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HomeMy WebLinkAbout2014-06-03 Bd Comm minutesAd Hoc Senior Services Committee May 5, 2014 Page 1 MINUTES APPROVED AD HOC SENIOR SERVICES COMMITTEE MAY 5, 2014 — NOON HARVAT HALL, CITY HALL Members Present: Joe Younker (Chair), Jay Honohan, Rick Dobyns, Jane Dohrmann, Mercedes Bern -Klug, Ellen Cannon, Hiram Rick Webber Staff Present: Eleanor Dilkes, Marian Karr, Geoff Fruin RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None INTRODUCTIONS: Chairperson Younker began the meeting by thanking those present for their interest and commitment in helping the City assess its senior population services. He then asked if everyone would introduce themselves. FUTURE MEETING SCHEDULE: Regular meeting days and times — Younker stated that between now and December this Committee has been charged with evaluating the current services that the City offers; evaluating the Senior Center's accomplishments, programming, and those types of issues. They are also charged with identifying good ways to use the City's physical and financial resources to offer these services to seniors, and also charged with identifying obstacles to using these services. In the end the Committee will have a written recommendation to the City Council. Younker suggested they try to meet every other week for a period of time. They can then identify subcommittees as needed and evaluate their meeting schedule again. By fall, Younker suggested they start putting their recommendations together, gather public input, that sort of thing. Younker asked Members what a good meeting time is for everyone. He stated that they will also need to look at summer schedules, vacation time, that sort of thing as they plan their meeting schedule. Members began to discuss what days, times work best for them. Monday at 4:00 P.M. was chosen as a convenient time for the majority of the Members, but after a brief discussion about longer meetings and public input times, 3:30 P.M. to 5:30 P.M. was agreed to. Every other Monday for the next three or four meetings was the next discussion, with May 19th being the next meeting. Karr noted that she will be out of town, but that other staff will be available. Honohan noted that he has an appointment on the 19th and would not be able to make it until 4:00 P.M. After a brief discussion, Members opted to begin the meeting of the 19th at 4:00 P.M. Karr noted that she will need to look at availability of meeting rooms for the Members, but the goal will be to have the meetings in Harvat Hall. Summer schedule — Younker asked how they should handle summer schedules. Karr stated that they can look at every other Monday, starting with May 19th, and see what conflicts arise. For now the standing schedule is every other Monday at 4:00 P.M., 3b(1) Ad Hoc Senior Services Committee, May 5, 2014 Page 2 beginning with May 19th. Members were urged to send any scheduling conflicts to Karr as soon as possible. She noted that she can then provide Members with a calendar at the next meeting or two. DISTRIBUTION OF MATERIALS: Younker noted that City staff has provided them with reports from various departments, giving the status of the services they offer. There is also the resolution to establish the Committee, as well as some information regarding the Senior Center and reports from City departments on services for seniors. PROCESS OVERVIEW: Public input process (each meeting; separate session) — Younker noted that he would like to hear everyone's thoughts on how they want to handle public input going forward. He suggested that one of the regular agenda items be a 'public input' time. Honohan suggested that they have a general meeting, one where anybody who wants to give them input, whether in person or via correspondence, can do so. This would be in addition to public input at each regular meeting. He also stated that they might want to consider inviting certain individuals whom they believe have either expertise or information that would be helpful to their charge. Younker stated that perhaps they start with the Senior Center at their next meeting. It would be an informational meeting for the Members, and allow them to see what kind of meeting time and / or presentations they might need in the future. After this they could move through the various City departments to see what services are being offered. Honohan added that they should also consider inviting some of the other agencies, such as Elder Services for example, to hear what services they are providing in the community and how they are funded. Dobyns spoke to how they would handle public input, that if you get into too much back and forth you can get lost in the information. He believes they need to have a process component of every meeting, and then an information hearing, whether it's from City staff or other agencies, and then the random periods of time where they let the public speak. Bern -Klug asked for more clarification on what the format of their final report to the Council might look like. Younker stated that there are three issues this Committee is charged with assessing — evaluating the current vision, mission, programming, and recent accomplishments of the Senior Center as detailed in the 2013 Annual Report, and that includes reviewing the current demographics of the participants served by the existing operations. Specifically, this evaluation is to consider the 2013 Senior Center survey of members, former members, and non - members, as well as available data sources from the Senior Center, and then determine whether segments of the senior population are not accessing available services. The Committee will then make recommendations to the Council on how the City should use the current financial and physical resources to meet the needs of Iowa City seniors. These recommendations should consider the City's use of existing resources; the vision, mission, and programming required to more effectively serve the growing senior population and the community in accordance with the inclusive and sustainable values as stated in the City's strategic plan. The third part of their charge consists of identifying obstacles to these various services, including facility consideration that may be hindering the City's ability to serve the senior population. Recommendations are needed to minimize and eliminate these obstacles. Members then discussed their charge and how they believe they should approach it. Ad Hoc Senior Services Committee May 5, 2014 Page 3 A member asked if this a regularly occurring evaluation or if something has sparked the need for this type of evaluation at this time. Younker responded that based on the resolution they have, his understanding is that there were several things that brought about this Ad Hoc Committee. Census statistics, growth of the senior population in connection with the City's strategic plan, Council became interested in what services are available to seniors. Dobyns noted that he is the Councilor that brought up this issue to the Council. He explained that it is a review of all services available to seniors in Iowa City, not just the Senior Center. He noted that his concerns rose as funding cuts have become more significant in recent years in all areas of the government. It was suggested that one of the groups they hear from be Livable Communities as they have been working on this issue for five years now. Younker agreed, adding that they need to have a list of such groups and decide who should come in and talk to them. Honohan brought up the issue again of having a report from the Senior Center at their next meeting. Younker asked if they shouldn't do a tour as well at this meeting. He asked Members what public input they would want at this meeting. Younker suggested that they might want to reserve some time at the very end for public comment, after they've had their tour and presentation. Also for the next agenda, Younker suggested they decide what they want to do at future meetings, who they need to start talking to, and then they can perhaps get some subcommittees formed. Karr asked that Members send her names of organizations or entities so that she can start a list for them to work from. She will put this in the meeting packets on an ongoing basis. Fruin added that as they go through the materials in this packet and start meeting with groups, staff can supply them with supplemental information as needed and can also have City staff come in to give further information to the Members. Correspondence and communication — Dilkes spoke to email correspondence, noting that it can cause problems with open meeting issues. The best way to handle this is if a Member wants to do an email to the group as a whole, they should send the email to Karr and she can include it in the next meeting packet for all Members to see. She added that Members should not start communicating back and forth with several Members as this would come under the 'open meetings' rules. Communicating with one other Member is not an issue, but if it involves several Members, the correspondence should go to Karr for distribution to the entire group. Dilkes then addressed `public records,' stating that public business that is documented in any manner, whether in a letter or an email, is subject to being disclosed if a request is received for such correspondence. Dilkes reminded Members that if there is a topic they wish to discuss, they need to make sure it is put on the agenda. She then responded to Members' questions regarding this situation, noting that if someone comes in to talk about something that is not on the agenda, the Committee cannot discuss this until it has been placed on an agenda and the public has been given ample notice. Honohan asked if he will be able to post this Committee's minutes at the Senior Center. Karr and Dilkes responded, stating that once the minutes are distributed, they are able to be shared for public review. Open meetings — Dilkes spoke to Members about open meetings, explaining the basic principles of such meetings. With seven Members on this committee, four Members together at one time would be considered a meeting and public notice must be given. Packet distribution (electronic v. hard copy) — Karr spoke to Members about their informational packets. These will be received before the meeting date. She asked how Members would like to receive their packets and by which day prior to the meetings. Ad Hoc Senior Services Committee May 5, 2014 Page 4 She further explained electronic versus paper copies, and how this would need to be handled. These packets will explain all of the correspondence received, as well as meeting materials. Web site — Karr noted that the City's web site will have the meeting packets available to the public, as well. Members were agreeable to electronic distribution of their information packets by the Friday morning prior to their Monday meetings. ADJOURNMENT: Honohan moved to adjourn the meeting at 12:55 P.M., seconded by Webber. Motion carried 6/0, Bern -Klug absent. Ad Hoc Senior Services Committee May 5, 2014 Page 5 Ad Hoc Senior Services Committee 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. 12/1/14 X Joe Younker Jay 12/1/14 X Honohan Mercedes 12/1/14 X Bern -Klug Hiram 12/1/14 X Richard Webber Ellen 12/1/14 X Cannon Jane 12/1/14 X Dohrmann Rick 12/1114 X Dobyns Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting - -- = Not a Member at this time JTn_ m 3b(2) MINUTES APPROVED BOARD OF ADJUSTMENT APRIL 9, 2014 — 5:15 PM CITY HALL, EMMA HARVAT HALL MEMBERS PRESENT: Larry Baker, Gene Chrischilles, Connie Goeb, Brock Grenis, Becky Soglin MEMBERS ABSENT: Baker was in attendance until 6:35 p.m. STAFF PRESENT: Sarah Walz, Sarah Holecek OTHERS PRESENT: Russ Garrett, Kim Glenn, Amy Pretorious, Adam Pretorius, Pete Brokaw, Keith Reiys, Chad Diefenderfur, Corey Wilson, Carolyn Beyer 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 MARCH 12 2014 MEETING MINUTES Goeb moved to approve the minutes. Soglin seconded the motion. A vote was taken and the motion carried 5 -0. SPECIAL EXCEPTION ITEMS EXC14- 00005: Discussion of an application submitted by Russ Garrett for a special exception to reduce the rear setback requirement to allow a home addition for property in the Medium Density Single - Family Residential (RS -8) zone at 632 Brown Street. Walz pointed out on a zoning map that this is the only house on the Brown Street frontage that is in the RS -8 zone, while the two adjacent houses along Brown Street are in the RS -5. She said it's more similar size and configuration -wise with the other houses in the RS -8 zone. She said the other houses adjacent on Brown Street also have much deeper set - backs, and she Board of Adjustment April 9, 2014 Page 2 of 10 showed various photos of the subject house and examples of corner houses in the Northside that are typical in lot size and configuration to the subject house. She said this is a contributing house in the Brown Street Historic District, and an application is going to be put before the Historic Preservation Commission for the proposed addition. Walz said that staff believes the situation is peculiar to the property because due to setback averaging the property is subject to a deeper front setback requirement from Brown Street, the subject property is significantly smaller than the other two lots along the Brown Street frontage, and while a lot of 6,000 square foot is not unusual in this neighborhood, the deep front setback (32 feet) on a lot that is just 100 feet is unusual. Walz said there is practical difficulty complying with the setback requirements because the deeper front setback makes it more difficult in making use of the lot and as a corner lot, the property must provide 2 front setbacks: one along Brown and the other along N. Dodge Street, which reduces the usable portion of the lot. She said the Brown Street neighborhood was established long before current zoning standards and is characterized by small lots with minimal setbacks, especially on the corners; because this is a corner lot, the rear setback functions similar to a side setback, which in the RS -8 zone is a minimum of five feet and in this case is 10 feet, in terms of its relationship to the adjacent property to the north; Walz said that any potential negative effects resulting from the setback exception are mitigated to the extent practical by the fact that it has to go through a Historic Preservation Commission review and that the proposed addition is limited to one story. Walz said the other critical factor is even though this is a rear setback reduction, it does have an impact on the Dodge Street frontage due to the garage entry. Although the applicant can't meet the Zoning Code regulations of twenty -five feet from the garage face to the property line, they can apply for a minor modification. She said they can meet the minor modification requirements of being twenty -five feet from the sidewalk line and the wider curb cut and driveway will actually make a safer situation than now exists. Walz said in response to Goeb's inquiry that there has been no negative response generated by the sign posted or the letters sent to neighbors about this project. Grenis invited the applicant to speak. Russ Garrett, the contractor, and Kim Glenn, one of the property owners, came forward. Garrett said the owners would like to expand the house in order to live there much longer. Chrischilles asked if the privacy fence encompassed the entire rear of the property. Glenn responded that it does. Grenis opened public hearing. Grenis closed public hearing. Baker moved to approve EXC14- 00005, a special exception to reduce the rear setback requirement for the principal structure from twenty feet to eleven feet, five inches subject to the following conditions: 1. The setback reduction applies to the proposed one -story addition only; Board of Adjustment April 9, 2014 Page 3 of 10 2. The applicant must secure a Certificate of Appropriateness for the addition from the Historic Preservation Commission. 3. The applicant must secure a minor modification for a reduction in the drive -way length; driveway design should be in substantial compliance with the drawing proposed by staff. Chrischilles seconded. Soglin stated that this is a rear setback that functions like a side setback with the side setback expectation being five feet. Baker said that regarding EXC14 -00005 he concurs with the findings set forth in the staff report of April 9, 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. 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. EXC14- 00003: Discussion of an application submitted by Peninsula Development Company, LLC, to allow an eating establishment (coffee shop) to be located in the Planned Development Overlay, Low Density Single - Family Residential (OPD -5) zone at 2280 Willenbrock Circle. EXC14- 00004: Discussion of an application submitted by Peninsula Development Company, LLC, to allow an eating establishment (restaurant) to be located in the Planned Development Overlay, Low Density Single - Family Residential (OPD -5) zone at 1010 Martin Street. Walz said she would explain both of these special exceptions since they were so closely related, and then the Board could discuss them separately. Walz said showed the Board where the subject properties are located on aerial photos and location maps. She said early in the planning process, areas around the central square were identified as being appropriate and planned to be appropriate for mixed uses and small scale commercial uses to serve the neighborhood. She showed slides of the properties and the surrounding area and plans for the proposed businesses. Walz said the coffee shop is under 500 square feet so it's a low intensity use. She said it's such a small site that not a lot of disturbance could be created, and staff recommends approval of a special exception subject to conditions listed in the report. Chrischilles asked if the Peninsula Code specifies how many mixed use buildings there will be. Walz said some are planned, some are at the discretion of the developer, and all of them will be around the Square. Board of Adjustment April 9, 2014 Page 4 of 10 Grenis asked why in the Peninsula Code these two uses need a special exception and other commercial uses don't. Walz said the other uses are considered lower in intensity and hours of operation and potential for externalities such as noise. She indicated that there was some confusion about the outdoor seating —staff had interpreted the application that all outdoor seating was in the courtyard. Staff had some concern about outdoor seating along the sidewalk. Baker asked if each of these two applications is contingent on the other being approved. Walz said it doesn't affect it from a zoning aspect. Grenis invited the applicant to speak. Amy Pretorious of the Peninsula Development Company said someone will own and maintain the courtyard space, and it would be unfair to the two other unsold units or the coffee shop entrepreneur if the restaurant person were to utilize that space. She said she thinks that when they eventually create the condo documents for this, it will be the larger unit, the restaurant, that will actually be furnishing that space and have priority use for that space. She said right now that the restaurant is not using it, the coffee shop will have access to it but in the event that it becomes full, it would be nice to allow the coffee shop to at least have three bistro tables outside its unit. Chrischilles asked what the distance is from the building to the street in front of the coffee shop. Pretorious said it's about 10 feet back from the sidewalk, the sidewalk is about 6 feet, and there's an 8 foot setback to the curb, so approximately 24 feet. Goeb queried if the applicant is asking to have tables in the front. Pretorious said she was. Soglin asked what the hours will be. Pretorious said they would like to open at 6:00 a.m. to serve the bus traffic. Walz explained that the coffee shop owner will probably not stay open until 10:00 p.m. as recommended, but overtime the intended use could change. Chrischilles asked if the zoning is locked in or if there is the possibility of making a so- called commercial area. Pretorious said there are already two mixed use buildings that are live /work and all the mixed use buildings yet to come can have certain types of commercial uses. She said all the properties along the square have the opportunity to be live /work, but the commercial uses that are allowed are fairly limited. Baker asked what the population was and was told that it could get as high as 1,000 occupants. Chrischilles said he thinks it's a good idea to have businesses around the square, but if there are too many commercial properties out there, massive traffic problems will be created. He said on a Sunday when he drove out there, there were already many cars on the street. He said even if it's intended to be a pedestrian area, people would drive to a commercial site if they had a lot of things to buy. He wondered if the development company had thought about a parking lot. Pretorious said she had been told by staff that they couldn't have one. Walz said that they did talk about putting a parking lot behind a future daycare. Parking is not allowed as a principal use in the residential zone. She pointed out where the applicant is trying to get two additional parallel spaces in front of the restaurant and four diagonal parking spaces near the park. Baker asked if comparable commercial activities have to go through the same process. Holecek said under Peninsula rezoning an eating establishment needs a special exception but there are Board of Adjustment April 9, 2014 Page 5 of 10 four commercial uses that are allowed by right. Baker said Chrischilles makes a good point about the long -term future when it changes the whole nature of the development and how much control the City has over that. Baker asked if the other establishment is approved what is to prevent someone coming over and using the outdoor facilities of the coffee shop. Walz reminded the board that alcohol outside is not allowed in a residential zone, but if it happened frequently that people were eating at those facilities and that bothered someone, the City would probably receive a complaint and act on it. Grenis opened public hearing. Adam Pretorious of the Peninsula Development Company said this lot is the only lot in the Peninsula zoned for this type of commercial use. He added that the Book of Principles that was put in place by the City, which is one of the three covenants that governs the Peninsula, also gives the Master Association, which every homeowner belongs to, power and authority to add restrictions to hours, noise, or pollution. Walz reminded the Board that the entire neighborhood is zoned Residential and it is just particular sites that are designated as allowable for live /work. Grenis closed public hearing. Soglin moved to approve EXC14- 00003, a special exception to allow an eating establishment at 2280 Willenbrock Circle ( unit 4) subject to the following conditions: 1. Substantial compliance with the site plan submitted; and 2. The establishment shall not exceed 500 sq. feet of gross floor area; 3. Hours of operation are limited to 10 PM weeknights and 11 PM on Friday and Saturday; 4. Amplified sound on the exterior of the building is prohibited. Chrischilles seconded. Baker said he finds this a perfectly reasonable application and feels better knowing that the homeowners association and the property owners association also have additional oversight control, if necessary. Soglin said she agreed the homeowners association having some oversight was comforting but she still had some reservations about the hours of operation at certain times in the morning. She said a slamming car door can be loud but that will be up to the residents to know when and if that becomes an issue for them. She said it's a good use for this neighborhood that has a strong sense of community, and she would hope that the Association encourages people who live in the neighborhood to actually walk there to get their coffee and not drive three blocks. Chrischilles said that regarding EXC14 -00003 he concurs with the findings set forth in the staff report of April 9, 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. Board of Adjustment April 9, 2014 Page 6 of 10 Grenis said he concurs with Chrischilles, and based on the responses the Board received regarding this application it's supported by the community. 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. Walz said that EXC14 -00004 is for the larger unit, a proposed restaurant and wine bar. She clarified that the term "bar" is misleading in that the proposal is not for a drinking establishment but rather an eating establishment that serves alcohol. She said it has the opportunity to seat more people and so there may be more potential for issues with parking and noise and activity, and then there is the concern about alcohol. She said the maximum occupancy load, which applies to both indoor and outdoor, would be capped at sixty, and that's a Building Code regulation that has to do with provision of bathrooms and the fact that alcohol is being served. Walz said the City did hear from some of the neighbors that there was concern that with the alcohol use things can get a bit more carefree at late hours. She said the fact that the applicant alcohol cannot be in the outdoor areas and is confined to the interior of the building, alleviates much of that concern. She said that staff feels it's best to keep the outdoor seating in the courtyard. She said the conditions staff is recommending are the same as those for EXC14- 00003 with the addition of a new pending ordinance governing the placement of oven vents. Baker said he's know the prohibition of alcohol outside is because of the residential zone, and he wants to know if that alcohol ordinance can ever be changed or is it ironclad. Walz said it would take an amendment of the Outdoor Service Area ordinance to change it. Baker asked if the Council would change that. Walz said that currently there is no support for changing it. Baker said his concern about lighting for the signs is that they will be lit even when not in operation and may cause a disturbance for the residential. Walz said the City has sign regulations designed specifically with neighborhood residential uses in mind and that the Peninsula Code has additional restrictions beyond those of the City. She said if people were unhappy with the lighting they could certainly complain to the Homeowners Association. Goeb asked if it was true that people wouldn't be able to drink outside on the sidewalk but that they could drink on the patio. Walz said there alcohol cannot be anywhere outdoors - -on either the patio or near the sidewalk. Grenis invited the applicant to speak. Amy Pretorious showed that the design of the restaurant and coffee shop was intentionally recessed to allow outdoor bistro tables. She said a tiny business like this is fragile and the business plan is encompassing, including what they want to do with a couple bistro tables in addition to the courtyard space. She said they feel that restricting too many things does create a potential for failure, so they would like to see as much help as possible with this business. Board of Adjustment April 9, 2014 Page 7 of 10 Baker asked Pretorious how she would base her decision on responding to nuisance complaints. She explained the chain of action and said the ultimate decision by the Board of the Homeowners Association is based on the principle of being neighborly. Chrischilles asked how large the courtyard is and Walz said it was less than 300 sq. feet. Soglin said the applicant's numbers for occupancy don't add up. Pretorius said during the warmer times of the year they will move seating outside and decrease the indoor seating. Soglin said she could see times when the restaurant will be over capacity. Pretorious said that the occupancy cap of 60 is relatively new and she hasn't had time to adjust the floor plan accordingly, but she would like the ability to allow seating where the owner wants it, whether in the front or in the courtyard. Soglin said she appreciates that restaurants have huge challenges, but this is a very residential area and the success of the restaurant could produce problems. She said one -third to Y2 of the letters of support did express concern about the hours of operation, but there is a process in place to deal with that through the Homeowners Association. Grenis opened public hearing. Pete Brokaw of 947 Walker Circle said because of the size of it, he doesn't think this business will draw many people from outside the neighborhood. He said it will be a neighborhood establishment, and he supports it. He thinks there is a good homeowners association in place to deal with any unforeseen problems or issues. Keith Reiys of 1471 Foster Road asked about the hours of operation for the restaurant. Goeb asked what the use of the building could be if the restaurant failed. Holecek it could be a daycare, office, small retail, eating establishment or a living unit. Chad Diefenderfur of 991 Walker Circle said he supports the business but he does have a concern about the hours of operation and would encourage the Board to limit them. He said that according to the Peninsula Code, he doesn't believe that the Homeowners Association has the power to self - regulate the hours of operation. Corey Wilson of 1451 Foster Road said some people have had concerns about alcohol in the neighborhood, but this is not a college bar, or a roadhouse and restaurants of similar size in Iowa City do not have a raucous environment. Carolyn Beyer of 1227 Swisher Street said having an establishment that sells alcoholic beverages is a mistake for the neighborhood and poses a safety concern, particularly to children, who are often in the park. She said her perception is that the primary focus of the proposed establishment is to serve wine and beer and have snack food available, which could attract a college crowd. She said large, multifamily units are being developed right down the street from the subject site, and it will be convenient for college students to frequent the bar. She said she thinks the bar will bring an undesirable element into the neighborhood, while discouraging the establishment of businesses more suited to the area. Pretorious said she and the majority of the residents feel that this type of business is the best fit for the neighborhood. Board of Adjustment April 9, 2014 Page 8 of 10 Soglin asked if mixed drinks can be served. Pretorious said definitely beer and wine and sake, but the owner hasn't said anything about applying for a liquor license. Grenis closed public hearing. There was discussion amongst the Board members about defining the hours of operation. Grenis moved to approve EXC14 -00004 to allow an eating establishment at 1010 Martin Street subject to the following conditions: 1. Substantial compliance with the site plan submitted; 2. The establishment shall not exceed a combined indoor - outdoor occupancy load of 60; 3. Hours of operation are limited to 10 PM weeknights and 11 PM on Friday and Saturday; 4. Amplified sound on the exterior of the building is prohibited; 5. The commercial kitchen hood vent shall conform with a proposed ordinance now under consideration by the City Council. Chrischilles seconded. Grenis said he thinks this is a good application. He said he appreciates the concerns with alcohol sales especially the unknown characteristics of what that could be. He said it's a use that's been shown to be desirable by the neighborhood as a whole, and he understands the appeal. Grenis said he likes the conditions the Board has on the application. Goeb said she understands clearly what the concerns are about alcohol but it seems that the way it's configured, this will be a more sedate setting and won't expand into a raucous bar. She said practically speaking, you can't separate a restaurant from a bar and if you eliminate the bar, the restaurant won't happen. She said it seems to be something desired by the neighborhood for some time. Chrischilles said he thinks most of the clientele will be from the neighborhood. He said there could be problems from the sale of alcohol but one of the tempering factors is that it is going to be indoors. He said he can see why most of the neighborhood supports it and thinks it can be a positive addition. Soglin said she agrees with what other members have been saying. She said she hopes that families with children would also patronize this restaurant at earlier hours. Chrischilles said that regarding EXC14 -00004 he concurs with the findings set forth in the staff report of April 9, 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. A vote was taken and the motion carried 4 -0. (Baker left at 6:35 p.m.) Board of Adjustment April 9, 2014 Page 9 of 10 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: Holecek said that the City received the decision on the 1018 Walnut Street case today and the Board did prevail. She said the court noted that the Board had done their job well. BOARD OF ADJUSTMENT INFORMATION: ADJOURNMENT: Goeb moved to adjourn. Soglin seconded. The meeting was adjourned on a 4 -0 vote. z w H y Q LL 0 a m 0 O V w w w z a z w H H a r O N M 0 N V 7 X E N o a<<Z n n u xOW O w Y X X x X X x x x x x M x x x x x x x x x x X X X X X X X X X X N x x x x 0 x x x x ti N X X X x to X i X x X x 0 X X X x X a 0 X X X X M w o 0 0 0 0 0 N N N N N N W T r T T T T F W z w ~ Y J W V N J Y J a o m w m N Q ui w = z Q O z m O O V tU) V 7 X E N o a<<Z n n u xOW O w Y M 3b(3) ilk", W,14myr, IOWA CITY � I PUBLIG LIBRARY 123 S. Linn St. • Iowa City, IA 52240 omcToR Susan Craig • PooK 314356 -5200 • Fm 314356 -5494 • w kpl.org BOARD OF TRUSTEES Minutes of the Regular Meeting FINAL APPROVED April 24, 2014 Members Present: Janet Freeman, David Hamilton, Thomas Martin, Linzee McCray Robin Paetzold, Meredith Rich - Chappell, Jay Semel. Members Absent: Tom Dean, Diane Baker. Staff Present: Terri Byers, Maeve Clark, Susan Craig, Patty McCarthy, Elyse Miller, Brent Palmer, Vickie Pasicznyuk. Guests Present: Hannah Kane. Call Meeting to Order. President Rich - Chappell called the meeting to order at 5:07 p.m. Introduce new Board member. President Rich - Chappell introduced David Hamilton, new Board member. Introductions were made around the table. Public Discussion. None. Approval of Minutes. The minutes of the Regular Meeting of Library Board of Trustees March 27, 2014 meeting were reviewed. A motion to approve the minutes was made by Paetzold and seconded by Freeman. Motion carried 7/0. Unfinished Business. Strategic Planning. The next strategic planning committee meeting is set for Friday May 23, 2014 from 8:30 to 11:30 am. Craig will invite the consultants to give an update at the May 22, 2014 Board meeting since they will be in town. Lots of data is available on the strategic planning website page. Freeman asked where we are in the process. Craig said the planning group discussed the library's mission statement and values statements at the retreat and began to identify some areas that will turn into goals. Paetzold asked when the consultants will talk to Board members. Craig believes they are not going to interview Board members as there is good Board representation on the planning committee but will check with Bill Wilson. New Business. Board Policy #702: Policy for Library Programs. This is a regularly scheduled policy review. No changes suggested. No Board action required. Board Policy #703: Cable Television Channel Programming Policy. This is a regularly scheduled policy review. Rich - Chappell asked what happens when the City's arrangement with Mediacom ends. Craig explained as she understands it, the City's franchise agreement will end in 2018 and then Iowa City goes under the statewide franchise with Mediacom. Mediacom was required to have local access channels under the local franchise agreement, however there is a requirement for only one local access channel in the statewide agreement. Freeman asked if this is a dire situation. Craig said the library receives approximately $58,000 each year from the franchise fee which pays for staffing and equipment. Money from the franchise fee is used to support public access and doesn't just pass through as a revenue stream. This is a long- standing Iowa City policy. A motion to approve the revised Cable Television Channel Programming Policy was made by McCray and seconded by Paetzold. Motion carried 7/0. Accept Building Project work. This is the official completion of the renovation project and releases the final payment. Martin asked if someone approved the final work. Craig said she, Building Manager Brad Gehrke, and Architectural Services Coordinator, Kumi Morris, created a punchlist and met regularly with the contractor. A motion to release the final payment on the building project was made by Martin and seconded by Freeman. Motion carried 7/0. Staff Reports. Director's Report. Craig will be out of town to visit grandchildren in New York. We are in the process of getting the spring edition of the Window newsletter out. Staff completed two sessions of ALICE training provided by City of Iowa City Police Officer Jorey Bailey. Departmental Reports. Children's Services. Martin thinks it's fantastic we have summer reading programs. Collection Services. Craig is pleased that eBooks are now in the catalog and looks forward to when you can click on an eBook and it opens seamlessly inside the catalog. IT. Martin asked about people counters. Craig said they have been installed for a week or so. The equipment is much more sophisticated and can count three people walking in at the same time instead of the old technology which would only register one person. Now we can count people into meeting rooms which we were unable to do before. We are comparing the old system and the new and so far the new counters are registering 20% more people into the building. Development Office. McCarthy reported the golf fundraiser continues to roll along. At this point there are more sponsors and teams than there were last at the same time last year. UI Student Government and the Fraternal Values Society teamed up and held a book drive for the Book End. Bags were distributed in targeted neighborhoods and we received more than 1000 items for the Book End. McCray asked which neighborhood; McCarthy said Galway neighborhood near Melrose. Spotlight on the Collection. No comments. President's Report. Next month will be the last month of Rich - Chappell's presidency as she will not be in town for the June meeting. 2 Announcements from Members. Freeman suggested Martin describe the search for a new State Library Director for Hamilton's benefit. Martin said the Executive Committee reviewed the one RFP submitted. There was a brief discussion about the function of the State Library Commission in response to a question from Hamilton. Committee Reports. Foundation Members. Semel reported on the Foundation Board meeting. There has been an intentional reduced number of fundraising events this year. Tom Gelman, President of the Friends Foundation Board suggested waiting on the planned giving campaign. Communications. None. Quarterly Financial Reports. FY14 Third Quarter Receipts and Expenditures. The financial reports were reviewed. No Board action required. Craig said we are doing well with budgeting. Quarterly Use Reports. FY14 Nine -Month Output Measures, Circulation by Area and Agency and Circulation by Type and Format reports were reviewed. Freeman asked about the teen room use. Clark said the space is being used. For example, this afternoon a homeschoolers book club with 11 people were using the space. Semel suggested we find ways to quantify some of the services and programs the library has improved or added that have not been reflected in statistics up to this point. Paetzold asked about the decrease in the number of library cards issued and wondered if this is an anomaly or if there is less turnover. Craig said that she is watching this statistic. Paetzold wondered if it is a regional trend. Disbursements. The MasterCard expenditures for March, 2014 were reviewed. A motion to approve the disbursements for March 2014 was made by Martin and seconded by Freeman. Motion carried 7/0. Set Agenda Order for May Meeting. Policy reviews. Election of officers. Adjournment. A motion to adjourn the meeting was made by Paetzold and seconded by McCray. Motion carried 7/0. President Rich - Chappell closed the meeting at 6:16 pm. 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HARVAT HALL, CITY HALL Members Present: Steve Atkins, Andy Chappell, Karrie Craig, Karen Kubby, Mark Schantz, Melvin Shaw, Anna Moyers Stone, Adam Sullivan, Dee Vanderhoef Staff Present: Eleanor Dilkes (left 8:05), Marian Karr RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED: a. Minutes of the Meeting on 04/22/14 — Chairperson Chappell asked if there was any discussion of the April 22 meeting minutes. Sullivan moved to adopt the April 22, 2014 meeting minutes as presented, seconded by Vanderhoef. Motion carried 9 -0. REPORTS FROM MEMBERS AND STAFF: Dilkes noted that Members received in their packets this week the model charter and the guide for charter commissions. She added that this is the eighth edition of the model charter. Karr apologized about the electronic glitch during the packet distribution. She reminded Members that there are two ways to get these packets, either via the link she sends or if they subscribe to City notices they will receive it as soon as it's available. REVIEW CHARTER: a. Specific Sections to be Addressed: * Preamble — Chairperson Chappell began the discussion with the Preamble section, noting that they talked about potentially making some adjustment to the word 'citizen' or at least having further discussion about this. Use of the word 'shall' was also part of their continuing discussion. Chappell asked if anyone had anything they wanted to add at this point. Schantz noted that he did spend some time reviewing this since the last meeting and has come up with a preamble for them to discuss. He added that it is more in form like the preamble to the model charter. He stated that he believes it focuses more on what a preamble is basically about. Schantz stated that he will get his revision to Karr for distribution to all of the Members. * Definitions — No discussion. * Article II — Chappell began the discussion by stating that this section is fairly large and that they may not get through all of it at today's meeting. He suggested they take the first five sections, which talk about Council, and start their discussion. He asked if someone would volunteer to read the first two articles, and Sullivan did so. 3b(4 Charter Review Commission May 13, 2014 Page 2 The review began with Sections 2.01 and 2.02. Chappell noted that he believes Iowa City is unique with four at -large districts. Sullivan noted that this is the only part of the Charter that gives any guidance as to how the districts are set up, other than they are basically of equal population. He suggested that it might be helpful to have some more guidance as to how these districts are established. Kubby shared what it is like to run in a district seat and the challenges with a campaign. She stated that the system is not easily accessible at times. However, she does like the idea of having true districts and still having the four at -large seats, as well. Chappell then spoke to the number of council members. He stated that someone had suggested an increase, and Dilkes stated that it has to be an odd number. Chappell stated that he believes seven to be a good number. Sullivan added that a reason to add seats would be if it became obvious that there was a strong sense from the community that more members were needed. He does not, however, believe that they currently need to add seats. Vanderhoef agreed, stating that she too believes the current number of Councilors is sufficient. Atkins spoke to the fact that the County ran three Board Members for a long time before going to the current five. Chappell asked if anyone had any strong feelings about changing the number of council members. Schantz spoke to having nine members, for example, giving examples of how this number could work. Kubby noted that when there are too many members it can have a negative effect to getting things done. Sullivan asked if there is any interest in changing the districts, where perhaps five of them come from districts, with two at- large. Kubby stated that it does not make sense to her, that districts would be too large under this scenario. Vanderhoef asked Atkins if during his time as City Manager if he ever saw a Councilor that was only interested in their district. He stated that he does not believe this makes a big difference, that these members are elected at -large and function pretty much the same. Kubby asked if there is a difference between a 'ward' and a 'district.' Members briefly discussed how typically large cities have wards that they are responsible for, and that these typically have a fairly large population in each ward. Shaw asked how frequently districts are redrawn and just what this would entail. He also asked about councilor term limits, and whether these would change. Karr stated that districts are redrawn after each federal Census (ten years). She explained this process and how the Council then adopts an ordinance to adopt the new districts. Sullivan asked how it would be handled if they did in fact make any changes to the electoral system, if these would go into effect during the next City election or not. Karr and Dilkes noted that without more specifics it would be hard to fully answer this question. Atkins gave some background information on charters and how electoral changes might occur. Charter Review Commission May 13, 2014 Page 3 Chappell asked if there is anyone who does not want districts, that wants seven at -large members. Sullivan stated that he is not inclined to go with something like this, unless there are strong public feelings toward such. He does not feel very strongly personally that the current set -up is bad. Stone noted that one extreme would be to have all seven at- large, and the other would be seven or however many districts and seats. She does not believe that they need fewer members, and the next option of nine or 11 does not seem to be necessary at this point either. Stone added that the hybrid system they have with their districts and at -large seats appears to be the best of both worlds. Chappell agreed that he likes the four (at large) / three (district) split they currently have. Shaw asked if it makes a difference where there are three districts, basically a smaller section, compared to the four at- large, and whether this creates a stronger debate for those in specific districts. Karr clarified how this works with a primary election narrowing the candidates from districts. Kubby noted that this is where the confusion lies with this system. Karr then responded to Members' questions regarding elections and primaries. Kubby followed up with where the differences lie in district versus at -large seats in the elections. Atkins further clarified how districts are set up, noting they are say 20,000 each, and are strictly a 'nose count.' Districts are then drawn up according to this Census count. Sullivan stated that the more they talk about the system in Iowa City, the more he sees where some of these quirks could be a barrier to participation, as noted previously by Kubby. Shaw asked if there have been any candidates or councilors who have asked for expanded districts. Karr stated that she is not aware of anyone having broached this subject. Vanderhoef gave a brief history of how the City began organizing neighborhoods back in the mid -90s in order to bring people closer together to function as a group. This can help bring some 'governance' to that neighborhood, and give them an awareness of the City government, as well. Schantz added that the Near Northside Neighborhood works well, as does the Downtown Association, to get things done. He added that in his own particular part of town, he has not heard of a neighborhood association. Craig spoke up at this point, saying that she likes the system as it currently is. She was Council Member Dobyns' campaign manager, and he ran as a district seat. She noted that she found that having to explain the 'hybrid' process helped to get people more interested in City government. She added that she does not believe the current system has ever kept voters from participating, especially those that have a strong interest in doing so. Members continued to discuss the district and at -large issue, with debate over whether the current system is confusing or not easily accessible to voters. Sullivan added that people do get confused by these issues, that they don't always understand who or what they are voting for. The general perception is that politics are hard to understand. Chappell spoke to some of the perceptions around voting and those true barriers to this. He added that many just do not vote in local elections. Kubby added that she would like to make it as easy as Charter Review Commission May 13, 2014 Page 4 possible for more voters to vote, to remove any barriers possible so people want to make the effort to vote. She believes that district candidates should be purely, genuinely district candidates. They would live in, be petitioned by, and voted on by people who live in that specific district. At -large seats would be voted on by those in the at -large area. Karr asked if the only change would then be in the November election, and Kubby stated yes. Members continued to discuss barriers and obstacles to getting voters to participate in elections. Sullivan noted that for some there is too much confusion and they opt to not be engaged. There are various barriers and there isn't one answer to solving the problem of getting more voter turnout. The discussion continued, with Members weighing in on why they believe having both district seats and at -large seats is the best option. Undervoting in districts was also discussed, with Members questioning voter turnout numbers during these types of elections. Schantz added that for many, unless there is an organizing issue such as the 21- ordinance, you typically have lower turnout. He added that comments he has heard from people who follow City government include: strengthen the mayor, perhaps with an election for mayor. Chappell stated that he is always skeptical of changing things just for the sake of changing. He added that he does not have any strong feelings on the district issue, though he prefers the 4/3 split with four at -large seats. As for the three districts, he does not feel strongly either way about changing things there. As the discussion wrapped up, Chappell noted that they will no doubt revisit these issues. He asked that Members think about these issues and speak with others, and come up with any further information they wish to have before they have further discussions here. b. Commission Discussion of Other Sections (if time allows): DISCUSSION OF PUBLIC INVOLVEMENT: Chappell asked what ideas Members have in regards to garnering public involvement in this process. Sullivan asked what was done at the last Charter Review, ten years ago. Chappell stated that they had one or two designated hearings. One was allowing the public to just say what they wanted to say while the Commission listened. The other was a more collaborative meeting where four specific topics were discussed in smaller groups, with Commission Members taking notes during these small discussions. Kubby stated that this was a good way to actually have some dialogue and conversation, versus a typical meeting where the public speaks but there is no feedback. Karr reminded Chappell that she remembers there was also a third involvement session, after recommendations had been drawn up, to see if there was any further input from the public. 411- 3I[OX6163J,IJil=11! 116 None. Charter Review Commission May 13, 2014 Page 5 TENTATIVE THREE -MONTH MEETING SCHEDULE (Second & fourth Tuesdav of each month): May 27 June 10 June 24 July 8 July 22 August 12 August 26 ADJOURNMENT: Shaw moved to adjourn the meeting at 8:45 A.M., seconded by Sullivan. Motion carried 9 -0. Charter Review Commission May 13, 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 o 0 NAME EXP. o 00 w 4/1/15 X X Steve Atkins Andy 4/1/15 X X Chappell Karrie 411115 X X Craig Karen 4/1115 O X Kubby Mark 4/1/15 X X Schantz Melvin 4/1/15 X X Shaw Anna 4/1/15 X X Moyer Stone Adam 4/1/15 X X Sullivan Dee 4/1/16 X X Vanderhoef Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting - -- = Not a Member at this time 0670 --Tr� 3 MINUTES APPROVED HISTORIC PRESERVATION COMMISSION APRIL 10, 2014 EMMA HARVAT HALL MEMBERS PRESENT: Kent Ackerson, Esther Baker, Kate Corcoran, Frank Durham, Pam Michaud, Ben Sandell, Ginalie Swaim, Frank Wagner MEMBERS ABSENT: Thomas Agran, Gosia Clore, Andy Litton STAFF PRESENT: Bob Miklo OTHERS PRESENT: Russ Garrett, Teri Toye (FEMA), Angela Collins and Cindy Peterson (OSA), Eric Wieland, David Kieft 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. and welcomed the new commissioners. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: There was none. CERTIFICATES OF APPROPRIATENESS: 632 Brown Street. Miklo showed photos of and the location of the subject property on the corner of Brown and Dodge Street and said it's a contributing structure in the Brown Street Historic District. He said the first component of this proposal is to remove a porch enclosure on the back of the house and replace it with a new addition, which would include an extension of the garage at the lower level and widening of the driveway. He said the applicant had to get approval from the Board of Adjustment for a special exception for a building setback from the rear property line, and the Board put on a condition requiring some landscaping at the end of the driveway for pedestrian safety and aesthetics. He showed plans for the proposed changes. Miklo said there are Guidelines that apply in this situation and staff finds that overall the concept of the plan complies with those guidelines but there are details missing from the plan that need to be resolved before a building permit is issued. Miklo said one of the key elements that will need to be addressed is that the Guidelines call for rooflines that are proportional and in keeping with the historic structure and in this case staff recommends that for the lower addition the eaves be proportionally smaller so staff needs some detail of those eaves. He said that would also apply for the roof over the garage doors. Miklo said the house has obvious frieze board and detailing that need to be carried over to the addition and the plans should reflect that before approval. HISTORIC PRESERVATION COMMISSION April 10, 2014 Page 2 of 7 Miklo said the applicant intends to match the concrete block material that would be used in the exposed part of the garage door and match the neighbor's retaining wall as it turns the corner. He said staff finds that the plan generally meets the Guidelines but they just today received product materials for the foundation block and garage doors and have not had the opportunity to verify that they match. Miklo said staff is recommending a Certificate of Approval for removal of the small porch and construction of the new addition with six conditions as outlined in the staff report. Swaim invited the contractor to speak. Russ Garrett of 3044 Rohret Road said he's there to answer any questions. Sandell asked if the tree in the right of way will be affected at all. Miklo said he didn't believe it would be. He said it's in the City's right of way so the City Forester would be involved in any decision to remove it. Swaim asked if the owner has been able to use the garage. Garrett said they had, but you can't exit the car when it's in the driveway. Miklo said the change would certainly improve the visibility and safety of backing out of this driveway and would possibly enable one of the cars to swing around and go forward. Corcoran asked if the Board of Adjustment had approved the special exception. Miklo said that normally a twenty -foot rear yard setback is required, but the only way to add on to this property was to reduce that to eleven and one -half feet, which the Board did approve. Corcoran said that a special exception is a higher legal standard that has to be met and she appreciates that the Board of Adjustment has agreed that a special exception is warranted here and has granted it. Michaud said it looks like a good plan and it's harmonious with the style and the arcs in the front porch. She said it seems that just removing a limb or two from the tree should be enough. She said it changes the history so much by removing a tree. Garrett said that the Board of Adjustment actually wanted the applicant to make the driveway wider than originally planned, so it will be much safer. MOTION: Ackerson moved to approve a certificate of appropriateness for the project at 632 Brown Street, as presented in the application, with the following conditions: applicants to provide product information for exposed foundation block; provide roof overhang dimensions; revise drawings to show frieze board and water table trim; provide product information for new garage doors, and for door at west side of new addition; provide final design and product information for new driveway and retaining wall; All of the above must be reviewed and approved by Chair and staff. Corcoran seconded the motion. The motion carried on a vote of 8 -0 (Agran, Clore and Litton absent). REPORT ON CERTIFICATES ISSUED BY CHAIR AND STAFF: HISTORIC PRESERVATION COMMISSION April 10, 2014 Page 3 of 7 Swaim stated that this is available for review in the Commission packet. PRESENTATION AND DISCUSSION WITH FEMA AND OSA Miklo introduced Teri Toye, Environmental Protection Specialist from the Federal Emergency Management Agency (FEMA), who was there because the National Historic Preservation Act of 1966, Section 106, requires that federal agencies consider the effects of their undertakings on historic properties. She introduced all the speakers who would be presenting at this meeting. She said the focus of the presentation will be on Hancher Auditorium — Voxman School of Music- Clapp Recital Hall relocations and amending the memorandum of agreement (MOA) for the Iowa Memorial Union due to additional adverse effects. Toye explained that an undertaking is anytime a federal permit, license or funding is issued. She explained that historic properties are those buildings, structures, districts, objects or sites including archeological sites that are either listed in the National Register of Historic places or are determined eligible for listing by the federal agency. She said FEMA resolves adverse effects on the properties through the development and execution of a memorandum of agreement. Toye said the undertaking for the Hancher/Voxman /Clapp relocation is relocating those facilities out of the Iowa River Flood Plain. She said the project activities for these relocation projects include demolition, relocation out of the flood plain, site acquisition and preparation and construction of the new facilities. She said the new site for the building, just south of Park Road, is within the boundaries of the National Register eligible University of Iowa River Valley Historic District. Toye said that the Voxman and Clapp facilities will be at the southwest corner of Burlington and E. Clinton Streets, and FEMA determined that the area of potential affects for this undertaking included the ground disturbing activities associated with site preparation, demolition and excavation for those and extended to the buildings that surround those sites that could be potentially structurally or visually adversely affected by construction of the new facilities. She said they determined that it was not necessary to do an archeological survey during construction and that the two former bank buildings were less than fifty years old and did not meet the requirements of buildings less than fifty years old to be considered eligible for listing in the National Register. Toye explained that The University of Iowa purchased the Sabin School and offered it as a relocation site for a neighborhood bank. She said at that time, 2011, FEMA determined that the building was National Register eligible and began the process of developing a MOA. She said FEMA reviewed the purchase option agreement between the university and the bank and realized that the demolition wasn't certain, FEMA stopped the process and FEMA, the university, the State Historic Preservation Office, Iowa Homeland Security all signed a letter of agreement that said they would be notified if the building were to be demolished, at which point a memorandum of agreement would be developed, which is where they are today. She said that FEMA evaluated the Sabin School for listing in the National Register of Historic Places. She said it was constructed in 1917 -18 and was one of three schools that George Lockhart designed in Iowa City, including Longfellow School, which is listed in the National Register, and Horace Mann School, which has been determined potentially eligible. Toye said HISTORIC PRESERVATION COMMISSION April 10, 2014 Page 4 of 7 that despite some alterations and additions to the building and a change in its original use, FEMA determined that it did meet the requirements to be considered for listing in the National Register, therefore its demolition would result in adverse effects to historic properties. She said when the university notified FEMA in 2013 that the bank was going to demolish the school, FEMA reopened consultation with the State Historic Preservation Office with a finding of Adverse Effects to Historic Properties. She said it's FEMA's responsibility to resolve those adverse effects through the development and execution of a MOA, which is a legally binding document outlining steps to be implemented to offset or solve the adverse effects. Toye explained the steps taken to develop an MOA in these cases and said that through consultation FEMA will discuss the treatment measures and then she will draft the MOA and will circulate that amongst the potential consulting parties for a thirty day review and issue a revised version for another review if there are substantial changes. She said the project will not be closed out until the entire scope of work is completed, including the construction of Hancher, Voxman and Clapp and also the mitigation measures associated with the adverse effects. Toye said that FEMA does not advocate the outcome of this consultation process, and will not say what the mitigation measures should be. She said they have some requirements that need to be commensurate with the level of adverse effect and must have a benefit to historic preservation and the public and the local community where the adverse effects occur. Toye related the mitigation measures that were recommended previously for Sabin School including salvage of significant architectural features and reusable building materials; electrical and HVAC upgrade study for Longfellow and /or Horace Mann; a National Register nomination for Horace Mann School; implementation of preservation goals outlined in the City Historic Preservation Plan; additional documentation of the school and expanded Iowa site inventory form; suggestions from consulting parties and the public. Toye said the architects who are preparing plans for demolition of Sabin School have recommended the significant features that could or should be salvaged. She listed the features, which included the stone work. Toye said during demolition of the banks and excavation for construction of the School of Music archeological resources were discovered. She said she wanted to make sure that the Commission is aware of the significance of some of the archeological finds because they relate to the early history of Iowa City women and campus life. Angela showed a picture of one of the banks where the archeological site is located. She showed historic pictures of Iowa City in 1868 and showed where the School of Music site is located. She explained that one of the features discovered was a stone -lined well full of domestic materials. She said the next features were a limestone foundation and a wood -lined privy also full of domestic objects. She showed a number of pictures of these features and the artifacts as they looked when were initially discovered and during excavation. She said the dates of the artifacts, the early 1900s, correspond to a time when the house on the lot was occupied mainly by working women. She said there are records of the inhabitants of the property around the town the city was platted in 1839. Angela Collins of OSA said these were all unexpected findings and OSA has processed all the findings as far as they can. She said there are mitigation measures that need to more the process further, as outlined in the OSA Data Recovery Plan, which include cleaning the artifacts from the field, processing, cataloging, researching and curating them. She said OSA also wants HISTORIC PRESERVATION COMMISSION April 10, 2014 Page 5 of 7 to present to the public about their findings with lectures, on -line, written articles, and exhibits locally. She said OSA wants to include more public interpretation to inform the actions and mitigation measures. She said they want to include the university population and other volunteers in processing artifacts. Toye explained that FEMA has a state -wide agreement in Iowa with a provision for unexpected archeological discoveries or unanticipated effects to historic properties. She said under this provision, the archeological site could not be preserved as it was in a construction zone. She said it was determined that the best way to get all the information out of there was documentation and data recovery and was a mitigation measure to develop and implement this Data Recovery Plan. She said they want to consider any other suggestions beyond what is in the draft Plan. Eric Wieland, the Environmental and Historic Preservation Advisor for Iowa, said this is a complicated project with many components, and what they are presenting tonight is one federal undertaking but the unanticipated discovery that the OSA discussed and the connected action of the demolition of the Sabin School are all connected actions legally for FEMA. Swaim said that if the thirty day public comment period started today, the Commission will have another meeting before that is over. She was told to prioritize possible measures and that any measure put forward will need to have a cost estimate and time line attached to it. Swaim asked if there will be any archeological work done once the Sabin School is demolished and Wieland said once the university completes the transaction with the bank for that land, that site is no longer part of the federal action and is not part of FEMA's responsibility. Toye added some information that was inaudible. Toye said that any mitigation measures will needed to be completed before September 16, 2016, when the grant expires. Michaud asked if the windows and doors are salvageable and could be used for other schools. Toye said she would confer with David Kieft of the university to see if the current windows and doors are replacements. Toye said the Commission will have one or two opportunities to see the draft MOA. Toye explained the hazard mitigation for the Iowa Memorial Union (IMU). She said there were unanticipated archeological finds on the site. Cindy Peterson of OSA showed schematics and photographs of the site. She explained the sequence of events that led up to the findings. She said that this site is where the early wealthy residents of Iowa City constructed tenement buildings. She said eight contributing resources were identified at the site, which were three cisterns and five building or structure foundations and all the contributing resources pre -date the Civil War. She said this site was recommended eligible for National Register listing for its ability to provide new information about Iowa City's earliest residents. Toye said that an amended MOA for this site is in process and FEMA is inviting any other potential consulting parties or anyone else who has a significant role in completing any of the HISTORIC PRESERVATION COMMISSION April 10, 2014 Page 6 of 7 mitigation measures to sign the MOA amendment. She listed the agreed -upon mitigation measures. Toye mentioned that due to the finding of trade beads at the School of Music site and projectile points at the IMU, Native American tribes were notified, but at this time none are interested in participating. Swaim said the information presented is important but that it's a very difficult process. She said the Commission will put this on their agenda for May 8th, 2014. Toye said they are asking for the Commission's recommendations for mitigation measures to resolve adverse effects as a result of demolition of Sabin School; the Commission's comments on the Draft Data Recovery Plan for the School of Music site and if they feel that is commensurate with the level of adverse effect; and the same with the Hubbard Park site. Toye said she thought what would be of particular interest to the Commission is how the information at the end of the GSA's process is disseminated to the public. CONSIDERATION OF MINUTES FOR MARCH 13,2014: MOTION: Durham moved to approve the minutes of the Historic Preservation Commission's March 13, 2014 meeting and public hearing, as written. Baker seconded the motion. The motion carried on a vote of 8 -0 (Aaran, Clore and Litton absent). DISCUSS INCREASED NOISE LEVELS ADJACENT TO HISTORIC NEIGHBORHOODS Swaim reminded the Commission that at the last meeting they finalized a memo about noise levels and received a response from the Senior Building Inspector Tim Hennes. Michaud said she met with Tim Hennes about this letter and was reassured that the City was responsive to historic neighborhoods and concerns about intrusive noise. She said that the standards being implemented in Iowa City are international standards. She said they discussed sustainability and how vented heated or cooled air to the inside was not in step with energy conservation, so they discussed the possibility of fan vent scrubbers, meaning that the air would be recirculated. She said the City will be enforcing international standards that the fan would be ten feet from the property line and /or the roof edge. She said if the decibel level is above 55 at night, it is not according to Smart Code standards. She said these international standards predated the concern about invasive, intrusive noise on neighbors. She said Hennes will be investigating if the fan is compliant with the code that was in effect when the construction took place. She said a mitigating possibility is a shield to deflect noise. ADJOURNMENT: MOTION: Durham moved to adjourn. Baker seconded the motion. The motion carried on a vote of 8 -0 (Aaran, Clore and Litton absent). Minutes submitted by Joy Bayshore Z O � 0 O O U U O OWC a W o > Z M Q CD N D N W Z W a � U Q O U) z 0 U) 0 U Z 0 F— W LLJ M ao N U_ C' T- o 1O -c t- L L V, CU 2 2 a; O x 0 x 0 X x 0 X x X x M x x x x x x x x x x 0 CO) CL Np X X x X X X 0 0 X ; X X 1� CL N 4n X X x x ; X x X 0 X ; X X to N T X X x O X X O O x O 0 r 0 i x X X X X 0 X X x cx x x x x X 0 0 x x N X i x x X X x O O O X co co x i x x 0 LLJ 0 x x x 0 0 N X X X X X 0 X X x X ti x x x x x x 0 x x x ti 0 x 0 0 x X 0 x X X �o x I x X x X X O x x O x I x x ; x x 0 x x ; x 0 V L LO LO �a W W N a—) N a—) N a—) N rn N as N a> N 05 N 05 N rn N 0--) N N 5) N F— M M M M M M Cl) M Cl) M M m M Q W 0 Q Q Z W Z J Z W Y 0 = Y D D a W m Q 0 OQC Q ° ~ W W W g : Q Z W d Z Z w ° Q Z ° 2 <a Q 0 a W Y Y JO o a Q C9 a a � m v y CD 7 N x E W N .0a o a¢az X0� w Y 06-03-14� 3b(6) Minutes Human Rights Commission April 29, 2014 — 6 P.M. Helling Conference Room APPROVED Members Present: Harry Olmstead, Joe Coulter, Kim Hanrahan, Shams Ghoneim, Paul Retish, Andrea Cohen. Member Excused: Ali Ahmed, Orville Townsend. Staff Present: Stefanie Bowers. Recommendations to Council: No. Call to Order: Olmstead called the meeting to order at 18:02. Consideration of the Minutes from the March 18, 2014 Meetinp.: Motion: Moved by Coulter, seconded by Ghoneim. Motion passed 5 -0. (Hanrahan not present). Meetinp_ Business: Funding Request Senior Center This funding request is in the amount of $200. It is to offset the cost to show Before You Know It. This is a film about generational trailblazers who have surmounted prejudice and defied expectation to form communities of strength and represent the estimated 2.5 million lesbian, gay and bisexual Americans over the age of 55 in the United States. Coulter moved to contribute $100, seconded by Ghoneim. Cohen stressed the importance of the Commission following the policy enacted earlier in the year concerning funding request. Olmstead and Ghoneim both believe the film is in line with the mission of the Commission. Motion passed 5 -0. (Hanrahan not present). Youth Awards 2014 Bowers asked for Commissioners to arrive no later than 5:30 for the ceremony. Seventy -six area youth will be recognized at the event this year. Coulter and Ahmed will be unable to attend this year because both will out of town. Bowers will send Cohen a link to view the ceremony from 2013. Subcommittee Reports: International Students No report. Racial/Ethnic Equity Roundtable No report. Education Retish reported that of the fourteen- hundred special education students identified within the District, the District had to reevaluate over seven - hundred students to assess their need for special education. After the evaluations, eighty -seven students were no longer eligible for special education. The District provided Retish with the racial demographics for the eighty -seven students. Hanrahan would like to know how selection is made to send some District students to Tate High School. Coulter thanked Retish for all of his hard work and energy on this matter pointing out that awareness can be very powerful. Building Communities (Housing) Bowers provided a copy of the updated language added to the Who We Are & What We Do brochure for the Housing Authority. Page eleven now reads: TERMINATION OFASSISTANCE DUE TO CRIMINAL ACTIVITY (24 CFR 982.553 & 982.555): The ICHA may terminate assistance for criminal activity by a household member as authorized in HUD regulations if the ICHA determines, based on a preponderance of the evidence, that the household member has engaged in the activity, regardless of whether the household member has been charged, arrested or convicted for such activity. The ICHA must give a participant family an opportunity for an informal hearing to consider whether the termination decision due to criminal activity is in accordance with the law, HUD regulations and ICHA policies. Evidence may be considered without regard to admissibility under the rules of evidence applicable to judicial proceedings. 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 www.Icgov. org/icha. Select Housing Authority Documents. In future printings, Hanrahan suggested that "regardless of age" be added. UI Center for Human Rights The Center has established a fundraising committee and is working on creating a program committee. Olmstead is the chair of the program committee and Ghoneim is a program committee member. Ghoneim would like to see future Center programming on the human rights of persons with mental disabilities. Commissioners Ghoneim reports that she recently did a presentation for the University of Iowa Center for Human Rights on the ongoing human rights violations in Egypt. Retish reports that he is a member of Livable Communities for Johnson County. This group may have some concerns with area housing that would be pertinent to the Commission or even possibly overlap. Retish has asked for further information on the housing concerns. With the information provided being presented to the Commission at a future meeting date or for him to report to the Commission at a future meeting date. Hanrahan mentions the recent State of Equity Report published by the Cedar Rapids Civil Rights Commission, which segued into Coulter's report. Coulter and Bowers both attended the Cedar Rapids Civil Rights Commission's Building An Inclusive Community, One Neighborhood At A Time. Coulter was a presenter on Understanding Health Disparities: Is Assimilation Good for People of Color and Immigrants. Bowers will send a pdf of Coulter's presentation out to each Commissioner via email. Coulter stated that the State of Equity Report should serve as a model for Iowa City. Cohen reports on a recent trip to New York, while in New York Cohen met with the Executive Director of the New York Commission on Human Rights —Pat Gatling. Cohen spoke on how the NYC Commission on Human Rights educates and does outreach on discrimination. The NYC Commission on Human Rights currently has over six hundred complaints pending. Cohen also reports on the Advocacy 2 Lab. The Advocacy Lab's mission is to empower youth to take action for human rights. It partners with teachers in the New York City high schools. The Advocacy Lab provides in -class human rights education and advocacy skills training at least once a week over the course of the school year. Olmstead reports that Len Sandler will be presenting a Workshop on Navigating the Process of Changing your State and Federal Identity Documents to Match Your Gender Identity. In addition, Olmstead mentions a report on how the City of Tuscan (Arizona) funds improvement of its sidewalks to make the sidewalks compliant with the requirements of the Americans with Disabilities Act. Olmstead has delivered copies of the report to City staff for their review. Staff Bowers reminded Commissioners to visit the human rights webpage. The webpage offers a lot of information on harassment and unlawful discrimination and PowerPoint presentations on fair housing and harassment. Brochures and flyers are available in English and Spanish. Brochures and some flyers will be available (by mid -May) in Arabic (Saudi Arabia) and Chinese (Simplified). Motion to Adjourn: Coulter moved to adjourn, Ghoneim seconds. Motion passed 6— 0. Adjournment: 19:16 Next Regular Meeting — May 20, 2014 at 6 pm. Human Rights Commission ATTENDANCE RECORD YEAR 2013/2014 (Meetino natel NAME TERM EXP. 4/16 113 5/21 /13 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 4/29/ 14 Diane Finnerty 1/1/14 O/E X X X X X O/E X X - - - - Ali Ahmed 1/1/17 - - - - - - - - - X X O/E O/E Orville Townsend, Sr. 1/1/17 X X X X X X X X X X X X O/E Paul Retish 1/1/17 - - - - - - X X X X X O/E X Dan Tallon 1/1/14 X X X O/E R R R R R R R R R Kim Hanrahan 1/1/15 O/E X X X X X X O/E X X X X X Shams Ghoneim 111115 X O/E X O/E X X X X X O/E X X X Jessie Harper 111115 R R R R R R R R R R R R R Jewell Amos 111115 - - - X X X X O/E X X X O/E R Katie Anthony 1/1/16 X R R R R R R R R R R R R Joe D. Coulter 1 /1 /16 X X X O/E X 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 X. 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 KEY: X = Present O = Absent O/E = Absent /Excused NM = No meeting - -- = No longer a member R = Resignation 4 CITY OF IOWA CITY MEMORANDUM Date: May 19, 2014 To: Mayor and City Council From: Bob Miklo, Planning & Zoning Commission Re: Recommendations from Planning & Zoning Commission X14 3b(7) At their April 17, 2014 meeting the Planning & Zoning Commission made the following recommendations to the City Council: 1. The Commission voted 6 -0 (Thomas abstaining) to recommend approval of REZ14- 00004, an application to designate the Goosetown /Horace Mann Conservation District as a conservation overlay (OCD) zone. 2. The Commission voted 7 -0 to recommend approval of amending the Comprehensive Plan, Downtown and Riverfront Crossings Master Plan with wording suggested by staff regarding affordable housing and the language "within the District should be considered" be changed to "within the District shall be considered ". 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 17 — 7:00 PM — FORMAL EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Ann Freerks, Phoebe Martin, Paula Swygard, Jodie Theobald, John Thomas MEMBERS ABSENT: None STAFF PRESENT: Bob Miklo, Karen Howard, Sara Greenwood Hektoen OTHERS PRESENT: Ginalie Swaim, Sarah Clark, Jake Biager, Alicia Trimble, Mary Bennett, Deanna Mire, Mike Olivera, Bob Welch, Jason Harder, Greg Zimmerman, Corinne Joslin, Sally Scott, Tracey Achenbach RECOMMENDATIONS TO CITY COUNCIL: The Commission voted 6 -0 (Thomas abstaining) to recommend approval of REZ14- 00004, an application to designate the Goosetown /Horace Mann Conservation District as a conservation overlay (OCD) zone. The Commission voted 7 -0 to recommend approval of amending the Comprehensive Plan, Downtown and Riverfront Crossings Master Plan with wording suggested by staff regarding affordable housing and the language "within the District should be considered" be changed to "within the District shall be considered ". CALL TO ORDER: The meeting was called to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There was none. Rezoning Item REZ14 -00004 Discussion of an application submitted by the Historic Preservation Commission for a rezoning to designate the Goosetown / Horace Mann Conservation District Overlay (OCD) zone for properties generally located on Ronalds, Church, Fairchild and Davenport Streets from east of Linn Street to Governor Street and properties generally located on Bloomington, Market and Jefferson Streets between Dodge and Governor Streets. Miklo said it was at the request of the Northside Neighborhood Association that the Historic Preservation Commission examined this area. He read from the Zoning Code as to what the purpose of a conservation district is. He showed where the boundaries of the proposed district Planning and Zoning Commission April 17, 2014 Page 2 of 11 will be and said it will exclude for the most part non - residentially zoned properties around Dodge and Church Streets. He explained that properties within the district are classified into categories by the Historic Preservation Commission and showed examples of each type: 1. Key Properties — because of history or architecture make the property eligible for being independently listed on the National Register of Historic Places; 2. Contributing Properties — represent a high level of quality in terms of retention of their historic character but aren't significant enough -to be listed on the National Register independently but could be in a district; 3. Contributing Properties to a Conservation Distirct — are historic but have had some remodeling done so they don't rise to the level of being National Register level either independently of in a district, but are still worthy of preservation based on the Conservation Guidelines. 4. Non - Contributing — are non - historic or have been remodeded to the extent that their historic character is not recognizable. Miklo said that roughly 23 -25% of the properties in the district are Non - Contributing, which means there may be opportunities for infill development in the neighborhood and these buildings may be considered for removal on a case by case basis and replaced with buildings more in line with the character of the neighborhood. Miklo said if the district is approved, the goals of stabilization of property values and encouraging property owners to reinvest in their properties would be implemented by requiring design review for any exterior remodeling that requires a building permit or any demolition or new construction in the neighborhood. He said the Historic Preservation Commission has guidelines they use to review each case and depending on the level of significance of the change those changes can be approved within two or three days by staff or, for more extensive or significant remodeling, will be reviewed by the Commission, which generally takes three weeks from time of application. He explained that the standards don't prevent the alteration of buildings but allow them to occur in a way sympathetic to the historic buildings and the neighborhood. He said no property owner in a historic district is mandated to make changes, but if they decide to make changes, they must be according to the guidelines. Miklo said the Planning and Zoning Commission's role is to determine whether the proposed conservation district complies with the Comprehensive Plan and is in compliance with other plans the City has for this area. He said the Comprehensive Plan, the Central District Plan, specifically mention the Goosetown neighborhood as a good candidate for a conservation district. He said a conservation district would also support City Council's Strategic Plan to promote healthy neighborhoods. He explained how the Residential Neighborhood Stabilization Zones in this area have been adopted to help preserve this area. He said the proposed Conservaton District would contribute to this effort. He said based on the goals of the Comprehensive Plan staff finds that this proposed district supports those goals. Freerks asked if this in any way affects the underlying zone. Miklo replied that it does not. Freerks opened public discussion. Ginalie Swaim, speaking as the Chair of the Historic Preservation Commission, said that the Commission's unanimous vote at their last meeting to approve this rezoning is evidence that it complies with the requirements for establishing a Conservation District. She gave a brief history of the area and said that many of the qualities that characterize the neighborhood over 150 years are the same ones that they hope to protect and nurture today. She told how the house at 410 N. Lucas is an example of how change can happen to a house to meet current needs but Planning and Zoning Commission April 17, 2014 Page 3 of 11 can still be preserved in ways to honor the past. She said the Comprehensive Plan promotes diverse housing options, and this neighborhood provides a history of ethnic, economic, and housing stock diversity, as well as an opportunity for affordable housing. Swaim said the Plan and conservation overlay are tools thoughtfully created and applied to protect the viability of older neighborhoods into the future. Sarah Clark said she is representing Mike Wright, Co- coordinator of the Northside Neighborhood Association. She read a letter from him in strongly supporting the rezoning. Jake Biager of 519 N. Johnson St. said she and her husband have been both renters and homeowners in this neighborhood and they are excited by the City's efforts to secure its character and design. Alicia Trimble, Executive Director of Friends of Historic Preservation, said she echoed the thoughts expressed by Ginalie Swaim and Sarah Clark. She said Goosetown is what our future neighborhoods need to look like in that they are walkable to where you need to go. Mary Bennett of 1167 Muscatine Avenue said it's important to keep this zone intact because it's contiguous with Jefferson Street, Brown Street and the Northside Historic Districts. She urges the Commission to approve this application but she hopes that someday it can be expanded to include more of Goosetown. Deanne Mirr of 3411 Ireland Drive said she has concerns about the cost of renovations if this becomes a historic district and worries if run -down student rentals will be sitting side by side with beautifully restored properties, with people fighting all the time because they live beside crap or because they have the snooty neighbors. Mike Olivera of 617 Ronalds Street and owner of Prestige Properties Prairie Sun Building Services said he has been to all the meetings. He said they own about thirteen or fourteen buildings in this area and he said his concerns are that the process invoking this district has good intentions, but the property owners in this district have not been polled or asked if they want to be a conservation district. He said 60% of the this district is rentals and rental property owners have a different investment objective, and by putting this area into a conservation district, there are many houses here that need to be torn down and rebuilt. He said some of the costs of renovation are beyond many peoples' means. He said this proposed district is ill conceived and the Commission needs to give serious thought to this, and maybe the property owners should be polled to see if they really want this, because if the investors decide they are going to do minimal work on their houses, that's not going to help the neighborhood. He said the UniverCity Program is nice but they don't have the resources to buy the number of houses in this area that would even make a dent. He said the area to the north that was made a historic district last year is still in a fight between the renters, apartment owners, good and bad landlords, and the property owners. He reiterated that before the Commission rushes into a decision, maybe the property owners need to be polled, because it could backfire and landlords could open up their housing to subsidized housing or continue renting to college students and do minimum maintenance. He said this area is not going to be good for the community as it goes down because that 60% is a huge factor for this neighborhood and it's not going to change overnight. Bob Welch said that Goosetown is a historic part of this community, and it would be a shame not to preserve it. Sarah Clark said she disagreed with Olivera about how neighborhoods change. She said three Planning and Zoning Commission April 17, 2014 Page 4 of 11 of the five houses on the side of the block where she lives on Brown Street had been split into duplexes and they were purchased and converted back to single family. She said she was not clear what the reference that Mirr made about neighbors fighting was about because she lives in a very mixed neighborhood. She said a lot or people want to live in the central area and they need something like this historic designation to keep it going so it can be open to everyone. Ginalie Swaim said she wanted to respond to the concern about the cost of working on older homes. She said the Historic Preservation Commission sees applications for quite modest changes. She said salvaged materials and new techniques can make the cost of restoration reasonable. She said the fear of the cost is often voiced, but it doesn't play out very often. Alicia Trimble said the Historic Preservation Guidelines exist not just to make a home look nice, but also because there are certain things you shouldn't do to older homes. She said she knows of three houses that had to be torn down because vinyl siding had been installed and the houses could not breathe through their outside walls, as older houses are meant to. She said one - hundred year old windows can be repaired but vinyl windows last about ten years. She added that the greenest house is the one that's already built. Freerks closed public discussion. Thomas recused himself saying that he lives within 300 feet of the proposed boundary. Eastham moved to recommend approval of REZ14- 00004, an application to designate the Goosetown /Horace Mann Conservation District as a conservation overlay (OCD) zone. Theobald seconded. Greenwood Hektoen explained that the procedures for approving this require notice be sent to every property owner in the proposed area, and that happens before the Historic Preservation Commission starts to consider it and there is public hearing at the Council level. Eastham received clarification from Greenwood Hektoen about what the Commission's role was in this application. She said when applications come in to the Historic Preservation Commission is when they get into the details of the renovations and materials, and that is not the purview of the Planning and Zoning Commission. Eastham said regarding a statement made during public discussion about the possibility that property owners might open up their properties for subsidized housing if this area becomes a conservation district that he views that as a positive prospect and hopes it's being done already. He added that he thinks this proposal meets all the criteria that are established in terms of being compatible with the Comprehensive Plan and he's particularly impressed that the School District is improving the local elementary school, and this conservation district is very compatible with that improvement and Council has recently adopted and reaffirmed neighborhood stabilization and improvement in the Strategic Plan and this conservation district goes many steps in that direction. Martin said this fits well with the other plans the City has adopted. She said as an investor she sees property owners as stewards and feels that when you are in these conservation districts it adds to the ability to be a steward. She said designating this as a conservation districts enhances the ability of maintaining the diversity of these neighborhoods. She said a conservation district doesn't mean stopping progress, and she thinks this is a great thing. Planning and Zoning Commission April 17, 2014 Page 5 of 11 Theobald said this follows the Comprehensive Plan and meets the criteria. She spoke of a neighborhood in Dubuque where many properties are taking on the historic flavor that had existed, and she thinks it's very important to keep and this is a chance to do that. Dyer said she supports this but is disappointed that the proposed conservation district doesn't extend through more of Goosetown. She said it seems to fit in well with the recently upgraded park and preserving Horace Mann School. Swygard said she would agree with what the Commissioners have said. She said it definitely fits in with the City's Comprehensive Plan and preserving this area. Freerks said she agrees that it's in compliance with the Comprehensive Plan and she can think of no good reason to deny the recommendation. She said she has lived in a conservation district for quite some time and she has found it not to be a burden. She said she understands peoples' concerns, and she's glad people have come and voiced different sides of this. She said she lives in a very mixed area and the conservation district has only been a good thing. She said nothing has to happen to these properties and when they do, she thinks the right thing happens. She said it would be nice to extend further into Goosetown, and perhaps that's something that could happen in the future. She said she thinks it would be nice to have Horace Mann School as part of the designation and would like to see that happen in the future so a good partnership can occur in the community with the School District. She said she is definitely in favor of this and happy to see it happen. A vote was taken and the motion carried 6 -0 (Thomas abstaining) Annexation / Rezoning Item ANN 14 -00001 /REZ14 -00002 Discussion of an application submitted by Build to Suit for an annexation of 39.6 -acres and rezoning from County Residential (R) zone to Interim Development Single Family Residential (ID -RS) zone located at 4701 Herbert Hoover Highway. Miklo showed maps and images of the property and its location. He said this property is within the city's growth area, it will help serve the city's future demand for housing, it will not create an undue burden on the city, and it is in the interest of they city to control what happens on this property, so it meets the three tests in determining if a property is suitable for annexation. He said for these reasons staff does find that the proposed annexation complies with the policies of the Comprehensive Plan in terms of annexation. Miklo said in the future once the developer has an adequate plan to provide infrastructure the City would look at a zoning pattern that would be in compliance with the Comprehensive Plan. Miklo said for some time this property will only have street access from Herbert Hoover Highway so staff is proposing as a condition that when development occurs that there be some pedestrian link back to the city. Freerks asked about the environmentally sensitive areas. Miklo said there are two drainage ways or low points, one of which may contain a woodland. He said before the property is developed, staff will have to investigate that. He said staff has seen a rough concept of how this might be developed and those areas were shown as open space and storm water management. Planning and Zoning Commission April 17, 2014 Page 6 of 11 Eastham asked if regarding future cost to the City sewage service to this property is obtained by a lift station or gravity flow. Miklo replied that gravity flow is the preferred way to provide sanitary sewer. He said that would require the cooperation of adjacent property owners. He said a lift station would probably be a temporary situation in this case because the City anticipates this area eventually developing with a trunk line through this area, at which point the lift station could be abandoned and the sewer directed to the trunk line. Eastham said he's very concerned about sidewalk access for this property if it develops before contiguous properties develop. Miklo said the Commission and Council will have the chance to revisit that when the Interim Development ( ID) zoning is removed and changed to another zoning. He said one possibility is to put temporary sidewalks in, which staff feels is an acceptable solution until adjacent properties come into the city. Freerks opened public discussion. Jason Harder of Build to Suit, representing the applicant, responded to Freerks questioning and said they really don't have a time frame. Martin asked why the surrounding properties to the subject property are not being annexed first. Harder said he guessed it's because there are not that many property owners in this area who wish to be annexed. Greg Zimmerman, owner of the two parcels of land directly east to the subject property, said residential development in that area is not in keeping with the rest of the neighborhood from Scott Boulevard to the Interstate. He cited a study done thirty years ago by MMS Consultants where they said that if Scott Boulevard was the bypass for the trucks that would make the area from the Interstate to Scott Boulevard unsuitable for residential. He added that he's concerned about the wildlife being disrupted. Corinne Joslin, a long -time resident of 4701 Herbert Hoover Highway, said she lives in the little house on this property and said she's concerned about the amount of traffic. She said she is sympathetic to everyone involved in this process and knew that the city would eventually move out this far. She said she's heard that the developer will tear down the barn where two Great Horned Owls have lived for years. She said the landlords always intended that she and her family live on her property, and they have done many improvements at their own cost. She said the former owners passed away before they put their wisthes in writing. She said she is very invested in the property she lives on and implored the developers to take her property last. Freerks closed public hearing. Eastham said he would personally like more time to consider among other things the fact that primary access to this property would be off Herbert Hoover Highway, which is very heavily traveled. Freerks asked if the applicant would be willing to waive the limitation period until the next meeting. Harder asked her why they wanted to do that. Freerks replied that the Commission often takes more than one meeting to make a decision, because sometimes the situation is that they need more time for thought. Harder asked for explanation of the process, which Miklo gave to him. Harder said he had no problem deferring until May 1st. Planning and Zoning Commission April 17, 2014 Page 7 of 11 Freerks said when there are many factors to consider such as sewer lines and traffic, especially with annexations, the Commission likes to take time to make sure it's the right thing to do. She told Harder that he is welcome to submit additional information before the meeting. Eastham moved to defer ANN14- 00001 /REZ14 -00002 to the Planning and Zoning Commission meeting of May 18t. Dyer seconded. Eastham said he wanted more input on the overall plan for the area between Scott and Taft in terms of access as it's developed over time and how that access will or won't use Herbert Hoover Highway. He said he would benefit from a comparison between that kind of access for a residential area and other residential areas in the city that have been annexed over the last 20 years. Freerks said she's seen many times where you have these unique places and she asked the applicant why not come up with a way to integrate them into his plan. She said it's fashionable to have something special about the place he's developing, so why not be the development next to the barn. She said she thinks that sometimes we don't stretch our minds enough about the ways existing treasures on the corners can be an asset to a place. She suggested that the applicant take some time to discuss the possibilities for these unique features and that could make something really nice happen. A vote was taken and the motion to defer carried 7 -0. Comprehensive Plan Item Public hearing for discussion of amending the Comprehensive Plan, Downtown and Riverfront Crossings Master Plan, to include a section on affordable housing. Miklo said staff has provided suggested language that would fit into the context of the Plan and how it works with the rest of the Comprehensive Plan. Freerks opened public discussion. Sally Scott of 205 Black Springs Circle said she was representing the Johnson County Affordable Homes Coalition and appreciates that there's been a response to their previous request to include an amendment about affordable housing in the Master Plan for the Riverfront Crossings. She said this area will benefit from public investment and it seems critical that there be the full range of public benefit, including affordable housing. She said they think the language of the amendment should not be limited to "City assisted projects ". She said the other issue they have is that the language regarding development incentives states they "should be considered ", but it's not clear by whom. She said they feel there should be a stronger consideration of affordable housing for all projects and a requirement for City assisted projects. Tracey Achenbach of 727 Rundell and Executive Director of the Housing Trust Fund of Johnson County said she supports the suggested language change. She spoke about some of the work her organization is doing to ensure affordable housing in this community. Planning and Zoning Commission April 17, 2014 Page 8 of 11 Bob Welch said he thinks there is a general concern that if there is one area where Iowa City is lacking, it is affordable housing, and a statement like the one being proposed is an indication that the community really wants affordable housing. Freerks closed public hearing. Dyer moved to recommendation adoption of the wording suggested by the staff regarding affordable housing in the Riverfront Crossings Neighborhood. Eastham seconded. Swygard said she has personally benefitted from affordable housing in Iowa City, she lives close to Riverfront Crossings and she wouldn't be in her house now unless it was "affordable." She said affordable housing is lacking in Iowa City, and this offers possibilities to open up further opportunities for other people in similar situations to hers. She said they would be remiss if they didn't address this in a way that will offer more economically diverse housing options in the area and make the city more sustainable. Freerks said she agreed and supports the wording staff has suggested. She said she doesn't think that identifying Neighborhood and Development Services as requested in the letter from Sally Scott is required, as names and places change, which would require a change to the Comprehensive Plan. She said that by saying all projects need to be part of this is inclusionary zoning, which the Council has talked about. She said she's not sure it's the Commission's place to put that piece in, but she urged the public to go to City Council and ask them to put it in. She said she supports working hard to make this area a liveable community for everyone and making affordable housing part of that. Greenwood Hektoen said the rental parameters that staff considers to be workforce housing are $650.00 for a studio; $800 for a one - bedroom; and $1,020 for a two- bedroom. She said for homes to be purchased the standard is in the $150,000 - $200,000 range. Dyer said she had a problem with the wording being so vague and that it doesn't tell her who's going to do anything. She said the Comprehensive Plan seems to support affordable housing much more than is done, and "should be considered" isn't a command in her mind. Miklo explained that the implementers of the Comprehensive Plan are City Council, Planning and Zoning Commission and staff, and that's why it does not specifically name the Neighborhood and Development Services Department. Freerks said that Dyer would rather see it mandated in some way and she's not sure they should be mandating it at this level. Dyer asked how affordable housing was instituted in the Peninsula Neighborhood. Miklo said that was a development agreement with the developer. Dyer asked if that would be appropriate in this circumstance. Miklo said he suspects in the Peninsula Plan there is a general statement like this one that lead to specifics. Dyer said it seems that Riverfront Crossings is the same sort of mixed use project instituted by the City and carried out by other people. Freerks said the difference is that the City does not own this property as it did the Peninsula property. Dyer said the need for affordable housing is more now than it was at that time. Eastham said he's not entirely comfortable with the phrase "should be considered" and would be happier with "shall be considered ". He said he's not quite as disturbed by the limitation City- Planning and Zoning Commission April 17, 2014 Page 9 of 11 assisted projects because he thinks that includes most projects that will be affordable to people with lower incomes. He said he agrees with taking out the name of the department. He said that the Commission even talking about this now is a huge step forward. Thomas said when you have high demand for housing that supports the notion that affordable housing should be included, even going as far as inclusionary zoning. He said he believes this is an opportunity for the Council to consider inclusionary zoning because of the demand this land will generate in terms of development. He said he is okay with the change from "should" to a more emphatic "shall ". He said he feels that Council needs to look at this aggressively in terms of promoting and developing affordable housing. Eastham moved to recommend that the wording suggested by staff be adopted and the language "within the District should be considered" be changed to "within the District shall be considered ". Theobald seconded. Eastham went on the recorde saying that he agrees with Thomas and two other Commissioner's statements to the effect that this is a large area where many homes will be built and they need to make sure that there are homes affordable to people with much less than 60% Area Median Income (AMI) income, and he hopes the Council will take that into consideration when they are considering this amendment and future requests for development. A vote was taken and the motion carried 7 -0. Code Item Discussion of Design Review for portions of the Riverfront Crossings District. Miklo said staff is proposing that the language imposing design review outside of areas that would initially be rezoned be taken out and have more discussion with the affected property owners and possibly do an actual overlay rezoning or wait until properties are actually rezoned to apply it. Design review would clearly be required for anything that's being rezoned and being given the benefits of the Riverfront Crossings District with this revised language. Freerks opened public discussion. Freerks closed public discussion. Dyer moved to recommend approval of a revision in language regarding design review for portions of the Riverfront Crossings District as outlined in the staff memo. Eastham seconded. Freerks said this makes sense to her, and she wants to make sure that everyone is informed about changes they make. A vote was taken and the motion carried 7 -0. Planning and Zoning Commission April 17, 2014 Page 10 of 11 Consideration of Meeting Minutes: April 3, 2014 Eastham moved to approve the minutes Swygard seconded. A vote was taken and the motion carried 7 -0. Election of officers. Swygard nominated Freerks as Chair. A vote was taken and Freerks was elected Chair. Dyer nominated Eastham as Vice - Chair. A vote was taken and Eastham was elected Vice - Chair. Eastham nominated Swygard as Secretary. A vote was taken and Swygard was elected Secretary. Adjournment Eastham moved to adjourn. A vote was taken and the motion carried 7 -0. 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U) F=-� z W W J O z NXXXXXXX; N N x x x X X X x ;XXxoXXX; c4XXxxxxx; NXXXXXXX; 0 V-XXxxx ; Xx xXoxx ; XX MXxxxx ; xX �W co(OmF,U -) M Lo WO.LO F- X00000000 MLO 000to n W W Z J w X Z mD W w Q ° n 2 zUQ =ao°- a� V 2 2F< m NJ Q Q� N W Q>- Z°WLL2t/)F-F Q R X X -� U N X Ccc o N rn Co aQQZ 11 II II II II XOO W Y — Approved Minutes March 20, 2014 MINUTES SENIOR CENTER COMMISSION MARCH 20, 2014 ROOM 211, IOWA CITY /JOHNSON COUNTY SENIOR CENTER Members Present: Chuck Felling, Rose Hanson, Jack Hobbs, Mark Holbrook, Jay Honohan, Kathy Mitchell, Margaret Reese Members Absent: Staff Present: Michelle Buhman, Linda Kopping, Kristin Kromray Others Present: Andy Anderson, Valorie Appleton, Carol Bird, Beth Clopton, Don Friedman, Mary Gravitt, Barbara Hackman, Florence Hayslett, Karl Hille, Kris Johnson, Helen McClean, Carol Oblinger, Irvin Pfab, Janeal Rockwell, Dorothy Scandura, Larry Strabala, Mari Struxness, June Thurston, Rick Weber, Louise Young RECOMMENDATIONS TO COUNCIL: None. CALL TO ORDER: The meeting was called to order by Honohan at 4:00 PM. APPROVAL OF MINUTES FROM MARCH 3, 2014 MEETING: Motion: To accept the minutes from the March 3, 2014 meeting. Motion carried on a vote of 7/0. Hobbs /Mitchell PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA: None. COMMISSION ASSIGNMENTS: Honohan will attend the April 1St city council meeting. Approved Minutes March 20, 2014 DISCUSSION OF AD HOC SENIOR SERVICES COMMITTEE: Honohan described the purpose of the Ad Hoc Committee to all public present. He read the duties that are outlined for the Senior Services Ad Hoc Committee and explained how the application and appointment process works. Kopping distributed applications for the Ad Hoc committee to all interested persons. Several guests questioned why this committee was formed. Kopping explained that the June 2013 survey brought up some questions and concerns related to racial and economic diversity among participants at The Center. Subsequently the City Council adopted a resolution to form an ad hoc committee to conduct a comprehensive evaluation of current senior services provided by the City. After completing their assessment, the committee will submit a formal report summarizing their findings and make any recommendations they may have for changes they believe will improve the City's service to seniors. In addition to evaluating programs, services, participation, and costs, the committee will be evaluating the Senior Center facility and accessibility issues. Dorthy Scandurra asked what specifically was highlighted in the 2013 survey. Kopping reported that the 2013 survey was mailed to current and past members, as well as others who elected to be included on the Senior Center's program guide mailing list. This survey showed that there were very few low income and minority seniors using the Senior Center. She indicated that this survey did not include a lot people who actually use the Senior Center because many services, classes and public events do not require membership. In January of this year the Senior Center decided to do another demographic survey to get a better picture of Senior Center participants. This newer survey was sent via mail to members, but it also included information collected from program participants who are here for non - member required programs and services such as evening and weekend classes, tax aid, SHIIP counseling, and Honoring Your Wishes advanced care planning. Data from the survey done this year provides a much better representation of the people who are actually in the building. Preliminary results show that low income seniors are much better represented than originally thought and there is a significant increase in the percentage of minority seniors. Mary Gravitt noted that the downtown location of the Senior Center is ideal. She said the central location is easily accessible by public transportation. This lead to a discussion about eliminating the downtown Senior Center and having smaller neighborhood senior centers or programming at various locations throughout Iowa City. Many in the audience thought that that would make programming less robust and would lead to fewer offerings compared to all of the things that they can currently do in at Senior Center. 2 Approved Minutes March 20, 2014 Rick Weber noted that some offsite programming may be beneficial, but only to supplement the current offerings. Holbrook noted that a part time temporary staff person was asked for in the FY15 budget to do community outreach programming, such as offsite exercise classes. This request was not approved due to budget constraints. This led to commission and public discussion regarding budget limitations. Mitchell noted that the City is concerned about legislation at the state level that significantly decrease the City's tax revenue. It is uncertain how this will affect the Senior Center's funding in the future. Commission members encouraged visitors to apply for positions on the ad hoc committee. As a member of the committee, they would have input on decisions that directly affect their lives. Hobbs noted that while not everyone who applies will be chosen for the Ad Hoc Senior Services Committee, all meetings of the committee will be public and they could attend them if they have questions or concerns. DISCUSSION OF MARCH 25TH, 2014 WORK SESSION WITH COLIN MILNER Michelle Buhman reminded commissioners that all members of the Commission, steering council and working committees are invited to meet Colin Milner, the CEO and Founder of the International Council on Active Aging, on March 25th at 12:30 for a working lunch. Milner will share his insights on how we can design our programs to best serve the community, as well as prepare for the next generation of Senior Center members. Motion: To set a work session for March 25th, 2014 at 12:30pm in room 208. Motion carried on a vote of 7/0. Holbrook/Reese OPERATIONAL OVERVIEW Kopping discussed the budget goals and performance measures that she is putting together for the City Council. Kopping reported that the Friends of the Center are going to be funding a new pilot program called the EarthBox Program. They will purchase container gardens that will be used by area low income seniors. Volunteers will help set the gardens up and provide some oversight over the summer months. Thus far Pathways, Emerson Point and assisted living residents at Bickford Cottage are interested in having some of these available for residents. Buhman encouraged everyone to come to two public presentations at the Senior Center on March 25th as well. One at 3:30 on "Building age Friendly Community: Changing the Way We Age" and at 7pm, "Redefining the Image of Aging ". 3 Approved Minutes March 20, 2014 There will be a free intergenerational "Bunny Hop" dance on Friday April 4th from 7 -9pm, all community members are invited to attend. COMMISSION DISCUSSION None. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 7/0. Holbrook/Hobbs 4 Approved Minutes March 20, 2014 Senior Center Commission Attendance Record Year 2014 Name Term Expires 7/18 8/15 9/19 10/24 11/21 12/19 1/16 1/30 2/6 2/20 3/3 3/20 Chuck Felling 12/31/15 X NM X X NM X X X X X X X Rose Hanson 12/31/14 X NM O/E O/E NM X O/E X X X X X Jack Hobbs 12/31/16 -- -- -- -- -- -- X X X O/E X X Mark Holbrook 12/31/14 O/E NM X X NM X X X X X O/E X Jay Honohan 12/31/16 X NM X X NM X X X X X X X Michael Lensing 12/31/13 O/E NM -- -- -- -- -- -- -- -- -- -- Kathy Mitchell 12/31/15 X NM X X NM X X X X X X X Margaret Reese 12/31/15 -- -- X X NM X X X O/E X X X Key: X = Present O = Absent O/E = Absent/Excused NM= No meeting -- = Not a member Approved Minutes March 25, 2014 MINUTES SENIOR CENTER COMMISSION WORK SESSION MARCH 25, 2014 ROOM 208, IOWA CITY /JOHNSON COUNTY SENIOR CENTER Members Present: Jay Honohan, Chuck Felling, Kathy Mitchell, Rose Hanson, Jack Hobbs, Mark Holbrook Members Absent: Margaret Reese Staff Present: Linda Kopping, Kristin Kromray, Michelle Buhman, Emily Light, Craig Buhman Others Present: Mary Cannon, Jon Cryer, Bryson Dean, Louie De Grazia, Diana Durham, Mary Dusterhoft, Jeneva Ford, Lynne Hunerford, Loren Horton, Colin Milner, Ed Rolenc, Larry Rogers, Tom Pickering, Ashley Vreugdenhil CALL TO ORDER: The meeting was called to order by Honohan at 12:30 PM. ROUND TABLE DISCUSSION WITH ACTIVE AGING EXPERT COLIN MILNER: Kopping introduced Colin Milner, CEO and President of the International Council on Active Aging. Topics discussed included: - The importance of senior centers in the community. They bring people together and create a community and social interaction. - The economic benefit of senior centers on the wellbeing of participants and how that benefit is passed on to reduced health care costs. - Attaching monetary value to all benefits of being a member. - The economic benefit of the Iowa City Senior Center to the downtown area (ie restaurants and shops). - Other services the Senior Center could provide to seniors to help guide them with figuring out what is important for the next part of their lives. - Concern about how decentralizing the Senior Center could dilute the power of having a downtown center. NOMENISM Approved Minutes March 25, 2014 How to appeal to all seniors and fight negative stereotypes of what the Senior Center is perceived to be or who it serves. Milner said each group should have a "champion" who can engage people and work within their group to introduce the Senior Center to them. How to educate young people about the Senior Center so that when they become a senior they will feel more comfortable with the idea of joining. Have more intergenerational programming that could include seniors mentoring young people. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 6/0. Mitchell /Hobbs 2 Approved Minutes March 25, 2014 Senior Center Commission Attendance Record Year2014 Name Term Expires 8/15 9/19 10/24 11/21 12/19 1/16 1/30 2/6 2/20 3/3 3/20 3/25 Chuck Felling 12/31/15 NM X X NM X X X X X X X X Rose Hanson 12/31/14 NM O/E O/E NM X O/E X X X X X X Jack Hobbs 12/31/16 -- -- -- -- -- X X X O/E X X X Mark Holbrook 12/31/14 NM X X NM X X X X X O/E X X Jay Honohan 12/31/16 NM X X NM X X X X X X X X Michael Lensing 12/31113 NM -- -- -- -- -- -- -- -- -- -- -- Kathy Mitchell 12/31/15 NM X X NM X X X X X X X X Margaret Reese 12/31/15 -- X X NM X X X O/E X X X O/E Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member