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HomeMy WebLinkAbout2012-05-01 Bd Comm minutesMINUTES HISTORIC PRESERVATION COMMISSION MARCH 9, 2012 EMMA HARVAT HALL 0(1) APPROVED MEMBERS PRESENT: Kent Ackerson, Esther Baker, Thomas Baldridge, Andrew Litton, David McMahon, Pam Michaud, Ginalie Swaim, Alicia Trimble MEMBERS ABSENT: William Downing, Dana Thomann, Frank Wagner STAFF PRESENT: Bob Miklo, Chery Peterson OTHERS PRESENT: John Beasley, Tom Frantz, Jean Walker RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action) None. CALL TO ORDER: Trimble called the meeting to order at 12:00 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: Walker said she is the neighborhood representative for the Melrose Neighborhood Association. She said she sent an e-mail to Miklo to be distributed to Commission members. Miklo responded that the e-mail was sent after the agenda was posted, so his intention was to put it on the next month's agenda so that the Commission would have time to review the material. Walker stated that the Melrose Neighborhood is a very vulnerable neighborhood, right beside the University and Kinnick. She said the University gets squeezed for space and so it starts eyeing the other side of Melrose Avenue. Walker said neighborhood volunteers have done as much as possible to protect the neighborhood. Walker said that in 2004, the neighborhood hired Marlys Svensen, an architectural historian, to look at the neighborhood to determine whether it could be put forward for nomination for the National Register of Historic Places. Walker said Svensen researched the area and then delineated an historic district within the neighborhood. Walker said the neighborhood managed to get the nomination done in nine months. She said this does not protect the neighborhood from the University, but it has been good as a statement that the area is worth preserving. Walker said that the City, in many of its publications, has said that things should be done to help preserve the neighborhood. She said, however, that nothing concrete has been done; the neighbors drafted the National Register nomination. Walker said that on the one hand, there is the University, which wants to encroach, but every time something comes up, the neighborhood addresses it. She said that as well as the University, the neighborhood also needs protection from non - University property owners so that big houses are not demolished. Walker said the first precedent for this was on Myrtle Avenue, where there was a house that was demolished last year and replaced with a multi - family dwelling. She said that particular house was probably beyond saving, but it represented a precedent, and so the neighbors feel that a local designation is needed. Walker said she talked to the Commission over a year ago and brought this up. She said that she has been in this business for a decade or more. Walker said she is exhausted and cannot lead the charge but is coming before the Commission to ask its help in getting the local designation. MINUTES HISTORIC PRESERVATION COMMISSION MARCH 9, 2012 Trimble said the Commission discussed this at its last meeting and is happy to help. She said the Commission needs the signatures to actually bring the local designation to a vote. Trimble asked if the neighborhood association could discuss this and possibly get signatures. Walker replied that she is the representative of the neighborhood association, but it does not meet regularly. She said the association is updating its database to have e-mail communication with as many property owners as possible. Miklo said that technically, Walker could submit a letter asking that the Commission initiate the historic preservation designation for a local district. Miklo said that would be enough to get the ball rolling. He said the issue with the signatures is that this would be a zoning designation, and if more than 20% of the property owners within the area being designated or within 200 feet of the area object to the designation, then it takes a supermajority, six out of seven City Council members, to designate the area. Miklo said the signatures are not needed to get the ball rolling, but the concern is that there be enough support to take this through City Council. He said that even if there is a petition with 20% opposed, the City Council can still approve this, but the supermajority vote is a bigger challenge. Walker stated that the University owns about 13% of the property and asked if that would constitute one property owner and one vote. Miklo said the percentage is actually based on the land area owned, not the number of owners. He said it is based on the square footage of property. Miklo said that once the objection reaches 20% of the area within 200 feet surrounding the zone or within the proposed zone, that kicks in the supermajority requirement. Walker asked if someone could send her the type of wording that should be sent out to property owners. Miklo replied that he could provide some suggestions, but it would basically read that there is an interest in creating an historic district here and asking for support. Walker said this is the sort of thing that takes hours of her time, and she is already battling things for the neighborhood in other areas. She said that if someone could make it easy by sending her some wording and an outline of what it means to have local designation and what the burden is on the property owners, she would really appreciate it. Miklo said that the letter should come from the neighborhood, but he could provide some examples from other neighborhoods. He said the City has the letter from the North Side Neighborhood in its files, and he could provide the material about what a local district designation entails. DISCUSS LANDMARK DESIGNATION FOR 108 MCLEAN STREET: Peterson said the packet includes a couple of letters regarding the property and two of the National Register documents. She said one document is the site inventory for the house. Peterson said the other document concerns the whole neighborhood. Miklo stated that a landmark designation is actually a zoning designation. He showed a map illustrating the zoning for 108 McLean Street. Miklo said that if a property is designated a landmark, any building permits dealing with the exterior of the property must be reviewed either by staff or the Commission to make sure they meet the guidelines that are based on the Secretary of the Interior Standards. Miklo added that there are also some zoning benefits to having a landmark designation. He said that a landmark designation provides for the possibility of waiving certain zoning requirements in order to encourage the reuse of historic buildings. Miklo said that is one of the reasons the applicant is seeking this status. He said there is a proposal to rehabilitate this building, which was originally constructed as a fraternity house and later converted to the Saint Thomas Moore parish house. MINUTES HISTORIC PRESERVATION COMMISSION MARCH 9, 2012 Miklo said the proposal today is to convert it to sixteen one - bedroom apartments. He said in order to do that, the property has to comply with certain zoning requirements in terms of parking spaces, driveways, and similar standards. Miklo said that in order to minimize the effect on the historic property itself and also the natural environment around this property, as it is situated on the edge of a steep ravine, the applicant is seeking relief from some of the zoning requirements pertaining to the site standards for parking lots and driveways. Miklo showed a photograph of the property from the front and back, as well as the ravine on the property. Miklo showed the proposed site plan as reviewed by the Planning and Zoning Commission and the City Council. He said one of the issues with this property is that in order to avoid taking down more trees and paving more of the site, the applicant is seeking relief from the driveway standards. Miklo said that giving this a landmark designation will allow, with the approval of the Historic Preservation Commission and the Board of Adjustment, some relief from those standards. Miklo said the Commission would not only be considering giving the property a landmark status but also considering waiving the standards in terms of the driveway. He said the Planning and Zoning Commission has already approved this concept and the City Council has agreed, but in order to fully approve the plan, it would also require Board of Adjustment approval. Miklo pointed out that the nomination specifically deals with the structure of the house itself. He said there is a bridge on the property that was built in the 1940s that is connected to this site. Miklo said there has been no evaluation of the bridge; it is not known if the bridge is a historic structure; and it is not the intent of this nomination to address the bridge itself. Miklo said there is material in the packet indicating that this house is eligible for the National Register of Historic Places and therefore eligible as a local landmark. He said that most of the City's landmarks are also on the National Register. Miklo said it is not required to be on the National Register, but the criteria the City uses for nominating a property are very similar. Miklo said staff is recommending approval of the proposed designation and of the zoning waivers. Beasley introduced himself as the attorney for the applicant. He said that he and Frantz represent the applicant and would be happy to answer questions. Frantz said they had taken into consideration all of the current zoning requirements for the adjacent parking. He said there is an existing narrow drive between the oak trees and the building. Frantz said that if they had to widen that out, they would have to take out those oak trees. Beasley said that this is an amazing building. He stated that the group buying the building has worked very diligently to try to balance this beautiful building's outside appearance, trying to maintain as many of those oak trees as they possibly can and trying to maintain the historic nature of this building. Beasley said the reality of it is that they have to be able to make this work financially. He said he believed that the property could have 24 units, but the purchasing group does not want to do that. Beasley said the applicant wants to only have 16 units. He said this is the kind of project that people want to see more of in Iowa City. Beasley said he believes there are applications pending on this property for federal and state historic designations, and that process has already begun. He said that in terms of the working relationship between the City and the applicant to try to maintain the view, the oak trees, and the historic nature of this building, it is a bit refreshing in contrast to some of the recent developments in other neighborhoods. Beasley said that a plan submitted previously showed a driveway with a loop around the building. He said that after discussion with the City, it was decided to have the plan without the loop and building an MINUTES HISTORIC PRESERVATION COMMISSION MARCH 9, 2012 additional drive on the east side and leaving the old drive where it is. Beasley said that there will be a few parking spots, but it will be fairly minimal. He said he believes there needs to be 16 parking spots, and there are 12 out there now, so that the additional spaces will be fairly minimal to this site. Beasley said the plan has been put together to try to preserve the oak trees. He said that he thought one would have to come down, but the rest of the grove would stay. Beasley said that one of the Planning and Zoning Commission's conditions would get Terry Robinson, the City Forester, involved to help locate and plant a new tree to replace the one to be removed. Beasley said that the Planning and Zoning Commission is excited about this, and he thought City Council is too. He said he hoped the Commission would work with the applicant to make this happen. Baldridge said he is curious about the plan for 16 units and if they would go all the way up to the third floor. Frantz said there is a full basement and three floors. He said there would be four units on each floor. Swaim said that one of the Commission's objectives as stated in the Preservation Plan is to encourage stewardship of fraternity and sorority houses, so that would be in line with this proposal. She added that if all this goes through, it seems that it would be a wonderful thing if there could be some kind of open house after it is done so that the public could see the possibilities with these buildings. Peterson said the applicant is working with the State Historical Society in Des Moines. Frantz confirmed this and said that would make tax credits available. Miklo distributed a copy of the plan on which the proposed new parking is shown. He added that there is a little bit of a widening of the existing driveway for a fire lane, but otherwise the area that he highlighted on the plan is the existing driveway. Miklo said that if relief is not granted through the zoning provisions that apply to historic properties, it would have to be wider, resulting in more tree destruction and changing the character of the site. Michaud asked how wide the driveway is right now. Miklo replied that it is approximately ten feet wide. Michaud said it is not really a two -car width. Miklo said that is why it requires some zoning relief. Miklo said the driveway on the corner will be widened for the new parking spaces. He said this driveway has functioned as it is for some time. Frantz said that where the drive is really narrow, there is a nice line of sight from both the north and the south. MOTION: McMahon moved to approve a landmark designation for 108 McLean Street. Swaim seconded the motion. Trimble said she has been worried about this building for a long time. She said she is relieved that it will be reused and used well. Michaud asked who the development group consists of. Beasley said that the group wants to be called a community investment group. He said the three principals of the entity are Tom "T.J." Frantz, Mike Frantz, and Dr. Thomas Viner and his wife, Elizabeth. The motion carried on a vote of 8 -0 Downing Thomann, and Waaner absent. MOTION: Swaim moved to waive the requirements for widening the driveway at 108 McLean Street. Ackerson seconded the motion. The motion carried on a vote of 8 -0. Downina, Thomann, and Wagner absent. MINUTES HISTORIC PRESERVATION COMMISSION MARCH 9, 2012 DISCUSS COMMISSION PRIORITIES FOR 2012: Trimble said she personally would like the Commission, in light of what has happened on Washington Street, with the destruction of the buildings containing The Red Avocado and Defunct Books, to look more closely at designating more historic districts, especially in the areas adjacent to downtown. She said that would be her priority as a member of the Commission. Swaim said she agreed with that and said she believes there would be support beyond the residents in those neighborhoods. Trimble said now is a good time, when people are still focused on what occurred on Washington Street. Michaud said that Casey Cook is a respected appraiser of over 30 years. She said Cook is championing the commercial landowners. Michaud said his group is coming up with a petition opposing the three zoning amendments for capping household size. Michaud asked what the political situation is regarding the appraisal situation. Miklo said he did not know what a person's motivation was for support or opposition to an ordinance. He said that the City Council needs to hear from both sides on the issue, and that is why a public forum is being held. Miklo said the Planning and Zoning Commission will vote on the amendments on Thursday, and the City Council will consider the issue on March 20th. Michaud said that communicating with the Planning and Zoning Commission and with City Council members is extremely challenging right now. She said that a lot of people no longer have land lines and so their phone numbers are unavailable, and also, a lot of people are gone for spring break. Michaud asked if there is any possibility of designating the mental health center at College and Van Buren Streets as a landmark to give it some protection against demolition. Miklo said The Commission would have to look at the survey of historic properties that was done for the area. He said that, as he recalled, the reason the boundaries were drawn as they were is because the building the Red Avocado was in and the one next to it were determined not to meet the eligibility requirements for historic buildings because of the great extent to which they had been remodeled. Miklo said the third building, the one nearest the corner, was considered a contributing structure. Miklo said he would question whether the mental health building in and of itself rises to landmark status. He said that whether it could be part of a larger district is a possibility. Miklo said that with regard to establishing priorities, given the limited staffing and resources, the Commission needs to be very selective as to those priorities. Miklo said that over the past several months the Commission has basically been processing applications. Regarding the Historic Resource Development Program, Miklo said the City currently does not have money budgeted to match the grant application. He said if there is a worthwhile project the Commission wants to pursue, there could possibly be a budget amendment to do it. Miklo said the Commission has until May to apply for the Historic Research Development Program (HRDP) Grant. Baldridge asked about the VanderWoude properties on Jefferson and Gilbert Streets. He said that he has heard that VanderWoude is considering selling them; there are four houses on Jefferson and at least one on Gilbert Street. Trimble said that there has been a survey of that area. Miklo added that that area is actually a National Register Historic District on both sides of Jefferson Street from Clinton to Van Buren Street. Michaud said that if the properties are in a district, they could not be demolished. Miklo said they are National Register properties, not in a local district. He said in that case, unless there are federal funds involved, the properties can be demolished. Swaim said these areas are vulnerable, and that could be one place the Commission begins, with a local designation of that area. Miklo said that staff would like to hear more ideas from the Commission and then come back with more information at the next meeting to determine if the Commission wants to go forward. He added that some MINUTES HISTORIC PRESERVATION COMMISSION MARCH 9, 2012 of these areas will be controversial, and there may be a lot of property owners objecting. Miklo said that to be successful, the Commission will have to work very hard to get community support. Swaim said one key is to do this right the first time. Trimble agreed and said that it is important to show support, because she thinks a lot of these will need a supermajority vote of the City Council to pass. Baldridge said that since the Jefferson Street area is on the National Register, the Commission could start out with that premise — that this area has already been designated at one level. Trimble said that would also be true of the Melrose Neighborhood, which is also in danger of encroachment from the University. Miklo said he thought those were the only two districts that are on the National Register but not locally designated, although there may be a few landmarks that are not both. Miklo said it sounds as though the Commission's highest priority is to pursue local designation for existing National Register properties, which would possibly include the Melrose District and the Jefferson Street Historic District. He said staff will look to see if there are any others and explore that a little more at the next meeting. Miklo said the Commission can initiate a district designation on its own without property owner consent or application. Baldridge asked if there is anything the Commission can do to encourage or recognize the activities of the UniverCity Neighborhood Partnership in rehabbing a lot of North Side homes. Miklo said the Planning and Community Development Department implements the UniverCity program with some funding from the University. He said the City Council has indicated that it is very happy with the program and will seek to continue its funding. Miklo said the initial funding came from an I -jobs grant, which was all spent on the first 25 houses. He stated that the goal in the next year is to use local funds to do four or five additional houses. Miklo suggested the program could receive a preservation award. He said another idea would be to mention to City Councilors what a great program this is and that it goes along with City Council and Commission goals of neighborhood stabilization. Swaim said that in terms of the Commission objectives, she thinks this is where the Commission should be putting its effort. Michaud asked about the Mansion on Gilbert and Bowery Streets. Miklo replied that the building is a National Register and local landmark so that it is protected. Peterson read from the Central District Plan of 2008 and the discussion of historic preservation in the Central District. She read about continuing the process of designating Goose Town as a local conservation district. Trimble said she thought that would be a good idea. Peterson read further, "...completing surveys of several neighborhoods to determine the historic quality and district eligibility." She said these included Oak Grove - Kirkwood Avenue Corridor, Lucas Farms Neighborhood, Morningside - City High Neighborhood, and the Rochester Avenue Neighborhood. DISCUSS POTENTIAL PROJECTS FOR HISTORIC RESOURCE DEVELOPMENT PROGRAM: In terms of doing further survey work, Miklo said that the Historic Resource Development Program in the past has funded survey work and National Register nominations. He said it can also be used for physical activities, such as restoring the City Park cabins. Swaim asked if that is what matching funds are needed for. Miklo confirmed this. Swaim asked what the likelihood is of that happening. Miklo suggested the Commission identify one or two projects it wants to apply for, get some cost estimates and see if funding can be found. Trimble said that Melrose just had a survey. Miklo confirmed that the neighborhood paid for a survey of the Melrose Neighborhood and that it has been listed on the National Register. Trimble stated that because the survey was recent, not much would have changed. Miklo agreed that the area should not need more survey work. MINUTES HISTORIC PRESERVATION COMMISSION MARCH 9, 2012 Trimble asked if more survey work would be needed for the Jefferson Street area. Miklo said he did not think so, as it is already listed on the National Register. Peterson read the list of areas that could be considered for survey work as Oak Grove - Kirkwood Avenue Corridor around Plum Grove, Lucas Farms Neighborhood, the Morningside - City High Neighborhood, and Rochester Avenue. Miklo said that survey work has been done on Goose Town already. Baldridge asked what the boundaries of Goose Town would be. Miklo stated that there was never historically an area that was outlined on a map as Goose Town. He said there was a general area of Dodge Street east to the cemetery and Bloomington up to Brown Street where Czech immigrant families lived, although some of their institutions were west of Dodge Street. Miklo said there was a discussion at one time of where the boundary should be between the North Side and Goose Town, and it was determined as being somewhere between Dodge and Governor Streets. Swaim said she feels that the Morningside /City High and Rochester Avenue neighborhoods may be fairly stable. She asked where Oak Grove is located. Miklo said that Oak Grove Park is north of Kirkwood Avenue near the railroad tracks at Dodge. Swaim said the Kirkwood Corridor might be the most critical area. Peterson referred to the Commission's last work plan from 2008. She read from the goals, "to improve communication with property owners, revise the Historic Preservation Guidelines, develop guide maps and walking tours." Trimble said that Friends of Historic Preservation is working on a walking tour for the next parade of historic homes to focus on the Civil War era. She said that since the Salvage Barn is being moved, she has found a lot of old records, including copies of walking tours that someone had done before that could be updated and reused. Peterson continued reading from the work plan, "meet with the Campus Planning Committee to discuss the Historic Preservation Plan and goals for the preservation of the University's historic structures, and apply for grant funding to conduct an architectural /historic survey of Manville Heights." Miklo said that some of these things, including the Manville Heights Survey and the Guidelines revision, have already been accomplished. In terms of the HRDP grant, Miklo said the Commission seems to want to focus on two things: a Kirkwood area survey and preservation of the City Park cabins. Swaim asked, in terms of the cabins, if money is needed from the City. Miklo confirmed that the Parks and Recreation Commission is looking for funding and has been made aware of this opportunity. Miklo said there is not a lot of time to put together a proposal. Swaim said she would prefer to fund a Kirkwood area survey. Trimble asked how immediate the funding need is for the cabins. Miklo said that it is really time to make a decision about letting them go or funding the work. Baldridge said he would like to see something done on the log cabins. Trimble said she feels they are both good priorities but thinks the Kirkwood area will hold on longer than the cabins. Swaim agreed and said that getting support for renovation of the cabins would not be difficult. Miklo said that if the consensus of the Commission is to apply for an HRDP for the cabin restoration, staff will work with the Parks and Recreation Department, which is the custodian of the cabins, and ideally the Parks and Recreation Department would do much of the work in terms of putting the grant application together with support from the Planning Department. Baldridge agreed that the cabins need attention. He said they are the closest thing the City has to the original buildings constructed by the first settlers. MINUTES HISTORIC PRESERVATION COMMISSION MARCH 9, 2012 REPORT ON CERTIFICATES ISSUED BY CHAIR AND STAFF: There were no comments. CONSIDERATION OF MINUTES FOR FEBRUARY 9,2012: Miklo said there was a statement regarding the North Side attributed to Ackerson in the minutes, but Ackerson did not make the statement. He asked who made the statement, but Commission members were unsure. MOTION: Ackerson moved to approve the minutes of the Historic Preservation Commission's February 9, 2012 meeting, as written. Michaud seconded the motion. The motion carried on a vote of 6 -0 (Downing Litton McMahon Thomann, and Waaner absent). Regarding 108 McLean Street, Baldridge said that on the Iowa Site Inventory Form Continuation Sheet, paragraph eight, it refers to the church being built where the Quonset but was, and that is not accurate. He said the Quonset but was at the parking lot, and there was a house that was eventually acquired and razed at the corner of Grove and Riverside, where the church was eventually built. Regarding the inventory site form for the fraternity house, Michaud asked why the survey was done on the fraternity and sorority houses if they are not going to agree to it. Miklo stated that the Manville Heights Survey included the fraternity house. He said one of the suggestions coming out of that survey, as well as the survey on the North Side, was that there is a wealth of Greek architecture in the City, and it would be appropriate to move to protect it. ADJOURNMENT: The meeting was adjourned at 1:15 p.m. Minutes submitted by Anne Schulte Z 0 Fn- N 00 UU O oWC Q W N U W Q N NZ W W m (L UQ O H U) M T N T T T T T_ 0 T M T O! co N T ti T ca 0 T N T co X X X X X X X O X O M O X o 0 X X 0 X 0 X X X V X X X X X X X 0 X X 0 T a x M d' N M N � M N r- W N N N N N N N N N N N M M M M M M M W M M M M I-- CQ G 0 a Z J W Z QZ Y ~ H � a LL LLF W O G 0 Q t9 0 o Z ui C Z Z Z = Q Q m z Y Y 18 v V 2 Q Z 4 m m 0 F- E n O v 0 O O Z C y E m � O z 0 0- n Z u u w Z* u XOOZ1 w Y 4b(2) MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 8, 2012 — 6:30 PM EMMA HARVAT HALL MEMBERS PRESENT: Andrew Chappell, Michelle Bacon Curry, Scott Dragoo, Charles Drum, Jarrod Gatlin, Holly Jane Hart, Jim Jacobson, Rachel Zimmermann Smith MEMBERS ABSENT: Cheryll Clamon STAFF PRESENT: Tracy Hightshoe, David Purdy, Jeff Vanatter OTHERS PRESENT: Zari Wilken, Mike McKay, Sherri Zastrow, Mark Patton, Ron Berg, Mary Palmberg, Becci Reedus, Heather Harney, Jane Drapeaux, Charlie Eastham, Maryann Dennis, Roger Goedken, Roger Lusala RECOMMENDATIONS TO THE CITY COUNCIL: None. CALL TO ORDER: The meeting was called to order by Chair Andrew Chappell at 6:30 p.m. APPROVAL OF THE FEBRUARY 16, 2012 MINUTES: Zimmerman Smith moved to approve the minutes. Hart seconded. A vote was taken and the motion carried 7 -0. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA: None. STAFF /COMMISSION COMMENT: Chappell introduced and welcomed the newest Commission member Jim Jacobson, who was appointed two days ago. Hightshoe said that she had emailed members of the Commission about a training for boards and commissions that's done by the Iowa Institute of Public Affairs. For those interested she HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 8, 2012 PAGE 2 of 10 wanted to know if there was a certain time or day that worked best for the training. She said that the City Clerk's office will schedule training according to the preferences of the majority of interested members of all the boards and commissions. After discussion, there was no consensus among the four interested members of the Commission. PUBLIC MEETING: DISCUSSION REGARDING FY13 COMMUNITY DEVELOPMENT BLOCK GRANT AND HOME INVESTMENT PARTNERSHIP PROGRAM REQUESTS Chappell said that the Commission needed to review the project rankings and discuss the average allocation worksheet. For the two members unfamiliar with the process, he explained that the Commission used this meeting as the first real exposure to everyone's scoring and rankings. He said this is the opportunity to ask each other questions and to tell everyone why you were so high or low on a particular project. He explained that the projects in bold are high priorities and if it's not bold it's a medium or tow priority. He explained that the CHDO operating funds has to come from HOME funds Hightshoe stated Successful Living, Rental Rehab has to come from CDBG funds. Habitat for Humanity — Owner Rehab Chappell stated the highest ranked project was Habitat for Humanity - Owner Rehab. Several were in full to majority funding. Chappell told the commission that there were agency representatives present and questions could be addressed to them if necessary. Commission member stated this one scored pretty high for him, which is why he recommended full funding. He stated he liked the rehab. of the existing housing stock and the need to maintain the stock of affordable housing we have. Member stated some didn't fully fund as had higher priorities and the money they had remaining was allocated to this project. Bacon Curry stated she agreed with the rational to maintain our current stock of affordable housing. Drum asked if a consensus for funding should we make that determination. Chappell stated the purpose of the meeting was to review our allocations and rankings, ask questions, determine why others funded some projects and not others and come back next meeting and make the final funding recommendations. Charm Homes LLC Chappell stated that there appears to be a lot of consensus for several projects. The second on the list is Charm Homes. Four of the seven recommended full funding. Jacobson stated he was just shy of half funding. Hart said she provided funds to this project in different funding scenarios. While the sheet submitted stated $0, she would be willing to consider funding this project. Chappell stated that after this meeting if anyone wanted to revise their rank or allocation they could do so by notifying Hightshoe before the March 22 packet is sent out. Hightshoe stated they would be due by Monday, March 19. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 8, 2012 PAGE 3 of 10 Drum stated for Charms he didn't provide funding because this is a for - profit entity and funding is tight for all affordable housing providers. He was not inclined to give public funds to a private entity, even though he understood that they do good work. Bacon Curry stated that was one of her justifications for funding. She valued the property tax payment, estimated at $7,000 per year. She also liked all the private funds that were contributed to the project and not totally funded by public dollars. She thought the project was innovative. Chappell agreed about the percentage of public funds for the overall project. Zimmermann Smith stated she thought it was creative too and serves a population that really needs those services. City of Iowa City Owner Rehab. Four members funded at the $200,000+ range. Chappell stated he partially funded as he gave the project a lower score. He tried to fully fund those applications that were the highest in each category and then not recommend funding for those that were the lowest and then somewhere in the middle unless they were some exception. Chappell clarified that this allocation is in addition to the set -aside amount for rehab. Hightshoe stated that was correct. This application is in addition to the regular entitlement. The purpose of these funds is to target older neighborhoods in Iowa City with better financial terms to stabilize, improve the housing stock for low- moderate income homeowners. Hightshoe stated Jeff Vanatter was here from Housing Rehab and can explain the financial terms. She stated in the regular rehab. program the amount is fully repaid in loan payments or when the home is sold. Under this program, a portion is forgiven. Vanatter stated for targeted neighborhoods, 50% of project costs forgiven if the homeowner stays there. If HOME funds, if they remain in the home for 10 years, 50% would be forgiven. For CDBG funds, 50% forgiven after five years. Hightshoe stated the rehab. program use to receive $500,000+ to operate the program. Due to funding cutbacks over the past 7 -8 years and the significant cut again this year to HOME, their set -aside amount is $200,000. Chappell asked if this additional application gets the program back to where they normally would have been? Vanatter said yes. Bacon Curry asked if the targeted neighborhoods have been selected. Vanatter stated Towncrest neighborhood, Miller Orchard neighborhood, southeast part of Iowa City around the Grant Wood area and an area around downtown where there's a little bit higher owner occupied than some of the other areas downtown. There was a map on the application. Chappell stated it seemed somewhat odd or interesting that the City is applying to this commission for the funds that it controls — it's just the way it's always been done. It's a competitive process. City departments have applied for trails /sidewalks previously and not been funded, but they come to the table just like everyone else. Any questions about that particular project? The PowerPoint screen showed a photo of a recent rehab. Member questioned what work was performed. Vanatter stated new windows, new wiring /electrical and new siding — everything was falling apart. Habitat for Humanity Homeownership Chappell stated there was a consensus not to fund. Dragoo allocated funds; Chappell asked if he wanted to weigh in about his recommendation. Dragoo stated he rated it highly, so he funded it. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 8, 2012 PAGE 4 of 10 Chappell stated that with limited funds, he often only allocates to one project if an applicant submits multiple applications. He funds what he views as higher priority. Housing Fellowship Rental Chappell stated there are four who are recommending no funding and two who are recommending a pretty broad range —just under $50,000, $100,000, and $150,000 THE was requesting $258,000. Chappell recommended $0 as the project was middle of the road based on his scoring. He would have recommended some partial funding, but when asked the question was this an all or nothing project, the applicant stated that was a correct statement so he didn't fund it. He asked the applicant if that has changed. Dennis, THF, stated she would have to review the finances again. It may be possible to borrow more than originally planned. Chappell asked what minimal allocation would allow the project to proceed. Dennis stated without going through it, but preliminarily it might work at $150,000. Bacon Curry stated that if you look at the recommended funding from the Commissioners she didn't think it would fly because the average recommendation is quite a bit lower than that amount. Chappell asked if those that didn't fund previously would consider it now at $150,000. Hart stated she had a version in mind. She would consider funding this project at that level. Dennis stated the amounts in the proforma are based on the underwriting criteria from the Iowa Finance Authority and they have very strict criteria. There is a mandatory operating expense per unit, reserves, limitations on developer fee and a required debt coverage ratio during the compliance period. As THE is submitting a HOME application to the Iowa Finance Authority, she wanted to submit the same proforma to the City and State that met the requirements for both programs. Costs appear higher in their proforma compared to other agencies. Zimmerman Smith stated she allocated zero because there are less funds and she wanted to focus on rehab. of existing affordable housing this year, basically take care of what we already have rather than build more. She stated that was sort of her theme throughout with the exception of Charm Homes, which is providing an actual service, so it's a business and it's the reason she didn't fund the Homeownership project for Habitat. Gatlin stated as the person who allocated the most for the Housing Fellowship Rental project he believes that rental housing is the largest need in the community and that we have an opportunity to acquire /build more units this year. Drum agreed that it is a high priority. Chappell stated if you didn't fund because you thought it an all or nothing project, if you can fund at $150,000, revise your allocations and submit to staff or advocate at our next meeting. The Housing Fellowship CHDO There was a clear consensus on this. It's $20,000. Chappell stated he thought HUD encouraged support of CHDOs for operating expenses. Bacon Curry stated she thought it was required. Hightshoe stated it's eligible, but it's not required. CJ's Construction Rental Hightshoe stated that they lost their site as a different entity purchased it. The commission will have to consider the application with an unknown site, which is common for most housing projects. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 8, 2012 PAGE 5 of 10 Chappell asked if at this time do we have any idea where that future site may be? Hightshoe stated the applicant was not present, but she could email the applicant. Chappell asked if applicants are told they must be here or they're encouraged to be here. Hightshoe stated that applicants are encouraged to attend but it's not mandatory. If they are unable to attend, they are told staff will follow up with them if there are any questions. Chappell asked about the March 22 meeting. Hightshoe stated that for that one, there's no follow -up because you make your recommendation that evening. They are encouraged to come to both, but it is not required. HACAP Rental There is a consensus to fund it at least the $200,000 and several are at $300,000. Bacon Curry stated that the site visit made a big difference. When she first read the application she was not convinced. The condition of the units and with the previous City investment of $900,000 at the property directly south, she felt funding was the way to go on this. She stated you have a frontage property on the highway in a neighborhood that we're trying to boost up. This could assist the neighborhood and greatly improve the units that are in disrepair. Zimmerman Smith asked if provided the funds, how can we ensure the applicant maintains the property as one of the problems she had with the application initially was that it said such things as the neighborhood had deteriorated and the property has deteriorated without taking any actual responsibility or formulating a plan for not having that happen again. She stated that she felt there should be a condition about maintenance. Hightshoe stated that when she analyzed the proforma, she made significant changes. She adopted the State's requirement for the operating costs per unit and reserve amounts. She would recommend a conditional occupancy loan based on annual review of the rent revenue and documentation that shows funds placed in a reserve and an annual review of expenses from such account. Bacon Curry stated there were approximately 40 -60 kids living at the property. The changes would be quite beneficial and the neighborhood could be drastically improved Gatlin stated that he was on the opposite end, realizing that we did put so much money into Broadway (Southgate's project) just a year ago and he had it as a lower priority. He understands that the area does need additional help, but was concerned about putting all of our resources in one specific area. Dragoo thought very similar, but looking at the big picture he thought this could be the tipping point for the neighborhood. Bacon Curry stated it seemed that there are quite a few affordable housing projects in this area and we need to support what is in this neighborhood. Hightshoe noted that when we consider priorities, transitional housing is a high priority despite its low ranking. CITY STEPS states non - student renter under 50% of median income, but if you read the narrative, transitional housing is specifically identified. Whether it is the acquisition of new transitional housing or to maintain the transitional housing that we have. This would also apply to Successful Living. HACAP provides transitional housing for families with children and Successful Living is primarily for people with chronic mental illness; but they both are transitional housing. Successful Living Chappell asked if anyone wanted to speak for the majority who recommended zero funding. He stated they were kind of middle of the road scoring for him. Zimmerman Smith stated this is one HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 8, 2012 PAGE 6 of 10 where I think it makes a difference also in the opposite direction because I felt like there's almost no amount of money that was going to be able to fix it all as it is a very old building. It's going to have continuing problems and it affects a relatively small number of people that live there although they are people with mental illness. Drum stated that was the whole reason he didn't fund it. He thought there's going to be a lot of money poured into that building. For the number of people that it's going to serve, he couldn't support it. Bacon Curry stated that the building may not meet our goal of safe, affordable, decent housing. She would hate to see SROs not supported because we don't have a good supply of them, particularly for those for people in recovery from various conditions, it's just that facility is really degraded. Hart suggested some funding as would at least assist in providing some needed repair. Gatlin suggested the same. Hart asked what the $100,000 was for. Chappell stated HVAC and the roof. Bacon Curry stated there were holes in the walls and the ceilings. Neighborhood Centers of Johnson County. Consensus to fully fund by five members. Chappell stated you may recall that we gave them money last year to acquire an additional facility, but the project didn't proceed and the money returned for reallocation. Drum stated this request is much lower, but serves many children and families. Chappell stated for the new member's benefit that it is usually not a good thing when an applicant has to give back money that they can't spend. In this particular case the money was for purchasing an additional site and through no fault of their own they've been unable to. Zimmerman Smith stated it's a good project and she liked that they didn't get to do what they were planning to do and they sort of turned right around and rebounded and came up with a different plan. She felt like she was saying yes again to the same project but cheaper this time. Chappell stated it scored very highly. Member stated they allocated partial funding for replacing the roof and repairing the parking at both facilities. Crisis Center Chappell stated he fully funded as they were the top score for him. He talked to the City Attorney about this particular application as he represents Johnson County in a myriad of different things. He has not had anything to do with this particular project. In fact the first he heard about it is when he read the application in the HCDC packet. He stated the Johnson County Board isn't his employer, but the County Attorney is his employer. The purchase agreement is not contingent about funding by HCDC /City. At least at this point he and the City Attorney's office don't believe he has any conflict. His worry was more about the appearance of a conflict because there are so few real conflicts and all he can do is say he thinks it's pretty obvious he ranked this one on the score. He scored it high because he liked the collaboration between entities. His big concern was if they would receive site control. He knows governments move slowly, but it didn't dissuade him from recommending because if they don't get it, the funding comes back for reallocation. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 8, 2012 PAGE 7 of 10 Reedus, from the Crisis Center, stated they made a proposal February 16th and the Board of Supervisors liked the proposal. The Supervisors like the collaborative nature of the project; however if to sell below the appraised value they must issue a RFP for the site. An RFP was issued and is due April 2 "d. They have met with some of the supervisors and gone through a time line. They are not quite sure when it will be on the formal agenda but they think within two weeks of April 2 "d. There would be a public hearing process and looking at some time around mid -May. The Supervisors told us they're considering a number of factors in their RFP process including the kinds of services, the collaborative nature of organizations working together for the project and also an important factor for them is the recipient's ability to leverage other funds that could include block grant funds for the project. Bacon Curry asked if they know if anyone else is planning on submitting a proposal? Reedus said she didn't know. Bacon Curry asked are they only considering non - profit organizations. Reedus said yes. Bacon Curry stated she allocated zero for that reason. She loves this project in the collaborative sense, but felt like we didn't really have a project yet because they don't have site control. She stated her zero is not firm, but needs more information and still kind of do. Another concern is if renting to other non - profits; do they have money to pay rent? Reedus stated it's been an incredible process and the community support behind this has been amazing. We have the support of United Way of Johnson County. We've met with the Community Foundation. We've already sought some money from some corporations in terms of capital campaign. We are pretty confident that with the money we are looking at getting - and part of that is block grant money — that we are going to be able to pass on zero cost and low rent — rent which is really going to be occupancy costs. Those kinds of things you have to pay anyway — heat, utilities, maintenance kinds of things — at a cost that is now less than what we originally thought when we were looking at actually purchasing the building for less than its value — we've never looked at our ability to purchase a building for $550,000, that was just out of the question. So I think that makes it exciting for us because one of the things we discussed with United Way today was if we can do that, not only do we collaborate but we don't add any operating costs to existing agencies and they can continue to put money back into programs and that should be the point. That if this were going to raise any of the four agencies operating costs, we'd be out looking for money in order to support that and we really do believe that we can do this without raising that, so that all of the four agencies will be able to continue to provide programs, maybe even have more money to provide programming. We're really excited about it. Bacon Curry asked if they allocated funds, and Crisis Center doesn't get the building what would happen. Hightshoe stated it would depend on the amount of money that you allocate. If it was a significant amount then we would have a mid -year allocation and open it up for people to apply. If it was a smaller amount we'd just roll it into the next year. To have a separate allocation round we would be looking at $150,000 +. HACAP Five at full funding. Chappell stated that some of the reasons that were discussed for supporting the HACAP housing project certainly rang true for this one as well. Bacon Curry stated that you can't tell from the photo, but there are actually wood studs sticking out. She also stated there is a smaller, second play area but the equipment is broken. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 8, 2012 PAGE 8 of 10 DVIP There is a consensus of four to fully fund. Zimmermann Smith stated that she thought the floor really needs repair and would be willing to allocate money for that. She thought it's a pretty deluxe project when there are other needs and probably cheaper ways of providing food than a giant commercial kitchen. She realizes there is a social aspect with the kitchen where the people that live there get together, but not sure if worth $200,000. Drum stated he really liked this project. He likes that the agency is thinking about the community and thinking about supporting the people they serve and their future and not just housing them — not just sticking them there and not trying to help them out. Bacon Curry stated she would second Drum's comments. She had the same questions that Rachel did, but she wasn't sure how much they would save if a different way to provide meals at the site. Doser, DVIP, stated there are three stoves, but they have 40 people living there all the time. Zimmermann Smith stated that the floor was an emergency need so could fund that and would be willing to negotiate a little bit. Community Mental Health. Chappell stated at this point a consensus — actually — it's sort of three for all and four for nothing. He's one of the four that was nothing and that was strictly because it wasn't high enough to warrant full funding and it was an all or nothing project. Staff stated Zastrow, CMHC, provided written notice that they could contribute $20,000 due to a recent contribution. Chappell stated that could be put as the proverbial skin in the game for this project, whereas before — he thinks every time we've seen it — it's been strictly 100% public funding so that's about — it's over 10% of the project. The project request is now for $163,564. Hart stated she funded it fully because it is very needed and felt like we had all talked about how much it was needed but never given them the money. She stated it is a vital facility that serves medical needs that is not medically accessible to people who require accessibility. Chappell stated he thought the same, but the difficulty for him was that accommodations are made so that no one is denied services. Bacon Curry stated that she thought about what Shaw had stated about maintaining downtown structures that are historic. She believes in historic preservation and this project does both — preservation and needed accessibility. She wanted to maintain this site for its current function. Zimmermann Smith stated that the accessibility was more her reason for funding, but maintaining the property was as well. Drum stated that seeing exactly the same project we saw a year ago was a reason he didn't fund it. He believed they weren't doing anything other than applying to us for the money to get the project done. Hart stated it's not a very sexy project. Fundraising for an elevator at the community mental health center is not an easy sell. It's not like raising money to support playground facilities or other services such as DVIP. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 8, 2012 PAGE 9 of 10 Chappell stated he appreciated the additional information that they've found something to contribute to the project especially if you're like him and didn't even bother with any partial funding because it was viewed as an all or nothing. MECCA Facility Rehab There is a consensus for funding, but just barely. Gatlin stated he funded the security cameras as thought very important. Bacon Curry stated she tried to fully fund other projects and didn't have any money left over. It's a pretty well maintained facility, so that's why she ended up with zero, but she could understand the security cameras. Mayor's Youth Empowerment Consensus for no funding. Member stated that they had received some help recently and when reviewing the other applications, other needs were more important. Chappell stated electrical work and HVAC were their first priorities and those would total right around 38,000. Extend the Dream There were five for no funding. Hart funded as both entities do important work and wanted to fund the accessibility. PATV she liked because they offer trainings and you can actually join them for free and especially people needing or wanting access to the communications or marketing skills. They offer that. Even though we can't overtly support them I think it was a nice joint venture for those two entities. . Member stated he could understand the necessity for access to the building but ranked as low as it was and then tracking low income benefit (PATV) made it difficult for him to fund partially. Hart stated the low income benefit could be tracked at Extend the Dream. Hightshoe agreed. Jacobson had a question as to why funds were returned last year. Hightshoe stated that Extend the Dream Foundation can track the LMI benefit with their customers. The funding got pulled last time because you have to complete an environmental review before you can start projects and this organization started the project before the environmental review was completed. A building permit was pulled and work commenced before we received clearance from HUD. This negates the entire project and no federal funds can be used. Staff has ongoing concerns with the agency's capacity to administer federally funded projects. Chappell stated if any revisions in rankings /allocations to submit to Hightshoe by 5:00 PM Monday, the 19tH The Commission agreed to receive their packets late, after March 19th ADJOURNMENT: Hart moved to adjourn. Dragoo seconded. A vote was taken and the motion carried 8 -0. Z O O U H Z W CL O J W W F- Z D O U z O ZOO Q N (D O O O2a z O N O U F- z W G a� 00 J V W W W W N r Q N Z0 z uj Oa V z Q 0 z 2 N W 'C c� y N N aQz° W_ YXOZ o X X X X X X X X M X X X X X X i X X X X X X X X r X W � W � N rn N N rn d' N rn M N rn M N rn N N rn M N M d' N rn N N rn F- J W J V J W Z (� V z m W Z J a V J W (� O V O N O G J Q = v O Q z U W O J = = Z O m -3 = V1 Q w N N W 'C c� y N N aQz° W_ YXOZ 4�I( MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 22, 2012 — 6:30 PM EMMA HARVAT HALL MEMBERS PRESENT: Andrew Chappell, Michelle Bacon Curry, Scott Dragoo, Charles Drum, Jarrod Gatlin, Holly Jane Hart, Jim Jacobson, Rachel Zimmermann Smith MEMBERS ABSENT: Cheryll Clamon STAFF PRESENT: Tracy Hightshoe, David Purdy, Jeff Vanatter OTHERS PRESENT: Zari Wilken, Jeffery Ford, Heather Harney, Mary Palmberg, Becci Reedus, Beth Ritter Rubach, Bruce Teague, Roger Lusala, Mark Patton, Maryann Dennis, StephenTrefz RECOMMENDATIONS TO THE CITY COUNCIL: The Commission voted 8 -0 to make the following recommendations to City Council for the FYI CDBG /HOME funding: Housing Requested Amount HCDC Recommendation CHARM Homes LLC - Rental Housing $61,650 $61,650 CJs Construction, Inc. — Rental Housing $650,000 $0 Hawkeye Area Comm. Action Program — Rental Rehab. $360,000 $290,014 The Housing Fellowship — CHDO Operating Funds $20,630 $19,260 The Housing Fellowship — Rental Housing $258,239 $0 Iowa Valley Habitat for Humanity - Homeownership $120,000 $0 Iowa Valley Habitat for Humanity - Owner - occupied Rehab. $90,000 $90,000 City of Iowa City — Owner - occupied Rehabilitation $220,000 $200,000 Successful Living — Rental Rehabilitation $300,000 $0 Housing Total $2,080,519 $660,924 Public Facilities Community Mental Health Center - Accessibility $163,564 $100,000 Crisis Center of Johnson County — Rehabilitation $300,400 $160,000 Domestic Violence Intervention Program - Facility Rehab. $172,076 $172,076 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION March 22, 2012 PAGE 2 of 12 Extend the Dream /PATV — Facility Rehabilitation $26,360 $0 HACAP - Playground $40,000 $40,000 Mayor's Youth — Facility Rehab. $119,424 $0 MECCA - Facility Rehabilitation $339,767 $12,500 NCJC — Facility Rehab. $111,500 $111,500 Public Facilities Total $1,273,091 $596,076 TOTAL REQUESTED: $3,353,610 $1,257,000 CALL TO ORDER: The meeting was called to order by Chair Andrew Chappell at 6:30 p.m. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA: None. STAFF /COMMISSION COMMENT: Hightshoe explained that Single Family New Construction Round 4 Development Plan was submitted to the Iowa Economic Development Authority, and in the next couple of weeks staff will know if it was approved. Round 4 will provide acquisition assistance to an additional 33 homes for income eligible homebuyers. She explained that this is a flood recovery program to make up for the homes bought due to the flood of 2008. The program assists the City in replacing lost tax base in addition to providing affordable homeownership. She said that so far 108 homes have been allocated to Iowa City. All are built and sold except for 15 in a new subdivision. Construction to be complete on these 15 homes this summer. She said the selling price on the Round 4 homes is capped at $150,000 and buyers must be at or below 80% of median income. In reply to a Commission member question, she said that these are federal Community Block Grant dollars that was awarded to the State due to the disasters of 2008 (floods). It is a state program and the City is a recipient based on the State's guidelines and restrictions. Jacobson asked if the people who were bought out have the right of first refusal. Hightshoe explained that more first time home buyers than flood victims applied for these homes because the flood victims had other programs for assistance and had already relocated by the time the Single Family New Construction Program was announced /available. PUBLIC MEETING: Discussion Regarding FY13 Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) Requests • Discuss FY13 CDBG \HOME Applications • Develop FY13 CDBG \HOME Budget Recommendation to Council HOUSING AND COMMUNITY DEVELOPMENT COMMISSION March 22, 2012 PAGE 3 of 12 Chappell said that on the allocation worksheet several of the applications are bolded because they are considered by CITY STEPS to be high priority. He explained that Hightshoe has directed the Commission to go through those applications first. Habitat for Humanity Owner Rehab Chappell said they requested $90,000. He said that the allocation worksheets reflect some changes from three Commission members. He suggested they pencil in the full $90,000, a high priority. Drum asked about how Bacon Curry had arrived at her allocation. Bacon Curry explained that she had funded one home by funding half and when she discovered that Community Mental Health didn't need quite as much for the elevator, she parceled out that difference. There was a consensus to make the preliminary allocation $90,000. Charm Homes LLC. Rental. Chappell said they requested $61,650, and there were four Commission members supportive of full funding. He asked if anyone had changed their minds or wanted to discuss anything. Jacobson asked what rationale the other Commission members had for their funding recommendations on this one. Chappell said Charm Homes was one of his top three or four, for whom he recommended full funding, while he recommended no funding for his bottom three or four and he allocated some percentage of their requests for the ones in the middle range. Zimmerman Smith said she liked that it was rehab of existing homes and that she was trying to do as much rehab as she could this time around rather than new construction. She also said that this one, like Habitat, does pay property taxes. Chappell said that this project in particular leverages quite a bit of private funding as well. There was a consensus to preliminarily allocate $61,650 to Charm Homes. City of Iowa City, Owner Rehab Chappell said that there was a consensus to fund at least $200,000 of their requested $220,000. Gatlin said that everyone has agreed to fund it at some level and he thinks $200,000 or close to the average of $185,000 would be agreeable to him. Zimmerman Smith said the average doesn't really reflect the will of the majority, as there are four members recommending funding at a higher level. Jacobson's said he thought that funding for half of the requested amount would be a good starting point. He wanted to know the rationales for the higher levels by the other Commission members. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION March 22, 2012 PAGE 4 of 12 Zimmerman Smith explained that it is a rehab project to help a neighborhood and the City will not be getting funding from any other sources this year and it's for owner - occupied houses, which allows people who might otherwise not be able to afford to invest in the neighborhood. Bacon Curry questioned if fully funded, is it still a cut to the overall program. Hightshoe said that the Rehab. program is allocated $200,000 through a Council set aside that is derived from a percentage of the CDBG and HOME entitlement. Funding from HUD has continued to decrease over the last several years, so Rehab's allocation has continually gotten smaller. This amount limits the number of projects they can do. She said that in past years they received approximately $400,000 to $500,000. Last year they were allocated about $300,000. Chappell said that he thought Bacon Curry's point was that the funding that is requested is really to get them to a status quo. Vanatter affirmed that is true. There was a consensus to use $200,000 as a starting point. The Housing Fellowship, Rental Chappell said that it was previously understood by the Commission that it was an all or nothing deal, which is why he chose to allocate nothing to them. He said that the chart Maryann Dennis from The Housing Fellowship provided to them makes it clear that they could make their project work with $150,000. Dennis affirmed this. Hart said that this time as she was distributing the money, she was focusing more on rehab. Chappell said he knows that other members had allocated nothing to The Housing Fellowship because they had been told that it was all or nothing. He said that even with the revised amount, he would still recommend partial funding less than $150,000. The Commission agreed to assign no money to The Housing Fellowship as a starting point. The Housinq Fellowship, CHDO. Hightshoe said they had received the City's final HOME allocation from HUD. The maximum amount the City can allocate to this project is $19,260. The Commission agreed to make $19,260 the starting amount. Chappell said HACAP rental rehab had a consensus among the members of at least $200,000. He suggested that they make the preliminary allocation equal to Hart's recommendation of $200,000. Zimmerman Smith asked if HACAP could go forward on their project with that amount. Harney responded that they could do the exterior, but would need more to work on the kitchen and central air and new furnaces. The Commission agreed to make $200,000 the starting point. CJ's Construction Inc., Rental Chappell said they had asked for $650,000. He asked if anyone of the five who had recommended no funding had changed their minds. No one had. Successful Living, Rental Rehab Chappell asked if any of the four who had recommended funding nothing had changed their minds. Jacobson asked why other members were at zero funding. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION March 22, 2012 PAGE 5 of 12 Bacon Curry said that it was a beautiful location and bones of a home that would probably be worth quite a bit on the private market, and she thought they might be better off selling it. She said it would require substantial investment and that the requested $300,000 for improvements doesn't even cover the things you can see that need improved upon. Zimmerman Smith said they did allocate to another Successful Living home. She said they do a great service but that particular property needed too much in funds. The Commission agreed to make no funding allocations as their starting point. Neighborhood Centers of Johnson County Chappell said they had requested $111,500 and five members had recommended full funding. No one had changed their minds, and the Commission agreed to make $111,500 their starting point. The Crisis Center Chappell noted that this got mixed levels of funding. He said there is a consensus to recommend some funding up to $160,000. Zimmerman Smith asked to get an update on where the project stands right now. Reedus said they have met with all the supervisors and they are confident that they are going to be able to proceed with the project. Zimmerman Smith asked how partial funding would affect their bid. Reedus said they asked for $300,400 which she thinks is about one -third of the rehab costs. She said there will probably be donated labor and materials. She said they can move forward with less support than the requested amount. She said the County really wants to see support from the City and the investment in this project by the community is one of the criteria they are looking at. Jacobsen asked if the project doesn't proceed, what happens to the funds. Hightshoe replied that it would depend on the amount the Commission allocates. She said that if it's a substantial amount there would be a mid -year allocation for those funds. She said that if only $50,000 was allocated, then they would just wait for next year and reallocate at that point. Chappell said the current consensus number of $60,000 would be considered. Jacobson asked if the requested amount was for purchase and rehab. Reedus said it would be just for rehab. She said if there's going to be a purchase; the Crisis Center will purchase the building. Chappell asked Drum if $160,000 was still where he was at and Drum confirmed that it was. Chappell said they would start at this number because it's the number at which there are four votes. HACAP Chappell said they are requesting $40,000 and they have received six votes for full funding. Hart said she would be willing to change her allocation from zero. Zimmerman Smith said that if the Commission is going to give them $40,000 then maybe it would better put in kitchens and housing because playgrounds would be easier to get donated materials and supplies for. She HOUSING AND COMMUNITY DEVELOPMENT COMMISSION March 22, 2012 PAGE 6 of 12 asked Harney if she has a preference if $40,000 extra is put into housing project versus the playground project. Harney replied that the playground would be easier to do a capital campaign for than the interiors of the building, but she doesn't know if the interiors are as needed as the playground. She said that they could probably go either way on that. Community Mental Health Center Chappell said they requested $183,564 but that the Commission had been informed that the organization had come into $20,000 of funding, so their request was down by that amount. He said he would not be able to recommend $160,000 as partial funding. He said he would probably be in the $60,000 range if he allocated funds, and the reason he didn't was because they were all or nothing at the time. The Commission agreed that their starting point would be zero. MECCA, Facility Rehab Chappell said they requested $339,767 and the allocation recommendations are mixed. He said that Drum was the highest at $171,000 and there would be consensus at about $12,500. Gatlin said that the $12,500 would be for the cameras. Hart said that was her thinking as well. Extend the Dream Chappell said there is not a consensus for funding. Chappell said they had requested an additional $35,000 and he asked Hightshoe how much was eligible. Hightshoe said $26,360 was eligible as any type of portable or personal equipment is a public service expense and is not eligible as a public facility. Hart said she was interested in advocating for the accessibility upgrades for both Extend the Dream and PAW Habitat for Humanity, Home Ownership Chappell said that for him they were middle of the road ranking -wise. He said he's usually only comfortable if they fund one project fully, and he's fairly consistent in not funding two projects, especially given the amount of funds they have this year. Hart said she had similar thoughts to Chappell on this one. Chappell said he thought some members had preferences for taking care of existing housing stock. Drum said they also seem to have a lot on their plate. Chappell added that they might also have the $90,000 from this round on their plate as well. Domestic Violence Intervention Program (DVIP) Chappell said they had requested $172,076. Hart said she would support full funding. Jacobson said he was about half of what was the average allocation. Chappell said he had recommended $60,000 reflective of where they were on his rankings, and he assumed they could do something with that. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION March 22, 2012 PAGE 7 of 12 Drum advocated for the project and stressed its importance in assisting families in crisis with daily activities. Hart said she had only funded flooring, trying to allocate more funds around, but the question was whether they needed all of the kitchen improvements. She didn't think if they went to the alternative model that they would save that much. Jacobson asked about CITY STEPS rankings and why facilities for the homeless were not high priorities. Hightshoe explained that sometimes a low or medium priority does not mean that it's not needed in the community. She said that when they were compiling CITY STEPS, they had just funded the new shelter and previously funded DVIP. The commission and Council may have felt that they had already met a lot of the shelter's physical needs, so it got rated a medium priority. It does not mean that the service provided is not needed. Chappell said that ultimately an organization gets a priority ranking because at some point an HCDC Commission decided that was the priority and City Council adopted that recommendation. Hightshoe said that battered, abused spouses for public services ranked only a medium so if the Commission is interested in changing that, there is the annual review when the priorities are considered. She explained that in the past, everything was ranked a high priority, so it was difficult to prioritize. Gatlin said he is unwilling to consider moving his number but he wanted to look at some of the rental housing applications because the Commission is leaning toward funding a lot of rehab and hasn't funded much rental. He said he thinks it's incredibly important and suggested that the Commission take a look at that. Bacon Curry said she is okay with putting in $172,000 for DVIP for now and then seeing how much would be left. Gatlin explained that he would like to advocate for more, new rental and increase the stock because they have done a lot of rehab in the last two years. Mayor's Youth Chappell said at this point there is not a consensus to fund this application. He said he thinks it's a nice facility and a great organization and they have gotten a fair amount of funding in the past several years. Gatlin said he would be okay with changing his number to get a consensus at zero. Chappell said this was time to talk about the considering changes in allocation. Gatlin said he was considering funding $150,000 to The Housing Fellowship for Rental Housing. Bacon Curry said that the neighborhood for this site is surrounded by affordable housing already. She said that all of the housing is a mix of rental and owner occupied. Town and Campus is in close proximity. Gatlin asked if the same thing couldn't be said about HACAP. Bacon Curry said that it true but the difference is that the Commission just allocated $900,000 to Southgate to revitalize that area and there is no other investment coming into the Towncrest area as of right now. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION March 22, 2012 PAGE 8 of 12 Gatlin said he understands, but if the Commission is willing to put $900,000 into that one area and HACAP is another rehab project, why wouldn't the Commission look at potentially creating some new rental housing. Zimmerman Smith said that part of the scoring system is for innovation and innovative solutions to a problem, and she doesn't feel that The Housing Fellowship offers a new or innovative solution to the problem of rental housing. She said it's just creating more of the same kind of housing in an area that already has a lot of that. She said HACAP is really in need of repair and giving them money gives the City a little bit of say in how they upkeep that property and keeping it affordable. Zimmerman Smith said that it revitalizes the entire neighborhood; one that has very negative perceptions. She said it's a frontage property, the first thing you see, and it looks terrible. It would help to improve and stabilize the neighborhood. Gatlin said he doesn't know if changing the outside of the building lifts up the community. Bacon Curry explained that changing both the interior and exterior along with other vast areas of that community being changed simultaneously might. She said that The Housing Fellowship does maintain their properties very well, they have great tenant screening, they do a wonderful job of facilities maintenance but she thinks the Commission has given them money to build new construction rental time and again, and they haven't given HACAP money to rehab since they purchased the property years ago. Chappell asked if Hightshoe had any concerns about the numbers they had received from Dennis. Hightshoe's only concern was that the narrative stated that the loan will be repaid from their current rental portfolio. She said she doesn't like that funds from the rest of the portfolio will subsidize this project as those funds may be needed to maintain their existing properties. Staff reviews each project and needs to see that each project will be self- sufficient throughout the period of affordability in terms of property management, reserves, maintenance, etc. She stated, unfortunately, in the early years of the HOME program - up to about 8 -9 years ago, staff did not require or enforce if recipients had enough in replacement reserves. Many proformas were so tight that repair and replacement was neglected or postponed as the applicant tried to secure additional grant funding. She said staff now reviews proformas differently and reviews for viability throughout the compliance period. Staff makes sure that in their pro forma that they are budgeting for replacements reserves and upkeep of the property. She said they are now more like the State and requiring adequate replacement reserves, but older properties previously funded did not have that. Chappell asked Dennis if they would still be able to maintain their properties with the numbers she had given the Commission assuming they get the State funds. Dennis replied that she believes so, since they received a pretty large grant from the IJOBS funding, which is a State program as a result of the flood, and they were able to significantly rehab 23 homes. She said additionally, they were able to partner with HACAP to do a lot of weatherization. She said they just received a Housing Trust Fund allocation for rehab on some of the houses that they have owned for some time. She said they have also been able to establish some reserves. Chappell noted that even factoring in these potential State HOME funds, $150,000 represents less than half of the private funds that are being potentially put into that project. Zimmerman Smith asked if that included the $198,000 developer fee. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION March 22, 2012 PAGE 9 of 12 Chappell stated that the developer fee being requested was $92,000. Dennis said the fee comes in at the very end only if they have done the new buildings with their approved budget and construction costs. She said if not, they don't get that money. Ford said with the low rents they are collecting due to program restraints, they keep the organization running by developing new projects. Chappell said he would like to see the developer fee lower, but he understands it. He said that for this type of project and organization you can't consistently expect not to have a developer fee. He said they would still have $336,500 in private funds. He said that the site doesn't bother him because it's within the City Council's matrix. Bacon Curry stated she also had concerns about the site as its right in the middle of a business zone that the City is trying to redevelop so everything else is commercial. She said she thinks it's a bad site on a major arterial for a family with children. Chappell stated that the location was not a concern of his as the Council adopted a matrix and allows city assistance to rental housing in areas not prohibited. This site is not prohibited and is allowable. Zimmerman Smith said there are still four people with zero allocation, and she would rather see the Commission fill out the Crisis Center or give Community Mental Health the elevator or fund HACAP. Jacobson said he had wanted to fund the Housing Fellowship at about $100,000 and he thinks having a nice apartment building at that location would be great and would achieve some very good goals. He said he will defer to members of the Commission with more experience but is not thrilled about not funding it at any level. Dragoo said his concern was not improving our existing rental stock, while expanding new rental housing. He would feel comfortable focusing on maintaining our existing older stock and then next year looking at additional new rental housing. Hart asked Community Mental Health if with $100,000 they could get the elevator. Trefz said that would put it within reach. He said it's a major access point to their building so it's a significant investment to keep the building accessible. Jacobson asked how people had been getting in and out of the building up to this point and wanted to know if the current condition kept people from accessing services. Trefz replied that individuals had been getting into the building using the ramp and the ramp and the steps have deteriorated significantly since the picture that the Commission members had in their possession had been taken. He said they are probably on the cusp of shutting off that means of getting into the building. Hart said she liked this project because it was a one -time expense and needed because of the clientele and their need for access. Chappell said if he had thought that $90,000 would have worked, he probably would have recommended it. He said he suspects that having $20,000 in hand and $100,000 pledged will be as much incentive as they are ever going to have to do a HOUSING AND COMMUNITY DEVELOPMENT COMMISSION March 22, 2012 PAGE 10 of 12 capital campaign, because they have to spend 50% of the allocation by March 15th or it comes back to the Commission. Chappell and Gatlin stated that they could raise their allocation to $100,000. Bacon Curry suggested they put $100,000 toward Community Mental Health and the $90,000 back in HACAP. Drum asked if anyone was interested in putting the $90,000 into the Crisis Center. The Commission concurred to put the $90,000 in HACAP. Gatlin asked if there was any way to persuade the Commission to increase allocations for rental. Chappell said he was persuaded, but that there is not a consensus among the rest of the Commission. Gatlin said he could agree with the allocations as they are. Chappell said that he also agreed with the allocations because it represented a true consensus. Hightshoe said in reply to Chappell's question that they do not need a contingency plan for additional or decreased funding because HUD notified them of the City's final allocation amount. Chappell asked for a motion to adopt the spread sheet as the Commission's recommendation to the City Council. Drum moved to accept the discussed funding allocations on the spread sheet as the Commission's final recommendations to City Council. Zimmerman Smith seconded. Housing Requested Amount HCDC Recommendation CHARM Homes LLC - Rental Housing $61,650 $61,650 CJs Construction, Inc. — Rental Housing $650,000 $0 Hawkeye Area Comm. Action Program — Rental Rehab. $360,000 $290,014 The Housing Fellowship — CHDO Operating Funds $20,630 $19,260 The Housing Fellowship — Rental Housing $258,239 $0 Iowa Valley Habitat for Humanity - Homeownership $120,000 $0 Iowa Valley Habitat for Humanity - Owner - occupied Rehab. $90,000 $90,000 City of Iowa City — Owner - occupied Rehabilitation $220,000 $200,000 Successful Living — Rental Rehabilitation $300,000 $0 Housing Total $2, 080, 519 $660,924 Public Facilities Community Mental Health Center - Accessibility $163,564 $100,000 Crisis Center of Johnson County — Rehabilitation $300,400 $160,000 HOUSING AND COMMUNITY DEVELOPMENT COMMISSION March 22, 2012 PAGE 11 of 12 Domestic Violence Intervention Program - Facility Rehab. $172,076 $172,076 Extend the Dream /PATV — Facility Rehabilitation $26,360 $0 HACAP - Playground $40,000 $40,000 Mayor's Youth — Facility Rehab. $119,424 $0 MECCA - Facility Rehabilitation $339,767 $12,500 NCJC — Facility Rehab. $111,500 $111,500 Public Facilities Total $1,273,091 $596,076 TOTAL REQUESTED: $3,353,610 $1,257,000 Chappell invited discussion. Hart asked what the allocation was for the Crisis Center. Chappell replied that they were at $160,000 and this was the consensus. A vote was taken and the motion carried 8 -0. Hightshoe explained to the applicants in attendance that these recommendations will go to City Council and there will be a 30 -day public hearing. She said she expects the Annual Action Plan to be available the second week of April and there will be a 30 -day public comment period and after that the Council will vote on it in May. She said any organization that was recommended funding should NOT proceed with their projects as they could jeopardize their entire funding award. Expenses can't be incurred until the organization enters an agreement with the City and an environmental review is completed. More details will be sent to successful applicants. Chappell stated that regardless of the Commission's recommendations, Council will have the final say on them. Zimmerman Smith and Drum agreed to write the justification memo. Hightshoe explained that typically in May a committee is formed to start planning the Community Development celebration, which is a way to highlight the impact that CDBG and HOME dollars make to the community. She said they had an offer by the Free Medical Clinic to host the Community Development celebration in conjunction with their own open house on June 20th. The Commission had consensus that this was a good idea and a separate committee was not needed. ADJOURNMENT: Zimmerman Smith moved to adjourn. Jacobson seconded. A vote was taken and the motion carried 8 -0. Z O U) D O U F— Z W 2 CL O J W J W Z D O U CNN z -- o, N Q ? N � � U O2a Z O N O U I— Z W 2 IL O J W W 0 Z D O V z Q Z Fn D O O () W W N V T ZA Q N D Z W H F., cn W c c � � N N a¢z° II II II W YXOz X X X X X X X X M O c X X X X X X X X M X X LU X X X X i X N X X - X X X X I X X W 2 It o N N O N O N M O N M O N N O Q c7 O N O N N O N J W = J W W U c) 0 W z w Q J W (=j z � �— O V1 O O W J Q v 2 O Q H W J = � Z cOn In O 2 N W cn W c c � � N N a¢z° II II II W YXOz 4b(4) Minutes APPROVED Human Rights Commission March 20, 2012 Helling Conference Room Members Present: Harry Olmstead, Connie Goeb, Diane Finnerty, Orville Townsend, Kim Hanrahan, Shams Ghoneim Members Excused: David Brown, Howard Cowen, Henri Harper Staff Present: Stefanie Bowers Others Present: Chad Simmons This represents only a reasonably accurate transcription of the Human Rights Commission meeting of March 20, 2012. Recommendations to Council: Yes. The Human Rights Commission recommends to the Iowa City City Council that a committee be established to review the Police Citizen Review Board. That committee can be compromised of city staff, councilors or community members, but must contain at least one human rights commissioner. The review board would investigate the strengths and challenges of the current Police Citizen Review Board model and consider whether it is the right model for the city. In reviewing the strengths and the challenges of the current Police Citizen Review Board, the review committee would determine whether the current structure best serves the city Call to Order Chair Olmstead called the meeting to order at 18:00, followed by roll call. Consideration of the Minutes of the February 21, 2012 Meeting: Finnerty moved to approve minutes, second by Townsend. Motion passed 6 -0. New Business- Amendment to the Ordinance. SB: This is something that has been discussed since I started in 2006. It's in the packet and it would be item 4a, and it has to do with who makes the probable cause determinations. What it would be is currently the city attorney makes the probable cause determination. We investigate a complaint and the investigator gives the investigative summary to me, and then I either go along with that, or I can change the recommendation that they've given, and then I send the file downstairs to the city attorney. This change would allow me to make the final decisions and it would remove the city attorney from the decision making process. It's something that has been discussed since 2006. I think prior there was case law that made the city attorney feel that they needed to be a part of the decision, but over time it's become kind of an inefficient way of processing complaints. So this would make it more efficient and also allow if there is a disagreement, excuse me, since 2006 I think there's been two times where I sent down a probable cause and they disagreed. We don't differ too often, but it would make those types of complaints where there is disagreement. It would make my decision the final decision. OT: If making such a change, is there any way that that might put you at a disadvantage? SB: Not that I'm aware of. It would be no different as far as liability than if the city attorney made the decision. SG: What would be the recourse for the individual who is doing the complaining if say you don't think there is probable cause? Does he or she have another avenue? SB: Yes that wouldn't change. If it's ruled a no probable cause a person has ten days to appeal that decision. If it's an administrative closure a person has twenty days to appeal that decision. So their appeal rights would not change. It would just be who is making the decision. SG: And the appeal will be, who is going to look at the appeal., you again or someone else? SB: It would be me, but that's currently basically how it is now. DF: The language we have here, that's the proposed language or? SB: It would be how it currently is. What is going to happen is the city attorney simply wants to see how the Commission feels about the change. Then they are going to make a recommendation to the city council, whether the Commission is in favor of it or not in favor of it. DF: the proposed SB: Correct. They haven't created that yet, but they are just trying to get a feel or a determination from the Commission. DF: Essentially, currently the city attorney and I didn't actually even realize this. I thought they came to you; you made the determination and investigation _. SB: No I mean I do initially, but they have the ability to change my decision. This would take that out. DF: This would put you in the coordinator position as the fumiel and the investigator and the issuer of SB: Well if I'm the one investigating it then it probably still would go downstairs to the city attorney to make a decision so I'm glad you mentioned that. If I had a conflict on a complaint, then it would still go to the city attorney. DF: Only in conflicts. SB: Correct, and every now and then there is a complaint that maybe I have a conflict so that I don't make a decision on it. DF: Is it in your job description is a JD required of the coordinator position in the city? SB: It is, and currently the investigator is a licensed attorney. HO: Does this mean more money for you? SB: No. HO: Do we have a motion? OT: I move that the change be accepted as submitted. HO: Second? SG: Second. HO: Roll call- all present replied in the affirmative, motion passed. University Focus: HO: We have Executive Director Chad Simmons here to present. CS: Thank you for allowing me to come and talk with you. I am the Executive Director for Diversity Focus. Some of you won't need our history, but I'd like to just give you a small summary. The reason why Diversity Focus was created is that there were corporations that realized that they were bringing in very 2 qualified individuals. But for a variety of different reasons the people were coming here for their careers, but they couldn't build their life. Because of that then there was a lot of money being spent bringing talented individuals here, and then those people leaving. Then corporations and organizations like Rockwell Collins, The University of Iowa, ACT, Alliant Energy, thought as we work internally and what's happening within our organizations, we need someone to work externally as far as what's happening within the community. During the survey that we did in 2008 and introduced in 2009, there were four areas that created challenges around them, across the corridor. One was as it relates to law enforcement, two as it relates to employment, three as it relates to education, and four as it relates to retail. Three of the four areas were things that happened outside of _, where people were feeling that again that they were not welcome. So Diversity Focus again our goal was to do that. For the past six years we're been focusing a lot on awareness and hopefully for some of our programs, whether crash dialogues or conversation, Spanish conversation circles or our speaker series called shift. The board asked me took a look over the past six years and I served on the board for around 18 months. There was a feeling of eating a whole pizza and still being hungry. Now I'm big enough of a guy that that's not uncommon for me, but for most again, you know it's a concept of we're happy with the work that we did from the activity, but we were still not satisfied with the results of what we were looking for. So last October the board took a look and had this mission and vision. authorized for us to start moving in a direction of more just awareness to action. Action was a concept of really engaging, not only our sponsors, but more importantly the community and our partners to try to figure out how we can create the type of environment that we would want to, that people could live healthy, happy and prosperous lives. become the place that people would want to come to. And so we have been working on a variety of different things and there are five areas that we want to focus on. These are the five that we believe that we can make changes to that in essence it's going to have an impact to our community. One is going to be around employment. Two is going to be around education and what we can do there, specifically around high school and the college level. Three is going to be economic development, making sure that we have some businesses and supporting the businesses that are supporting communities. Four is arts and culture. Five is health and well- being. So I was saddened in this unfortunate that Iowa City area was not selected as one of the finalists, and so my hope is that the appropriate minds will get their act together and then it will be selected next year. I am happy that again Cedar Rapids was selected, but the overall concept of well -being and what people again feeling like they can bring their whole selves and live healthy lives is important, not just in health as it relates to physical but also mental. So those are the that in essence we've been looking at and putting in place. Now the programming that we've done there's one specific area that I want to talk to you about. It's what we call an inclusive community. Our ability to move to action, we're going to be putting some things in place and we would love to be able to partner with you on some of them. We want to; we're developing a television show where we can show the day in the life of an Iowan and their unique experiences. We will show one _ day in the life of a Muslim who is in school. We will show another experience of a day in the life of a family from the GLBT community, who is also you know dealing with family issues around bullying. We will show another family from the perspective of someone who has emigrated from the country of Chad and the experience they've had. Then we'll show another experience of a new hire, of what they go through when they're new and trying in essence find their . So the goal is that the more we can reach to people to say that these are people that have the experiences that are not uncommon to all of us. We all take our journey. The more that we can be part of helping them find their place here then the better it is. So that's one thing. A couple of other things that we're doing is we're going to come out back with our inclusive community's magazine. Our goal is that we will probably have the first edition that's right now ready for the January release, but we're really looking to move into a quarterly document versus having some periodical versus having something that's done every two years. about marketing people who are new, who are here. What we really want to do is talk about people's lives and the journeys that they take, and the experiences that they in essence that they go through and talk about the five different areas we're looking at. We also want to engage the community when it comes to doing town hall meetings, and we think that there's a great opportunity for the both of us to partner together as well as with other local organizations to target town hall meetings around the African American community and around the Latino Hispanic community, around the GLBT community, also around the disabled community in a way that talks about solutions to challenges, and get people's feedback on the solutions versus many times getting feedback on the challenges. We want to do this for every community twice a year. We respect that we're branded from a regional perspective, but that people still live locally in the cities. So we want to do something that's going to be again uniquely in the Iowa City area, as well as something in the Cedar Rapids area so we can just engage with people. Our goal is to be serving leaders so we're not going to come with ready -made solutions. We're hoping with working with our partners and again with organizations like you, that we can help bring those great solutions to light. But we also want to be able to use this information to help educate many of our corporations on what they can do in order to help be a part of working with the community to get things done. So many times you know they give to the community as it relates to talent or a treasure. We want to make sure that they're leveraging the talent, treasure as well as their time in such a way that it's beneficial to . So that's my short spiel. I just really wanted to introduce myself, and let you know that we are working with the Human Rights Commission in Cedar Rapids and we'd love the ability to partner with the work that you're doing. SG: In your experience have you been able to identify any barriers to your hope for outcome? Do you see a role in your efforts for faith communities? CS: The role for faith communities are actually extremely important, and that's even one of the television shows around Muslims. The community was critical to us because when people come again to build their life, one of the critical things that they look for is their spiritual well - being, and where they can't find that spiritual well -being then it's an empty hole they end up that is drawing them to go back to where they were or go somewhere else. So that's the first thing that is important. The biggest thing that I found is the, and it's get to around the concept of infrastructure. How do people find each other? How do we communicate? So if I'm looking to find the African American community do I go to a radio station where they're listing to the radio station? Is there a magazine or newspaper that they are reading? How do I specifically target them to let them know that things are going on? So my favorite example that I use is that there is a group called The Roots that were here around a year ago. One of my favorite groups and I found out about it two days before they came. If I'd have known in advance that was fine, but the only way that they could get to someone like me is through the internet and bouncing around through different list serves. So when it hits me it's something that I can see, but other than that I don't actively go and try to seek those types of things. So infrastructure is really important. We want to work with things like the Iowa Cultural Corridor Alliance to see what things would be interesting then in groups, and how can we make sure those groups are aware of that. We've been looking at internet radio. I have XM and Sirius radio so I get the music, but nothing of the local flair of what I'm looking for. If I'm not using the Press Citizen or going to The Gazette, then I'm not getting the information that I'm looking for. If there is something specifically that should be targeted towards me, then it's hard for them to find me because there aren't some of the communication vehicles available. We know that we need to start being part and how to we build some of the infrastructure to get information to people in the way that they would best receive it locally. HO: Can you tell what sort of collaboration you're doing with the Cedar Rapids Human Rights Commission? CS: We're working with them where we hadn't actually, an event that we partnered with this past Saturday with the African American Preservation. They have been doing work around families and the judicial system, and trying to address some of the challenges that the system has put in place and in essence to make families not successful or productive. They're dealing with the 34% of the families that are still together from ah you know two members or two heads of the household kind of within the family versus just one. We've been working on that and we've agreed to do town hall meetings twice a year so that we have the ability to have some of those types of discussions. The new Jim Crow book discussions area part of that. So we haven't specifically partnered on _, but we have partnered on other events. SG: Have you worked with anyone from the University, like the diversity offices? CS: Georgina Dodge, she is the member of our board. The president of our board is Marcella David, and has been on our board for a while. So we try to have interaction and we're working through to make sure that we're not duplicating. Our goal is not to duplicate, but that we're collaborating internally. SG: The Johnson County Consultation for Religious Communities would be a wonderful group to contact because it has some 35 different congregations from the , different Christian denominations. That's another group that you might want to connect with and even give a presentation because it's really 4 important to know what's available in the community. They're very interested in issues of race and all the different diversity issues. CS: We've been working with them, but not with the larger group. We've been working with the subcommittee in order to pull some things together. One of the things that we wanted to do was to link the group here with the Linn County Interfaith Group. We were thinking and I'm meeting with someone from that group to talk about a prayer breakfast. We're looking to kind of tie in groups together to figure out how do we create that type of environment. DF: I know your name has come up with one of the CRC subgroups about racial and ethnic justice. Is that CS: Yes. I think we'll be meeting on Thursday, and then I'll assign someone permanently to be at all of the meetings. HO: Do you have specific ideas of what you'd like from us? CS: I really would love for us to collaborate when it comes to doing something around town hall meetings and pulling communities together. I think there are other organizations that we could partner with in different groups, but that to me was one area where when we talk about pulling communities together based on the work that you're doing. It just seemed to be a natural fit, and again however that kind of materialized we'd be more than willing to work with . The other thing I would say is that we've always in Diversity Focus very open to hearing kind of the issues or the concerns or your thoughts. You know where we should invest our time, talent and treasure. An example we've done training for all the Johnson Country law enforcement in January. We've been working with Cedar Rapids on some issues with their law enforcement, but we get a little twist which is the corporations, the employees from the corporations were having challenges. So we brought in from the perspective of our sponsors. Employees are having challenges with the police, and this is impacting their ability to retain. So can we get together and have some dialogue. The different discussion because it comes from a different place for us, when it comes to Cedar Rapids and addressing some of the issues. So again I think there are opportunities to look at things, similar challenges or challenges. DF: In the 2008 survey, is all that data online? CS: It is no longer online, but we'll make sure to put it online and I'll make sure that you get a copy of it. DF: It's interesting that the five levels law enforcement dropped CS: It's imbedded in different places. The concept that, what we're saying to law enforcement is that you could impact whether people choose to stay or not. You're an ambassador and you can impact that. We want you to think about it more than just to serve and protect. We really want you to explore the possibility that you're an ambassador that can help us retain talent and grow our community. DF: You mentioned the education of high school and college. Are you working with the school districts? CS: We have been working with a department with the Iowa Community School district, and we're also working with the Cedar Rapids Community School district. One of these speakers for example that we have coming is Jeffery Canada, who is one of the principal individuals in Waiting for Superman. So he's going to be coming and have some conversations, and so our goal for example is to get 500 people there. We want 200 educators there. We scheduled so it happens August 7`h so it's not during school time so the educators can attend. We are doing things there. We created a program called LIZ, which is a student leadership series. We used to come up with our own programming. We found out that it's more impactful if we collaborate with partners for programming. For example we worked with Henri in order to assist him when it came to the college tour. We wanted to make sure that we could get as many kids as possible. Our goal is to continue to grow that for here and the Cedar Rapids area. We're working with Alpha Kappa Alpha Sorority and incorporated that as a program around Coretta Scott King, and so we wanted to 5 leverage that and some training with some young ladies in college and in high school. They have a luncheon in which everyone is welcome to attend. We're going to be partnering with Dr. Ruth White in Cedar Rapids where she does the Academy, their summer school program, or Institute that's around six weeks. We're doing a variety of different things to incorporate what's happening overall. DF: So if we have upcoming educational programs that we're in the process of planning or groups that we're involved, I'd love to be able to send you at least notice of that. CS: That'd be wonderful. Our web address is www.diversityfocus.org. SG: Have you utilized public access TV? CS: We are working with a PATV in order to create a TV show. Our goal is just to put them on major channels, but then also to put them on PATV. SG: I would encourage you to consider, I know you're working with the CRC subcommittee, but to really ask the current president to speak to the entire CRC. It's more exposure, and maybe we'll get more opportunity to exchange ideas. DF: When you do your presentation of the and saying that Iowa City community and mentioned Cedar Rapids. Who are the other finalist communities? CS: They were eleven communities that were selected for the Blue Zones specifically, and I can send you a link to the ones who were the finalists. It would include groups like Waterloo and Cedar Falls, Dubuque. They're set into two large cities and then the small cities. DF: The only other thing I'd say with my university hat on, is I think you're going to be doing some great work, excellent practical experience for students or if some faculty members might be interested in doing service research also. The academic side of the house university, HO: Harry thanked Chad for his presentation. Board and Commission Training Opportunity: SB: I'm going to back up to item 4b just to see if there is any interest to put this on the agenda for April to come up with, I think one of his suggestions was a town hall meeting or some program that you could collaborate with Diversity Focus on. Is that something? OT: We've got our program coming up May 2 °d, and I was talking to Chad, and what we plan on doing is the information we get from that program and take it and see what we can do to use it to help improve the situation. On the second phase I think it would be ideal to bring Chad in and collaborate with that. DF: Yes I'd be interested _ discussion, some of the immigration issues. One of our existing programs that we're thinking about would add value to have kind of Diversity Focus. HO: Why don't we put in on the agenda for next month and discuss it further. Board and Commission Training Opportunities. SB: That is in the packet item 4c, and it's an email from Marian Karr. This is an opportunity for Commission members to have training. It's a two hour program and summarizing the email, it says that it presents the basic law and concepts that apply to local government boards and commissions. So we'll probably talk about I'm guessing open meetings, and some other type issues that may arise in your service as a Commissioner. Looks like it talks about public records, conflicts of interest. Some of the things may be useful, so it's just trying to get a feel of if any Commission members would be interested in participating, and if so just kind of a number that may be interested. Also it's asking me to get information on the timing of the training, whether you would like it during the day, in the evening, during the weekday or on a n weekend. I think it said Saturday specifically. So that's what I just need to know is kind of get a feel. You're not obligated at this point. I think at this stage the city is just trying to get a rough number. In response at least five members expressed interested. SB: So I have Connie, Kim, Harry, Shams, and Diane. Comments on preference of availability to attend program. Protocol for Subcommittee Reports: SB: This was mentioned in passing at the last meeting, so it was placed on the agenda. Trying to determine whether the Commission thinks, when subcommittees report if there is a better way for that to be done, or if you think that the Commission is making a good use of meeting time by the way the reports are given on subcommittees currently. So it's not necessarily that something needs to change, but trying to get a feel for if you like how it's currently going or if you would like to implement changes to how the subcommittee reports to the whole Commission. I know just from past experience sometimes there's a report that's prepared and can be placed in the packet. If there are questions then they can ask at the meeting. So that would be one way that subcommittees could report. It's just an inquiry. There's not a right or wrong here, but just trying to get how you feel about how the meetings are handled. SG: Can you clarify for me how many subcommittees we have? Are we now at two, but there's for potential for more or? SB: Correct. SG: What was the history of reporting? Is it oral during the meetings? SB: Correct, with questions and answers based upon the report. DF: I think if there was a structured outline. I don't know what it would be. The last meeting, decisions made, questions. Maybe just like four bullet points or something. SB: It's not meant to be something that takes a long time. DF: If we have these long meetings for example _ subcommittees, it's hard to know what to exactly concisely report back because there'd be a lot of conversation. So I think it would help us in our thinking as well of here's what we need from the rest of the Commission to move forward. Here's what we need to tell the Commission to move forward. I just think, I don't know what the template would look like, but for me it would be useful. SG: Sort of like a progress report or a summary where we are and where we think we should go. What do you all think? SB: Another way it would be helpful is if people miss meetings, which happens. They would generally speaking receive the same information as if they'd attended. Granted the minutes would provide the same information, but the minutes are long. So this would be something that would be a page or so that would allow someone who was unable to attend to be up to date and current on the status or the progress of a subcommittee. I try to mail packets no later than Thursday. I prefer to do it sooner, but sometimes it doesn't present that way. So subcommittees would need to provide to me what they wanted in the packet by the second Tuesday of each month because we meet the third. That would allow me time to copy it and make it a part of the packet. If something should come up and that date isn't workable, the second Tuesday, just let me know. We'll still try to get it in there and maybe just delay the packet by a day or two. OT: In regards to the committee reports to date, and I think the subcommittees have done a good job of giving feedback. I think the board has done an excellent job with asking questions and trying to get more insight. 7 SB: Do you think we should keep things the way they are? OT: I don't have a problem with it. HO: How do the rest of you feel? CG: I would agree with Orville, but I also think it wouldn't hurt to have a bit of an outline to go by so there is consistency. Nothing that would be overwhelming for people to prepare, but the one question I would have is you know by the second Tuesday of each month whether there is progress made in that three week period between the last meeting and the next meeting. I guess a report could say there is no particular progress and we're meeting on this date to discuss this or something. An update rather than particular progress. OT: I remember on the Immigration Committee when we were doing that, and what I liked about that when giving our reports we seemed to lead into it by you know what were the problems we discussed the last time. This is what we did to improve that and then get feedback, and sharing what we perceive to be future problems and what our next steps would be. SG: This is a consideration for all, some organizations for example we have many committees. So each committee will just have a paragraph written and left for us when we come to the meetings. We'll just read it, and if there's anything to add or ask questions we do, and sometimes either the chair or president will say if there's no reason to discuss a specific issue or no progress, then we just skip it for that meeting. This is just one thought. HO: Is everyone willing to try it? SB: If there's nothing to report, there'd be nothing then. HO: Let's try it for the next meeting and see how it works. SB: I will send a reminder email out that Friday before the Tuesday, or do you want it sooner? HO: That'd be okay. Police Citizen Review Board: DF: I asked at the last meeting in our correspondence packet, we had a letter from Ms. Porter dated January 10th and it was to the Police Citizen Review Board, but then also city managers, city council members, the mayor, the Human Rights Commission and also an attorney, which may be hers. It was in our correspondence packet last time and so because it was correspondence that was directed to us I wanted to put it on the agenda to discuss the issues that were raised by the letter about Ms. Porter's concern about the Police Citizen Review Board. But then I'm also not sure how many of you have been following it in the news, whether the local press coverage or some of it I asked it to be placed on the agenda so that we could discuss this since it came to us and if there's any . action as a Commission or we'd be interested in adding to the discussion that's going on. I appreciate the CC and the Human Rights Commission is seen as having a vested interest in how the Citizen Review Board works. I think we do in terms of wanting it to be a transparent process that people feel able to go to. I know that came up around the immigration issues as well, but somebody who is undocumented or somebody that is an immigrant has concerns about police, they need a place to go where they can feel safe telling it. I think the more transparent and the appearance of fairness and impartiality, the Police Citizens Review Board can be the more apt, it will be a safe experience for people to come and report. I was glad that we were included in the CC. I know that the city council, I can't remember what meeting, but back in the minutes discussed it as a work session, March 6`b. As I understand it there was some discussion of content, but really they'd like to defer action until there's a Police Citizen Review Board forum around May 9'i' I believe. The council is looking at this issue and waiting for a community response on May 9`h. As a Commissioner I just wanted to have a conversation and I was concerned about particularly public comments that were made by some of the people that were both city staff, and also my understanding is the — council to the PCRP about this process. I don't know whose purview it is to address those to. A question about I can't remember when it was actually put into place, but since it's been put into place the action could undergo a review of its effectiveness of some of the dynamics. There are recommendations to maybe change the name so it's the Police Citizen Review Board because the complaints were actually investigated. The complaints against the police are investigated by the police. So I would as an individual Commissioner I think I would support what I'm understanding is a recommendation to set up a committee to review what's currently called the Police Citizen Review Board. Its name, its function, whether the model is working, and hear how the community feels about it. Because it was in our packet and it's of importance in our community right now, I wanted the Commission to have a conversation about that. OT: My concern of the way it is now it seems that the police department has too much involvement. I personally feel that if a person has an issue or concern about the police department and they present it, that a group of neutral individuals should be the ones that look at that. I don't think the police department should have any involvement in that. I think the only involvement they should have is once things are presented then they have a chance to present their side of the issue. But the way it is now it's sort of like, like you said the police department is kind of investigating itself, and I think that's definitely a conflict of interest. I think also it creates suspicious atmosphere where a lot of people won't even share their concerns because they feel they're wasting their time or I wouldn't, if I had an issue with the police department I would be very comfortable coming to a neutral group and giving that information, but I don't think I want the police department knowing what I said because of. I was looking at the deal that was in the paper with Ms. Porter, and here you have the police chief saying that he feels that this committee member shouldn't be allowed to continue. I respect you know, like I told city council. I respect that individual's rights and his freedom of speech, but my concern is that you know he completely compromised Ms. Porter's right to due process. She should have a right to continue her stay on the board and then if she's not doing a good job, let the board president and the board take care of that and not the police chief being involved. I agree that this is something that the way it is now, I don't think it's a very healthy situation SG: The hierarchy is a bit confusing because who appoints and selects the board members? SB: I believe that would be like the Commission so that would be the council. SG: The city council? SB: That's my understanding yes. SG: I don't understand why would the police chief have even the thought that he has the jurisdiction to say who should or should not stay on the board? OT: He said that she_, well he felt she couldn't be objective because she's on the board, but she's filed a personal claim against the police department. Which is a very awkward situation, but still I think the healthy way to handle that would be to allow her to just continue to perform her duties, and then if the board was voting one way and she was always negative, then her board members could approach her. Then the worst scenario is the president of the board could approach the city council and request that she be removed. But the police chief I thought it was very inappropriate for him to make such a statement. DF: As another citizen kind of volunteer commissioner, how I'd feel if Stefanie was making quotes to the paper about my impartiality on this Commission as a volunteer. Or if I took it further that if I had filed a complaint against the city for some type of discrimination, that Stefanie would then go give an interview saying well that disqualifies Diane from serving as a member of this . I could never imagine you doing that. I would not want the city staff member, the staff to this Commission to be making public statements. SG: Also there is a very easy way to do it with many groups is that an individual whose case is being discussed or voted on to recuse himself. That's happening in many groups because sometimes this is so, it can happen. Sometimes a case or an issue comes to the organization or to the board; an individual member of that board would have a conflict of interest. A conflict of interest can go both ways, just recuse herself. 9 OT: But the way it was handled, Ms. Porter was never given the right to even recuse herself. She was found guilty before she even got a chance. DF: Assumed guilty by the review board, but certainly not in the court of law. I want to be really clear on the record that a court of law said there was not even enough to make a case. OT: Another thing we might want to take a look at is maybe our city officials need training because if you've got the police chief making a statement like this to the newspapers. It's frightening to think what individuals beneath him might be doing that have less authority. DF: One of the possibilities and I think what I'd like to propose would be that there be a committee that can be comprised of one or two councilors or city staff or whoever, but also community members to review the review board. SG: We just had the issue, a new board of directors meeting this last Sunday, and the Hawkeye liaison of the ACLU, she did talk about this case as a serious issue of potential. DF: I see it within the purview of the Human Rights commission to either recommend and or support that because I think it does have a strong influence on race relations in town. I think it has a strong influence on people's belief open and access city services. I think it makes the truth like the police departments harder if there is no recourse and people feel like it's just the. People investigating their own, that's there's a closed system. I think it makes it more difficult for the community and just a variety of things. I believe it is time given the issues that were brought to us and also the way that it's played out in the press. The chief s statements and Ms. Pugh's statement, who is the consultant, the paid council of the review board in this case. The job of the review board is to listen and review the complaints and the chief s findings in a good light. Whether that's factual or not, that's what is out in the public, and that's problematic. It just seems like it's a closed system that the city can and should do better. CG: Can you repeat that again? DF: Catherine Pugh is the counsel, and maybe you might have more information Stefanie, but it's an attorney who is hired as the council to the Police Citizen Review Board made a statement that was quoted in the newspaper, that the commission is charged with a duty which was to view the chief s finding in a very favorable light. That was in the Press Citizen February 22, 2012. She's the council and she's not a member, but she is the legal counsel for the review board. Again whether that's factual, I looked on the website. It doesn't say that on the website, but I think it's a concern. It's out in the community that the city council should be concerned about it. OT: I think we need to be careful in terms of what we're recommending. Are we recommending that something be done concerning the review board or are we recommending that something be done in terms of the process? There are two different things here and they are going in totally different directions. The review board could be doing an okay job, but I guess with the way it's set up it could be some big issues. DF: I think the recommendations are minimally the names but more likely is the structure that we believe works best for this system. I'd like to make a motion then that the Human Rights Commission recommends to the Iowa City City Council that a committee is established to review the Police Citizen Review Board. That committee can be compromised of city staff and or Commissioners and or councilors, and community members, and that it investigates strengths and challenges of the current model, but also takes into consideration whether it is the right model for the city. HO: Asks for a second to this motion? SG: Second. HO: Connie? 10 CG: I would like if I could to abstain just I was gone during the month of February, and I'm not familiar with a lot of what's been going on with this. I'd like to look at it because one concern I have is I don't know if it's our, I realize that she copied us on this and I think it's something that needs to be reviewed. I would hope that the city council would do it without much prompting. I'm just a little concerned about another fellow board or an equal board type situation calling for another board to revise what they're doing or to review what they're doing. I would like to get more familiar with the topic before I would vote to support that. OT: I need to have more clarification on what are we recommending. Are we recommending that we take a look at the structure or are we saying that we want to look at the whole thing? That means how they've been functioning. My concern is with the structure and the way it's set up. What are we recommending? DF: I think my proposal would be that both the strengths and the challenges of the current, but also whether it is the structure that best serves this city. SG: To be honest everything that I've heard about the Police Board, how old is it? CG: It was after the Shaw murder. SG: I've never heard a very positive input to be honest. That's not just because of the Ms. Porter issue. I've heard it so many times from so many different groups that it hasn't been very effective or as they hoped it to be, but I don't know. So maybe we need to look at their history, the type of complaints they've had, what was the outcome. I don't know if that's public information or not. I have no idea. CG: The PCRB is pretty similar to our board in terms of how it's set up, but they would have open meetings like we would have. SB: I think that would be true, but I'm sure they would go into closed session at times too. DF: I think the function of their board is very different than ours because they are actually an investigative body. Whereas the Human Rights Coordinator is an investigative body and we have very little to do with that function. OT: But getting back to my vote I'm going to base upon what the legal person said that they take a look at the chief's findings. I think that needs to be restructured so I would say yes, we definitely need to recommend that they take a look at it. DF: I would vote yes. I actually would hope that another commission or board had concerns about how we're functioning and that we hear from them. So I'm okay with the peer commission board kind of being... If there was a whole lot that we were in the press for that was not promoting Human Rights and the community I would hope my fellow citizens would ask for a review of our functioning. So I vote yes. KH: Could I ask for clarification? Is this a memo to the council or is this a public statement? DF: It would be to the city council. KH: So it's not a public statement? SG: To make sure I understand. We are recommending to the city council for them to consider or to actually put together a review committee that has both community members, city staff as well as someone from the Human Rights Commission to oversee or to review the current police? DF: I would say we recommend, that's all we can do right now. SG: To do what? 11 DF: That a committee reviews, and I had to put my proposal in actual member of the Human Rights Commission would serve on that. I'd certainly be open to that, if that would a useful part of the record. I had initially stated that, but it would be to conduct a review. SG: On the structure and process or just leave it open ended? DF: I think the structure sounds like it's very important, but is this the right model for this city. SG: Do we know of any other cities that have a similar model? DF: Yes, and my understanding is that there are cities that have different models as well. SG: Do you think it'd be good for us a group to look at these different models before we send a recommendation? DF: That would be best, what I would say structured that you look at pros and cons of different structures. OT: That would be one of the first things that the committee would do. DF: Do people want to accept a friendly amendment that we'd like somebody from the Human Rights Commission on the committee as part of our recommendations? SG: Agreed. DF: Then I would accept that as a friendly amendment. SB: Who? Diane and Kim. HO: Roll call vote on the motion would be amended. All present voted yes, with the exception of Connie Goeb, abstained. SB: It will be noted in the draft minutes from March where it says recommendations to council. In the last minutes it said no, so it would say yes and then have the recommendation there. DF: That's what they get in their packets? SB: That's correct, but the first set of minutes would be preliminary. It would be placed in their packet so they would see the preliminary minutes, but then the approval minutes would be at the April meeting. World Human Rights Day Proclamation (December 1, 2012) HO: Stefanie I'd like to recommend that the item number be placed to the left... SB: On the left? HO: Yes. This is a proclamation that came to me from Birmingham, Alabama. We talked about having a proclamation welcoming city. I thought this would be a compromise to the welcoming city of using the UN Human Rights constitution that they've come up with. I'm recommending that we take it and give the city council a proclamation of this F: So you're asking that this proclamation be given to the city council? HO: Yes, it'd be written up in terms of the beginning would be written up in terms of City of Iowa. 12 DF: Do you know Sanctuary City is working on getting a proclamation in front of the city council? Do you know how that's going? HO: No I don't. SG: I don't think they've done anything. DF: I have an email in my inbox about it being drafted. SG: The subcommittee is I had a car accident so I didn't, I missed that meeting. I can forward to you all if you think what some of the minutes of that. I'll ask Carla is it's okay. Do you want me to? HO: Yes. OT: I think that's a good question and in the spirit of collaboration I think anytime we have something like this we need to check with the other groups that are working because we're dealing with a very touchy subject. There are not many people talking about it, but I think if one group comes in with something and then another group comes in with something. It's gonna take away from it, so we need to come in with something that's big that everyone is in agreement with. DF: I love the idea and I think you found a great statement. I love going back and saying okay let's try this one. It gets at a more broader kind of way. I like the intent of what you're proposing. I would just not want to, I know there's some proclamation that HO: Let's table this until the next meeting. The Human Rights Day isn't until December I' so we have time. DF: I see March 215` is when the CRC will review a draft proclamation. Youth Awards (May 91h 7 -8 p.m.) HO: Everyone will be there at the Englert Theater. Stefanie discussed parking and asked that Commissioners be there by 5:15. SB: I sent out nomination forms for the youth as well as the Ally. The youth awards will run an ad in the Press Citizen. The Youth Ally Award I'm not sure really how useful the Press Citizen advertisement would be. DF: Did that committee come up with their distribution plan? SB: Not that I've heard of yet. I do have the guidelines for social media in the city. If that's something that that committee wanted to look at I can make it available. I sent them out on the Commission listserv, and today I received a few calls from the Iowa City Community School district concerning the general Youth Awards. I still need to send them the flyer for the Youth Ally, so that one should be advertised soon on the city channel. DF: I was wondering if you wanted to get it to the high school papers? SB: That's a great idea. DF: Something cool like "what's an ally." SG: I forwarded it to the Muslim community and actually the CRC, but I will make sure tomorrow. KH: I don't know if Tate has a newspaper, but they do do morning announcements. HO: Do you want to talk about the ceremony? 13 SB: That's already come up with the 5:15 arrival. It is a busy time downtown because of the Farmer's Market is going on. At the next meeting we'll finalize or delegate the duties, but if everybody is able to kind of greet and show the recipients where their seat is. There is assigned seating, it's very particular. If it gets out of order things would become quickly chaotic. We would also need someone to do an intro, and Orville did it last year. It's pretty brief. I don't even know if it was ten minutes, but very brief. In that introduction you would also introduce the mayor who has agreed to speak this year again. We need somebody to help with the seating, which I generally say if any Commissions are able to help with that or at least to greet. We'd need one Commissioner to do the intro, another Commissioner to read the nominations and another to do the closing. The closing is very brief, probably two minutes at most. I would also need, I think there were three Commissioners last year who's only duty once the ceremony starts is to make sure those kids are in the proper seats and that when they get up they stay in that order. We'll firm things up at the next meeting. If anybody is interested in a particular role they can send me an email and let me know. As far as the opening and the closing, you're certainly allowed to write your own opening and closing. If you would prefer some assistance I'm here to help. That's it except spread the word. If you think of any places, organizations please let me know as far as sending either award or notification out. HO: Everyone is to be in attendance. Cultural Diversity Day (March 31St 12 -5 p.m.) SB: To set up the shifts so that everyone knows what time to show up. There's an email that I received from the University that's in the packet. If you keep your receipt I can get reimbursement for you for parking. The table must be set up by 11:45 and set up can begin can begin as early as 9:00. Whoever is first up I guess it would be most convenient to just send the box home with you today, but it probably wouldn't take you more than 15 minutes to set up the table. I think Orville did it last year. Diane did you do it too? It's not an extravagant setup. There are erasers, candy, pencils and postcards for both the youth nominations as well as the Youth Ally nominations. There's a tablecloth and an easel that comes with a place card that says Human Rights Commission. The time shifts probably 11:15 to and then somebody do 1:00, or is that too short of time, 1:30 or 2:00? KH: Isn't there just a few of us that signed up for us originally? SB: Yes there were four. OT: I'll take the first shift and be there at 11:00. SG: I'll take the 3:00. KH: I can do 1:00 -3:00. SB: That's fine and Shams can do 3 -5. SG: Are we going to be alone on each shift? SB: In the past there has been two people. I think there's plenty of supplies in there. Discussion was held concerning supplies, etc. Update reports- Subcommittees- Immigration: KH: We have our first meeting of the Immigration Review Committee scheduled for next Monday at 6:30 at the First Mennonite Church. At this point we have six folks of either Mexican or Latino descent. If you're interested in coming to the first meeting, again with the understanding that we're going to morph into whatever it is that the committee itself feels that needs to happen. We also have advisors that are invited, 14 but at this point they haven't completely committed, and that would be Theresa Stucker, Father Rudy. I did not call Susan Birdy or Robin Clark Bennett. At this point it seems like we have enough. Some of the folks who have agreed would include Gloria Villatero, Max Villatero, Juan Manual , Elisa Rodriguez, Anna C and Anna C . I did have a clarification about what the committee should be voting on today. Originally we had decided that the committee would be meeting at least once a quarter, but now it's changed to once a month. I think that if the Commission agrees or the committee agrees, I think once a quarter seems to be sufficient. We could add on there as needed or if needed more often. One thought I had is that most of these folks are involved in either The Voices or The Roundtable or in their churches or they're really involved in other activities. So one thought is that they'll be going out into the community and then just bringing back current trends or issues, but then I can bring to the Commission if need be and to the city council. So I was hoping to change the language. SB: So where it says meetings, the IHR shall meet quarterly and report on a quarterly basis or as needed? KH: Yes. I think it will go well. Everyone responded very positively and they're all interested to get going. OT: Are you meeting monthly now? KH: No, our first meeting is this coming Monday, and at that point I think, and that's the other thing. If the community itself thinks that they need to meet more often they can. I feel like I'm just kind of a sounding board and that they will make most of the decisions. One of the things I will say that came up is the name is a red flag. I suspect that will be changing soon. HO: Did you already make a motion for the mission statement? KH: To change the wording? HO: And change the wording in the missions. SB: You didn't vote at the last meeting. You didn't vote, correct. I was just clarifying that for those not, if there was somebody who wasn't here last month. This was not voted on. KH: So I'd like to make a motion for the Commission to accept ... DF: Oh and that would be the statements that are in the emails. SB: Correct. KH: Items 6a 1 in your packet. OT: So we'll be voting to accept changes? KH: Actually we haven't voted yet on this being accepted. OT: I move that we accept the report as presented. SG: Second. HO: Discussion? DF: In here the name of it is the subcommittee on Immigrant Human Rights. The IHR, so it's already a different name. The compensation of the work up numbers that IRC would be voluntary HR. You recommended the IHR shall meet quarterly, or as needed, and report on a quarterly basis. SB: There's an extra and in there. 15 DF: And I think basis CG: If I'm reading from the right one, its 6a(1), is that correct? SB: There are two 6a (1) sorry. There's one dated February 21s` and there's one dated February 22 "d. I believe the one that we're talking about ... The content is the same, the opening text is different it looks like to the emails. CG: Where under compensation it says IRC, but then it says IHR? SB: Yes Diane just caught that. KH: It seems like in the past the Commission has focused primarily on the Latino/Hispanic and in talking to folks there is some other populations who are immigrating, who have some very similar concerns, and wondering if it would alright to open it up. The exciting thing about the Immigrant Voices project is it's a multinational effort, which is really exciting. OT: That came up on our committee, and the way we handled it was that we kept the focus on the that we started with. We're not saying that anybody is going to be excluded. The reason we had to do that was because when it came time to print materials, we were going to print in Spanish, and then we had to make the decision as to whether we're going to print in all the other languages. So we said we'd go with what we're focusing on and then we'll deal with other things as needed. HO: There's a motion on the floor and has been seconded. DF: I have one other and I think this is beautiful, and the purpose I wanted, in my mind I want to be clear that they get to the city council via us, is that right? Or is that so they convey their concerns to the Iowa City City Council and staff via the Iowa City Human Rights? I don't know if it needs to be clarified in language, but I want to be clear on our understanding. I'm fine with them going straight to the council, but I think that's not the design of this body. OT: The council basically turned it over to us and I think anything that the group comes up with should come through us first. KH: I think one way to clarify that is to add whose voices may not be heard, and the IRH could convey their concerns to the Iowa City City Council. DF: Can you mention the committee giving feedback that would go straight to the staff then and not through the council? If there's something going on at the rec center, here's what you heard. Then the conversation could come up and go right to the staff, but we'd have to go into council right? OT: One question I would ask about that it is are any issues that come up on that committee, would it go to the chair and then the chair communicate or delegate or communicate with the appropriate source? Are we going to have just anybody on the committee can do it? HO: We have Kim on the committee. She would be the liaison. KH: Maybe that can be determined if we had to take it to the city council. DF: I don't know the language right now, but under the purpose somehow that it implied that I just think transparency to the committee is really important. SB: I'll have this typed up and add it to the packet for April. It can be modified at the next meeting. Juvenile Justice (May 2 "d 7 -9 pm) 16 OT: To submit their names of the parent and the student to Stefanie and I so that Stefanie can send them an official invite. What I was hoping we could do is I was wondering do we include the questions with the invite or do we do the invite, and then when it's closer to the program, then send a second letter, a reminder, that have the questions on it? SB: I would do it that way to make sure everybody commits to serving on the panel. OT: Everything is lined up, it's just a matter of trying to get the committee members to submit the names of the parent and the student. HO: Do you need Commissioners to do anything specific that night? OT: Not as of now. We're working on transportation right now. At this point no, but I would say let's not close the door to that invitation. Stefanie in terms of your experience with situations like this in the past. What are some things that are probably going to jump up that we're going to need assistance with? SB: Just somebody to do the introduction, which one of the subcommittees can do introducing the program and then wrapping it up. You're taking care of who will serve as moderator, facilitators. Generally just to be there to make yourself known to the community, visible. I wanted to talk to the Juvenile Justice Committee about that. It doesn't have to be videotaped, and I certainly didn't mean to imply that. That's the preference of the subcommittee. If you want it videotaped then I need to give them a courtesy notice. DF: Can it be videotaped and then the decision about whether it airs public access be made? SB: No if it's taped it is what it is. DF: In one of the email things I volunteered just to do transcription. CG: Could you remind me what it is? DF: So Orville, Henry, _ and myself started out as the committee, and last year there was a three part series around Juvenile Justice. Maybe not three part, but multiple — and so we starting thinking about how we might have the community and some ideas. Where we ended was let's first community kind of the effects or the experiences, or have the issues rise from the community —parent and youth will be invited to tell stories and their experiences. I think they'll have questions that they'll be asked to respond to. Some of the questions since there will be youth involved. It's a difficult topic and discussion is how or whether to capture it on film. Should it be on public access? For me that puts youth at a lot of exposure that is scary for me. It's at the public library. This will be the first of a series. It will start with the voices of the community and then there will be some programing that comes out of it. I know one of the possibilities being discussed is something specifically kind of gendered towards maybe African American girls. SB: For refreshments what did you specifically talk about? DF: I think light refreshments. Commission Members: DF: I have a couple of events I'd like to announce. One is there's gonna be a play at Hancher SB: It's in the packet. DF: If it's true the tickets are sold out through Hancher, but there's going to be a public showing, particularly for community members that are part of the workshop, at Southeast Junior High on May I'`. That is dedicated more towards community members who are part . I've been in communication with 17 folks discussion, that I'd be glad that's May 1St, and then May 2nd is the Juvenile Justice and then May 9th is Police Citizen Review Board. SB: There is an overlap between that and the Youth Awards, but they should be over by 7:45. Somebody could plan on attending both. DF: Also I'm working right now with Latasha Massey through Johnson County Social Services, and we're putting together a proposal for a community forum on racial and ethnic justice, and that would be June 14- 16d'. We'll have more details for the next meeting and would like to see if the Commission wants to be a co- sponsor. We'll be bringing in some outside speakers. The only other thing I wanted to mention is that group that we were talking to Chad about. The CRC — ethnic justice, and one of the projects we're doing right now is putting together, I don't know what the name is going to be, but a racial equities for the local area. We're looking at multiple factors of equities. We're getting a lot of data in about composition _ percentage suspension rates, graduation rates, child welfare We're just doing a whole score card with a lot of data and some narrative. We're going to be bringing that to the public around at the end of April. We have a meeting Thursday to review a first draft. HO: Any other announcements? I want to point out the Police Citizen Review Board _ May 9d', and it sounds like they're going to be reviewing themselves. SB: Usually in the past that program has been videotaped because I've seen it replayed on the city channel. It's annual to my knowledge. Status of Complaints: SB: There are nineteen complaints currently on file. I also wanted to point out that during the meeting things were passed out. I spoke about the PCRB flyer and then there's a job fair flyer. The Commission roster is not the same one that was sent to you. There is a telephone change on there, so don't discard that thinking you have it in a PDF because this is an updated one. I also sent out postcards for the Youth Awards and the Youth Ally award. The job fair is next Tuesday, and this is something the Commission has participated in since 2006. The employer list is down, which is somewhat disappointing. It's a job fair that's designed to assist entry-level workers find gainful employment. There are a lot of job fairs in Iowa City is how I usually present this, but most of them are affiliated with the University and they're looking for people with advance degrees. This is a job fair where the employer is aware that some of the people attending may have a GED or may have a criminal record, may have some impairments that need to be accommodated. It's a group of people who are coming who want to work just like anybody else. It's a unique opportunity I think for them to be matched with employers that have jobs available that would meet their level and skill. OT: When our committee started out _juvenile justice, and somehow the committee got away from that and were more . Is juvenile justice a topic that we have to cover as a committee SB: That's just how it started. Do you want me to change it to community? OT: What we're doing in juvenile justice is basically public discussion. DF: My understanding is the issues SB: Like community discussions and then I could just put subtopic juvenile justice for now, and then it would still have the main heading to be amended to something more specific? OT: Well the committee basically they weren't wild about the juvenile justice and that's why we got away from it. I don't think we're gonna get, the second phase of it is to take what we get from this discussion and see what can we put together to help improve the situation. SG: But the juvenile justice is still a very critical issue right that you are still looking into? 18 OT: Yes. I'm not saying we're getting away from juvenile justice. We started off with juvenile justice, but the committee didn't want to go with that. We ended up someplace totally different, but we're still saying juvenile justice SB: I wrote down the community discussions and then I'll just put juvenile justice as a subtopic or? I can put justice for juveniles. HO: Do you need help with the job fair? SB: If anybody is available, I think we have pretty much everything covered. If anybody just wanted to stop by to see what it looks like or feel free to stop by, Eastdale Plaza 4 -6. HO: The next regular meeting is April 17, 2012 at 6 p.m. Can I have a motion for adjournment? 19 Date Address Dear Thank you for agreeing to serve on the panel Building Relationships and Creating Opportunity in the African American Community. A Panel of Parents and Youth of Color being held on Wednesday, May 2, 2012 from 7 pm — 8:30 pm at the Iowa City Public Library — Meeting Room A. Below are a list of the questions that will be asked that evening for your review. Please share also with your child. If you have any questions between now and May 2nd please contact Orville Townsend, Sr at 354 -5995 or orville.townsend @q.com. Sincerely, Stefanie Bowers Human Rights Coordinator Enclosures *Program date: Wednesday May 2, 2012 * Program time: 7:00 8:30 pm * Place: Iowa City Public Library Questions for parents: 1) Why did you come to Iowa City? 2) What barriers have you encountered that created difficulties for you (i.e., housing, transportation &etc.), and what can be done to improve those situations? 3) What are some of the strengths, or other positive areas that you feel the Iowa City community have? 4) If there is one thing that you and your family could do differently, what would it be? Questions for Youth: Youth will answer each question immediately after parents, and then we will proceed to the next question. 1) Thinking back, can you share with us your feelings regarding your families moving to Iowa City? 2) What barriers have you encountered that created difficulties for you (i.e., academics, relationships & etc.) and what can be done to improves those situations? 3) What are some of the strengths, or other positive areas that you feel the Iowa City community have? 4) If there is one thing that you and your family could have done differently to help with your adjustment to your new setting, what would it be?