The URL can be used to link to this page

Home My WebLink About2013-11-12 Bd Comm minutes11 P a g e _ 4a(3) MINUTES IOWA CITY CITY COUNCIL JOINT MEETING OCTOBER 28, 2013 IOWA CITY PUBLIC LIBRARY — ROOM A Present: Terry Dickens (IC), Coleen Chipman (NL), Jim Throgmorton (IC), Mitch Gross (C), Rod Sullivan (JC), Tim Kemp (H), Jeff McGinness (ICCSD), Sally Hoelscher (ICCSD), Don Saxton (0), Brad Kunkel (S), Cassandra Lippincot (S), Matt Hayek (IC), Jim Fausett (C), Tom Salm (NL), Gerry Kuehl (NL), Michelle Payne (IC), Louise From (UH), John Etheredge (JC), Tom Gill (C), Pat Harney (JC), Terrence Neuzil (JC), Michon Jackson (T), Connie Champion (IC), Tuyet Dorau (ICCSD), Chris Hoffman (NL), Rick Dobyns (IC) Steve Murley (ICCSD), Tim Kuehl (CCA), Dave Wilson (JCEMA) (IC = Iowa City; NL = North Liberty; C = Coralville; JC = Johnson County; H = Hills; ICCSD = Iowa City Community School District; O = Oxford; S — Solon; UH = University Heights; T = Tiffin; CCA = Clear Creek Amana Schools) CALL TO ORDER Iowa City Mayor Hayek called the meeting to order at 4:30 P.M. WELCOME AND INTRODUCTIONS Iowa City Mayor Hayek welcomed everyone and thanked them for attending. He then asked that the elected officials and attending staff introduce themselves; and noted that there is an attendance sheet going around for everyone to sign. DISCUSSION/UPDATE OF THE FOLLOWING: a. School District Facilities Plan Update 1) Iowa City Community School District (ICCSD) — Supt. Stephen Murley presented an update of the District's facilities plan, noting that the School Board met last Tuesday. One of the items they were presented with was a $258 million 10 -year master facility plan, along with a phasing process timeline to show how this would all come together. Murley stated that the Board was also presented with a proposal for implementing the Diversity Policy in consideration of new attendance zones. The District has gathered quite a bit of feedback concerning this matter and has been busy revising the drafts that were originally presented to the Board. A discussion then ensued, with Mayor Hayek asking about the anticipated GO Bonds for this issue. Murley explained how the consultant they hired took all of the buildings in the District and their projects, and came up with the overall $258 21 Page million plan. He further clarified the District's financial standing, noting that they are currently underleveraged, with only two outstanding General Obligation Bonds. Both of these bonds are due to be retired in 2017. The recommendation to the Board was to consider a new GO Bond upon retirement of these two bonds. The District is looking at an equivalent of $109 per $100,000 house to complete the recommended master plan. rley continued to respond to questions, with Hayek asking if the Dist ' tties spe 'fic facilities projects to RPS versus the anticipated GO Bond. ley expla' ed the revenue sources that the District has and how they y1d use these to acco plish the goals of the 10 -year master facility plan. He o noted that on the ICC 's web site, there is a link to all of this document on, if anyone would like to see actly what was presented to the Board. Mit , :Gross (C) stated that he has heard at kids will be redistricted multiple, mu, ple times. He asked Murley if there was any truth to this. Murley respo , ed that they were working on this very issu earlier today, to see if they cou reduce some of these transitions. He not d as an example the openi of Borlaug Elementary School and how when this o urs, the District wou redistrict students coming out of Roosevelt, Horn, and eber to balance t demographics here. In addition to these redistricting issues, urley note that they also have to take into consideration the Diversit Policy. his policy must be fully implemented by the 2018 -19 school year. Murle rei rated that the District's facilities plan is not due to be completed until 2023. e to this, there may be some redistricting done prior to new buildings bein p ed, in order to comply with the Diversity Policy. Jim Throgmorton (IC) oke about he Press - Citizen coverage of the District's plan, stating that he as surprised to ee what looks like a new school being completed right a yin the Dist rict. urley responded, noting how the plan add/min, th schools and existin schools. Existing schools are in need of addd ew seats are needed for th continued growth of the District. Mu that in any given year you w 1 see both a major renovation project and one, as well as an addition. The 'meline lays out how each year add District's needs, through both ne schools and renovations to exis. Murley further explained the Dis ict's revenue streams and how the used to meet the plan's goals. /by ayek (IC) asked for further clarification on the Dist 'ct's ability to gauge perational capacity as they move through this facilitie plan. Murley noted that I you go to the District's web site you can find a very 1 ge graph, broken down month, which shows how this process will work. Fro the beginning of a oject to the end, it will be documented here. At the botto of this same page, Murley noted that they have broken down the capacity stand oint by K -6, 7 -8, and 9 -12. It shows the enrollment capacity, with and without e District's modular facilities, as well an enrollment projections moving fo ard. 2 1 P a g e REVISED million plan. He further clarified the District's financial standing, noting that they are currently underleveraged, with only two outstanding General Obligation Bonds. Both of these bonds are due to be retired in 2017. The recommendation to the Board was to consider a new GO Bond upon retirement of these two bonds. The District is looking at an equivalent of $109 per $100,000 house to complete the recommended master plan. Murley continued to respond to questions, with Hayek asking if the District ties specific facilities projects to RPS versus the anticipated GO Bond. Murley explained the revenue sources that the District has and how they would use these to accomplish the goals of the 10 -year master facility plan. He also noted that on the ICCSD's web site, there is a link to all of this documentation, if anyone would like to see exactly what was presented to the Board. Mitch Gross (C) stated that he has heard that kids will be redistricted multiple, multiple times. He asked Murley if there was any truth to this. Murley responded that they were working on this very issue earlier today, to see if they could reduce some of these transitions. He noted as an example the opening of Borlaug Elementary School and how when this occurs, the District would redistrict students coming out of Roosevelt, Horn, and Weber to balance the demographics here. In addition to these redistricting issues, Murley noted that they also have to take into consideration the Diversity Policy. This policy must be fully implemented by the 2018 -19 school year. Murley reiterated that the District's facilities plan is not due to be completed until 2023. Due to this, there may be some redistricting done prior to new buildings being opened, in order to comply with the Diversity Policy. Murley responded to questions, noting the plan addresses both new schools and existing schools. Existing schools are in need of additions, and new seats are needed for the continued growth of the District. Murley added that in any given year you will see both a major renovation project and a minor one, as well as an addition. The timeline lays out how each year addresses the District's needs, through both new schools and renovations to existing ones. Murley further explained the District's revenue streams and how they will be used to meet the plan's goals. Hayek (IC) asked for further clarification on the District's ability to gauge operational capacity as they move through this facilities plan. Murley noted that if you go to the District's web site you can find a very large graph, broken down by month, which shows how this process will work. From the beginning of a project to the end, it will be documented here. At the bottom of this same page, Murley noted that they have broken down the capacity standpoint by K -6, 7 -8, and 9 -12. It shows the enrollment capacity, with and without the District's modular facilities, as well an enrollment projections moving forward. 31 Page Hayek further clarified his question, asking if they will have the ability to staff new facilities as they come on -line. Murley responded, noting that they consider these First costs and Second costs. First cost refers to getting the facility built, and Second cost refers to operating it. Murley explained how the District looks at this, noting that when students and teachers go from modular units to new brick and mortar, there are no new costs associated as the teacher is already staffed there. He added that getting classrooms out of these modular units is actually more efficient as they are fairly expensive to operate. Murley continued, noting that they have been growing extremely fast. The District is slated to grow 2,500 students over the next 10 years, or 250 new students per year. The District has been above this pace for the past two years, according to Murley, and will continue to be above that this year. Funding is based on a per -pupil basis, and this is what funds much of the District's Second costs, according to Murley. Rick Dobyns (IC) asked Murley to describe what the first thing to be built is — the third high school or east side elementary schools. Murley responded that the Board will be getting plans for Penn and Twain Elementary Schools in the very near future, as both are in immediate need of additions. He continued, noting the needs at the different levels as the students move through the system. A third high school should be a reality by the 17 -18 or 18 -19 school year, depending on how the process works for that project. Connie Champion (IC) asked which schools are using the modular units the most. Murley noted that Grant Wood Elementary has 175 students in modular units currently. Penn is another school with quite a few students in modular units. Champion noted that she agrees they need a third high school but that she believes they need to upgrade some of these elementary schools first, especially the east side schools. Louise From (UH) stated that her concern has to do with the School Board's removal of public input from some of their agendas. Jeff McGinness (ICCSD) replied to From's concerns, noting that the School Board has been shifting the way they normally meet. Typically they would have two full -blown meetings per month, but they recently changed one of these to a business meeting. He noted that there were two meetings where they did not have public input as it was a consent agenda. Since then, however, public input has been added back in to all formal Board meetings. 2) Clear Creek Amana Community School District (CCA) — Supt. Tim Kuehl (CCA) spoke next about the CCA's facilities plan. At the School Board's October meeting, they set a bond election for February 4, 2014. Kuehl further clarified what this $48 million proposed bond would entail — a new elementary school for the east side of the District; an addition at the high school; and an addition at the middle school. These additions would include academic wings, as well as some extracurricular facilities at the high school. Kuehl continued, noting that there will be some community meetings on November 7th at Amana Elementary, November 12th at Clear Creek Elementary, November 14th at the middle school, and November 25th at North Bend Elementary. 41 Page Tom Salm (NL) asked if the District has any sites in mind for the elementary school that would serve the North Liberty, Tiffin area. Kuehl responded that they are still working on this issue, but that he would anticipate having an agreement done at the November 13 Board meeting. At that time they would be able to publicize the location of this new elementary school. Coleen Chipman (NL) stated that she has heard there will be no increase in their taxes and she questioned how the District could move forward with their plan with no increases. Kuehl responded, explaining how the CCA District set their levy rate for bonds and how they have lowered some other rates within the General Fund in order to achieve this. Chipman noted that this is a good thing for residents to know. b. Tier II Extremely Hazardous Substance (EHS) hazardous material facility fees (Johnson County) — EMA Coordinator Dave Wilson spoke to the issue of Tier II hazardous material facility fees for Johnson County. He began by stating that they were challenged a couple of years ago to come up with a better funding solution for the countywide hazmat team. As they began to look into the funding streams for this, one of the questions being asked was what's in it for the facilities that store Tier II and EHS's, and why aren't they contributing to those funding streams. First the per capita rate was increased from 25 -cents to 50- cents. As they continued to look at this, however, they noted that Cedar Rapids had taken on a new method of funding their hazmat team — a Tier II Extremely Hazardous Substance funding structure. In those situations, the facilities that house those hazardous chemicals actually pay in to fund the hazmat teams. Wilson continued, explaining what Johnson County has to contend with in the Tier II category. There are 86 Tier II facilities spread throughout the county, with nine major pipelines, and three bulk facilities that run throughout. The Johnson County team also responds to situations that occur on the interstates and on the rail system. Wilson stated that after the west Texas explosion, they looked more closely at what other cities and counties in Iowa and surrounding states are doing. If they were to use this new method of funding, it would basically be a move from a taxpayer -based funding stream, where it's a per capita levy that taxpayers pay, to more of a funding stream that is based on risk and the people that are causing that risk. Wilson then turned the discussion to what it costs to fund the Johnson County hazmat team. He reiterated what he said at the beginning of the discussion, that the question kept coming up as they reviewed the revenue stream for the hazmat team, just what was in it for those storing these hazardous materials. He reminded the group too that they only bill for actual spills. After looking at the model that Cedar Rapids uses, Wilson stated that they were able to come up with a way to fund the team at about a quarter of what Cedar Rapids charges. This would allow them to have a lot of funding for the team, which currently operates on about $71,000 a year. Wilson further explained how the facilities would be charged under this proposed system, noting an incentive for these Tier II and EHS i I Page facilities to actually store less of these hazardous materials. Wilson noted that both Peoria and Cedar Rapids have had good success with this model and have seen a reduction in the amount of product stored in their communities. In order to achieve the proposed, Wilson explained that it would be necessary to do a countywide ordinance. He further explained that the Johnson County Board of Supervisors asked him to attend today's meeting to see if there is interest from the various municipalities to move forward with this. To make it work, Wilson reiterated that they would need to make it a countywide ordinance and resolution. The reason for this is the hazmat team responds countywide, and is also a part of the Emergency Management Commission, which is part of each of the municipalities in this area. Also in this proposal is an increase every two years based on the consumer price index. This will alleviate having to come back and readjust the formula constantly. Wilson noted that many cities themselves generate both Tier II and some hazardous materials, such as chlorine at the water plant or bulk diesel fuel. With these proposed changes, Wilson noted that a city like Iowa City could see their per capita rate go down to under $5,000 per year, which is much less than currently. With the initial proposal, the team would be looking at $116,750 per year. They could then adjust it down after the first year, but first they need to see what changes are coming from the State of Iowa. He further explained what this entails, noting that the team does not want to underfund themselves right away and want to wait and see what the changes will bring. Then they can adjust these rates. The team needs to make sure they are funded well enough in order to provide the services needed. Pat Harney (JC) asked Wilson to clarify if this money is being used for cleanup, as most insurance companies cover this, and whether this money is for equipment and training for the hazmat team. Wilson responded that this money is for equipment and training of the team. He further explained what is covered, and what is not covered, when they invoice for a spill situation. Mayor Kemp (H) asked if these fees will be constant to the Tier II or if they will fluctuate year to year. Wilson explained that they are trying to keep a consistent amount and that this is one reason they are using the CPI, the Consumer Price Index. Chris Hoffman (NL) stated that he is unable to find any downside to this proposal for either the cities or the taxpayers. He asked Wilson if he would share with them what the downside is. Wilson responded that he himself has considered this and has been unable to find a real downside. He did caution, however, that during the first year as they work through this restructuring, he would like to see the funding stay fairly constant so they don't end up in a deficit down the road. If this proposal is adopted, Wilson noted that they would like to get notices out in January. Jim Throgmorton (IC) asked if Wilson could better explain what Tier II is and what this involves. Wilson responded, noting how the EPA has different classes of chemicals — Tiers 1, II, and III. These are based on the level of hazard associated with the chemical. He reiterated that quantities of these hazardous 61 Page chemicals and substances is part of what drives these fees. With a reduction in the amounts stored, businesses could see lower fees overall. Rod Sullivan (JC) stated that some of the businesses in town may need to store more of these materials, due to the nature of their business. His question is whether or not the hazmat team would be able to handle a spill of that nature and magnitude without the appropriate funding. Wilson stated that one of the questions that keeps coming up is which business or industry in the area is going to see the most impact. He stated that the University of Iowa will see about a $25,000 fee under the proposed plan. Procter and Gamble is next on the list, followed by some of the fertilizer companies, according to Wilson. Wilson did reiterate that the worst case scenario for anyone is the $25,000 fee per year. The discussion turned to some of the costs associated with having a hazmat team. The special suits can run $1,100 each and they are only used once. Wilson noted that a lot of the special equipment can decay over time. For example, the suits have to be tested annually and will degrade over time due to non -use. Pat Harney (JC) stated that one other concern he has is about railroad car storage. Wilson stated that this issue was brought up at a recent meeting and he did some checking with local railroad companies on this. He was told that these railroad cars are not used for long -term storage, that the railroads require the product be removed typically within 14 days. He further explained some of these timelines and who becomes responsible if there is an incident. John Etheredge (JC) brought up the topic of people locating outside of Johnson County, basically moving their Tier II outside of the county. He asked if the hazmat team would go away in a case like that. He questioned businesses storing outside of Johnson County just so they could avoid these fees. Etheredge questioned if businesses are going to have too many hurdles to jump to stay in Johnson County and whether this proposal will have a good impact or not. Wilson gave the example of Rockwell Collins, stating that they would be charged a quarter less in Johnson County than Linn County, under the proposed plan. He said if that was the case, Rockwell Collins would start moving things, but they won't. The fees amount to such a small expense that he does not feel they will be a hindrance to businesses. Tom Gill (C) also raised some questions, asking Wilson how long before the Johnson County rate is the same as the Cedar Rapids' rate. Wilson stated that he does not plan to increase the formula, and that ultimately it would be up to the Board or the Commission to raise this. Gill also asked how Des Moines handles this issue. Wilson explained that Des Moines still uses the taxpayer- funding model. Etheredge then asked how other emergency services are funded. He questioned the funding going from a `property tax' related thing to a Tier 11 or EHS facility fee. Wilson further explained hazmat and how most teams are funded. Brad Kunkel (S) brought up the fact that there should be less transporting of these substances into town if entities are going to store less of it. 71 Page Etheredge (JC) continued to express his opinions on this proposal. He stated that he believes this could put Johnson County at an unfair advantage for competition of business with surrounding areas. Throgmorton (IC) stated that he disagrees, that economically the risk associated with these Tier II and hazardous materials are a negative externality, and the wise thing is to internalize the costs of these negative externalities into the prices of goods produced by private firms — instead of shifting these costs to the public taxpayer. Wilson continued to respond to questions and concerns. Hayek then asked Wilson what he needs from them today on this issue. Wilson stated that the Board of Supervisor would like to have some kind of idea who supports this proposal before they move forward. After continued discussion, Hayek noted that they would await further word from the County on what they need to take to their respective boards on this issue. C. Opportunities for collaboration among local governments on subsidized services (such as bus passes and swim passes) (Johnson County) — Rod Sullivan (JC) spoke about possible opportunities for collaboration. He passed around a handout to the group, noting that this is something to help start this conversation. He noted that the County has been looking at some of their expenditures where the County is spending County tax dollars with the City's, such as in buying bus and swim passes. He questioned if there isn't a better way the two entities could work together in a more efficient manner on these types of things. Sullivan said the County is basically asking the City to look at this and mull it over, with the possibility of creating a committee to deal with this. Sullivan gave an example of their social service department attempting to buy a pass with the City. The focus here is primarily Iowa City, Coralville, and North Liberty, along with the County, according to Sullivan. Terrence Neuzil (JC) further clarified how they might work together on these issues, so that they can further stretch these dollars. It was also noted that the School District should be a part of this discussion, as well. A discussion will begin on this issue soon. d. Possible combination of County Assessor and City Assessor Offices (Johnson Coun — Terrence Neuzil (JC) spoke to this issue, noting that Supervisor Rettig was unable to attend this meeting. The issue is one in which it appears the opportunity will be coming up to consider such a change in the Assessors' offices due to retirements. He stated that he believes when you have such an opportunity you really need to relook at the structure of the organization. He suggested this begin at the Conference Board level and go from there. Neuzil noted that several years ago a study was done to see if there was an interest in combining these offices and there was not. Now that time has passed, he believes they need to check for such interest again. Sullivan (JC) noted that Polk County did this in 2005 and that their savings were approximately $300,000. Harney (JC) stated that he believes they should get the pros and cons of such a move from the Assessors themselves. 8 1 P a g e e. Update on planning to address fail and courthouse needs (Johnson County) — Neuzil (JC) spoke to this issue, as well, noting that he is addressing this in Supervisor Rettig's absence. In regards to the jail and courthouse, Neuzil noted that the Board of Supervisors, along with the County Attorney and the County Sheriff have been meeting to review and digest the large amount of input they received at their public forums. The issue is, of course, that there is still a jail and a courthouse that are out of space. Neuzil continued, stating that neither facility is as safe and secure as it should be. He continued to share all of the issues that still need to be addressed with the jail and the courthouse. One idea is to reprioritize things and another is to put the issue on the 2014 ballot. Neuzil added that the County will continue to seek input from both elected officials and citizens as they move forward through these issues. OTHER BUSINESS Mayor Hayek (IC) stated that he wanted to recognize Don Saxton (0) for a nice bio piece in the local paper recently; noting Saxton's long career of public service. Tuyet Dorau (ICCSD) noted that this coming weekend is a district -wide fundraiser with HyVee. Shoppers can `round up' their purchases and the extra amount will go directly to the School District's Foundation. PUBLIC COMMENT Becky Ross with `100 Grannies' for a Livable Future spoke to the group about a proposal for a phasing out of plastic shopping bags. She recounted many of the concerns, both with health and environmental, that plastic bags pose. The `100 Grannies' group is asking the assembled entities to consider a countywide phasing out of these plastic bags in order to keep them out of the landfill. Lorraine Arnsdorf, also of `100 Grannies', also spoke to the group. She spoke to the progressive nature of the area, asking the elected officials to consider imposing such a ban on plastic bags. Gerry Kuhl (NL) suggested that this presentation be given to the MPO group in order to come up with a countywide solution. Dianne Dillon- Ridgley, also of 'l 00 Grannies', spoke to how Washington, D.C. has worked to phase out plastic bags and to help educate consumers about using reusable cloth bags. Citizen Bob Welsh of Iowa City then acknowledged that Mayor Jim Fausett (C) will be leaving public service soon, as will Council Member Connie Champion (IC). He thanked them for their public service over the many years. SCHEDULE NEXT MEETING The next joint meeting will be held in Coralville on January 27, 2014, with a 4:00 P.M. reception and 4:30 P.M. meeting. ADJOURN The meeting adjourned at 5:45 P.M. Airport Commission September 19, 2013 Page 1 MINUTES IOWA CITY AIRPORT COMMISSION SEPTEMBER 19, 2013 — 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Howard Horan, Chris Ogren, Jose Assouline Members Absent: Minnetta Gardinier, Paul Hofineyer Staff Present: Sue Dulek, Michael Tharp Others Present: Matt Wolford, David Hughes, Jeff Edberg, John Yeomans FINAL RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None. CALL TO ORDER: Chairperson Horan called the meeting to order at 6:04 P.M. APPROVAL OF MEETING MINUTES: 4ME�■I Minutes of the August 15, 2013, meeting were reviewed first. Ogren moved to approve the August 15, 2013, minutes as presented; seconded by Assouline. Motion carried 3 -0, Gardinier and Hofineyer absent. Next the minutes of the September 3, 2013, meeting were reviewed. Horan asked for others to fill him in on this meeting as he was not able to attend. Ogren noted that they approved the resolution for the FAA grant. They also had Chuck McDonald present to talk about the Fly Iowa event. He shared how the event went in Perry, Iowa, and shared the brochure from that event. Ogren noted that they also discussed possible fundraising for the Fly Iowa event and how they should proceed from here. Horan moved to approve the minutes as presented; seconded by Ogren. Motion carried 3 -0, Gardinier and Hofineyer absent. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION /ACTION: a. Airport Commerce Park — Jeff Edberg was present to speak to Members regarding interest in the Airport Commerce Park lot sales. He shared that the buyer of Lot #9 is still very much interested; however, he has to sell a property downtown first so he did need an extension. Edberg continued, noting that this party may also be interested in Lot #8, as well. He added that there continues to be interest in the remaining lots, although some of the uses proposed would not be a good match for the area. Airport Commission September 19, 2013 Page 2 b. Farm Operations — Tharp noted that John Yeomans is present this evening. He added that this is the time of year when the Airport renews the agreement with Farmers National, and that Yeomans is here to give Members an update. Tharp stated that everything has been going well with this arrangement. Yeomans spoke to Members next, sharing how well things are looking now that much of the overgrowth has been cut back. He also shared details of the farming operation that takes place on Airport land and responded to Members' questions. Ogren then asked if the radio situation has been working for the guys working around the Airport grounds. Tharp responded to this, noting that everything has worked out well. The discussion continued with Yeomans talking to Members about the management agreement and what it entails. Horan asked if there were any changes to this year's management agreement. Yeomans stated that there are not any changes. Horan then asked Tharp what type of revenue they see with this agreement. Tharp stated that they receive around $30,000 from the farmland rental. Yeomans continued to respond to Members' questions regarding the farming operations. L Management Agreement — Assouline moved to approve continuation of the Management Agreement with Farmers National, seconded by Ogren. Motion carried 3 -0, Gardinier and Hofineyer absent. C. Fly Iowa — Ogren stated that things are moving forward. The subcommittee is meeting the second Tuesday of the month at 5:30. She invited others to attend when they can. Tharp shared that he recently attended the Aviation Promotion group meeting in Ankeny. He also dropped off the Airport's letter and documentation that show they have paid their $5,000 portion. d. FAA/IDOT Projects: AECOM / David Hughes L Runway 7/25 Parallel Taxiway — Hughes noted that the contractor still has some grading work to do, as well as some repair of the joint sealants. Ogren asked when this issue will be resolved and Hughes responded, noting that the contractor has not received payment yet. Members briefly discussed this issue, asking how they can get the pavement issues resolved once and for all. ii. Roofing Rehabilitation — 1. Public Hearing — Horan opened the public hearing. Hughes spoke about the roofing rehab with Members, noting that they have researched various roof systems. He noted that currently they are about $120,000 over in the funding for the two roof projects — the terminal building and building D. Tharp further clarified this, noting that they will have the funds to cover such a project. The hope is to receive some competitive bids for this combined project. Horan then closed the public hearing. 2. Consider Resolution #A13 -21 Approving the Plans, Specifications, and Form of Contract for Terminal And Building D Roof Rehabilitation — Assouline moved Resolution #A13 -21 as discussed, seconded by Ogren. Motion carried 3 -0, Gardinier and Hofineyer absent. ill. Obstruction Mitigation — Hughes stated that the contractor involved in this project has stated that he found the missing paperwork and that it is on its way to Hughes. iv. 2014 IDOT Grant Projects — Hughes noted that they did get the DOT grants out this past week for these projects. All of the surveying has been Airport Commission September 19, 2013 Page 3 completed. Hughes added that they hope to get several of these back in time for the Commission to set the public hearings soon. Tharp then responded to miscellaneous questions from Members. Hughes briefly touched on the three projects below. 1. Taxiway B rehabilitation and overlay 2. Taxiway B lighting 3. North T- hangar pavement maintenance e. Airport "Operations" — i. Strategic Plan — Implementation ii. Budget — Tharp noted that with the new system he no longer has to write check requests. Therefore he does not have the typical spreadsheet for Members to review. He is working on a new summary for Members and hopes to have this available soon. Tharp continued, pointing out some of the major monthly expenses the Airport incurs. iii. Management — Tharp noted that he will need signatures from Horan and Ogren for the FAA grants going out soon. He is expecting a Fed Ex package tomorrow with the necessary documents. f. FBO /Flight Training Reports - i. Jet Air — Matt Wolford with Jet Air spoke to Members next. He shared the monthly report showing what Jet Air has been accomplishing around the Airport. He reviewed some of the maintenance items that were completed and responded to Members' comments. Wolford noted that they did get the AV gas self - service pump fixed and he briefly explained what the problem was. The issue of having a collection system for waste oil was discussed briefly, as Wolford noted that they are seeing more and more left by the dumpsters. Horan suggested they address this issue perhaps next spring, and try to come up with a way to provide this for their tenants. Wolford then shared how Jet Air's business has been going. ii. Iowa Flight Training g. Subcommittee Reports - i. For September — Community Liaison — Tharp shared that Horan and Hofineyer did speak at the Kiwanis meeting. He added that the Kiwanis sent a card to the Airport thanking them for their presentation. ii. For October — Economic Development - h. Commission Members' Reports — Ogren shared that she flew over the weekend with some friends and they went up to Prairie du Chien. Assouline shared that he gave a couple of lectures in Denver at the School of Mines. Horan stated that he dropped by Air Care recently and was given a tour. He also shared with Members about his recent plane trip and vacation in the Republic of Georgia. i. Staff Report — None. SET NEXT REGULAR MEETING FOR: The next meeting to discuss the Fly Iowa event will be on Tuesday, October 8, 2013, at 5:30 P.M. The next regular meeting will be Thursday, October 17, 2013, at 6:00 P.M. at the Airport Terminal building. ADJOURN: Airport Commission September 19, 2013 Page 4 Ogren made the motion to adjourn the meeting at 7:16 P.M.; seconded by Assouline. Motion carried 3 -0, Gardinier and Hofineyer absent. CHAIRPERSON DATE Airport Commission September 19, 2013 Page 5 Airport Commission ATTENDANCE RECORD 2013 Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time TERM o 0 0 0 0 0 0 0 0 0 -� N W � rs W -4 OD 00 CO NAME EXP. 00 OD 0) 0) N O C OD N Cn C\31 OD OD W W co W W W W W W W 03/01/13 O/E X N N N N N N N N Rick M M M M M M M M Mascari 03/01/14 X X X X X X X X X Howard Horan Minnetta 03/01115 X X X O/ X O/ X X O/ Gardinier E E E Jose 03/02/12 X O/ O/ X X X O/ X X Assouline E E E Chris 03/01/15 X X X X X X X X X Ogren Paul 03/01115 NM N X X X X X X O/ Hofineyer M E Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time Airport Commission October 1, 2013 OR) Page 1 - MINUTES FINAL IOWA CITY AIRPORT COMMISSION October 1, 2013 — 5:30 P.M. AIRPORT TERMINAL BUILDING Members Present: Chris Ogren, Minnetta Gardinier, Paul Hofineyer, Howard Horan Members Absent: Jose Assouline, Howard Horan Staff Present: Michael Tharp, Sue Dulek Others Present: Chuck McDonald RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None CALL TO ORDER: Tharp called the meeting to order at 5:34 P.M. ITEMS FOR DISCUSSION /ACTION: a) Airport Property cleanup — Tharp noted that he was working to clean up airport property on the east side of the Iowa River. Tharp noted that this was an area they had cleaned up before, but it doesn't get regular upkeep. Hofineyer asked for clarification on where the area as and Tharp referenced the wall map to describe the location. Tharp noted that he had spoken with the contractor who has previously been contracted to do this work and that it would cost $4100. Tharp also stated that he would be working with the contractor to provide for a contract that would include recurring upkeep. Members agreed by consensus to have Tharp proceed. b) Fly Iowa — Dulek stated that she had a friend who was an author from Cedar Rapids that written a book about Nile Kinnick. Dulek stated that if the planning group desired she believed the author would be willing to be a part of the Fly Iowa activities and discuss the book and his research regarding Nile. Dulek mentioned the author had used letters from Nile to his family. Dulek read a couple of passages from the book which demonstrated the style of the book as well as a sense of the person that Nile Kinnick was. Members discussed having some type of lecture or discussion area, as well as recruiting other speakers. Tharp noted that they were still talking about fundraising. He stated that Chuck McDonald was at the meeting and that Tharp had previously attended an Iowa Aviation Promotion Group meeting to give members an update of the Fly Iowa planning, as well as to drop off the information showing that the Airport Commission had raised the initial $5000 which would trigger the Iowa Aviation Promotion group's match. McDonald delivered a check to the group and members began to discuss the best way to accept donations. Gardinier asked about the tax exempt status and how checks should be written to group. Airport Commission October 1, 2013 Page 2 Members discussed the best way to accept checks and to get the donating entity their receipt for tax purposes. Tharp stated he would work with accounting to both get a method to accept checks as well as to ensure the charitable tax donation rules. Gardinier gave an update on her meeting with Mary Moye - Rowley, Gardinier state she had given Mary images from the last few Fly Iowa events and then discussed the types of aircraft that might be at Iowa City for Fly Iowa 2014. Gardinier stated that they agreed that by Mid - October there would be some draft logos to review and then at a later date the cover art would be completed for the program guide. McDonald has mentioned that the IAPG group had also been looking at a Fly Iowa logo and shared a couple of ideas with the group. Ogren stated that she had researched the grant opportunities that were given to her. She noted that one of the grants had a deadline of September 25th and then after reviewing the site again the date deadline had changed to October 1. Ogren stated that she had written the group asking about another round of applications and hadn't heard anything. Members then continued discussions on who to target for fundraising. McDonald talk about airport suppliers or entities that frequently use the airport. Members discussed other entities to target. Ogren noted that when they previously discussed who to target for fundraising it was suggested to target some media for in kind advertising donation. Tharp handed out some examples of fundraising rates and benefits. Tharp noted that as part of the fundraising package, there are typically additional benefits to advertise during the event. Tharp suggested that they now had to donors who each contributed $5000 and that have a few more key sponsors could complete a high tier amount. Members discussed levels of donation as it related to advertising in the program guide. Gardinier shared the rates that were used with the Air Race Classic and what other benefits entities received with certain contributions. McDonald stated he could put together some of the past budgets for comparison of what the group was looking for. Members discussed having everyone submit their donation prospect list to Tharp. Tharp would compile the lists and then send back portions of the list that might need additional contact information. Tharp will send members a beginning template for the contact list and members can complete info based on that format. Members discussed a few more options for fundraising and discussed a focus for the next meeting. Tharp will send out the template for members to create their donor lists. ADJOURN: Ogren moved to adjourn, seconding by Hofineyer. Motion carried 4 -0. Assouline absent. Meeting adjourned at 6:34P.M. CHAIRPERSON DATE Airport Commission August 12, 2013 Page 3 Airport Commission ATTENDANCE RECORD 2013 Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time TERM o 0 0 0 0 0 0 co 00 0 N W 4& C�11 0) -4 � � (0 NAME EXP. � -4 CC) rn 0 ao N (n 3 O w w w w w w w w w w cn 03/01113 O/E X N N N N N N N N Rick M M M M M M M M Mascari 03/01114 X X X X X X X O/ X O/ Howard E E Horan Minnetta 03/01/15 X X X O/ X O/ X X X X Gardinier E E Jose 03/02/12 X O/ O/ X X X O/ O/ X O/ Assouline E E E E E Chris 03/01/15 X X X X X X X X X X Ogren Paul 03/01/15 NM N X X X X X X X X Hofineyer M Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time 11-12-13 4b(3) MINUTES APPROVED IOWA CITY BOARD OF APPEALS MONDAY, NOVEMBER 5, 2012 HELLING CONFERENCE ROOM, CITY HALL 410 E. WASHINGTON STREET IOWA CITY, IA 52240 MEMBERS PRESENT: John Roffman, Scott McDonough, Andrea French, Chad Campion MEMBERS ABSENT: Matt Neumiller STAFF PRESENT: Tim Hennes (Sr. Building Inspector), Sue Dulek (Asst. City Attorney), John Grier (Fire Marshal), Jann Ream (Code Enforcement Asst. acting as minute taker) OTHERS PRESENT: None RECOMMENDATIONS TO COUNCIL: Recommended by a unanimous vote (4 -0) to adopt the 2012 International Fire Code with amendments as proposed. CALL TO ORDER: John Roffman called the meeting to order at 4:01 ELECTION OF OFFICERS: Campion moved to elect John Roffman as chairperson of the Board of Appeals. McDonough seconded. VOTE: John Roffman was elected Board of Appeals chairperson by a 4 -0 unanimous vote. McDonough moved to elect Andrea French as vice - chairperson of the Board of Appeals. Campion seconded. VOTE: Andrea French was elected Board of Appeals vice - chairperson by a 4 -0 unanimous vote. Discussion and possible recommendation to Council regarding adoption of the 2012 International Fire Code: John Grier explained that he had gone through the new code and had pulled out the notable new sections and revised amendments so that the Board could see the changes that would occur with the adoption of the 2012 International Fire Code. He explained that he could go through them item by item but wondered if anyone had any questions up front. He explained that the 2012 version of the code had been significantly re- organized so many of the code sections had changed reference numbers even though that section may or may not have changed or revised. He also explained that the amendments that are currently adopted would remain. For purposes of discussion for the Board, he had only pulled out those items that would be something new or revised. He mentioned one change that he had not highlighted for the Board which allows the Fire Department to send plans out for review by a third party and requires the applicant to pay for the review. He did not anticipate that the Fire Department would need to do that very often. Roffman asked about the new section that required monthly and yearly testing of emergency lighting equipment. He wondered how the Fire Department was going to educate property owners about this new requirement. Grier explained that the department would be do ongoing education when doing inspections and would slowly work towards getting compliance. He also clarified that this requirement applied to new buildings only and that he fully expected the technology for emergency lighting equipment would begin to incorporate automatic testing and reporting software. Grier mentioned reasons for some of the new requirements. Since many restaurants are now storing their cooking oil inside for recycling or re- processing, there are new requirements that relate to that storage. There is now a minimum size requirement for fire pump and riser rooms in new buildings because, without it, these rooms were being built so small that it was difficult to maneuver in them. The emergency responder radio coverage regulations address the issues with coverage being diminished because of current building design — repeaters become necessary for adequate coverage. Carbon monoxide alarms will now be required in certain occupancies with fuel burning appliances. Because solar panels are becoming more prevalent, there are new requirements that govern installation of such panels on roofs and how to shut off the power in emergency situations. MOTION: McDonough moved to recommend to City Council that the 2012 International Fire Code with all proposed amendments be adopted. Campion seconded. VOTE: The motion passed 4 -0. OTHER BUSINESS: Hennes noted that the terms for French and Roffman were expiring at the end of December, 2012. Roffman had already applied for a new term and French indicated that she would be turning in her application to the City Clerk after the meeting. ADJOURNMENT: Chairperson Roffman adjourned the meeting at 4:20PM. C , irpersor and of Appeals Date xl ZOOx;K KC�(n`DE �m �� "' v 3a Q- 3Q- u zv ii m z - m Do m CA Cl) CD D 3 3 0 ::g -n -0 z CD 333m —=' 33°3 @0 iA D 3 `°. m c° a = o m 7' CCD CO C (Q S 3 v O Cn 7 CD CD D- i i i i i m N N N N N co i w i w i co i w i �� 00000 m i Cn i W i i N) i N) ;0 m N L z 0 N -n Z co �a N 3 z� N D za N zsm N C- z� 3 N L z = N D z = R9 N N z CD i N Z 0 N z O o x x x x N v Z � N CD O 3 O n � STD N C ci v O = C N "r-m-Tro 4b(4) IOWA CITY di 11 PUBLIC LIBRARY 123 S. Linn St. - Iowa City, IA 52240 aal"* Susan Cralq -w 319-3565200.1,. 319 -35t S14C•wv+w.kp1.wg BOARD OF TRUSTEES Minutes of the Regular Meeting FINAL APPROVED September 26, 2013 Members Present: Diane Baker, Tom Dean, Janet Freeman, Tom Martin, Linzee McCray, Robin Paetzold, Meredith Rich - Chappell, Jay Semel. Members Absent: Mark Edwards. Staff Present: Terri Byers, Maeve Clark, Susan Craig, Kara Logsden, Anne Mangano, Patty McCarthy, Elyse Miller, Brent Palmer, Vickie Pasicznyuk. Guests Present: Cindra Bombei, UI student. Call Meeting to Order. President Rich - Chappell called the meeting to order at 5:04 pm. Public Discussion. None. Approval of Minutes. The minutes of the regular meeting of the Library Board of Trustees on August 22, 2013 were reviewed. A motion to approve the minutes was made by McCray and seconded by Paetzold. Motion carried 6/0. Freeman in at 5:05. Baker in at 5:06 pm. Unfinished Business. Building Project Update. The eSigns look great and overall the building project is on track. By this time next week it is hoped the screens on the eSigns will have more ICPL specific content. We do not have a delivery date for one section of the glass walls for the teen area yet. Paetzold asked whether we have received comments from the public about the building changes. Craig said that as soon as the kiosks were installed adults and children began asking questions and were quite interested. Rich - Chappell asked if the Children's Room was complete. Craig said their electric sign is up already, it is a static display and provides lots of information about the Children's Room and keeps approximately two days' worth of programming on it. Other work is ongoing. Furniture is scheduled to arrive the week of October 7. Strategic Plan FY16. A draft of an RFP for a planning consultant has been prepared by library staff. It does not yet include language that City Purchasing requires which will be part of the final version. Craig stated the timeline is an important consideration. Craig would like Board suggestions and be ready to send this out by October 10. Martin asked about the RFP process. Craig explained it is considered a public document and is posted on the City website. Craig consults with other larger libraries that have used consultants recently, and networks with others to compile a list of approximately ten potential companies /persons who will also receive the proposal personally. Semel wondered how many proposals would be evaluated. Craig said the library building consultant process had five proposals. Freeman said we present ourselves as a place that knows its numbers and finds this interesting. She wondered if it is required that the company perform data gathering and organizing. Craig said the process can occur both ways but likes having one consultant organize both the process of working toward a new strategic plan and the data gathering step. Craig said we have organized the data gathering in the past, using a different consultant for our community survey. Library staff then organized and created other data collection and analysis. McCray wondered if the consultant will provide other data, like national and future trends, for us to consider. Craig said we rely on sound information from the consultant for the larger perspective, and ourselves because we know our local data better than anyone. Craig borrowed some language for our RFP from the Des Moines Public Library RFP. New Business. FY15 Budget. Firm numbers from the City are not available yet but we do have some preliminary estimates from the City and Craig used these to prepare the budget. There are no costs for permanent or permanent part-time staff included in the document. The City will calculate these numbers for existing staff and put them in. A significant item in the budget is a proposed adjustment in the temporary wage scale which has not been increased for a number of years. Semel asked if Craig got any comparison wage scales from the University of Iowa or other employers. Craig said she spoke with City Parks and Recreation Department, University of Iowa, and Coralville Public Library, and they pay better than we do. Paetzold asked about our overtime expense. Craig explained that staff who work on Sunday can either be paid overtime or get time and a half off. This represents the bulk of our overtime. This is a benefit in our labor agreement. Longevity pay is another bargained benefit like overtime, and it is also provided to Administrative staff. Longevity pay begins after five consecutive years of service and goes to 25 years of service. In a nutshell, the Library has a $6 million budget, and after personnel costs and the cost of the collection we have $1 million to spend on everything else. A motion to approve the budget as submitted was made by Martin and seconded by Dean. Motion carried 8/0. Teen Center Naming Opportunity. A significant donor to Better Building Better Service has requested the new teen area be named for the donor family. McCarthy has met and exceeded by far the original goals for the Better Building, Better Service fundraising project. One of the contributors to the initiative made an inquiry about naming the teen space. Craig said the Board is authorized to name areas within the building, for example the Ellen Buchanan Children's Room. Craig endorses naming the Teen Center. Paetzold is concerned about naming a space in the building which might be stigmatized or perceived as exclusionary and wondered if there is a formal document about price structure for naming parts of the Library. Craig said the original building campaign identified thresholds for naming. Martin asked about the City naming policy and if this request falls within that policy. Craig replied there is no formal Board policy, just past practice. Semel asked if there was due 2 diligence on researching the background of the donor. There was discussion about whether the donor's name was necessary to approve this opportunity. Dean noted that existing procedure has been followed for this request. It was decided that further discussion to develop a formal naming policy be undertaken after this meeting. A motion to accept the naming opportunity presented to the Board was made by Baker and seconded by McCray. Motion carried 8/0. A motion was made by Paetzold and seconded by Freeman for the naming rights policy to be discussed in the near future with Board approved criteria. Motion carried 8/0. Staff Reports. Director's Report. Craig wanted to let Board members know she received correspondence about a program scheduled in Meeting Room A on Sunday. Numerous communications requested the program be cancelled due to the expected content of the meeting. Paetzold asked if Craig had any security concerns about this program. Craig said she told the Iowa City Police about this and made her correspondence available to them. Coincidentally, it is Banned Book Week this week and this is a timely reminder that intellectual freedom is at the core of what we do. We provide the space for that freedom; we do not present the message that happens in the space. Departmental Reports: Adult Services. The new Reference Desk is in place and once the phones are installed, staff will shift, possibly yet this week. There will be another scanning day in October. The first program was quite successful and all slots for the October program were quickly filled. Community & Access Services. No comments. Facilities Services. Craig mentioned one of the reasons this building looks so good is because it is well maintained by the Facilities Services staff who have taken good care of it despite long term understaffing. Development Office Report. Next week you can show your library card to a teller in any MidwestOne Bank and $1 will be donated to the library. State Report. Not quite ready. An email will be sent with the link when it is. Spotlight on the Collection. No comments. Miscellaneous. No comments. President's Report. Iowa Library Association Annual Conference, 10/16- 18/2013, Coralville. Reception begins at 6:30 pm at ICPL. Trustees will be greeters at the welcome table in 30 minute shifts. Announcements from Members. Martin said the State Library Director search is ongoing. There was some discussion about hiring a search firm but they decided against this. The job description has been completed. 3 Committee Reports. Foundation Members. No report. Communications. Email about Sunday program. Disbursements. The VISA expenditures for August, 2013 were reviewed. A motion to approve the disbursements for August 2013 was made by Martin and seconded by McCray. Motion carried 8/0. Set Agenda Order for October Meeting. Budget information about special accounts and revenues. Naming policy. Adjournment. A motion to adjourn the meeting was made by Baker and seconded by Martin. Motion carried 8/0. Rich - Chappell adjourned the meeting at 6:22 pm. Respectfully submitted, Elyse Miller VA ate, L 0 L 0 m J a _u =O�G� 0 o 0 N X LU C. Eu` � ` � L Q Q Z Z L W W m Q u XI Ix1OIxIx1 O I IxI x Ix X X O 1 x x I x x x I x -a -o 0 0 m m tr: I- x O x x O x x O x x x xlxlxl OI x Ix I x I x Ix x I x 1 O W I x I x I x I x I x I x xlxlxl Ix I o I x I x I x Ixl W O x x x x x x x x 0 0 m m c 0 0 0 0 \ \ z x x x Z X x O x O x .= 01 �L \ � .. 0 L.0" M r, k.0 m \ 0 M � Lr) \ 0 m � Ln \ 0 m � rn \ 0 m Q0 r- \ 0 m ko Ln \ 0 m kJo m \ 0 m kJo r- \ 0 m � t\ \ 0 m rn \ 0 m � E c — +y a 0 3 � 5 3 N t 4.1 -C m i� V f0 W L.L Z L5 U a► a) U ro p ra c o " m o a) " aEi 0) uj cu 7 � V � x 0 a� c c Ln aj CD - o 'A aiLn QZ LJJ d Q II II w II x x O O z CALL TO ORDER: MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT: STAFF ABSENT: OTHERS PRESENT: FINAL /APPROVED CITIZENS POLICE REVIEW BOARD MINUTES — October 7, 2013 Chair Joseph Treloar called the meeting to order at 5:30 P.M. Melissa Jensen, Donald King, Mazahir Salih Royceann Porter Staff Catherine Pugh and Kellie Tuttle None Jim Steffen of the ICPD Introduction of new member — Mazahir Salih RECOMMENDATIONS TO COUNCIL None REPORT FROM NOMINATING COMMITTEE None — no September meeting held. 'ITT 4b(5) CONSIDER MOTION TO FIX METHOD OF VOTING Motion by King, seconded by Jensen to prescribe the method of voting by a voice vote and use majority vote for the basis for decision. Motion carried, 4/0, Porter absent. NOMINATIONS FOR OFFICE OF CHAIRPERSON Motion by King to nominate Jensen for Chair. Jensen stated with her other commitments she respectfully declined the nomination for Chair. Motion by Jensen to nominate Treloar for Chair. There were no other nominations. Motion by King, seconded by Jensen to close nominations. Motion carried, 4/0, Porter absent. NOMINATIONS FOR OFFICE OF VICE - CHAIRPERSON Motion by King to nominate Jensen for Vice Chair. There were no other nominations. Motion by King, seconded by Jensen to close nominations. Motion carried, 4/0, Porter absent. CONSENT CALENDAR Motion by King and seconded by Jensen to adopt the consent calendar as presented or amended. • Minutes of the meeting on 08/12/13 • ICPD Memorandum #13 -17 (2nd Quarter 2013 Use of Force Review) • ICPD Use of Force Report — April 2013 • ICPD Use of Force Report — May 2013 • ICPD Use of Force Report — June 2013 Motion carried, 4/0, Porter absent. CPRB October 7, 2013 Page 2 NEW BUSINESS Brochure /Forms Update — The Board reviewed the draft of the brochure, information sheet, and complaint form. Additional changes were made and staff will update and include drafts in the next meeting packet. The Board had questions regarding the addition of the Human Rights Commission Complaint form section of the information sheet and asked if the Human Rights Coordinator, Stefanie Bowers, would be available to attend the next meeting and explain the process and answer questions. Staff will check into her availability. Video — A memorandum was included in the meeting packet. Staff will keep the Board informed as the project progresses. PUBLIC DISCUSSION None. BOARD INFORMATION The Board gave some background information about themselves for the new member. STAFF INFORMATION Tuttle stated that if there were any updates to the Board member contact sheet to please let her know. TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to change) • November 12, 2013, 5:30 PM, Helling Conference Rm • December 10, 2013, 5:30 PM, Helling Conference Rm • January 14, 2014, 5:30 PM, Helling Conference Rm • February 11, 2014, 5:30 PM, Helling Conference Rm ADJOURNMENT Motion for adjournment by King, seconded by Jensen. Motion carried, 4/0, Porter absent. Meeting adjourned at 6:21 P.M. O a z w IN�I H-I U it C� MMO h+y N O � W o v� N UUr°v �Ad O A a� a� o �C DC DC O DC N Oo t- en / i i N , z z z z z o ; W Hwy, � a a a d r4 •� � y 0 C s°. O p o 0 � a�dzz �coOZ ; r CITY OF IOWA CITY 4'—b Z-- �=s"mcF-T.RN-1 MEMORANDUM Date: October 24, 2013 To: Mayor and City Council From: Tracy Hightshoe, Housing and Community Development Commission Re: Recommendation from Housing and Community Development Commission At their September 19, 2013 meeting the Housing and Community Development Commission made the following recommendation to the City Council: None Additional action (check one) x No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action - Done S:RECform.doc MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION SEPTEMBER 19, 2013 — 6:30 PM DALE HELLING CONFERENCE ROOM, CITY HALL„ MEMBERS PRESENT: Michelle Bacon Curry, Andrew Chappell, David Hacker, Jim Jacobson, Dottie Persson, Christine Ralston MEMBERS ABSENT: Cheryll Clamon, Peter Matthes, Rachel Zimmerman Smith STAFF PRESENT: Tracy Hightshoe OTHERS PRESENT: Mark Pearson, Raven Hollenhorst, Ryan Duchesne RECOMMENDATIONS TO COUNCIL: No recommendations. CALL TO ORDER: The meeting was called to order by Chair Andrew Chappell. New members David Hacker and Dottie Persson introduced themselves. APPROVAL OF AUGUST 15, 2013 MINUTES: Jacobson moved to approve. Bacon Curry seconded. A vote was taken and the motion carried 5 -0. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA: None received. STAFF /COMMISSION COMMENT: Hightshoe said the City Council Economic Development Committee approved a CDBG loan to Max Effect, a cycling and fitness studio on Kirkwood. It just opened at the beginning of the month. City Council will review the FY14 Annual Action Plan Amendment at their October 15 meeting. It was originally scheduled for Oct. 1, but was moved to Oct. 15. NOMINATION AND ELECTION OF OFFICERS Ralston arrived. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION SEPTEMBER 19, 2013 PAGE 2 of 5 Chappell explained that the by -laws require that the commission elect a Chair and Vice Chair each September. Bacon Curry moved to nominate Chappell for the Chair. Jacobson seconded the motion. Chappell asked if there were any other nominations. A vote was taken and the motion carried 6 -0. Chappell called for nominations for Vice Chair. Chappell moved to nominate Bacon Curry for Vice Chair. Persson seconded the motion. Chappell asked if there were any other nominations. A vote was taken and the motion carried 6 -0. Public Hearing & Approval of the FY13 Consolidated Annual Performance & Evaluation Report (CAPER) Chappell said this report summarizes all the activities completed /worked on during FY13 with CDBG and HOME funds. Hightshoe added that the report is a HUD required document and is completed in the format required by HUD. The report must be submitted to HUD ninety days after the end of the City's program year. She stated a good summary of the total report can be found in two tables. One summarizes CDBG accomplishments and projects and the other summarize HOME activities. For the tables and summary data, beneficiaries and project leverage are not reported until the project is closed. Projects can carry into the next fiscal year, so the City only reports this information at project close out to avoid duplicating beneficiaries and project leverage. Hightshoe stated that the City received $2.7 million in CDBG program income from a Disaster Recovery Loan in 2011. These funds were allocated to several large CDBG eligible projects. Due to these funds, the City has met most of its 5 -year goals in terms of housing and public facility projects. Hightshoe reported that $900,000 went to the rehabilitation of the Wetherby Condos on Broadway (56 units). Prior tenants were offered or provided moving and relocation assistance. Southgate provides property management to all but a handful of the units. The units were gutted and rehabilitated. More than half the units are now rented. Chappell asked how many tenants were eligible for relocation. Hightshoe stated 23 households. Many tenants before the renovation leased on a month to month basis. Southgate had to provide relocation assistance from the date of the "initiations of negotiations." Based on the date required to provide relocation, there were 23 tenants remaining. When a unit vacated, Southgate was not releasing the unit. Hightshoe reported that almost all the eligible tenants accepted moving assistance. Tenants have eighteen months from the date they were notified.to file a claim for relocation expenses, which is basically the difference between what their rent was and what they are paying now. The Fairmeadows splash pad and the Habitat for Humanity employment center were completed this fiscal year as well. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION SEPTEMBER 19, 2013 PAGE 3 of 5 Jacobsen asked the difference between project leverage and HOME match. Hightshoe stated leverage is the amount of other funds the applicant secured to meet total project costs. It includes private, state and federal funds. HOME match only considers specific items that can be counted as match under the HOME program such as the value of donated labor, tax forgiveness by the City, donated real property, etc. The City must provide a HOME match equal to 25% of their HOME entitlement (subject to some exclusions). Persson moved to recommend approval of the FY13 Consolidated Annual Performance & Evaluation Report (CAPER) and forward to the U.S. Department of Housing and Urban Development. Jacobson seconded. The motion passed by a vote of 6 -0. Selection of Projects to Monitor in FY14 Chappell explained how the monitoring list worked. Assignments are as follows: HCDC Monitoring List for FY14 FY14 CDBG /HONE The Housing Fellowship - CHDO Operating $ 17,630.00 Persson October mdennis@housingfellowship.com Kristie Fortmann Doser, 351.1042 x 112, DVIP - Aid to Agencies $ 40,150.00 Persson October kdsheNp@southslope.net IRon Berg, 351.4357, MECCA -Aid to Agencies $ 12,660.00 Chappell November rberg @meccaia.com .Brian Loring, 358.0438, Neighborhood Centers of JC - Aid to Agencies $ 47,000.00 Chappell November briarHoringancjc . org Ron Berg, 351.4357, MECCA- Facility Rehab. $ 23,850.00 Ralston December rberg @meccaia.com Barbara Vinograde, 337.4459 IC Free Medical Clinic - Facility Rehab. $ 25,000.00 Ralston _ January bvnograde@freemedicalclinic.org .Brian Loring, 358.0438, Neighborhood Centers of JC - Playground $ 55,000.00 Hacker April bdan4oringQncjc.org Bruce Teague, 337.8922 Charm Homes LLC - Rental Housing $ 61,650.00 21mmermann -Smith May brace .tague @cadnghandsandmore.com Kan Wilken, 341.0060 x7017 Mayors Youth - Facility Rehab. $ ZinmennanrrSmth May k.wilker @myep.com IC Housing Rehab. $ 502,007.00 STAFF June Housing Rehab. Staff IC Economic Development $ 89,418.00 STAFF June Comm. Dev. Staff Prior Year Carryovers ;Suellen Nowtny, 337.9686 FY11 Visiting Nurse Association - Property Acquisition $ 200,000.00 Clamon October nowtnyswwic.org Bran Lodng, 358.0438, FY13 Neighborhood Centers - Facility Rehab. $ 111,500.00 Bacon Curry November bdan- lodng @ncjc.org Roger Lusala, 341.0060 x7001 FY12 Mayors Youth - Rental Housing $ 99,800.00 B C Bacon Curry November r.lusala@myep.us _. Mark Patton, 337.8949 FY12IV Habitat for Humanity - Land Acquisition $ 180,000.00 Clamon December 'mark @iowawileyhabitat.org Heather Harney, 319.393.7811 FY13 HACAP - Rental Rehab. $ 305,002.00 Jacobson January hhamey @hacap.org Mark Patton, 337.8949 FY13 Habitat - Acq. & Rehab. $ 60,000.00 Matthes January mark @iowaxalleyhabitat.org Bruce Teague, 337.8922 FY13 Charm Homes LLC $ 61,650.00 _... _.. Jacobson January _ Bruce .teague @cadnghandsandmore.com ..Steve Rackis, 887.6065,. FY111CHA- Tenant Based RerdAssistance $ 40,000.00 Hacker April steNen- rackis(8iowacity.org HOUSING AND COMMUNITY DEVELOPMENT COMMISSION SEPTEMBER 19, 2013 PAGE 4of5 Timeline for the Annual Review of CITY STEPS Hightshoe stated the commission reviews the priorities under CITY STEPS annually. FY15 will mark the last year of the current Plan. She said there are usually one to two meetings before the Commission's next October meeting to gather feedback on local priorities. Staff will summarize the comments received and then forward to the commission, city departments and the City Council. The commission will review the feedback at their October meeting and decide if any priorities need to be changed. If so, those changes get sent to City Council for their consideration. Hightshoe took suggestions for places to set up community meetings. Chappell said it seems that no one ever wants any priorities reduced, but many want to increase the priority level. He said this year when the Commission allocates Aid to Agency funds it will be more important to be a high priority because that's where HCDC will focus funding. He said it also makes a difference under the CDBG funding, although less of one. Jacobson asked what the measure for determining high priority is. Hightshoe explained that when the City hired the consultant to complete the Consolidated Plan it was encouraged that not all priorities be high. The consultant, Mullin & Lonergan Associates, met with many non - profits, city departments, Housing Authority, community groups and housing providers. They also completed an online community survey. Based on the responses they received and from meetings they had, they formulated priority recommendations. These recommendations were reviewed by HCDC and then approved by City Council. Hightshoe said the next Consolidated Plan for 2016 =2020 will need to be ready by December 2014. Staff will start the process of hiring a consultant for this plan shortly. The public process to determine community needs will be reviewed extensively. She said the University of Iowa Public Policy Center (PPC) was hired to complete the Analysis of Impediments to Fair Housing. This document is required once every five years, typically in conjunction with the Consolidated Plan. The recommendations from the Analysis will get incorporated into the Consolidated Plan. The PPC drafted two surveys. One for those receiving public assistance and one for renters not receiving public assistance to solicit input on discrimination in Iowa City. Bacon Curry asked if the PPC considered including such a survey in the Annual Review Packets for Section 8 tenants. Hightshoe said she's not sure if the timing would work. The Analysis was to be completed in August by contract. Survey responses will be due in October, this does not coincide will all Section 8 tenant annual reviews. There was some discussion about the survey being posted on -line and available for anyone to take with no security in place as well as the validity of the data considering the small number of people they anticipate getting a response from. Persson requested a copy of the PPC contract and members requested to view the survey. Hightshoe stated she will forward to all commission members. Hightshoe will ask Jerry Anthony, PPC, to present at the October or November HCDC meeting. ADJOURNMENT: Bacon Curry moved to adjourn. Persson seconded. Motion to adjourn carried 6 -0. z O U O U H z w d O J w w D z M UN D awLO m z LO w Ow = v) g Q z O O z W m a- 0 w w 0 F- Z O U a Z Q Z O 0 a v W w w u z Q Z w a M_ O N N O N N � _ W a NNE aaQz° u u u u w Mexoo- X X W ! ! ! x ! X w X X W O X X X X ! ! x X ! ! O O X X ! ! X X ! ! X X x x X x X ! ! 0 x ! ! X X M x x x x x ! ! x x ! ! ! X V x x x x x o! x x! ! ! x x x x o o x! x x! ! ! o x x x o x x! x x! ! ! o co CD x x x o x o ! X X ! ! ! X V- C) CD x x x x x x! x 0! !! x eo w X x X X X! O X! _ O CL It LO v M M LO co ch � to co LO LO LU O N T- O N r O N r O N r O N r O N r O N r O N r O N r O N r O N r O N r O N r w H 0) rn rn rn rn rn rn a> rn rn rn rn m w J J w = U W Z Z w Z H F a c v a Q c U N Q a z V z a >- O O Z U Z w O = m Z 0 O� WJ ww w a 0 s a =_ w O 9 a Y a �= a' O Q a U) � �v z m V 0 c a 0 z z w a A N � _ W a NNE aaQz° u u u u w Mexoo- —ter - CITY OF IOWA CITY 4 —4b(7) bat 10' "! I L MEMORANDUM Date: October 31, 2013 To: Mayor Hayek and City Council Members From: Stefanie Bowers, Human Rights Coordinator Re: Recommendation from Human Rights Commission At their September 17, 2013 meeting the Human Rights Commission made the following recommendation to the City Council: Finnerty moved that the Iowa City Human Rights Commission supports Council Member Throgmorton's recommendations, the amendments that he is recommending to the new ordinance, and also partnership with the Johnson County Local Homeless Coordinating Council to develop a more comprehensive, better coordination, and better staffed approach to the problem of homelessness and associated challenges in our city. Additional action (check one) X No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action S:RECform.doc Minutes Human Rights Commission September 17, 2013 — 6 P.M. Helling Conference Room APPROVED Members Present: Harry Olmstead, Orville Townsend Sr., Diane Finnerty, Kim Hanrahan, Jewell Amos, Joe Coulter, Shams Ghoneim, Andrea Cohen. Staff Present: Stefanie Bowers. Recommendations to Council: Yes. Call to Order: Chair Townsend called the meeting to order at 18:03. Consideration of the Minutes of the August 20, 2013: Olmstead updated and corrected that half fares for SEATS users will not be eliminated effective January 1, 2014. Half -fares will continue until the end of June, 2014, at which time they will be increased to 75 %. The 75% fares will remain in effect until Jan 1, 2015, at which time they are scheduled to be eliminated. Olmstead moved to approve minutes, seconded by Hanrahan. Motion passed with 5 votes 2 abstained (Finnerty & Cohen) (Coulter not present for vote). Public Comment of Items Not on the Azenda: No. Business: Proposed Amendment Personal Property in the Downtown Members discussed the Throgmorton amendment. Finnerty moved that the Iowa City Human Rights Commission supports Council Member Throgmorton's recommendations, the amendments that he is recommending to the new ordinance, and also partnership with the Johnson County Local Homeless Coordinating Council to develop a more comprehensive, better coordination, and better staffed approach to the problem of homelessness and associated challenges in our city. Motion by Finnerty, seconded by Olmstead. Motion passed with 5 votes 2 abstained (Cohen & Ghoneim) (Coulter not present for vote). Human Rights Breakfast The planning subcommittee is working on "I Have a Dream for Iowa City." Olmstead, Amos, Cohen and Townsend volunteered to select winners for the awards breakfast. (Coulter present at meeting 18:50). Cultural Diversity Day Bowers confirmed volunteer schedules and location for the event and discussed getting materials /supplies for the table. Iowa Women's Music Festival Bowers confirmed that a monetary donation had been agreed on at the last meeting rather than Commission members having a booth. Proclamations Amos will accept the proclamation on behalf of the Commission. Updates & Resorts: Conference on Racial Justice & Disproportionate Minority Incarceration Ghoneim reports that the planning is almost complete for the event being held on October 17`h from 10 am – 3 pm in the Jones Commons Room in the Lindquist Center. Education Subcommittee Coulter moved that the education subcommittee accept the invitation of the School Board to attend and participate in their meetings, and that the subcommittee will have at least one member at the Policy and Engagement Committee meetings. Minutes of those meetings should be provided to the Commission. Finnerty removed herself from the subcommittee and Cohen joined. Coulter moved to approve, seconded by Amos. Motion passed with 7 votes 1 abstained (Finnerty) Immigrant Subcommittee Hanrahan discussed the history of the subcommittee. Coulter recommended phasing out the subcommittee and placing these issues on the agenda for meetings regularly, so that all the members can get the information equally. Building Communities Subcommittee Townsend and Bowers met with Steve Rackis of the Housing Authority to learn more about how the family choice voucher (Section 8) is administered. Townsend will follow up with the subcommittee and Steve Rackis. University of Iowa Center for Human Rights Olmstead and Ghoneim will both serve on the advisory board. The first meeting is in October. Commission Finnerty gave kudos to the Iowa Soul Festival. Olmstead suggested sending a thank you note. Finnerty also reported that Professor Elias and a few of her students at the College of Law are helping with research and recommendations to the City regarding the municipal ID project. She expects to be absent from next month's meeting. Coulter reports the Ad -Hoc Diversity Committee made a recommendation to reorganize the Citizen's Police Review Board and have the City Manager sit in on the interviews with officers. These changes to the ordinance are up for consideration at the city council meeting. Coulter wishes to keep track of the annual equity report. Ghoneim reports the ACLU —Iowa has hired a staff person to address litigation issues at the state level concerning immigration. Staff No report. Adjournment: Motion to adjourn at 19:53. N Next Regular Meeting — October 15, 2013 at 18:00. Human Rights Commission ATTENDANCE RECORD YEAR 2012/2013 (Meeting Date NAME TERM EXP. 10/16/ 12 11/20/ 12 12/18/ 12 1/151 13 1/28 /13 2/19/ 13 3/19/ 13 4/16 113 5/21 /13 6/18/ 13 7/16/ 13 8/20/ 13 9/17/ 13 Diane Finnerty 1/14/14 O/E X X O/E X X X O/E X X X X X Orville Townsend, Sr. 1/1/14 X X X X X X x X X X X X X Dan Tallon 1/1/14 X O/E X X X X O/E X X X O/E R R Kim Hanrahan 111115 X X X X X X X O/E X X X X X Shams Ghoneim 111115 O/E X X O/E O/E X X X O/E X O/E X X Jessie Harper 111115 X O/E X X X X X R R R R R R Jewell Amos 1/1/15 - - - - - - - - - - X X X Katie Anthony 1/1/16 - - - X X X X X R R R R R Joe D. Coulter 1/1/16 - - - X X X X X X X O/E X X Harry Olmstead 1/1/16 X X X X X X X X X X X X X Andrea Cohen 1/1/16 - - - - - - - - - - - O/E X Connie Goeb 1/1/13 X X X - - - - - - - - - - Howard Cowen 1/1/13 X O/E O/E - - - - - - - - - - David B. Brown 1/1/14 R R R R R R R R R R R R R Henri Harper 1/1/14 R R R R R R R R R R R R R KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting - -- = No longer a member R = Resignation 4 T- mmw� MINUTES APPROVED PARKS AND RECREATION COMMISSION SEPTEMBER 11, 2013 ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B Members Present: Suzanne Bentler, David Bourgeois, Clay Claussen, Maggie Elliott, Cara Hamann, Lucie Laurian, John Westefeld, Joe Younker Members Absent: Allie Gnade Staff Present: Mike Moran, Chad Dyson, Terry Robinson Others Present: Joan Jehle, Bill Coleman, KT Labadie, Nick Ricciardi, Susan Bryant, John Thomas, John Kardos, Anne Duggan, John Clark CALL TO ORDER Chairman Claussen called the meeting to order at 5 p.m. Claussen called for a moment of silence in memory of the lives lost on September 11, 2001. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None OTHER FORMAL ACTION TAKEN: Bentler noted that there was a change necessary on page 2 of the August minutes. Westefeld was noted as inquiring about The Chauncey, however, Westefeld was absent from that meeting. Moved by Bourgeois, seconded by Westefeld, to approve the August 14, 2013 minutes as amended. Motion passed 8 -0 with Gnade being absent. PUBLIC DISCUSSION: None INTRODUCTION OF NEW STAFF MEMBER: Moran introduced Scott Justason to the Commission. Scott is the City's new Facility Manager and is replacing the vacancy left by the retirement of Steve Roberts. Scott said that he was happy to be here. He was welcomed by the Commission. FRIENDS OF HICKORY HILL PARK REPORT: John Thomas with the Friends of Hickory Hill Park was present to discuss the CIP budget for the park. He said that since last year the group has met to discuss ideas for improvements and development strategies for Hickory Hill Park. The general consensus of the group is that they can complete these projects for less than what the consultant's report reflected. They would like to discuss their strategies with the Commission and City staff as well as request funding for a more scaled back approach. Thomas handed out their master plan improvements idea list to the Commission. He addressed item IV: Prairie Restoration. He wanted all to understand that the PARKS AND RECREATION COMMISSION September 11, 2013 Page 2 of 8 Friends of Hickory Hill Park (FHHP) have organized a considerable amount of volunteer work for remedial tasks on the trail and prairie restoration by ways of burns to keep the invasive species down. Items V through VII address ideas to expand the scope beyond trails and bridges. Most of the park users come to the park to experience a natural setting that is available through the trail system. FHHP would like to supplement the trails with way- finding signs, furnishings, and a rustic park structure at the park interior that would include interpretive information, seating and a shelter with a roof. They also addressed ideas for park improvements at Bloomington and the north entrance. Their ideas include a full accessible loop path, a drinking fountain, and a water source for plants, furnishings and additional recreational planning such as a playground near a picnic shelter while keeping the aesthetic character of the park in mind. Lastly they address ways in stabilizing the banks and ways to retain some of the storm water that collects at the park such as in parking and lawn areas and hope to provide overlook points. KT Labadie presented a spreadsheet that breaks down the potential projects and what FHHP see as their short term and long term visions area. Their main focus is working on how to make the park more accessible. She mentioned that some of the trails have a lot of issues and during inclement weather; it can be difficult to use them. FHHP really wants to focus on the smaller projects such as implementing repairs in the park. She noted that they had a group of volunteers (45) that came out to do some trail repairs and students have been retained to do some more work this fall. She said that these are issues that are going to keep recurring. Some of these trails will need the City to step in with their equipment and manpower to make repairs and adjustments to prevent these issues from recurring. Labadie stated that their main priority for the rest of 2013 and moving into 2014 is to address some of these trail issues making is so that there aren't as many problem areas, and looking at how to make more seating /resting areas within the park. They want to focus on getting volunteers to do invasive species removal. It is a very important part of the park and is important to show what a healthy prairie looks like and what a healthy woodland forest should look like. Moran has an interest in getting some of these things done as well. FHHP would like the commission to support them in prioritizing some of these projects in the park and work towards making it as accessible as possible. Westefeld asked how the commission and staff can start to look at this project in relationship to the CIP. Moran is going to attend the FHHP meeting to discuss an approach. He asked them for a prioritization list. Moran further noted that some of the work can be completed by City staff, while other parts will need to be contracted work. The contracted work is what will need to be funded through the CIP. Laurian likes the idea of benches and perhaps solicit memorial donations for some of them. Labadie suggested that there be signage highlighting the projects that are being worked on for restoration. PARKS AND RECREATION COMMISSION September 11, 2013 Page 3 of 8 DOaPAC REPORT: Sue Bryant with DogPAC was present to express the appreciation of the group for the support they have received from City staff and the commission. There have been a lot of improvements and attention given to the dog parks over the summer. She stated that the adding of access to water at Thornberry has been a great enhancement. Also the third fenced in area at Rita's Ranch is a great addition to the park. She noted that David Bourgeois has been a master at accessing support from the community. Bourgeois reported that irrigation is going on now and will run a couple of hours daily at midnight. He suggested that the dog parks be added to the Commissions annual tour in October. RIVERSIDE THEATRE: Ron Clark from Riverside Theatre was present to discuss the present and future of the Shakespeare Festival Stage. He noted that the festival this season was held in -doors due to the flooding of City Park. He explained that there is a magic in the experience of watching these performances at the outdoor stage. When held in- doors, the ticket sales drastically decline. This stage is a draw to City Park by providing a venue for plays, weddings and other special events. The fact that there has been a flood twice in five years, forcing them to move indoors and causing a decline in ticket sales, is becoming more of a concern for Ron and Jody. They have come up with three possible considerations to help with continued use of the stage: 1. Consider building a flood wall. 2. Raise the existing road in front of the festival stage as well as a parking lot. This summer if the water had not gone over the road, they would have continued their season in the park. 3. Increase the accessibility to lower City Park from upper City Park. Ron noted that he is at tonight's commission meeting to ask for the groups support while considering prioritization of CIP projects. Laurian asked if they can still perform a play during a flood. Clark said that it is possible as long as the facility and parking are secure and the patrons feel secure. Elliott agrees that there is a huge difference when viewing a play outdoors versus indoors. Laurian asked if the road on the west side of the park was going to be moved. Moran reported that Park Road will remain in its current location and that there is no plan to elevate the west side. Commission thanked Ron Clark for coming to the meeting. PARKS AND RECREATION COMMISSION September 11, 2013 Page 4 of 8 MASTER PLAN UPDATE Moran and other staff will be meeting next week to discuss the survey that will be sent to the public again regarding the Master Plan. He hopes to have results available for commission by the December 2013 meeting. CIP PRIORITIZATION: Moran distributed the CIP prioritization list to Commission from last year along with a list updating what has been accomplished to date. He also distributed a new list. He noted that the Recreation Center improvements have been completed and that City Park pool renovation project is in progress. He suggested that Hickory Hill Park Improvements, totaling $250,000, should be approached as a three phase project. Younker asked if there is a minimum amount where it just wouldn't be feasible to request, in other words, would not be enough to do any improvements to the park. Moran thought that $50,000 would be enough to get started; however, John Thomas feels that $250,000 is a reasonable request. Moran said it is worthwhile to request enough to pay a contractor to do some of the work. Moran then addressed the Pedestrian Bridge from Rocky Shore to the Peninsula. He said the way it was left with Commission last year is that it would stay on the list but no dollar amount would be assigned until we secured a funding source. He stated that commission can still make this is a priority but to keep in mind that there is no funding mechanism at this time. Elliott feels that since this request was put out there that there have been many ways put in place since to enter the park. She feels there may be less of a need for a bridge. Westefeld agreed with Elliott and is willing to move this down the priority list. Moran mentioned that the department will continue working on master plans for each park. Two of these have been funded and include Willow Creek Park and City Park. These will be complete this year. He will be able to give a dollar figure for these projects after the RFP process is complete in December, 2013. Sand Prairie Enhancement includes a parking lot at Napoleon for ten or so cars. Moran said that the Peninsula Park Trail ($200,000 REAP Grant) may be abandoned. Initial plan was to tie it in from the park to interstate 80. In the process there were cliffs found in this area which will make it a very difficult process. Laurian asked what will happen to the grant money in that case. Moran said that it can be reassigned to another project. City Park Trail will be included in the master plan. Frauenholtz Miller Park project is ongoing. The design work is done and the project is out for bid. As there were some conflicts in the process, this project has been pushed back to 2015. City Park Cabin Restoration: Staff is working on fundraising efforts and will be creating an on- line donation site. Hickory Hill Park Restroom project is complete. Terry Trueblood Recreation Area is complete. PARKS AND RECREATION COMMISSION September 11, 2013 Page 5 of 8 Secondary Access Road into City Park: Moran noted that neighbors are not in favor of this project, however, Council is. Neighbors are concerned about the increased traffic this may cause. Younker asked how a secondary access would affect Riverside Festival Stage. Moran noted that currently, with only one entrance, all vehicles pass by the stage twice, however, by putting in a second access /exit, it would likely decrease the traffic flow going by the stage as well as the noise created by the traffic. Moran then addressed the new projects with Commission: Recreation Facility Funding: Moran noted that there is currently a Park Improvement Fund in place. He would like to create a similar fund for recreation facilities. Ball Diamond Irrigation: An irrigation system in lower City Park would help with playability of the fields. City Park Pool Phase 2: This would continue on the project that is already planned. Staff will survey community to find out what they would like to see at the pool such as additional storage, family locker rooms, concessions, for example. Moran asked Commission to look at this list and let him know if they would like to see any changes. While he cannot guarantee that their priorities will be funded, it is nice for the CIP Committee to see what the commission sees as important. Laurian asked if the Commission needs to develop a plan for Chauncey Swan Park for during and after construction of The Chauncey. Claussen explained that John Yapp with the Planning Department has attended past meetings and that Commission will have a chance to give input in the planning phase of the park. Elliott wondered if the Sand Prairie Enhancement Project may become a lower priority since it no longer affects the number of people that some of the other projects listed would. Laurian noted that she would like to see ongoing recreation funding moved to the top of the priority list. Elliott asked if the master planning process for City Park would be the time to address issues with Riverside Stage. Moran noted that Ron Clark and Jody Hovland with the theatre will have the chance to look at the RFP's. Laurian asked if when the RFP's for the master plan of Willow Creek are done, should staff also look at adding a west side park to that master plan at that time as well. She also asked if the Peninsula Park Trail project is abandoned, should Commission start discussing where to reassign the REAP Grant. Moran said there are restrictions on where this can be reassigned. He will look into those guidelines. Moran noted that the CIP Meeting is a week from tonight's meeting. He asked that if commission members had any changes to this prioritization list, to send to him as soon as possible. He will make those changes and send out with his Friday Update. Younker asked that if the master plans for the parks were not approved, would that also mean that there could be no improvements to park. Moran said that in theory this is the case. PARKS AND RECREATION COMMISSION September 11, 2013 Page 6 of 8 NEIGHBORHOOD OPEN SPACE REVIEW: None RECREATION DIVISION REPORT: Chad Dyson noted that they have completed the public input process for City Park Pool. There was overwhelming support of a picnic area and a zero entry to the pool, which will make the pool ADA compliant. Heavy on the wish list were shade structures over the wading pool. A free form concept for additional fencing was the most popular amongst those that attended the meeting. Chad shared concept photos with the Commission. Staff hopes to be through the design process by the end of September. He will again ask for public input. He hopes to get it on the council agenda and then out to bid by late fall with construction completed by the end of April. Westefeld thought it was great that the survey was done on -line. He said he has had many people comment to him about how great it was to have a chance to give input. PARKS DIVISION REPORT: Robinson reported. Parks Staff has started to put up poles for disc golf at Wetherby Park. Shelter #6 will be delivered and will start construction next week. 90% of the affected area at City Park due to the flood has been re- seeded. Sand removal will occur within the next two months. Staff is doing concrete work on the trails, mostly behind West High School. The trails sank next to the approaches to the bridges. The irrigation system is complete at Thornberry Dog Park. The fountain for both dog and human use has been completed. Laurian asked if there would be a different type of grass planted at City Park. Robinson said they are using a much less expensive turf. He also noted that there is no grass that will survive under two weeks of water. Forestry There has been one staff person that has been assigned to watering trees 8 hours a day for the last two months. This person had to be taken from the mowing crew to do this. PARKS AND RECREATION COMMISSION September 11, 2013 Page 7 of 8 DIRECTORS REPORT Moran thanked everyone for attending the Terry Trueblood Recreation Area Grand Opening Celebration in August. He noted that the renting of The Park Lodge has picked up considerably. The department has contracted with an Events Services Coordinator to assist with running special events at the facility. The Ashton House reconstruction has begun and looks to be done in January of 2014. Normandy Drive public hearing to approve plans and specs is set for next Tuesday. This will include the addition of a playground, landscaping, and trail work through next spring. Commission Terms: Allie Gnade, John Westefeld and Clay Claussen terms will all expire in January. If interested in renewing, they need to have their applications in by Wednesday, November 6. Westefeld noted that he will not be applying. Moran reminded Commission of their annual park tour in October. There will be a brief meeting at 4 p.m. and then they will depart for the tour. If there are any particular areas that members would like to visit, they were asked to let Moran know. CHAIR'S REPORT: Claussen reported that he received a phone call from Josh O'Leary regarding the possibility of a beach being added to City Park. Claussen asked what the proper response is from a Commission member when they are contacted by the media. It was commission consensus that these requests should be forwarded to Mike Moran. COMMISSION TIME /SUGGESTIONS FOR FUTURE AGENDA ITEMS: ADJOURNMENT: Westefeld noted that the grand opening event at TTRA was great and thanked all the staff for their hard work. Elliott praised staff for their excellent fund raising for the project. Bourgeois also complemented staff on a job well done for the TTRA Grand Opening. Laurian stated that she was happy to be back. Hamann noted that she went paddle- boarding on TTRA Lake and really enjoyed it. She also enjoyed the dog paddle at City Park. Moved by Bourgeois, seconded by Elliott, to adjourn the meeting at 6:55 p.m. Motion passed 8 -0 with Gnade being absent. PARKS AND RECREATION COMMISSION September 11, 2013 Page 8 of 8 PARKS AND RECREATION COMMISSION NAME N r" N r C14 M Cl) Cl) co M co M M M r \ \ T \ M M \ O T \ N \ O \ TERM EXPIRES Z: °' N M r V- m r ~ 00 m Suzanne 1/1/17 X X Bentler David 1/1/15 X LQ X X O/E O/E X X X LQ X X X Bourgeois Clay 1/1/14 X LQ X X X X X X X LQ X X X Claussen Maggie 1/1/13 X LQ X X X X X O/E X LQ X X X Elliott Allison 1/1/14 X LQ X X X X X X X LQ X O/E O/E Gnade Cara 1/1/16 X LQ X X X X X X X LQ X X X Hamann Aaron 1/1/13 X LQ O O Krohmer Lucie 1/1/15 X LQ X X O/E O/E O/E O/E O/E LQ O/E O/E X Laurian Alex 1/1/16 X X X X X X Taylor John 1/1/14 X LQ X X X X X X X LQ X I X Westefeld Joe 1/1/16 X LQ X X X X X X X LQ X X X Younker ATTENDANCE RECORD KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum * = Not a member at this time All CITY OF IOWA CITY MEMORANDUM Date: October 24, 2013 To: Mayor and City Council From: Bob Miklo, Planning & Zoning Commission Re: Recommendations from Planning & Zoning Commission --IT-1 2-13 4b(9)� At their September 19, 2013 meeting the Planning & Zoning Commission made the following recommendations to the City Council: None Additional action (check one) x No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action PLANNING AND ZONING COMMISSION APPROVED SEPTEMBER 5:30 p.m. — WORK SESSION EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Dyer (arrived after roll call), Charlie Eastham, Anne Freerks, Phoebe Martin, Paula Swygard, Jodie Theobald, John Thomas MEMBERS ABSENT: None. STAFF PRESENT: Bob Miklo, Karen Howard OTHERS PRESENT: None. CALL TO ORDER: The meeting was called to order at 5:30 PM. Discussion of Form Based Codes Howard gave an educational presentation about form -based zoning codes. She described how form -based codes differ from use -based zoning codes. She explained that Iowa City's code is a hybrid zoning code that contains both use -based and form -based elements. Howard also explained how a form -based code might be applied in the Riverfront Crossings District and in other areas of Iowa City in the future. There was general discussion and questions about the presentation between Howard, Miklo, and the Commission. The Commission said this presentation was very helpful. Miklo explained that staff is working with HDR, Inc. to develop a form -based code for Riverfront Crossings that would be ready for legislative review later this fall. Consideration of Meeting Minutes: September 5, 2013 Eastham moved to approve the minutes. Martin seconded. A vote was taken and the motion carried 7 -0. OTHER ADJOURNMENT: Eastham moved to adjourn. Martin seconded. The meeting was adjourned on a 7 -0 vote. z O 0 C) a Z_ Z N O Z_ Z z J CL 0 U w w w L) Z Z w H Q M T O N N T Q N CD Z p w w L O �oxxxxxx; a) ;Xxxxxxx; "-XXXXXXX Go �r xxxxOXx; CD xxoxxxx co ;XXXXXXX; Mxxxxxxx �oXXXXXX; NXXXXXxx �xxxxxxo; T ra ,XXxxxxx Nxxxxwxx ; T C*4xxxxxxx; N X X x X xxxxx;xx x X T O0XXxxxw l X x x x X ; x x mo 0XXX0 Irl Nxxxxx;xx M M O x X x x ; x x NX X X x x; O x �oXXxx00 N x x x x x; x x ;xxxxx;XX T �w0wmF T- -Lo lf )M z Z z Z Z �-X0000000 �wCOCOMt- - LoMLo w M o o o o o o o o X w } Q Z W Z w J Z =o.O� Q 2 J 0VQ D zw Q�v�ao M J 00<x 2 Z 0 a m X w�F- 2 w — 00- �wU)wQ w�O�F- OW UQ�CZ_aHQ�j L Uct zPW�Ow� N Lwfnww C30 Q>-QWQ�O= zawlL2cn -)H� c� z w w U. J O Z V-XXXXXX a) "-XXXXXXX �r CD xxoxxxx Mxxxxxxx NXXXXXxx Itoxxxxxx T Nxxxxwxx T N X X x X X x X T O0XXxxxw mo 0XXX0 xXXXxX0 CD Mxxxxox �oXXxx00 �w0wmF T- -Lo lf )M z Z z Z Z �-X0000000 w w } Q Z W Z J Z =o.O� Q 2 0VQ Q�v�ao VQYZQyw Q w�F- 2 w — N �wU)wQ w�O�F- OW X U) C C O 0 0 aiNN0 CL Z 11 II II II II XOw O w Y r 11 -12 -13 CITY OF IOWA CITY ■ 4b(■ �.:.® RA N D U M M E�� Date: October 24, 2013 To: Mayor and City Council From: Bob Miklo, Planning & Zoning Commission Re: Recommendations from Planning & Zoning Commission At their October 3, 2013 meeting the Planning & Zoning Commission made the following recommendations to the City Council: The Commission voted 6 -0 to recommend approval of REZ13- 00024/SUB13- 00018, an application submitted by The Crossing Development LC for a rezoning of 3.77 -acres from Interim Development Single Family (ID -RS) zone to Planned Development Overlay -Low Density Single Family (OPD -5) zone and an application submitted by Southgate Development Services LLC for a preliminary plat of Cardinal Ridge Part 4, a 24 -lot, 8.48 acre residential subdivision located on Camp Cardinal Road subject to the resolution of the location of the mailbox clusters. 2. The Commission voted 6 -0 to recommend approval of SUB13- 00019, an application submitted by Arlington LC for a preliminary plat of Windsor West Part 3, a 24 -lot, 12.38 acre residential subdivision located at Buckingham Lane and Sherwood Drive, north of American Legion Road. 3. The Commission voted 6 -0 to recommend approval of SUB13- 00020, a preliminary plat of Stone Bridge Estates Parts 8 and 9, a 49 -lot, 18.22 acre residential subdivision north of Court Street and south of Lower West Branch Road along extensions of Colchester Drive and Chadwick and Eversoll Lanes pending approval from the City Engineer. Additional action (check one) No further action needed Board or Commission is requesting Council direction _X_ Agenda item will be prepared by staff for Council action PLANNING AND ZONING COMMISSION APPROVED OCTOBER 3,— 7:00 PM — FORMAL EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Phoebe Martin, Paula Swygard, Jodie Theobald, John Thomas MEMBERS ABSENT: Anne Freerks STAFF PRESENT: Bob Miklo, Bailee McClellan, Sarah Greenwood Hektoen OTHERS PRESENT: Joe Assouline, John Moreland, Jr., Sara Cross, Laura Aschenbrenner, Florence Stockman RECOMMENDATIONS TO CITY COUNCIL: 1. The Commission voted 6 -0 to recommend approval of REZ13- 00024 /SUB13- 00018, an application submitted by The Crossing Development LC for a rezoning of 3.77 -acres from Interim Development Single Family (ID -RS) zone to Planned Development Overlay -Low Density Single Family (OPD -5) zone and an application submitted by Southgate Development Services LLC for a preliminary plat of Cardinal Ridge Part 4, a 24 -lot, 8.48 acre residential subdivision located on Camp Cardinal Road subject to the resolution of the location of the mailbox clusters. 2. The Commission voted 6 -0 to recommend approval of SUB13- 00019, an application submitted by Arlington LC for a preliminary plat of Windsor West Part 3, a 24 -lot, 12.38 acre residential subdivision located at Buckingham Lane and Sherwood Drive, north of American Legion Road. 3. The Commission voted 6 -0 to recommend approval of SUB13- 00020, a preliminary plat of Stone Bridge Estates Parts 8 and 9, a 49 -lot, 18.22 acre residential subdivision north of Court Street and south of Lower West Branch Road along extensions of Colchester Drive and Chadwick and Eversoll Lanes pending approval from the City Engineer. CALL TO ORDER: The meeting was called to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: Rezoning / Development Item REZ13- 00024/SUB13- 00018: Discussion of an application submitted by The Crossing Development LC for a rezoning of 3.77 -acres from Interim Development Single Family (ID- RS) zone to Planned Development Overlay — Low Density Single Family (OPD -5) zone and an application submitted by Southgate Development Services LLC for a preliminary plat of Cardinal Ridge Part 4, a 24 -lot, 8.48 acre residential subdivision located on Camp Cardinal Road. Miklo said the plan is to extend the street on the subject property to connect the north and south Planning and Zoning Commission October 3, 2013 - Formal Page 2 of 9 sections of Camp Cardinal Road near Kennedy Parkway. He said the western part of the subdivision does require rezoning from ID -RS to OPD -5. He said the Comprehensive Plan does show this area as appropriate for low- density single family with two to eight dwelling units per acre. He said the bulk of the neighborhood to the east is zoned RS -5 with a Planned Development Overlay so the proposed zoning would be compatible with that. He said the subdivision design would be very similar to the existing parts of the Cardinal Ridge Subdivision. Miklo said a Sensitive Areas Plan is required because there are critical slopes in the property. He said virtually all of the trees on the property would `have to be removed to allow the street to go through. He said there are not enough trees to qualify as woodland, and so they can't be protected by the Sensitive Areas Ordinance. He said there is an extensive amount of woodland being preserved in the larger neighborhood. Miklo said there is one aspect of the subdivision that does not comply with the City's regulations that require mailbox clusters be located so that no lot is more than six - hundred feet from a mailbox cluster. He said where the developer proposes to place the mailboxes for the subject subdivision would be far in excess of six - hundred feet for the southern lots. He said staff will be meeting with the post office to try and work out the problem. Miklo said staff recommends approval of the application subject to that being resolved before this goes to Council. Miklo showed some photographs of the area. Eastham asked what Council would receive if the Commission passed this along without the issue of mailbox clusters resolved. Miklo said the mailbox clusters would need to be shown as an outlot near the center of the subdivision or they could put a cluster to the north and one to the south. He said if they can't come to an agreement with the post office the applicant could go to the Council and seek a variance from the standards. Miklo pointed out that this is a rezoning, and the Councils vote on the subdivision won't occur until the third reading of the rezoning oridinance. He said the option staff favors is getting the ordinance changed. Eastham asked if the post office can refuse to deliver mail to mail boxes that don't meet the ordinance requirements. Miklo said that's something to be discussed with the post office. Thomas asked if the mail boxes would be along Kennedy Parkway. Miklo said the mailboxes as proposed would be on Eagle Place which is off of Camp Cardinal Road north of Kennedy Parkway. Thomas said he thought that having to cross Kennedy Parkway would be something of an inconvenience. Miklo said that will increase the likelihood that people will drive to get their mail. Eastham opened public discussion. Glenn Siders with Southgate Development Services said he is representing both the applicant for the rezoning and the development. He said once the post office and the City come to an agreement, the applicant will figure out how to accommodate that. He said the post office has a number of concerns, one of which is that this will be a fairly steep road, comparable to Benton Street in grade. He said the post office has additional regulations that they need to consider. Siders said he would like the Commission to recommend approval pending the resolution of the mail box issue. Joe Assouline of 814 Camp Cardinal Road said when they purchased their lot they were told there would be some preservation of the land around that and were presented with the idea that there would be some prairie. He said there are several hundred trees that are to be removed. He said there is a very, very steep ravine nearby, and he has had rain erosion close to his house a number of times. He said he's very concerned about removing these trees which are Planning and Zoning Commission October 3, 2013 - Formal Page 3 of 9 probably holding up some of the land around the ravine. He said he knows a road is planned, but that could easily be worked out so some of the trees could be maintained as opposed to adding hundreds of habitations. He said it's getting crowded with the new school and clinic with only one road in and out. He said the new road has a very steep exit on the other side. He said they are increasing the traffic, removing the trees and not really looking at the environment. He said for those who live there, they have a much bigger problem than the mailboxes, and it should be addressed by the Council. Eastham closed public discussion. Thomas moved to recommend approval of REZ13- 00024/SUB13 -00018 subject to the resolution of the location of the mailbox clusters. Swygard seconded. Thomas said this project seems to be consistent with the Comprehensive Plan and the question of neighborhood compatibility has been addressed as well as the issues of the environmentally sensitive areas. He said he will approve the project because it's in accordance with those ordinances as they now stand. Swygard said she sees nothing in staff report to indicate concerns by City Engineers about run- off so she will support it. Eastham asked Miklo if he has additional comments about storm water run -off caused by installing the street as well as the homes and whether or not removing the vegetation where the road will have to go would increase run -off on existing properties. Miklo said when the original subdivision for the larger development was reviewed, overall concept for storm water management was examined closely by the City Engineer and was found satisfactory. He said with this new addition they also looked at the additional lots and are satisfied with the proposal. He said there will be more detailed storm water plans at the time of final plat approval. Miklo said in terms of affecting the adjacent properties it should have minimal if any effect given that there's a ravine that's between those properties. Theobald said she hoped the solution to the mailbox issue does not involve crossing Kennedy Parkway due to the traffic that goes through there. She asked if there's a way for them to be located on the other side of the parkway. Miklo said it could be subject to the post office approval but the postal representative he spoke to said they had concerns about a mail truck stopping on such a steep slope. Eastham asked if one solution would be to have two clusters. Miklo said that was true, but the post office has been trying to get fewer stops. Dyer asked when part of a subdivision is finished and people experience erosion from run -off that the engineers didn't think would happen, does anyone go back and look before the next part is done. Miklo said there could be a number of reasons for erosion on a private property that have nothing to do with the subdivision design. He said that grading of the private lot is usually the responsibility of the contractor who built the house. Eastham said that anyone who has continued concerns about run -off can contact staff and raise those concerns when this item is brought to the Council for rezoning and preliminary plat approval. A vote was taken and the motion carried 6 -0. Planning and Zoning Commission October 3, 2013 - Formal Page 4 of 9 Development Items: SUB13- 00019: Discussion of an application submitted by Arlington LC for a preliminary plat of Windsor West Part 3, a 24 -lot, 12.38 acre residential subdivision located at Buckingham Lane and Sherwood Drive, north of American Legion Road. Miklo showed a map of the subject property and a photograph of the original subdivision as approved in 2005. He said Parts One and Two were final platted at that time, while Part Three expired. He said the plan is to go forward with a very similar design to the one that was proposed in 2005. He said Buckingham and Cumberland would connect to the adjacent subdivision. He said the Commission received emails from concerned residents on Cumberland about this connection, and said this connection has always been shown on the recorded plats as connecting. He said there are two other connections designed into the plat to allow better emergency vehicle access and to provide more efficient snow removal and garbage services and to allow better circulation in the neighborhood so the residents in the east end of Cumberland don't have all the traffic passing in front of them. He said it would also cut down on vehicle trips and doubling back to get to the other side of the subdivision. Miklo said there is a neighborhood open space requirement that's being partially fulfilled with a trail connection to the park to the northwest but there would also be neighborhood open space and infrastructure fees required. Miklo said they received some late comments from the City Engineers who identified some technical corrections needed to the plat, but other than that it is in order for approval and so staff recommends approval subject to the City Engineers signing off on it before it goes to Council. Swygard asked if they are also requesting a reduction in the sidewalks. Miklo said that is detailed in a previous staff report regarding sidewalk standards that were changed after Parts One and Two were completed, and in the interest of continuity, staff recommends using the same pre- change standards. Eastham said that some of the emails claimed there are currently marketing statements indicating that the Cumberland cul -de -sac is to be permanent. He said he has seen such situations in many other cases before the Commission and asks again if there is anything the City can do to encourage more candid marketing on the part of the developers. Miklo replied that in some subdivisions we have required that stubs streets be marked with signage indicating the street is intended to be extended. He said with this subdivision it's been a matter of public record. Eastham opened public discussion. John Moreland, the developer, said they have always intended for Cumberland to be connected because the City required that. He said he has never represented that street in any other way. Eastham corrected himself and said he was actually intended to not refer to developers, but to people who are representing homes for sale. Sara Cross of Cumberland Lane said there's a long- standing sign on the street that advertises "quiet cul -de- sac." She said a number of the neighbors were misled to believe that it would always be a cul -de -sac. She said she understands the reasons to connect the street, but said there has never seen any problems with snow or garbage removal. She said she and neighbors would like to know if it is absolutely necessary to make it a through street, because many of them bought thinking it would always be a cul -de -sac. Planning and Zoning Commission October 3, 2013 - Formal Page 5 of 9 Laura Aschenbrenner 4246 Cumberland Lane seconded the request made by Cross. She said she would like to know why the City needs that connection. She likes the quiet on the cul -de- sac. She said the people on the street would gladly take the inconvenience of doubling back over having it as a through street. Miklo said there is an ordinance that says a cul- de-sac or dead -end street can't be more than 900 feet long for emergency access. He said for garbage and snow removal, it's more efficient when the street connects. He said the more people have to double back or drive the more carbon fuel is released. He said the amount of traffic on Cumberland with this connection should not increase, and once the connection is made, it's unlikely that there will be much traffic beyond the people who live on Cumberland. Eastham closed public hearing. Dyer moved to recommend approval of application SUB13- 00019. Martin seconded. Martin said she would like to address the concerns of apparent misrepresentation. She said she wished that the status of the street connection had not been misrepresented so they wouldn't have to have this conversation here and could deal with the zoning and subdivision design, not the fact that people think they were misled to begin with. She said that if there was misrepresentation that could be reported to the Board of Realtors. She said this subdivision has been in the works for some time. She likes the idea of a sign at the end of a street that is stubbed and would raise a red flag when someone is looking at properties. Greenwood Hektoen noted that when property is final platted and recorded, a note will show up in the owner's abstract identifying temporary cul -de -sac. She said preliminary plats are not recorded and especially those for adjacent subdivisions wouldn't show up in an abstract. She said how careful the attorney is in doing the title search for a property is one way to find out about the purpose of outlots or where roads are going to lead to. Eastham said he's been on the Commission long enough to hear this same story too often — that the buyers were not informed. He said there may have been information available at the times homes were purchased but whether or not it's reasonable to expect people to go through all the contingencies that are possible when you buy a home and what's going to happen in your surrounding area is another question. Swygard said it would have been beneficial for the applicant to have used the Good Neighbor Policy and maybe explore some of these issues and perhaps explain to neighborhood representatives. She said she wants to encourage the use of that. She said she thinks it's a good solution in this area to conform to the sidewalk width that is already in place on surrounding streets. Theobald said she liked Swygard's comment about the Good Neighbor Policy. She said the cul- de -sac was clearly meant to go through. She said she's lived on a cul -de -sac, and looking back on it she thinks that having two accesses might cut down on some of the traffic for those living on the eastern portion of the street. Thomas added that this is his first experience with misrepresentation, and that clearly needs to be addressed. He said one of his concerns with a connection would be whether it would increase traffic speeds, and he said based on the roadway alignment it doesn't look like that would be an issue. He noted that, as Miklo said, the traffic would mainly be from those who live Planning and Zoning Commission October 3, 2013 - Formal Page 6 of 9 on the street. He said he's mainly concerned by the misrepresentation issue. Eastham said everyone is welcome to attend the Council meeting when this will be considered by the Council, and if the public may hear things there that were not brought up tonight. He said this is not his first experience hearing stories about misrepresentation in terms of what information they were given when they purchased a home or rented. He said he's not blaming realtors or anyone else, but he thinks it's an unfortunate situation. Eastham said connecting Cumberland is both called for by the current ordinances and is also good policy for all the reasons that have been discussed. He said he doesn't think the people living on the most westerly part of Cumberland will experience much of an increase in traffic. He said it's reasonable to accept that slight increase in traffic in order to attain the benefits of street connections that have previously been cited here. Eastham said there are studies that show that if street design policy were to have every street as a cul -de -sac that connects to an arterial and then nowhere, that kind of design of not connecting doesn't lead to good things. A vote was taken and the motion carried 6 -0. SUB13- 00020: Discussion of an application submitted by Arlington LC for a preliminary plat of Stone Bridge Parts 8 and 9, a 49 -lot, 18.22 acre residential subdivision located at Chadwick Lane and Thames Drive, south of Lower West Branch Road. Miklo said this is the last two parts of the Stone Bridge Estates Subdivision. The overall subdivision was approved a number of years ago, but the preliminary plat has expired, so the applicant is seeking reapproval. He said some infrastructure fees agreed to in the Conditional Zoning Agreement (CZA) will apply and will need to be. addressed at final plat approval. He said Clty Engineers found some minor technical items that will need to be corrected before this goes on to Council. He said staff is recommending approval subject to the City Engineers' approval. Eastham opened public discussion. John Moreland, the developer, said they let it expire because of the bad housing market 2008- 2012. Florence Stoekman of 132 Eversoll Lane said she's orl the homeowners' board, and they are supportive of this moving forward. She said with this development Chadwick Lane will go out onto Lower West Branch Road. She said there's a lot of traffic in that area. She said the trail will be totally connected when Parts 8 and 9 are completed. She said the only downside is that the homeowners' association is struggling to manage that buffer area where the trail is. She said people buying in the area where the trail will go in had been told to treat that as their back yard. She said maybe they need signage to delineate between public and private property. She said otherwise, this is a very positive thing. Martin asked if Stoekman was talking about Colchester Drive. Stoekman said she was. Eastham asked for clarification. Martin said she's talking about people living on Colchester Drive using the stream buffer space as their own yard. Stoekman said right now it appears as if it is a back yard, because the trail runs along the other side of the creek, but will cross over eventually. She said the association doesn't know how to get out plantings people have put in the public area. Eastham closed public discussion. Planning and Zoning Commission October 3, 2013 - Formal Page 7 of 9 Thomas moved to recommend approval of SUB13- 00020, a preliminary plat of Stone Bridge Estates Parts 8 and 9, a 49 -lot, 18.22 acre residential subdivision north of Court Street and south of Lower West Branch Road along extensions of Colchester Drive and Chadwick and Eversoll Lanes pending approval from the City Engineer. Theobald seconded. Thomas said this one seems pretty straightforward. He said he's interested to hear the concerns about Outlot C, and with his background in public space, it's something that's always concerned him. He said from the preliminary plat he can see how the properties on both sides of the public space might want to encroach into it. He said it's something that needs addressed. Thomas asked if there were design standards. Miklo said he thinks that once a trail is in and it's clearly public land, or open space controlled by the home owners, association that helps. He said some communities have signs put up, and that's a standard they could explore for future subdivisions. Greenwood - Hektoen said that prior to acceptance of an outlot, Public Works does an inspection, and if they see intrusions, they won't accept it until those intrusions are removed. Miklo said Outlot B will be public, and the City will take that over but the homeowners' association manages the rest of the stream buffer. Eastham asked if the homeowners' association has an obligation to manage inadvertent usage. Greenwood Hektoen said from the City's perspective it is the association's obligation to maintain their boundaries. She said it would be the association's responsibility to remedy any problems that may arise from private use of public property. Eastham asked if they would have to bear the expense if there were legal challenges. Greenwood Hektoen said ultimately they could seek remedy from the private property owner, but the City would hold the association accountable. Eastham said it's not clear that the path they've been taking in terms of allowing, requiring or facilitating private maintenance of a publically used space is going to work out well in the long - run. He said he's at a loss to figure out how to deal with this. Miklo said the City has struggled with this as well. He said it's difficult for the City, given their fiscal constraints, to take on more public ownership and maintenance. He said the alternative to the homeowners' association would be to divide it into individual lots and the access by others in the subdivision is lost and the ability to connect the subdivision with trails and greenways is also sacrificed. Eastham said he understands that the individual ownership idea is not a good situation. Theobald said she was excited to see all this building in this area. Eastham said he does think this is a good step to this developing community and the east side of town and commends the developer in persisting in this. He said managing the public part of the trail space doesn't take away from all the advantages of having additional homes built here. A vote was taken and the motion carried 6 -0. Planning and Zoning Commission October 3, 2013 - Formal Page 8 of 9 Consideration of Meetinci Minutes: September 19, 2013 Martin moved to approve minutes. Swygard seconded. A vote was taken and the motion carried 6 -0. OTHER Eastham reported that he attended the last City Council meeting, where a resident of the Miller Orchard Neighborhood gave a presentation and reported that the development along Riverside Drive is really not helping the neighborhood. He asked if there was any remedy for abandoned business sites that are essentially a concrete slab and dirt parking lot. Miklo reported that there are some development negotiations in the works for some of the more egregious sites. Swygard said there had been some interest by some Council members as a result of that presentation. ADJOURNMENT: Martin moved to adjourn. Swygard seconded. The meeting was adjourned on a 6 -0 vote. Z O N U O Z_ Z O N 06 O Z z Z J a O U W w W U Z a D Z W H f- Q CO) r O N N 0 N O Z W W a OC O LL o X X- X X X X X! M �OXXXxxxl LO V-Xxxxxxx U) ;Xxxxxxxi co oxxoXxxx coxxxxoxx! � Xxxxxxx! MXxxxxxx r, NXxxxxxx �xxxxxx �oxxxxxx ! r NXXXX T- to XXXXXXOI - XX � NxxxxXxx r ZXXXXXXX! opXXXXX� Lo C"0X0XXX� L-XXXXXXX! X X X X X ! X X 4xXxXx Q)XXxx ! xx co w0XXXXOO MXXXXX ! XX towMI-- Lo MM r r M0XXXx r r r r WdLO �X00000aa ! LOLOLO x Nxxxxx n0LO W ! ox W NXxxxx }Qzw ! x 0U< CL o? �W (owMr- r r r r v)WLoM r r r r U =�e Z a N a W w0 W H��H N 2W(gWQ F-W a' W z0wU.2rn�3 WJ� Zw > -QzW:) Z 004M -- UQYZ_QI=-4W wIxPw (9WMN �wU)w Q>- Qwa DOW zaww2m��3 a Z_ H W W U. J a O Z � O ` ,O U -0 N X (n LU .r Y O C O � O (D N c a`QQZ u u u u n xOW I O w Y X X X X X X! M LO V-Xxxxxxx oxxoXxxx MXxxxxxx NXxxxxxx �oxxxxxx r NXXXX T- - XX � NxxxxXxx r opXXXXX� C"0X0XXX� �XXxXXX� Q)XXxx x co w0XXXXOO w 2w towMI-- Lo MM r r r r r r r WdLO �X00000aa LOLOLO n0LO W W }Qzw 0U< CL o? U =�e Z a N a W w0 H��H N 2W(gWQ F-W a' OW z0wU.2rn�3 � O ` ,O U -0 N X (n LU .r Y O C O � O (D N c a`QQZ u u u u n xOW I O w Y Approved Minutes 4b(11) September 2013 MINUTES SENIOR CENTER COMMISSION SEPTEMBER 19, 2013 ROOM 209, IOWA CITY /JOHNSON COUNTY SENIOR CENTER Members Present: Jay Honohan, Chuck Felling, Kathy Mitchell, Mark Holbrook, Margaret Reese Members Absent: Rose Hanson Staff Present: Michelle Buhman, Kristin Kromray Others Present: None RECOMMENDATIONS TO COUNCIL: None. CALL TO ORDER: The meeting was called to order by Honohan at 4:00 PM. APPROVAL OF MINUTES FROM JULY 18, 2013 MEETING: Motion: To accept the minutes from the July 18, 2013 meeting. Motion carried on a vote of 5/0. Mitchell /Holbrook. PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA: None. COMMISSION ASSIGNMENTS: Honohan will attend an October City Council meeting. STEERING COUNCIL REPORT: Mitchell reported that the newcomer's breakfast put on by the membership committee was well received with 52 newcomers in attendance. The group of the Approved Minutes September 2013 month for August was the Taoist Tai Chi class. September will highlight the volunteer quilters in anticipation of the quilt raffle which will be held September 24- October 7. The community outreach group will be working with SHIIP to spread information about the Senior Center and SHIIP services. The programming committee reviewed question 8 of the survey and looked at what types of classes people are interested in. The bus trip with Loren Horton to Buchannan County was very successful. Mitchell reported that at the last steering council meeting a fourth working committee of the steering council was formed to focus on diversity within the Senior Center. This group will be chaired by Dianne Day with Linda Kopping being the staff liaison. Honohan expressed concern over adding another committee and that we may be over tapping volunteers within the Senior Center. Buhman explained that at the time that the steering council was created three areas of focus were identified; membership, community outreach and programming. The by -laws of the steering council were left flexible to accommodate additional working committees if needed. Over the past year there has been an interest in working on diversity within the Senior Center and the steering council felt this would be a good way to address this issue. Mitchell and Buhman both expressed that members of the working committees do not need to be Senior Center members. Day and Kopping had both expressed interest in inviting various community leaders to become involved in the committee. Felling expressed he believed a definition of diversity should be broad based including not only ethnicity and race, but economic factors as well. DISCUSSION ON DEVELOPING REGULATIONS FOR SERVING ALCOHOL AT SENIOR CENTER EVENTS: Honohan discussed the Parks and Recreation and Public library policies on serving alcohol. Honohan stated that he is continuing to look at options. OPERATIONAL OVERVIEW: Buhman distributed FY 2013 participation counts. The commission discussed and compared the numbers with previous years. Buhman reported that Linda Kopping is working with Tom Pickering to analyze the date from the survey. Kopping's biggest concern is about the social economic status of our participants and would like to further consider how to attracted lower income participants. Buhman suggested that the steering council report be added to the Commission packet in the form of the previous months Steering Council minutes. This could then leave open time for questions and discussion regarding the minutes. Approved Minutes September 2013 Honohan noted that he would like the commission agenda and packet emailed out earlier so that all commissioners would have more time to read the packet. Motion: To have the steering council report be submitted in the form of steering council minutes in the commission packet. Holbrook, Michell 5/0. STAFF REPORTS: Buhman reported that the Macaroni and Cheese fundraiser will be held on October 4th prior to the homecoming parade. She asked that commissioners spread the word about the event and consider donating baked goods. The macaroni and cheese is donated by Legacy Point. Buhman is working with Kirkwood Community College to recruit volunteers for an international conversation group. English speaking volunteers would be paired with non- English speakers for one on one discussion. Buhman hopes this program will begin at the Senior Center during the spring program guide session. Buhman reported that the University of Iowa Aging Studies Program will be holding a biennial conference September 26 and 27th. The keynote speaker will be Dr. Harry "Rick" Moody. The Senior Center is a co- sponsor for this event. Buhman will also be giving a tour of the Senior Center to Dr. Moody while he is in town for this event. COMMISSION DISCUSSION: The Commission discussed the possibility of putting some signs in Spanish around the building. Motion: To have staff explore the possibility of adding some signs in Spanish around the Senior Center. Motion carried on a vote of 5/0. Holbrook/Mitchell. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 510. Mitchell /Holbrook. N M � r � O N -a E o CL CO Q c N N .E E �► v L � G7 = M V m r C N ._ m N Q >- 0) i x w x x i x x LO p Z Z Z Z Z ' Z ' i x x x x ° 2 2 2 (0 ' Z Z Z Z Z ' Z ' x x x x i x LO 0 ' Z Z Z Z Z Z ' M; x x x x o i x ; co i x x x x w O i x i N LO N x x x x w O i x O N Z Z Z Z Z Z Z ' LO x x x x x w- x co C) z z z z z z z ' r N N L It tt M M N LO LO OL W M M M M M M M M M E N N N N N N N N N L r r r r r r r r r O i O Y O O O J LD cu _ a) N Z m O .E 0 U LL Y U O (6 = N V) O 2 Y L c O 2 O ca i (0 L U) >, L y.+ Y N rn L N L X C E W N N E O O O a_ Q Q Z Z II II W 2 II xOOZ Y _--il-1'243- 4b(12) IOWA CITY TELECOMMUNICATIONS COMMISSION APPROVED MONDAY, SEPTEMBER 23,2013--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST. -TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Nicholas Kilburg, Matt Butler, Laura Bergus, Brain Elias MEMBERS ABSENT: Alexa Homewood STAFF PRESENT: Mike Brau, Bob Hardy, Ty Coleman OTHERS PRESENT: Josh Goding, Hans Hoerschelman, Kevin Hoyland, James Minims, Emily Light, Chad Sanasak RECOMMENDATIONS TO CITY COUNCIL None. SUMMARY OF DISCUSSION Sanasak reported that CenturyLink has opened a retail kiosk in their facility at Burlington and Linn to provide customer service. Goeding reported PATV upgraded their studio to high - definition. Sanasak said that if and when CenturyLink offers the Prism video service the access channels could be carried on that system. Bergus asked about a possible timeframe for that service in Iowa City. Sanasak said it was just launched in Omaha and Sioux City. The response has been overwhelming. There will be some fiber built out in Iowa City next year. The service won't be available in the short term but the Iowa City /Cedar Rapids area could serve as a good test market. Hoerschelman has been working on the section on the broadband landscape and introduction for the broadband survey. When the final draft is done it might be a good idea to give it Mediacom and CenturyLink to get their response, if any, and include that in the final report. Brau said the narrative section on network performance and comparisons to the rest of the nation needs to be finished. Bergus asked how the survey results will be disseminated. Hardy said the city will need to review it prior to release. Bergus said groups such as the Iowa City Area Development group and others would likely be interested in the results. APPROVAL OF MINUTES Kilburg moved and Elias seconded a motion to approve the July 22, 2013 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS None. SHORT PUBLIC ANNOUNCEMENTS Sanasak reported that CenturyLink has opened a retail kiosk in their facility at Burlington and Linn to provide customer service. Goding introduced James Minims who has been hired as the Community Outreach Coordinator for PATV. CONSUMER ISSUES Hardy referred to the complaint report in the meeting packet and said all issues have been resolved. MEDIACOM REPO Hardy said Grassley informed him that he had nothing new to report. LOCAL ACCESS CHANNELS REPORTS Bergus noted there were written reports in the meeting packet from PATV, the City Channel, and the Senior Center. The library provided a written report at the meeting. Goding reported PATV has rewritten their guidelines to incorporate the changes in their contract with the city. Goding distributed copies of PATV's newsletter. The studio has been upgraded to high - definition. The next PATV board meeting will be Oct. 17 at 7 p.m. Minims said he will be working to help PATV become a more valuable resource for the community. PATV will be a more active presence at community events and will be reaching out to the nonprofit community to make them more aware of their services. Hoyland said the schools anticipate hiring an intern from the University soon. Four new short pieces have been produced and will soon be on the channel. The school channel had been playing a number of programs about the school board elections. Coleman said the City Channel will be quite busy this fall covering city council candidate forums. Light said the Senior Center open house to be held on Oct. 24 will include screenings of SCTV series "Life Stories ". Butler asked if SCTV still had a streaming video site. Light said they have transitioned to a YouTube channel. CABLE TV ADMINISTRATOR REPORT Hardy said he had nothing to report. Hoerschelman asked if there was any possibility of the access channels being offered on Direct TV. Sanasak said that CenturyLink has only a marketing agreement with DirectTV. If and when CenturyLink offers the Prism video service, the access channels would be carried on that system. Bergus asked about a possible timeframe for the service in Iowa City. Sanasak said it was just launched in Omaha and Sioux City. The response has been overwhelming. There will be some fiber built out in Iowa City next year. The service won't be available in the short term but the Iowa City /Cedar Rapids area could serve as a good test market. BROADBANDSURVEY Hoerschelman has been working on the section on the broadband landscape and introduction. When the final draft is done it might be a good idea to give it Mediacom and CenturyLink to get their response, if any, and include that in the final report. Brau said the narrative section on network performance and comparisons to the rest of the nation needs to be finished yet. Bergus asked how the survey will be disseminated. Hardy said the city will need to review it prior to release. Bergus said groups such as the Iowa City Area Development group and others would likely be interested in the results. ADJOURNMENT Elias moved and Butler seconded a motion to adjourn. The motion was approved unanimously. The meeting was adjourned at 6:06 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 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 12/17/12 X X X X X 1/28/13 X o/c X X X 2/25/13 X X X X X Elias 3/25/13 o/c x o/c x X 4/22/13 x x x x 0 6/3/13 X X X X X 6/24/13 x o/c z o/c X 7/22/13 o/c x x x X 9/23/13 x X X X o/c 10/28/13 X X X X x (X) = Present (0) = Absent (O /C) = Absent/Called (Excused)