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2012-02-02 Info Packet
1 = 1 • ®��� CITY COUNCIL INFORMATION PACKET CITY OF IOWA CITY February 2, 2012 www.icgov.org IP1 Council Tentative Meeting Schedule MISCELLANEOUS IP2 Memo from City Manager - Recent Correspondence from AFSCME Local # 183 IP3 Copy of letters to Youth Advisory Commission recognition grant recipients IN Article from City Manager: Cuyahoga County's anti - poaching pledge: Whatever happened to ...? IP5 Email form City Manager: Just the Facts Iowa Electric Rate Plan IP6 The Planner Newsletter — February 2012 DRAFT MINUTES IP7 Planning & Zoning Commission: January 19, 2012 IP8 Youth Advisory Commission: December 17, 2011 02 -02 -12 r IN City Council Tentative Meeting Schedule �m ®�4 February 2, 2012 CITY OF IOWA CITY Date Time Meeting Location —# t, 4P� — y IN IIF III e IGM �:� ri F 1 IIII iI IIIII NbI� b{L r !�r .i n TA Monday, February 20, 2012 Presidents' Day - City Offices Closed Tuesday, February 21, 2012 S:OOPM Work Session Meeting Emma J. Harvat Hall Tuesday, February 21, 2012 7:OOPM Regular Formal Meeting Emma J Harvat Hall .. dui uouoy��� �� ����� �� �� " U 0 hill. wiP;" Ilp��tl�i �^";ik14 @�' _ a�� j JX Tuesday, March 06, 2012 3:OOPM a City Conference Board Meeting Emma J. Harvat Hall Tuesday, March 06, 2012 5.30PM Work Session Meeting Emma J. Harvat Hall Tuesday, March 06, 2012 7:OOPM Regular Formal Meeting Emma J. Harvat Hall Tuesday, March 20, 2012 5:30PM Work Session Meeting Emma J. Harvat Hall Tuesday, March 20, 2012 7:OOPM Regular Formal Meeting Emma J. Harvat Hall Wednesday, March 21, 2012 4:30PM Joint Meeting Emma J. Harvat Hall r �^.!4 CITY OF IOWA CITY 1P2 MEMORANDUM Date: February 1, 2012 To: City Council From: Tom Markus, City Ma ager 4�o- Re: Recent correspondence from AFSCME Local #183 In response to recent correspondence to Council from AFSCME Local #183 expressing opposition to proposed elimination and outsourcing of positions, I believe it is necessary and appropriate to clarify misrepresentations of the facts as we know them. AFSCME President Steve Miller's January 2, 2012 letter to Council claimed that AFSCME represented the employees affected by the five positions recommended for elimination and, in a "maneuver" characterized as deplorable, that the employees and Union were notified of the recommended layoffs days after reaching a tentative five -year contract settlement. Following are the facts as we know them: • Only three of the five positions recommended for elimination are AFSCME positions. The Document Specialist positions are classified as Confidential and not under the jurisdiction of the AFSCME bargaining unit. • Of the three AFSCME positions included in the recommendation for elimination: o The Maintenance Worker II — Transit position has been vacant since April 2011 and is being recommended for elimination through attrition, not layoff. o The employee in the Maintenance Worker I - Transit position recommended for elimination has since been offered and accepted an equivalent vacant position within the Department which will allow elimination through attrition. o The Body Repair Mechanic position was recommended for elimination because the average hours for body shop work performed did not merit maintaining a full - time position and the unpredictable nature of the work makes contracting for those services an efficient alternative. The timing of notification to affected employees and the Union in relation to the settlement of the AFSCME collective bargaining agreement was also misrepresented. o AFSCME employees in positions recommended for elimination were notified by the Department Director on 12/15/11 and 12/16/11. o The Transportation Services Director and Human Resources Administrator met with AFSCME President Steve Miller on the morning of Friday, 12/16/11, in the Human Resources office and notified him in- person of the recommendations. o The City and AFSCME Local #183 reached a tentative five -year contract settlement on Monday, 12/19/11, three days after the meeting was held to notify Mr. Miller of the recommendation. February 1, 2012 Page 2 o The proposed budget including the recommendation to eliminate positions was released publicly via the Council packet on 12/22/11. On Wednesday, January 18th the Transportation Services Director, Human Resources Administrator and I held a labor management meeting with AFSCME representatives per Mr. Miller's request. This meeting included an open and detailed discussion regarding the union's concerns and opposition to the elimination of union jobs and outsourcing. CC: Steve Miller, AFSCME Local #183 * ** Previously distributed as 5g(9) on 1 /10 Consent Calendar * ** Iowa City Council, 01/02/2012 I'm writing in response to recent announcements that the City administration is proposing eliminating five positions within the city. And in eliminating these positions, it will mean laying employees off. As president of AFSCME Local 183, (we represent the affected employees), I strongly oppose this plan of action. I feel that laying people off in this economy is a very harsh move. These employees were notified of this possible action one week before the Holidays, and just days after reaching a tentative agreement with the Union on a five year deal. I think that this maneuver was deplorable. If budget concerns force reductions in budgeted positions, I believe that some of the "extras" should be cut before you start cutting meat off the bone. Extras like, a full -time temporary "flood mitigation coordinator ". Or a full -time temporary "grant specialist" for flood mitigation. And then there is the recently hired "Lobbyist ". Who in his/her first legislative session, will be lobbying to reduce the contributions to police and fire fighters pension plans. I don't believe it is right to spend tax payers dollars on a lobbyist to lobby against the City's own employees. Maybe the City should discontinue furnishing the Police Chief, Fire Chief and the City Manager a free vehicle with insurance and fuel to drive. I also believe that there are some capital improvement projects that could be eliminated or delayed until the economy rebounds. I think it is hard to explain to someone who is losing his/her job, or to,the tax payers, that the City needs a $30,000,000.00 "multi use parking facility ". That will be located less than one block from an existing parking ramp. Or that we can afford to spend millions of dollars for a new "park ". Every day I drive by a beautiful new bridge built over Interstate 80 on North Dodge Street for a new bike trail /side walk, and I wonder to myself. How can the City afford to continue expanding it's infrastructure, when apparently, it cannot afford the personnel to maintain what it has now? I understand that the Council is in the process of constructing next year's budget. And I appreciate the difficulties and challenges that presents. There are so many demands and requests, and only so much money to go around. Especially during these challenging economic times. The union leadership and its membership are aware of this. I believe we demonstrated that in the recent contract negotiations. We came to the table with modest expectations and we demonstrated flexibility on the temp issue. That was an issue we believed we would have prevailed in with a "neutral ". I would hope that the Administration and the Council continue to look hard and long for budget cuts that don't include layoffs. I suggest that you include ALL your employees in that search for ideas. Not taking advantage of all the experience and knowledge you have at your disposal, is a terrible waste of your most valuable assets. � cc Tom Markus Sincerely, Steven G. Miller President AFSCME Local 183 u :< a (C'Opy January 31, 2011 Eleanor Mildenstein South East Jr. High School 2501 Bradford Dr. Iowa City, IA 52245 Dear Eleanor, IP3 10 %as, � City of O�/'r C, Congratulations on being awarded the Youth Advisory Commission recognition grant. The Youth Advisory Commission established the grants to provide deserving junior high students in the Iowa City Community School District and Regina Education Center an opportunity to be recognized for their leadership, involvement and academic success. Five applications were received for the two grants. The Youth Advisory Commission reviewed the applications at two meetings and selected you and Matilda Mackey as recipients at their meeting on January 8. The grants will be awarded at the Youth Advisory meeting on Sunday, March 25, at 4:00 PM in Emma Harvat Hall, at City Hall, 410 East Washington Street. We would like to invite you and your family to attend the meeting, and consider staying for the Youth Advisory meeting that follows. Again congratulations and thank you for your leadership in your school and our community. We hope to see you on March 25 at City Hall. Please call City Clerk Marian Karr (356 -5041) with any questions you may have. Sincerely, Sam Fosse Youth Advisory Commission Temporary Chair Cc: Mayor and City Council Rick Dobyns Cityc tun ' iaison 410 EAST WASHINGTON STREET • IOWA CITY, IOWA 52240 -1826 • (319) 356 -5041 • FAX (319) 356 -5497 00py January 31, 2011 Matilda Mackey South East Jr. High School 2501 Bradford Dr. Iowa City, IA 52245 Dear Matilda, 1® 1 _VIII, . City Of Congratulations on being awarded the Youth Advisory Commission recognition grant. The Youth Advisory Commission established the grants to provide deserving junior high students in the Iowa City Community School District and Regina Education Center an opportunity to be recognized for their leadership, involvement and academic success. Five applications were received for the two grants. The Youth Advisory Commission reviewed the applications at two meetings and selected you and Eleanor Mildenstein as recipients at their meeting on January 8. The grants will be awarded at the Youth Advisory meeting on Sunday, March 25, at 4:00 PM in Emma Harvat Hall, at City Hall, 410 East Washington Street. We would like to invite you and your family to attend the meeting, and consider staying for the Youth Advisory meeting that follows. Again congratulations and thank you for your leadership in your school and our community. We hope to see you on March 25 at City Hall. Please call City Clerk Marian Karr (356 -5041) with any questions you may have. Sincerely, Sam Fosse Youth Advisory Commission Temporary Chair Cc: Mayor and City Council Rick Dobyns City Co noil iaison 410 EAST WASHINGTON STREET • IOWA CITY, IOWA 52240 -1826 • (319) 356 -5041 • FAX (319) 356 -5497 Cuyahoga County's anti - poaching pledge: Whatever happened to ...? I cleveland.com Page 1 of 1 I P4 I I Everything Cleveland Cuyahoga County's anti - poaching pledge: Whatever happened to ...? Published: Monday, January 30, 2012, 6:00 AM Laura Johnston, The Plain Dealer By "Whatever happened to ... ?" is a weekly series updating some of the most newsworthy and interesting local stories covered in The Plain Dealer. Have a suggestion on a story we should update? Send it toJohn C. Kuehner. Today, we answer this question: Whatever happened to Cuyahoga County's anti - poaching pledge? So far, 20 of the county's 57 municipalities have agreed not to pursue businesses in Marvin Fong, Plain Dealer file Cuyahoga County Executive Ed FitzGerald proposed the antl- poaching pledge last June. other local communities. If a company makes the first move, the municipalities agree to notify the company's home community, unless the business demands confidentiality. The pact -- which county Executive Ed FitzGerald unfurled in tune and finalized in September -- rewards participating communities with favorable treatment in awarding economic development loans. Bedford, Berea, Cleveland Heights, East Cleveland, Euclid, Garfield Heights, Lakewood, Linndale, Mayfield, Mayfield Heights, Moreland Hills, North Olmsted, Orange, Parma, Parma Heights, Pepper Pike, Richmond Heights, Shaker Heights, South Euclid and University Heights all have approved the deal. Other mayors have expressed skepticism. http: //blog .cleveland.com/metro / /print.html 2/1/2012 Cuyahoga County's anti - poaching pledge: Whatever happened to ...? I cleveland.com Page 2 of 2 "When we talk about regionalism and collaboration, it's a wonderful concept," said Bratenahl Mayor John Licastro, president of the Cuyahoga County Mayors and City Managers Association. "Then when you get down to the details and talk about monies, all of a sudden people are a little more reluctant to commit." Licastro likes the idea, though his village council is still considering it. But he wishes the pact called for sharing taxes among communities. "My suggestion ... is if you're going to make this effort, put some teeth into it," he said. "This is really an agreement to communicate with each other and not much more." The Greater Cleveland Partnership supports the pledge. But some communities fear it would hamper their ability to attract business and stay solvent. Ed Jerse, the county's regional collaboration director, is hoping for 100 percent participation, though he acknowledges the goal might not be realistic. He's been busy talking up the plan to city councils throughout the county. But although he doesn't think the agreement is overly controversial, progress has taken longer than he expected. "We wanted everyone to agree to something," he said in a phone interview this month. "Even that's challenging." © 2012 cleveland.com. All rights reserved. http: / /blog.cleveland.com /metro / /print.html 2/1/2012 From: Tom Markus Sent: Monday, January 30, 2012 1:59 PM To: Marian Karr Subject: FW: MidAmerican Energy News Attachments: Just the Facts Iowa Electric Rate Plan.pdf Info packet please From: Theis, Gregory S [ mailto:GSTheis @midamerican.com] Sent: Monday, January 30, 2012 12:04 PM To: Theis, Gregory S Subject: MidAmerican Energy News MidAmerican Energy Company is preparing to file an application with the Iowa Utilities Board for approval to add two adjustment clauses to its Iowa customers' electric bills. The modest increase is necessary in order for the company to comply with expensive environmental requirements and because of increasing energy production costs. The two adjustment clauses would go into effect March 2012, subject to refund, with an average annual increase in customers' bills of approximately 3 to 5 percent. By implementing adjustment clauses, MidAmerican Energy expects to delay a base rate increase, which allows customers to become accustomed to increased rates more gradually over time. Background MidAmerican Energy has not raised Iowa base electric rates since 1995, and customers have benefitted from more than 16 years of rate stability, which has provided significant economic benefit. During the rate stability period, costs for new generation have been considerably reduced by sharing revenues with customers. Currently, MidAmerican Energy's retail electric rates are approximately 40 percent lower than the national average for investor owned utilities. Selling energy into the wholesale market has helped MidAmerican Energy keep rates stable; however, revenues from wholesale sales have decreased substantially in recent years and that trend may continue. Why it's Necessary • During the more than 16 years of rate stability, MidAmerican Energy has made significant investments in environmental compliance, and the costs of compliance will continue to increase. At year -end 2010, the company's environmental compliance costs had exceeded $425 million over the past decade in order to meet existing and expected U.S. Environmental Protection Agency regulations. The addition of significant wind generation resources has improved MidAmerican Energy's balance among its generation resources and effectively reduced its proportion of coal - fueled generating capacity from 70 percent in 2000 to 48 percent by year -end 2011; however, additional EPA regulations on coal are expected to be implemented. • Several years ago, MidAmerican Energy entered into a long -term coal transportation contract, which has been of considerable benefit to customers. The contract expires at the end of 2012, and today's market rates for transportation are significantly higher than what the company currently is paying. • MidAmerican Energy has made substantial investments in generation assets. The company also has absorbed the substantial costs that were incurred to protect facilities and address significant weather related events, including the floods of 2008 and 2011. Please contact me directly if you have questions or would like to discuss further. Thanks, Greg Greg Theis MidAmerican Energy 563 - 333 -8917 JUST THE FACTS Iowa Electric Rate Plan Customer Impact MidAmerican Energy Company is preparing to file an application with the Iowa Utilities Board for approval to add two adjustment clauses to its Iowa customers' electric bills. The modest increase is necessary in order for the company to comply with expensive environmental requirements and because of increasing energy production costs. The two adjustment clauses would go into effect March 2012, subject to refund, with on average annual increase in customers' bills of approximately 3 to 5 percent. By implementing adjustment clauses, MidAmerican Energy expects to delay a base rate increase, which allows customers to become accustomed to increased rates more gradually over time. Background MidAmerican Energy has not raised Iowa base electric rates since 1995, and customers have benefitted from more than 16 years of rate stability, which has provided significant economic benefit. During the rate stability period, costs for new generation have been considerably reduced by sharing revenues with customers. Currently, MidAmerican Energy's retail electric rates are approximately 40 percent lower than the national average for investor -owned utilities. Selling energy into the wholesale market has helped MidAmerican Energy keep rates stable; however, revenues from wholesale sales have decreased substantially in recent years and that trend may continue. Why it's Necessary • During the more than 16 years of rate stability, MidAmerican Energy has made significant investments in environmental compliance, and the costs of compliance will continue to increase. At year -end 2010, the company's environmental compliance costs had exceeded $425 million over the past decade in order to meet existing and expected U.S. Environmental Protection Agency regulations. The addition of significant wind generation resources has improved MidAmerican Energy's balance among its generation resources and effectively reduced its proportion of coal - fueled generating capacity from 70 percent in 2000 to 48 percent by year -end 2011; however, additional EPA regulations on coal are expected to be implemented. • Several years ago, MidAmerican Energy entered into a long -term coal transportation contract, which has been of considerable benefit to customers. The contract expires at the end of 2012, and today's market rates for transportation are significantly higher than what the company currently is paying. • MidAmerican Energy has made substantial investments in generation assets. The company also has absorbed the substantial costs that were incurred to protect facilities and address significant weather - related events, including the floods of 2008 and 2011. January 2012 MidAmerican ■NERGY• www.midomericanenergy.com DEPARTMENT DIVISIONS • Community Development • Economic Development • Historic Preservation • Housing Rehabilitation • MPOJC (Metropolitan Planning Organization of Johnson County) • Neighborhood Services • Public Art • Urban Planning STAFF CONTACTS Contact information for PCD staff appears on the back page. TO SUBSCRIBE TO THIS NEWSLETTER Visit www.icgov.org/subscribe To view previous issues, visit wvvw.icgov.org/theplanner INSIDE THIS ISSUE Urban Planning Good Ideas input ..................2 MPOJC Blue Zones application........ 3 Moped / scooter parking.... 3 Community Development Housing programs ...............4 Public Art Poetry in Public deadline .... 5 Calendar of events .................... 5 Staff directory ............................6 IP6 T�e FEBRUARY 2012 PLANNER E- newsletter for the City of Iowa City Planning and Community Development Department Let's hedr you idedSI. Planning workshops will collect public input on future direction of the City If someone asked what you'd want the future of Iowa City to be, what would you say? Because "someone" — the City of Iowa City's Planning and Community Development Department — is asking. City planners have invited the public to participate in planning workshops that have been "More community scheduled in early February to begin �� the process of updating the City's parks and gardens... Comprehensive Plan. The workshops are scheduled Wednesday, February I at West High Cafeteria from 7 to 9 p.m. and Thursday, February 9 at Southeast Junior High Cafeteria from 7 to 9 p.m. Participants only need to attend one of the workshops. "More City -wide A wide range of topics will be discussed, includ- celebrations peppered in the ing community character, �� economic strength and different neighborhoods... diversity, natural resource and energy conservation, arts and culture, and urban farming and local foods. Input and ideas col- lected at the workshops will assist planners in creating a framework for the City's Comprehensive Plan, which will serve as a guide to community growth and development for the next 10 to 20 years, addressing economic, envi- " ronmental, and sustainability issues. ltllpt'oVed biking To reserve your space at one of the opportunities..." workshops, call the Planning Department office at 319.356.5230 or register online at www.icgov.org /good ideas. For more information, e-mail sarah -walz @iowa- city.org or call 319.356.5239. continued on next page The Planner, February 2012 — page 2 URBAN PLANNING Rdt people dre som "Good laeas-- prUgF aI I I ur II1gZ1 aII ar r CLf OT suggestions On how to make Iowa City an even better place to live and work In addition to the two Compre- hensive Plan public workshops an- nounced on the cover of this issue, City planners urge residents and business owners to visit the City's "Good Ideas" web page to share their best ideas about how to make Iowa City a better place to live and work.The ideas will become part of the discussions at the two planning workshops scheduled in February. Visitors to www.icgov.org /goodideas will be asked to answer three open- "Efforts should be made to continue to solidify /enhance Downtown as the hub of area arts and culture. One way to do this would be the addition of a full -time cinema /cafe." "Build an overhead walkway to connect north and south Clinton Street." For a better Iowa City ... ood i eas? share `even go to www.rcgov.org /goodideus "...encourage young families to move back into historic homes and renovate them." "Create a San Antonio -like `RiverWalk' with restaurants, hotels, and shopping, where it would be safe to go day or night for live music, good food, and walking. Include a convention center in conjunction with the University to draw year -round clientele..." response questions about living in Iowa City, and will have an opportu- nity to share one "Good Idea" that they think would make Iowa City a stronger, more appealing community. Some of the ideas we've already re- ceived have been highlighted on the cover and on this page.You can read more idea submissions on the web - site. For more information, contact Urban Planner Sarah Walz at 319.356.5239 or e-mail Sarah -walz @iowa- city.org. "A regional light rail system connecting Iowa City to the airport and Cedar Rapids." "Iowa City should build a year- round, indoor /outdoor farmers market and public event space, much like Cedar Rapids is doing with the NewBo City Market." The Planner, February 2012 — page 3 METROPOLITAN PLANNING ORGANIZATION OF JOHNSON COUNTY IOWA CITY APPLIES TO BE A BLUE ZONES DEMONSTRATION SITE The Iowa City Area Chamber of Commerce is coordinating an ap- plication from the Iowa City Area — which includes Iowa City, Coralville, and North Liberty — to be one of ten designated Blue Zone communities in Iowa. Fif- ty -four Iowa cities and towns have submitted ap- plications to be selected as the first demonstration sites for the Blue Zones Project. Blue Zones are areas in the world where people live longer, healthier lives, and which were the topic of the New York Times bestseller by Dan Buettner, "The Blue Zones — Lessons For Liv- ing Longer, from the People Who've Lived the Longest" The book iden- tified the common elements of the healthiest, happiest, and longest -liv- ing cultures in the world. onstration sites in which Blue Zone principles will be applied to improve the emotional, physical, and social The project is a collaboration of Wellmark and Healthways to in- spire a community -by- community movement to improve the well -being of Iowans. It's also a main component of Governor Terry Branstad's "Healthiest State Initia- tive," which seeks to make Iowa the healthiest state in the nation by 2016, as measured by the Gallup - Healthways Well -Being In- dex. In 2010, Iowa ranked 19th. Making comprehen- sive lifestyle changes could allow the state to redirect as much as $16 billion in funding over the next five years, based on estimates of health -care cost savings and gains in productivity. From the 54 applicants, ten Iowa communities will be selected as dem- The Blue Zones Project is a component of Iowa's "Healthiest State Initiative." health of their residents. They will then serve as models for other Iowa communities. If selected, the Iowa City Area applicants would partner with Johnson County, the Iowa City Community School District, Hy -Vee, and the three area hospitals, UIHC, Mercy, and the VA, on the venture. For more information, visit www. bluezonesproject.com or contact Kristopher Ackerson, MPOJC As- sistant Transportation Planner, at 319.356.5247 or e -mail kristopher- ackerson@iowa-city.org. I III I City is now enforcing new moped / motorcycle / scooter parking rules MOTORCYCLES i Iowa City has begun enforcement of its new moped / scooter / motorcycle parking ordi- nAN U nance, which was passed by the City Council last summer. These vehicles can no longer SCOOTERS be parked in bicycle racks or on sidewalks. Now that the ordinance has gone into effect, they must be parked in a designated moped / motorcycle parking area, which requires a permit; a metered parking space on the street; or in a parking stall in a parking ramp or lot. Moped / motorcycle parking permits, which cost $45 per year, may be purchased at the City's Parking Office at 335 Iowa Avenue between 7 a.m. and 5 p.m. Monday through ,• Friday, or online at parkingonline @iowa- city.org.To discourage long -term storage, moped and motorcycle permit parking spaces will need to be vacated each day between 2 a.m. and 6 a.m. For more information, call 319.356.5158 or 319.356.5099. The Planner, February 2012 — page 4 COMMUNITY DEVELOPMENT www"Ly.org/commclev s HOMEOWNERS: HOUSING REHAB PROGRAMS CAN HELP FUND IMPROVEMENTS &REPAIRS _4 General Rehab & Improvement Program (GRIP) This City -run housing rehabilitation program provides long -term, low- interest loans for home improvement, maintenance, or repair projects. If you've been consider- ing making some changes to your home this year — an addition or remodel, HVAC replacement, upgrades to plumbing or electrical systems, accessibility improvements, painting, siding, new windows or doors, construction of a garage or other home improvement projects — now is the time to apply because program funds are limited and are awarded on a first-come, first-served basis. GRIP offers loans ranging from $10,000 to $40,000. Re- payment is set up on a 20 -year term at 2.75% interest. In addition, GRIP provides assistance from the City's Housing Rehab staff, who can help homeowners choose a contractor, offer remodeling ideas, or help oversee the project's progress. To qualify for the program: • homes must be located in Iowa City; • homes must be single - family and owner - occupied; • homes must have enough equity to cover the loan; • applicants' incomes must fall at or below 110% of the City's median income. For a household of one, the maximum income allowed is $58,520; for two, $66,880; and for four, $83,600. Energy Efficiency Program The City of Iowa City's Energy Efficiency Program offers low- interest loans of up to $4,000 to help income - eligible homeowners purchase and install new furnaces, new win- dows, insulation, and /or weatherproofing to help make their homes more energy - efficient. The program runs through March I, so if you're interested, you must apply soon. To qualify for the program: • homes must be located in Iowa City; • homes must be single - family and owner - occupied; • homes must have enough equity to cover the loan; • applicants must meet income guidelines set by HUD. For a one - person household, gross annual income must not exceed $44,350; for a household of three, no more than $57,050. Income guidelines for households of other sizes may be found at www.icgov.org /housingrehab. To apply / for more info For more info or to fill out an application for either of these programs: • Visit our webpage at www.icgov.org /housingrehab • Stop by our office on second floor in City Hall, or • Contact a member of our staff: Liz Osborne, 319.356.5246 or Iiz- oborne @iowa- city.org, or Jeff Vanatter, 319.356.5128, or jeff - vanatter @iowa- city.org. The Planner, February 2012 — page 5 DEPARTMENT MEETINGS & OTHER EVENTS MEETINGS & EVENTS This is a tentative schedule of upcoming meetings and events for the Planning & Community Development Department. To verify that a meeting will be held, check the calendar on the City website at www.icgov.org /calendar or call our office at 319.356.5230. Agendas and meeting packets are posted to the City's website at least 24 hours in advance.To view,go to www.icgov.org/ calendar, click on the date of the meeting, and then on the group that will be meeting. All meetings listed below will be held at City Hall at 410 E.Washington Street unless noted otherwise. Individual meeting rooms are listed with the information below. Wednesday, February I Comprehensive Plan Public Workshop 7 -9 p.m. —West High School Cafeteria See article in this issue for more information. Thursday, February 2 Planning & Zoning Commission 7 p.m.— Emma Harvat Hall Saturday, February 4 Grant Wood Market Place winter farmers' market, Grant Wood School Gym, 1930 Lakeside Drive, 2 -4 p.m. Wednesday, February 8 Board of Adjustment 5:15 p.m.— Emma Harvat Hall Thursday, February 9 Historic Preservation Commission 5:15 p.m.— Emma Harvat Hall Comprehensive Plan Public Workshop 7 -9 p.m.— Southeast Junior High School Cafeteria See article in this issue for more information. Friday, February 10 Poetry in Public submission deadline, 5 p.m. See article in this issue for more details. Tuesday, February 14 - Tentative Council Economic Development Committee 8 a.m.— Helling Conference Room Thursday, February 16 Housing & Community Development Commission 6:30 p.m.— Helling Conference Room Planning & Zoning Commission 7 p.m.— Emma Harvat Hall Saturday, February 18 Grant Wood Market Place winter farmers' market, Grant Wood School Gym, 1930 Lakeside Drive, 2 -4 p.m. FRIDAY, FEBRUARY 10: DEADLINE FOR ENTRIES FOR POETRY IN PUBLIC The deadline to submit entries for the I Oth annual "Poetry in Public" writing competition is 5 p.m. on Friday, February 10. Sponsored by the City of Iowa City's Public Art Pro- gram, the annual poetry contest encourages entries from all age groups and all levels of writing experience. Anyone who's a resident of Johnson County may enter.A full list of Poetry in Public requirements appears on the City's website at www.icgov.org /pip, but the general guide- lines are: • Only one poem per person may be submitted. • Poems must be 7 lines or less (not including the title). • Avoid using complex formats, layouts, and /or typefaces. • All poems must be suitable for public display,for readers of all ages. Entries should be accompanied by a 2012 Submission Form, found on the Poetry in Public web page, and may either be e- mailed to marcia - bollinger @iowa- city.org or dropped off or mailed to City Hall at 410 East Washing- ton Street, Iowa City, IA 52240. For more information, visit www.icgov.org /pip or contact Marcia Bollinger, the City's Public Art Coordinator, at marcia - bollinger @iowa- cityorg or 319.356.5237. PLANNING & COMMUNITY DEVELOPMENT DEPARTMENT ADMINISTRATION Jeff Davidson Director 319.356.5232 jeff-davidson@iowa-city.org Janet Dvorsky Administrative Secretary 319.356.5230 janet-dvorsky@iowa-city.org Joy Bayshore Clerk 319.356.5230 joy-bayshore@iowa-city.org URBAN PLANNING Robert Miklo Senior Planner 319.356.5240 bob -miklo @iowa - city.org Urban Planners Karen Howard 319.356.5251 karen-howard@iowa-city.org Sarah Walz Board of Adjustment 319.356.5239 sarah-walz@iowa-city.org For Historic Preservation matters, please contact Robert Miklo, Senior Planner 319.356.5240 bob -miklo @iowa - city.org COMMUNITY DEVELOPMENT Steve Long Coordinator 319.356.5250 steve-long@iowa-city.org Community Development Planners Tracy Hightshoe 319.356.5244 tracy-hightshoe@iowa-city.org Doug Ongie 319.356.5479 doug -ongie @iowa - city.org David Purdy 319.356.5489 david-purdy@iowa-city.org Housing Rehabilitation Specialists David Powers 319.356.5233 david-powers@iowa-city.org Jeff Vanatter 319.356.5128 jeff-vanatter@iowa-city.org Liz Osborne Program Assistant 319.356.5246 liz- oborne @iowa - city.org ECONOMIC DEVELOPMENT Wendy Ford Coordinator 319.356.5248 wendy-ford@iowa-city.org MPOJC John Yapp Executive Director 319.356.5252 john -yapp @iowa - city.org Transportation Planners Brad Neumann 319.356.5235 brad- neumann @iowa - city.org Kent Ralston 319.356.5253 kent-ralston@iowa-city.org Kri stop her Ackerson 319.356.5247 kristopher- ackerson@ iowa - city.org Darian Nagle -Gamm 319.356.5254 darian - nagle -gamm@ iowa - city.org Human Services Planner Please contact John Yapp, 319.356.5252 john -yapp @iowa - city.org NEIGHBORHOOD SERVICES & PUBLIC ART Marcia Bollinger Coordinator of Neighborhood Services & Iowa City Public Art Program 319.356.5237 marcia-bollinger@iowa-city.org IP7 PLANNING AND ZONING COMMISSION PRELIMINARY JANUARY 19, 2012 — 7:00 PM — FORMAL EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Stewart Dyer, Charlie Eastham, Ann Freerks, Elizabeth Koppes, Tim Weitzel, Paula Swygard, John Thomas MEMBERS ABSENT: None STAFF PRESENT: Bob Miklo, Sarah Greenwood Hektoen OTHERS PRESENT: None RECOMMENDATIONS TO CITY COUNCIL: The Commission voted 7 -0 to recommend indefinite deferral requested by the applicant on a public hearing to amend the Comprehensive Plan to change the land use designation from Private Institutional to Low to Medium Density Multi - Family Stabilization for property located at 602 E. Washington Street. The Commission voted 7 -0 to recommend indefinite deferral requested by the applicant on a public hearing to amend the Comprehensive Plan to change the land use designation from Private Institutional to Low to Medium Density Multi - Family Stabilization for property located at 602 E. Washington Street. The Commission voted 7 -0 to recommend the work list Items 1. Comprehensive Plan Update. 2. Complete Riverfront Crossings Plan 3. Review of CB -10 zone requirements including setbacks and height limits. 4. Draft Urban Mixes Use Zone for Riverfront Crossings, Towncrest and other areas 5. Review RM -44 Zone and neighborhood stabilization issues 6. Revise nonconforming situations regulations to create a trigger point for bringing properties into compliance with site development standards based on the value of the improvements being made to the property 7. Add bonus provisions for CB -10 Zone to allow FAR to exceed 10 8. Review woodland buffer requirements 9. Review Comprehensive Plan land use map for properties on Governor St. north of Happy Hollow Park 10. Draft entryway overlay zone or standards for properties at the major entrances to the City of Iowa City 11. Research prohibiting or limiting residential development in the flood hazard area 12. Review Comprehensive Plan land use map for Roosevelt School. CALL TO ORDER: The meeting was called to order at 7:00 PM. Planning and Zoning Commission January 19, 2012 - Formal Page 2 of 10 PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Eastham stated that he had met with City Council member Jim Throgmorton, who had indicated that he planned on attending some of the Planning and Zoning Commission meetings. Throgmorton had requested that the Board ask other City Council members to also attend in order to see how the Commission works. Freerks stated that Council members are always welcome to attend, but that the Commission would not make a point of inviting them. Miklo stated that the Planning literature generally advises against having Council members in attendance at Commission meetings, because the members then have to vote on what they have seen at the meeting. In the past, there was the impression on occasion that when Council members came to Planning and Zoning meetings that some intimidation was felt by the Commission. Eastham clarified that Throgmorton's interest was just to understand the Planning process. Freerks suggested that perhaps the best path would be for Throgmorton or other interested Council members to sit down with Miklo and staff. However, if they came to a Planning and Zoning meeting, they would not be denied entry. Greenwood Hektoen noted that these are public meetings and are open to everyone. However, if Council members participated in the conversation at a Commission meeting they run the risk of disqualifying them at the Council meeting level. COMPREHENSIVE PLAN ITEMS: Indefinite deferral requested by the applicant on a public hearing to amend the Comprehensive Plan to change the land use designation from Private Institutional to Low to Medium Density Multi - Family Stabilization for property located at 602 E. Washington Street. Freerks opened the public hearing. There was none. Freerks closed the public hearing. Freerks asked for a motion for indefinite deferral. Eastham moved to defer indefinitely a public hearing to amend the Comprehensive Plan to change the land use designation from Private Institutional to Low to Medium Density Multi - Family Stabilization for property located at 602 E. Washington Street. Koppes seconded. Freerks invited discussion. Koppes asked if she could get clarification on the status of this application. Planning and Zoning Commission January 19, 2012 - Formal Page 3 of 10 Miklo explained that the applicant is working on the design of the building, primarily the exterior. There have been a few neighborhood meetings and some contact with the Historic Preservation Commission. No one was satisfied with the direction the exterior of the building was going. A vote was taken and the motion carried 7 -0. REZONING ITEMS Indefinite deferral requested by the applicant on REZ11 -00017 / VAC11 -00002 submitted by Hunter Properties for a rezoning from Low Density Multi - Family (RM -12) zone and Neighborhood Stabilization Residential (RSN -20) zone to Planned Development Overlay Neighborhood Stabilization Residential (OPD /RSN -20) zone for approximately 1 acre of property located at 602 E. Washington Street and the vacation of a portion of the alley right -of -way located east of Johnson Street, south of Ralston Creek. Miklo reiterated that the applicant is working on the design of the building and is hoping to come back with something more in scale with the neighborhood. Freerks opened public hearing. There was none. Freerks closed public hearing. Freerks asked for a motion to defer indefinitely. Weitzel moved to defer indefinitely. REZ11 -00017 / VAC11- 00002, an application submitted by Hunter Properties for a rezoning from Low Density Multi - Family (RM -12) zone and Neighborhood Stabilization Residential (RSN -20) zone to Planned Development Overlay Neighborhood Stabilization Residential (OPD /RSN -20) zone for approximately 1 acre of property located at 602 E. Washington Street and the vacation of a portion of the alley right -of -way located east of Johnson Street, south of Ralston Creek. Eastham seconded. Freerks invited discussion. There was none. A vote was taken and the motion carried 7 -0. CONSIDERATION OF MEETING MINUTES: December 15,2011: Eastham moved to approve the minutes. Koppes seconded. The motion carried 7 -0. Planning and Zoning Commission January 19, 2012 - Formal Page 4 of 10 OTHER: Freerks explained that the Commission is asked every year to look over the Commission Work Program. In light of requests by the public and Council to add items to the work program there was a need to prioritize the order in which these items should be addressed. Freerks noted that there has been a reduction in planning staff to accomplish this work. She asked Miklo about the current staffing level. Miklo said that when Associate Planner Christina Kuecker left in June, Planning and Community Development was not able to fill that position because of budget concerns, and that position has been eliminated from next fiscal year. Full -time planners are Miklo and Karen Howard. Sarah Walz works half -time. She works primarily with the Board of Adjustment and occasionally works with development cases and also comprehensive planning. The position that was eliminated was half -time historic preservation and half -time urban planning. Miklo is now staffing the Historic Preservation Commission. They now consult with an architect who reviews some of the detailed projects for that commission. Miklo is also responsible for staffing the Planning and Zoning Commission. In the past Howard has done more long -range comprehensive planning and code work and is now also working more regularly on current development cases. Freerks explained that City Council has asked that a number of items be added to an already long list that staff and commission are responsible for. The task tonight is to look at the list and the recent additions and discuss priorities. The Commission is also invited to add things to the list, which staff will then bring before City Council. Eastham asked Miklo if the number of development items, rezoning or subdivision, was different this past year than in previous years. Miklo said going back 6 or 7 years, it was approximately 40 to 50 cases per year. In 2008 and 2009 there was a drop -off but then in 2010 and 2011 it started going back up. Last year there were 42 cases, almost as many as they did prior to 2008. He explained that every case is different and that some cases take more time than others for the staff and the Commission to review. Miklo explained that staff has an architect who works on Historic Preservation projects who works on Fridays and a few hours in the evening. They haven't been able to do any growth in terms of studying historic districts or landmarks. Other than the annual awards programs, they have not been able to do much with their educational programs. In the past, they have applied for grants to do some of that work, but those are scarce these days. Weitzel asked about the update to the Comprehensive Plan which is funded by a grant and is due November 2012. Weitzel wanted to know if there are things that the Commission asks about and for staff reasons or other reasons can't be done, and if those can be put off until the next year. Miklo explained that it hasn't been unusual for projects to be bumped to the next year. He said that it will not be possible to complete all the items on the list for fiscal year 2012, so staff needs to know what the priorities are. Miklo said that on the existing list, items 1. Comprehensive Plan Update, 2. Riverfront Crossings Plan, 3. CB -10 zone and 4. Urban Mixes Use zone, he sees no movement in how those are addressed, and his advice is that they should continue as planned. He believes items 5. Planning and Zoning Commission January 19, 2012 - Formal Page 5 of 10 Entryway overlay zone and 6. Researching residential development in the flood hazard area is less urgent. Miklo said that Issue #5 concerning the entryway overlay zone was raised when some big box retailers and car dealerships were being built on the edge of town and there were concerns about how entry-ways to the city look along with some traffic concerns. Miklo thinks this is one that could wait. Item #6 concerned the flood hazard area. There were amendments last year that strengthened regulations in the floodplains. There was concern about going even farther, especially with residential development. Miklo thought that you have to weigh the urgency of this item against other things on the list. As far as the recent additions on the list, Council had directed staff to review the RM -44 zone. Staff is in process of researching that issue. Council then decided to broaden its scope and review neighborhood stabilization issues. Miklo said that would entail looking at how many bedrooms a rental unit can have, parking issues, public and private open space, and incentives to produce one or two bedroom apartments as opposed to the larger number of bedrooms in the student market. Neighborhood stabilization would also look at code enforcement, trash and litter laws and other concerns that other departments will have to be involved in. The next item on the list. Reviewing the Comprehensive Plan land use map for properties on Governor Street north of Happy Hollow Park, came about when Council reversed their first vote on the rezoning from Commercial Office to Low Density Multi - Family on a property on Governor St. Council asked staff to look at that case because there are other areas in town where that may be of concern in the future. Miklo thinks this item could wait until some of the other items on the list are addressed. The next item concerning CB -10 amendments are already in rough draft form. This amendment includes trying to provide quality housing downtown with diversity and number of bedrooms. The next item on the list concerns woodland buffer. There's a rough draft started, so that could come before the Commission as it can be fit in. The last item on the list concerns non - conforming situations. Staff had looked at this in the past couple years. In most cases these are parking or landscaping standards. Staff is looking at ideas at how to make this apply more strategically; setting a threshold that brings more properties into compliance but is not difficult for small businesses. There is a rough draft that could come before the Commission relatively soon. Miklo went back to Freerk's question about whether the Commission thinks there are other issues that need to be looked at and fit into the list. Koppes brought up the issue of Roosevelt School. Miklo said at some time in the future, especially if the property is anything other than a public institution, it will require an amendment to the Comprehensive Plan. The City Council with the Commission's recommendation will have final say on what the land use should be. Koppes is leaning toward reviewing the RM -44 zone as a priority. Freerks agreed, especially since City Council has indicated these as priorities and has already Planning and Zoning Commission January 19, 2012 - Formal Page 6 of 10 asked staff to start researching it. Koppes said that it's become a priority for the public also, so it needs to be looked at sooner rather than later. Eastham said he had no problem ranking the priorities as 1. Comprehensive Plan Update, 2. Riverfront Crossings Plan, 3. CB -10 zone and 4. Urban Mixes Use zone, and then adding Review RM -44 Zone and neighborhood stabilization issues, Review Comprehensive Plan land use map for properties on Governor Street and Add bonus provisions for CB -10 Zone, the first 3 items from the recent additions, list as a priority plan. He does question, though, exactly what he is being asked to do. For him, the residential items are being driven by the perceived and sometimes real effect of student occupancy in residential areas and the near downtown. He wants to know what the Council is asking the Commission to do about that. Freerks said it was to review the stabilization efforts. Eastham said he needed a better definition of what stabilization means. Miklo said this is what staff is researching and they have many proposals in some of their District Plans about stabilization efforts. They are also looking at what other college communities do. He thinks their strongest tool in neighborhood stabilization will be how many bedrooms are allowed in a rental situation. Eastham said he thought Iowa City has a distinct land use situation, especially in the Central Planning District because there is a substantial, large and growing demand from students for housing within that limited geographical area that is already pretty well developed. He thinks attempts to limit the number of bedrooms in dwelling units in most of that area will not have any desirable effect without rezoning in other areas to increase the number of units with bedrooms which students would want. Freerks said these are ongoing issues addressing quality of life for everyone, including student, and the fact that they might start to talk about capping the number of bedrooms she sees as a positive thing for the community as a whole. Eastham said he looks favorably upon that approach but that he knows the student housing market increases every year. Thomas wanted to know the demand for student housing with respect to the number of students who are looking for it and the available housing stock that is marketed for the students — is there an over - supply. He says it seems in reading the Comprehensive Plan and the central District plan of 2008 there's strong demand for other household types to move into the Central District and because of how development is occurring that's closing off those kinds of opportunities. He thinks everyone is acknowledging that the issue of stability is addressing the problems that come with large numbers of student housing, especially the itinerant aspect. He wanted to know how they can promote the Central Districts as areas welcoming for other populations. He thinks that concerning stabilization, most of the emphasis is on the problem of the short -term renter at the expense of making these districts inviting for the other populations. Weitzel also thinks that the University really needs to assume sufficient responsibility. Miklo said that in terms of the Council identifying stabilization as one of their strategic plan goals, he felt that the University has to be involved in a long -term solution to the issue. Planning and Zoning Commission January 19, 2012 - Formal Page 7 of 10 Addressing Eastham's' earlier remarks, Miklo said that there may be areas where they identify for higher densities, but they may be in the form of 1- bedrooms or efficiencies. The supply would just be in a different form. Freerks said she thinks they have found that there are certain types of living environments that haven't benefited anyone — the people living in them or near them for the businesses around them. Dyer noted that with the cost of land, 1 or 2- bedrooms would be prohibitively expensive for students. Eastham said that he would like some more information so he could see more clearly what number of bedrooms per apartment actually would provide opportunities for housing for students. Thomas said with the issues of neighborhood stabilization what is of most concern to him would be stabilization as it relates to interface zones between downtown and the Central neighborhoods. He thinks people are interested in the concept of pocket neighborhoods and wanted to know if that concept could move forward with the existing zoning. Miklo explained the concept of pocket neighborhoods, also called co- housing. Smaller dwelling units surround a common or green area. Often there will be a shared kitchen or dining room. He said that would be possible in the RS -12 zone or through planned developments. Freerks thought that the non - conforming regulation probably needs to be close to the top of the list. She thought # 1 -4 stay as they are. The item under recent additions Review the RM -44 Zone needs to move up to #5. Then add in the non - conforming situation and the CB -10, which are already partially done. Overlay zones could move down and researching the flood plain has been addressed at length already. They know they need to do more on this, but Freerks thinks that could move down because what they need is to get a lot of information and feedback from the community, and they don't want to hurry that process. Eastham and Koppes agreed that researching the flood plain could be delayed. Weitzel thinks that having the ordinance in place for a couple years to see what the results are would be helpful before moving forward with the flood plain issue. Freerks thinks the Woodland Buffer could move up under reviewing RM -44 and the Non - Conforming Situations. After that, perhaps place the Governor Street issue, which is maybe more crucial than what are currently #5, entryway overlay zone, and #6, researching the floodplain, on the list. Koppes said she thinks that RM -44 is going to become more and more important. All agreed that the RM -44 issue should be ranked at #5. Miklo summed up the list as Freerks had suggested. Items #1 -4 remain as is: 1. Comprehensive Plan Update, 2. Riverfront Crossings Plan, 3. CB -10 zone and 4. Urban Mixes Use zone for Riverfront Crossings, Item #5 is review of RM -44. Item #6 is non - conforming situations. Item #7 is bonus provisions for the CB -10 zone. Item #8 is Code Amendment Woodland Buffers. Item #9 is Review of Comprehensive Plan pertaining to Governor St. Items #10 and #11 would be the Planning and Zoning Commission January 19, 2012 - Formal Page 8 of 10 entrance -way zones and development in the flood plain. Miklo said that in the upcoming months, new ideas will come up through Council and developers, so keeping #10 and #11 will help the Commission think where the new things should go in the priorities, so it's important to leave them on them. Eastham wanted to know what adding the FAR to the CB -10 would accomplish. Miklo explained there are two regulations that control what happens downtown. One is the FAR in the zoning code right now which means that you can take a property and cover it entirely with a 10 -story building or you can cover half the property and build a 20 -story building. But the 20 story is not achievable because the airport overlay puts a cap on the height. There are places where if someone builds a building that covers the entire property the FAA ceiling would be a bit higher than 10- stories. The thought is not to make it a blanket right to any property downtown but you could have it as a bonus if you do certain things such as 1- bedrooms or efficiencies, better quality building materials, not tearing down a historic building. The draft on this has been started by staff. Eastham asked if the items on the work list that might be available for increasing housing for students in non - residential areas would be the CB -10 requirements as well as the Riverfront Crossings Plan. Miklo said that it would mainly be the Riverfront Crossings Plan. Freerks said she thought that many of the items on the work list would initiate conversations about the student housing issues. Weitzel asked that if they didn't make the Governor Street a priority, would they just be waiting for a developer to come in. Miklo explained that with the current zoning, someone could propose to redevelop that property. If someone proposes other zoning, the application would have to go through the Commission and City Council so something other than office with apartments on the second floor is going to be reviewed by the Commission anyway. Miklo thought there was less urgency about that item unless someone was going to build an office building on that site. Thomas thought this offered an opportunity for planning to the City rather than just reacting to an application. Miklo agreed with Thomas' assessment, but asked if the Commission wanted to tackle that particular item before other items on the list. Thomas thought part of the prioritization should factor in how much time each of these items would take. He thought that when Governor Street rezoning came before the Commission, the staff report had been prepared by an intern, and he's not seeing this item taking a lot of work. Miklo said they would want to consult with the property owner, the adjacent property owners, and the larger neighborhood to get some ideas. It might not take much work, but again, how does the Commission perceive this item as a priority in relation to all the others on the list. Koppes said she would actually like to expand that item to include the Roosevelt School Planning and Zoning Commission January 19, 2012 - Formal Page 9 of 10 property. She suggested that they include a work item that identifies any institutional land that could become private. Miklo said staff would love to tackle issues like Roosevelt School, the synagogue and Governor Street but they just don't have the resources to do that immediately. Almost all those projects are going to have to go through some process for redevelopment, so they do have some control on what happens to them. Freerks said there was a bit of comfort in the fact that if something were to happen with Roosevelt School and Governor Street before they came up on the list that there would be a level of review. With some of the other items on the list, that is not the case. She is comfortable with the list as revised. Koppes suggested that they add Roosevelt School to the list as #12, even though she doesn't expect staff to be able to get to it. Freerks said that was a good idea just to let people know that they are aware of it. Koppes asked if Washington Street could be added. Freerks asked if there were other properties in those interface zones like the Washington Street property that would be best to have a different zone assignment and could be added to the list. Miklo said in 2005 those were identified. They went forward with proposals on some of those and were partially successful He thinks that rezoning areas is more difficult than amending codes. Weitzel would like to avoid another Washington Street. Freerks agreed, but said she understands that they have limited time to work on these things. She stated that she hopes Council will read these minutes regarding discussion of the list. Miklo said staff will present a memo to Council putting this forward as the Commission's recommendation for the work program. Council will then agree or make changes to it. Freerks asked if there was any other business under this agenda item. Miklo reminded the Commission about the meetings February 1St and 9th and their roles as Commissioners if they attend. He asked them to check out the Good Ideas page. ADJOURNMENT: Koppes moved to adjourn. Eastham seconded. The meeting was adjourned on a 7 -0 vote. Z O No �O 00 vL ?UT- Z Z N N Q 0 as z O W z_ ZQ Z Q J CL �XXXXXXIX Wau,LnUI)Lo LO U) �-x0000000 W U a a m G � H WC �QYL UF� - , 42, NWWaaxa >-wLL0 z E O �a O O z X m LU .7 O C N E O O N Q z CL Q II II II II W XOOz w Y Iiiiii I milli �XXXXXXIX Wau,LnUI)Lo LO U) �-x0000000 W U a a m G � H WC �QYL UF� - , 42, NWWaaxa >-wLL0 z E O �a O O z X m LU .7 O C N E O O N Q z CL Q II II II II W XOOz w Y YOUTH ADVISORY COMMISSION DRAFT Saturday, December 17, 2011- 4:10 PM Helling Conference Room, CITY HALL Members Present: Gao, Tamerius, Van Voorhis, Murray, Nepola Members Absent: Fosse Liaison Present: Ross Wilburn Staff Present: Marian Karr Others Present: None RECOMMENDATIONS TO COUNCIL None CALL TO ORDER The meeting was called to order at 4:10 PM by Chair Gao. APPROVE MINTUES Nepola delivered a copy of the December 4 minutes and Karr made copies for distribution. After review of the December 4 the following changes were suggested: ➢ Call to Order — should read 4:00 start time ➢ Subcommittee Reports —four $500 grants or "two" $1000 grant Moved by Van Voorhis, seconded by Murray, to approve the minutes of October 2 and November 4 (as amended). The motion passed unanimously, 5/0, Fosse absent. Nepola will submit electronic minutes of December 4 to Karr for posting on the City site. UPDATE ON VACANCIES Gao reported his term will expire by the end of the month and he would continue as an observer only. Tamerius indicated a desire to re -apply for her expired term and Van Voorhis stated she would not be re- applying. Gao noted the recent appointment of Katherine Rapp and the potential appointment of Malin Craig. Karr noted two vacancies, an at -large term and an unexpired Tate High term. Van Voorhis indicated there were students at West High interested in applying. City Council Liaison Wilburn reported on meeting incoming member Craig. BUDGET UPDATE Karr reported that Council would be meeting with Boards & Commission and community events requesting funding for FY13, on Tuesday evening, January 31. An invitation has gone out asking representatives if they would be interested in presenting a tem minute presentation, and stated she had a tentative hold for 6:45 PM if YAC was interested in presenting. Tamerius indicated a desire to do the presentation if she were re- appointed. Wilburn stated the Council appreciated a Commission representation being there and having that personal connection, and encouraged attendance. It was agreed to maintain the tentative schedule of 6:45 and finalize at the next meeting. COMMISSION BRAINSTROMING Gao reviewed earlier discussion of the Board regarding future direction, and noted the minutes of October 2 and asked if there were any additional ideas other than the ones discussed a couple of weeks ago. Gao indicated he would talk with Patti Fields at United Way re volunteer opportunities and possible partnerships that could be explored. Karr and Wilburn reviewed United Way coordination and funding programs, and noted community need assessments conducted over the years. Gao stated he would report back, stating he would stay in conduct with the Commission at the end of his term. YOUTH ADVISORY COMMISSION December 17, 2011 Page 2 of 3 SUBCOMMITTEE REPORTS Empowerment Grant. — Tamerius reported she took notes from previous discussions, and using the application from Regina she would be reporting solely for herself because no other committee members attended the meeting. Her recommendations included: • Under Section 3, Estimated Cost, add note "maximum amount that you can apply for $1000 for this year and $500 next year ". • Add note on the bottom that receipts are required and salaries cannot be included in the reimbursement. Moved by Van Voorhis, seconded by Murray, to amend the application as outlined. The motion passed unanimously, 5/0, Fosse absent. Website & Advertising — no report Recognition Grant — Gao reported that no new grant applications had been received, and that Mackey and Mildenstein would be this year's recipients. Majority agreed to use the same letters as previous years. Karr noted the letter gave information on the ceremony date and time and that had not been determined. Majority agreed to wait until the January meeting to decide when to schedule the ceremony; and who would sign the letter. Global Village — no report. In response to Van Voorhis, Karr stated information should be coming shortly on the 2012 event. CITY COUNCIL UPDATE Council Liaison Wilburn reported the Council held the second strategic planning session and looking forward they will be scheduling a work session to review Boards and Commissions and invited members to send a message to the Council with questions. At the organizational meeting in January Council will select a Mayor and new liaison to YAC. He encouraged each member to stay involved in youth programs and encouraged they utilize their own youth contacts in school and the community to promote participation. Wilburn stated it had been a pleasure to work with the Commission, and watching them develop the decision process in awarding grants. Wilburn also stated he would continue to make contacts with Tate for their first appointment. Wilburn presented certificates of appreciation to outgoing members Gao, Van Voorhis and Tamerius. Karr expressed appreciation to outgoing members. Gao noted the thank you letter from Regina for the award of grant funds for the Christmas Basket project. Nepola reported on the status of the project. MEETING SCHEDULE Majority agreed to set tentative meeting date for January 8, 4:00 PM. Karr will notify new members. Moved by Van Voorhis, seconded by Murray, to adjourn 4:45 PM. The motion to adjourn passed unanimously, 5/0, Fosse absent. Minutes submitted by Karr. z O cn U� 2O UST � >- Wcc -4 W V W c NQa(D W z L aW H F=— Q O r.. LO M x x x X X X M x X X X x M x x x x X ; ; o N (7) X X X X X X r N r- N N V- w a. M M M M M M M M W X N N N N N N N N F— W r �. �. D c� LU LL L M ¢ C U a E L O O CY O �Z d V am W �wSEee N N CL Z Z x0oz Y T x x x x O O x x x x x x N T N x x x x x x x x x x x x T C to CC C CC C CC C CC C CC C CC T z z z z Z Z Z Z Z Z Z Z T Q T x x x x O O x x x x O O Q T CM L LU X x x x x x x x x 1 1 1 1 T O X ox x x x x x x x x x x x x x o w x X X CD ti Z Z Z Z Z Z Z Z Z Z z z T X X x x x x x x X X x x E L O O CY O �Z d V am W �wSEee N N CL Z Z x0oz Y