Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2012-12-20 Info Packet
`�� CITY COUNCIL INFORMATION PACKET CITY OF IOWA CITY www.icgov.org December 20, 2012 IN Council Tentative Meeting Schedule MISCELLANEOUS I132 Memo from Fire Chief: Badge Pinning Ceremony IP3 Memo from Community Development Planner: HMGP Acquisition Program Closeout IN Copy of email from Council Member Throgmorton: Thoughts about the redevelopment project IP5 Article from City Manager: UniverCity I136 Memo from Dir. of Housing and Inspection Services: A petition from Ecumenical Towers residents about downtown noise IP7 Iowa Department of Transportation: HMA Crack Filling — US 6 I138 Iowa City Area Chamber of Commerce Annual Banquet DRAFT MINUTES I139 Planning And Zoning Commission: December 6 IP10 Police Citizens Review Board: December 18 IP11 Telecommunications Commission: November 26 CITY t}F IOVWA CEry City Council Tentative Meeting Schedule I IN December 20, 2012 Subject to change Date Time Meeting Location I.• �. t; �i€,9 dY A. i �,�I i, nIIi €. �k - Y �'� i�I11 1T. 1 'II�,�I �d� "`'i ('�'��Ii�I I., o-T� III) I' I� "111 ,',3I �_ „€ u'I I' „I.�t. u. I Ip'I � ) II� i'l INI(�¢ Saturday, January 5, 2013 8:OOA -5:OOP Work Session Meeting - BUDGET Emma J. Harvat Hall Monday, January 7, 2013 1:00- 5:OOPM Work Session Meeting - BUDGET- CIP Emma J. Harvat Hall Tuesday, January 8, 2013 5:00 PM Work Session Meeting Emma J. Harvat Hall Tuesday, January 8, 2013 7:00 PM Special Formal Meeting Emma J. Harvat Hall Tuesday, January 22, 2013 5:00 PM Work Session Meeting Emma J. Harvat Hall Tuesday, January 22, 2013 7:00 PM Special Formal Meeting Emma J. Harvat Hall Monday, January 28, 2013 5:00 PM Work Session Meeting - BUDGET Emma J. Harvat Hall '�'i1t E'' 1119'; 'I '” '! E ';'iA„ IN ”! �Iirli�I '',�.������I�I'I�� lii Lr '' �� �` ". °� � �, N _' ! i���,i!'i'� IIsTr' ° ,��;,'�. Tuesday, February 5, 2013 5:00 PM Work Session Meeting Emma J. Harvat Hall Tuesday, February 5, 2013 6:00 PM City Conference Board Meeting Emma J. Harvat Hall Tuesday, February 5, 2013 7:00 PM Formal Meeting Emma J. Harvat Hall Tuesday, February 19, 2013 5:00 PM Work Session Meeting Emma J. Harvat Hall Tuesday, February 19, 2013 7:00 PM Formal Meeting Emma J. Harvat Hall 1N Tuesday, March 5, 2013 5:00 PM Work Session Meeting Emma J. Harvat Hall Tuesday, March 5, 2013 6:00 PM City Conference Board Meeting Emma J. Harvat Hall Tuesday, March 5, 2013 7:00 PM Formal Meeting Emma J. Harvat Hall Tuesday, March 19, 2013 5:00 PM Work Session Meeting Emma J. Harvat Hall Tuesday, March 19, 2013 7:00 PM Formal Meeting Emma J. Harvat Hall IOWA CITY FIRE DEPARTMENT 410 E. Washington Street — Iowa City, IA 52240 -1821 Phone: 319.356.5260 www.ic og v_org FAX: 319.356.5269 DATE: December 14, 2012 TO: Tom Markus, City Manager n FROM: Andrew J. Rocca, Fire Chief RE: Badge Pinning Ceremony Please join us as we recognize the promotions of Captain Greg Tinnes and Lieutenant Bryan Hardin, and the hiring of Firefighter Benjamin Caskey. A badge pinning ceremony will be held on Friday, December 21, 2012, at 11:30 AM in Emma J. Harvat Hall. cc: City Council Marian Karr, City Clerk Karen Jennings, Personnel Administrator Stations 1, 2, 3, and 4 1 Ant CITY OF IOWA CITY CM MEMORANDUM Date: December 19, 2012 To: City Manager From: David Purdy, Community Development Planner Re: HMGP Acquisition Program Closeout On December 14, 2012 representatives from the Iowa Homeland Security and Emergency Management Program met with city staff to formally review the Hazard Mitigation Grant Program (HMGP) Acquisition Program. The review found the program was correctly administered and the program was closed out. The HMGP Acquisition Program acquired and demolished 35 substantially damaged properties in the 100 -year flood plain. The total cost to acquire the properties was $8 million dollars. FEMA paid 75% of the cost and Supplemental Disaster Community Development Block Grants (CDBG) covered the remaining 25 %. The City deed - restricted any land purchased with buyout funds as public green space in perpetuity. This prevents future development from occurring in the flood plain and allows for additional green space along the Iowa River. The Iowa City Parks and Recreation Department assumed responsibility for maintenance of the buyout properties and a comprehensive landscape plan has been developed with the help of the neighborhood. Due to the loss of property tax revenue from buyouts, the Iowa Economic Development Authority created a Single Family New Home (SFNH) Program for disaster - impacted cities. When the Iowa City SFNH Program is completed, 141 new single family homes will be built to replace the homes acquired through the various buy -out programs. The HMGP Program has successfully mitigated future damage to property and life for 35 properties in Iowa City. The program created by Iowa City was replicated by several other cities in the state. Please feel free to contact me at 356.5489 if you need any additional information. IN Marian Karr From: Jim Throgmorton Sent: Wednesday, December 19, 2012 2:18 PM To: Council Cc: John Yapp; Tom Markus; Jeff Davidson Subject: Thoughts about the redevelopment project Greetings to all. At our meeting last night, we chose not to select a single preferred development. We chose, instead, to narrow the list to three proposals, and to instruct the city staff to prepare a matrix that would help us choose among them. If I understand correctly, we will review that matrix at our January 8 meeting. We did the right thing in not leaping to a single preferred development. Our decision about this project will send a very strong signal to the public and private developers about the kind of future we envision and desire for Iowa City and its downtown. Because our choice is so important, we should proceed thoughtfully, at a pace that demonstrates we have sufficiently considered the public's hopes and concerns as well as the facts of the situation. During the meeting, I tried to articulate my views as clearly as I can. I repeat them here so that you and the public can have easy access to them. First, to choose wisely, we need to keep the baseline alternative in mind. By "baseline alternative," I mean that which would probably be built on the site if the City simply sold the land to a private developer for redevelopment consistent with CB -5 zoning. This would probably be a 4 or 5 story building, with commercial space on the first floor and student housing on the top 3 or 4 floors. Staff estimates such a building would generate approximately $389,000 in annual property tax revenues. Roughly forty percent of those taxes would go to the City, 40 percent to the School District, and 20 percent to the County. No public subsidy would be required. As we all know, however, such buildings have proven extremely controversial over the past few years. If we keep this baseline alternative in mind, we will be better able to answer the most important question we face: which of the projects will add the most value to the "baseline alternative," and will the added value justify the requested subsidy and foregone property taxes? Second, we have to think carefully about what we really value. The staff gave us a reasonable and appropriate set of criteria, but their criteria emphasize economic consequences and —as demonstrated during a public hearing we held on December 3 —omit other factors that are of considerable value to many Iowa Citians. We should, therefore, consider two additional criteria: • The architecture and urban design of the preferred project should be of very high quality. We should not subsidize construction of a structure that could be built in AnyCity, USA. Instead, as very many speakers said during the public hearing, the preferred project should reflect and enhance the unique character of our downtown. • The preferred project should demonstrably contribute to the downtown's and the city's long -term sustainability. Many speakers emphasized this point during our public hearing. Moreover, all five of the developers highlighted the importance of this criterion during the public hearing. I elaborated on each of these points during the work session we held immediately prior to our formal meeting: • It is especially important that the preferred building's design be compatible with and enhance our downtown's unique sense of place, and that the scale (height and mass) of the building be appropriate for a transitional zone between downtown and the residential neighborhood to its east. Being located in a transitional zone, the site calls for a building that would be in the range of 5 to 13 stories tall. Purely in terms of urban design, it would be best to locate the building at the north end of the block, at the southeast corner of Washington and Gilbert Sts. Regardless of the building's height or location on Gilbert Street, the developers need to consider more carefully the relationship between their building and other buildings and public spaces nearby. (This should include an analysis of the building's shadowing of nearby buildings and public spaces.) • The preferred building should help transform Chauncey Swan Park into a gem that strengthens community ties in this city. Accordingly the proposals should explicitly demonstrate how they would enhance the park, and how their rooftop gardens and terraces would be integrated with it. • We have a great opportunity to make a strong statement about our city's commitment to a sustainable future. We should, therefore, require the revised proposals to achieve at least LEED Gold certification (or its substantive equivalent) plus a specified degree of energy efficiency (perhaps using 60% less energy that currently required by code). • 1 support the idea of subsidizing "workforce housing" at this site, but I am not willing to subsidize construction of luxury penthouses and other condos in which the vast majority of our city's residents cannot afford to live. How can we be sure, though, that the workforce units will be occupied by legitimate members of the downtown workforce, both now and in the future? Moreover, I think a specified percentage (perhaps 15 %) should be affordable to lower income workforce households (60% of median household income) and /or elderly or disabled people on fixed incomes. • Like many speakers in our public hearing, I am attracted to the possibility of including one or two small film theaters (perhaps Film Scene) into the chosen project. But I am not persuaded there is merit in subsidizing construction of a boutique hotel. Nor am I persuaded that we should subsidize a few bowling lanes. At a minimum, we should find out whether the University is already planning to install bowling lanes in the IMU. • I see very good reasons to support projects that will generate substantial property tax revenues for the city, and hence pay for the public services that Iowa Citians expect. But it is not at all clear that the promise of additional revenues 15+ years in the future can — unless the non - monetary benefits are very large— justify deflecting property taxes away from the County and the School District, and committing such a large amount of government obligation bonds in the present. On this point, it should be noted that — according to data provided by the staff —at the end of Year 15 the three surviving proposals will have generated between $2.44 and $5.84 million less in property taxes than the "baseline" alternative. Whichever development we select, it should be one that will symbolize and manifest our city's commitment to a sustainable future, a future that displays continuity with the past while also responding creatively to the challenges of the future. If the revised proposals do not demonstrate substantial monetary and clearly articulated non - monetary benefits that we value highly, I believe we would be better off selling the property to a private developer without any public subsidy. I Page 1 of 5 From the City Manager IP5 gb &d. FREE for qualified industry professionals. January/February 2013 http: / /gbdmagazine.com/2012 /iowa -city/ 12/20/2012 Page 2 of 5 DETAILS `UniverCity' In a nationally poor housing market, it might seem crazy for a municipality to start flipping houses, but Iowa City did just that. Spurred by a goal of encouraging a shorter, greener commute for local residents, the city acquired 26 homes, renovated them, and sold most of them to University of Iowa staff and faculty wishing to live close to campus. Funded by state, city, and university funds, the $5 million project's payoff has been two -fold as neighboring homeowners have caught the remodeling spirit to pick up a paintbrush and do their own repairs. Iowa City If you only think `corn' when someone says Iowa, you're living in the past. Iowa City is a progressive bastion on the forefront of smart urban planning and sustainable design. By Michelle Markelz Iowa City is a river city. Just as the flood plains are replenished each time the Iowa River runs high, the city adapts and develops with its ever - changing population of educated, eco- conscious residents. Unlike other urban centers in Iowa, the city is home to one of the state's flagship universities, as well as a peculiar combination of young and old who demand progress from their city and each other. While the rest of the country knows them by their cash crop —corn —the locals take pride in their farmer's market, which heads into its 41 st season this May. The city is growing in rare defiance to the national trend of recession, but it is not without its challenges. Rather than shy away from opportunity, the city has faced it with three new trendsetting innovations. lookING out for families The US Census has approximately three - fourths of Iowa City's more than 68,000 residents at ages between 18 and 65. This makes for a competitive housing market, especially close to the University of Iowa, where a handful of college students can outbid a family of five. Community development coordinator Steve Long and a team from the city recognized this as an exceptional problem that required a unique solution. The UniverCity Neighborhood Partnership is a counterweight to the tipping scales of home ownership. The city and the university teamed up to launch a letter campaign gauging the interest of more than 450 landlords in selling their properties to the city. With an overwhelmingly positive response, a committee toured 100 homes — varying in level of upkeep —and purchased 26. Materials salvaged from homes torn down after the 2008 flood helped alleviate costs, but in order to stay within budget, the city couldn't spend more than $250,000 on the purchase and renovation of each home, so efficiency and safety were top priorities. As Long and his team began gutting and buffing the historic gems back into shape, they started to notice contractor's trucks parked alongside their own and ladders leaning against neighboring houses. It turned out the remodeling was contagious, Long says, and ended up spurring the transformation of entire blocks. In some places, where neighbors have kept to themselves for years, block parties are now sprouting. housing and health care Two of the city's most recent civic investments directly benefit the group that perhaps needs them most. The Aniston Village Limited Partnership project and the Iowa City Free Medical Clinic were designed http: / /gbdmagazine.com/2012 /iowa -city/ 12/20/2012 Page 3 of 5 <b >DETAILS Iowa City Free Clinic < /b> The Iowa City Free Clinic provided services to almost 2,500 people throughout the 2010 -2011 fiscal year, in a new, sustainable building that incorporates environmentally friendly and readily renewable materials. to transfer all the benefits of superior green design to the city's income - sensitive residents without passing on an economic burden. From its proximity to amenities and resources to the color of the sidewalks, Aniston Village was planned to be as efficient and ecologically responsible as possible. The 22 -home project, designed by architect John Shaw, AIA, LEED AP, is a noteworthy innovation, even for progressive Iowa City. With more than 60 various features that benefit residents and the environment, Aniston Village should earn high marks for its low impact when certification time comes around. The proof was in the utility bills when Shaw's water- conserving appliances and highly resistant thermal envelopes were put to the test. After their first winter, the handsome homes are seeing remarkably low energy costs. The Iowa City Free Clinic didn't have the advantage of being designed from scratch, and its 45- year -old frame had to be considered. "There's an old saying," says Shaw, "that the greenest building is an existing building." By overhauling the fagade and envelope —which included the use of zinc and aluminum, high - performing windows, and LED lighting —Shaw was able to optimize space and minimize waste. "This renovation has extended the useful life of the building," Shaw says. "Had it been demolished, the embodied energy that went into the original structure would have been lost, and its materials would have gone in the landfill." AN East SIDE green outpost In 2010, Iowa City was chosen by the EPA as one of five communities in the United States to receive assistance in revitalizing its brownfield areas, and coupled with dozens of nonprofits and a rapidly filling landfill, the city was primed for change. Enter Shive - Hattery, with a plan for a comprehensive reuse - and - recycling center that would double as a classroom and LEED - certified landmark for the community. Besides handling a portion of the city's recycling operations, the recently completed East Side Recycling Center also houses a drop -off center http : / /gbdmagazine.com/2012 /iowa -city/ 12/20/2012 Page 4 of 5 DETAILS East Side Recycling Center The East Side Recycling Center has fulfilled its mission since breaking ground on day one. When abandoned farm equipment, tires, and the axle of a pickup truck were found embedded at the project site, the team disposed of materials responsibly, avoiding the local landfill. Since then, the center has become more than just a recycling center; it's a multipurpose drop -off and salvage site, as well as a community classroom. Targeting LEED Platinum certification, the building hovers over the ground to reduce the impact on the bioswale surrounding it, and project architect Shive- Hattery even added skylights in the restrooms to fuel the solar - powered sinks. for electronics and oil, a salvage bam for building materials, a furniture- exchange facility, a pick -up for compost, storage for salt and sand, and a water - distribution station. The entire facility is powered by clean energy and not a watt is lost on the lighting and plumbing fixtures, which are outfitted with occupancy sensors and automatic shut -off and flushing mechanisms. Solar panels power the south- facing sunscreens, and wind energy generated on -site contributes five percent of the building's power. "In a city that's very well- educated and concerned about environmentalism," says Shive - Hattery architect Mark Seabold, "this gives the public a beautiful campus to centralize those ideas." Share This Story • Contact • Guerrero Howe • Privacy • Terms and Conditions http : / /gbdmagazine.com/2012 /iowa -city/ 12/20/2012 Page 5 of 5 © 2012 Guerrero Howe, LLC. All rights reserved Site by: Bowler Hat Creative Based on designs by SomeOddPilot http: / /gbdmagazine.com/2012 /iowa -city/ 12/20/2012 � r CITY OF IOWA CITY IPs MEMORANDUM Date: December 18, 2012 To: Tom Markus, City Ma From: Douglas Boothroy, Director dMo_ 4siFg arPd InspeNtion Services Re: A petition from Ecumenical Towers residents abort downtown noise. ISSUE: Ecumenical Tower residents presented a petition on April 17, 2012, to the city council requesting consideration of an amendment to the city's noise ordinance to regulate downtown amplified music as well as "after hours" pedestrian "yelling /screaming." BACKGROUND: Mari Struxness (Ecumenical Tower reside nt/spokesperson) provided a petition signed by some Ecumenical Tower residents concerning excessive amplified noise from Gabe's Bar outdoor patio area and noise from "after hours" pedestrian screaming /yelling along Washington Street and the alley behind Ecumenical Towers as they leave downtown after bars close. Since the Ecumenical Towers' petition, a new multi -story residential building was completed on Washington Street between Gabe's outdoor patio area and Ecumenical Towers. Mari indicated that the intervening multifamily building has significantly reduced the noise from Gabe's and a noise ordinance amendment to address that situation is no longer needed. Police department records show one noise complaint was received this fall from an Ecumenical Tower resident concerning Gabe's outdoor patio area and that complaint was resolved. Mari and I also discussed the enforcement difficulties concerning "after hours" pedestrian noise as it continues to be a problem. Unfortunately, this activity is difficult to enforce due to its unpredictability and because police must observe a pedestrian in the act of causing an "unreasonable" disturbance. While additional officers are deployed in the downtown pedestrian mall area at bar closing time to ensure order, there are just not enough officers to monitor noisy pedestrian "after hour" activity throughout the downtown and surrounding areas. Crowds of pedestrians leaving downtown after bars close tend to be noisy. Posting an officer at Ecumenical Towers to possibly catch disorderly pedestrians would not be effective use of police resources. CONCLUSION: The noise issues between Ecumenical Towers and Gabe's Bar appear to have been resolved with the construction of a multi -story building that provides some noise shielding from Gabe's outdoor patio area. Therefore, staff does not recommend amending the noise ordinance to set limits on amplified music in the downtown. Concerning noisy, disruptive, "after hours" pedestrian activity, the police will enforce existing disorderly conduct or public intoxication regulations when a person is caught in the act of being disorderly. However, police citing pedestrians for disorderly conduct is not likely to occur very often due to the difficulties of enforcement. Noisy crowds of pedestrians leaving downtown after bars close will likely continue to be an issue for residents living in or near downtown. DB/ats/4049877 IP7 Iowa Departrinent of Tran wR IL0at on 5455 Kirkwood Blvd. SW (319) 365 -6986 Cedar Rapids, IA 52404 -5217 (319) 730 -1564 fax December 10, 2012 The Honorable Matt Hayek, Mayor City of Iowa city 410 East Washington Iowa City, IA 52240 SUBJECT: HMA Crack Filling — US 6 Dear Mayor Hayek: RE: MP- 6- 6(725)247- -76 -52 Johnson County City of Iowa City This letter is official notification to your City Council that the Iowa Department of Transportation proposes to let a HMA (Hot Mix Asphalt) Crack Filling project on February 19, 2013. The work consists of filling cracks in hot mix asphalt pavement. The project is on US 6 from 0.5 mile east of Iowa 965 easterly to east of Hawkins Drive. It is anticipated that the project will be completed in calendar year 2013. The work will be done in accordance with the current Form 810034, "Agreement for Primary Road Extension Maintenance and Operation ". Project costs will be paid from the Primary Road Furor and no charges will be made against the city. Resident Construction Engineer, Mark Brandl, P.E., of Davenport, Iowa, telephone number 563- 391 -2750, will advise you of the contractor's proposed schedule when the information is available. We would appreciate this project notification being included on your next City Council meeting agenda as a matter of information for Council members. If you have any questions concerning the work involved, please contact this office as soon as possible in order to expedite any possible changes. Sincerely yours, �TLYGc� Thomas M. Storey, P.E. District Staff Engineer TMSJrhh cc: Jim Schnoebelen, P.E., District Engineer, Iowa DOT, Cedar Rapids, IA 52404 Mark Brandl, P.E., Resident Construction Engineer, Iowa DOT, Davenport, IA 52809 Newman Abuissa, P.E., Staff Engineer, Iowa DOT, Cedar Rapids, TA 52404 0 A m 3 D A w r O C A Z r Z m N m D N 0 Z C N D A D r 2 D A x m A A O N p = m m w � o r p m N m O i Z Q m n A C w A m O A Z -C N m > A m D ➢ Z m p A G7 x n x a A --I 2 C r-I r n O d rC�'ry1 r m D -I C A Z C) O > n 7n� m a n � P Cn N CD C) On >z O O < r a 0 pa 05 ZZn o Z n Z - xD >� A ~7 w �./ O z v w m n N D m O V m A Im PLANNING AND ZONING COMMISSION PRELIMINARY DECEMBER 6, 2012 — 7:00 PM — FORMAL EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Stewart Dyer, Charlie Eastham, Anne Freerks, Paula Swygard, John Thomas, Tim Weitzel MEMBERS ABSENT: Phoebe Martin. STAFF PRESENT: Robert Miklo, Sarah Greenwood Hektoen OTHERS PRESENT: Pete Hesch, Anthony Frey RECOMMENDATIONS TO CITY COUNCIL: The Commission voted 6 -0 (Martin absent) to recommend approval of REZ12 -00026 a rezoning from Medium Density Single- family Residential (RS -8), Neighborhood Public (P- 1) and Highway Commercial (CH -1) to Planned Development Overlay /Community Commercial (OPD /CC -2) subject to a Conditional Zoning Agreement that provides for an appropriate transition and buffer between the proposed development and the neighborhood to the north and west as detailed below; 2) approval of SUB12 -00012 a 2 -lot 8.21 -acre commercial subdivision; 3) approval of VAC12- 00004, the vacation of a portion of St. Clements Street subject to relocation of utilities or the retention of necessary easements and dedication of an alternative street right -of -way. 1. A buffer area generally consistent with the attached plan shall be established along the western property line of the parcel rezoned to CC -2. This buffer must be screened to the S3 standard. Wherever the buffer area is less than 35 feet a masonry wall shall be provided consistent with the attached plan. 2. No signs shall be permitted within the 35 foot buffer or on the north and west sides of the convenience store facing the residential development except for a monument sign at the intersection of Dodge Street and Prairie du Chien Road. There will be no more than two (2) free standing signs permitted along the Dodge Street frontage. Other fascia and monument signs are permitted as per the code. 3. Any building or structure including canopies should be of a quality design appropriate for property abutting a residential neighborhood, including features such as stone and masonry materials, standing seam metal roofs, and muted colors. The Design Review Committee shall approve the design of buildings as well as associated structures and facilities. 4. Preservation of existing evergreen screening and mature trees along the northwest side of the property where possible. 5. Construction of a bus pull off within the Dodge Street right -of -way. 6. Development and landscaping shall be generally consistent with the attached plan. Where the code requires greater landscaping it shall be provided. Planning and Zoning Commission December 6, 2012 - Formal Page 2 of 11 7. A parapet wall shall be provided on the northwest wall. The Commission voted 6 -0 to recommend approval of the Downtown and Riverfront Crossings Plan to become part of the Comprehensive. CALL TO ORDER: The meeting was called to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. Rezoning Item: REZ12- 00026/SUB12- 00012/VAC12- 00004: Discussion of an application submitted by Hy -Vee Stores, Inc. for a rezoning from Medium Density Single- family Residential (RS -8), Neighborhood Public (P -1) and Highway Commercial (CI -1) to Planned Development Overlay /Community Commercial (OPD /CC -2) zone and a preliminary plat of Roberts Dairy Addition for approximately 8.21 acres of property located on North Dodge Street, east of Prairie du Chien Road and an application for a vacation of the public right -of -way for a portion of St. Clements Alley. Miklo said staff received revised plans from the applicant, and based on the changes in the plan, they feel that the Comprehensive Plan Amendment regarding neighborhood compatibility is no longer necessary. He said he wanted to go over the revised plans, particularly because there have been some changes in them since the Commission's informal meeting on December 3rd. Miklo said in the revised plans, a sidewalk connecting Prairie du Chien across the drive through for the coffee shop has been removed, based on staff review of the special exception for the drive - through. He said the sidewalk has been moved to what is a better location in terms of site visibility for pedestrians and motorists using the drive through. He said the street has been pulled to the south by approximately two feet to provide some more room for the existing arbor vitae. He thinks it still might be problematic saving those trees, so as they get closer to the final plan staff will take a closer look at the situation and see if some of the older trees should be replaced by younger, healthier ones. He said there's a storm water plan that the City Engineer is comfortable with that puts the storm water basin in an area of critical slopes and does require the Sensitive Areas Overlay. He said an alternative would be to provide some underground storage. He said trees that were added to the plan due to a neighbor's concern over screening of the building would then have to be moved if the storm water basin is installed as proposed. Miklo said the Commission had asked for a seventh condition to be added to the Conditional Zoning Agreement regarding putting sound absorbing panels around the rooftop condensers. He said the applicant is planning on having a parapet wall in the area of the condensers and the air conditioners. He said otherwise staff is recommending approval of this item with the conditions outlined in the memo, and it is up to the Commission to decide if they want to apply Condition #7 regarding acoustic, sound absorbing panels. Miklo showed the Commission Planning and Zoning Commission December 6, 2012 - Formal Page 3 of 11 computer generated illustrations provided by the applicant that display how the development would fit into the area. Eastham asked if the parking lot islands shown on the revised plan are intended to have gravel cover or else just a tree and a bit of concrete. Miklo replied that the Code requires that there is vegetative ground cover. Freerks asked if the City radio tower were to be removed what would happen to that small piece of land that isn't larger enough to build anything on. Miklo responded that what the City would probably do is negotiate to sell that property to Hy -Vee, and it would later be incorporated into the parking area. He said staff explored moving that tower to Fire Station #4 and are working with a consultant to determine the cost of moving it. Thomas asked if staff has knowledge with regard to how parking lots are sized in terms of the number of stalls that are provided. Miklo said in terms of the Code, a grocery store of this size would require approximately 175 spaces. He said this proposed lot has over 200 spaces, and staff finds that in many cases, retailers ask to have more spaces than the requirement. He said that in comparison to many cities, Iowa City's is a fairly low required number. Thomas said the reason he asked is because with the number of properties that would be within easy walking distance, a fair number of people would choose to walk rather than drive to the store. He wondered if that could be part of any evaluation of how many parking stalls are needed at this store. Miklo said it certainly could but he thinks that this store will draw from areas farther out and that this store probably has less of a population within walking distance than the1st Avenue Hy -Vee. Dyer said that typically Hy -Vee's have gardening sales areas during the spring that take up one whole row of parking. Miklo said there is a temporary use permit they have to apply for in order to do that. Dyer responded that it's still space that is taken up. Swygard asked if there will be no signage at all on the south or west of the whole property. Miklo said those restrictions apply only to the convenience store, and free standing signs would be limited to Dodge Street and could be as tall as 25 feet. Swygard asked if there would be lit signage. Miklo said there would be the possibility of a monument sign at one corner of the development. Swygard asked if they would be no lit signage facing the neighborhood areas. Miklo said there could be lit signage on the grocery store itself, but it is a considerable distance from the residential area. Freerks asked if there are any regulations for the monument sign as it's so close to the home on the corner across the street from the convenience store. Miklo said there are stipulations about size, and one of the conditions is that the structures would go through the Design Review Committee, and their intention is to make sure that it's a tasteful sign that fits the character of the development. Eastham asked Miklo to reiterate his comments about storm water management on the northeast side of the development and removing those trees. Eastham asked to see the slide Miklo sent the Commission showing the elevations. Eastham said he had looked at those elevations and wanted to know what the north elevation looks like, which is what the people on one side of St. Clements might see from their properties now, especially if the trees on the landscape plan are not planted. Miklo showed the north elevation, with a concrete wall. . Freerks closed public hearing. Planning and Zoning Commission December 6, 2012 - Formal Page 4 of 11 Pete Hesch with Hy -Vee said the fagade of the wall is a painted, pre -cast material. He said in reference to the remarks about the trees and a detention basin, the trees would not be removed but would be shifted in location and would probably screen in a denser manner. He said a detention basin is the likely direction they would take. He said they do have a parapet wall in the plan that aids in decreasing noise, and they have multiple stores that are located in close proximity to residential properties. He said there have only been two incidents where there has ever been an issue, and in both cases residential property was on a level almost at roof level with the store and was much closer to the development than this proposal. Hesch said they made a fan repair in one case and in the other remodeled the store, and noise has not been an issue since then. He said after the last meeting, in response to a speaker who complained of noise, he did some research and discovered that when they expanded the Waterfront store, the closest residential was one -third mile away. He said they didn't add new rooftop units, and if they had been replaced with quieter ones, there would have been the same amount, and it would have actually lessened the sound. Dyer explained that the speaker had been referring to the Hy -Vee on 1St Avenue, which is closer to residential areas. Freerks said at other rezonings where the rooftop has become an issue they try to deal with it proactively. Hesch said he appreciates that, but it hasn't been an issue relative to Hy -Vee's other developments, and they try to position those units so they don't cause issues. He said he thinks they have adequate spacing and height along with the parapet wall. Weitzel said the Commission had talked at their informal meeting on December 3rd about adding a parapet wall to that northwest facing elevation. He said that as you enter the development from St. Clements Street you are not greeted with a standard storefront, but with painted, pre- cast material. He said perhaps the applicant would want to consider wrapping one -sixth to one - third of that in brick as well. Hesch said they would look at that, but there are cost issues involved, so he can't speak to that now. He said the applicant feels that the landscaping should be the enhancement that screens it from the one residential property that has a sightline. Weitzel said maybe Hesch isn't looking at that north entrance as a main entrance but he thinks as you come around that corner on St. Clements Street you will be greeted with a utilitarian rather than a finished fagade. Freerks said she thinks many people will arrive from that entrance. Eastham asked if Hy -Vee has done a traffic analysis on this site plan to get an idea of what percentage of cars entering and leaving the lot will come from these various entrances. Hesch replied that the application did not require a traffic study, but Hy -Vee would say, based on where their current traffic is coming from, they would anticipate that 80 to 90 percent of the traffic should be coming off of Dodge Street. He said the store has always had a strong draw from outside Iowa City due to its interstate access, and that draw will just increase with their added amenities. Weitzel asked if their site plan is sufficiently complete that the Commission can now tie it to the Conditional Zoning Agreement. Hesch replied that it is, along with the elements they need to discuss with staff that may need to be added to satisfy. Anthony Frey of 19 Caroline Court noted that the drainage from the development goes north and goes right into a wooded section he pointed out close to Caroline Drive. He said he favors this project, and it would be a plus for the neighborhood. He said he'd like to help with the drainage issue. Freerks said no one had ever offered to use their land for drainage before, so Planning and Zoning Commission December 6, 2012 - Formal Page 5 of 11 she doesn't know how to respond. Frey said the drainage ultimately has to go through his property, whether it's retained first or not. Freerks said she thinks it can be achieved with the underground basin. She asked if Frey was questioning whether what they had calculated is not sufficient. Frey said he was just trying to open the door to possibilities. Miklo said based on staff's discussion with the City Engineers, storm water can be handled on the site. Freerks said it looks like it's achievable here, and if it wasn't, it probably wouldn't be before the Commission now, and they would be asking to purchase land from Frey. She said she appreciated Frey's offer of help, as did Eastham. Miklo said questions had come up about the elevation as seen from St. Clements Street. He said there are provisions in the Code that say that for buildings of this size, at least 75 percent of the building fagade must be of a quality building material such as masonry or windows. He said the Code says that the less finished materials be on the sides of the property that aren't visible from the public streets so that would indicate that there should be some better treatment of that, not necessarily a full masonry wall, but something more decorative than concrete. He said that is something that will be reviewed at time of site plan approval. Freerks closed public hearing. Eastham moved to recommend approval of REZ12 -00026 a rezoning from Medium Density Single- family Residential (RS -8), Neighborhood Public (P -1) and Highway Commercial (CH -1) to Planned Development Overlay /Community Commercial (OPD /CC -2) subject to a Conditional Zoning Agreement that provides for an appropriate transition and buffer between the proposed development and the neighborhood to the north and west as detailed below; 2) approval of SUB12 -00012 a 2 -lot 8.21 -acre commercial subdivision; 3) approval of VAC12- 00004, the vacation of a portion of St. Clements Street subject to relocation of utilities or the retention of necessary easements and dedication of an alternative street right -of -way. 1. A buffer area generally consistent with the attached plan shall be established along the western property line of the parcel rezoned to CC -2. This buffer must be screened to the S3 standard. Wherever the buffer area is less than 35 feet a masonry wall shall be provided consistent with the attached plan. 2. No signs shall be permitted within the 35 foot buffer or on the north and west sides of the convenience store facing the residential development. There will be no more than two (2) free standing signs permitted along the Dodge Street frontage. Other fascia and monument signs are permitted as per the code. 3. Any building or structure including canopies should be of a quality design appropriate for property abutting a residential neighborhood, including features such as stone and masonry materials, standing seam metal roofs, and muted colors. The Design Review Committee shall approve the design of buildings as well as associated structures and facilities. 4. Preservation of existing evergreen screening and mature trees along the northwest side of the property where possible. 5. Construction of a bus pull off within the Dodge Street right -of -way. 6. Development and landscaping shall be generally consistent with the attached plan. Where the code requires greater landscaping it shall be Planning and Zoning Commission December 6, 2012 - Formal Page 6 of 11 provided. 7. Acoustical sound absorbing panels will be used to minimize noise from air conditioning and refrigeration equipment. Swygard seconded. Weitzel said he wanted to make sure that they are tying this motion to the site plan. Eastham and Swygard said they both support that. Dyer said the question is whether Item #7 is needed. Weitzel said what he was hearing was that perhaps it wasn't as much of an issue as the Commission thought it might have been, at least from what the applicant is saying, that perhaps the one incident was an outlier event. Eastham said he's more inclined to support Item #7, and while thought he doesn't think it adds a lot of expense, he doesn't think the applicant or staff has a lot of information about the amount of noise that's generated by roof top mechanical systems. He said without some sort of measurement it's hard for him to figure out how far that noise might extend. He said he thinks a parapet around the entire building will add to its aesthetic appeal. Weitzel said he would favor a parapet over actual full acoustic dampening until they know there's a public need for it. Dyer said if there's a parapet, acoustical devices could be added later if there were complaints. Freerks asked if the parapet is in the site plan now. Miklo explained that for buildings of this size, there are some requirements for parapets, but he's not sure it would be required for the north side since it's not highly visible, but he will have to research the Code. He said the Commission could put a condition that there be a parapet on that wall if it's not otherwise required. Weitzel moved to amend language in Item #7 of the Conditional Zoning Agreement from the original motion that reads "Acoustical sound absorbing panels will be used to minimize noise from air conditioning and refrigeration equipment" to "A parapet wall shall be provided along the northwest elevation." Dyer seconded the motion to amend. Weitzel said his public need to do that would be the visibility from that entrance. The motion carried by a vote of 5 -1, Eastham voting no (Martin absent). Miklo said he wanted to clarify Item #2, which as written indicates that there would be no signage within that buffer, but it had been staff's intent to allow a monument sign at the corner of Dodge Street and Prairie du Chien. He suggested that the item should read " Except for a monument sign at the intersection of Dodge Street and Prairie du Chien Road, no sign shall be permitted within the 35 foot buffer or on the north and west sides of the convenience store facing the residential development." He said the rest of the item could remain as is. Planning and Zoning Commission December 6, 2012 - Formal Page 7 of 11 Swygard moved to amend Item #2 to include the language " No signs shall be permitted within the 35 foot buffer or on the north and west side of the convenience store facing the residential development except for a monument sign at the intersection of Dodge Street and Prairie du Chien Road." Weitzel seconded the motion to amend. Freerks said this is the intent the Commission had, and this is what the applicant can expect, and it's good to make this clear at this point. The motion carried by a vote of 6 -0 (Martin absent). A vote was taken and the motion passed 6 -0 (Martin absent).. Thomas said since they have deleted any reference to acoustical sound absorbing panels, what would be the process if neighbors came to find the noise levels unacceptable. Miklo said that would have to be pursued under the Noise Ordinance, but he doubts it would rise to the level of the Noise Ordinance. He said an option might be to have a condition regarding neighbor complaints, but that would be difficult to write into a Conditional Zoning Agreement. Freerks said she wasn't comfortable making that a condition. Dyer said the person who raised the complaint lives near the 1st Avenue store, which is 20 years old, so it would have older equipment. Weitzel said he would think that they have already voted on that so the matter is settled and final. Miklo said you could make another motion to add another condition but he doesn't know how that could be constructed to allow the City to go back after the building is constructed. Freerks said she'd like to think that the parapet will take care of this, and at some point you have to have confidence in this solution. She said every development is a bit of an experiment, and the Commission makes good and bad choices, but she hopes and thinks that this one will work. Miklo said based on his research, an acoustical panel is basically a panel similar to a parapet wall. Freerks said she thinks this will a wonderful addition to the neighborhood, and there has been quite a bit of care taken in making it fit, although she's sure it won't be to everyone's standards, which is always the case. She said it's best to keep a grocery store in this area and has spoken to people who weren't happy about some aspects of the project but who were excited about the coffee drive - through. She said she's happy to see it expand in the neighborhood because it might bring some energy to the area. Weitzel said the vast majority of comments has been positive about this project, but the Commission wants to make sure that it does fit into the neighborhood, and all of their discussions have been aimed at doing that. Dyer said she lives in this neighborhood and she and her neighbors are looking forward to it. Planning and Zoning Commission December 6, 2012 - Formal Page 8 of 11 She said it's important to recognize that anything would be better than the noise from Roberts Dairy and their truck loading in the middle of the night. Freerks said she missed seeing the cow. Thomas said he thought the process of review had worked well on this project, and he's please that through discussion with staff, the Commission and the neighbors, the results have moved in a good direction. Eastham said he is reasonably confident that the end result is going to be a development along a major entrance to the city that will serve well the Commission's efforts to have some aesthetic quality to these entrances, and he thinks this will work very well. He said he appreciated the applicant's cooperation and work with the staff to make the parking lot and the drive- through store with the canopy over the gas station and the store design fit into this location. He said he thinks the Comprehensive Plan supports this use of this area. Swygard agreed with Eastham and said it will be fantastic to have this new store there. She said the parking seems excessive to some people, and the thought is that many neighbors would maybe walk to the store, but she confessed that even if she lived close to this store, she would probably drive because of the large amount of items she would buy. She said she thinks the development will work out well for that area. A vote was taken and the motion carried 6 -0 (Martin absent). Comprehensive Plan Item: Discussion of an amendment to the Comprehensive Plan to adopt the Downtown and Riverfront Crossings Plan as an element of the Comprehensive Plan. Miklo said he has passed out some language to add to the section on student housing to emphasize the need for open space He said on page 19 there is a sentence that needs corrected, and it should read "the time and money cost of infill development as opposed to highway- oriented green filled office development including the cost of on -site parking for certain tenants could make attracting new office development difficult." He added that the map on page 29 needs corrected. He said staff is recommending approval of this document, that it become part of the Comprehensive Plan to guide further development downtown and in Riverfront Crossings. He said if City Council approves this, staff will come back with a zoning code for the Riverfront Crossings area that will be a "form -based code ". Eastham asked if the plan before the Commission includes the new language. Miklo said it doesn't, but as long as the Commission approves of that change in language, an amendment would not be needed. He said from a question that arose at the Commission's informal meeting on December 3rd, staff spoke with the City Forester and the consultant about street trees on Burlington Street. He said Burlington has a very confined right -of -way, and they will get more detailed plans to identify species that will work there. Eastham asked about a portion of the plan that discusses developmental incentives and how they might be used. He said the purpose of the incentives that are discussed are to facilitate the development of "higher end residential and office products within the plan area" to exclude the possibility of other kinds of residential development being supported by those economic development tools. Miklo said the goal is to bring something to the mix that's not being Planning and Zoning Commission December 6, 2012 - Formal Page 9 of 11 produced in the area, and the terminology was to make an indication that the City wants to see housing that is different than the typical student housing apartment. Freerks opened public hearing. Freerks closed public hearing. Freerks said although no one from the public is here tonight, there has been great interest in the plan. Weitzel moved to recommend approval of this Downtown and Riverfront Crossing Plan to become part of the Comprehensive Plan with the suggested language on the student housing and full amenities that was provided this evening. Eastham seconded. Dyer said she thought this was very exciting. She said she had felt that Coralville was doing a lot of redevelopment, and it satisfies her that Iowa City has a plan for redevelopment of the riverfront. Swygard said she is also glad to see this plan be put in place so they can move forward. She said she is particularly pleased to see the west side of Riverside Drive included in this plan. Eastham said this plan is an excellent response to the damages caused by the 2008 flood, and he was delighted by the amount of public participation in the various activities that were available. He said he is attracted in the changes to the use of the Iowa River banks and channels, change in use of the Wastewater Treatment Plant and the changes in use of Ralston Creek waterway. He said all these changes will make this area more attractive and is moving away from a no longer needed railway. He said the streetscapes and sustainability and energy reduction features of the plan have been well thought out and are doable. He said it will be interesting to see how these design concepts play out — if or if not there is a change in railway transportation access through this area from the east to west. He said this plan has the potential for providing an acceptable, fair and reasonable area to accommodate student housing needs in the near downtown area as opposed to what they've been dealing with for the past few decades. Eastham said he anticipates that situation will be changed for the better overall in the community. He said he is also very interested in making sure that the economic development tools, which are explicitly addressed in this plan, are made available for housing for all income ranges, especially for long -term residents. Thomas said he thinks it's a very important document covering a number of issues facing Iowa City. He said there had been discussion at their December 3rd meeting about light rail, and he wanted to present the alternative of bus -rapid transit (BRT), as light rail is quite expensive. He said even large cities are going with BRT because it's less costly and more flexible in that you can change the routes. He said his concern is that he's familiar with some of the other district plans the city has developed, and what he's observed is how market forces have distorted the vision. He's concerned how the vision can move forward effectively without addressing those market forces. He said this is a proposal for properties all held privately, so how those properties will be compelled to move in the direction indicated in the plan is not clear to him. He said all the goals and details of the plan are extraordinary. Thomas says he understands that one of the City owned properties at Court and Linn Street only received one bid, so it was Planning and Zoning Commission December 6, 2012 - Formal Page 10 of 11 rejected. He said how they move this vision forward needs careful consideration. Weitzel said during the design charrette they kept talking about the sobering news of the market analysis and the positive news of designing this plan. He said the market analysis is a prediction that's not a forecast. He said they need to stay positive and say things like the light rail line is following what was a commuter line that was built to be a commuter line, so let's have light rail. Thomas said he was just presenting another option should the funding fall through. Weitzel mentioned that Chicago, Minneapolis, and Denver all have light rail that is very productive. Freerks said it's a large scale in fill and redevelopment plan, and that is something that hasn't been tried in this community in this way. She said she thinks it's really uplifting to see it come to this point. She said she thinks it's really going to happen. She said excellent communities come through planning and thought and this a big part of it — the community and planning staff worked hard to try to come up with something that tries to attain high goals yet seems achievable in a community of our size. She said she hopes for better student housing options, sooner rather than later, which is critical to maintaining some of the neighborhoods close to downtown. She said she is proud to see this adopted and move forward. A vote was taken, and the motion carried 6 -0 (Martin absent).. Consideration of Meetinq Minutes: November 8 and November 15, 2012: Eastham moved to approve the meeting minutes of November 8 and November 15, 2012, with minor corrections. Weitzel seconded. A vote was taken, and the motion carried 6 -0 (Martin absent). OTHER: ADJOURNMENT: Eastham moved to adjourn. Dyer seconded. The meeting was adjourned on a 6 -0 vote (Martin absent). z O NO 20 O� OW ZV Z Np 06 Z o W Z~ H ZQ Z Q J a z P w w O J N a O LL i; XXX I -XXX W) x X X i XXX X �IXIXIXIIIXIXIXIX o XXX I X X o X v HxH X x r xxx i xxxo LU xxx I xxxo oxx i xloxo nlxxx 1 xxxx xxlx ; xxxo R l>+dX1 :xxxx ;lxlxl><l 1 lxlxl><I>< — ,W) I&XIxI 1 IxIxHx xxx x i x x x M xxx XXxo o X x x X X X X M co — x x x x I X X X N Nx x x x : x x x m xxxx : X X x �XLO kn tf) � OOOOOOOO w 00ao'SF- uRRC6 �Nw =ww_aa UJ CL >- a<<w � -wwaoa iW - _IU 1�cn�'S z F- w w J oc O LL Z E O D -00 o z X LU a� c (D E rn 0 cn a`QQz w� xooz W Y N_ O N m c O E an a CL Y 41 °oxx ; Xxxo LLJ r ;Wxw O LU O I x L1 O a, �Xxx ; xxxo ^xxx x0X0 000Xx xx00 uj Lli ,xxx : xxxx QXX, ! xxxx Mxxxo; xxx ti N x x x x i x x x N M x x x x i X x x N cn o(DmNI� -��M ��= --- z z Z z z Wa.�LO X 0 0 Mm0LOMm 0 0 0 0 0 0 W W_ J w J >- azMLu OVawa OCLOM Q�cnmao -'F- U= W Z Q g W w �— wo-i —C9MH_ mWfnWait =W E O D -00 o z X LU a� c (D E rn 0 cn a`QQz w� xooz W Y N_ O N m c O E an a CL Y 41 DRAFT POLICE CITIZENS REVIEW BOARD Ip10 MINUTES — December 18, 2012 CALL TO ORDER: Staff called the meeting to order at 12:35 P.M. MEMBERS PRESENT: Kingsley Botchway, Royceann Porter, and Donald King MEMBERS ABSENT: Melissa Jensen and Joseph Treloar STAFF PRESENT: Staff Kellie Tuttle present ELECT TEMPORARY CHAIR Staff announced that due to conflicts of interest, both Jensen and Treloar would have to abstain from Complaint #12 -05 and a temporary Chair would need to be elected. Motion by Botchway, seconded by Porter to elect King as temporary Chair for the duration of Complaint #12 -05. Motion carried, 3/0, Jensen and Treloar absent. EXECUTIVE SESSION Motion by Porter and seconded by Botchway to adjourn into Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22 -7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 3/0, Jensen and Treloar absent. Open session adjourned at 12:36 P.M. REGULAR SESSION Returned to open session at 12:41 P.M. Motion by Porter, seconded by Botchway to set the level of review for PCRB Complaint #12 -05 to 8- 8- 7(B)(1)(a), on the record with no additional investigation. Motion carried, 3/0, Jensen and Treloar absent. Motion by Botchway, seconded by Porter to request a 30 -day extension for PCRB Complaint #12 -05, due to timelines and scheduling. Motion carried, 3/0, Jensen and Treloar absent. ADJOURNMENT Motion for adjournment by Porter and seconded by Botchway. Motion carried, 3/0, Jensen and Treloar absent. Meeting adjourned at 12:43 P.M. unuuu y CD eD �CrQ CD H aa H r� � N � d o N O r HI n y O R. r.t CD f QCi W W �, W LA ON W yC yC >C yC yC iC yC >C >C yC N �C X X yC )C >C >C yC N O ki A H aa H r� � N � d o N O r HI n y O R. IN IOWA CITY TELECOMMUNICATIONS COMMISSION DRAFT MONDAY, NOVEMBER 26,2012--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST. -TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Laura Bergus, Alexa Homewood, Matt Butler, Hans Hoerschelman, Nicholas Kilburg MEMBERS ABSENT: STAFF PRESENT: Mike Brau, Bob Hardy, Ty Coleman OTHERS PRESENT: Josh Goding, Bond Drager RECOMMENDATIONS TO CITY COUNCIL None at this time. SUMMARY OF DISCUSSION Hardy distributed and read through a list of questions that need to be addressed in planning for a joint access facility. Homewood asked if there is a timeframe for determining the answers to these questions and for moving into a joint facility. Hardy said there is no definitive timeframe but probably not before six months. Hardy said any facility will need the approval of the City Council, as it would involve incorporating it into PATV's contract. Butler asked if a larger facility than those of the City Cable TV Office or PARV's facility is contemplated. Hardy said a larger facility might not be better. A larger facility involves greater costs. The current amount of space at the City facility, for example, may be adequate. Bergus asked if there has been any financial analysis of the actual costs and potential savings in a joint facility. Hardy said there has not been such an analysis to this point. He was instructed by the City administration to look into a joint facility. Bergus said the process seems backwards. If the goal is to achieve greater efficiencies and reduce spending, all costs should be analyzed and possible savings identified. Bergus said the Commission needs to consider all financial possibilities and if a joint facility can not be shown to result in significant savings that needs to be brought forward. It makes little sense to discuss a joint facility until ballpark financial information is available. Hardy said his instructions from the city administration are to explore a joint facility. Bergus said the job of the Commission is not to take any particular conclusion as the best option, but to advocate for the best delivery of access services. Hardy said he would develop a financial analysis for the Commission to review. Bergus said that the first step in the process should be to determine approximately how much money will need to be saved over the long term given the reduced funding level after 2018 and then look at how that might be reached. Regarding the broadband survey Hoerschelman noted the document in the meeting packet outlining the remaining tasks before a survey can be conducted. APPROVAL OF MINUTES Hoerschelman moved and Bergus seconded a motion to approve the amended October 22, 2012 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS Hoerschelman noted that the December meeting is scheduled to fall on December 24 and suggested that the meeting be moved up a week to Dec. 17. The Commission agreed to change the meeting date. SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Hardy noted that a complaint report was included in the meeting packet. The police department now has the contact information for Mediacom for emergency situations. Kilburg asked if there was any evidence to suggest that the outages on the Fox channel were deliberate. Hardy said there was not. MEDIACOM REPORT Hardy said that Grassley had a conflict and could not participate in the meeting. Hoerschelman noted that Mediacom's retransmission consent agreement with Sinclair expires at the end of the year. Hoerschelman asked about an inquiry he forwarded to Hardy regarding the lack information on the Internet of Mediacom's rates. Hardy said he had not forwarded the question to Grassley but will do so. LOCAL ACCESS CHANNELS REPORTS Drager reported that the library channel would be moving to the information technology department within the library's organizational structure. Hal Penick will ultimately be responsible for the channel. Goding reported that PATV's next board meeting will be held Dec. 13 at 7 p.m. A high - definition camera workshop will be held Dec. 20. A printed newsletter will be available before the end of the year. CABLE TV ADMINISTRATOR REPORT Hardy said the only thing he had to report would be covered in the next agenda item. JOINT ACCESS FACILITY Hardy distributed and read through a list of questions that need to be addressed in planning for a joint access facility. That list is pasted below. INUM 2. 1 merge must sqWWO control of GoV==nt Production Int ftblic, AcceSS production to cusure the integrity of st Amendment rights r r. tt - 3. BUF this does not mean there cannot 1 a common effort to produce i r i « it bave to r' i t projected for a not operate with now, This is not oppommity fbr r E but fttsbNd an opportunity and test erl .« :+ environment for the post City fimiehise 5. We need to define how we can jointly use current resomces at minimum levels and at m imum efficiency. - F' " '« 1• i t building i 7. Joint isss of concern to be determined must include: what size r « r' facility is needed, where r i « such S &Ziry be office, i pg and sc rrr space needs, office and J oint production t Maragement Straftegies, i �r 1 it sli irk t rip i- - MLI 'W management of financial system of « r of differences. s r ri ar # • r' tr, t tiIr r+l:°- 'r «Mt' kk n production possible with reduced resourm. Fr «r « t «{t: Homewood asked if there is a timeframe for determining the answers to these questions and for moving into a joint facility. Hardy said there is no definitive timeframe but probably not before six months. Hardy said any facility will need the approval of the City Council, as it would involve incorporating it into PATV's contract. Butler asked if a larger facility than those of the City Cable TV Office or PATV's facility is contemplated. Hardy said a larger facility might not be better. A larger facility involves greater costs. The current amount of space at the City facility, for example, may be adequate. Bergus asked if there has been any financial analysis of the actual costs and potential savings in a joint facility. Hardy said there has not been such an analysis to this point. He was instructed by the City administration to look into a joint facility. Bergus said the process seems to be backwards. If the goal is to achieve greater efficiency and reduce spending, the costs should be analyzed and possible savings identified. It has not been demonstrated at this point how much money, if any, a joint facility will save, or if it is the best means to achieve greater efficiency. Hardy said because the value of the City Cable Office has appreciated in value, Markus believes it may be best to sell the facility or rent it out and use the proceeds to fund access operations. He did note that there are also costs to creating a joint facility, such as potential remodeling, paying rent when the City Channel doesn't currently have rent expenses, moving equipment, and moving a local origination point. Bergus said the Commission needs to consider all financial possibilities and if a joint facility can not be shown to result in savings that needs to be brought to the administration's attention. There are other possibilities for saving money beyond a consolidation of facilities and all options need to be on the table. It makes little sense to discuss a joint facility until ballpark financial information is available. Hardy said his instructions from the city administration are to explore a joint facility. Bergus said the job of the Commission is not to take any particular conclusion as the best possible option, but to advocate for the best delivery of access services. Hardy said he would develop a financial analysis for the Commission to review. Bergus said that the first step in the process should be to determine approximately how much money will need to be saved over the long term given the reduced funding level after 2018 and then look at how that might be achieved, rather than plan for a joint facility and hope that it results in savings overall. BROADBAND SURVEY Hoerschelman noted the document in the meeting packet outlining the remaining tasks before a survey can be conducted. That list included: 1. Bob will contact the City ITS department regarding any input on the survey instrument. 2. Mike will draft an email to be sent a select group of City employees to beta test the survey instrument. 3. Hans will (has) draft(ed) language explaining the purpose and goals of the survey for use in solicitation of respondents and to be included in the survey instrument itself. 4. Bob will inquire into sending a request to complete the survey to all City employees. 5. Hans will inquire into sending a request to complete the survey to all ICCSD and Ul employees. 6. Bob will inquire of the City ITS department the IP address(es) of city computers so respondents are not using City computers to fill out the survey. 7. Hans will inquire into the ICCSD and UI IP address. 8. Mike will (has) gather info and costs to include water billing stuffer soliciting respondents. 9. Bob will inquire into Mediacom billing stuffer soliciting respondents. 10. Hans will inquire into companies /organizations that could conduct a phone survey and the costs. ADJOURNMENT Bergus moved and Butler seconded a motion to adjourn. The motion was approved unanimously. The meeting was adjourned at 6:33 p.m. Respectfully submitted, Michael Brau Cable TV Administrative Aide TELECOMMUNICATIONS COMMISSION 12 MONTH ATTENDANCE RECORD (X) = Present (0) = Absent (O /C) = Absent/Called (Excused) Hoerschelman Ber us Homewood 5/28/11 X X X X Homewood x 6/27/11 x o/c x x X 8/27/11 x x x o/c X 9/24/11 X X X X X 10/24/11 X X X X X 11/26/11 X X vacant X X Kilbur 2/25/12 X X x x X Butler 3/26/12 o/c x o x X 4/23/12 X X X X X 5/21/12 X X X X X 6/25/12 X X X X X 7/23/12 x X X X X 8/27/12 x x x x X 9/24/12 X X X X X 10/22/12 X X X X X 11/26/12 X X X X x (X) = Present (0) = Absent (O /C) = Absent/Called (Excused)