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HomeMy WebLinkAbout2011-03-22 Bd Comm minutes3b 1 MINUTES APPROVED PUBLIC ART ADVISORY COMMITTEE THURSDAY, SEPTEMBER 2, 2010 LOBBY CONFERENCE ROOM -CITY HALL Members Present: Jan Finlayson, DaLayne Williamson, Mark Seabold, Rick Fosse, Terry Robinson Members Absent: Ann Khan, Patrick Carney Staff Present: Marcia Bollinger, Jeff Davidson Public Present: none RECOMMENDATIONS TO CITY COUNCIL Recommend approval of alternative installation site for wooden carved sculptures by Valery Kovalev and donated by Art Small and the Horan/Dewey family. Moved by Seabold, Seconded by Finlayson. The motion passed 5:0. Recommend acceptance of donation from Khristofor Agassandian of another sculpture by Valery Kovalev. Moved by Robinson, Seconded by Fosse. The motion passed 5:0. Recommend approval of Downtown Parking Meter Art Program. Moved by Finlayson, Seconded by Robinson. The motion passed 5:0. Recommend approval of acquisition of Simple Flight by Jason Messier currently located on the Peninsula Park Sculptors Showcase. Moved by Williamson, Seconded by Seabold. The motion passed 5:0. A. CALL TO ORDER Finlayson called the meeting to order 3:30p. B. PUBLIC DISCUSSION OF ANY ITEM NOT ON AGENDA None C CONSIDERATION OF THE MINUTES OF THE JULY 1, 2010 Approved with changes Public Art Advisory Committee Thursday, September 2, 2010 Page 2 of 4 D. DISCUSSION OF ALTERNATIVE INSTALLATION SITE FOR WOODEN CARVED SCULPTURES BY VALERY KOVALEV AND DONATED BY ART SMALL AND THE HORAN/DEWEY FAMILY Members discussed placement of sculptures as offered by Art Small and the Horan/Dewey family. Original location of Black Springs Circle Park will not go forward because of resistance from neighborhood residents. Members discussed alternate locations and Bollinger proposed Willow Creek Park as a possible location. Bollinger said that Art Small was comfortable with this location and that she had begun to discuss placement with neighborhood residents. Robinson suggested that sculptures be separated in a 2-1-2 arrangement with a plaque explaining the history of the art. Robinson suggested they be placed on the east side near the tree line to make it easier to maintain the park. Finlayson said she lived in the area and said she thought the sculptures would fit well in the park. Bollinger also mentioned that she had contacted the Maggie Elliot at the Iowa City Hospice and said that they feel positively about art being placed in the park. MOTION: Seabold moved to approve the placement of the carved sculptures in Willow Creek Park. Finlayson seconded. The motion passed 5:0. E. DISCUSSION OF THE DONATION FROM KHRISTOFOR AGASSANDIAN OF ANOTHER SCULPTURE BY VALERY KOVALEV Bollinger stated that another wooden sculpture had been donated by a local resident done by the same artist as the sculptures donated previously by Art Small and the Horan/Dewey family. Bollinger showed members photos of the sculpture and members expressed their approval of the donation. MOTION: Robinson moved to approve the donation of an additional sculpture. Fosse seconded. The motion passed 5:0. F. DOWNTOWN PARKING METER ART PROGRAM Davidson summarized the success of the parking meters in gathering funds for charity, but said that some parking meters had been vandalized. Davidson showed the members examples of how the parking meters could be decorated to draw attention to them. Davidson proposed a `call-out' to local artists and explained there was an extra meter head available so artists could work from their studios. Members expressed their approval of the idea. Davidson asked whether artists would be screened as far as ability. Bollinger said that the art would have to fit with downtown environment and be durable. Davidson asked the members what they thought about providing a stipend to chosen artists and what amount they thought was reasonable. Seabold said $300 and Williamson agreed. Members expressed desire to have design approved before artists began. Public Art Advisory Committee Thursday, September 2, 2010 Page 3 of 4 MOTION: Finlayson moved to approve the program including the $300 artist stipend. Robinson seconded. The motion passed 5:0. G. DISCUSSION OF EXTENSION OF LITERARY WALK ALONG LINN STREET IN NORTH MARKET SQUARE AND ROLE OF PUBLIC ART ADVISORY COMMITTEE Finlayson explained to members that there was now additional money to extend the existing `literary walk'. Finlayson asked whether they needed to establish a sub-committee and Bollinger stated the consultant was comfortable with PAAC completing this task. Bollinger briefly described the proposed additions to the art project and said that authors needed to be selected. Bollinger said she did not yet know how many authors would need to be chosen. Finlayson said she would like to be on the sub-committee. Members examined drawings of the proposal and discussed the design. Bollinger discussed that sub-committee would also need members of public involved especially members of the art world. Bollinger suggested reexamining the committee involved in the Iowa Ave project and said that nominations were already being considered. Bollinger asked members to think of possible committee members and let her know. Robinson asked if the Public Art program would be responsible for maintenance of the areas where the art would be placed and Fosse said that he thought maintenance responsibility would be shared. Davidson mentioned that Jeannette Pilak would be a good candidate for the sub-committee. H. DISCUSSION OF ADQUISITION OF SIMPLE FLIGHT BY JASON MESSIER CURRENTLY LOCATED ON THE PENINSULA PARK SCULPTORS SHOWCASE Bollinger discussed the popularity of the piece. Bollinger said that one year display period contract was almost up and suggested the Public Art program purchase the sculpture. Bollinger said the artist was tentatively asking $5,000 and said that she thought this was a fair price judging from the durability and popularity of the piece. Bollinger said that the artist also wished to see the art remain in its current location MOTION: Williamson moved to approve the purchase of 'The Simple Flight' by the Public Art Program for $5000. Seabold seconded. The motion passed 5:0. I. COMMITTEE TIME/UPDATES/OTHER? Seabold discussed interest of Longfellow in the Mascot program similar to a previous program at Lemme Elementary. Members expressed approval. Fosse mentioned his desire to replace the art piece on the pedestrian bridge at Iowa Ave and Riverside Dr. Members expressed interest. Public Art Advisory Committee Thursday, September 2, 2010 Page 4 of 4 J. ADJOURNMENT Fosse motioned to adjourn; Robinson seconded. Meeting adjourned at 4:20 PM Next meeting scheduled for Thursday, October 7, 2010. Minutes submitted by Rebecca Raab. °~ o ~_~ 0 N N U~ o ~ `~ a >~ ¢~v ~ To a ~ ,r, ~ ~ ~~~ .., C i, U U ~ ~~ it ~ •~ v O ~ ~ N '~ C~ C U ..r ~-.i a Q ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ O ~ ~ ~ ~ ~ ~ ~ O ~ ~ ~ O ~ ~ ~ M ~ ~ ~ ~ ~ O O ~C ~C ~C ~C >C ~C N . ~ I^ ~ ~ ~ O I~`~ i ~ •-+ N ~+ O N y ~ ~ ,~ ,-~ '--~ . r. .-.. ~+ r. ,--~ ,--~ N O O O O O ~ ~ ~ ~ ~ ~ ~ W ~ ,--~ .--~ r-+ .-+ O O O O O C O ~ C I C !M~+i/yl ~ .r O ~ O ~ YV ~ GC ~ ~ ~ ~ ~ V ~ ~ ~" C V1 ~ , u ~r ti ~ ~ ~ z ~ A a ' ~ d ~ U U ~ ~ W N ~ ~ ~ Q~ ~ ~ ~ ~ Q ~ II II II ~ ~ W ~ ~ ~ ~ 3b 2 YOUTH ADVISORY COMMISSION FINAL Sunday, February 13, 2011- 4:08 PM HARVAT HALL, CITY HALL Members Present: Jerry Gao, Alexandra Tamerius, Caroline Van Voorhis, Leah Murray Sam Fosse (arrived 4:15 PM) Members Absent: Matt Lincoln Staff Present: Marian Karr, Ross Wilburn Others Present: None CALL TO ORDER: The meeting was called to order at 4.08 PM. MINUTES: Tamerius motioned to approve the minutes, Van Voorhis seconded the motion. The motion passed unanimously, 4/0, Fosse and Lincoln absent. AWARD OF RECOGNITION GRANTS Commission Members introduced themselves. Temporary Chair Gao reviewed the creation of the Commission, special events, and Commission make up. Tamerius reported on other grants awarded by the Commission. Recognition Subcommittee members Gao and Tamerius presented youth recognition grants (certificate and check) to Regina students Michael Sueppel and Andrew Yowell. Gao reviewed the process for the grants, and stated he was impressed with the overall quality of the essays. Tamerius stated she was impressed that the applicants spent the time to get quality individuals for their references, and not just teachers. City Council Liaison Wilburn thanked family and friends who attended with the grant recipients. Wilburn reviewed the background of the creation of the Commission, their work in developing the process for this grant, and encouraged young people to become involved with the Commission. Commission Member Fosse arrived, introduced himself, and apologized for being late. Temporary Chair Gao explained the Commission receives an agenda packet prior to the meeting outlining items and stated the Commission would now proceed with the agenda items. City Clerk Karr noted extra agendas were available by the door. UPDATE ON VACANCIES: The Commission currently has the one Tate vacancy. City Council Liaison Wilburn said he reminded the counselor guidance at Tate of the vacancy and hoped we would receive applications. Tamerius noted that one issue that has come up both with applications for grants and with membership is the need to live within the city limits. BUDGET UPDATE: a) 2011 BUDGET City Clerk Karr noted the funds have been allocated for empowerment grants and recognition grants and that money was available for forums and website & advertising. b) 2012 REQUEST City Clerk Karr reported that Council had tentatively included the $3250 funds requested in the budget: $250 - Website and Advertising $2000 -Youth Empowerment Grants $500 -Youth Forums $500 -Recognition Grants A public hearing on the City budget is scheduled for February 15, with adoption of the budget scheduled for March 1. City Council Liaison Wilburn reported that he did not anticipate any decrease in the funds YOUTH ADVISORY COMMISSION February 13, 2011 Page 2 of 4 and that Council was very impressed with the presentation to them and acknowledged that the decision to reduce the amount requested from previous years was noticed. City Council Liaison Wilburn clarified the decision to do a community forum or discussion is up to the Commission, noting one was done last year for the curfew. City Clerk Karr noted the forum budget was reduced to $500 in FY12. Members noted that the entire forum budget was not spent in FY10 and was the reason the forum budget had been reduced. SUBCOMMITTEE REPORTS: ^ The Commission discussed the Grant Programming Subcommittee. Tamerius reported that GLOW was making more shirts and taking orders as a result of receiving the YAC grant. ^ Gao stated there were no new updates on Website and Advertisements. The Commission next discussed the Youth Recognition Grant and possible changes for the next year. Tamerius suggested the Commission ask the recipients what they thought of the process. A parent asked how the grant was advertised. Commission Members explained that they attempted to get information to all the junior highs in Iowa City but the procedure ended up to be more successful at Regina than the other junior highs because the Regina complex had both the junior high and high school together and Commission Member Lincoln was a senior there and responsible for reading the announcements every morning. No other members or junior highs had the same connection. Van Voorhis noted that the School District has hired someone to handle communications. City Council Liaison Wilburn stated that Kate Moreland had been hired as the Director of Communications and will be charged with getting the word out to the buildings and the community. Recipient Michael Sueppel stated he thought the application process was pretty straightforward. After discussion of the essay question itself, the general agreement was to add more of an emphasis to "you" in the question in order to gain more personal insight. Van Voorhis suggested asking for personal examples of leadership. Tamerius suggested the Commission keep tweaking the question rather than changing the question. Gao noted that several of the references came from the same sources, and suggested reducing the number of references (per applicant) to one. Tamerius stated she liked having two in the event that one reference was pretty vague, noting you may not know what to expect if you never asked before. Van Voorhis and Murray supported retaining two references. Gao suggested two shorter essays and one reference letter. Fosse stated he felt what was done this time worked well. The Commission agreed to retain one essay and two references. City Clerk Karr stated discussion could continue at future meetings with no action necessary until the grant is offered next year. Gao reminded the Commission of the proposal to offer a $250 bond rather than a check next year. New subcommittee appointments: Van Voorhis was added to grant programming; Murray to Website & Advertising; and Fosse to Recognition Grant. In response to Murray, City Clerk Karr reported that the website is updated with members, alumni, and grant information. However, the site has a dated video and suggested looking at updates and enhancements to the site. Gao noted the Commission had spent money for Facebook advertising in the past. The Commission agreed to review other youth websites at the next meeting. Karr reminded the Commission that no more than three members could serve on a subcommittee, as four members would constitute a quorum. ^ Global Village email: Gao referenced the email from Lisa Barnes, Ex. Dir. of Summer of the Arts regarding YAC participating in the Global Village. Gao and Karr stated the Commission had done the event two years ago which is held the first Saturday in June. Groups select a country and are responsible for activities for the day which could include music, food, arts and crafts. Karr noted the event is well attended, and marks the first Saturday of the Summer of the YOUTH ADVISORY COMMISSION February 13, 2011 Page 3 of 4 Arts events. She added the event is a commitment of time for members but could be viewed as an advertising event for YAC as well. Each group commits to the full day and is given the choice of country. There is an advantage in picking early and getting the country requested and often have some supplies available. City Clerk Karr will follow up and get further confirmation on the specific day, what countries are available, and the hours of the event. City Council Liaison Wilburn said it is a good way to increase visibility for the Commission but is not required; and suggested other possible ways to volunteer for various summer events to create Commission visibility. In response to Temporary Chair Gao, City Clerk Karr noted that the event had been a separate budget item in earlier budgets and the Commission decided to focus on grants and forums rather than this event. Discussion continued on whether such an event could utilize advertising funds from the budget. City Clerk Karr will provide more information for the next packet. Tamerius said she would be interested in doing something "crafty" for the global village booth or on some other Summer of the Arts events. CITY COUNCIL UPDATE: Wilburn reported on Council matters as follows: - budget public hearing on February 15 - issues that may lend to forum or participation positions such as curfew location of affordable housing in the community red light/traffic lighting issues relocate Farmer's Market into pedestrian mall (in 2012) City Council candidate elections (check with CA re Commission sponsoring a forum) City Clerk Karr pointed to the email from Council Member Bailey re the "DoSomerthing.org" website, and suggested Commission Members review the site prior to the March meeting. MEETING SCHEDULE: The Commission set a date of Sunday, March 6 at 4:00 PM. for the next meeting Tamerius motioned to adjourn, which was seconded by Van Voorhis. The motion to adjourn passed unanimously, 5/0, Lincoln absent. Adjourned 4:55 PM. Minutes submitted by Karr. Z O ~0 ~~ ~O v~~ ~ W N fn Q W Z ~ Q W F- F=- Q ~' tC M X X X X O X ; N °~ X X X X X X ~ d r r M r r M r M M r ~ M T ~- M r ~ M r ~ M W X N N N N N N N _ ~ ~ .~ ~ ~ Q 3 ~ U I- ~ ~. c c~ ~ ~ ~ ~ ~ . m .~ a c a a 7 L O ~Z d v ~~ W .~_-, m ~ ~ *, = m ~ ~ d ~ cv N N a`aaZZ° II II II II II XOpZ W Y Airport Commission January 20, 2011 Page 1 3b 3 MINUTES FINAL IOWA CITY AIRPORT COMMISSION JANUARY 20, 2011 - 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Jose Assouline, Minnetta Gardinier, Howard Horan, Rick Mascari Members Absent: Steve Crane Staff Present: Sue Dulek, Michael Tharp Others Present: Matt Wolford, Jeff Edberg, John Yeomans, Harrel Timmons, Bob Libby RECOMMENDATIONS TO COUNCIL• (to become effective only after separate Council action CALL TO ORDER: Chairperson Horan called the meeting to order at 6:03 P.M. APPROVAL OF MEETING MINUTES: Minutes from the December 16 and December 20, 2010, meetings were reviewed. Assouline moved to approve the minutes of the December 16, 2010, meeting as submitted; seconded by Mascari. Motion carried 3-0; Gardinier and Crane absent. Assouline moved to approve the minutes of the December 20, 2010, meeting as submitted; seconded by Mascari. Motion carried 3-0; Gardinier and Crane absent. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. Aviation Commerce Park - A question was raised by Mascari, asking if they could focus more on leasing rather than selling the remainder of the lots in the Aviation Commerce Park. Realtor Jeff Edberg then joined the discussion, noting that the sign will say `for sale or lease' on it. This led to a discussion by Mascari regarding the original intent of trying to lease the land and why the decision was made to sell it instead. Edberg noted that they would be limiting the appeal with leasing, versus selling, for this area. He then explained the zoning for this area and why it was appropriate to zone it this way. Edberg also noted that he will be meeting with the City Manager on the 21st. The discussion continued, with Mascari asking for clarification on how the Commission is handling the sales of these lots. b. Airport Farm Management -Tharp noted that he sent the letter to the USDA wildlife department as discussed at the last meeting. He has not heard anything back from them, so he assumes they can move forward as planned. Airport Commission January 20, 2011 Page 2 c. Care Ambulance -Tharp noted that Care Ambulance will take over the space previously occupied by Hertz. As noted at last month's meeting, Care Ambulance partners with Jet Air in providing air medical flights. Tharp noted that the agreement being approved this evening is for one year so they can revisit this and make any changes or additions as needed. Tharp also noted that a lot of work has been done to this space and he encouraged others to stop by and see the progress. i. Consider Resolution #A11-01 Approving a Commercial Business Agreement With Care Ambulance -Mascari moved to approve Resolution #A11-01; seconded by Assouline. Motion carried 4-0; Crane absent. d. FAA/IDOT Projects - AECOM -David Hughes was not able to make this evening's meeting, according to Horan. Tharp noted that Hughes did send him an update, however. i. Runway 7/25 8~ 12130 -Working on the closeout documentation for the FAA; there is a report going out in the next few days. Final project summary should be in next week. ii. Obstruction Mitigation -Working on the Airport layout plan with the FAA; submitted portion and have received some feedback. Hughes is working on completing this. iii. Hangar ADrainage -Tharp noted that Hughes is recommending acceptance of this work. It came in approximately $1,800 under budget. Tharp responded to Members' questions, noting that so far it looks like this is working. He recommended approval of this resolution. 1. Consider Resolution A11-02 Accepting Work for Hangar A Drainage -Gardinier moved to approve Resolution #A11-02; seconded by Mascari. Motion carried 4-0; Crane absent. iv. 7-25 Parallel Taxiway -Tharp stated that the pre-design meeting was held recently with Ron Knoche from the Public Works Department. Gardinier was in attendance as well. He added that they are on track with plans to have the 95% plans in March, and then the bids in April. Tharp then shared some photos with Members, further pointing out the plans for this taxiway. Mascari stated that he would like to see as little disruption as possible to the Airport, and that perhaps they need to do this in stages so as to keep the disruption to a minimum. Tharp noted that they are keeping this in mind, especially with the Air Race Classic coming up this summer. e. 2011 Air Race Classic -Gardinier noted that she did meet with Deb Dunkhase from the Iowa Children's Museum recently. The hope is to get around 100 Girl Scouts signed up for the aviation activities. Gardinier briefly described some of the various activities that will be taking place at the Airport during the Air Race Classic. A question was raised about insurance coverage during these types of events. Tharp will check into this. f. Corporate Hangar "L" -Tharp stated that they have re-presented the plan to City Council on this. He noted that they expect an engineering design agreement sometime next month. Mascari asked for some background on this, and Tharp filled him in on how they got to this point. The discussion then turned to what the Airport is charging for hangar rental, what they could build in order to have the most lease space, and how they could pay off existing debt. Airport Commission January 20, 2011 Page 3 g. Airport "Operations": Strategic Plan Implementation; Budget; Management - Tharp noted that he, Horan, and Gardinier have met with the Council to review the budget proposal. Horan noted that he brought up the fact that the Airport would like to work with the economic development group, to which the others agreed, especially since the Airport contributes $11,000 to them. Tharp noted that they also plan to meet with Council in the near future to discuss what the Airport does with proceeds from land sales. In regards to operations, Tharp noted that he recently got some pricing for bathroom updates at the Terminal. He is also working on getting the windsock working correctly again. Mascari asked for some clarification on the budget, to which Tharp replied. Horan noted that with the change in the state firearms law, the Commission needs to decide what the Airport's firearm policy will be. He added that the packet has some information for Members to read regarding this, and that they are considering a policy similar to the Library's. Dulek briefly explained what the policy may look like. The discussion continued, with Horan discussing what the new firearms law may bring. This issue will be put on next month's agenda. h. Airport Commission Meeting Schedule -Horan asked if Members would like to change the schedule. A brief discussion ensued, with everyone agreeing to keep the monthly meeting on the third Thursday of every month. FBO /Iowa Flight Training /Whirlybird Reports -Harrel Timmons with Jet Air spoke to the Members. He thanked them for moving ahead with the Care Ambulance agreement. Matt Wolford then addressed Members, stating that they have been doing a lot of snow plowing lately. They hope to get some of the bathroom remodel work done in the near future. Timmons stated that they definitely want to make a formal request to continue their fixed base operator agreement, and he gave Members a copy of Jet Air's letter regarding this. Subcommittees' Reports -None. k. Commission Members' Reports -Mascari stated that he is glad to be back on the Commission. He asked if they could look into putting blue lights at the entrance to the taxiway, as it's hard to see in the dark. Tharp will check into this. Mascari also asked about the Friends of Iowa City Airport and the listserv they used to be a part of. Gardinier noted that she recently reinstated this and sent out messages to see what interest there is. A brief discussion ensued, with Members discussing what information should be shared on this list. Horan noted that he has some airport memorabilia that he will be sharing with everyone soon. I. Staff Report -Tharp noted that the Iowa Aviation Conference is April 20 and 21 this year. SET NEXT REGULAR MEETING: The next regular meeting will be Thursday, February 17, 2011, at 6:00 P.M. at the Airport Terminal building. Airport Commission January 20, 2011 Page 4 ADJOURN: Horan asked for a motion to adjourn. Gardinier made the motion to adjourn the meeting at 7:40 P.M.; seconded by Mascari. Motion carried 4-0 (Crane absent.) Chairperson Date Airport Commission January 20, 2011 Page 5 Airport Commission ATTENDANCE RECORD 2011 TERM ~ N ~ N O ~I NAME EXP. 03/01 /13 X Rick Mascari 03/01 /14 X Howard Horan Minnetta 03/01/15 X Gardinier Jose 03/02/12 X Assouline Steve 03/02/14 O/E Crane Key: X =Present O =Absent O/E = Absent/Excused NM = Not a Member at this time 3b 4 PLANNING AND ZONING COMMISSION JANUARY 20, 2011 - 6:00 PM -WORK SESSION CITY HALL, EMMA HARVAT HALL APPROVED MEMBERS PRESENT: Ann Freerks, Josh Busard, Charlie Eastham, Elizabeth Koppes, Michelle Payne, Wally Plahutnik, Tim Weitzel MEMBERS ABSENT: None STAFF PRESENT: Bob Miklo, Karen Howard, Sara Greenwood Hektoen, OTHERS PRESENT: None RECOMMENDATIONS TO CITY COUNCIL: None. CALL TO ORDER: The meeting was called to order at 6:00 PM. REVIEW AND DISCUSSION OF DRAFT SOUTHEAST DISTRICT PLAN Miklo presented a map of the districts in the Comprehensive Plan. Miklo explained that there were not many areas of the city for which a district plan had not yet been completed. He said that the Northwest District consists of a lot of University property and the Camp Cardinal area, and it does not yet have a district plan. He explained that most of the North Corridor is out of the City's jurisdiction at this point. Downtown has a policy plan that was adopted by the City Council in the late 1990s, but does not have a district plan other than the general Comprehensive Plan. Miklo said that they are hoping to update the Comprehensive Plan over the next couple of years. Miklo said that the goal of this evening's review is to make sure that there is nothing glaring that staff has missed before the plan is released to the public for comment. Howard explained that staff had done two large workshops and held focus groups over the summer, prior to drafting the plan. She noted that the Southeast District contains most of the industrial land in the city; therefore, this is the only district plan that has a focus on industrial development. She said there is also quite a bit of undeveloped farmland in the growth areas of the Southeast District. Howard said that the plan is divided into six areas: Housing and Neighborhood Quality, Eastside Growth Area, Commercial Development, Industrial Employment Area, Parks, Trails and Open Space, and Streets and Transportation. Planning and Zoning Commission January 20, 2010 -Formal Page 2 of 11 Housing and Neighborhood Quality: The district was divided into a number of different neighborhoods. The Court Hill Neighborhood is mostly developed and includes the northern portion of Towncrest. Ralston Creek is a main feature of the area. There is a lot of east and west circulation in the neighborhood, but only a few north-south connections due to the creek. The Court Hill Trail was mentioned by many at the workshop as being a very popular feature of the neighborhood. The Towncrest Neighborhood has a lot of commercial development and big institutional uses that are regional draws, as well as some modest residential housing. Howard said people had mentioned that their quality of life was being affected by the deterioration of the Towncrest area, particularly by the poor maintenance of the multi-family properties in that neighborhood. Howard said that in the long-term, as the area redevelops, there may be some new housing opportunities. Village Green has a unique neighborhood design with an unusual traffic flow. The northern half is mostly single family and the southern half has evolved into aduplex/condominium regime. Howard said there is still some development to be done in the southern portion, and noted that the City's Single Family New Construction Project has some new homes going into that area. Eastham asked if there was a topographical reason that the street pattern was approved in the way it was. Miklo said that the entire area was a planned community and that the street pattern had been deliberate. He said that the idea was for each cul-de-sac to have its own open space and green area with a connecting trail system. Howard said that people from that neighborhood said that they would like to have a better plan in place for how to use those greens, though Howard noted that the greens are private space governed by individual homeowner's associations so the City has little say in how they are managed. She said there is no formal neighborhood association in the area and forming one might help them to coalesce around the idea of better uses of the greens. Howard said that the original design idea had been an interesting one but the vision had not come to complete fruition. Howard noted that in general people seemed to enjoy living in that neighborhood and enjoy their homes there. Payne noted that the green across from her house is quite spacious. Howard noted that another issue with the neighborhood was that there is not much of a buffer between the residential and the industrial area to the south. Windsor Neighborhood has also developed in phases. The neighborhood was aleap-frog development, which has created some problems for it. One of the issues is that it is difficult for pedestrians or bicyclists to get from this neighborhood to other neighborhoods to the west because American Legion Road has not been improved. Howard said that a function of leap- frogging over undeveloped land is that it is very expensive to improve large stretches of arterial streets. Howard said that the neighborhood has lobbied the Council to move the improvements to American Legion Road to the top of its list. She said that as neighborhoods fill in to the west there will be more opportunities for travel connections. Miklo said that the City made a conscious effort in the early 1990s to annex this area and encourage development. He said that at the time there were only one or two property owners who owned most of the developable land in town. To encourage more variety in the housing market, the Windsor Neighborhood was annexed even though the leap-frog development ran counter to City development policies. Howard explained that there were still a few small pockets in the neighborhood that remain under County jurisdiction. Eastside Growth Area: Howard said that a consultant had done a concept plan for the area, which staff modified after Planning and Zoning Commission January 20, 2010 -Formal Page 3 of 11 receiving public and property-owner input. The City plans industrial zoning for properties to the south. She said that they were cognizant that a better buffer between residential and industrial would be needed for future developments. Howard said that some tentative school sites had been marked, though they had not yet been discussed with the school district. Almost all of the elementary schools on the east side are at capacity so a new school will be necessary at some point in the future. Howard said the continuation of the trail deeper into the neighborhood was a topic of discussion, as was the manufactured housing park. Howard said that there is a small section on redevelopment possibilities for that area. She said that street connections serving the southern residential areas might be a good idea in the future. Howard noted that there is a small employment area that could serve as a buffer between residential and industrial uses at some point in the future. She said there are a number of zoning options for the area. Busard asked how intense of a commercial use staff was thinking about and Miklo said that they were not anticipating a retail component, but more of an office park/service environment. Howard said that the idea of a commercial planned development is kind of an interesting one. She said that they do not wish to have diluted retail commercial areas. Eastham asked how the focus group responded to that idea. Howard said that everyone wants to have some sort of commercial area near where they live. She said there were ranges of responses. She said that the reality is that the market would likely not support a large commercial retail operation on the outskirts of town. Eastham asked why that particular site was chosen and Howard said to provide the transition from industrial to residential that had been discussed. Howard said there might even be opportunities for light manufacturing. There's been an idea put forth to provide some sort of local foods incubator in the area. Miklo said that staff is very intentionally calling it an employment center rather than a retail center. Commercial Development: There are a number of commercial areas: Sycamore Mall, First Avenue Commercial Corridor, Towncrest and then some smaller commercial nooks. Howard explained that there is a mix of different types of commercial activity. She said that there was a lot of support expressed for Sycamore Mall, but that there was also concern about whether or not it could maintain its current trends. The commercial development along the First Avenue Corridor is not cohesive and is kind of a hodge-podge of businesses. It is not really conducive to pedestrian traffic. Improving the area by forming a business association or doing some streetscape planning could be a possibility in the future. Howard said that businesses survive best when there is some sort of residential housing nearby. She said it was possible that in the future some of the area could redevelop into multi-family housing since Kirkwood and Oral B are so close by, and that might stabilize the commercial area. Eastham pointed out that there was some residential multi-family housing near Eastdale Plaza, and Howard said that it was not very conducive to the commercial area. Eastham asked where the concerns for Sycamore Mall were coming from: mall owners? businesses in the mall? Howard said they were expressed in the workshop by residents of the area. Payne said that she had the sense that people wanted to find a way to support the mall so that it does not leave the area. Howard said that retail has a pattern of updating formats every so often and the mall owner is not local so there may be some market forces at play that make it difficult for the mall to stay current. Miklo said that what they anticipate is some sort of Towncrest initiative for this area. Howard explained that the Towncrest urban renewal initiative area that the Commission recently approved actually extends beyond the boundaries of the Southeast District Plan. Most of the Planning and Zoning Commission January 20, 2010 -Formal Page 4 of 11 discussions on Towncrest at the public forums concerned encouraging reinvestment in the area off of Muscatine, improving traffic circulation and pedestrian access. The short-term goal is to revitalize and establish a new image and identity for the area and to improve traffic circulation. Howard said that the long-term goal is to establish mixed-use buildings in the area as it is redeveloped and new structures are built. Howard said that there is a small cluster of commercial properties along Scott Boulevard, such as the Eastside Recycling Center, that are associated with the nearby industrial. She noted that the traffic levels there are not ideal for retail. Freerks asked if the area was zoned retail when the Fareway store went in. Miklo explained that the Intensive Commercial zone was amended to allow grocery stores in that zone prior to the establishment of the Fareway store. It has since been rezoned to Community Commercial (CC2). The last commercial area is the corner of Taft Street and Court Street. Howard said that when the nearby property was subdivided the idea was that the commercial area would be a sort of town square for the nearby residential. Howard said that as the commercial area is on the edge of the city there has not been a huge demand for it. Industrial Employment Areas: Howard noted that the area surrounding Kirkwood is all intended for industrial development. Further east, there is also a new area for industrial development that the City recently annexed. Howard said that the City wants to make sure and preserve these areas for industrial uses since there is limited land available and appropriate for industrial development in the city. She noted that industrial areas often take longer to develop and require larger parcels to attract new companies. She explained that this is one of the reasons that the City recently purchased and annexed the industrial zone off of Scott Boulevard: often times a developer would not want to wait that long to be able to develop their property. Howard said that reserving land near the railroad line and arterial connections is always a good idea when trying to attract industrial development. She said that in the future, as the area develops, Taft Avenue will be improved to provide another truck route to Interstate 80. She said green businesses and site designs will be encouraged for the area. Parks Trails and Open Spaces: Howard shared a map of existing and proposed private and public parks in the area. Discussions at the workshop centered on Mercer Park as a kind of community center that should be expanded to house things like library drop-offs or even a library branch. She said patrons would like to see enhanced meeting facilities and other amenities for Mercer, as well as destination-type upgrades to the playground. She said Mercer is centrally located and the equipment is rather outdated. Miklo said the branch/drop-off idea had been run by the library director. Howard said that a number of people did not even know Court Hill Park was there until the recent trail expansion went through it and increased the visibility and access to the park. Howard said there is a desire to connect the trail to Court Street, thereby further increasing visibility and access. Howard said that there was some concern that the amenities the park offers are not consistent with its location and features. For example, Howard said the very large picnic shelters are a little strange since there is no parking or car access to the area. Howard said that Scott Park serves largely as storm-water management and flood management for Ralston Creek. She said this limits the number of amenities and trees it is practical to have there, since it is a storm-water basin. There are planned improvements for the trail link that goes Planning and Zoning Commission January 20, 2010 -Formal Page 5 of 11 through Scott Park. Howard said that the idea is that as new neighborhoods develop to the east, the City will need to make sure that street design is consistent with good park visibility and access. Windsor Ridge Park serves more as a neighborhood park than a regional park as a number of properties back up to it, limiting access. She said that people in the neighborhood love it, but there is not a lot of visibility for the public other than a short stretch along American Legion Road. Trail connections could help with this. Howard said that there was a proposal for a new park along Snyder Creek; this is the area she had previously mentioned when discussion the local foods incubator idea. She said this park would largely function as a buffer between residential and industrial. Streets and Transportation: Howard said there are planned street improvements in the Southeast District. She said the very top issue in this district is the construction of a railroad overpass to alleviate traffic congestion on First Avenue. Miklo said that some outside funding for that project had been secured but that local funding was still necessary. Howard said that the overpass is planned and in the works. Eastham asked what the second most talked about issue was for the area and Howard said she would say that it was Towncrest. Eastham clarified that he had meant specifically in regards to streets and transportation. Miklo said he did not think there was another big issue for streets. Payne said that speed, parking and safety concerns about Wayne Avenue had been mentioned. Miklo said that improvements to Taft and American Legion Road had been mentioned. Howard said that the long-term goal is to improve Taft Avenue to alleviate truck traffic on Scott Boulevard. Howard said there are planned improvements for Muscatine Avenue and for 420th Street. She noted that the intersection of Scott and Muscatine has met the warrants for a traffic signal, so that is on the radar. Howard said that trails and bicycle links are a big topic. She said there is a lot of discussion about trying to create an eastside loop trail so that the completed trail system continues to build and maintain connections between neighborhoods. Howard said that in regard to public transit she believes that people generally appreciate the buses, though there is some desire for loop routes that would provide access to eastside locations without going through a downtown hub. She said that there was some discussion of improved information and signage. She said that Transit did just implement their "Next Bus Software" so that people with cell phones can track how many minutes until the next bus arrives. Howard said that staff would like the Commission to set a public hearing that would allow for enough time to release a draft to the public and promote it through press release and the website. The idea would be to then have a hearing and incorporate comments before sending it on to City Council. Howard offered to take questions and comments. Eastham said that he had a few concerns at this juncture. He noted that the maps on page 19 and page 61 do not quite jive in terms of features and their legends. Eastham said that he Planning and Zoning Commission January 20, 2010 -Formal Page 6 of 11 realized his comments may be nit-picking but that the maps should match when the final document was produced. Eastham said that he thought there should be a wide sidewalk on the east side of Scott Boulevard for the area south of American Legion Road. He said there are approximately 500 houses in that area. He said that at present there is no sidewalk at all. Howard said it was important to make sure that the plan map included what they wanted in the future as it would be used as a guide. Eastham said that if there is going to be a traffic signal at the intersection of American Legion and Scott then there should also be planned pedestrian access. Howard said that the policy of the City is to have an eight-foot sidewalk on one side of an arterial street and a five-foot sidewalk on the other. She said that this would have to be reviewed by Transportation. Eastham said that the width of the sidewalk is not an issue for him; the issue is having a sidewalk there at all. Miklo said that the intention would be to have at least afive-foot sidewalk. Howard said that the difficulty is that because the area is in the County and is already developed, when and if it is annexed by the City there will have to be taxpayer expenditures to get the sidewalks in. Howard said that staff would include comments about this in the section concerning missing sidewalk links. Busard requested a table of contents for the document and staff said that one is planned. Howard said that the final version will also be of better print-quality and will include a couple of missing maps. Eastham said that one of the difficulties he had with the plan right now are the two residential streets running through the manufactured housing park. Eastham said that he drove through the area and found that there are residences right up to the edge of the street. He said he would have to think long and hard about planning for a collector street there as it would require dislocation. He said he understands the rationale for doing it but he thinks it needs to be carefully considered. Miklo said that staff's thought was that that area might redevelop at a higher density. Howard said that what needs to be avoided is having the neighborhood become an isolated one. She said that the way it developed in the County, with no sidewalks and very little street connection, did not provide for the kinds of connections the City likes to see between neighborhoods. She said rather than attempting to buffer the surrounding neighborhood from the mobile home park, staff would like to see it become a more integral part of the neighborhood. She said that it is a plan for the future, and there needs to be come connection. Miklo said that at present it is almost a full mile with no connections. Howard said that the plan is for future redevelopment; she said that the idea is not that the City is going to make these things happen somehow, rather to have a plan in place for the future. Eastham said that that needs to be clearly communicated. Howard noted that everything in the east-side growth area is prime farm land. She said that the City is not planning on going in and developing that farm land; rather, the City is putting in a plan for the area based on some future point and time when the property owners themselves might choose to sell or develop their land. Miklo said that this is also along-term plan, looking 20 or 30 years down the road to when that neighborhood might wish to redevelop. Eastham asked if it would be possible to shift the multi-family residences currently shown near Wellington further up Scott toward American Legion Road. Miklo noted that for long term planning it is helpful to remember that manufactured housing has a shorter lifespan than typical housing developments. Howard said that it is a balancing of interests, as there is a great need for a collector street there. Howard said that there is absolutely no east/west connection through Windsor Ridge, no way to go east and west. Howard said that we are sometimes very short-sighted about providing the kinds of links necessary to make neighborhoods truly connected. She noted that developers tend to only be interested in providing streets for their particular subdivision and it is up to the Planning and Zoning Commission January 20, 2010 -Formal Page 7 of 11 City to make sure that the necessary connections are in place. Howard said that the only right of way that has been preserved to make those connections possible is through the manufactured housing park. Payne said that she did like the idea of showing that area as higher-density housing like that along Wintergreen. Howard noted that there is explanatory text that goes along with the map. Koppes asked about the "Future Urban Development" denoted on page 51, as she did not see that in the text of the plan. Miklo said that it was a kind of place-marker designation because by the time that area is developing, a new plan should probably have been done. Howard said that the text of the plan says that the east-side growth area should be developed in a manner consistent with the development on the other side of the street. Koppes said that her confusion stemmed from the fact that page 5 lists the area as residential. The area is actually undeveloped agriculture, Miklo explained, apologizing for the confusion stemming from poor print-quality on the maps. Eastham said that one of his comments was going to be that the two shades of yellow are difficult to distinguish. Freerks said the same was true for the two shades of green, but that she was sure that would improve with the final draft. Miklo asked if there was consensus from the Commission on showing the Wellington extension as townhouse-type residential. Eastham said he would like to hear the public comments and give it more consideration. Four commissioners indicated that they would prefer to make the change at this time and then change it back if comments/discussions went in that direction. Busard asked if it would be possible to indicate a school by using a school symbol rather than a star on the map on page 19. Howard said that was possible. Busard asked if the school district had provided any input on this plan. Howard said that she had been part of the redistricting committee and that it had been acknowledged by the school board and the committee that something needed to happen to relieve capacity issues on the east side of town. Howard said that for some reason the district had let go of two identified school sites on the east side: one in the Windsor Ridge neighborhood and one in the south district. Freerks said there is interest in using existing facilities before building new ones, but that it is good to have some identified sites. Busard said that he thinks schools are an integral part of a neighborhood. He said he lives by Lemme and it is just a gathering place for everybody. He said he wanted to make sure adequate thought was given to schools as gathering sites in future planning. Howard said that both Lemme and Lucas are at capacity, so if large residential development occurs in that area there will be need for another school. Howard said that the City has always supported neighborhood schools, and that input from workshops indicates that the public does too. Howard said that more references had been made to schools in this plan because the City wants to be able to go into meetings with the school district and explain what it is the public and the neighborhood supports in that area. Freerks said that these types of discussions sometimes make people hyperventilate, but that planning involves indicating where things might occur in the future. She asked how staff felt about running that part of the plan by the school district, since it was not solid in any way and was merely a concept: the concept of neighborhood schools. Freerks said it could also be communicated as a footnote that this was merely a concept. Howard said that there is pretty regular contact between the City and the school district and once a year there is an extended discussion of where and how development is taking place in the city. Freerks said that there could be just a small additional note explaining that this is not set in stone as a location for a school. Miklo said that there is text to that effect in the plan already. Freerks suggested attaching that text to the actual map. Miklo said that the idea is that the entire map is conceptual; none of it is set in stone. Payne said she understood Freerks' concerns but she was not sure there needed to be more disclaimers attached to the plan. Busard said that the greater concern for him was whether or not the school district is on board with it. Howard said that the process is usually that the City tells the district where development is occurring and the school district incorporates that into their enrollment projections; therefore, Planning and Zoning Commission January 20, 2010 -Formal Page 8 of 11 such discussions do not generally take place until the reality is a little more imminent. Miklo noted that Jeff Davidson does meet with the superintendent, and has done so recently. Busard asked if the plan should be a little more specific concerning the City's redevelopment policies. Miklo said that staffs view was that the redevelopment policies were made clear in the various parts of the plan. Busard said that as it stands concepts like "green" and "higher density" were not really spelled out, but that he was also open to leaving them a little vague. Eastham said that he had a related question. He said that general areas were shown for multi-family and single-family homes but that it was difficult to know what mix of housing this concept plan would eventually result in. He said that he would like to see the Commission be a little more specific in their housing-type designations, rather than simply saying that multi-family housing should occur along collector streets. Freerks said that every situation is different and she did not think this plan was the place to make designations of that specificity. Miklo said that staff used the principals governing the current Comprehensive Plan. He noted that they would be updating that plan soon, and perhaps that would be the time to have that discussion. Freerks said that any given area is not necessarily conducive to the same mix of housing to an area of the same size: there are topographical, traffic, market and other concerns at play. Eastham said that market was indeed an interesting factor. Payne noted that the Commission did not have to approve a development plan if it did not comply with the Comprehensive Plan. Howard said that she understood that lot of people would focus on the maps in the plan; however, she noted that there is a lot of text in the plan and she would encourage anyone who has not done so to read it. She said that the plan does have a lot of discussion about sustainable development and how to create higher density, compact development. Howard said that one of the things about the workshops and public hearings is that the City is able to relay the fact that higher densities provide the demand for greater amenities in an area. Howard noted that all of the single-family residential zones also allow for duplexes. Eastham said that he has had a number of conversations with community members that are convinced that the City is intent on removing all of the multi-family housing in the Towncrest area and redeveloping it with high-priced single family housing in order to drive out low-income residents in that area. Eastham said that he did not think that was the City's intent, but it was definitely a community perception. He said that he would like to work on some kind of language that makes it clear that residential redevelopment does not necessarily mean displacement of current residents. Koppes asked why that should be included in the plan, saying that redevelopment did not come with guarantees. Eastham acknowledged that plans do not guarantee anything either; however, plans can offer assurances that the intention of the City is not displacement. Koppes said that if an individual property owner decided to sell, that was not the City's prerogative. Eastham said that the City can indicate that displacement is not its goal. Koppes pointed out that there is little difference between a plan that calls for higher-density residential where Modern Manor is currently located and the kinds of recommendations made for the Towncrest area. Freerks said that she did not see a way to say what Eastham wants said. Howard said that staff can look at the language in the Housing and Towncrest section to make sure that the ideas they were attempting to relay were coming through. Howard said that staff had attempted to convey that the way the Towncrest properties were developed was not safe or conducive to the residents that are there now. Freerks and Eastham said that came through very clearly. Howard said that the idea is to create a better, safer environment for residential while also opening up new opportunities for higher density residential. Koppes asked if the City would not be opening itself up to litigation if it were to include language such as Eastham suggested and a developer then decided to initiate widespread displacements. Weitzel said that the concern would be less one of litigation and more about creating false impressions. Eastham said that he was attempting to avoid false impressions. Weitzel said that the language does not say that the City intends to gentrify the neighborhood any more than it Planning and Zoning Commission January 20, 2010 -Formal Page 9 of 11 says that it does not wish to encourage displacement. Eastham said that his reading of the language of the goal statements for the Towncrest area could certainly lend the impression that the City intended to gentrify the area, and directed the commissioners to passages on pages 35 and 15. Freerks said that her reading of that seems like a generic statement to her and that it required no more clarification or specificity than anything else in the plan. Weitzel said that declining conditions do need to be addressed because the City does not want to promote the idea that the only affordable housing is that which is in decline. Weitzel said there will always be some level of misconception but if the Commission tries to chase down every instance of it they will find themselves embroiled in a public relations campaign. Weitzel asked if Eastham believed the goal to be displacement. Eastham replied that the conversation he had heard so far did not preclude any goal, including displacement. Freerks said she thought that the plan was very careful in its goals. Busard noted that the goals include reference to encouraging a mix of housing options for "households of all types and income levels." Eastham said he was interested to see what public comment was offered on the matter. Weitzel said that at the end of Oakland Street there was a large factory, and everyone in the neighborhood had the perception that it would eventually become a public open space. Weitzel said that when it did not in fact become an open space, everyone was very annoyed, but there had never been a guarantee of any kind offered that it would become open space. Weitzel said that if the Commission says that they intend for "X" and "Y" to happen, and then what actually occurs is "Z," then that is worse than if the Commission had said nothing on the subject at all. Freerks said that there are so many factors in play that it is impossible to pin that down. Howard said that ultimately, the principles are there to give guidance and the Planning and Zoning Commission and the City Council will ultimately approve or deny any specific application that comes before them. Greenwood Hektoen said that there were other goals and other language contained within the plan that would mitigate any perception that the City intended to encourage the displacement of low-income residents. Eastham suggested that those sections could be emphasized. Freerks noted that the conversations Eastham was having were with people who had not actually had access to the plan to read it. Payne said that from going to the workshops her impression is that there are just as many people who wish to see something done with the area as there is who wish to keep it the same. Eastham said that he understood that but those people were not living in those units. Payne said that they owned property and lived by the units and so should also have some say. Plahutnik noted that the City does own the industrial area and could encourage, LEED-certified, green development there. Busard said that was sort of what he was trying to get at with his earlier comments. Miklo said that on page 40 the plan encourages "green" but does not specify LEED-certified development. Howard said she does not really know how LEED applies to industrial buildings and noted that not everyone thinks LEED is the "end-all-be-all" for green. Howard said that keeping it more generic may be more useful and conducive to development. She noted that there is a whole section on it. Koppes noted that she would like to see that included in the over-arching Comprehensive Plan. Miklo said that was one of the goals of the revision. Freerks noted the section concerning Village Green includes language about PIN-grants for the open spaces. She said that her impression is that the City discourages the use of PIN-grants for non-public spaces, and as such, should probably not include that language in the plan. She said she thinks the language is a little bit misleading. Howard said that she would look into it. Eastham asked how staff went about determining the size of the green buffer area to the east of the industrial zone. Miklo said that there was nothing scientific; it had basically been about topography and distance. Planning and Zoning Commission January 20, 2010 -Formal Page 10 of 11 Freerks said the plan was well put together, and she thanked staff for their work on it. OTHER: Eastham asked Greenwood Hektoen if it is currently prohibited to carry a weapon on city property, and specifically, in the Civic Center. Greenwood Hektoen said that it is currently not prohibited. Eastham said that he would like the Commission to consider asking the City Council to act to prohibit that. Freerks said that she did not feel that was a matter for the Planning and Zoning Commission's consideration. He said that it may not be a planning matter, but to him it was apersonal-safety issue. Freerks said she was not interested in pursuing that. Miklo asked Greenwood Hektoen if the Council was already studying that issue and she replied that they were. Freerks said she was not concerned about it as an issue. Eastham said that he was. Weitzel said that the City Council is probably more concerned about the issue than the Commission is. Miklo noted that it would not be inappropriate for Eastham to write a letter to Council outlining his concerns. Payne said that even at public places like MidAmerican Energy it is against the law to put up a sign preventing firearms from being carried on the property because people now have that right. Miklo said that he was not sure that was actually the case. Payne said that that was the way their legal counsel interpreted the law. Greenwood Hektoen said that private property owners can restrict the carrying of guns on their premises. Plahutnik said that gun-holders are not a protected class; the question is does one person's second amendment right trump another's right to determine how they wish to do business. ADJOURNMENT: The work session was adjourned at 7:32 p.m. Z ~_ ~_ 0 UU ~ W Z_ ~ r ZU~ N Z N 00 zz aw Z_Q Z Z Q J a ca 0 r r r r N ti ti ~O r CO N r Y"1 N M M M ti N M N O N r X X X X X X X ~ r ~ M N ~ lC) ('7 ~ In ~ In ~ In ~ In ~ L() ~ In ~ LC) HX 0 0 0 0 0 0 0 W W J f=.. W ?~ Q = Q W m J J Q Z Q ~ N = V Z a N = ~ ~ W U Y ~ ~ W ~ = ~ w uP W a i- w a z = ~ ~ cn cn w a ~ Q - W Q z ~ m Q w ~ w ~ Y Q a J a ~ Z H W W J a 0 L~ M O r r O r M O r N r Q> O~ N r r r ti M t0 N ~ ~ ~ ~ ~ '~ ~ ~ M N N r N r M r ~W ~ ~ .- r- ch ~ N r- ~ ~ ~ r- M r- ~ ~ wa ~n ~n ~n ~n ~n ~n ~n ~x o o o o o 0 0 W W J ~ W ~ Q W J J Q Q Z Q tn 2 V Z a N _ = Y ~ ~ W V F ~ 2 ~ W Wl ~ W w ~ a v~ ~ cn w w a a z ~ = Q ~ - W Q z ~ m Q w ~ w O Y Q a ~ a Z H W W ~ J ~ o ~ Z ~ 7 O ~O ~ o ~ Z ~ U p~ ~ X C ~a~~ .- ~ ~ ~ ~~~~c~ ~~QZ o n.QniiZ iinw~n XOOz' w Y 3b 5 PLANNING AND ZONING COMMISSION APPROVED FEBRUARY 17, 2011 - 7:00 PM -FORMAL CITY HALL, EMMA HARVAT HALL MEMBERS PRESENT: Ann Freerks, Josh Busard, Charlie Eastham, Elizabeth Koppes, Wally Plahutnik, Tim Weitzel MEMBERS ABSENT: Michelle Payne STAFF PRESENT: Bob Miklo, Karen Howard, Sara Greenwood Hektoen, Sarah Holecek, Christina Kuecker, Loren Ditzler OTHERS PRESENT: Mel Cannon, Sarah Lynch, Karen Michaell, Robert Wolf, Bob Elliot, Andrew Lynch, John Moreland, Reinhard Beichel, Jane Driscoll RECOMMENDATIONS TO CITY COUNCIL: The Commission voted 5-0 (Koppes abstaining, Payne absent) to recommend approval of REZ10-00018, a rezoning of approximately 2.17 acres located at the southwest corner of Taft Avenue and Scott Boulevard from Neighborhood Commercial (CN-1) to Planned Development Overlay Low Density Multi-Family (OPD-RM12) and SUB10-00017, a preliminary plat of Windsor Ridge, Part 22, a 2-lot, approximately 5.51-acre subdivision located at Taft Avenue and Court Street subject to the following conditions: Compliance with the submitted building elevations; Payment of the fair share of the improvements to Taft Avenue (12.5%) • The maintenance and construction of parking spaces within the city park being the responsibility of the developer and homeowner's association • The replacement of any trees removed in the city park due to the construction of the parking spaces. The Commission voted 7-0 to recommend approval of ANN11-00001/REZ11-00004, an application submitted by ILJ Investments for annexation and rezoning from County Agricultural (A) zone to Intensive Commercial (CI-1) zone for approximately 12.65 acres of property located on the north side of Mormon Trek Blvd, northeast of its intersection with Dane Road subject to a 20-foot wide landscape buffer along the north property line that at a minimum meets screening standards and a 30-foot high or less limitation on outdoor lighting. CALL TO ORDER: The meeting was called to order at 7:00 PM. Planning and Zoning Commission February 17, 2011 -Formal Page 2 of 16 PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. COMPREHENSIVE PLAN ITEM: Public hearing to amend the Comprehensive Plan to the Southeast District Plan for property generally located south of Court Street, east of Sycamore Street & First Avenue, north of Highway 6, and west of the city's eastern growth boundary. Howard stated that the Southeast District Plan resulted from two years of planning and public input. The redevelopment planning for the Towncrest area was incorporated into the planning process for this district. Howard explained that the Comprehensive Plan is divided into ten planning districts. The Southeast District Plan will be the seventh district plan to be completed. The Southeast District Plan is divided into six sections which have goals and objectives associated with each topic. The goals and objectives were determined through the feedback received at public planning meetings and focus groups, and are intended to incorporate the public input gathered over the last several years. Housing and Neighborhood Quality: For planning purposes, staff divided the Southeast District into several "neighborhoods:" the Court Hill Neighborhood, the Windsor Neighborhood, Towncrest Neighborhood, Village Green Neighborhood, and the growth area outside the city limits. The Court Hill Neighborhood is generally south of Court Street, east of First Avenue, and north of Muscatine Avenue. This neighborhood includes a number of different features, the most prominent of which is probably Ralston Creek. Hy-Vee and the commercial area on the corner near it are valuable assets to the community. This neighborhood has been developed for some time and has nice tree-lined streets and a pleasant neighborhood atmosphere. The Court Hill Trail system, which runs along Ralston Creek, was recently completed through the neighborhood. The City has received a lot of positive public feedback about the trail. The Southeast District Plan includes goals and objectives for completing all aspects of the trail and providing better signage for the neighborhood. The Towncrest Neighborhood is just south of the Court Hill Neighborhood, generally south of Muscatine Avenue and north of the Iowa Interstate Railroad. This neighborhood surrounds the Towncrest commercial area and includes some large institutional uses, such as Mercer Recreation Facility and Southeast Junior High. Howard said this area represents a mix of residential and institutional uses and has a gridded street pattern with small to medium-sized homes along tree-lined streets. There was a lot of discussion about how to improve the Towncrest area in both the larger public workshops and in the planning meetings specifically focused on the commercial area. The main topics of public discussion were the poor management and maintenance of some of the multi-family units in the area and the need to revitalize the Towncrest commercial center. There were discussions about the possibility of new housing opportunities resulting from the revitalization of the Towncrest commercial area. The impacts of the large institutional uses on the surrounding neighborhoods were also a topic of discussion. There were concerns expressed about the traffic resulting from Southeast Junior High and the activities at Mercer Recreational Center. Planning and Zoning Commission February 17, 2011 -Formal Page 3 of 16 The Village Green Neighborhood is a unique neighborhood in Iowa City. At the time the area was developed, the idea was to have a single ring-road with single family homes clustered around village greens. As the development extended further south, it changed to a different kind of housing; attached units and condominiums with back-yard ponds and front-yard greens. There are attractive new homes, both single units and attached, still being built in the southern portion of the Village Green Neighborhood near the railroad, and one concern expressed about this neighborhood is the proximity of the industrial area to the residential homes. Howard said that there is a need to ensure a wider and more effective buffer as development occurs along the railroad corridor in new neighborhoods. For existing areas like Village Green, one of the ideas is to grow taller, quick-growing species, such as poplar trees, for screening when the space between the housing and the industrial area is limited. The Windsor Neighborhood represents the far eastern side of the district and is almost to the edge of the city's growth limit. Taft Avenue forms the eastern boundary of the neighborhood, Court Street the northern boundary, American Legion Road is the southern boundary, and Scott Boulevard is the western boundary. Scott Park takes up a large area of the neighborhood and is a prominent feature of the neighborhood. The Windsor Ridge Neighborhood is formed around a central, linear park system which is greatly appreciated by residents of the area. One of the issues with the park and how it was designed with little street frontage and surrounded by private back yards, is that it is not very visible or accessible to the general public and there may be confusion about what is public open space and what is private. People have difficulty distinguishing the park from private back-yards. Howard said that this was lesson that should inform how future neighborhoods are designed with better visibility and access to any public open space. Howard shared a map that showed potential streets in thd` neighborhood and demonstrated how the streets would fill in as the area is developed back toward Scott Boulevard. Howard said that one of the problems with development at the edge of the city is that property owners or developers sometimes request to have land annexed that is not contiguous to current city limits. If approved, this results in what is sometimes called "leapfrog development." Some of that occurred in the Windsor Neighborhood. Howard said that leapfrogging increases the costs of providing services, extending utilities, and improving or extending city streets. Howard said that residents commented on the fact that American Legion Road has not yet been improved and does not have sidewalks. This leads to a lack of pedestrian friendly connections to other neighborhoods in the area. Howard said that a significant part of the plan concerns the future growth areas of the city. The City likes to have a plan in place for areas directly outside of its boundaries so that if and when a property owner wishes to develop that land and annex into the city there is already a vision for its possible uses. Howard said that people sometimes misunderstand and think that the plan represents an exact design for future streets and home lots. Some are also concerned that the City will come in and develop their property. Howard said that contrary to these concerns, the intent of the district planning process is to provide a concept that incorporates best planning practices, establish goals and objectives, and provide guidance for property owners, developers, and elected officials as land is proposed for urban development. Howard said that the area to the south is intended for industrial land. Specifically, the concept plan for the growth area in the Southeast District includes opportunities for new employment areas in the city as well as a mix of housing, public open space and neighborhood institutions. Howard explained that some higher density housing could be clustered along single loaded streets along park edges to provide better access and views of park land without a loss in residential density potential. Howard also explained that if land to the east of the manufactured housing parks along Scott Boulevard is annexed into the city, the manufactured housing parks would most Planning and Zoning Commission February 17, 2011 -Formal Page 4 of 16 likely have to be annexed as well. Howard said that while there was no intent to change the manufactured housing park, the plan does address what type of development would be appropriate if the property owner or future property owner decides to redevelop the property in the future. Similar to other areas, the plan states that if the area were to redevelop that it would be beneficial to allow a mix of housing types, including high density single family and multi- family. Howard said that another concern for the area is to ensure good street connectivity between neighborhoods to prevent isolated pockets of development that do not have good access to neighborhood services and amenities. The plan map shows how streets could be extended through the manufactured housing park to provide connections to new neighborhoods that develop to the east. Howard said that staff had received a lot of questions about what is meant by the "employment area" shown on the concept plan for the eastside growth area. The plan does not show specific zoning designations for undeveloped areas, but rather outlines a variety of zoning options that would result in a good transition from the industrial zone to the south and the residential uses to the north. A general employment area could be a variety of lower intensity commercial uses, such as: office research, light manufacturing, cottage industries or incubator businesses, restaurants or service businesses, or large institutional uses such as a church, school, or daycare. Commercial: There is quite a bit of commercial development in the Southeast District. The commercial section of the district plan is divided into several sections: the Sycamore Mall/ 1S` Avenue Commercial Corridor, Towncrest, and some smaller commercial areas along Scott Boulevard and at the corner of Court Street and Taft Avenue. Public comments indicated that residents of the Southeast District appreciated the improvements that had occurred at Sycamore Mall, but wanted to see the area continue to thrive. She said that there had been some concerns expressed about deterioration of some of the properties along First Avenue. Howard said there was an interest in doing some comprehensive planning for this area similar in nature to what had been done at Towncrest. The plan also addresses the issue of Kirkwood Community College and the potential need for expansion of their facilities. Howard said that she would not go into too much detail about the Towncrest area as that plan has already been reviewed by the Planning and Zoning Commission and adopted by the City Council. She said that in general it is a plan for revitalization of the Towncrest commercial area that encourages reinvestment and redevelopment. The small commercial area along Scott Boulevard near Highway 6 is sandwiched between industrial areas. Howard said that it may be a place where some limited retail occurs in the future mostly to serve the adjacent employment and industrial areas. Howard said that there is a tiny commercial node at the corner of Court and Taft which calls for a town square model with a green space in the center and neighborhood-oriented commercial spaces and mixed uses. Howard said that the intention was for a primarily residential use with small-scale commercial to serve the neighborhood. The Southeast District contains the largest industrial employment area of the city. The area to the west of Scott Boulevard is largely developed with industrial uses while the area east of Scott Boulevard is still developing. The area is important for industry because it has good access to Planning and Zoning Commission February 17, 2011 -Formal Page 5 of 16 arterial streets and it also has access to the Iowa Interstate Railroad, which is a main east-west freight line. The city's goal is to continue to expand opportunities for new businesses and new employers to move to Iowa City and to reserve sections of industrial land for large users. The plan also calls for continuing to improve surrounding streets to make them conducive to truck traffic. The idea is to extend and expand Taft Avenue to provide a more direct route to Interstate-80 to take some of the pressure off of Scott Boulevard. There is also a marketing focus placed on encouraging green businesses to move to the area. One of the main emphases of the plan is to minimize conflicts between industrial and residential areas, providing better buffers between incompatible uses. One of the main ideas for a buffer is to develop a park along the Snyder Creek watershed that would separate the industrial to the south from the new neighborhoods that might form to the north. This would also be a substantial amenity for residents and for future employees of the businesses in the area. Parks Trails and Open Space: One area of emphasis is the continued expansion of the trail network. The district has a number of large and small parks. One idea is to make Mercer Park and Scanlon Gym more of a community center, and to upgrade the park facilities. There are also some plans for improvements to Court Hill Park. There was a lot of discussion from the Village Green neighbors about the desire to better coordinate the use of the private greens in their neighborhood. Howard noted that those greens are private pocket parks, not public parks, so that goal would be one for the local homeowner's associations. Scott Park serves as storm-water management for Ralston Creek and provides trail links between the Windsor Neighborhood and the Court Hill Neighborhood. The City would like to continue to develop those trail links. The park system in Windsor Ridge has limited access and visibility for the general public, which could be improved by better signage and trail connections. As the neighborhood south of American Legion Road develops, the plan calls for a new park along Snyder Creek. Streets and Transportation: The plan notes a number of imminent improvements to the arterial street network in the district. The biggest transportation concern expressed for this district was the need for the railroad overpass on First Avenue, and questions about when that was going to occur. Howard said that the overpass is an expensive project, but that the City has secured most of the funding for the project. The hope is that the project will move forward soon. The City has determined that a traffic signal is warranted at the corner of Scott Boulevard and Muscatine Avenue. The Cit~r will be upgrading that intersection in the near future. It is also in the process of upgrading 420` Street to serve the industrial area. In the long-term, there is a goal to improve Taft Avenue and connect it to Interstate-80. Transportation objectives in the plan include: making sure that new and improved streets are complete and serve pedestrians, bicyclists and vehicular travel; that as new neighborhoods develop they are served by swell-connected street network. Also that swell-connected trail network is important, with improved opportunities for pedestrians and bicyclists. Workshop participants indicated that trails are viewed by the public as transportation corridors not just recreational paths. Plan Map: The plan map outlines what the uses are now and gives a sense of the direction for possibilities in the future. Planning and Zoning Commission February 17, 2011 -Formal Page 6 of 16 Howard asked if the Commission had any questions. Freerks noted that Howard had given the Commission a memo outlining minor changes to the plan that had been made since the last Commission work session. Eastham asked if there was a way to be more specific about school and park locations in the growth area. Howard said that because at this point in time, the City has no way of knowing exactly where a school might be located by the school district, the plan is simply conveying the good planning principle of locating a school central to the new neighborhood that is developing. She said the idea behind locating a school next to the park is demonstrating the principle of shared facilities and enhanced learning environments. The planning for a school site done by the City is intended to indicate sites that would meet good planning principles, of central location and accessibility to area residents. It provides a starting place for discussions with the School District, if a new school is needed in the area in the future. Freerks opened the public hearing. Mel Cannon,1108 Village Farm Court, President of Village Green Homeowners' Association, said that he had a question about what the City has in mind for the private green spaces. Howard said the City does not have anything in mind for those spaces because they are private. However, the residents that came to the planning workshops expressed an interest in getting together with other neighbors in the area and seeing if there were more amenities that the neighborhood wanted to add to the greens. Howard said that the only reason the greens are mentioned in the plan is because they are a prominent feature of the neighborhood and there was a need expressed for small centrally located pocket parks or playgrounds. Miklo said that staff had heard from some families that thought it would be nice to have some play equipment for young children and perhaps some park benches. Miklo said that the plan acknowledges that decisions about the private greens would be a function for the homeowners association. Cannon said that he had attended the planning meetings and the issue keeps coming up. He said that the neighborhood association has already conducted their own internal survey and found that there was a concern that playground equipment would attract an outside element and pose a legal liability that the association is unwilling to accept. Cannon said that he wished to convey that their wishes are that nothing be done to the green spaces. Greenwood Hektoen clarified that the green spaces are owned by the homeowners' association and the City has no ownership interest in them. Cannon said that nevertheless this keeps coming up. Howard said that it came up because some Village Green residents brought it up and it is in the plan simply to reflect that public input. She said she recognized that it might represent a minority of Village Green residents. Cannon said that he believes that the people who requested such changes to the greens were probably not actual residents of Village Green, and were likely residents of Village Green South, a nearby neighborhood that has no greens of their own. Howard said that her understanding is that there are actually a number of homeowners' associations for that neighborhood. Cannon said that he represents Parts 1-13, and simply wanted to provide the Commission with clarification on the matter. Sarah Lynch, 1033 Chamberlain Drive, said that she is part of the Chamberlain Drive area that is not included in the homeowners' association Cannon was speaking of. She said that her neighborhood does not have a park within its boundaries, and she really wanted to emphasize for future development how important it is to have parks and or schools in a neighborhood to give children a place to play. Karen Michaell, address unknown, said that she had not heard anything about the Towncrest redevelopment plan since the last Southeast District planning meeting. She said that at that Planning and Zoning Commission February 17, 2011 -Formal Page 7 of 16 meeting there had been a lot of objection to the proposed plan for having a religious institution as the visual anchor for the development. She asked if the plan had moved forward with the Church of the Nazarene as its visual anchor in spite of public input. Miklo explained that the urban renewal plan that was ultimately adopted by the City Council was silent on that type of use and that while the church was located in the area it is not a focal point of the plan. Robert Wolf, 110 Hummingbird Lane, said that he is the owner of Modern Manor, and friend of the owner of the adjacent manufactured home park. He said that between those two manufactured home parks there are close to 500 families that the City is looking to throw out. Howard said that there is no intention of throwing anyone out, and the plan shows the area as manufactured housing. Wolf said that the way Howard was talking earlier it sounded to him like the City intended to tear everything down and start over. Freerks said that the Commission had never discussed that and that was not the intent of the plan at all. Wolf said that the families in the two manufactured homes would like to know different if and when the City does that. Freerks said there are no plans to do that. Bob Elliot, 1108 Dover, asked if Town and Campus would be able to be improved or removed in this plan. Miklo said that the City has been working with the current property owner to improve the management of the complex. The plan talks about the possibility of improving the existing buildings or redeveloping a part or all of the development. Miklo noted that that would depend on the cooperation of the owner. Miklo said that the concern about the physical design of the property is that it is very inward looking with very little exposure to the street. The interior apartments do not have good access to public parking or the streets. The complex has been a policing issue, so the staff has looked into some alternatives that include opening up the site to the public streets and possibly taking some buildings down. Miklo said that what will happen depends a lot on the owner's prerogatives and how they wish to deal with the property. Elliot said that the area has been increasingly problematic, but he is also concerned for the residents of the property who may not be able to afford to live anywhere else. He asked if it was correct that the City helped people who were living at the current Hy-Vee site to relocate when that facility went in. Miklo said that was partially correct. The developer of the property provided funding for residents of that trailer park to relocate and the City administered it; Eagle Foods actually provided that funding. Elliot said that when he moved to Iowa City he actually lived in Town and Campus Apartments and it was a very nice complex, and the courtyard effect was very pleasant. He said that he is concerned about the low-income residents being able to find other suitable housing, and he really feels that it could be a nice complex again if it were improved. Plahutnik asked if it would be out of order for him to make a small comment about the concept of a district plan and Freerks said she did not think it would be. Plahutnik said that the whole concept of the district plan is based on a sort of wish-list that was developed through public input that is combined with best zoning practices with an eye toward the future. He said the concept of a district plan is that if everything worked out just the way we wanted it to, then this is what the residents of that area would like to see. Plahutnik said that bulldozing buildings and specific redevelopment items are not being considered. Rather, the plan represents swish-list to guide the Commission in its future zoning considerations. The Commission will then be able to ask itself as matters come before it: does this fit in with what the people of Iowa City wish to see for this area and does this fit in with good zoning practices? Freerks noted that in terms of the manufactured housing park there is a plan to widen and expand streets to provide connectivity throughout neighborhoods, which could result in some dislocation. She reiterated that this is simply a concept that shows what would need to be done if connectivity is a primary goal. Planning and Zoning Commission February 17, 2011 -Formal Page 8 of 16 Howard said that the plan should be thought of in terms of "what if?" What if someone decides they want to do something different with their land? What if a farmer decides to retire and sells the land to a developer that wants to build homes? The City is trying to put a plan in place so that as land develops the city grows efficiently and cohesively rather than haphazardly. She said that the plan is not a hard and fast road map, rather along-term vision for the area. Andrew Lynch, 1033 Chamberlain Drive, said that he understands the wish-list concept, but there were some concrete actions that the staff had indicated were in the works, such as the train overpass. Lynch asked staff to give a quick listing of improvements that are planned for the area in the next few years. Howard said that the City Council controls how money is spent and generally capital improvement dollars are spent to improve the infrastructure of the city. Howard said that the improvements along Muscatine Avenue and the Muscatine/Scott Boulevard traffic signal are in the works. Miklo noted that not all of the funding for the overpass has been secured, but that the remaining funds are in the Capital Improvements Plan over the next couple of years. Howard said that because the overpass is such an expensive project, federal funding had to be secured. She noted that the City is in the process of improving 420th Street, though there are no immediate plans to upgrade Taft Avenue. The City owns industrial land in the district and is constructing the necessary infrastructure to make it available for businesses wishing to locate in Iowa City. The City is, of course, involved with the Towncrest revitalization. Lower Muscatine Road in front of Kirkwood Community College is also scheduled to be improved in the next year. Mel Cannon, 1108 Village Farm Court, noted that he had misspoken, clarifying that his homeowners' association actually represented Parts 1-12. He asked if the City allows lighting along trail systems in town. He noted that the plan shows a sidewalk being widened in the northwest corner of Village Green which is currently private property. Cannon said that having the sidewalk widened would be great, especially if some lighting came along with it. Howard said there are typically standards for where lighting is placed; however, Cannon might want to bring it up to Public Works or the City Council. Cannon said that it had been requested before. He said that it is a very long block, and it would be very nice to get an additional streetlight, especially if there is going to be a trail through there. Howard said that her understanding is that if the majority of people along the block-face want an additional street light then there will be a consideration for it. There were no further comments and Freerks closed the public hearing. Freerks said that there is no rush to vote on the matter this evening, but it is a possibility. She noted that there is a related rezoning matter that will be coming up for the Commission. Eastham asked if the document needed to be adopted prior to the rezoning in question and Miklo said that it did not. Howard said that she believes that what is in the District Plan would be consistent with whatever zoning is adopted. Freerks invited a motion. Plahutnik moved to defer amendment of the Comprehensive Plan to adopt the Southeast District Plan until the March 3~d meeting. Koppes seconded. Freerks invited discussion. Planning and Zoning Commission February 17, 2011 -Formal Page 9 of 16 Eastham said that he had benefited greatly from all of the discussion that had taken place. Eastham said that he had raised some concerns about the need for connective streets for potential residential areas east of Modern Manor, noting that there are 500 very attractive homes in that area. He said he is still not sure how he wants to handle that problem. Eastham said that he also is not sure how to address existing residential units in the Towncrest area in the context of the plan. He said that he had appreciated all of the comments about those issues this evening. Plahutnik asked if any of the Commission members would be in favor of adjusting the language in the Village Green area as concerns the private greens. Koppes said that she would be in favor of deleting that language altogether. Freerks read the passage out loud, and Plahutnik said that in re-reading it he is not uncomfortable with it after all. Koppes maintained that deleting it would clean up the issue of perceived City involvement in those private spaces. Eastham said that he agreed with Koppes, and that plans can represent things that people come to anticipate, expect, or dread. Freerks suggested that specific language changes could be tweaked at an informal meeting. Eastham noted that another member of the public had indicated a desire to see small parks with playground equipment in the area, and wondered if that could be included in the plan somehow. Freerks said she thought that was something that is important to all neighborhoods and is a general aspect of the overall Comprehensive Plan. She said that it was certainly something that can be discussed further. Freerks thanked the public for sharing their comments. Weitzel said he wished to emphasize that there is a lot of positive in the plan. A vote was taken and the motion carried 6-0 (Payne absent). REZONING/DEVELOPMENT ITEM: REZ10-00018/SUB10-00017: Discussion of an application submitted by Arlington Development, Inc., for a rezoning from Neighborhood Commercial (CN-1) to Mixed Use (MU) zone and Planned Development Overlay Low Density Multi-Family (OPD/RM-12) zone and preliminary plat for Windsor Ridge Part 22, a 2-lot, 5.51 acre subdivision located at Taft Avenue and Court Street. Greenwood Hektoen noted that the Commission would be momentarily skipping Item D to consider Item E. She explained that Sarah Holecek could then leave following Item E, as Greenwood Hektoen would be recusing herself from that item. Koppes recused herself from the item as well, as she can see the area from her house. Kuecker explained that this is an application to rezone and subdivide this parcel; the subdivision would be into two lots. Lot 2 is proposed for Planned Development Overlay Low Density Multi- Family (RM-12) and the proposed zoning for Lot 1 is Mixed Use (MU). Kuecker said that the Mixed Use plan is not ready to come before the Commission, though the applicant is working with staff to finalize it. The Comprehensive Plan shows this area as a commercial node. When this area was originally rezoned the City Council expressed a desire for the parcel to be atown-square type of development. The market for that kind of commercial zoning is not there at present and the applicant feels the townhouse style units on Lot 2 and the Mixed Use units on Lot 1 would be better for the market there. The current zoning is Neighborhood Commercial which allows small Planning and Zoning Commission February 17, 2011 -Formal Page 10 of 16 scale retail and commercial services that would be common to a neighborhood shopping area. The OPD-RM12 zoning allows for Low-Density Multi-Family; the applicant is proposing four townhouse style buildings of six units each. The Mixed Use zone would allow for up to 35-foot tall buildings, with the ground floor built to commercial standards but could function either as residential or commercial. Kuecker briefly outlined the design details for the Mixed Use townhouse units. The applicant has proposed quite a bit of landscaping on site with a significant landscape buffer between the units and the future improvements on Taft Avenue. She noted that the planting of that landscaping would have to be done concurrent with the Taft improvements, and would have to be worked out between Public Works and the applicant at the time of site plan review. The applicant is proposing the placement of visitor parking along the parkland; that has been approved by the Parks Department so long as the homeowners' association is responsible for the construction, maintenance, upkeep, and snow removal for those parking spaces. Kuecker noted that Cardigan and Raleigh Lane are already private streets for which the homeowners' association is responsible, so the parking could be incorporated into that maintenance plan. Parks Department has also requested that if any of the trees currently planted in the park are removed or damaged they will be replaced with similar trees. Kuecker said that staff has found that the Mixed Use zoning and the RM12 zoning is compatible with the town-square model for this area. The proposed buildings provide a good frontage onto the park. Staff recommends approval of the subdivision and the OPD RM-12 portion of the application subject to the following conditions: • Compliance with the submitted building elevations • Payment of the fair share of the improvements to Taft Avenue (12.5%) • The maintenance and construction of the parking spaces within the city park being the responsibility of the developer and Homeowner's Association The replacement of any trees removed in the city park due to the construction of the parking spaces. Staff also recommends the deferral of the Mixed Use portion on Lot 1. Kuecker shared a number photographs of different views of the property. Freerks asked if there was sufficient parking provided for the apartments. She said she wanted to make sure that the parking in the park did not become resident parking. Kuecker said that each unit has atwo-car garage in the rear with space for two more cars behind it. Weitzel asked if it was correct that the current vision was to have the units as all residential with the idea that the ground-floor units could become commercial if the demand arose. Kuecker said that the applicant has indicated that the present demand is for residential units, though there could be demand for small-scale commercial sometime down the road. Eastham asked what the state of the park-area is at this point. He said his impression of the park is that it is bare ground covered by volunteer grass and weeds. Eastham asked if the designated park area will be the space with the trees. Kuecker said that the area bounded by trees is the park area and has been approved and accepted by Parks and Recreation. Eastham asked if there was then no further need for public money to go into the park area. Kuecker said there may be some funding available for improvements because the developer will have to pay fees in lieu of parkland. There were no further questions for staff and Freerks opened the public hearing. Planning and Zoning Commission February 17, 2011 -Formal Page 11 of 16 The applicant, John Moreland, 960 Arlington, said that he has been involved with this property since 1993. Moreland said that when the property was rezoned to commercial in 1995, he had been fairly certain that Taft Avenue would be paved by the time there was demand for the property. Moreland said there has not been any demand for commercial property in the area. He noted that if the City is going to pave Taft, then, realistically, they will be paving all the way from highway 6 to Herbert Hoover Highway, which will cost millions and millions of dollars. Moreland said that the great expense of the project ensures that it will not happen for quite a long time. Moreland said that he and staff had been working on these plans for at least three months and have had a series of meetings to reach a point where they are all happy about what they have come up with. Moreland said that the commercial part of the project may take a while, but that the Mixed Use zone offers a lot of opportunities and possibilities. Moreland said that they have been working with the Parks Department to ensure that the parkland was ready for the City to take over. He said there had been a neighborhood meeting at Regina which went very well. He said that most of the neighbors expressed a preference for residential over commercial properties for that area. He noted that there was potential for this condominium association to combine with one down the road to keep maintenance costs down for both organizations. Moreland said that he has agreed to install and maintain the parallel parking at the park. He said that since Mixed Use has not been done before in Iowa City, he wants to make sure to take his time and get it right with that portion of the project. Moreland asked that the Commission consider voting on the matter at this meeting. He said that staff is happy with it, and the neighbors are happy with it so he would like to see it passed tonight. Reinhardt Beichel, 4833 Cardigan Lane, said that it is very important to have commercial spaces and preserve room for those commercial spaces. Beichel noted that there are lots of condominiums and families in the area which would provide support for commercial businesses. He said he would like to see a plan for both lots at once. He said he did not think the rezonings should be split, but should be considered simultaneously. He said that he would like to see a long-range concept for the entire property before a decision is made. Moreland said that he understood these concerns, but he has committed to making Lot 1 commercial/residential mixed use. He said the area is already designed, with the road going all the way around the park. Moreland said that he knows the market, and the lots need to be considered as two separate entities. Moreland said that it took several months to get to this month, and staff is happy with the progress that has been made. Moreland said it may take some time to get Lot 1 right, since that has never been done before. Moreland said that they have already sold several units, which is one reason they wish to move forward with the project as soon as possible. He said that the units have been purchased through a state program that assists first-time homebuyers. Moreland said he is committed to putting mixed use and commercial on Lot 1. Holecek noted that staff has suggested deferring consideration for rezoning on Lot 1. Until a rezoning is approved for Lot 1, it will remain zoned commercial. Holecek pointed out that the prior speaker's concern was about the preservation of commercial land. Eastham asked if it was correct that the property to the east of Taft Avenue is in the city's growth area and would likely be annexed once improvements to Taft were made. Kuecker confirmed that the city's growth area extends to approximately one-quarter mile east of Taft. Freerks asked about the flow of a transition from residential to commercial in the mixed use units. She asked if there was a process in place for informing neighbors when changes in ground floor use occur. Miklo said there is no process in place. He said that when residents purchase their units they should be aware that the ground floor units can be either residential or commercial. Miklo noted that the allowable commercial uses are similar to those in the Planning and Zoning Commission February 17, 2011 -Formal Page 12 of 16 Neighborhood Commercial zone, and so should be compatible with residential. He said that he believed that anyone buying into the neighborhood would be aware of that possibility. Freerks noted that often times those kinds of things are forgotten over time. There were no further comments from the public and the public hearing was closed. Freerks invited a motion. Eastham moved to recommend approval of REZ10-00018, a rezoning of approximately 2.17 acres located at the southwest corner of Taft Avenue and Scott Boulevard from Neighborhood Commercial (CN-1) to Planned Development Overlay Low Density Multi- Family (OPD-RM12) and SUB10-00017, a preliminary plat of Windsor Ridge, Part 22, a 2- lot, approximately 5.51-acre subdivision located at Taft Avenue and Court Street subject to the following conditions: • Compliance with the submitted building elevations; • Payment of the fair share of the improvements to Taft Avenue (12.5%) • The maintenance and construction of parking spaces within the city park being the responsibility of the developer and homeowner's association The replacement of any trees removed in the city park due to the construction of the parking spaces. Plahutnik seconded. Freerks invited discussion. Eastham asked staff if the commercial area on the northwest corner of Scott and Court developed after Scott Boulevard was expanded. Miklo said it did. Eastham said that he appreciates the comments about preserving commercial space in the area, but that he is also persuaded that Taft Avenue would need to be improved before the commercial area could be viable. Busard said that when Taft Avenue does get paved there is a good opportunity for future commercial, so he does not think that removing the commercial zoning from this property and making it mixed use will be doing the area a disservice. He said there will be ample opportunity for commercial development as the area grows. Miklo clarified that the Mixed Use zone is considered a commercial zone. Plahutnik said that the Commission is not voting on that commercial zone at this meeting. He noted that the parkland has been dedicated for a long time and was recently accepted by the Parks Department. He said he thinks it makes sense to make use of the park with some residential units in the area, rather than strictly commercial. Freerks said she is happy to see something get started in the area and likes the idea of potentially having mixed use in the area. She said she appreciated the suggestion that the Commission look at the property as a whole rather than in two parts, but felt as though the Commission was doing that even though the votes might take place on different nights. Freerks said she likes the idea of maintaining commercial space in that area, but is comfortable changing Lot 2 to residential. A vote was taken and the motion carried 6-0 (Koppes abstaining). Eastham moved to defer REZ10-00018, a rezoning of approximately 3.34 acres located at the southwest corner of Taft Avenue and Scott Boulevard from neighborhood Commercial (CN-1) to Mixed Use (MU). Planning and Zoning Commission February 17, 2011 -Formal Page 13 of 16 Weitzel seconded. The motion carried 6-0 (Koppes abstaining, Payne absent). Moreland thanked the Commission for voting on the matter, and said that getting the Mixed Use plan right may take a little time. ANNEXATION/REZONING ITEM ANN11-00001/REZ11-00004: Discussion of an application submitted by ILJ Investments for annexation and rezoning from County Agricultural (A) zone to Intensive Commercial (CI-1) zone for approximately 12.65 acres of property located on the north side of Mormon Trek Blvd, northeast of its intersection with Dane Road. Freerks thanked those who were waiting for this item for allowing the Commission to consider Item E first. Ditzler noted that the Commission had seen this application before so she would be brief with her comments. Ditzler noted that some questions had been asked at the last meeting about the impact of Intensive Commercial on nearby residences. Ditzler noted that the Commission had received a memo addressing those questions. She offered to answer any questions the Commission might have. Freerks asked if the language could be changed to read that lighting will be restricted to "30-feet or less." Koppes asked if it was correct that the glow from a light cannot go past the property line. Miklo clarified that the glow can cross the property line but must be is limited to one-foot candle. Eastham asked if it was correct that there is no required S3 screening on the south side of the property and Ditzler replied that it was correct. Miklo noted that it may be required on the south side depending on the use that goes in. He said that on the north side staff is recommending adding 10-feet to the required buffer area for a total of 20 feet. Eastham asked Greenwood Hektoen if the residential use goes away and becomes a park, then would the lighting and screening restrictions go away as well. Greenwood Hektoen said that the current standards are for property adjacent to residential; if the residential area became parkland then the residential requirements would cease to pertain unless they had been packaged in a conditional zoning agreement. If the conditions are not contained in a conditional zoning agreement, then whatever the zoning in place is at the time of the site approval process is the zoning used for consideration. Plahutnik summed it up as "the CZA holds." Freerks opened the public hearing. Jane Driscoll, spoke on behalf of her grandfather, George Dane. Dane owns the property at 4120 Dane Road SE, just north of the subject property. Driscoll noted that her property is slated to be future parkland. She said that while they know their property is within the city's growth boundary, they do not wish to be annexed at this time. Driscoll said that her family agrees with the staff recommendations as they reflect the use of her property as a residence as well as a park. Driscoll said that her family would like to see the Commercial Office Park (CO-1) zoning designation for the subject property, rather than the Intensive Commercial (CI-1) zoning being requested by the applicant. Driscoll noted that the land intensive uses allowed in the CI-1 are Planning and Zoning Commission February 17, 2011 -Formal Page 14 of 16 not compatible with residential and less intensive zones such as parks. A CO-1 would serve as a transition to the nearby industrial zone outlined in the Comprehensive Plan, and would be more compatible with the future and current uses of the adjacent property. Busard asked what the City's intention was in improving Mormon Trek. Miklo said that the intention was to improve Mormon Trek to open up this portion of the city to industrial development. This area is generally flat with good access to the transportation system which are good characteristics for industrial land. There were no further comments and the public hearing was closed. Busard moved to approve ANN11-00001/REZ11-00004, an application submitted by ILJ Investments for annexation and rezoning from County Agricultural (A) zone to Intensive Commercial (CI-1) zone for approximately 12.65 acres of property located on the north side of Mormon Trek Blvd, northeast of its intersection with Dane Road subject to a 20- footwide landscape buffer along the north property line that at a minimum meets screening standards and a 30-foot high or less limitation on outdoor lighting. Weitzel seconded. Eastham said that one of the problems he has with this rezoning is that the Comprehensive Plan shows all intensive and commercial property in the area. Eastham asked if there was enough assurance on the part of the Dane family to warrant amending the Comprehensive Plan to reflect the future use of that property as parkland. Greenwood Hektoen said that she believed there was, as the family has dedicated the land to a trust to be held as parkland. She noted that that is a different discussion. Freerks said that revisiting the Comprehensive Plan to reflect the future park use might be a good idea at some point in the future. Freerks said that she believed the restrictions the Commission was placing on the rezoning are going to help alleviate some of the potential problems. She said that while Intensive Commercial might not be ideal for property adjacent a park, it is also not incompatible with it, and there are other things to consider. Weitzel said that the Commission is doing its best to make adjacent land uses compatible with one another. Eastham asked for a review of what the conditions for this rezoning would be. Ditzler said that the conditions are fora 20-foot buffer to the S3 screening standard along the north property line and a restriction to a maximum of 30-foot height for any exterior lighting. Busard said that this rezoning is in line with the Comprehensive Plan. He said that one of the things he wants to make sure of is that the Commission does not wind up placing restrictions to hinder development. He said that the City spent a great deal of money to improve this road, and it seems like some of the actions the Commission is taking in that area could be seen as discouraging development for the sake of one residence. Freerks said she did not think the Commission was discouraging development; rather it was attempting to improve the way development interacts with other properties and future uses. Weitzel said that the existing agreement has to be balanced with future agreements. A vote was taken and the motion carried 6-0 (Payne absent). Planning and Zoning Commission February 17, 2011 -Formal Page 15 of 16 CONSIDERATION OF MEETING MINUTES• January 20 January 31 and February 3, 2011: Weitzel noted a typographical error in the February 3`d minutes. Weitzel moved to approve the minutes as amended. Eastham seconded. The motion carried 7-0 (Payne absent). OTHER: None. ADJOURNMENT: Eastham motioned to adjourn. Weitzel seconded. The meeting was adjourned on a 6-0 vote. Z O N ~_ ~o ~~ OO UV z~ Z W r U~ N Q N O ~ Z Z a W (~ ~ Z a Z Z a J a I i i i I X X X X ~ X X N N X X X X X X X N ~W ~ ~ .- ~- M N ~ ~ c'~ wn. ~ X ~n o ~n 0 ~n 0 ~n 0 ~ 0 ~n 0 ~n 0 w W ~ W ~ 2 Q m J J a Z q ~ N ~ = V Z a ry W = U 1 ~ F= ~ o a Y N ~' w W ~ a _ F- ~ w W a W z ~ = N ~...~ ~ v~ v~ w a ~- a - w a ~ a ~ o Y a a ~ a ~ z m w u. z w I i i i I M X X X X X X X c°~ X X X X X X X N ~w ~ ~ ~ ~ r ~ M N tf') Ln M w a ~ X ~n o ~ 0 ~n 0 ~n 0 ~n 0 ~n 0 ~n 0 W W ~ W } J a = a z a W ~ to O = V Z a N W = U 1 ~ F- ~ o OC a = Y p~ cn W W F" A w w a i- w a z = N F- ~ a cn ~ cn a w ~ a 0 ~ a a J - W z m w w Y a a ~ E 0 ~d ~ o ~z ~ U p~ ~ w .Y E ~ ~ ~ •• ~ ~ ~ ~~~n~ca ~ a~ ~ ~~QZ o d. Q II II Z Ilnw~n XOOZ' w Y 3b 6 MINUTES HISTORIC PRESERVATION COMMISSION JANUARY 13, 2011 LOBBY CONFERENCE ROOM APPROVED MEMBERS PRESENT: Kent Ackerson, Thomas Baldridge, William Downing, Andrew Litton, Pam Michaud, Ginalie Swaim, Alicia Trimble MEMBERS ABSENT: Esther Baker, David McMahon, Dana Thomann, Frank Wagner STAFF PRESENT: Christina Kuecker OTHERS PRESENT: Scott Kading, Marybeth Slonneger, Jean Walker RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action) None. CALL TO ORDER: Chairperson Trimble called the meeting to order at 6:02 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA; There was none. MOTION: Swaim moved to change the agenda order to consider the discussion of neighborhood meetings and possible historic designation of neighborhoods before the certificate of appropriateness item. Baldridge seconded the motion. The motion carried on a vote of 6-0 Baker Downing McMahon, Thomann, and Wagner absent). DISCUSSION OF NEIGHBORHOOD MEETINGS AND POSSIBLE HISTORIC DESIGNATION OF NEIGHBORHOODS: Kuecker stated that one of the work agenda items is to hold neighborhood meetings in neighborhoods that have been surveyed. Kuecker said this is therefore a good time to discuss and prioritize how the Commission wants to approach the neighborhoods and the neighborhood meetings. Kuecker referred to maps of the surveyed neighborhoods. She said the maps show the historic resources in the neighborhoods: Downtown, Manville Heights, the Melrose Neighborhood, and Goosetown. She added that the Melrose Neighborhood has been listed on the National Register, so part of that process is complete, but the other areas are not listed on the National Register. Kuecker said that Goosetown is probably more of a conservation district than a historic district, but that is something that will need to be pursued further. Kuecker said that all of the maps are based on recommendations from when the surveys were done, so the information probably needs to be verified before anything is adopted. She added that representatives from the Melrose Neighborhood and Goosetown were at the meeting and available to answer questions. Walker said she represents the Melrose Neighborhood. She said the area has never gone on to the next step to get local historic designation. Kuecker said the Commission would like to hold a meeting with the neighborhood to see if there is interest in a local designation, and if there is, the Commission would work with the neighbors to make that happen with meetings, education, and instigating the rezoning process. Swaim asked how many meetings would be held for each area. Kuecker replied that it would depend on the response at the first meeting. Slonneger discussed the Goosetown Area. She said it is an area that regularly experiences a lot of change. Slonneger said that since it would be proposed for a conservation district, it would involve a lot of education. Kuecker said that there can be a very small percentage of the neighborhood that wants to move forward. She said the neighbors can, with or without the Commission's backing, submit an application to City Council for a rezoning. Kuecker said that with a rezoning, if 20% of the property owners within the area sign a petition protesting the rezoning, then a supermajority, six out of seven, vote by City Council is required for approval. Kuecker said this discussion should help determine how the Commission wants to move forward and which neighborhoods are a priority for the Commission. Swaim said that the Melrose Area and Goosetown would be priorities for her, although she is not up-to-date on what is happening downtown. Kuecker responded that the potential demolition of one or more downtown, non-historic buildings is what has brought the downtown area to the discussion. Walker stated that the Melrose Neighborhood is and always has been very vulnerable to encroachment by the University. She said that is why the neighbors pushed for the National Register status and said the neighborhood still needs as much protection as possible. Walker added that the Irving Webber House on Melrose Court should have some sort of special designation. Michaud stated that Manville Heights would be a big project to take on if the downtown area is threatened. Slonneger said that Goosetown has a lot of houses left from the 1850s and shortly thereafter. She said she has always wanted it to be on the National Register as a tool of preservation, although she realizes it is a very large area. Trimble said that these areas can be prioritized, but if the Commission thinks all the areas are valuable, there is no reason why the Commission can't start to work on all of them, at least to some degree. The consensus of the Commission was to move forward with the Goosetown and Melrose Neighborhood meetings first, and if they progress very well, then perhaps move on to Manville Heights. Michaud said she would not want to give up on downtown, because there is a very strong sentiment, at least in the general public, to take it back. She said the 21-only vote really made a statement, and there is a lot of popular sentiment toward preserving the downtown. Kuecker asked for volunteers to help with the meetings, including the agenda and format of the meetings and the letters announcing the meetings. Baldridge, Michaud, and Trimble volunteered to help with this work. CERTIFICATE OF APPROPRIATENESS: 730 N Linn Street. Kuecker said this application is for light fixtures on a retaining wall in the front yard of this house. She said that since the retaining wall is less than four feet tall, it did not require a permit and therefore did not come before the Commission for a review. Kuecker said, however, the lights do require an electrical permit, and that is why this application is before the Commission for review. She added that anything that requires a regulating permit has to be approved by the Commission. Kuecker said the application has a proposal to install five lights, one on each portion of the wall that is a little bit raised. She said that since there are no guidelines regarding lighting, the Commission needs to look to the Secretary of the Interior Standards. Kuecker said that in general, those Standards state that the historic properties need to be maintained and preserved as a record of time, that incompatible alterations need to be removed, and that false senses of history should not be created. Kuecker said that in her opinion, this house would never have had so many lights on a wall or fence. She said that in her opinion, adding that many lights would give this a false sense of history. Kuecker said she believes that one light, directly adjacent to the stairs, perhaps on one of the two posts, would be appropriate for lighting the stairs, but five lights on each raised area seems to be overdoing it. She said she recommends allowing one light on the raised portion of the wall directly adjacent to the stairs but not the five lights. Kuecker showed the style of light that the owner is proposing. Swaim asked how high the top of it would be from the pedestal. Kading said about 18 inches. Kading said he thought his wife wanted the design with five lights, but he did not know this would have to come before the Commission for approval. He said he has since found out that his wife only wanted two lights, one on each side of the stairs. Kading said they are therefore fine with two lights, one on each side. Kuecker said she would recommend one light, but she thought that two would not be distracting. Michaud said it might be better to have the lights on posts, since the retaining walls do not correspond too closely with a Victorian. She said having them on posts might have more of a gaslight look. Kading said they didn't plan to use the posts, because it looked cleaner with the flush mounts. He said he is not necessarily opposed to it. Kading said the lights are not planned to be on posts at the moment. He said they would be mounted directly on top of the pillars. Swaim said that having it higher with more of a post brings up what style works well with the porch posts and the retaining wall. She said she didn't see any problem with this. Kading said there is no good retaining wall product, because they are all new. He said this was the most aged product they could find that would work there. MOTION: Swaim moved to approve a certificate of appropriateness for the application for 730 North Linn Street, amended to have two lights only, one on either side of the steps. Ackerson seconded the motion. The motion carried on a vote of 7-0 (Baker McMahon Thomann, and Warner absent). CONSIDERATION OF MINUTES FOR DECEMBER 9, 2010. MOTION: Baldridge moved to approve the minutes of the Historic Preservation Commission's December 9, 2010 meeting, as written. Swaim seconded the motion. The motion carried on a vote of 7-0 (Baker McMahon, Thomann, and Wagner absent). OTHER: There was none. ADJOURNMENT: The meeting was adjourned at 6:58 p.m. Minutes submitted by Anne Schulte Z O N ~_ O V Z 0 H Q W W a v O N 2 D O U W W ~ U `- Z ~ Q N O Z W F- F- a X X 0 X X ~ X X ~ X r d K W ~ W M r- N M r- ~ N M N ~ N M M ~- N M ~--~ ~ N M ~ ~- N M N ~ N M N r- N M r- r- N M M r- N M N N M Q ~ Z H- Y O ~ Y Q 0 ~ o ~ ~ m w ~ Y m ~ C7 Z ~ D ~ o Q Z ~ J D o ZO = g ~ a ~ Q V ~ Q C7 ~ ~ fn Q Z o Z Q 2 F- Q -~ ui m ~ F- Y Z LL ~ Z Q E O 7 ~ ~ ~ O ~ Z ~ X ~~ C ~ N ~ _ _ C ~ C C ~ ~ f9 ~ N ~ N ~ Q Z O ~ Q u n Z ~~ ~~ w ~ ~~ xooz w Y 3b 7 MINUTES HISTORIC PRESERVATION COMMISSION FEBRUARY 10, 2011 EMMA J. HARVAT HALL APPROVED MEMBERS PRESENT: Kent Ackerson, Esther Baker, Thomas Baldridge, Andrew Litton, David McMahon, Alicia Trimble, Frank Wagner MEMBERS ABSENT: William Downing, Pam Michaud, Ginalie Swaim, Dana Thomann STAFF PRESENT: Christina Kuecker OTHERS PRESENT: Jewell Amos, Tracy Barkalow, Richard Carlson, Kevin Shannon RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action) None. CALL TO ORDER: Chairperson Trimble called the meeting to order at 6:00 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA; Carlson said that he works in the south of Burlington Street area that has now been designated Riverfront Crossings. He said he has not heard anything about a historic survey of this area, although it has been a year or two since people have been pushing redevelopment of the area. Carlson said he would like to know what the status is of evaluating the historic fabric of what is remaining in that neighborhood. Kuecker said the Commission has applied twice for grants to survey that area but has not received those grants. She said that nothing has really been done since then. Kuecker said that as she has time, she selects buildings in that area and researches them so that the effort is kind of piecemeal at this time. Carlson stated that piecemeal would have worked a few years ago, but as there is a current push for redevelopment, he would really like to see something more than that. He said that he is on the State Nomination Review Committee that reviews the CLG grant applications, so he knows why the 2006 and 2007 applications were not funded. Carlson said that in 2007 he offered to write the application so that it would be more conducive to the nomination board for approval but was not taken up on his offer. Carlson said that he would really like to see something done here. He said that he would still like to help out in any way he can in writing an application for a CLG or HRDP grant. Baldridge said that as the City is starting to focus on that area, it would be appropriate for the Commission to at least try to identify buildings that should remain. Wagner said that he has wondered about the School District Administration Building and what will happen to that building. Helen Burford said that about at least one if not two preliminary studies of this location have been done. Kuecker said the Commission has not decided to apply for grants for any other areas, so this might be a year to try again for that area. CONSENT AGENDA: CERTIFICATES OF APPROPRIATENESS: Kuecker said that both of the projects meet the qualifications as stated in the handbook, and staff recommends approval. Historic Preservation Commission February 10, 2011 Page 2 710 Clark Street. Kuecker said this is a demolition of a garage on the rear of the property and the rebuilding of a new garage. She said the new garage meets all the Historic Preservation Handbook requirements for a new garage in a conservation district. 735 Dearborn Street. Kuecker stated that this project involves the removal of two windows and a door and installation of a sliding glass door in the location of the windows, with siding over the door opening. She said this is on the rear of a property in a conservation district. Kuecker said staff recommends approval provided the new door is trimmed to match the existing windows and door trim on the house and that the siding matches the existing siding. MOTION: Baker moved to approve the consent agenda for 710 Clark Street and 735 Dearborn Street as recommended, with the stipulation for 735 Dearborn Street that the new door is trimmed to match the existing windows and door trim on the house and that the siding matches the existing siding. McMahon seconded the motion. The motion carried on a vote of 7-0 (Downins Michaud Swaim and Thomann absent). Kuecker gave the owners of 710 Clark Street and 735 Dearborn Street, instructions for proceeding with the project, including the requirements for both a demolition permit and a building permit. CERTIFICATE OF APPROPRIATENESS: 837 MaQQard Street. Kuecker said this application is to make an amendment to the previously approved certificate of appropriateness for this property. She stated that in May, the Commission approved the removal of the existing siding on the house and the installation of a three- to five-inch reveal, smooth-faced fiber cement board lap siding with a minimum four-inch trim around all windows and doors. Kuecker said the applicant began this siding replacement project with asix-inch reveal, textured fiber cement board, and lap siding with three and one-half inch trim around the door and would now like to amend the previously approved certificate to allow for the material used. She said that the requirements that the Commission gave for the siding are common when looking at siding replacement, because athree- to five-inch reveal, smooth-faced, is most historically accurate and closest to the historic wood siding that would have been used. Kuecker said the reason for the smooth face requirement is because the textured fiber cement board often gives a faux wood appearance. She added that historic trim was often a minimum of four inches. Kuecker said that, in staff s opinion, the requirements of the original certificate of appropriateness were not incongruent with previous approvals by the Commission and are supported by the Siding section of the Handbook. She said that without documentation that the original siding on the house was anything different than that, she did not see a reason to change that previous approval. Barkalow, the owner of the property, distributed some photographs showing that the siding that is on there is much narrower than the existing siding that was there when he bought the property. He said he bought the stock hardi- board siding but did not realize that there is a difference between smooth versus textured siding. Barkalow said that the existing asbestos siding is not smooth in texture either, and it is also a lot wider than what he has put on there. He said the intent is to pretty this property up, and it would be very expensive now to tear the siding off another time and put back on something else. Barkalow said he would like to have the certificate amended to get this done. He said he intends to side the rest of the house to match. Barkalow said he needs to get this section complete to satisfy a rental permit, and that is why he is asking for an amendment. He said he thinks this looks a lot better and that the Nardi-board will blend in quite nicely in the neighborhood here. Wagner referred to the photographs and asked if this is the only part that has been done so far. Barkalow confirmed this. He said that this was an error on his part, in that he did not fax the information over to the contractor's desk at the Menard's dealer. Barkalow said that to replace this, he would have to get all new material and start over. He said that he did not think one could tell the difference from the street between the smooth or textured or the half inch difference around the trim. Historic Preservation Commission February 10, 2011 Page 3 Baker said that, as in previous cases like this one, her concern is always the precedent that would be set. She said that every time the Commission lets something like this get by, the next person does whatever he wants to, because he thinks he can go to the Commission afterwards and ask for an amendment of the original agreement. Baker said it weakens what the Commission is trying to do. Kuecker added that when work has been done, the Commission is supposed to evaluate the application as if the work had not happened and this was a fresh application. She said the Commission should look at this application and ask if they would approve installation of a six-inch reveal, textured fiber cement board with three and one-half inch trim at all for this property. Kuecker said that they Commission should contemplate if the handbook would allow the approval of this. Wagner said that he felt that the answer was no. Wagner said that Menard's does not sell Hardi-board, which is a brand name, but they do sell a smooth, fiber cement board of the proper dimensions. MOTION: McMahon moved to approve an application for a certificate of appropriateness for 837 Maggard Street to amend the previous certificate to allow for the installation of a three- to five-inch reveal, smooth- faced fiber cement board lap siding with a minimum four-inch trim around all windows and doors. Ackerson seconded the motion. The motion failed on a vote of 0-7 (Downing Michaud Swaim, and Thomann absent). CONSIDERATION OF MINUTES FOR JANUARY 13, 2011. MOTION: McMahon moved to approve the minutes of the Historic Preservation Commission's January 13, 2011 meeting, as written. Wagner seconded the motion. The motion carried on a vote of 7-0 (Downing Michaud, Swaim, and Thomann absent). OTHER: Kuecker said that the property at 904 Bowery was recently purchased by the University Neighborhood Partnership. She said there is a garage door that enters off of Governor Street, and this cannot function as a garage, because it goes right into the basement. Kuecker said the question is what to do with this. She said that right now the door is rotted on the bottom so that critters and water get in. Kuecker said the owners would like to make it weather tight and actually don't want to have this be a garage because of the problems it would cause for the living space. She said they would like to keep this as a pedestrian door. Kuecker said that completely removing the door is probably not an option, because it is an architectural feature that would be in character with the house. She added that this is a conservation district. Kuecker said the Partnership is asking for the opinion of the Commission. She said the owners don't want to allow cars to pull in there, because any exhaust would go into the living space, nor do they intend to finish the basement. Kuecker said the door has to be replaced, however. Ackerson asked if they want it to look like the present door. Kuecker said she feels that would be the most appropriate, so that one can still see that that was at one time a garage door. Wagner said one possibility would be to build awall -fill it in as a wall with insulation, but the exterior would still look like a garage door. He said it could have a pedestrian door that blends in. Baker suggested that one idea would be to take a look at some of the old Moffitt houses to see what kind of solutions or approaches have been taken there. Baldridge asked if the Commission needed to take a position on whether or not the owners can build a wall that would be appropriate. Kuecker said that the Partnership is looking for is ideas from the Commission that would be something the Commission could approve. She said the Partnership would then investigate the ideas to come up with the best solution. Baldridge asked if the Commission could then give approval for a significant wall to be put up, with an outside fagade to make it look like a garage door. Kuecker said the University Neighborhood Partnership has several other things with this house that need to come before the Commission and is just looking for ideas now. Baldridge asked if, in terms of the conservation district Historic Preservation Commission February 10, 2011 Page 4 guidelines, there is any reason the Commission would be prevented from approving a permanent wall to be built. Kuecker confirmed that there is not. The consensus of the Commission was to suggest a wall here. The Commission discussed the potential for the property at the southwest corner of Linn and Fairchild Streets and the former Shelter House on Gilbert Street, as well as the property behind the former Shelter House. ADJOURNMENT: The meeting was adjourned at 6:35 p.m. Minutes submitted by Anne Schulte Z O ~_ ~~ O~ VO ZV O~ awl ~Vo ~ Z N W a N ~ W Z ~ W a~ F- ~a O H N 2 X X X ~ X X O O O X X N ~ X X O X X O X X O X O r a )( M ~ N M ~ ~ N N ~ M N w ~ LJJ ~ N M ~ N M ~ N M ~ N M ~ N M ~ N M ~ N M ~ N M ~ N M ~ N M ~- N M 1-- a Q z Y z O ~ U a i o ~ Q m = ~ w ~ Q m J ~ c~ Z O o ~ Z a z O J D Q ~ ~ = ~ ~ Q a o a V ~ -~ z t9 ~ 'a ~ N Q a ~ Z a 2 H V Q u.i m ~ ~ ~ Y ~ u. ~ z c~ a ~ O ~ d ~ o U Z ~ X ~~ ~ N ~ ~ ~ ~ C C V1 ~ f0 ~ ~ ~ ~ Q Z o d. Q u u Z n u w ~ xooz ; 3b 8 MINUTES APPROVED BOARD OF ADJUSTMENT NOVEMBER 10, 2010 - 5:15 PM MEETING ROOM B, ROBERT A. LEE RECREATION CENTER MEMBERS PRESENT: ~ Caroline Sheerin, Will Jennings, Barbara Eckstein MEMBERS ABSENT: Le Ann Tyson, Robert Anderson STAFF PRESENT: Sarah Walz, Sara Greenwood Hektoen OTHERS PRESENT: Duane Musser, Clifford Reif, Kristen Breaux RECOMMENDATIONS TO COUNCIL: None CALL TO ORDER: The meeting was called to order at 5:15 PM ROLL CALL: Jennings, Sheerin, Eckstein were present CONSIDERATION OF THE OCTOBER 13 2010 MEETING MINUTES: Eckstein and Sheerin offered corrections to the minutes. Eckstein moved to approve the minutes as amended . Jennings seconded. A vote was taken and the motion carried on a vote of 3-0. SPECIAL EXCEPTION: EXC10-00009: Discussion of an application submitted by Reif Oil Company for a special exception to allow adrive-through facility located in the Community Commercial (CC-2) zone at 2580 Naples Avenue. Walz explained that the commercial area in which the drive-through was proposed was a newer commercial development and that Naples Drive had been designed to support higher levels of commercial traffic. She explained that City staff would be looking at the street to decide whether the striped median approaching the Menards entrance should be changed to a left turn lane. Walz discussed the specific criteria for drive-through areas. She said that the location, which is somewhat remote and along the intersection of two highways, would have limited pedestrian usage. Nonetheless, the applicant was required to address pedestrian access. The proposed site plan showed a sidewalk along Naples Avenue with a pedestrian walkway extending around the parking area to the south and then crossing over to the convenience store near the drive-through. Walz explained that other uses in this area are all commercial in nature and so there was no concern with impacts on residential properties. Walz explained that one requirement was that the number ofdrive-through lanes and stacking spaces were appropriate for the use. Since this drive-through restaurant was accessory to the larger convenience store use, staff believed that the one lane with six stacking spaces is sufficient to serve the use. Also, the proposed drive-through is to be located to the rear of the site with vehicles circulating behind the convenience store building along aone-way drive. The site plan shows pavement markings indicating the one-way direction of the drive, but staff recommended that the exit area of the drive should be marked to indicate exit only to make it clear that this is a one-way drive. Walz stated that the drive-through met the required setbacks and that the precise location of the drive-through is set at a significantly lower grade than the adjacent Highway 1 interchange. It is difficult to see the drive-through area from Highway 1 and for this reason the Building Official waived the requirement for S2 screening along this portion of the site as part of the site plan review. However, Walz noted, in reviewing the drive-through application the Board could require screening. Eckstein asked whether there was any bus service to the area and whether there was a bus stop or shelter along Naples. Walz responded that she did not believe there was a bus shelter nor bus service to this area. Jennings stated that depending on the specific food franchise or times of day, that there could be large demand at the drive-through. He asked whether there would be space for cars to stack behind the building and still allow other traffic, such as delivery trucks to pass through. Walz said that there was space for cars to wait directly behind the building as well as some space in the area before cars enter the drive-through lane. Jennings expressed a desire to insure appropriate signage is used on the site so that it was clear to vehicular traffic that the drive behind the building was one way. Sheerin stated that she was originally concerned regarding the circulation, but feels that her concerns have been adequately addressed. Eckstein asked how people from Menards would access the facility on foot, stating that this being the only food service in the area it may attract workers on break to walk to the site. Walz stated that pedestrians would either cross the street at the drive entrance to Menards or go to the controlled intersection of Highway 1 and Naples Avenue by way of the sidewalk. Eckstein asked whether there was a pedestrian crossing where Naples Avenue met the drive entrances from Menards and the subject property. Walz responded that there was not. She said this had been discussed with the traffic planners and that there was a consensus that in an area such as this where there is infrequent pedestrian use that a crosswalk gives pedestrians a false sense of security as vehicles are not anticipating the crosswalk. Jennings asked about the traffic island shown on the site plan between the drive-through area and the adjacent bypass lane that ran behind the building. Walz explained that areas not used for parking and drives must be landscaped and that this would be appropriate for turf or other low landscaping. Eckstein asked whether the pile of dirt shown in one of the photographs was temporary. Walk replied that it was. Duane Musser of MMS Consultants spoke on behalf of the applicant. He stated that the drive is one-way, running counter-clockwise behind the building and will have signage directing traffic. The site has been designed to with the intention of limiting any interference between the drive-through traffic and customers or deliveries for the gas pumps or convenience store. He stated that the traffic island would have sod or low shrubs and would not impede visibility between the drive-through traffic and vehicles accessing the rear circulation drive. He stated that there is an easement for fiber optic connections at the top of the retaining wall along the south property line. He indicated that due to the easement it was not desirable to place trees in this area and that the change in grade are such that shrubs would not adequately screen the drive-through. He reiterated that the was no bus service to this area and that they had provided pedestrian access to the site with the sidewalk along Naples and the connection along the south side of the parking area. He indicated that the parking spaces at the south side would be primarily for employees and that the proposed fast food restaurant would occupy approximately 1,100 square feet of the building. Eckstein asked how drainage was provided for the site. Musser responded that a complete site and grading plan had been created showing where curbs, gutters and stormwater intakes will be installed. He explained that the pavement is relatively flat, so stormwater run-off will be captured by the intakes and drain to the detention area at the north end of Naples Drive and not run off to the Highway or Naples.. Clifford Reif of Rief Oil explained that he had applied for a fast food franchise and that in order to get the franchise his site needed to provide 6 stacking spaces. Jennings indicated again that the franchise may change over time and that at different times of day or during the week demand for the drive-through would change. Reif responded that it was not in their interest to have the franchise interfere with the convenience store/gas station use and that the food service was only a small portion of the facility. Sheerin invited comment from the public. Hearing no further comment she asked for a motion. Eckstein moved to approve EXC10-00010, a special exception to allow adrive- through facility in the Community Commercial (CC-2) zone at 2580 Naples Avenue, subject to the following conditions: 1. Substantial compliance with the site plan submitted; and 2. The entrance and exit areas should be clearly marked with appropriate signage to indicate the one-way circulation of the drive. Jennings seconded. Jennings stated that the number ofdrive-through lanes and stacking space were appropriate and would not be detrimental to the adjacent properties because there was space for 6 cars to stack at the drive-through with additional space behind the building for cars that must wait for order. He said that the drive-through was at the rear of the site and that the circulation of the drive, when marked with appropriate signage, would not conflict with public drives or other vehicles accessing the site. He said that the location was surrounded by other commercial properties and that residential uses would not be affected by the use. He stated that pedestrian access would be provided along a walkway from the sidewalk on Naples Avenue and that it is in the City's future plans to include asidewalk/trail extension to the Naples/Hwy 1 intersection, at which point a signalized pedestrian crossing would be installed. Jennings noted that Naples Avenue was designed to support the level of traffic associated with commercial development in the area. He stated that the drive-through lanes meet the required setback standard and that additional screening was not necessary due to the change in grade. Sheerin noted that all lighting for the proposed use would be reviewed by the building department as part of the permit process and that all other standards in the code would need to be met. She reiterated Jennings finding with regard to surrounding zoning and uses and the placement and design of the drive-through to support the general standards and stated that the Southwest District Plan identifies this area as appropriate for Highway-oriented development. Eckstein noted for the record that she did not think it appropriate to develop a commercial area such as this, with a major retailer like Menards, without provision for alternative transportation: bike, pedestrian, or bus. A vote was taken and the motion carried 3-0. EXC10-00011: Discussion of an application submitted by Kristen Breaux for a special exception to reduce the front principal building setback requirement to allow reconstruction of a porch on property located in the RS-8 zone at 1122 E. Washington Street. Walz explained that the applicant had previously been granted a special exception to alter the porch roof in order to provide better drainage. At the time the applicant believed the porch could be improved with limited reconstruction. It was later discovered that the porch was failing completely and need to be entirely reconstructed. Because the special exception was limited to improvement of the roof, a new special exception to reduce the front yard setback is necessary. Walz noted that the existing porch structure was enclosed with windows that that staff regarded this similar to a home addition. In order to be compatible with the surrounding neighborhood and particularly with the other homes along East Washington, given the degree to which the porch extends into the required front setback, staff recommends that a new porch be an open air porch-a porch not enclosed by windows or solid walls. Walz noted that an enclosed porch makes it appear as if the porch is part of the living space, unlike the other open-air porches along the frontage that appear like a separate, distinct portion of the house that is less intrusive into the set back area. Walz referred to the sketch provided by staff indicating that it was important that the porch be aesthetically and historically appropriate for the character of the neighborhood, including trim and cornice board, maximum height of the railing, and columns. She stated that the Applicant's design sketch submitted with the application was not acceptable to Staff, so Staff recommends that a final plan be approved by the Director of Planning and Community Development prior to construction of the porch. Staff further recommends that the conditions required pursuant to the previous special exception with regard to the slope of the roof and matching the eaves of the house and porch should be continued with this special exception. Hektoen explained that the previous special exception is for 6 months from the date it was filed with the Clerk unless the applicant takes action to establish the use within that time frame. Eckstein asked whether the staff's recommendation regarding enclosure included screens. Walz stated that it did not. She asked if the property was in a historic district. Walz responded that it was not, but explained that Staffs suggested design plan for this porch is intended to make the porch more compatible with the surrounding historic homes. Kristen Breaux, the applicant, said that she had hoped to build an enclosed porch but understood staffs reasoning for recommending an open air porch. She mentioned that she had trim from the house addition and hoped to match that trim. She had also wanted to build a porch that would match decks on the back of the house, which were constructed of pressure treated wood. She wanted to use unpainted wood for the cornice beam and columns. Walz explained that the zoning code does not allow unpainted wood on front porches for multi-family houses and was not sure how the code addressed this situation for single- family structures, but she did not think this was appropriate. She explained that staff and the zoning code regard the front of the house as a public face and therefore it would be most appropriate to look to the established character along the street frontage, which is painted porches. Eckstein noted that the adjacent home to the east had a minimalist porch, with no walls or railings. The applicant indicated her desire to have walls. Jennings stated that he found the staffs submitted sketch confusing. He wondered if staff wanted that precise porch to be built. Walz said staff did not submit this as a required design but rather as an illustration of one porch that would be acceptable. She stated that the applicant's sketch did not include trim or other elements that the staff thought should be included and it was unclear what the final completed porch would look like. Jennings asked whether he was being asked to make an aesthetic judgment between or to provide a recommendation for what the porch should look like or which elements it should include. Sheerin stated that she believed the recommendation to allow staff to review and approve a final design meant that aesthetic issues could be negotiated between the applicant and staff. She did not think the board should get into the specifics of a design. Eckstein stated that she thought it would be appropriate to state in the findings of fact that none of the drawings presented were approved or recommended, and also to stipulate that the window and wall prohibition did not include a prohibition on screens. Sheerin agreed. Eckstein moved that the Board approve EXC10-00011, EXC10-00011, an application to reduce the required front principal building setback from 15 feet to 8 feet for property located in the Medium Density, Single-Family (RS-8) zone at 1122 East Washington Street subject to the following conditions: The setback reduction be for the purpose of constructing an open air porch to replace the existing porch; The new porch will fall within the footprint of the existing porch and its dimensions shall be no larger than 9.6 feet deep x 19.6 feet wide; The new porch shall in all aspects comply with the conditions of the previous special exception. • At no time in the future may the porch enclosed with windows or walls without an additional special exception. Final porch design to be approved by the Director of Planning and Community Development prior to issuance of a building permit. Jennings seconded. Sheerin called for findings of fact. Eckstein stated that the situation is peculiar to the property since existing porch is original to the house and is set in the required front setback. Many other properties on the same frontage also have front porches closer than 15 feet from the property line. She said the proposed porch would be the same size as the existing porch and would not bring the building any closer to the right-of-way or to adjacent properties. She said there were practical difficulties complying with the setback requirement since the current porch is failing completely and that the applicant could replace the porch with an awning or stoop but this would not be in keeping with the character of the frontage. Eckstein stated that granting the exception would not be contrary to the purpose of the setback regulations since the open air porch would allow even greater light and air and would not limit separation for fire protection or firefighting and would not limit privacy between dwellings. She said that the proposed porch would be the same size and in the same footprint as the current porch and that the open air porch would be distinct from the house and not appear as an extension of the living portion of the house. She noted that porches along this frontage and in the neighborhood were nearly all open air porches-although one screen porch was on the opposite frontage-and that many were located closer than 15 feet to the street right-of-way. Eckstein said that since the proposed exception is for the purpose of an open air porch only, and because the porch will be limited to the size and footprint of the existing porch, that this will mitigate any negative effects of the setback reduction. She indicated that the new porch would comply with conditions of the previous exception regarding slope and drainage to other properties. She stated that staff should approve the final design of the porch to ensure that it is in the character of the neighborhood. For these reasons she found that the special exception reflects the general building scale and placement of structures within the neighborhood, promotes a reasonable physical relationship with the adjacent properties and provides flexibility to site a building so that it is compatible with buildings in the vicinity. Eckstein found that the final design of the porch must be approved by the director of Planning and Community Development and that screens are allowable. Jennings reiterated Eckstein's findings with regard to the size, location, and open air design of the porch to support the finding that all the general standards for the special exception have been satisfied and noted that the exception would have no impact on traffic or ingress and egress from the site. Eckstein noted that while the final porch design is to be approved by staff, that neither the applicant's sketch nor the staff sketch represents a definitive design-that the final porch will be negotiated and may be different from either sketch. A vote was taken and the motion carried on a vote of 3-0. Jennings moved to adjourn. Eckstein seconded. Motion carried on a vote of 3-0. c a~ ~v Q 0 L m O W O X X )C ~ M X ~ X X x C c X K X X a x X ~ X X v X x x O O x x x x x >C >C X ~ >C x X X X x K K X X X M O X X X X O N ~/ Vi N ~ u1 [h - _ L \ \ \ \ L ~a ~ x o ~ 0 ~ 0 ~ 0 ~ 0 ~ ~ W O O O O O O = _ . .i ~ ~ ~ ~ ~ C = W ~ ~ Q = ~ F- Z ' i ~ ~ 4: C eC c ~ i = ~ Q ~ o C m ~ U ~ N .0 L v CC u Tr.. V Q v d .~ 'o a a v v d >. 0 c s 0 L v s a.+ ao L .~ i A L N t .~ L N ~C C cN L ~ L N ~ N ~ 3 X ~ ~ w v v .~ E ~ ~ ~ v~~ 0 0 aQQZZ X~OZ W 3b 9 MINUTES APPROVED 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. ROLL 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 the current structure an 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 several years there will be a new truck route along Taft Avenue which will alleviate some of that Board of Adjustment February 9, 2011 Page 3 of 6 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 will 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 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 Board of Adjustment February 9, 2011 Page 4 of 6 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. 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 Board of Adjustment February 9, 2011 Page 5 of 6 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 recommended 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 ~ ~LJ.I~ Q V O LLaN oc oz LJ.I Q m N r 01 r N r O r ~' r Os O r M r ti ~_ M r M N X X X X W ~ CO L() N M ~~ ~ O ~ O ~ O ~ O ~ O Wa N ~ N ~ N ~ N ~ N . F- X ~ 0 r- 0 ~ 0 .- 0 r- 0 W c . C ~ ,~ Y •~ N U ~ U W C ~ •~ ca L m c`v (~ c d ~ W f0 Y ~ ~ ~ '- O ~ UO _ N ` z m m ~ a c~ O N ~ 0 ~z ~ U p~ ~ X C ~ N N C ~ ~~~~c~ a~ ~ ~ Q Z o a.QunZ uuw~~~ XOOZ W Y 3b 10 IOWA CITY TELECOMMUNICATIONS COMMISSION APPROVED MONDAY, JANUARY 24, 2011--5:30 P.M. PUBLIC LIBRARY MEETING ROOM A MEMBERS PRESENT: Hans Hoerschelman, Gary Hagen, Nolan Klouda ,Laura Bergus MEMBERS ABSENT: Saul Mekies STAFF PRESENT: Mike Brau, Bob Hardy OTHERS PRESENT: Beth Fisher, Emily Light, Josh Goding, Michael McBride, Doug Frank, Lee Grassley, Rick Karnes, Josh Eklow RECOMMENDATIONS TO CITY COUNCIL None at this time. SUMMARY OF DISCUSSION Frank reported that Mediacom is working to improve customer service. Repeat service calls should be escalated to higher level technical service employees and it appears that has not happened on some occasions. In March channels 23-78 will transition to digital transmission. Customers who need a digital converter will be provided one lease-free. The change will be communicated to the public by letters, cross channel spots, and print. Hardy asked when the basic tier will move to digital transmission. Frank said Mediacom has not yet decided. Hoerschelman said that it is important that subscribers be fully aware that the digital converters need to be returned to Mediacom when service is terminated. Frank said they are telling subscribers the converters are lease-free. Digital converters will be mailed to subscribers upon request. Hoerschelman asked if Mediacom had any plans to provide video service over the Internet so subscribers could view programming when not at home. Frank said there are no plans at this time. Hardy said that with respect to the Triennial Review that service issues seem to the area of greatest concern. Hagen noted there are two national surveys that indicate Mediacom's customer service does not rank as high as most other cable and telecommunications providers. Hardy said the public hearing also shows that the City needs to better inform the public that the City can intervene and act on behalf of subscribers. Hoerschelman said that communication regarding outages is also an area that needs to be addressed. Hoerschelman said he would be interested in looking at Mediacom's outage logs to determine if they occur in some locations more than others. Hagen said that given the degree of advertising of the public hearing there were not a lot of complaints. Hoerschelman said the final Triennial Review report should include a statement that the City would like to have competition. Hardy said each Commissioner should prepare and forward to him ideas for a report summary. Hagen said Mediacom should be asked if they want to have some input in the report. Hoerschelman said the final report should also include something about the reports of poor public service expressed at the public hearing. Hardy said the Commission needs to consider how to use the report. The Commission may wish to make a presentation to the City Council, for example. Hardy said he will develop some ideas on how to use the Triennial Review report. APPROVAL OF MINUTES Bergus moved and Klouda seconded a motion to approve the December 20, 2010 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS Klouda introduced himself. He said he has been in Iowa City for a year and a half. Klouda has a MA in public administration and has a particular interest in infrastructure issues. SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Hardy referred to the complaint report in the meeting packet and noted there was a complaint regarding wiring new construction. Mediacom had not installed cable at the time other utilities laid lines. The developer had requested service but the franchise stipulates that a service request must be from a subscriber. MEDIACOM REPORT Frank reported that Mediacom is working to improve customer service. Repeat service calls should be escalated to higher level technical service employees and it appears that has not happened on some occasions. In March channels 23-78 will transition to digital transmission. Customers who need a digital converter will be provided one lease-free. The change will be communicated to the public by letters, cross channel spots, and print. Hardy asked when the basic tier will move to digital transmission. Frank said Mediacom has not yet decided. Hoerschelman said that it is important that subscribers be fully aware that the digital converters need to be returned to Mediacom when service is terminated. Frank said they are telling subscribers the converters are lease-free. Digital converters will be mailed to subscribers upon request. Hoerschelman asked if Mediacom had any plans to provide video service over the Internet so subscribers could view programming when not at home. Frank said there are no plans at this time. UNIVERSITY OF IOWA REPORT McBride distributed UITV's annual report executive summary. Students submitted 52% of all programs. About 70 fewer programs were produced than two years ago. This reflects a change in focus to more fine arts programming and more complicated productions. Fewer programs relating to athletics are being produced as a result of the creation of the Big 10 Network. KIRKWOOD COMMUNITY COLLEGE No representative was present. PATV REPORT Goding reported that PATV has yet to receive their annual funds from Mediacom. PATV is in the process of installing and testing a digital playback system. The guidelines workshop has been rescheduled to the first Mondays of the month at 7 p.m. Anew class in operation of the new high definition camera is available by appointment. The next board meeting is February 17 at 7 p.m. Planned programs include Tom's Guitar Show at Uptown Bill's, and the Iowa Cultural Corridor annual awards presentation at the Englert. PATV staff produced 20 community programming programs in the last quarter. SENIOR CENTER REPORT Light reported that over the past year 50 new programs were produced. Senior Center Television (SCTV) continues to produce 4 hours of programming each month that show on the City Channel and two hours a month on PATV, Coralville, and North Liberty. A redesigned website (icsctv.net) offers SCTV programming online. A number of SCTV programs are serials, including Friends and Neighbors, War Stories, and Street Talk Raw. Anew editing station updated with the latest version of Final Cut Pro as been installed. A training session on placing programming on YouTube was recently offered to SCTV volunteers. LIBRARY REPORT Fisher reported that the Community Television Service recorded a number of forums on the 21 ordinance and legislative forums in October. The One of a Kind series will record episodes featuring Bob Elliot and Steve West. The library continues to record and cablecast programs from the International Writing Program. ICCSD REPORT Due the length of the Triennial Review public hearing Hoyland had to leave prior to the school district section of the meeting. Fisher said that Hoyland asked her to report that the school district has purchased the Press Citizen building. Anew communications director has been hired and may attend the next Commission meeting. CITY CHANNEL REPORT Hardy reported that a new program is being developed featuring the City Manager. Some progress has been made on the national legislation to protect local access programming known as the CAP Act. TRIENNIAL REVIEW Hardy said that service issues seem to the area of greatest concern. Hagen noted there are two national surveys that indicate Mediacom's customer service does not rank as high as most other cable and telecommunications providers. Hardy said the public hearing also shows that the City needs to better inform the public that the City can intervene and act on behalf of subscribers. Hoerschelman said that communication regarding outages is also an area that needs to be addressed. Hoerschelman said he would be interested in looking at Mediacom's outage logs to determine if they occur in some locations more than others. Hagen said that given the degree of advertising of the public hearing there were not a lot of complaints. Hoerschelman said the final Triennial Review report should include a statement that the City would like to have competition. Hardy said each Commissioner should prepare and forward to him ideas for a report summary. Hagen said Mediacom should be asked if they want to have some input in the report. Hoerschelman said the final report should also include something about the reports of poor public service expressed at the public hearing. Hardy said the Commission needs to consider how to use the report. The Commission may wish to make a presentation to the City Council, for example. Hardy said he will develop some ideas on how to use the Triennial Review report. ADJOURNMENT Bergus moved and Hagen seconded a motion to adjourn. The motion passed unanimously. The meeting was adjourned at 7:50. Respectfully submitted, Michael Brau Cable TV Administrative Aide 3b 11 IOWA CITY TELECOMMUNICATIONS COMMISSION TRIENNIAL REVIEW PUBLIC HEARNG APPROVED MONDAY, JANUARY 24, 2011--5:30 P.M. PUBLIC LIBRARY MEETING ROOM A MEMBERS PRESENT: Hans Hoerschelman, Gary Hagen, Nolan Klouda ,Laura Bergus MEMBERS ABSENT: Saul Mekies STAFF PRESENT: Mike Brau, Bob Hardy TRIENNIAL REVIEW PUBLIC HEARING Hoerschelman said that while the City has no legal authority regarding Mediacom services other than cable TV, the Commission is willing to listen to any concerns the public has. The first commenter said that she has had problems with the signal quality of her cable TV service since she moved into her home in July 2009. In the past 19 months she has had 15 service calls and has called Mediacom technical support 30-40 times. She could report problems twice a week if she called each time there were technical problems. Her cable TV signal frequently is pixilated and the image and sound do no synch up. Communication about her history of technical problems is not communicated when her call is escalated so she must go though the technical service call protocol from the start each time. Since July 2009 she has had 4 different converter boxes and had her wiring replaced. She has not been offered a 2-hour call window. In one case she had an appointment window beginning 10 a.m. but the technician did not arrive until 3:30 and the problem was not fixed when he left. Her digital video recorder fails if the picture becomes pixilated. The commenter has never had problems like this in other communities she has lived and said this is not the level of service that should be tolerated. Hagen said he has been on the Commission for 6 years and there have been few problems that have not been quickly resolved. This case seems to be highly unusual and the level of patience the subscriber has exhibited is remarkable. Hoerschelman asked if Mediacom offered billing credits for her problems. The commenter said no one ever offered any credits but credits were given if she asked. The commenter said one technician informed her that some of the converters had defects. Rick Karnes confirmed that they had had problems with some converters. The second commenter said that she has had problems with her converter box. When she called in a service request a technician informed her that a new box was available but was not offered one by the customer service representative. In another instance she experienced a service outage but Mediacom would not take any action immediately because they did not believe that service was out for more subscribers than just her when, in fact, the entire neighborhood was without service. The customer service representative was rude. Hoershchelman said that the Commission is aware that Mediacom's automated phone system often informs callers there are no outages in an are when, in fact, there are outages affecting multiple subscribers. Further, Mediacom customer service representatives often do not know about outages. Bergus said this situation is a good illustration why subscribers should encourage their neighbors to call in outages so Mediacom will respond. Hardy said this is a common complaint that customer service representatives do no know of outages. A third commenter said that she has experienced many of the same problems as the first two commenters and in her discussions with others it seems those problems are frequently experienced all over town. The commenter said that she had ongoing problems with signal quality and the technicians were unable to fix the problem. The commenter had to make multiple calls and become aggressive before her problem was escalated. When ahigher-level technician checked he found that a squirrel had chewed on a wire. Prior technicians claimed they had checked the wiring. The commenter said that it is experiences like hers and the others who have spoken that Mediacom's customer satisfaction ratings are so low. Hoerschelman said the City has a phone number to help subscribers with problems. The commenter said she did not know she could call the City for assistance until now. That number needs to be better publicized. A fourth commenter said when she initiated service she was offered a great deal. She called Mediacom to verify the service and charges and found out she was receiving services she did not order. Her signal was poor and had many of the problems other commenters experienced. Her phone and Internet service was frequently out. The technicians came out many times and just replaced her modem and converter boxes but it never resolved the problem. The subscriber asked about the nature of the franchise agreement. She said that consumers have no choice and service will not improve until they do. Hardy said that the scope of the franchise agreement is limited by federal law and is impacted by state franchise law. The goal of the Triennial Review is to look at the franchise agreement and see if the level of service provided is up to a certain standard. Hagen said that having a choice of cable TV providers is a goal shared by the City. In the past the City has tried to interest a competitive provider to provide service in Iowa City. The third commenter said the important issue is what can be done to improve service and why has something not been done already. Hardy said the state passed legislation to encourage competitors in 2007 but it has not resulted in competitors to enter the market. It is difficult for a competitor to overbuild an incumbent operator and be successful financially. Some telephone companies are offering cable TV service. The fourth commenter said that she appreciated the ad in the newspaper publicizing the public hearing and said the City needs to get more feedback from subscribers. Mediacom's advertisements are difficult to understand and misleading. Hoerschelman said that perhaps it is time for the City to conduct a public opinion survey. The fourth commenter said the vast differences in what different subscribers pay for the same service due to the discount structure is a problem. The third commenter said that a customer service representative said that she couldn't believe that the commenter was paying as much for service as she was. The fourth commenter said the rate structure seems to intentionally obfuscate how much a subscriber will be charged. The third commenter said that Mediacom customer service representatives do not know what other representatives have discussed with them. There is no tracking of communications with subscribers. The second commenter said that technicians often don't arrive within the four-hour repair window. A fifth commenter said he had heard of a case where it took five days before a technician was sent to repair a problem. The third commenter asked what kind of comments were received at the last Triennial Review. Hardy said the last Triennial Review was different than this one in that it was during a franchise renewal proceeding. A rebuild of the system was then in progress. Technical conditions change quickly and it is hard for the franchise agreement to anticipate those changes. Grassley said Mediacom is working to improve their customer service. New people have been hired to make changes. Hagen said that the commenters have not wasted their time and the comments have been heard and considered. The input will be helpful to Mediacom and the City in working to improve service. Bergus thanked the commenters and said the Commission found the comments useful in better understanding some of the problems and how service could be improved. Hoerschelman moved and Hagen seconded a motion to close the public hearing. The motion passed unanimously. Adjournment was at 6:28 p.m. Respectfully submitted, `t , ~- --~ l °''~ 5 Michael Brau Cable TV Administrative Aide sa ii MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION 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, Doug Ongie, David Purdy 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 PAGE 2 of 14 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 includes people who are elderly, disabled, or a family with children under 18 who live in our HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE3of14 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 PAGE4of14 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 215', 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 Program: 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 said that they do seek alternate funding sources, but any time they can get operational costs HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 5 of 14 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. 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 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 6 of 14 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. 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 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 7 of 14 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. 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 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 8 of 14 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 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 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 9 of 14 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 Protect: 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 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. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 10 of 14 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. A 5-minute break was taken. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 11 of 14 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 8th, 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 15t allocation date, so the fee would be an eligible expense that HCDC could reimburse after July 1st 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. 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 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 12 of 14 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 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. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 17, 2011 PAGE 13 of 14 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 O N O U H Z W J a 0 w W ~_ Z O U Z a c~ 0 0 v w W ~ V `- Z ° Q N Z W H H Q ti X x X x X X X X N t° X X X X X X X X a N M N ('') ~ ~ N M lJJ rZ O N O N O N O N O N - O N - O N -- O N r r r ~- . ~ . ` H W Q U W 2 Z ~ o ~ a ~ ~ o a ~ ~ J V } Z fn a U Z } ~ W 2 U Z V ~ C7 2 L ~ tV ~ O ~ ` N ~ ~ L L I ~ ~ ~ C ~ ~ N a~ ~ c~ a`QzZ u n ~~ n W ~ ~ ' YXOZ MINUTES HUMAN RIGHTS COMMISSION February 15, 2011 LOBBY CONFERENCE ROOM, CITY HALL APPROVED sa is Members Present: Orville Townsend Sr., David Brown, Dianne Day, Diane Finnerty, Howard Cowen, Connie Goeb, Harry Olmstead. Members Absent: Martha Lubaroff, Wangui Gathua. Staff Present: Stefanie Bowers. Others Present: Gregg Hennigan. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): No. CALL TO ORDER Day called the meeting to order at 18:06. PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: None. CONSIDERATION OF THE MINUTES OF THE January 18, 2011 MEETING: Goeb, moved to approve. Townsend seconded. The motion passed 7-0. DELVING INTO DIVERSITY Bowers reported that the program has been delayed and that it will be held in the future with more information forthcoming. DIVERSITY DAY Townsend, Brown and Finnerty will host the table from 12:00 pm - 2:30 pm and Goeb will serve as a representative from 2:30 pm - 5:00 pm. LISTENING PROJECT Olmstead discussed this project. Commissioners would need to become trained in the project. The project has been used to create change in communities. The training consists of one session that lasts for 6 hours. Townsend mentioned that this project should be discussed with the Mayor and other City Administrators if the Commission decides to implement it. Finnerty would like more information on the content of the project, the cost for the training and more specific details concerning the training. Bowers will follow up and report at the March meeting. SPEAKER'S BUREAU Day and Goeb reminded other Commissioners that they are always looking for additional speakers. Townsend recommended Dr. Christine Grant. Finnerty mentioned changing the name of the program so that the title has a more community approach. Brown asked about audio recording the speakers. Possible titles: Community Conversations, Community Speaker's Bureau, Community Voices or Community Stories. FILM SERIES Commissioners will discuss this at the March meeting. Day & Bowers will check with other organizations to see if there is any additional funding. Bowers encouraged members to look at the brag book for past films the Commission has shown. Possible places to show a film are Mercer, Robert A. Lee, Senior Center, Iowa City Public Library or a hotel. Human Rights Commission February 15, 2011 Page 2 YOUTH AWARDS Bowers has sent a request to the Mayor to see whether he is available for the Youth Awards this year. Bowers will send out notice of the awards starting March 1st. SUBCOMMITTEE UPDATES Finnerty mentioned that perhaps the Commission should divide by topics/areas of interest. Townsend and Brown joined the subcommittee of Lubaroff and Olmstead. REPORTS OF COMMISSIONERS Day thinks that it would be good for Commissioners to wear their Commission pins when at other functions, events and meetings. Olmstead displayed and discussed the Martin Luther King, Jr. Proclamation presented to the City Council in January. STAFF REPORTS Bowers let Commissioners know that Townsend's email address is with a `q' and not a 'g'. Updated housing discrimination pamphlets are available as well as magnets. Olmstead will serve as the Commission representative on the Center for Human Rights Executive Board. ADJOURNMENT Olmstead moved to adjourn. Brown seconded. The motion passed 7-0 at 19:21 Human Rights Commission February 15, 2011 Page 3 Human Rights Commission ATTENDANCE RECORD 2011 NAME Dianne Day ___ ----- Wangui Gathua Martha Lubaroff Howard Cowen Constance Goeb i - _ -- ~! Harry Olmstead (8-1-2010) Orville Townsend, S r. Diane Finnerty David B. Brown IMeetina Datel TER M EXP. 1118 2/15 3/15 4/19 5/17 6/21 7/19 8/16 9120 10/18 11/15 1z~2o 1/1/12 X X 1/1/12 O/E O/E 1/1/12 O/E O/E 1/1/13 X X 1/1/13 X X -- ------ 1/1/13 O/E X - - 111/14 X X 1/1/14 X X 1/1/14 X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting/No Quorum R =Resigned - = Not a Member