HomeMy WebLinkAbout2014-05-06 Bd Comm minutes4b(1)
MINUTES
BOARD OF ADJUSTMENT
MARCH 12, 2014 — 5:15 PM
CITY HALL, EMMA HARVAT HALL
APPROVED
MEMBERS PRESENT: Larry Baker, Gene Chrischilles, Connie Goeb, Brock
Grenis, Becky Soglin
MEMBERS ABSENT: None.
STAFF PRESENT: Sarah Walz, Sue Dulek
OTHERS PRESENT: None.
RECOMMENDATIONS TO CITY COUNCIL: None.
CALL TO ORDER:
The meeting was called to order at 5:15 PM.
ROLL CALL:
A brief opening statement was read by Grenis outlining the role and purpose of the Board and
the procedures that would be followed in the meeting.
CONSIDERATION OF JANUARY 8. 2014 MEETING MINUTES
Baker moved to approve the minutes.
Chrischilles seconded the motion.
A vote was taken and the motion carried 5 -0.
SPECIAL EXCEPTION ITEMS
EXC14- 00001: Discussion of an application submitted by Hy -Vee Stores, Inc. for a
pharmacy drive -thru for property located in the Community Commercial (CC -2) zone at
1109 & 1123 North Dodge Street.
Walz presented an aerial view of the subject property. She said the property was rezoned in
2012 for the purpose of redevelopment, and at that time there was a conditional zoning
agreement recommended by the Planning and Zoning Commission and approved by City
Council that requires a number of conditions including the appearance and construction design
of the building, layout of the parking lot, landscaping and a number of other conditions. She said
a special exception for the use had been approved by the Board of Adjustment in 2012, but the
Board of Adjustment
March 12, 2014
Page 2 of 7
term of a special exception had expired before Hy -Vee made progress on establishing the use..
For this reason, the applicant must go through the special exception process again. Walz said
through the rezoning process and the previous application for special exceptions, the public has
been made well aware of what is proposed for the site.
Walz showed a general layout of the how the site will be developed and a visual of what the
buildings and parking lot and landscaping would look like.
Walz said the reasons drive - throughs must go through the special exception process is to
evaluate whether there are enough drive - through lanes and stacking spaces for proposed use;
whether there is safe vehicular circulation; whether the site is served by streets that can handle
traffic that might be generated by drive - through use; whether the drive - through will interrupt
pedestrian circulation on the site; whether a drive - through use would be detrimental to
surrounding uses.
Walz showed an example of a pharmacy drive - through that Hy -Vee at their Waterfront store.
She said staff had requested that Hy -Vee add bollards on their plan for the subject site to
ensure separation along the pedestrian walkway. She said use of these drive - throughs at Hy-
Vees is fairly low intensity. A row of existing arbor vitae and the distance from the residential
neighborhood to the north seemed sufficient for screening the drive - through from the
neighborhood. She said staff is recommending approval of this drive - through with conditions:
• Substantial compliance with the site plan submitted.
• Installation of bollards between the sidewalk and drive - through lane; this aspect of the site
plan to be approved by planning staff.
Goeb asked about restrictions on the hours. Walz replied that staff chose not to place those
restrictions on this drive - through due to the low intensity of use. Goeb had concerns about arbor
vitae being adequate for screening. Walz said those in place are a dense row of growth and will
be retained on the site in addition to the planting of other trees.
Soglin asked what would happen if the existing trees died. Walz said they would have to be
replaced with new screening that would have to be of sufficient height.
Goeb asked about the configuration of St. Clements Street. Walz said when Hy -Vee develops
the subject site they will build a new St. Clements Street right -of -way outside the parking lot.
Grenis asked if this application was in any way different from the application the Board
previously approved. Walz replied that it is the same.
Walz clarified for Goeb the essence of a Main Street look that both Planning and Zoning and
City Council required for this building, which includes street front windows and a higher quality
of building. Goeb indicated that she did not believe the site, with its large parking area, to be
characteristic of a Main Street look.
The Board agreed to hear staff reports on both special exception items before proceeding with
the findings and the motions.
Board of Adjustment
March 12, 2014
Page 3 of 7
EXC14- 00002: Discussion of an application submitted by Hy -Vee Stores, Inc. for a drive -
through associated with a coffee shop located in the Community Commercial (CC -2)
zone at 1109 & 1123 North Dodge Street.
Walz explained that the proposed drive - through for coffee shop would be located in the
southwest corner of the subject property. She said that because it is positioned across from a
residential neighborhood, staff wanted to make sure that it would be well screened with a
masonry wall and landscape screening to screen views of the cars, the sound system will be
directed away from the neighborhood, the hours of operation will be limited, and it is limited to
coffee and beverage sales with food sales being incidental, so it will not be a fast food
establishment. She said there is adequate stacking space at the order board and the pickup
window, and the two pedestrian walks will be well marked, and Hy -Vee is required to put a
median and pedestrian connection to the sidewalk on Dodge Street.
Baker asked why staff recommended restricting the hours if they are confident that the coffee
shop is screened and buffered from the neighborhood. Walz said staff believed that because the
drive - through was so close to a neighborhood, it was important to impose limits on the hours of
operation. She indicated that the applicant could come back before the Board in the future if
they feel those regulations are not needed.
Goeb asked what form the incidental food will take. Walz said it will be only coffee related foods
like pastries or similar items.
Soglin asked if additional pedestrian markings could be required. Walz explained that what is a
parking space on the current plans will actually be a raised, landscaped and curbed median.
Soglin said she was unsure how this drive - through met the criteria for a "Main Street" look as
there's a lane of traffic facing the neighborhood and a five foot wall only seventy feet from the
nearest neighbor.
Soglin asked how often you see two drive - throughs on the same property. Walz said that a
property this large can accommodate two, and she sees does not see the low intensity of the
pharmacy drive - through as comparable to a food - related drive - through.
Soglin asked if the City keeps track of the number of drive - throughs. Walz said they don't and
take each one on a case by case basis. Soglin said she sees the concept and reality of drive -
throughs as inconsistent with the Comprehensive Plan and its goals for sustainability and
greenhouse gas emissions. Walz said the Comprehensive Plan did not go into that level of
detail in terms of sustainability.
Grenis invited the applicant to speak.
John Brehm of the Hy -Vee Engineering Department briefly explained the history of the original
application and how the length of their negotiations with Robert's Dairy delayed the project so
they had to reapply. He said the site plan is the same as the original, the pharmacy drive -
through would follow the pharmacy hours, and about one car per hour is the average use of a
Hy -Vee pharmacy drive - through. He said everything they will be planting as screening will be
evergreen so the site will be well screened even in winter. He said there are typically five or
vehicles at one time in coffee shop drive - through lane. He explained that the wall will cut down
Board of Adjustment
March 12, 2014
Page 4 of 7
on headlight glare but people will still be able to see over the wall and won't act as a visible
barrier. He said they will be attempting LEED certification on this project.
Baker asked if the convenience store will be Hy -Vee owned. Brehm said it will be. Baker asked
what the hours will be. Brehm replied that they don't know what the hours will be as each Hy-
Vee sets its own hours, but a compromise was reached between the City, the neighborhood and
Hy -Vee that the drive - through hours would be set somewhere between 5:00 a.m. and 10:00
p.m. Baker asked if there was illuminated signage on the west side. Brehm said there wasn't.
Soglin asked for clarification on what will be sold. Brehm explained that the Caribou Coffee will
sell the same types of items as a Starbucks and will be partitioned off from the rest of the
convenience store so there can't be any "cross selling" out of the drive - through. Soglin asked if
sandwiches were sold through Caribou Coffee. Brehm said he hasn't seen sandwiches at their
Caribou facilities.
Soglin asked if Brehm knew how many cars would be coming through the coffee shop drive -
through in an hour's time. Brehm said at their busiest facility he's seen no more than six stacked
at one time.
Goeb stated that it is the coffee shop drive - through that will have the hours set between 5:00
a.m. and 10:00 p.m. and that the shop itself could be operated for 24 hours. Brehm said that
was correct.
Baker asked Brehm if he had experience with a coffee shop that stayed open 24 hours and the
amount of traffic that would generate. Brehm said he didn't.
Goeb asked if there was much public participation in the Commission and Board meetings that
occurred the first time this application was approved. Walz said at the Planning and Zoning
meeting issues arose about the design of the building that were ultimately resolved with Hy -Vee.
Grenis opened public hearing.
Baker move to approve EXC14- 00001, a pharmacy drive - through for property located in
the Community Commercial (CC -2) zone at 1109 & 1123 North Dodge Street with the
following conditions:
• Substantial compliance with the site plan submitted.
• Installation of bollards between the sidewalk and drive - through lane; this
aspect of the site plan to be approved by planning staff.
Chrischilles seconded.
Goeb said from what she's seen of pharmacy drive - throughs, they are very low usage, and it is
a convenience for certain people. She thinks the disturbance from the traffic generated by this
use will be negligible.
Soglin concurred with Goeb's remarks.
Baker said that regarding EXC14 -00001 he concurs with the findings set forth in the staff report
of March 12, 2014, and concludes that the general and specific criteria are satisfied. Unless
Board of Adjustment
March 12, 2014
Page 5 of 7
amended or opposed by another Board member he recommended that the Board adopt the
findings in the staff report as their findings for the acceptance of this proposal.
Grenis said he concurs with Baker's findings and as there is no opposition from the neighbors,
that shows him that the project is supported by the neighbors.
A vote was taken and the motion carried 5 -0.
Grenis declared the motion for the special exception approved, noting that anyone wishing to
appeal the decision to a court of record may do so within 30 days after the decision is filed with
the City Clerk's Office.
Soglin said for EXC14 -00002 she still had concerns about what is going to be sold and isn't fully
convinced that it's consistent with the Comprehensive Plan if sustainability aspects that are now
part of the Plan are considered.
Grenis said he didn't understand how what they are selling makes a difference.
Soglin said that Brehm had been unable to clarify whether more meal items would be sold than
beverage items. She said a concentration of meal items would bring it closer to the aspect of a
fast -food restaurant that staff has indicated is not appropriate for this area.
Chrischilles moved to approve EXC14- 00002, a special exception to allow a drive - through
associated with a coffee shop in the Community Commercial (CC -2) zone subject to the
following conditions:
• Substantial compliance with the site plan submitted, including screening,
location of pedestrian access points, and order board.
• A pedestrian route will be provided from the North Dodge Street right -of -way in
conformance with code standards: four feet in width and separated from the
parking area by two curbed landscaped medians — each median four feet in
width and planted with permanent groundcover.
• Hours of operation are limited to 5 AM to 9 PM weekdays and 5 AM to 10 PM
weekends.
• The drive - through use is limited to an eating establishment whose principal
product sales are coffee and other beverages, with food sales being incidental
and accessory.
Baker seconded.
Baker said he doesn't have concerns with the products being sold but he wonders if staff is
being unnecessarily cautious about the hours of operation based on traffic concerns. Baker said
the Board could accept the motion as is but add that the applicant knows they can come back
any time and request a change in that restriction or the Board could remove the restriction and
then review it further along in time. Walz said the Board can impose a restriction or not.
Walz clarified that the Board can't say that they might impose a restriction in the future. Dulek
said that was correct, but the applicant can return at any time requesting a change.
Baker said he has no problem removing the restriction regarding the hours of operation.
Board of Adjustment
March 12, 2014
Page 6 of 7
Chrischilles said he thinks it's a reasonable restriction seeing as how customers can still go
inside to get coffee.
Goeb added that the applicant has the right to ask for removal of the restriction.
Grenis said the sales are primarily coffee shop and he's not too worried about a food item being
a primary sale. He said he thinks the City has a good means to enforce that.
Chrischilles asked if Soglin's concern was that every time the Board approves something that
encourages the use of cars, they are going counter to the general principle of sustainability.
Soglin responded that her concern had to do with a use that requires cars to idle.
Walz said the Comprehensive Plan set a general direction toward sustainability, but it hasn't
been explicit in that area. She stated that the City had completed a sustainability assessment
but has yet to create a sustainability plan with specific goals.
Goeb said she still has issues with the North District Plan to foster a Main Street look, and this
plan looks nothing like that, no matter how many little bushes you put around it. She said she
really has no issue with the drive - through but questions the overall redevelopment plan.
Chrischilles said regarding EXC14 -00002 he concurs with the findings set forth in the staff
report of March 12, 2014, and concludes that the general and specific criteria are satisfied.
Unless amended or opposed by another Board member he recommended that the Board adopt
the findings in the staff report as their findings for the acceptance of this proposal.
Soglin said regarding EXC14 -00002 she has concerns about General Standard #7 regarding
the proposed use being consistent with the Comprehensive Plan as amended, and since the
Comprehensive Plan now includes sustainability components she is concerned about this type
of drive - through going against some of the goals related to that especially in terms of
greenhouse gas emissions.
A vote was taken and the motion carried 4 -1 (Soglin opposed).
Grenis declared the motion for the special exception approved, noting that anyone wishing to
appeal the decision to a court of record may do so within 30 days after the decision is filed with
the City Clerk's Office.
OTHER:
BOARD OF ADJUSTMENT INFORMATION:
ADJOURNMENT:
Grenis moved to adjourn.
Soglin seconded.
The meeting was adjourned on a 5 -0 vote.
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Charter Review Commission
April 8, 2014
Page 1
MINUTES APPROVED
CHARTER REVIEW COMMISSION
APRIL 8, 2014 — 7:30 A.M.
HELLING CONFERENCE ROOM, CITY HALL
Members Present: Steve Atkins, Andy Chappell, Karrie Craig, Mark Schantz, Melvin Shaw,
Anna Moyers Stone, Adam Sullivan, Dee Vanderhoef
Members Absent: Karen Kubby
Staff Present: Eleanor Dilkes, Marian Karr
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None
INTRODUCTIONS:
Chairperson Chappell welcomed everyone and thanked them for applying to serve on the
Commission. He then asked if they could go around the table and introduce themselves, and
perhaps share something about themselves, as well.
FUTURE MEETING SCHEDULE:
Regular meeting days and times — Chappell started off the discussion with future
meeting schedules. He noted that after receiving everyone's best times and days, the
early morning slot seems to be the best for all. The hope is to meet every other week,
on the weeks that the Council is not meeting. Meetings would be scheduled for the
second and fourth Tuesday of each month, starting at 7:30 A.M. Chappell then asked if
Members would turn in any long -term absences, such as vacations, to the City Clerk so
that scheduled can be adjusted as needed.
Members then discussed the meeting times and days, with it being noted that the early -
morning meetings probably won't be best for public input. This would mean having
special meetings in the evening hours. Karr asked for some clarification on the length of
the regular meetings. Chappell noted that they should probably reserve the room from
7:30 A.M. to 9:00 A.M., just to have that extra time as needed. Karr stated that the
meetings will typically be held in Harvat Hall, allowing them more space for others to
attend.
Chappell continued, noting that future meetings will have a more in -depth agenda,
showing what section of the Charter will be reviewed. This will give the public more
information in case they have a specific section they wish to attend.
Summer Schedule — Chappell then spoke about summer schedules. Karr noted that
she has received some individual schedules, but if others would like to contact her with
their information, she can then come up with a summer schedule.
4b(2)
Charter Review Commission
April 8, 2014
Page 2
SELECT CHAIR PRO TEM
Chappell noted that the next item is to elect a Chair Pro tem. He added that he plans to attend
every meeting, but that you never know what might come up. His role is basically to keep the
process moving and to keep them following the agenda each meeting. Sullivan nominated
Melvin Shaw as Chair Pro tem; seconded by Schantz. Motion carried 8 -0; Kubby absent.
DISTRIBUTION OF MATERIALS — Karr noted that Members have received a lot of including,
including three past Commission minutes from 1974 -75, 1984 -85, 2004 -05, as well as the final
reports to the City Council from each of these past Commissions. Also included for Members to
review is the original Charter and the amendments to the Charter. Karr noted that Dilkes will
review the current Charter and the Citizens Guide to the Charter with them shortly. Karr stated
that as they move through their meetings, any other documentation or materials for reference
that are needed can certainly be supplied. She added that Members will receive a packet prior
to each meeting. This led to a discussion about how Members will receive these packets —
whether electronically or via mail. A question was asked about the agenda, and Karr explained
that the meeting packet will contain the agenda for that particular upcoming meeting, as well as
any corresponding documentation. Chappell asked if anyone would have trouble receiving
these electronically, especially since they will be meeting every other week. Vanderhoef noted
that she would like to have a paper copy and that she will come down to City Hall and pick it up.
Karr noted that she will need each Members' email address so that she can send their packet to
the correct address.
Chappell noted that as Members become familiar with this information and documentation, they
should note that as they go through the minutes, it really does track along with the Charter quite
well. He noted that there will most likely be some of the very same concerns raised as in the
past, and that Members can read how issues were addressed in the past. The final reports then
are good summaries of what took place during that Commission's tenure. For those who have
no experience with the Charter, the Citizens Guide to the Charter can be very helpful, according
to Chappell. Chappell continued, noting that staff will be present at each meeting to help them
with any questions they have, and he encouraged Members to ask questions and ask for
clarification as needed.
GENERAL OVERVIEW OF CHARTER:
At this point Dilkes gave Members a brief overview of the Charter. She noted that having a
basic understanding of what "home rule" means is a good start, and she briefly explained what
this means. "Home rule" gives the City the power to legislate and act in ways that it determines
are in the best interests of the City and its citizens, unless the State has expressly preempted
them from doing so, such as cities do not have the power to tax. This is something that is
expressly prohibited by State Code. Dilkes continued, stating that issues such as election laws
are also prescribed by the State, and therefore the City must follow these rules. Dilkes then
spoke about the Home Rule Charter. She noted that there are a number of ways cities can
organize themselves under the State Code. Iowa City uses the Home Rule Charter, giving them
more latitude in setting their own form of government. She continued to explain the details of
the Home Rule Charter and how it applies to Iowa City. Dilkes reviewed briefly Articles I and II,
noting that II deals with the make -up of the Council. Iowa City has seven Council Members, for
example. The City is divided into three Districts — A, B, and C — each with a seat, and four at-
large seats on the Council. Of these seven seats, one is selected by the other Members to be
the Mayor.
Charter Review Commission
April 8, 2014
Page 3
Dilkes continued her explanation, noting the various appointments that the City Council makes.
The three employees appointed by the Council include the City Manager, the City Attorney, and
the City Clerk. The Council also appoints the members of the various boards and commissions
that it oversees as well. Continuing through the various Articles, Dilkes explained the inner -
workings of the City government and how the various departments are set up. She noted those
sections of the Home Rule Charter that are set by State Code, noting the Berent case that came
out of Iowa City and went before the Supreme Court. Dilkes briefly touched on the hiring of the
Police Chief and the Fire Chief and how the Charter covers this. Basically the Charter allows for
the Council to set policy, and the City Manager's job is then to administer and execute this
policy.
Continuing through the Articles, Dilkes spoke about how the Council appoints to boards and
commissions. State Code does call for certain commissions, such as the Planning and Zoning
Commission, and then there are others that the Council chooses to create, such as the Parks
and Recreation Commission. The Citizens Police Review Board is the only board required by
the Charter, according to Dilkes. Speaking to Article VI, Dilkes noted that the Council has the
authority to set campaign contribution limits. She gave Members some history behind this limit,
noting that at one point it was eliminated because of a holding of the Eighth Circuit Court. After
this case went to the Supreme Court, the Council set the limit at $100, which is where it is
currently. Dilkes continued to speak to some of the issues with cities having the power to create
initiative and referendum provisions. She explained what this allows citizens to do within their
cities, such as collecting signatures on a petition and then presenting that to the Council on an
issue. This then forces the Council to either enact what the petition has stated, or put the issue
on a ballot for public consideration. Dilkes continued to touch on various initiative and
referendum issues, giving Members examples of such. One example given was the 21-
ordinance vote, which was by initiative and referendum. Dilkes then explained how when a
petition is received, her office reviews it and then the City Clerk's office has to verify the
signatures. If a petition falls short of the required signatures, for example, the petitioner has a
second chance to gather the required number.
In Article VIII, Dilkes noted that this section deals with Charter amendments and review. She
covered the various ways that the Charter can be amended, such as by Council ordinance or
citizen petition, and further explained how such processes take place. The final section that
was reviewed dealt with the Charter Review Commission itself. Dilkes noted that the important
thing to remember is that the Commission's recommendations to the City Council must either be
adopted by the Council, or they must be put on the ballot.
STRUCTURE:
Identification of Issues — Chappell noted that this section will show what they plan to
do over the next year as they meet to review the Charter. Basically they will be
reviewing the Charter, line by line, in as much detail as they need, in order to complete
the review. He noted that the last time they did this, they had what they called `tentative
approval' on those sections they had basically completed their review on.
Public Input Process — Chappell noted that there will be public input throughout their
review process. He noted that they will look at the time for such input, and that if
Members hear anything about such issues to let the Commission know. He added that
they can have special meetings for public input, ones where the public is allowed to state
whatever they want about the Charter and there is no feedback from the Commission.
Or, on the other hand, they can have more interactive -type meetings, where smaller
Charter Review Commission
April 8, 2014
Page 4
groups are used to discuss specific issues. Vanderhoef asked if there will be public time
at each of the Commission's regular meetings. Chappell responded that they will have
this on upcoming agendas. Karr noted that they will also be going live on the City's web
site where they can solicit input from the public immediately. This correspondence will
then be shared with Members in their meeting packets. Also noted, there is a dedicated
email address: citycharter(cD_iowa- city.orq and there will be a press release out soon on
this, according to Karr. Karr then asked Members when they would like to receive their
packets. She asked if a Friday distribution would work for the Tuesday morning
meetings. Members agreed to this, and Karr noted that they would do some electronic
testing and would also go live with the press release on this, as well. Chappell noted
how each of them may have conversations with others during the day and the topic of
the Charter might arise. He suggested they encourage people to share their ideas via
the web site or through email, so that everyone on the Commission can hear what they
have to say. Dilkes reminded Members that now that they are a formal Commission, a
quorum of them cannot talk to each other or have a meeting without it being properly
noticed. She explained that such conversations should take place during these
meetings, that Members can talk to each other individually, but that five of them cannot
be communicating simultaneously, unless it is at a public meeting that has been properly
noticed. This can be carried over to electronic communication, as well, and she further
explained this. It was further suggested that Members send any electronic
communications through the City Clerk, so that she can distribute it to all of the
Members. A question was asked about whether a Member should respond to an email
that has been received by just them and not the entire Commission. Dilkes stated that
the Member can choose to share this with the rest of the Members or not. Karr stated
that if a Member should respond, it is best to 'cc' her so that she can copy the
correspondence for the rest of the group and have it in the next packet.
Members continued to discuss how to handle email correspondence. Chappell noted
that basically any email related to this Commission is public record, if asked for, no
matter what email address it is sent to or responded from. Chappell then spoke to public
comment times, stating that typically at their meetings, they complete their work first and
then ask for public comment. It was noted that they should probably have some rules on
this, such as public input should be limited to five minutes, which is what the Council
does. Karr stated that typically the Council has public comment closer to the beginning
of their agenda, and then they move on with their agenda, and then have public
comment time again at the end of the meeting, if it's needed. She added that with the
Commission's short agenda, she doesn't believe they need to have public comment in
there twice. Karr stated that they could post this information on the web site so that
those interested in addressing the Commission are aware of this beforehand. A
question was raised about this public input, whether it will be just comments received or
an exchange between Members and the public. Dilkes noted that if the issue raised is
not on that day's agenda, the Commission cannot engage with the public. The issue
would need to be put on a future agenda, and properly noticed to the public. Members
briefly discussed how they might handle such interactions with the public.
In looking at the next meeting in two weeks (April 22), Chappell suggested that Members
start to read through the Charter. He stated that they might want to keep a list of specific
items that they want further information or discussion on. On the next agenda, Chappell
stated that they would most likely have the Preamble, Definitions, and Section I to
discuss.
Charter Review Commission
April 8, 2014
Page 5
ADJOURNMENT:
Sullivan moved to adjourn the meeting at 8:35 A.M., seconded by Vanderhoef. Motion
carried 8 -0; Kubby absent.
Charter Review Commission
April 8, 2014
Page 6
Charter Review Commission
ATTENDANCE RECORD
2014
Key.
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
- -- = Not a Member at this time
TERM
c
NAME
EXP.
4/1/15
X
Steve
Atkins
Andy
4/1/15
X
Chappell
Karrie
4/1/15
X
Craig
Karen
411115
O
Kubby
Mark
4/1/15
X
Schantz
Melvin
4/1/15
X
Shaw
Anna
4/1/15
X
Moyer
Stone
Adam
4/1/15
X
Sullivan
Dee
4/1/15
X
Vanderhoef
Key.
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
- -- = Not a Member at this time
FINAL /APPROVED
CITIZENS POLICE REVIEW BOARD
MINUTES — March 11, 2014
CALL TO ORDER: Vice Chair Melissa Jensen called the meeting to order at 5:33 P.M.
MEMBERS PRESENT: Donald King, Royceann Porter
MEMBERS ABSENT: Joseph Treloar, Mazahir Salih
STAFF PRESENT: Staff Kellie Tuttle, Catherine Pugh, and Pat Ford
STAFF ABSENT: None
OTHERS PRESENT: Marian Karr, City Clerk
RECOMMENDATIONS TO COUNCIL
None
4b(3)
CONSENT CALENDAR
Motion by Porter, seconded by King, to adopt the consent calendar as presented or amended.
• Minutes of the meeting on 02/11/14
Motion carried, 3/0, Treloar and Salih absent.
OLD BUSINESS
Community Forum — Draft information was included in the meeting packet and no changes
were made by Board members. Tuttle informed the Board that the forum notice would be
posted in the same places as last year and asked the Board to let her know of additional
places. The overview for the forum will be discussed at the next meeting. King asked if the
video would be completed in time for the forum. Karr stated it was dependent upon the Board
completing interviews with Cable, editing time, etc. Karr also encouraged the Board to set up
a time with Cable as soon as possible for the interview to keep the project moving along.
NEW BUSINESS
Introduction of new Legal Counsel — Karr introduced Pat Ford to the Board as the new legal
Counsel.
PUBLIC DISCUSSION
None.
BOARD INFORMATION
None.
CPRB
March 11, 2014
Page 2
STAFF INFORMATION
Pugh stated that she has enjoyed working for the Board the last 16 years and appreciated their
contribution to the community and that Iowa City is very fortunate to have a process such as
this in place.
Karr finished up discussion regarding the video by reminding the Board that they have the
interview questions in a memo from the previous meeting packet but also to feel free to add
other questions that may come up during the interview.
Karr also informed the Board that the City was working on translating some of the educational
pieces regarding the Board into other languages.
EXECUTIVE SESSION
Motion by King, seconded by Porter to adjourn into Executive Session based on Section
21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by
state or federal law to be kept confidential or to be kept confidential as a condition for that
government body's possession or continued receipt of federal funds, and 22.7(11) personal
information in confidential personnel records of public bodies including but not limited to cities,
boards of supervisors and school districts, and 22 -7(5) police officer investigative reports,
except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications
not required by law, rule or procedure that are made to a government body or to any of its
employees by identified persons outside of government, to the extent that the government
body receiving those communications from such persons outside of government could
reasonably believe that those persons would be discouraged from making them to that
government body if they were available for general public examination.
Motion carried, 3/0, Treloar and Salih absent. Open session adjourned at 5:50 P.M.
REGULAR SESSION
Returned to open session at 6:43 P.M.
Motion by Treloar, seconded by Salih to set the level of review for CPRB Complaint #13 -06 to
8 -8 -7 (13)(1)(d), Request additional investigation by the Police Chief or City Manager, or
request police assistance in the Board's own investigation; and direct staff to request additional
information from the Iowa City Police Department regarding CPRB Complaint #13 -06.
Motion carried, 3/0, Treloar and Salih absent.
Motion by Treloar, seconded by Salih to set the level of review for CPRB Complaint #13 -07 to
8 -8 -7 (13)(1)(d), Request additional investigation by the Police Chief or City Manager, or
request police assistance in the Board's own investigation; and direct staff to request additional
information from the Iowa City Police Department regarding CPRB Complaint #13 -07.
Motion carried, 3/0, Treloar and Salih absent.
CPRB
March 11, 2014
Page 3
TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subiiect to change)
• April 8, 2014, 5:30 PM, Helling Conference Rm — (Rescheduled to April 21)
• April 21, 2014, 5:30 PM, Helling Conference Rm
• May 13, 2014, 6:00 PM, IC Public Library, Room A - Annual Community Forum
• June 10, 2014, 5:30 PM, Helling Conference Rm
Moved by King, seconded by Porter to reschedule the April 8t" meeting to Monday, April 21St
due to scheduling conflicts. Motion carried, 3/0, Treloar and Salih absent.
ADJOURNMENT
Motion for adjournment by King, seconded by Porter.
Motion carried, 3/0, Treloar and Salih absent.
Meeting adjourned at 6:50 P.M.
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MINUTES APPROVED
HISTORIC PRESERVATION COMMISSION
MARCH 13, 2014
EMMA HARVAT HALL
MEMBERS PRESENT: Kent Ackerson, Thomas Agran, Esther Baker, Thomas Baldridge,
Kate Corcoran, Frank Durham, Andrew Litton, David McMahon,
Pam Michaud, Ginalie Swaim
MEMBERS ABSENT:
STAFF PRESENT:
OTHERS PRESENT
Frank Wagner
Bob Miklo
Carl Klaus, Mike Wright
RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action)
None.
CALL TO ORDER: Swaim called the meeting to order at 5:30 p.m.
PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA:
There was none.
CONSENT AGENDA - CERTIFICATES OF APPROPRIATENESS:
Miklo said there are some conditions, as outlined in the staff report.
516 South Lucas Street.
MOTION: Baker moved to approve a certificate of appropriateness for the project at 516
South Lucas Street, as presented in the application, with the following conditions:
replacement awning windows must be sized to fit the existing window openings without
adding extra blocking and new siding at wall infill must match existing siding, staggering
all vertical joints. Durham seconded the motion. The motion carried on a vote of 10 -0
(Wanner absent).
311 Brown Street.
MOTION: Ackerson moved to approve a certificate of appropriateness for the project at
311 Brown Street, as presented in the application, with the following conditions; trim at
new windows shall match trim at existing windows; new siding at wall infill shall match
existing siding, staggering all vertical joints. Durham seconded the motion. The motion
carried on a vote of 10 -0 (Wapner absent).
REPORT ON CERTIFICATES ISSUED BY CHAIR AND STAFF:
Swaim stated that this is available for review in the Commission packet.
HISTORIC PRESERVATION COMMISSION
March 13, 2014
Page 2 of 6
PUBLIC HEARING ON PROPOSED GOOSETOWN /HORACE MANN CONSERVATION
DISTRICT:
Swaim said this is a continuation of the public hearing from the past meeting.
Miklo said there was a meeting in February with representatives from both the Northside
Neighborhood Association and the Goosetown Neighborhood Association. He said that after
that meeting, it was agreed to change the name of the district to better reflect its geography.
Miklo said the proposal is now called the Goosetown /Horace Mann Conservation District. He
said the representatives from both neighborhoods indicated support for the change. Miklo said
the report and maps have been changed to reflect the name change.
Miklo said the Commission received an e-mail before the previous meeting, asking that the
property at 703 East Jefferson Street be removed from the district. He said it is on the edge of
the district, at the corner of Dodge and Jefferson Streets. Miklo said staff has determined that it
is a contributing property, because its general building form and design are very similar to when
it was built. He said it has been modified over the years with replacement vinyl siding and the
porch has been reconstructed, but it is in generally the same form and has a new metal roof.
Miklo said staff feels that although it is not a pure example of a historic building, it does
represent a lot of the buildings in the neighborhood and was therefore determined to be
contributing. He said that when staff worked with the neighborhood association on drafting the
boundaries, wherever there was a non - contributing property toward the edge, it was taken out to
avoid regulating something that did not necessarily need regulating and also to minimize the
number of people who might object to the district.
Miklo said it is up to the Commission to decide whether to include the property or not. He said
staff thinks it does contribute to the character of the district.
Public hearing open:
Wright said he is coordinator of the Northside Neighborhood Association. He said the two
neighborhoods got together the week following the last Historic Preservation Commission
meeting and discussed this. Wright said they worked this out and changed the name to reflect
the geography of the neighborhood and to highlight the school as well.
Wright said he believes it is important to leave 703 Jefferson within the boundaries of the
district. He said that was included intentionally. Wright said that is the one block in the district
that is probably more in jeopardy than others because of what the zoning there allows. He said
it is zoned RNS -20, which is higher density and would allow for demolition for apartment
buildings, for example.
Klaus said that he is a 44 -year resident of Goosetown. He said he wrote a letter with his
neighbor, Mary Beth Slonneger, concerned with this proposal, largely because it seemed to
annex a portion of Goosetown without recognizing the identity and name of Goosetown. Klaus
said that now that the name is to be the Goosetown /Horace Mann District, that is certainly
satisfactory with him and Slonneger and the current representatives of the neighborhood.
Public hearing closed.
HISTORIC PRESERVATION COMMISSION
March 13, 2014
Page 3 of 6
Baldridge said the owner of this property is elderly, and he would suspect that the owner feels
this is somehow going to force her to do something that she cannot, doesn't want, or can't afford
to do. Baldridge said he does not know if it is possible to explain to her that that will not be the
case. He said he thinks it would be a loss to the district to not include the house. Baldridge
said that perhaps talking to the owner and /or her son might make a difference.
Durham asked if it is appropriate to contact a dissenting homeowner to answer any questions.
Miklo stated that he did have a conversation with the owner's son to explain the goals of a
conservation district and also directed him to the website and the guidelines. Miklo said the son
looked at the guidelines, and he stated in his email that is what caused him concern. Miklo said,
however, that if one looks at this building, almost everything that could be done to it has already
been done, in terms of siding and porch replacement and roofing.
Michaud asked if the owner understands that the interior of the building is not affected. Miklo
said he believes so. Michaud said it seems to be a two- entryway duplex on a corner. She said
the exterior guidelines do not affect that.
Miklo said the response of the owner's son was to send the e-mail to the Commission to ask
that the property be taken out of the district. He said there are other property owners who would
rather not be in the district, so that is not unusual. Miklo said it is up to the Commission to
decide if this property is worthy of conservation and should remain or, even if it is not worthy of
conservation, if what goes in its place should be reviewed.
Michaud said she thinks it is worthy of conservation and that any replacement should be
harmonious with the adjacent properties. She said this is a significant corner property that
should be included. Corcoran agreed and said it is like an anchor on the edge of the property.
MOTION: Corcoran moved that the Historic Preservation Commission approve the
inclusion of 703 East Jefferson Street in the proposed Goosetown /Horace Mann
Conservation District. Baker seconded the motion. The motion carried on a vote of 9 -0-
1 (Wagner absent and Litton abstaining).
Baldridge said he did not recall the reason why 115 Governor and 830 Jefferson were left out.
Miklo said he believes those are more modern buildings. He said that both buildings date after
1970.
MOTION: McMahon moved that the Historic Preservation Commission approve the
proposed Goosetown /Horace Mann Conservation District. Durham seconded the motion.
The motion carried on a vote of 9 -0 -1 (Wagner absent and Litton abstaining).
Swaim said this will move on to the Planning and Zoning Commission. Miklo said a notice will
be sent to property owners, but he believes the Planning and Zoning Commission meeting will
be held in April.
CONSIDERATION OF MINUTES FOR FEBRUARY 13,2014:
Swaim stated that on page nine of the public hearing minutes, in the fifth paragraph, "he" should
be changed to "she."
HISTORIC PRESERVATION COMMISSION
March 13, 2014
Page 4 of 6
Michaud said that on page four of the regular meeting minutes, in the first full paragraph, it
should read "...should not exceed 65 during the day, basically on the frontage line of the
property that is the source of noise and 55 at..."
MOTION: Ackerson moved to approve the minutes of the Historic Preservation Commission's
February 13, 2014 meeting and public hearing, as amended. Baldridge seconded the motion.
The motion carried on a vote of 10 -0 (Wagner absent).
Swaim stated that the packet contains the Iowa Certified Local Government report for the last
year. She said it is a pretty thorough report of what the Commission has accomplished.
Swaim said that two Commission members are leaving. She thanked Baldridge and McMahon
for their service to the community and presented each of them with a plaque.
ADJOURNMENT:
The meeting was adjourned at 5:54 p.m.
Minutes submitted by Anne Schulte
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MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
FEBRUARY 20, 2014 — 6:30 PM
SENIOR CENTER, ASSEMBLY ROOM
MEMBERS PRESENT: Andrew Chappell, Cheryll Clamon, David Hacker, Jim Jacobson,
Dottie Persson, Christine Ralston, Rachel Zimmermann Smith
MEMBERS ABSENT: Michelle Bacon Curry, Peter Matthes
STAFF PRESENT: Tracy Hightshoe, David Purdy, Jeff Vanatter
OTHERS PRESENT: Karen DeGroot, Barbara Bailey, Laura Shoemaher, Maryann
Dennis, Crissy Canganelli, Mark Sertterh, Mary Jo Daly, Mark
Patton, Del Holland, Brian Loring
RECOMMENDATIONS TO COUNCIL:
No recommendations.
CALL TO ORDER:
The meeting was called to order by Chair Andrew Chappell.
APPROVAL OF DECEMBER 19, 2013 AND JANUARY 16, 2014 MINUTES:
Clamon moved to approve the minutes of December 19, 2013 as corrected.
Jacobson seconded.
A vote was taken and the motion carried 6 -0.
Jacobson moved to approve the minutes of January 16, 2014.
Persson seconded.
A vote was taken and the motion carried 6 -0.
PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA:
None. (Ralston arrived at this time)
STAFF /COMMISSION COMMENT:
Zimmermann Smith voiced her concern about HCDC members not present for the allocation
meetings.
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
February 20, 2014
PAGE 2 of 6
Hacker said he thinks, at least for the purposes of the new members, the Commission should
discuss exactly what their role is concerning reports like the Impediments to Fair Housing.
Chappell said he would agree with Hacker. He said it would have been better to have had a
clear charge at the very beginning of the process. Hacker asked what the current status of the
report is.
Hightshoe replied that the final report submitted by the Public Policy Center is being reviewed
by the City Manager and Attorney's office. She said once the report has been approved by the
City Manager's office, it will be placed online for the public. Chappell said if it does come back to
the Commission he will have a conversation with staff and the City Attorney's Office so the
Commission will understand exactly what they are supposed to do with it.
Persson said she would like notification when it goes public. She said she was disturbed that
not only did the Commission not know their role, but it didn't look very democratic.
Hightshoe said they will be sending out an RFP for a consultant to complete the 5 -Year
Consolidated Plan, a HUD requirement, which will guide the City's HOME and CDBG funding
priorities for 2016 -2020.
Monitoring Reports
• FY14 Free Medical Clinic — Facility Rehabilitation (Ralston)
Deferred to next meeting
• FY13 HACAP — Rental Rehabilitation (Jacobson) — Deferred to next meeting
• FY13 Habitat — Acquisition and Rehabilitation (Matthes) — Deferred to next meeting.
• FY13 Charm Homes —Acquisition (Jacobson)
He reported $38,975 of the $61,650 total FY13 HOME allocation was used as a down
payment for1814 Lakeside Drive, which is a group home. It is leased to three tenants,
but they expect to have a fourth soon. They are looking for another home for the
remainder of the allocation. Their target for occupying the new home is June or July.
• FY13 Neighborhood Centers of Johnson County — Facility Rehab (Bacon Curry)
Deferred to next meeting.
Discussion Regarding Applications for FY1S Community Development Block Grant
(CDBG) and HOME Investment Partnerships Program (HOME) Funding —
Question /Answer Session
Chappell said on March 6th the Commission will have discussion and make a budget
recommendation to City Council.
Chappell started the discussion process with the City of Iowa City Housing Rehab application
and wanted to know if applicants could change or broaden the scope of their project after the
application deadline, as the City did here. Hightshoe said in the past the Commission have both
allowed and denied it in different cases. Hightshoe stated the application is for the same
amount of funds, but would allow the commission to set aside some funds for down payment
assistance with rehabilitation in the targeted areas. Staff felt it was better to have the
commission review the revised application as opposed to submitting a budget recommendation
for rehab. with a staff request to Council to also consider down payment under the same
application. The commission can make a recommendation only for rehabilitation (original
application) or can include funds for down payment assistance.
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
February 20, 2014
PAGE 3 of 6
Jacobson wanted to know about the relation of this program with the Greater Iowa City Home
Builders Association. Vanatter replied that they don't have a formal relationship, but the City
tries to include them as much as possible in training opportunities and getting contractors to
work with the City's housing programs.
Chappell asked what comprised the project delivery cost and Vanatter explained the
administrative items it covered. He said they don't pass administrative costs along to the buyer.
He said this program has been in existence for about eighteen months, involving about 23
houses so far. He said this year's application covers the same targeted areas as last year. He
said the program application process has gone slower this year because a number of applicants
did not qualify.
The Commission next discussed the Iowa City Co- Housing Down Payment Assistance
Program, a new applicant. Barbara Bailey said the site was acquired; zoning is in process and
will be going to Planning and Zoning in the middle of March. Bailey said their goal is to offer help
to some lower income individuals, as the co- housing group would like income diversity in the
development. She described the lay -out of the housing development and the shared common
areas /building. Commission member asked if the homes would be affordable with the
association fees /related costs for the amenities. Hightshoe said the new HOME rule limits a
buyer's monthly debt to no more than 43% of their income. The debt includes all recurring
monthly costs - this would include the mortgage payment with the association dues /fees.
Bailey said in other communities with co- housing, there is typically a waiting list, with a couple
exceptions. There was a question if they are considering renting some of the units. She said
the group is considering making some of the units rentals, but there are pros and cons to doing
that. Zimmermann Smith said she would like to hear from someone from the Miller Orchard
neighborhood and how they feel about having co- housing in their area. Bailey said she would
see if she could get a neighbor to attend.
Habitat for Humanity Acquisition was next on the list. Mark Patton explained the two violations
Habitat had incurred based on the staff report as requested by Hacker. Hacked asked staff
what was the importance of the violations. Hightshoe stated that defaulting on a HUD
agreement, especially if during a HOME affordability period, requires the City to repay HUD with
non - federal funds. The majority of Habitat funds are HOME funds. The City does not
encourage new, City assisted rental units in this Census tract. Habitat stopped providing
affordable homeownership and converted the unit to rental without a valid rental permit or
notifying the City for two years. If notified, the City may have extended the compliance period if
it immediately reverted back to homeownership. As the source of funds was CDBG, there were
more options than if HOME funded. Patton said he knows they may not get funding this year
and gave an update on their remaining city assisted homes.
Hightshoe explained what CHDO operating funds are. In the HOME program, only certified
Community Housing Development Organizations can apply for operating funds, basically the
equivalent of CDBG public services for affordable housing providers. There were no questions
about the application from The Housing Fellowship for CHDO operating funds.
Chappell voiced his concerns about the timing in the case of the LIHTC application from The
Housing Fellowship, but said there's nothing to be done about it unless the Commission is going
to change their timeline for allocating funds. The Affordable Housing Location Map was
discussed. MaryAnn Dennis said The Housing Fellowship is not going to approach either the
Commission or the Council to try to get approval to place new rental housing in an area not
encouraged for city assistance. Zimmermann Smith asked if they could do a scattered site
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
February 20, 2014
PAGE 4 of 6
application with single family homes. Dennis explained that with a tax credit project it's not
feasible to do scattered site single family acquisition due to the expense and the necessary
requirement to have site control before applying for LIHTCs. Hacker asked what happens if not
fully funded. Dennis replied that if they received less, they would certainly try to find other funds.
She said they would not submit an application if they couldn't find the funds. Chappell asked
how many tax credit projects The Housing Fellowship had completed. Dennis said they had
done five.
Chrissy Canganelli from Shelter House said the Rapid Rehousing program is a paradigm shift
within HUD. Canganelli affirmed for Chappell that 80% of the people that Shelter House helped
in the past through this program stayed in their apartments. Canganelli said the retention is
going really well because Shelter House also provides support services to the clients. She
explained how they staff the program and said if allocated full funding it would be to continue the
program they have administered over the last year. Canganelli said they have successfully been
working with landlords willing to participate in this program, although at times it has been
difficult. She said all along the way the client is required to financially contribute. She explained
how they choose clients for the program. Mark Sertterh spoke more about how Shelter House's
relationship with landlords is developing and improving.
Chappell moved on to applications from public facility projects, starting with the Arc of Southeast
Iowa - Playground. Karen DeGroot said the playground would be fenced in. She said they are
also submitting applications for grants for this project, because they would not be able to raise
the needed funds through donations only. She explained that if they got partial funding, they
would have to do the project in phases. She said they would rely on volunteer labor to install the
playground.
Brian Loring from the Neighborhood Centers of Johnson County said they are applying for a
lower level reconfiguration, which due to increased construction costs is actually Phase 2 of the
initial project that they proposed in 2012. He said it would involve removing a kitchenette,
adding an office, and creating an entrance for the pre - school. He said if they receive full funding
they know they can finish the project.
A representative from United Action for Youth said there are three phases of this project: the
main driveway and parking lot, the two lots behind each of the two houses that belong to UAY,
and the basement issues. UAY referenced the photo on the PowerPoint City staff completed
that showed a picture of the mold that's seeping into the basement because of water run -off
from the alley. Chappell asked if there was any consideration if these two houses would revert
to residential again. The UAY representative said people have approached them before in order
to tear them down, but never to keep as residential. She said right now their position is to keep
them as the historical buildings they are and they have no intention of selling. Hightshoe said
based on their full request, there would be a twelve year compliance period. If UAY sold the
buildings before the end of the compliance period they would have to pay the full amount back
to the City. The UAY representative explained the process of putting in permeable pavers to
solve the water run off problem. Clamon asked if there was a cheaper way of solving the
problem. The UAY representative said they had looked at many processes, and this seemed to
be the best one for addressing all the issues.
Hightshoe explained the allocation process and timeline to the Commission.
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
February 20, 2014
PAGE 5 of 6
ADJOURNMENT:
Zimmermann Smith moved to adjourn.
Persson seconded.
Motion to adjourn carried 7 -0.
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®r CITY OF IOWA CITY 4b��
�. MEMORANDUM
Date: April 22, 2014
To: Mayor and City Council
From: Tracy Hightshoe, Housing and Community Development Commission
Re: Recommendation from Housing and Community Development Commission
At their March 6, 2014 meeting the Housing and Community Development Commission made
the following recommendation to the City Council:
The Commission voted 7 -1 (Zimmermann Smith opposed) to forward the following FY15
CDBG /HOME funding recommendation to City Council:
Housing
City of Iowa City - Downpayment & Rehab.
Iowa City Co- Housing - Downpayment
Habitat for Humanity - Acquisition & Construction
The Housing Fellowship — CHDO Operating
Expenses
The Housing Fellowship - Rental
Shelter House - Rapid Rehousing
Housing Total
Requested Recommended
Amount Allocation
$250,000
$100,950
$100,000
$20,000
$300,000
$75,000
$845,950
$140,000
$0
$0
$15,000
$200,000
$75,000
$430,000
Public Facilities
Arc of Southeast Iowa $100,000 $75,000
Neighborhood Centers of JC $84,000 $0
United Action for Youth $122,620 $25,000
Public Facilities Total $306,620 $100,000
TOTAL REQUESTED: $1,152,570 $530,000
2. The Commission voted 8 -0 to recommend to City Council that if the CDBG or HOME actual
allocation decreases by more than 10% or increases by more than 5 %, HCDC will reconsider the
budget. If under these thresholds, the allocations will be prorated by program (if an increase, pro-
rated up to the requested amount).
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
MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
MARCH 6, 2014 - 6:30 PM
EMMA HARVAT HALL, CITY HALL
MEMBERS PRESENT: Michelle Bacon Curry, Andrew Chappell, Cheryll Clamon, David
Hacker, Jim Jacobson, Dottie Persson, Christine Ralston, Rachel
Zimmermann Smith
MEMBERS ABSENT: Peter Matthes
STAFF PRESENT: Tracy Hightshoe, Liz Osborne, David Purdy
OTHERS PRESENT: Karen DeGroot, Alex Schmidt, Genevieve Anglin, Barbara Bailey,
Mary Knudson, Maryann Dennis, Crissy Canganelli, Laura
Shoemaher, John Shaw
RECOMMENDATIONS TO COUNCIL:
1. The Commission voted 7 -1 (Zimmermann Smith opposed) to forward the following
FY15 CDBG /HOME funding recommendation to City Council:
Housing
Requested Recommended
Amount Allocation
City of Iowa City - Downpayment & Rehab.
$250,000
Iowa City Co- Housing - Downpayment
$100,950
Habitat for Humanity - Acquisition & Construction
$100,000
The Housing Fellowship - CHDO Operating
$20,000
Expenses
The Housing Fellowship - Rental
$300,000
Shelter House - Rapid Rehousing
$75,000
Housing Total
$845,950
Public Facilities
$140,000
$0
$0
$15,000
$200,000
$75,000
$430,000
Arc of Southeast Iowa $100,000 $75,000
Neighborhood Centers of JC $84,000 $0
United Action for Youth $122,620 $25,000
Public Facilities Total $306,620 $100,000
TOTAL REQUESTED: $1,152,5701 $530,000
2. The Commission voted 8 -0 to recommend to City Council that if the CDBG or HOME
actual allocation decreases by more than 10% or increases by more than 5 %, HCDC
will reconsider the budget. If under these thresholds, the allocations will be
prorated by program (if an increase, pro -rated up to the requested amount).
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
March 6, 2014
PAGE 2 of 7
CALL TO ORDER:
The meeting was called to order by Chair Andrew Chappell.
PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA:
None
STAFF /COMMISSION COMMENT:
Hightshoe explained that the City currently has a HOME commitment shortfall of approximately
$200,000. The City must commit $200,000 in HOME funds by July 31 or risk recapture of the
shortfall by HUD. Commitment means a project site is identified, environmental review
completed and an agreement entered. There are only two HOME projects left to commit funds:
Charms and Iowa City Owner - Occupied Rehab. The Rehab. staff typically set up agreements in
the winter and enter agreements in early spring to start construction. Staff felt they will be able
to commit the needed funds by the deadline. Bruce Teague, CHARM Homes, was not confident
they could identify and sign purchase agreements on three homes by July (remaining home in
their FY13 agreement and two homes with the FY14 allocation). Teague was confident they
could identify two and requests that the FY14 project be amended to one home. The $61,650
allocation would go towards one home reducing the amount of private financing needed and
allowing the City to commit the needed HOME funds by the HUD deadline. Hightshoe will
forward an Annual Action Plan Amendment to the commission in April for consideration.
Monitoring Reports
• FY14 Free Medical Clinic — Facility Rehabilitation (Ralston)
Free Med entered into a contract with the City for their FY14 improvements. She said
construction is going well except for the water leak they found that ran up the foundation.
The leak was repaired. She said of the total budget, CDBG covered all but $3,000 of
their proposal. She said they should be done by the end of April and will then be able to
use the basement for programming instead of storage. She said both the clinic and the
recipients of the services are very appreciative of the funders.
• FY13 HACAP — Rental Rehabilitation (Hightshoe)
Hightshoe reported that the construction project is done. 18 transitional housing units
were rehabilitated. Improvements included siding installation, new doors, new HVAC,
removal of old wall A/C units, brick repair, fencing removed, new paving and new
dumpster screening. She said the police requested extra lighting. This was a
requirement of the agreement. HACAP did not install the lighting; however is working on
an agreement with MidAmerican to install it and HACAP would pay the increased utility
charge. Final payment will not be released until the final deal is worked out and a
budget amendment signed. Hightshoe stated about half the units were vacant. HACAP
is working on filling up the remainder as the period of affordability does not start until the
units are occupied by income eligible tenants.
• FY13 Habitat —Acquisition and Rehabilitation (Matthes)
Deferred to the next meeting.
• FY13 Neighborhood Centers of JC — Facility Rehab. (Bacon Curry)
Hightshoe reported that they completed Phase I of the lower level Broadway project —
kitchen installation, flooring, etc.
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
March 6, 2014
PAGE 3 of 7
Discussion Regardina FY15 Community Development Block Grant (CDBG) and HOME
Investment Partnership Program (HOME) Requests
• Review Project Rankings
• Discuss Average Allocation Worksheet
• Develop FY15 CDBG /HOME Budget Recommendation to Council
Hightshoe explained to the Commission that CITY STEPS outlines a process for review. This
includes the review of high priorities first. For each high priority, the Commission may fund,
partially fund or not fund. Once considered, medium priorities are considered and then low
priorities. She reminded the commission that at least $316,000 must be allocated to HOME
eligible housing activities. She said HUD has not released the final entitlement allocations yet,
thus our numbers are subject to change.
The Commission started discussion with Clamon voicing her concern that Shelter House has
been the recipient of CDBG /HOME money before for increased operations /facilities. She is
concerned about their growth and if they will be able to handle, sustain it. Chappell said in
previous years he's had the same concern, but he thinks this project is different. Ralston said
she saw no problems with capacity on the staff report. Hightshoe stated this project was a
continuation of a program they currently administer, not an additional program.
Members asked Dennis if full funding was required. Dennis said she had applied for full funding
and the application stated it would not be possible without full funding, but at the
question /answer session she stated they could proceed with partial funding. There is the
availability of Housing Trust Fund dollars and other avenues that could be explored if the project
does not receive full funding.
Zimmermann Smith recommended full funding for Housing Rehab because it keeps people in
their homes in neighborhoods that need to be stabilized, and she thinks this is a great program
for sensitive neighborhoods. Jacobson said he has no issue with the program but thinks the
funding source should be something that comes out of fees to developers who are building new
homes, not money that could go to other projects. Bacon Curry argued that it seemed
counterproductive to not upkeep affordable housing that already exists to fund new housing.
Ralston said she wasn't entirely comfortable with the scoring system and this program ended up
at the bottom for her. Chappell said he agreed with Jacobson's idea about how to fund this, but
said he thinks the Supreme Court would call it an impact fee.
Discussion continued with Arc of Southeast Iowa's request for playground equipment. Ralston
said she funded this at zero because she rated housing programs higher.
The next item was Neighborhood Centers of Johnson County. Bacon Curry expressed her
desire to see the organization be able to just finish the project. Chappell said he thought they
were finishing this project last year, but the price came in higher than expected. Chappell was
concerned that the same thing might happen again. John Shaw, architect for Neighborhood
Centers, said the plans for the project are finished and they have estimates from contractors, so
they have a secure handle on the project costs.
Discussion continued with United Action for Youth. Persson asked what would happen if they
didn't receive full funding. Genevieve Anglin from UAY explained the work they needed done
and the estimates for repairing the basement water problem ($25,000), the expanding hole in
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
March 6, 2014
PAGE 4of7
their parking lot ($68,000) and the top parking lot ($38,000). She said they have plans to do
fundraising with a goal of $16,000 and they have a commitment from elsewhere for an
additional $16,000. Alex Schmidt explained what is causing the mold in the basement and how
it can be fixed.
Chappell said that Iowa City Co- Housing was an interesting project, but perhaps not at the
same level need -wise of some of the other projects. He said when staff's concerns about
Habitat for Humanity disappear he will be very happy to talk about getting them back in the
funding stream, but is not supportive of funding at this point. Clamon said she thought the co-
housing was interesting and she likes to fund innovative projects, but doesn't think the
organization has proved itself yet. Ralston said she thinks the City is long overdue for some
unique way to house its residents and supports this project, giving it almost full funding. She
said she thinks the way a city becomes ready for new and innovative projects is by people who
have some power to control some of these dollars agreeing to try something different like this.
Hacker said he supports both of these programs as they seem to be the only applicants who
seem to reach out to the community and let people know there are poor people who need
housing. He also appreciates that Co- Housing demonstrates a group of people wanting a
community where people of different levels of income can live together.
Barbara Bailey of Iowa City Co- Housing said over 50% of the Miller- Orchard neighborhood is
rental, and the average income is $17,000. Co- Housing offers neighborhood stabilization.
Mary Knudson, a property owner in that neighborhood, said she has a real problem with this
project. She does not want to see another driveway access on Benton and has real concerns
that this increases the rental housing mix in the neighborhood. Another property owner stated
she does not like the swapping of park land and said it might set a bad precedent for other
parks in the City.
Hightshoe stated the application if for downpayment assistance only. The units assisted must
be owner occupied. Bailey clarified that their application is for down - payment assistance for
owner occupied units.
There was consensus that Iowa City Co- Housing would not be funded at this time.
The discussion returned to The Housing Fellowship - Rental. Bacon Curry said her reservation
with this project is that there isn't an address for it yet. Zimmermann Smith said she didn't find it
to be innovative, it's been that way for a long time, and it's using all government dollars. Ralston
said if she can't fund the Co- Housing, she will bump up her allocation to The Housing
Fellowship. The Commission agreed on allocating $200,000.
The Commission discussed the funding for The Housing Fellowship — CHDO Operating
Expenses. There was a consensus to fund them at $15,000.
Bacon Curry asked if Neighborhood Centers of Johnson County gave any idea of what they
could do with partial funding. No representative was present to answer the question. The point
was brought up that lowering the funding for UAY would not allow them to complete the mold
mitigation project and health is an important issue. Hacker said he would like to see Arc at least
get started on their project (installing the base only), which would require around $33,000.
Hightshoe cautioned the Commission to consider how long it would take Arc to put something
on the base pad if installed with CDBG funds this year. If they were not able to adequately
fundraise, CDBG funds would merely have went to install a cement/tile base. Chappell asked if
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
March 6, 2014
PAGE 5 of 7
the base would be more accessible than the empty lot that is currently there. Karen DeGroot,
ARC, said she didn't believe it would be.
Hacker asked what the impact is programmatically of not getting the project or not getting it
started. DeGroot stated they would have to continue to transport children to an accessible play
area. It translates to increased transportation and staff costs.
Bacon Curry argued that when you give bits to Arc and UAY, you begin a process of the project
but if you give the funding to the Neighborhood Centers you potentially complete a project. She
stated the area needs additional space, especially since CDBG funds went to rehabilitate the
Wetherby Condos and those will be occupied by households with children.
The Commission discussed the public facilities allocations and asked questions of the
applicants. Bacon Curry thought they needed to fund at least one public facility project. A
majority of the commissioners agreed. She said that a higher number of people are served by
the Neighborhood Centers than by Arc. Chappell and Hacker said they thought that Arc
provided unique services and their clientele needed facilities in close proximity to their facility.
Clamon asked if the playground would be open to neighborhood children. DeGroot said the Arc
project would be open to the public. Chappell added that where it will be located on Muscatine is
a targeted community. DeGroot clarified that a $75,000 allocation would factor in getting free
labor from the Ironworkers. Chappell said Arc is the highest ranked public facility, and the
rankings are a guide.
Bacon Curry reiterated that she'd rather see Neighborhood Centers get their project finished
and Arc could come back and apply next year. Hacker said the problem with that is you can't
guarantee what will happen next year, either with available funding or with applicants.
Debate continued on how to fund the public facilities.
Chappell asked for a motion.
Hacker moved to forward the following FYI CDBG /HOME funding recommendation to
City Council.
Jacobson seconded.
A vote was taken and motion carried 7 -1 (Zimmermann Smith opposed).
Requested
Housing
Amount
City of Iowa City - Downpayment & Rehab.
$250,000
Iowa City Co- Housing - Downpayment
$100,950
Habitat for Humanity - Acquisition & Construction
$100,000
The Housing Fellowship — CHDO Operating
$20,000
Expenses
The Housing Fellowship - Rental
$300,000
Shelter House - Rapid Rehousing
$75,000
Recommended
Allocation
$140,000
$0
$0
$15,000
$200,000
$75,000
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
March 6, 2014
PAGE 6 of 7
Housing Total $845,950 1 $430,000
Public Facilities
Arc of Southeast Iowa $100,000 $75,000
Neighborhood Centers of JC $84,000 $0
United Action for Youth $122,620 $25,000
Public Facilities Total $306,620 $100,000
TOTAL REQUESTED: $1,152,5701 $530,000
Bacon Curry moved to amend the prior motion to recommend to City Council that if the
CDBG or HOME actual allocation decreases by more than 10% or increases by more than
5 %, HCDC will reconsider the budget. If under these thresholds, the allocations will be
prorated by program (if an increase, pro -rated up to the requested amount).
Zimmermann Smith seconded.
A vote was taken and the motion carried 8 -0.
ADJOURNMENT:
Persson moved to adjourn.
Ralston seconded.
Motion to adjourn carried 8 -0.
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�� ®4 CITY OF IOWA CITY 4b(7)
-Wks w,�� M EMORANDUM
11 �%A �Afi
Date: April 30, 2014
To: Mayor and City Council
From: Stefanie Bowers, Staff Member of Human Rights Commission
Re: Recommendation from Human Rights Commission
At their March 18, 2014 meeting the Human Rights Commission made the following
recommendation to the City Council:
1) The City of Iowa City support the adoption and implementation of the Municipal
Identification Card (referred to as the Community Identification Card) by Johnson
County;
2) Upon adoption of the Community Identification Card the City of Iowa City formally
recognizes the validity of the card.
Additional action (check one)
t,
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 APPROVED
Human Rights Commission
March 18, 2014 — 6 P.M.
Helling Conference Room
Members Present: Harry Olmstead, Orville Townsend Sr., Joe Coulter, Kim Hanrahan,
Shams Ghoneim.
Member Excused: Paul Retish, Andrea Cohen, Jewell Amos, Ali Ahmed.
Staff Present: Stefanie Bowers.
Others Present: Rockne Cole, Stella Burch Elias, Diane Finnerty, Charlie Eastham, Bram
Elias, Eren Fleck.
Recommendations to Council: Yes
1) The City of Iowa City support the adoption and implementation of the Municipal Identification
Card (referred to as the Community Identification Card) by Johnson County;
2) Upon adoption of the Community Identification Card the City of Iowa City formally recognizes
the validity of the card.
Call to Order:
Olmstead called the meeting to order at 18:00.
Consideration of the Minutes from the February 18, 2014 Meeting:
Motion: Moved by Hanrahan, seconded by Coulter. Motion passed 5-0.
Meeting Business:
Funding Request Juneteenth 2014
Juneteenth celebrates the end of slavery. This is the third annual event being held in Johnson County. The
celebration will be held on 06/14/14 at Mercer Park. Motion: Moved by Coulter to be a Silver Sponsor
of Juneteenth 2014 in the amount of $350.00, seconded by Townsend. Motion passed 5 -0.
Funding Request Night of 1000 Dinners
This event which celebrates International Women's Month was held 03/06/14. Any contribution the
Commission makes for this event would help defray the cost of the event and any remaining funding will
go to the UN Trust Fund To End Violence Against Women and Girls. Commissioners discussed concerns
with setting a precedent for retroactive sponsorships of community events. This funding request was sent
by UNA -IOWA after the February Commission meeting date. Motion: Moved by Coulter to contribute
$100, seconded by Ghoneim. Motion defeated 2 -3 (Nays- Townsend, Hanrahan, Olmstead).
Pride 2014
Several members volunteered to participate in this annual event celebrating the LGBT community. The
event will be held on 06/21/14. Motion: Moved by Coulter to participate, seconded by Ghoneim.
Motion passed 5 -0.
Municipal Identification Cards
Finnerty reported that the proposal at this time is that Johnson County would be the issuer of the card.
The card has received great support from the County including the Auditor's Office, Supervisors and
County Attorney. Municipal identification cards are now being referenced as community identification
cards to support community accessibility. Eastham added that the Board of Directors for the Center for
Worker Justice recommends that the County issue the cards and administer the program. Equipment
costs, non - profit versus for -profit models, security of personal information, the risks to undocumented
persons, and other counties in the country that have implemented similar programs was also part of the
discussion. Commissioners thanked the Center for Worker Justice for all their hard work. Motion:
Moved by Coulter for the Human Rights Commission to recommend to the Council that:
The City of Iowa City support the adoption and implementation of the Municipal Identification
Card ( now referred to as the Community Identification Card) by Johnson County;
Upon adoption of the Community Identification Card the City of Iowa City formally recognizes
the validity of the card.
Seconded by Olmstead. Motion passed 5 -0.
Youth Awards 2014
The l Ph annual awards program sponsored by the Commission will be held on 05/14/14. Staff will begin
advertising for the youth award and the youth ally award after spring break. Olmstead will do the
opening, Townsend the closing, and Ghoneim will introduce the honorees at the program.
Subcommittee Reuorts:
International Students
No report.
Racial/Ethnic Equity Roundtable
No report.
Education
No report at this time. Bowers will send an email to Retish asking him to convene a meeting of the
subcommittee.
Building Communities (Housing)
Townsend has been communicating with Steve Rackis, Director of the Housing Authority, requesting that
the Housing Authority add language in its brochure (Who We Are & What We Do) that explains that the
Housing Authority has its own investigative process for allegations of criminal misconduct for
participants of the program. Townsend provided Rackis with a written suggestion for what to write in the
brochure:
There may be situations where questionable actions may occur and it is necessary for the
Housing Authority to initiate actions that will have a negative impact on the consumer
maintaining their housing benefits. When such situations occur the individual has the right to
appeal Housing Authority's decision to terminate, or take other actions related to their benefits.
It is important that individuals be aware that in such situations Housing Authority conducts it's
own investigation and any decision such as termination of housing benefits, or other actions is
2
based on the outcome of Housing Authority's investigation and not the outcome of the
individual's involvement with the legal system.
Rackis responded that the Housing & Urban Development regulations are very specific and will
not fit in the remaining space in the brochure. Rackis stated the following language will be
inserted in the brochure:
HEARING PROCEDURES (Termination of Assistance)
The Federal Regulations regarding Hearing Procedures for Housing Authorities is in Title 24
Federal Code of Regulations (CFR) 982.555. The Iowa City Housing Authority Informal
Hearing procedures are in the HCV Administrative Plan: Section 15.4 C. Hearing Procedures,
Page 71. A copy of our Hearing Procedures is available upon request or viewed online at:
http://www.icgov.orgl?id=1213
Townsend believes that most people are going to get lost in this wording and that assumption and
misinformation can be very dangerous. Townsend feels that when you have an opportunity to put the
information out there -- that would clearly address the issue it is a plus. When it is in the brochure it is out
there in plain language that anyone can understand and now it becomes accessible. Bowers will do some
follow up.
UI Center for Human Rights
Ghoneim attended a workshop sponsored by the Center on 03/07/14.
Commissioners
Ghoneim will be a presenter in two upcoming University events in April.
Olmstead was recently appointed Vice Chair on the University of Iowa Center for Human Rights Board.
Coulter will be a presenter at Building An Inclusive Community One Neighborhood At A Time Seminar on
April 23rd in Cedar Rapids.
Staff
Bowers mentioned the official Council policy regarding abstentions in voting that could be instituted to
apply to all Boards and Commissions. Bowers noted that abstentions should only be used when a
Commissioner has a conflict. The conflict should be stated as the reason for the abstention when voting.
Motion to Adjourn:
Townsend moves to adjourn, Hanrahan seconds. Motion passed 5- 0.
Adjournment: 19:15
Next Regular Meeting - April 15, 2014 at 6 pm.
Human Rights Commission
ATTENDANCE RECORD
YEAR 2013/2014
rm—fi... n.f.1
NAME
TERM
EXP.
3/19/
13
4/16 1
113
5/21
113
6/18/
13
7/16/
13
8/20/
13
9/17/
13
10/15/
13
11/19/
13
12/17/
13
1/21/
14
2/18/
14
3/18/
14
Diane
Finnerty
1/1/14
X
O/E
X
X
X
X
X
O/E
X
X
-
-
-
Ali Ahmed
1/1/17
-
-
-
-
-
-
-
-
-
-
X
X
O/E
Orville
Townsend, Sr.
1/1/17
x
X
X
X
X
X
X
X
X
X
X
X
X
Paul Retish
1/1/17
-
-
-
-
-
-
-
X
X
X
X
X
O/E
Dan Tallon
1/1/14
O/E
X
X
X
O/E
R
R
R
R
R
R
R
R
Kim
Hanrahan
111115
X
O/E
X
X
X
X
X
X
O/E
X
X
X
X
Shams
Ghoneim
111115
X
X
O/E
X
O/E
X
X
X
X
X
O/E
X
X
Jessie Harper
111115
X
R
R
R
R
R
R
R
R
R
R
R
R
Jewell Amos
1/1/15
-
-
-
-
X
X
X
X
O/E
X
X
X
O/E
Katie
Anthony
1/1/16
X
X
R
R
R
R
R
R
R
R
R
R
R
Joe D. Coulter
1/1/16
X
X
X
X
O/E
X
X
X
X
X
X
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
X
X
X
X
X
O/E
Connie Goeb
1/1/13
-
-
-
-
-
-
-
-
-
-
-
-
-
Howard
Cowen
1/1/13
-
-
-
-
-
-
-
-
-
-
-
-
-
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
F
KEY: X = Present
O = Absent t
O/E = Absent/Excused
NM = No meeting
- -- = No longer a member
R = Resignation
4
4b(8)
QW4, IOWA CITY
Oft PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
mcrm Susan Craig. vr+orce 319 - 3565200 • axx 314356 -5494. www.kpl.org
BOARD OF TRUSTEES
Minutes of the Regular Meeting
March 27, 2014
FINAL APPROVED
Members Present: Diane Baker, Thomas Dean, Janet Freeman, Thomas Martin, Robin Paetzold,
Meredith Rich - Chappell, Jay Semel.
Members Absent: Linzee McCray.
Staff Present: Terri Byers, Maeve Clark, Susan Craig, Heidi Lauritzen, Kara Logsden, Anne Mangano,
Patty McCarthy, Elyse Miller, Brent Palmer, Vickie Pasicznyuk.
Guests Present: Carson Block, Ethel Himmel, Bill Wilson, Stacey Haskins, Anne Price.
Call Meeting to Order. President Rich - Chappell called the meeting to order at 5:03 p.m.
Public Discussion. None.
Approval of Minutes.
The minutes of the Regular Meeting of February 27, 2014 meeting were reviewed. A motion to
approve the minutes was made by Dean and seconded by Martin. Motion carried 6/0.
Unfinished Business.
Strategic Planning. Bill Wilson introduced the consulting team, Ethel Himmel, Carson Block and
himself. Since the initial planning session the team has been busy collecting information. There were
focus groups with staff and the public, including participants in affinity groups such as teens,
superadults (persons aged 55 +), and parents of young children.
Mail surveys were disseminated and as of Monday, 421 surveys were returned. Wilson explained the
magic number for a scientifically valid survey is 380 returns, with a 95% confidence error with +/-
5%. He said confidence rate remains the same as more surveys come in, but the error rate is
reduced as the number of returns increases.
Web surveys were delivered to Library users on Tuesday. Wilson said at one point there was a hit
every minute. 1,800 valid responses were received before the provider website was hacked and the
server went down; it is back up and running. Although not scientifically valid, the web survey
includes comment sections which provide depth and texture to the information in the survey.
Several personal interviews were conducted with the Mayor, Mayor Pro Tem, City Manager, and
Assistant City Manager.
Wilson offered a few statistics based on early returns: 92.4% of responders said ICPL is either
essential to or very important to the community. Moreover, 86.5% of non -users said the Library is
either essential or very important to the community. Nationally the numbers showing up in surveys
about reading behavior is approximately a 70/30 split between print and digital books. ICPL users
read 70% print and 20% in digital format; ICPL patrons also use audiobooks more than the rest of
the nation. Paetzold asked about the hacking incident. Wilson said users were unable to access the
website but no data was compromised. Paetzold said perhaps people who were unable to access
the survey might try at another time. Paetzold wondered if information got captured if the site went
down while someone was taking the survey.
Carson Block, the technology consultant, has been here for three days. He had great conversations
with staff about ICPL's current uses of technology as well as unique assets such as the cable channel
and the Local Music Project. Mostly he was here to observe, discover, and understand what ICPL has
to offer and to make suggestions for our strategic plan.
New Business. None.
Block, Himmel, Wilson out at 5:27 pm.
Staff Reports.
Director's Report. The final bill for the building renovation will be coming soon signifying the end of
the project. Craig and eight (8) other staff members roadtripped in two vehicles to Indianapolis to
attend the Public Library Association annual conference. Craig appreciates the travel budget and
was glad to be able to send so many staff to conferences this year. The Lolly Eggers fund will
support staff travel to the Computers in Libraries meeting in April and the Innovative Users Group
meeting in May. The deadline to apply for Mark Edwards' unexpired term on the Library Board of
Trustees has passed. So far, one male has applied to complete this term.
Departmental Reports:
Adult Services. Rich - Chappell thinks the BYOB is a great idea and has received positive feedback
about it.
Freeman in at 5:31 pm.
Community and Access Services. Logsden said the new software upgrade to Sierra went smoothly.
Development Office Report. There is a photography sponsor and a lunch sponsor for the Library
Links fundraiser on June 27, 2014. Martin liked the idea of selling used books on eBay and
wondered if these offerings could be made available to non -eBay users.
Spotlight on the Collection. No comments.
Miscellaneous.
President's Report.
Thank you to Robin Paetzold, Jay Semel, and Janet Freeman for agreeing to serve on the Committee
to Evaluate the Director. The evaluation takes place in June.
Announcements from Members. Martin said the State Library Commission is in the process of
hiring a search firm to assist the Search Committee in finding a new State Librarian. The RFP was
sent to a list of vendors; proposals are due April 7, 2014 at 3:00 PM CST. Martin said the Trustee
Manual has been updated and is available online at the State Library website. Martin shared
information discussed at the February, 2014 Library Board of Trustees meeting about the impact of
reduced taxes with the State Commission. Martin attended the strategic planning focus group for
55+ persons. The group identified parking and accessibility for elders as important issues.
Committee Reports.
Foundation Members. No meeting.
Communications. None.
Disbursements.
The MasterCard expenditures for February 2014 were reviewed. A motion to approve the
disbursements for February, 2014 was made by Paetzold and seconded by Freeman. Motion carried
7/0.
Set Agenda Order for April Meeting.
Policy Review: Library Programs; Cable TV Channel Programming.
Election of Officers.
Adjournment. A motion to adjourn the meeting was made by Paetzold and seconded by Martin.
Motion carried 7/0. President Rich - Chappell adjourned the meeting at 5:53 pm.
Respectfully submitted,
Elyse Miller
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CITY OF IOWA CITY 4
MEMORANDUM -
Date: April 21, 2014
To: Mayor and City Council
From: Bob Miklo, Planning & Zoning Commission
Re: Recommendations from Planning & Zoning Commission
At their April 3, 2014 meeting the Planning & Zoning Commission made the following
recommendations to the City Council:
The Commission voted 6 -0 to recommend approval of the amendments to Article 144C
of the Zoning Code addressing how accessory uses are regulated in the Riverfront
Crossings District.
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
APRIL 3 — 7:00 PM — FORMAL
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Ann Freerks, Phoebe Martin,
Paula Swygard, Jodie Theobald,
MEMBERS ABSENT: John Thomas
STAFF PRESENT: Karen Howard, Sara Greenwood Hektoen
OTHERS PRESENT:
RECOMMENDATIONS TO CITY COUNCIL:
The Commission voted 6 -0 to recommend approval of the amendments to Article 14-4C
of the Zoning Code addressing how accessory uses are regulated in the Riverfront
Crossings District.
CALL TO ORDER:
The meeting was called to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
There was none.
Comprehensive Plan Item
Set public hearing for April 17th for discussion of amending the Comprehensive Plan,
Downtown and Riverfront Crossings Master Plan, to include a section on affordable
housing.
Eastham moved to set a public hearing for April 17th for discussion of amending the
Comprehensive Plan, Downtown and Riverfront Crossings Master Plan, to include a section on
affordable housing.
Theobald seconded.
A vote was taken and the motion carried 6 -0.
Code Item
Planning and Zoning Commission
April 3, 2014
Page 2 of 4
Discussion of amendments to Article 144C of the Zoning Code, to address how
accessory uses are regulated in the Riverfront Crossings District.
Howard explained that they are working their way through the Zoning Code to make sure that
nothing in it conflicts with the provisions of the Form -Based Code. She said staff is proposing
minor changes pertaining to Uncovered Decks and Patios in order to clarify the frontage
standards related to decks and patios as they would apply in the Riverfront Crossings Zones.
Similarly, the amendment that applies to Fences, Walls and Hedges is intended to clarify and
cross - reference the Riverfront Crossings standards. She referred the Commission to the staff
memo in their packet.
Howard said the amendments to the drive - through provisions will clarify how drive - throughs are
regulated in the various subdistricts of Riverfront Crossings. In addition, the approval criteria
have been revised and updated to provide the Board of Adjustment additional guidance as they
consider requests for special exceptions for drive - through facilities.
Freerks asked if the existing McDonalds on Riverside Drive is grandfathered in regarding the
drive - through standards. Howard said a drive - through is an accessory use and the restaurant
building is the principal use. Changes could be made to a drive - through as long as the changes
didn't increase any nonconformities with the current zoning. For example, if the property is
rezoned to Riverfront Crossings, changes to the drive - through could be made as long as they
didn't increase any nonconformities related to the new zoning.
Freerks asked if the recommended number of stacking spaces for drive - throughs is based on
industry standards. Howard said staff had looked at other standards and used those as a basis.
She said the Board of Adjustment will look at each case on an individual basis and would have
the discretion to reduce or require additional stacking spaces based on the specific needs and
requirements of the drive - through proposed.
Dyer asked for a definition of a drive - through. Howard explained it's a facility where someone
receives a service from their car, such as fast food restaurants, banks, and pharmacies.
Eastham asked if these proposed standards would allow drive - through uses like fast -food on the
corners of Benton and Orchard Streets. Howard said the standards would potentially allow that
to occur, but if zoned Riverfront Crossings the facility would have to be designed according to
the Riverfront Crossings form -based standards.
Freerks asked who would define or have the burden of proof to decide whether loudspeaker and
intercom systems would diminish the residential character of a neighborhood, as written in the
proposed changes. Howard said those are things that the Board of Adjustment has to decide
with every application. Greenwood Hektoen said it's up to the applicant to prove that their
design satisfies the requirements of the special exception.
Freerks opened public discussion.
Freerks closed public discussion.
Eastham moved to recommend approval of the amendments to Article 14-4C of the
Zoning Code addressing how accessory uses are regulated in the Riverfront Crossings
District.
Planning and Zoning Commission
April 3, 2014
Page 3 of 4
Swygard seconded.
Freerks said she thinks this works as a place to start, and as time goes on adjustments can
always be made if needed. She said she believes the proposed revisions are an improvement
over the current language in the code.
A vote was taken and the motion carried 6 -0.
Consideration of Meeting Minutes: March 20, 2014
Eastham moved to approve the minutes
Martin seconded.
A vote was taken and the motion carried 6 -0.
Other
The Commission agreed to have an Informal Meeting on Thursday, April 17 prior to their formal
meeting.
Adjournment
Dyer moved to adjourn.
Eastham seconded.
A vote was taken and the motion carried 6 -0.
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4b(10)
MINUTES APPROVED
PUBLIC ART ADVISORY COMMITTEE
THURSDAY, March 6, 2014
PLANNING AND COMMUNITY DEVELOPMENT CONFERENCE ROOM — CITY HALL
Members present: John Engelbrecht, Rick Fosse, Mike Moran, Brent
Westphal, and Elizabeth Pusack
Not present: Tam Bryk, and Bill Nusser
Staff Present: Marcia Bollinger, Jeff Davidson
Public Present: None
CALL TO ORDER
Meeting called to order at 3:32pm.
INTRODUCTION OF NEW MEMBER ELIZABETH PUSACK
Elizabeth Pusack introduced herself as a Graduate Student at the University of Iowa's Writers
workshop where she studies and writes poetry. Pusack is looking forward to being a part of this
committee.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA
No new business.
CONSIDERATION OF THE MINUTES OF THE DECEMBER 5TH, 2013 MEETING
MOTION: Fosse moved to approve the February 6th, 2013 meeting minutes as amended.
Westphal seconded. Motion passed 5:0.
BENCHMARKS 3: UPDATE AND ROLE OF PAAC
Engelbrecht updated the committee on the progress of the BenchMarks 3 program. He told the
members that the application packet is now available to the public. Englebrecht reminded the
committee that a smaller number of benches would be painted this year. Englebrecht then
asked the committee at what level they would be interested in the review process. Moran asked
how many benches were going to be selected this year. Engelbrecht responded stating that 30
benches would be selected this year. The committee then discussed encouraging competition
since the number of benches is less this year. Moran then asked what will happen with current
painted benches that will not be repainted. Engelbrecht noted that all of the benches painted
last year will be reworked this year. The ones that will not be repainted by an artist will be
returned to a neutral state. Moran and Englebrecht discussed options for returning the benches
to a neutral state. Bollinger then asked about the Streetscape plan and whether or not some
benches will be replaced. Fosse responded stating that work on the Pedestrian Mall will not
occur until 2015. The committee then discussed their role in the review process. The committee
decided that the whole committee would review applications at the April 3rd meeting.
MURAL PROJECT: CALL TO ARTISTS REVIEW
Bollinger then discussed the draft call to artists for the mural project and asked for the
committee's feedback. The committee then discussed the possible locations for murals to be
located. Bollinger also noted different suggested themes associated with the different locations
and again asked for the committee's feedback. The committee then discussed the Recreation
Center location in detail. Moran asked about the Mercer Park Mural Project. Bollinger and
Moran described the Mercer Park Mural location for the committee members. Bollinger told
committee members that she would look into the status of the Mercer Park location and remove
the Recreation Center location from the list of possible locations for a mural. Fosse and
Engelbrecht made suggested edits to the Call to Artists. Pusack asked what level of experience
the artists would need to have to apply. Bollinger and Engelbrecht responded stating that it is
not limited but experience is preferred. Bollinger then asked the members to think about the
length of time the murals should remain in place. Engelbrecht then discussed a location which
was brought to his attention by the building owners. The bar George's had been vandalized with
graffiti and they were looking to cover it with a mural. Bollinger and Fosse then discussed the
Yotopia location which also has graffiti. Bollinger also noted another location on the South wall
of the Meacham Travel next to the barber shop. Bollinger then noted that she preferred to let the
business owners decide what they would like to do.
HERKY ON PARADE UPDATE
Bollinger updated the committee on the Herky on Parade program. She noted that she has been
in contact with artists about their proposed designs which could be susceptible to vandalism.
She then discussed the designs and locations of the different Herkys to be placed on public
property. Bollinger noted one particular design that would work for the downtown location next
to the checkerboard. She reminded the committee members of the different Herkys and their
locations. Moran and Bollinger then discussed the Herky to be placed at the Terry True Blood
Recreation Area.
POETRY IN PUBLIC UPDATE
Bollinger then updated the committee on the Poetry in Public program. Bollinger made the
committee aware that 431 poems were submitted by children ranging from preschool to 12th
grade. She also noted that exactly 100 adults submitted poetry to the program. Davidson noted
that 531 poem submissions is significant. Pusack then asked who was on the committee to
select poetry. Bollinger responded stating that there are five members one of which is Westphal.
The other members are from the Public Library, the University's writing program, Prairie Lights
Bookstore, and a retiree. Westphal then asked how many poems are selected and where are
they posted around Iowa City. Bollinger stated that 83 poems are selected and they are placed
on the city buses, the rec centers, the Public Library, the downtown kiosks, the senior center,
and online.
INSIDE OUT UPDATE
Engelbrecht updated the committee on the Inside Out program noting they are still waiting for
the posters to arrive. Engelbrecht then showed the committee a picture on his laptop illustrating
the new larger size of the posters. Engelbrecht also noted that the posters were not all shaped
exactly the same. Bollinger and Engelbrecht then explained the program to the committee.
Pusack asked where the portraits come from. Engelbrecht responded that they are portraits of
Iowans of Asian descent. Davidson then showed a few pictures of these posters installed in
different cities. Fosse then noted that the building they are going to be installed on has a
rhythm with the joints and panels. Bollinger then asked about how much input the committee
wants to have in terms of the orientation of the portraits. Westphal stated that he would assist.
Engelbrecht also noted that professionals should be hired to place the posters on the wall with a
wheat paste. He noted that the next step is to find a professional to do it. Moran noted a couple
of companies out of Cedar Rapids that may be options. Engelbrecht noted that part of the
deterioration is a part of the program but they should be power washed off at some point. The
committee agreed.
OTHER
No other news.
ADJOURNMENT
Engelbrecht motioned and Westphal seconded a motion to adjourn at 4:36 PM.
Minutes created by Ashley Zitzner.