommend approval of EXC10-00012, an application submitted by Cress Investments for a special exception to add one gas pump island to the existing facility on property located in the Neighborhood Commercial (CN-1) zone at 340 Scott Court. Jennings seconded. The public hearing was closed, and Sheerin invited findings of fact. Eckstein addressed the specific standards. Eckstein found that under the current conditions the screening does not meet current zoning code and that criteria will need to be met in order for the applicant to move forward with the proposal. The vehicle stacking spaces are adequate as are the parking facilities. The setback is appropriate, being at least 10 feet from any street right- of-way and 100 feet from any residential zone. The lighting is in compliance with the code and the screening will be improved in order to meet current code requirements. The current light sources are within the 15 foot range required by the code. Jennings addressed the general standards. He found that current public roads providing access to the property are designed to accommodate the levels of traffic generated by CN-1 uses. Scott Boulevard and Court Street are both arterial roads. Scott Court provides access only to the commercial properties within the CN-1 zone. Screening is an issue and must be brought into compliance with zoning requirements in order to ensure that the specific proposed exception will not be injurious to the use and enjoyment of other properties in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood. The impact of the filling station on neighboring properties is minimized by the fact that the gas pumps are facing the interior of the commercial zone, toward Scott Court instead of Court Street or Scott Boulevard. Additionally, distance and landscape screening will minimize views of the gas pumps from residential properties. The canopy lighting will be reviewed by the Building Official to ensure compliance with current code requirements. Board of Adjustment February 9, 2011 Page 5 of 6 Sheerin stated that at this time the proposed exception would impede the normal and orderly development and improvement of the surrounding property; however, if the screening is brought into compliance then that criterion will be satisfied. There are adequate utilities, facilities and drainage in place, and Scott Court is designed to support the levels of traffic generated by the subject use and surrounding uses in the zone. Sheerin stated that the specific proposed exception satisfies the requirements for ingress and egress because vehicle access to the subject property is restricted to Scott Court. The specific regulations and standards will be met once the application has been submitted for a building permit and the Building Official has reviewed the site plan. The use is consistent with the Comprehensive Plan which identifies the property as appropriate for Neighborhood Commercial uses. Sheerin noted that the screening is currently not sufficient along Scott Court and Court Street, and the present light is mounted at 14'6". Sheerin called for a vote. A vote was taken and the motion was approved 4-0. Sheerin declared the motion approved and stated that anyone wishing to appeal the decision to a court of record may do so within 30 days after the decision is filed with the City Clerk's Office. EXC10-00013: Discussion of an application submitted by Center City LLC for a special exception to allow off-site parking for a mixed use building for property located in the Central Business (CB-10) zone at 328 E. Washington Street. Walz stated that the staff was deferral until the next meeting as there was a discrepancy with the interpretation of the zoning code. Walz explained that the applicant is required to go through a special exception process for a related issue and staff recommended deferral so that both matters could be considered by the Board simultaneously. The applicant has agreed to defer. Greenwood Hektoen advised the Board to make a motion and vote on deferral. Eckstein moved to defer EXC10-00013 until such time as the applicant wishes to move forward with it. Grenis seconded. A vote was taken and the motion carried 4-0 (Plagge absent). Eckstein stated that throughout the staff report numbers there are 19 parking spaces discussed; however, the application is for 20 parking spaces. Walz said that was an error on the applicant's part, noting that a new staff report will be prepared when the matter is considered. BOARD OF ADJUSTMENT INFORMATION: None. ADJOURNMENT: Jennings moved to adjourn. Eckstein seconded. The meeting was adjourned on a 4-0 vote. W ~ ~ 0 fn W ~ ~ ~ W ~ Q Z N LL Q Q ~ Z ~ W Q ~ ma N r r ~•- N r O r r O r M r ti tO r _M M N X X X X N w ~ Cfl LC) N -- C'7 - g ~~ ~- O ~ O ~ O . O r O wa N ~ N ~ N ~ N ~ N ~ H X w o 0 0 0 0 ~ . 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E ~ N N _ C ~ ~ C ~ ~ (B ~ ~ ~ ~ Q z O a Q ~~ ~~ z ii n w ~ ~~ xOOz w Y IP8 MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION PRELIMINARY FEBRUARY 17, 2011 - 6:30 PM MEETING ROOM A, IOWA CITY PUBLIC LIBRARY MEMBERS PRESENT: Andrew Chappell, Cheryll Clamon, Scott Dragoo, Charlie Drum, Jarrod Gatlin, Holly Jane Hart, Michael McKay, Rebecca McMurray, Rachel Zimmermann Smith MEMBERS ABSENT: None STAFF PRESENT: Tracy Hightshoe, Steve Long, Linda Severson OTHERS PRESENT: Deborah Lyon (Successful Living); Ron Berg (MECCA); Sara Barron & Scott Hanson (Big Brothers/Big Sisters); Bill Reagan (Arc of Southeast Iowa); Karen Fox (Compeer); Roger Lusala, Roberta Eide, Katie Lammers, Kim Downes (Mayor's Youth Empowerment Program); Bethany Beucher, Laura Dowd (Local Foods Connection); Sue Freeman, Brian Loring (Neighborhood Centers of Johnson County); Dion Williams (Systems Unlimited), Becci Reedus, Beth Ritter Ruback (Crisis Center); Kristi Doser (Domestic Violence Intervention Program); Roger Goedken, Joshua Woolums (Progressive Education); Kafi Dixon (Shelter House); Sandy Pickup (Free Medical Clinic); Jerry Partridge & Brett Gordon (Old Brick); Bahki Bahkit (Sudanese American Community Center); Bob Anderlik (Table to Table); Stephen Trefz & John Shaw (Community Mental Health); Josh Goding (Public Access Television); David Dude & Joan VandenBerg (Iowa City Community School District); Maryann Dennis (The Housing Fellowship); Rafael Crespo (Dolphin Lake); Mark Patton (Habitat for Humanity); Karen Kubby (Emma Goldman Clinic); Pat Meyer (Successful Living); Jim Swaim (United Action for Youth) RECOMMENDATIONS TO THE CITY COUNCIL: ^ The Commission voted 9-0 to recommend approval of the Iowa City Housing Authority FY11 Annual Plan. CALL TO ORDER: The meeting was called to order by Chairperson Michael McKay at 6:30 p.m. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE2of13 APPROVAL OF THE JANUARY 6, 2011 MINUTES: Hightshoe noted that the date on the minutes read 2010 instead of 2011. Chappell moved to approve the minutes as amended. Zimmermann Smith seconded. The minutes were approved on a 8-0 vote (McMurray not present at time of vote). PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA: None. STAFF/COMMISSION COMMENT: Long stated that the City Council had approved the affordable housing location policy, noting that there were copies available at this meeting. REVIEW THE IOWA CITY HOUSING AUTHORITY FY11 ANNUAL PLAN: • Make a Recommendation to City Council Hightshoe noted that Steve Rackis of the Iowa City Housing Authority (ICHA) was present to answer any questions the Commission might have about this document. She said that the document is essentially the Housing Authority's annual report and is required by the Department of Housing and Urban Development (HUD). Hightshoe explained that the Commission's bylaws require it to review the document and make a recommendation to City Council. Rackis noted that the actual Annual Plan consists of one front and back page, but when all of the documentation required by HUD is attached it comes to about 30 pages. Rackis said ICHA provided details about its programs, the population served, and their strategies for addressing housing needs for families currently assisted by the program. Rackis noted that all of the information contained in the Annual Plan is also contained in CITY STEPS, as ICHA is required to report the information there as well. Rackis said that the text of the document is essentially cut and pasted from CITY STEPS; however, the document is required by HUD and must be approved by the Commission and City Council before it can be sent to HUD. Rackis provided some data and statistics about the program, but said that he did not have budget projections as Congress had not yet passed the FY11 budget. He noted that ICHA had reopened its waiting list and begun taking applications again as of February 9, 2011. He said that as of February 8th, the ICHA had processed applications for every family with a local preference. He said that 1,200 applications had been dropped in the previous year for invalid contact information (mail had twice been returned to sender). This left ICHA with 700 remaining applications, all of which were for families living outside of their jurisdiction. By February 15, 2011, ICHA had received 158 new applications for the voucher program, 93 of which claim residency status; the public housing program had received 97 applications, 47 of which claim to have residency. Rackis said that ICHA has a very simple online application process. Prior to reopening the waiting list, ICHA had reached out to service providers in the community to notify them. Rackis said the waiting list will be open indefinitely. He said that the list had been closed for one year and one month. Rackis said that people in the top preference categories receive service before anyone else; that HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 3 of 13 includes people who are elderly, disabled, or a family with children under 18 who live in our jurisdiction. This has the result of pushing the 700 out of jurisdiction applicants further back down the list as preference applications come in. Zimmermann Smith said that she was not sure what the Commission's job really was in regard to this document, as it seemed as though the "review" meant simply to pass the document on to Council. Rackis said that the Commission's job is essentially to approve a report that is to be sent to City Council for approval so it can be sent to HUD for approval. Rackis said that the document is essentially a report and there isn't a housing authority in the country that doesn't wonder why it needs approval prior to submission. Chappell asked how long an applicant must live in Johnson County prior to being considered domiciled in Johnson County. Rackis said that the Housing Authority cannot have a residency "restriction"; however, they can have a residency "preference." A preference means that if someone lives and/or works in ICHA's jurisdiction they will be considered for housing assistance before applicants living outside of ICHA's jurisdiction. Chappell said he was actually asking a different question. Rackis clarified that the ICHA cannot say that they will only consider an applicant a resident if they live in the jurisdiction for 12 months. Chappell said he is just trying to figure out what ICHA means when they indicate that 84% of those served are residents of Johnson County. He asked if this was a function of the address the applicant put on their form or if there was some other indicator of residency. Rackis said that in order for an applicant to receive the residency preference they must establish that they are working or living in the ICHA jurisdiction. He said that the preference was established in 2006, so there are families from outside the jurisdiction that were admitted prior to the preference being in place. Rackis said that residency means that when someone comes to the top of the list they can produce records such as leases, school records, and paystubs that verify their claims of residency. Clamon asked if it was correct that someone living here for one day would be considered a resident, and Rackis said that it would, however they may have difficulty verifying that fact. Chappell noted that some of the corresponding text and support documents for the report were not included for Commission review. He asked if Rackis believed there was anything in those missing pages that the Commission or Council should be aware of. Rackis said that the document before the Commission reflects only the changes made from FY10, most of which were HUD required. Rackis said that one change that was made was that ICHA will provide Section 8 vouchers to clients being assisted by HOME funds once the HOME funds are exhausted. Another change is that the ICHA will be adjusting public housing rents whenever there is a change in income reported, rather than just upon annual review. Hart moved to recommend approval of the ICHA FY11 Annual Plan. Chappell seconded. A vote was taken and the motion carried unanimously. DISCUSSION REGARDING APPLICATIONS FOR FY12 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME INVESTMENT PARTNERSHIP PROGRAM (HOME) FUNDING -QUESTION/ANSWER SESSION: McKay explained that the Public Services applications would be handled first. He said that the Commission was not looking to have presentations made about the applications; rather, they were seeking to determine if there were questions that needed to be addressed. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE4of13 Hightshoe said that a couple of members asked about the funds available. She said that HCDC is allocating $1,235,000. That said, Congress has not passed their budget yet. Hightshoe said that the funding for this year is likely to be reduced from last year's amount. She said allocations should be made with this in mind, because when the budget comes in, allocation figures may need to change. Hightshoe said that of the $1.2 million, about $100,000 is available for Public Services, $762,000 must be allocated to HOME eligible activities, and about $373,000 is available for Public Facilities. The ranking criteria will be e-mailed by February 21St, and the ranking sheets are due back from the Commissioners by February 28th. Hightshoe said that applicants have been informed that tonight was not a time for presentations, noting that this is a question and answer session. Hightshoe noted that the applicant cannot submit additional materials at this time, unless specifically requested by staff and/or the Commission to do so. The staff report includes comments about areas of concern staff might have for any of the applications, but the questions raised by staff are not ones the Commission need necessarily address unless it is a concern for them. McKay said that he recommends the Commission proceed in the order the applications appear in the Commission materials so as to make sure they do not miss anyone. PUBLIC FACILITIES: Biq Brothers/Biq Sisters of Johnson County: McKay said that this application was of Medium Priority and the request is for an $11,640 grant to purchase equipment. McKay said that the request is for tables and chairs that will be used for trainings and the money would be spent on the materials, labor and installation. Hightshoe noted that the materials will be used for youth services and under CITY STEPS should be designated as a High Priority. Clamon asked if the agencies would be responding to questions laid out in the staff report, and Hightshoe replied that they would only respond to questions the Commissioners specifically asked them. Compeer Program of Johnson County: This is designated a High Priority as it provides mental health services. The request is for a grant of $10,750 to fund an additional 25% time for staff (increase from 50% to 75%). Chappell asked if Compeer has a plan for funding in FY12. Karen Fox, Compeer Director, said that the agency would continue to seek additional funding sources. She said the increased hours would afford her the time necessary to seek additional funding that right now she is unable to squeeze into her day. The Crisis Center: Designated as a High Priority, the Crisis Center is requesting $11,092 in order to continue staffing at their current levels. Chappell said that he had the same question for the Crisis Center: how did they intend to fund the position in FY12. Becci Reedus, Executive Director of the Crisis Center, said that essentially the Crisis Center funds the position, but any help they can get to defer the cost of salaries results in more money for programming. She noted that the Crisis Center had recently added awork-study student. Reedus said that staff was increased in order to assist with processing of applications. Domestic Violence Intervention Procaram: DVIP requested $5,600 for the purchase of computer equipment and chairs for their operations. Clamon said that she was curious about other funding sources for this application. Kristie Doser HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 5 of 13 said that they do seek alternate funding sources, but any time they can get operational costs funded through a grant, they seek it. She said that they certainly set aside funds for this type of expense. She said that they need to replace the chairs and the computers, and they are hoping the Commission can help them find a way to do it. Chappell asked how firm the numbers were for the project. Doser replied that she had provided copies of the estimates to Commissioners who came for the site visit but that she would be happy to furnish them for the other members as well. McKay asked if DVIP had any reason to be optimistic about their attempts to secure funding from other counties. She said that there has been help from other counties in the past. Washington County supports a 75% time position, and there is a small group in Iowa County that does fund-raising for the program. As of yet, there has not been success in securing funding from Cedar County, which is a service area covered by the program. Emma Goldman Clinic: The applicant is requesting $50,000 for equipment. Chappell asked where the clinic is in its fund-raising for this project. Karen Kubby, Director, said the fund-raising was just in the beginning phases and will be direct-ask giving. She said there are certain people that will be specifically asked to contribute, as they have indicated a willingness to give. Kubby said that there is a plan in place to request $15,200 from those sources, but that can be adjusted as needed. Iowa City Community School District: Hightshoe explained that this is in fact a Public Facility application, so it will be reviewed with those applications. The Free Medical Clinic: This application is for a request of $47,000 to help provide services and equipment for those suffering from chronic health problems. There were no questions for this applicant. Local Foods Connection: This funding request is for $16,000 to fund the halftime salary of their Outreach Coordinator. Chappell asked what the plan was to fund this position in the future. Bethany Beuchel spoke on behalf of Local Foods Connection, saying that this position would be part of a one-year project to increase the capacity of the organization to serve more people. McKay asked for more information about what the purpose of the outreach is. Beuchel said they would actually be reaching out to other social services agencies to see how they could incorporate some of their programming without necessarily having to use all of their resources. Laura Dowd, Director, explained that currently Local Foods has partner agencies, such as The Arc and the Free Medical Clinic. These agencies refer clients to Local Foods programs, and/or Local Foods provides food to their agencies. Dowd said that there are other agencies that are interested in the work Local Foods is doing, but cannot afford to buy the food. Local Foods wants to do outreach to these agencies, tell them about their work, provide them with educational materials and maybe help them find a way to access fresh foods without needing so much financial support from Local Foods. McKay asked if Local Foods had a large enough stream of food that they could support such growth. Dowd said that the suggestion would be for the agencies to buy food from local farmers rather than from Local Foods. Dowd said that Local Foods promotes local food to agencies that serve the low-income. Local Foods would help these agencies figure out how to go about doing that. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 6 of 13 Mayor's Youth Empowerment Program: This application is designated a Medium Priority. The request is for $40,000 to fund the purchase of two vans: a 12-passenger van and awheelchair-accessible van. Chappell asked how MYEP had determined that $40,000 was a reasonable price. Roger Lusala, Director, said that a new, fully-equipped van would cost about $44,000; these vans are used. Chappell asked if these vans were replacing existing vehicles. Lusala said that the wheelchair-accessible van is replacing one that had to be put out of commission. Drum asked how MYEP was currently transporting wheelchair clients. Lusala said that currently MYEP is transporting wheelchair- bound clients by using SEATS as much as possible, and relying on the help of parents. Lusala said that some of the wheelchair-using clients come on school buses and then have to wait several hours to go home until there is transportation available for them. Drum asked if the wheelchair-van was MYEP's higher priority then, and Lusala replied that it was. McKay asked where MYEP had found an equipped van and Lusala said that they would need to buy a van and get it equipped. Clamon noted that staff had mentioned matching funds in their report. Hightshoe explained that with equipment such as vehicles it is important not to fund 100% of the request, because if the van is used for staff training or an errand then it would be used for something that is not a CDBG eligible expense. Hightshoe said that if the van would be used for that kind of activity 5% of the time, then HCDC should fund only 95% of the van. Hightshoe said that the agency would have to clarify exactly how much of the van use would be for eligible activities before a funding level could be determined. Neighborhood Centers of Johnson County: McKay stated that this application is designated a High Priority, and is requesting $32,321for various types of training programs in coordination with a number of other service providers. Chappell asked if this was intended to be a one year program. Sue Freeman, Director, said that this program is not intended to be a one year program, but is seen as a good model and foundation. Freeman said that NCJC has already looked at grants to fund summer programs based on the same program and is in contact with private business and industry in Iowa City to look at ways of making the program sustainable for the long-term. McKay asked what Freeman would consider her priorities if full funding was not available. Freeman said that NCJC is looking at keeping costs as low as possible by using AmeriCorps staffing, and is working with good partners to make this along-term sustainable program. Drum asked how this program differed from those offered by Shelter House. Freeman explained that Shelter House is working with in- house clients while NCJC is working with the broader community. MECCA: Hightshoe explained that MECCA had applied under Public Facilities, but a portion of the request can only be funded through the Public Service category. She said that the entire application can be considered for funding, but the Commission should keep in mind that a portion of the allocation would have to be from Public Services if that particular equipment request was funded. Progressive Education: Chappell asked how the applicant had reached their budget number for developing the course. Roger Goedken spoke on behalf of Progressive Education said that the number was reached by settling on an hourly rate, and considering the time involved in developing the programs. Chappell asked if the applicant had established an hourly rate and then extrapolated from there. Goedken said some of the numbers are based on personal experience with similar programs. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 7 of 13 McKay asked what made Progressive Education's program different from some of the other programs in town. Goedken said that they hope to be a lot more comprehensive, in-depth, and focused. He said that the plan is to have an eight-week module that is very focused on specific areas in a person's life, rather than just covering broad spectrums. He said that he thinks this specific focus will have a much greater likelihood of success. Clamon asked if Goedken could describe the actual subject areas and skills they would be addressing. Goedken said that one important component would be computer training, which would certainly affect a lot of other life areas since 90% of businesses now have on-line applications. Another subject would be personal financial management and budgeting. Health and wellness would be a third component which would focus on making better choices, stress management and other factors in personal well-being. Zimmermann Smith noted that the application indicates that Progressive Education's staff has had past successes with this programming. Zimmermann Smith asked how those ventures were funded. Goedken said that those services were provided with volunteer hours and were largely unfunded. He said the services were provided for free in partnership with the ICHA. Shelter House: McKay said that the Shelter House request is for $50,000, and is designated as a High Priority. McKay said the funding request is to help fund the larger operational and programming expenses that the new, larger facility generates. Chappell noted that Shelter House must have known going into it that the larger facility would generate larger expenses. He asked what efforts had been and were being made to fund those expenses. Kafi Dixon spoke on behalf of Shelter House. She explained that Shelter House receives funds from a number of sources, including fundraising and new fee-for-service programs. Dixon said that the commercial kitchen housed at the new facility will be seeking contracts for service in order to generate revenue while providing training and work experience for clients. The lodge-model transitional housing facility that Shelter House is currently renovating will eventually be self-sustaining and generate income from rents. The goal is for the agency to become more self-sustaining in the future through these fee-for-service programs and contracts; however, for the time being they are seeking additional grant opportunities and are doing continual fund-raising. She said that this is a transitional period wherein expenses have increased at a greater level than income, and hopefully that will level off in the years to come. Chappell asked if the beds were being filled and Dixon said they were. She said there are ebbs and flows, but generally, only one month into operations at the new facility they are usually near capacity. McKay asked if the funding request is to cover salaries. She said that it is; however, the money could certainly be used elsewhere to offset salary expenses. She noted that the heat and electric bill had risen from $900 per month at the old facility to $2,800 per month at this one. Drum asked what kind of planning was being done to ensure that the facility will be sustainable in the future. Dixon said that the Board is very committed to sustainability and are currently looking at an aggressive fundraising plan. She said that there is one staff person whose sole job is development, and the new programming should lead the facility toward self-sufficiency. Dixon said that it is their hope that at some point they will be self-sustaining, but it is early in the transition process. She said that in January their expenses did exceed their income. McKay asked fellow Commissioners if they thought it would be helpful to get a revenue forecast from Shelter House. Chappell said that he thought it would be helpful, but that his understanding from Dixon is that part of the problem is that the new programs are in their infancy. Clamon asked McKay to elaborate on what he was suggesting. McKay said that strategic planning must have been done, and it might be helpful to see what the revenue streams for the program area and what amount of revenue they think that will provide. Dixon said that they do have that mapped out, and McKay said that it would be helpful to see that. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 8 of 13 Successful Living: McKay said that this request was for $6,000 to assist in transportation costs for their day programs. McKay asked to what extent Successful Living use SEATS and public transit for their transportation needs. Pat Meyer spoke on behalf of Successful Living. She said that the difficulty comes in when there are recreation activities planned, such as bowling. At those times, public transit may not be an option, SEATS cannot transport everyone, and Successful Living is looking to reduce the amount of vehicles necessary for staff to transport clients. She said that the program does not have money for cabs. She said that when it makes sense to use public transportation, they do utilize it as much as possible. The Sudanese American Community Center: This application is fora $50,000 grant and is designated as a High Priority. The funding would provide services and educational training. Hightshoe noted that the application came in as a public facility, but the request is actually for funds to lease a space in which the activities would take place. Hightshoe said that is an operational expense and as such must be funded under Public Services. McKay said that he was interested in the number of persons assisted, 1,254, as it seemed to be a very big, very specific number. Bahkti Bahkti said that the number includes the full numbers of the families served. Clamon noted that in its report, staff had mentioned membership fees as an issue, as well as the possibility of the duplication of services. Systems Unlimited: This is an application of Medium Priority for funding to purchase awheelchair-accessible van for $44,650. McKay asked the applicant if the project would go forward with only partial funding. Dion Williams, speaking on behalf of the applicant, responded that the project would go forward, but probably not as soon. He said that Systems has a number of wheelchair-accessible vans, four of which have over 200,000 miles on them. He said that the vehicles have to be replaced eventually and funding for vehicles is very difficult to procure. Table to Table: The applicant is requesting $20,000 for support for their ongoing food rescue operation. The application is designated a Medium Priority. Drum asked what the general operational expenses consisted of. Bob Andrlik, Executive Director, said that the general operational costs are for maintenance for the vans, gas, and the funds are needed to off-seta $10,000 dip in grant funding in the last year. He said that the organization does anticipate the grant coming back on- line at the higher level; however, the fiscal year structure was changed this year, resulting in smaller awards. He said he believed the gap would be a one-time thing. United Action for Youth The agency is requesting $6,900 to increase the number of computers it has available. Clamon said she was interested in knowing the percentage of time these computers would be used by service staff and clients. Jim Swaim, Executive Director, said that these computers would be used exclusively by kids in their programs. PUBLIC FACILITIES: Arc of Southeast Iowa: McKay said that he had attended the tour the other day and according to his understanding this application breaks down into two basic projects: 1) the funding of a handicap accessible playground, and 2) infrastructure needs within the structure itself, such as a sprinkler system, as HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 9 of 13 well as funding for building expansion. Chappell noted that the Arc lists four items in its application: the sprinkler system, the playground, the kitchen/bathroom remodel, and the commercial floor tile. Chappell asked Arc to rank the items in priority order. Bill Reagan, Executive Director, said the first priority would be the sprinkler system, the second priority is the bathroom remodel, the third priority is the commercial floor tile, and the fourth priority is the playground. Community Mental Health Center: McKay noted that this project is for the installation of an elevator, a project that was reviewed by the Commission during the special allocation session. Chappell asked if all four of the buildings out of which CMHC operates face similar infrastructure needs. Stephen Trefz, Director, said that some of the buildings are better situated. He noted that this particular building is where the psychiatric patients are seen and there are steps that need to be traversed. Crisis Center: The funding request is for $170,000 for parking lot improvements and interior rehab. Drum asked how the agency would prioritize the projects. Reedus said that one of the issues for the Crisis Center has been that with the number of non-profits located in the area the parking and traffic present safety hazards. Reedus said that the parking lot has never been rehabbed and is not wide enough for the parking needs. She said that redesigning the parking area and drive would help with traffic flow. Reedus said there have been a number of accidents over the years. Dragoo asked Reedus to comment on safety concerns discussed in the application. Reedus explained that the safety issues can be presented when staff meets face-to-face with clients seeking assistance. She said the issue has been on the radar for several years but was brought to the forefront by the recent UIHC escapee -should that person went to the Crisis Center how would it be handled. She said that the area is somewhat isolated as well. Domestic Violence Intervention Project: The request is for $6,500 for interior repairs to doors and doorframes. There were no questions for this applicant. Iowa City Community School District: The request is for funding for fiber-optics that would assist in providing summer programming. Chappell asked for clarification. David Dude spoke on behalf of Iowa City Community Schools. Dude said that the City of Iowa City has already run empty duct-work for the school district down Sycamore Street in preparation for this. Chappell asked how many of the schools are yet to have fiber-optics. Dude said he believed there were nine schools without it, almost all of which are in the east area of Iowa City. He said that the schools are generally embedded in neighborhoods without any nearby businesses, so it is generally left up to the school district to run the fiber. Dude said the difference in connection speed from what the schools are operating on now is a speed increase of about 700 times. This will assist these schools in being served with software that are used in other schools but currently cannot be used in theirs because of the speed issues. Zimmermann Smith asked if this project is specifically for the Success Maker after-school program or if it would utilized for other purposes. Dude said that it will assist with all aspects of curricular and school activities that involve the Internet or the school district's communication networks. Mayor's Youth Empowerment Program: McKay noted that this was also a project discussed during the recent special funding session. He said that one aspect is for funding to renovate the upstairs of their current facilities, and the HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 10 of 13 other aspect is for down-payment assistance to buy an adjoining property. Zimmermann Smith asked Lusala which project was his first priority, and Lusala said that the renovations on the existing building are first priority. Lusala said that the purchase of the adjacent property would alleviate current parking issues. Neighborhood Centers of Johnson County: McKay noted that the center has apparent cracks in the stucco exterior of their building which may be leading to water damage. The center will be using $65,000, some of which had been intended for repairing the siding. The roof is also in tough shape and has curling shingles and would cost approximately $20,000 to repair. McKay asked what the first priority is for NCJC. Brian Loring spoke on behalf of NCJC, and said that he believed the center needed to get to the siding issue in short order. Loring said that said that the reason NCJC does not have a lot of matching funds in this request is because he suspects that once the stucco is off they will find that there is a great deal of water damage to repair, and their funds will go toward that. MECCA: The application is for a grant of $16,293. Hightshoe said that MECCA was requesting funding for windows and redundancy switches on their computers. McKay asked what the priority project would be for MECCA. Ron Berg spoke on behalf of MECCA. He said that the computer equipment is the top priority. McKay asked if this was asecurity-related issue and Berg said that it is not. Berg said the windows are about efficiency, the redundancy switches concern their computer network. Old Brick: The request is for $49,600 in funding for replacing the handicap accessible doors on the east and west sides, and to repair the front door, which has some historical significance. McKay clarified that the front door is not involved in the accessibility issues. Brett Gordon of the Old Brick Foundation said that the estimate for a replacement door for the front entrance came in at $24,000. He said that currently the door is a security issue for the building. Gordon said that the anchoring pieces that hold the doors in place have not been manufactured since prior to World War II. He said that he is searching for a way to come up with the necessary parts, but the current door was installed in 1910, so he is not entirely confident. He said that the $24,000 estimate is for a new replacement door built to historical specifications. Gordon hopes to solve the issue for less than half that price, and is still trying to track down a means of repairing the current door. Drum asked staff if the front door would have to be accessible if it were replaced. Hightshoe said that it did not have to be accessible; though the funding justification might have to be elaborated a bit for HUD. Public Access Television: McKay said this request is designated as High Priority and is for $27,350. McKay said there were several different projects listed on this application. Clamon asked how the low-income benefit could be documented as these projects would benefit a number of people of all income levels. Josh Goding spoke on behalf of PATV. He said that he believed based on the location of PATV they would qualify based on area benefit. Hightshoe said that much like Old Brick, PATV is in a qualifying census tract, but because many of the residents are students, some additional justification may be required by HUD. Hightshoe said it is possible that all of the repairs might not be eligible for funding. McKay asked Goding what the priorities were for the projects. Goding said he would prioritize things in the following order: 1) retaining wall, 2) driveway area, 3) storage, 4) repair to the accessible door, and 5) painting. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 11 of 13 A 5-minute break was taken. HOUSING: Dolphin International LLC: This application requests $640,000 in a forgivable loan to upgrade 32 housing units, with 64 bedrooms. Hightshoe invited the applicant to come before the Commission. Rafael Crespo spoke on behalf of Dolphin. Chappell asked if Dolphin was prepared to submit a revised pro forma that addresses the concerns outlined in the staff report. Crespo said they would do so if need be. Chappell asked if there had been any rehab done since last year. Crespo said that the project Dolphin had sought funding for last year had not moved forward as the bank refused to fund it. Dolphin is now seeking other private investors to see about getting that project done. Chappell asked if any buildings or apartments at all had been rehabbed since it seemed as though this was an ongoing project. Crespo said that only the units at the front of the property have been renovated since the project began. There were no further questions. The Housing Fellowship: The funding request is for $40,000; their HOME entitlement allocation. Maryann Dennis spoke on behalf of The Housing Fellowship. Chappell asked if it was correct that this funding is something The Housing Fellowship is eligible for because of the nature of what they do and who they are, and is intended to assist them with operating expenses. Dennis said that is correct; as their agency is a Certified Housing Development Organization (CDHO). McKay asked if it was correct that The Housing Fellowship had received this funding in prior years, and Dennis said that is correct. The Housing Fellowship is also applying for an interest-free pre-development loan of $10,500. McKay requested comments on the timing issues brought up in the staff report. Dennis said that the application for the low-income housing tax-credit is due on March 8'h, and will be awarded later this summer. Dennis said that if the Iowa Finance Authority (IFA) does award the tax credits then they require 10% reservation fee to be paid within ten days. The Housing Fellowship is projecting that fee to come to $51,713. The fee would be paid after the July 15` allocation date, so the fee would be an eligible expense that HCDC could reimburse after July 1 sc Hightshoe noted that only a CHDO can utilize the two funding streams being applied for by The Housing Fellowship. Unfortunately, Hightshoe explained, neither of these two funding streams can be considered for the CHDO set-aside. Habitat for Humanity: This application is designated a Medium Priority, and is fora $180,000 loan. Mark Patton, Director, noted that the application is for four homes on four lots. Drum asked if there were really still lots available for $38,000, and Patton said that there are, though they may not be where the City Council wants them to be. He said that Habitat is also waiting for a vacant lot on Douglass Court to come back on the market. Hightshoe noted that Habitat actually had two applications: the first is for additional lots, and the second is for owner-occupied rehab. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 12 of 13 Patton said that the owner-occupied rehab is dealing with ramps and accessibility and is essentially helping people stay in their homes. Chappell asked if Patton was pretty confident with the numbers submitted for the ramps since Habitat has done a number of them in the past. Patton said the tricky ramps are ones that lead into mobile homes because of the height and the space restrictions. Drum asked about the status on the grant Habitat had submitted to the Agency on Aging. Patton said the grant had been submitted approximately three weeks prior and he did not expect to hear back before May. Mayor's Youth Empowerment Program: Roger Lusala spoke on behalf of MYEP. McKay noted that the request is for just shy of $100,000 to be used for new construction. Clamon referred to the staff report, asking if there were resources to cover funding gaps if project revenues do not meet expected expenses. Lusala said that the agency does have older homes that produce revenue that could be used to cover expenses if need be. Drum asked how this project aligns with the goals and priorities of MYEP's main operation. Lusala said that the operation provides services in the center, but also has a residential program. This funding would be for their residential programs, providing accessible homes for individuals with mobility impairments. Lusala said that MYEP already owns three units right now and manages several others. (McMurray left) Shelter House Lodge: The funding request is for $275,000, and the priority assigned to this project is High. Hightshoe noted that Shelter House had been scheduled for the 8:55 time slot, and Canganelli had indicated that she could not get to the meeting much before that. Hightshoe suggested considering Shelter House last to push it closer to that 8:55 time slot. Successful Living: Deborah Lyon spoke on behalf of Successful Living. McKay noted that the application is for $92,500. Chappell asked staff if funding for this project would have to come out of Public Facilities money. Hightshoe said it just has to come out of the CDBG funds, whether that's Public Service or Public Facilities. Hightshoe explained that there is a rule in the program that says if a property is assisted with HOME funds it cannot have HOME funds reinvested in it again until the affordability period has expired. Hightshoe said this property does not get released from its affordability period until 2016. HCDC can fund it, but it has to use CDBG funds. Clamon asked for clarification on the budgeting concerns expressed in the staff report. Lyon said that right now the $175 monthly rent that is collected covers expense only for basic maintenance and utilities. This building has the lowest rent of all of Successful Living's facilities; the other two facilities are $335 per month. Lyon said that the idea is that when a person is transitioning from an institution or from homelessness they can live in this facility until they have more financial and community support. Systems Unlimited: This application is a High Priority and will involve rehab on several properties. The request is for $70,000. Dion Williams spoke on behalf of Systems. McKay asked what projects would be of highest priority if full funding is not available. Williams said that there are a couple of roofs that are in very bad shape, and removing the architectural barrier in front of one house and replacing it with an ADA compliant ramp would also be a high priority. Another priority would be turning an existing bedroom into ahandicap-accessible bathroom in order to create more accessible housing. Williams said he could provide a complete prioritized list if that would be helpful, and HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 13 of 13 McKay said it would be. Long asked if Systems had addressed the concerns about the budget that was expressed in the staff report. Williams said that his finance director spoke with Hightshoe and will be submitting a revised pro forma. He said that there had been a miscommunication between the person writing the grant and the finance director. United Action for Youth: This is a High Priority request for $480,000. It was noted that while UAY's Swaim had been present earlier in the evening, the meeting was an hour ahead of schedule, so he had likely stepped out for a bit intending to return. After some discussion, it was decided that Commissioners should voice their questions and staff could relay the questions to the missing applicants (UAY and Shelter House), since their absence was through no fault of their own, but due to a scheduling anomaly. Chappell said he would like clarification on the budget issues raised in the staff report. Hightshoe said her concern was about long-term financing and viability. She said she would ask UAY about possible funding gaps and how UAY proposed to meet them. Shelter House Lodge: Chappell asked if this was the same application seen in the special allocation session. Hightshoe said that was for a rental rehab, and this is for a new lodge. Zimmermann Smith noted that this application is for a second lodge; funding had been granted for a first lodge, but it is not yet up and running. McMurray questioned the capacity of the organization as they have no experience operating the first one yet. Zimmermann Smith said that her understanding is that the rationale behind doing another lodge is because it will provide income to Shelter House. Hightshoe noted it is unknown if each project would operate with excess revenues for long term viability or would need any additional subsidy from the applicant over time. Zimmermann Smith said she would like to see an answer to that question. She said she would like to ask Shelter House if their long-term budget is dependent on the income generated from this new lodge. Hightshoe said that, realistically, rent hardly ever covers the cost necessary to provide all of those supportive services in addition to any debt, housing, maintenance and utility expenses. She said that tenant rents would likely go into the upkeep, viability and utility cost of the property. ADJOURNMENT: Zimmermann Smith moved to adjourn. Drum seconded. The motion was approved 8-0. Z N ~_ O v H z w J a O W W O ~_ Z U D z a Z 0 a U W W ~' U ~ Z° Q N Z W H H Q ti x x x x x x x x N r x x x x x x x x d N M N M ~ ~ N M W ~ O N O N O N O N O N O N O N O N W rn rn rn rn rn rn rn ~ F- Q 0 w Z W U w w x F- ~ w p ~ ~ F - J = '~ J O U_ ~ >- a Z ~ ~ a v z = } = w= ~ O Z U ~ t9 2 ~ ~ N '~ ~ ` N ~ X ~ _W+=' ~ ~c~~ ~ a~ ~ c~ aQZ ° z n n ii n w ~~ Y X O Z IP9 MINUTES PRELIMINARY PUBLIC ART ADVISORY COMMITTEE THURSDAY, MARCH 3RD 2011 LOBBY CONFERENCE ROOM -CITY HALL Members Present: DaLayne Williamson, Patrick Carney, Mark Seabold, Susie Thurmond, Terry Robinson Members Absent: Jan Finlayson, Rick Fosse, Staff Present: Marcia Bollinger, Rebecca Raab, Jeff Davidson Public Present: Melissa Mitchell CALL TO ORDER Williamson called the meeting to order 3:35 PM PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA AND INTRODUCTION OF NEW MEMBER SUSIE THURMOND Members introduced themselves and greeted Susie Thurmond. Bollinger also welcomed Melissa Mitchell who has participated in the PAAC meetings in the past and is returning after a brief hiatus. No new business. CONSIDERATION OF THE MINUTES OF THE SEPTEMBER 2, 2010 MEETING. MOTION: Mark Seabold moved to approve September 2"d, 2010 minutes as is. Robinson second. The motion passed 5:0. ELECTION OF OFFICERS. MOTION: Seabold moved to nominate Finlayson as chair. Williamson second. The motion passed 5:0. MOTION: Carney moved to nominate Williamson as vice-chair. Seabold second. The motion passed 5:0. REVIEW OF PROPOSED DONATION STATION PARKING METER ART PROGRAM AND CALL TO ARTISTS. Public Art Advisory Committee Thursday, March 3, 2011 Page 2 of 4 Raab passed out a draft version of the Donation Station Art Project Call to Artists to committee members, staff and public. Bollinger provided an update to the committee on the progress of the project and asked committee to review the Call to Artists for accuracy. Seabold said that the commission approved by the committee was $300 instead of $400. Bollinger said she would make the change. Bollinger discussed finding private sponsors to fund the art project as well as having two of the meters decorated by students from the two city high schools. Committee members approved the idea. Carney asked whether there would be limitations on the size of the art and the committee discussed whether or not they should make specifications more limited. Carney suggested that art pieces should be required to attach only to the meter itself and not the ground. Committee agreed. Davidson said that ensuring the meters could be emptied was also important. Committee agreed. Bollinger said she would make the changes. Davidson said the current parking meters had collected about $1,000 so far and was going well. DISCUSSION OF WATER WORKS PRAIRIE PARK ART PROJECT STATUS. Bollinger updated the committee on the current status of the project saying that the contract with the artist will be terminated. Bollinger said the artist is interested in working with the city on a future project, and that she would keep the committee updated on the status of this project. Williamson said that the committee should speak with the new city manager about what projects he'd like to see in the future and the committee agreed. UPDATE -NORTH MARKET PLACE LITERARY WALK, POETRY IN PUBLIC, ART INVENTORY AND INSPECTION NEIGHBORHOOD ART PROGRAM, BOOK MARKS PROJECT. Raab updated the committee on the status of the Literary Walk project saying that staff was currently in the process of getting permission from publishers to use the quotes. Bollinger described the physical appearance of the art and informed the committee that the project would in installed by June 30th, 2011. Robinson said that Parks and Recreation would have to approve the tree grate designs to make sure they were durable and Bollinger agreed. Raab updated the committee on the status of the Poetry in Public program saying that there had been 80 adult submissions and 215 child submissions. Raab said the submission deadline had passed and that the review committee would meet soon to choose the finalists. Bollinger informed the committee that staff had taken an inventory of all public art installations in early fall saying that all pieces were in good repair. Bollinger informed the committee of a request by the BOOKMARKS Project Committee to use the ped mall Iowa Sculptors Showcase pad for a Public Art Advisory Committee Thursday, March 3, 2011 Page 3 of 4 BOOKMARKS display. She asked if the committee was ok with this and the committee agreed. OTHER BUSINESS Bollinger informed the committee that Arts Fest was coming up again in June. She asked the committee if they were again willing to sponsor Kidztent and Poetry in Public readings and they agreed. Bollinger said they would discuss this more in May. Mitchell asked if there was art to accompany the poems from the Poetry in Public finalists. Bollinger said yes, but the poems had yet to be selected. Bollinger said once poems were selected then staff would start this process. Bollinger said that Public Art also sponsored a Poetry in Public Art Program display during Arts Fest and that they planned to do this again this year. Bollinger informed the committee of recent acts of vandalism/theft of the Wetherby shelter weather vane and the Northside sign markers. Bollinger said the weathervane would be repaired and relocated and that she had contacted Crime Stoppers to try to locate the stolen Goosetown sign markers. Bollinger said they had extra sign markers to replace the missing ones. Williamson asked if the Wetherby neighborhood organization could be involved in this issue and Bollinger said the organization was not active. Raab asked if the weathervane could be relocated to the community garden and Bollinger said this was a possibility. Robinson said this was a good idea and also suggested that the weathervane be located near the entrance so as not to impede plowing/rototilling equipment that needed to be used in the area. ADJOURNMENT Williamson motioned to adjourn; Thurmond seconded. Meeting adjourned at 4:35 PM. Next meeting scheduled for April 7th, 2011. Meetings submitted by Rebecca Raab. a> E U~ M ~~ >~ Q~v ~ ~o U ~~ ~ 7 m ~ H ~ ~~..+ O ~ V ~ ~ ~ 0 ~~ v N "d ^d O ~! 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