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HomeMy WebLinkAbout2014-07-15 Bd Comm minutesAd Hoc Senior Services Committee 2b(1) June 9, 2014 Page 1 MINUTES FINAL AD HOC SENIOR SERVICES COMMITTEE JUNE 9, 2014 — 3:30 P.M. HARVAT HALL, CITY HALL Members Present: Joe Younker (Chair), Jay Honohan, Rick Dobyns, Jane Dohrmann, Mercedes Bern -Klug (arrived 3:50), Ellen Cannon, Hiram Rick Webber Staff Present: Fruin, Karr, Kopping, Craig, O'Brien, Moran, Dyson, Hightshoe RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None CALL TO ORDER: Chairperson Younker called the meeting to order at 3:30 P.M. CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED: a. Minutes of the Meeting on 05/19/14 — Younker asked if there were any changes or additions to the Consent Calendar. Honohan moved to accept the Consent Calendar as presented, seconded by Dobyns. Motion carried 6 -0; Bern -Klug absent. b. Correspondence — None. CITY DEPARTMENT PRESENTATIONS: a. Library — Susan Craig, Iowa City Public Library Director, spoke to Members first. She noted that they should have received a memo from Kara Logsden, Community and Access Services Coordinator, about the variety of services the Library offers. She added that the Library used the age of 55 as they reviewed their services for seniors. There are approximately 5,000 people within the Iowa City city limits who are over the age of 55 and currently have an active library card, and around 1,000 people in rural Johnson County. Craig noted that the large -print collection, for example, is one more heavily used by people over the age of 55. Another area of interest for this age group is learning the new technologies. The Library offers both classes and one -on -one learning through the 'Drop -In Tech Help' feature for those needing help with a new smart phone, for example. Craig also noted that they have hundreds of volunteers at the Library, and that these volunteers are typically over the age of 55. Another service of the Library that is typically utilized by the over 55 age group is the 'At- Home Services' program. This program is open to all ages, but the majority of users are over 55 and are unable to physically leave their homes to use the library services. Craig continued, noting that in their current strategic plan there is a specific goal of doing more outreach to those citizens over the age of 55. This led to the offering of more classes for this age group, and also more promotion of the 'At- Home' program. Honohan noted that he had read the report and he asked for some clarification on the numbers shown. Craig responded, noting that they do not track participants' ages, other than when someone applies for a library card. Ad Hoc Senior Services Committee June 9, 2014 Page 2 In this instance, participants are asked their date of birth. Honohan then asked about the tech programs and how the Library staffs these. Craig noted that if it is a class, the Library has trained staff to teach these. If staff is unable to answer a question, they will find somebody who can, according to Craig. Honohan asked if Craig had any idea of attendance numbers for these tech -type of programs, where the senior age group may have attended. For the drop -in and the classes offered, Craig stated that a significant number of the participants are over the age of 55, but that again, they do not collect this information from participants. Honohan stated that it would be helpful to have some attendance numbers for these programs, mainly for the over 55 group. Dobyns stated that he had a couple of questions for Craig. First he asked that she briefly describe the conference rooms that are available at the Library, and times of day that these are available, as well. Craig responded, noting that the Library has five public meeting rooms, which are booked through either the online process, via telephone, or in person. To use these rooms, Craig noted, you need to be the representative of a non - profit group. Commercial use is not allowed for these rooms, as the Library does not charge for use of these rooms. In addition to these larger rooms, the Library also has four conference rooms and four discussion rooms, each of varying sizes. These rooms are on a first -come, first -serve basis. Dobyns noted that it sounds like the busiest time for these spaces is during the academic year. He asked what the probability is of obtaining Room A, the most popular at the Library, during this peak use time. Craig stated that between 9:00 and 4:00, chances would be greater, that the evening times are typically booked well ahead of time. Dobyns asked Craig if she could get some numbers on both Rooms A, B, and C. He asked if the Library has staff on -hand for these rooms when they are so heavily used, to do things like set up, clean, etc. Craig stated that staff does typically check the rooms after usage, but that due to not charging for the rooms, staff does not do anything special. There is a standard set up with a podium chairs, tables, that type of thing. If a special set up is needed, the user needs to do that themselves. Craig stated that the Library does have sophisticated AV capabilities in Room A for people to use, and if help is needed, the Library asks that participants contact them beforehand in order to make sure they know how to use the equipment prior to their use of the room. Dobyns then asked about grants and whether the Library has seen any that are geared towards senior services. Craig responded that she has seen some small ones, such as the one they recently received from the Pilot Club. Next year the Library will begin a program called `Traveling Tales,' which is based on books and programming that goes to dementia facilities in the area. This program is specifically designed for people with dementia to talk about books and to experience other cultures through this. The grant from the local Pilot Club will allow the Library to purchase materials for this program. Craig stated that the Library, in addition to grant funding, can go through their Foundation for local donations to help fund programming initiatives. Honohan asked if these types of grants are one -time things. Craig responded that typically they are, that they are meant to help get programming started in a particular area. A question was then asked about the Library's outreach services. Craig noted that the biggest outreach efforts go to those citizens who have a difficult time getting to the Library in person. There are currently around Ad Hoc Senior Services Committee June 9, 2014 Page 3 20 outreach collections, according to Craig, which are primarily made up of items the Library has multiple copies of, gift materials that are not needed in the main collections, and large -print material for the various retirement communities and nursing homes in the area. Another outreach area that the Library has experimented with is having a tech drop -in at the local HyVee. Craig stated that this was not very well received and that they have had better luck with this offering at the Library instead. C. Parks & Recreation — Mike Moran, Parks and Recreation Director, spoke next. Chad Dyson, Recreation Superintendent, was also present. Moran gave Members some background on the relationship between Parks and Rec and the Senior Center, beginning with the Golden Age Club and the annual Christmas dinner. Moran then spoke to the philosophy differences between Parks and Rec and the Senior Center. Where Parks and Rec provides services to all age groups, from birth through death so to speak, the Senior Center is targeting a specific audience. Moran noted that where the Senior Center is unable to provide something, such as swimming, Parks and Rec can provide. In this way they have collaborated on facility -based needs. Moran continued, stating that Parks and Rec works towards recovering 50% of their budget through fees and charges. They also work towards having their adult programs fully recovered through fees, and youth programs at 50 %. Programs for those with special needs has an almost zero recoupment, according to Moran. As for fee policies, Moran explained that Parks & Rec fees are based on income, not age. He then spoke to the structure of Parks and Rec, and how they are similar to the Senior Center in that they also have a Commission appointed by City Council. Also similar is how both Parks and Rec and the Senior Center put out brochures of their programming for the public's information. Moran then laid out the various departments within Parks and Rec, with Recreation being the largest. Dyson spoke to Members next and shared a handout showing some of the breakdown in numbers regarding Parks and Rec's senior services. Aquatic programming is one of the more popular programs with the senior crowd, according to Dyson. Of the total 220 annual swim passes sold each year, 139, or 63 %, are to people in the 55 and up crowd. Younkers asked if there are any perceived obstacles to Parks and Rec delivering programming to seniors. Moran responded that space would be one major factor. Dobyns asked what time of room space Parks and Rec has in its various facilities for public use, and also what their general availability is. Moran stated that the Recreation Center has three rooms, sometimes four. Mercer Park has two, with their availability being slim to none, according to Moran. He added that summer is their busiest time due to summer camp programming. Evenings are also busy, with local service organizations using the rooms. Dobyns then asked what type of opportunities are available for decentralizing programs and putting them into the neighborhoods instead by using places of faith, community centers, etc., instead. Moran stated that during the summer months they do bring the programs to the neighborhoods, through Party in the Park and similar programs. Moran stated that they could look into more of this, but that it would then become a staffing issue of some type. He added that they do have a good relationship with the School District and do use various facilities throughout the district. Fruin noted Ad Hoc Senior Services Committee June 9, 2014 Page 4 that currently they are working with the District as they plan new facilities and renovate old ones. As renovations are done, the City is looking for ways to participate so that renovated spaces can become more available for public uses outside of the school. Honohan asked if there is a charge for using school facilities. Moran responded that this has been free, but that this is one of the things they have been discussing. With new facilities coming online, this is likely to change. Honohan then asked some questions of Dyson regarding the handout on attendance numbers. More specifically, he asked how many sessions there are of the Adult Art Class. Dyson responded, stating that they typically have two sessions per season, and then three seasons. This would be six to eight sessions annually. Honohan asked if this would be the same for other program/ activities listed. Dyson stated that it would also apply to Adult Fitness /Dance, Aquacise, and Adult Athletics. Pickle Ball, on the other hand, shows a daily average. The Arthritis Foundation Aquatic Program is a bit different, with classes fluctuating from three participants in a class to 12 or 15. This program is done on a volunteer basis through the Arthritis Foundation. d. Transportation — Chris O'Brien, Transportation Services Director, spoke about his department's operations, noting that they oversee both Parking and Transit operations for the City. O'Brien gave a brief overview of what services Transit offers, including their SEATS operation. O'Brien made special note of `off -peak hours,' stating that they will further discuss this when they speak to 'off -peak passes' for seniors and those with disabilities. Speaking to goals of the Transit department, O'Brien noted that they have a goal of 33% that they try to recoup with fares. He continued to explain the various funding sources for Transit, and also shared various statistics with Members. O'Brien highlighted three bus passes of particular interest to this group — the `Off -Peak Senior,' 'Senior Low Income,' and a 'Disabled' pass. Bern -Klug asked which service is ending in January. O'Brien responded that this is the SEATS reduced fare, the paratransit services. O'Brien further explained that this fare was part of a phased out option that was set to expire in 18 months. Dobyns asked O'Brien to further explain the revenue realities that led to these changes, especially in light of the fact that there is a change in available resources. O'Brien broke down the cost of a ride, both in regular transit and in SEATS, giving Members a clearer picture of what they are talking about with a change in available resources. Dobyns asked O'Brien to further clarify just why there is less money available for paratransit services, and O'Brien outlined funding changes and philosophies. Fruin noted that the City, along with Coralville, contracted with the County to provide the SEATS service. The County significantly reduced their funding during the last negotiation, and the City had to make some adjustments. Therefore, Sunday service was one service cut and half -fare was set to be phased out. Fruin asked O'Brien to address an issue that was brought up at the previous meeting, and that is when does the bus stop in front of the Senior Center and when do they only drop off at the main hub downtown. O'Brien responded that the Towncrest, Court Hill, free shuttle, and 7t" Avenue routes all stop on Washington Street, outside the Senior Center. O'Brien continued to respond to Ad Hoc Senior Services Committee June 9, 2014 Page 5 Members' questions regarding transit and SEATS services. Bern -Klug asked O'Brien if they intend to seek more funds in order to restore Sunday service, or is this going to be the new normal. He noted that as of right now, this is the new normal. O'Brien then spoke to Parking operations. He noted in particular the Tower Place parking facility, directly next to the Senior Center. He noted that they have an arrangement with the Center to buffer off an additional 75 spaces, especially during the academic year. Honohan noted that during the time when it states the parking deck is full, he can still get in with his pass. O'Brien stated that this is correct and he further explained how Senior Center users can be assured of a parking space during these peak periods. Honohan noted that he pays $100 per year for his pass. Dobyns asked what they have available for parking at the Library and at the Recreation Center, and if any of the new developments in the area will interfere with parking. O'Brien noted that his understanding is that much of this new development will be providing its own parking on -site. As for the Recreation Center's lot, it is to be reconfigured to allow for more parking. As for the Library, O'Brien noted the on- street parking availability, as well as the Dubuque Street facility at the corner of Linn and Burlington Streets. Honohan noted that the Library also has five or six spaces for 20- minute parking, and in his experience these work very well. b. Neighborhood & Development Services (Aid to Agencies) — Tracy Hightshoe from Neighborhood and Development Services addressed Members on the Aid to Agencies process, as well as the Community Development Block Grant funds. Hightshoe noted that the Aid to Agencies funds are available for operating expenses, especially for local non - profits to use in their operations. She explained the process that agencies go through annually, and how their application is a request not only to Aid to Agencies, but also for United Way, Johnson County, and Coralville funding. Hightshoe further explained where these funds come from, noting that they have seen a decrease in funding. She then explained what the Community Development Block Grant funds are and where they come from. Hightshoe noted that these funds were used in several senior housing projects — Concord Terrace, Lexington, Regency Place. Fruin clarified for Members what City Steps is — a five -year plan that the federal government requires, one that basically forces you to prioritize needs within the community. He asked Hightshoe to address where senior services falls in the City's priority list at this time. Fruin added that this is important as they will be working on a new five -year plan very soon. He asked Hightshoe to also address the level of funding they have been working with in the last few years when it comes to senior services. Hightshoe noted that the funding provided for senior services in the last few years has been made mostly to Elder Services to fund four of their programs. Meals on Wheels and case management are two of the primary programs being funded. Pathways Adult Day Health Care has also received funds from the City, according to Hightshoe. Through the Home program, Hightshoe noted that funds have gone to Lexington, Concord, and Regency Heights for housing needs. Ad Hoc Senior Services Committee June 9, 2014 Page 6 As for where senior services is ranked in the City's priority list, Hightshoe noted that the current five -year plan has given senior services a `medium' priority. She explained that they are currently beginning the process of working with a consultant to create the next five -year plan's priorities. She added that, in fact, there is a community needs hearing tomorrow evening at the Senior Center. Hightshoe then further clarified how they are addressing this prioritization process. Younker asked how Elder Services is categorized, and Hightshoe responded that they are classified in a 'general' category of senior services. She noted that when it comes to housing, it is typically not categorized as senior so much as it is income level. Fruin then asked Hightshoe to give some examples from the various priority levels, such as some high priority items. Hightshoe noted that high priorities are mental health services, transportation, youth services, and neighborhood services. Medium priorities include items such as health services, and Free Lunch, Free Medical Clinic, and Pathways all fit in this category. Hightshoe further explained that just because something is given a medium priority, it does not mean the service is not needed. The priorities are given based on whether something is a good fit for federal funds. Due to the income documenting needed, some programs just are not a good fit for these requirements, according to Hightshoe. Honohan then asked for some clarification about the number of neighborhood centers that are funded from these federal funds. Hightshoe noted that Neighborhood Centers of Johnson County is the actual non - profit agency that has two neighborhood centers — Pheasant Ridge and Broadway — in Iowa City. The funding goes to the actual non - profit, who in turn takes care of the two centers. These centers provide mainly subsidized childcare for children under five, youth programming, summer camps, and GED services for adults. Honohan asked for some further clarification on where these federal funds go and Hightshoe gave several examples of this, noting that the key here is the agencies have to apply for these funds. The primary programs for seniors, that are funded through these dollars, are Elder Services and Pathways. Fruin asked if the City itself can apply for these funds, and Hightshoe noted that it can, and that Parks and Rec has applied for funds to the various splash pads in the neighborhoods. The School District has also applied for funds to use in playground improvements, and the Housing Authority has applied for tenant - based rent assistance for seniors. Dobyns stated that he finds what Housing does for seniors to be very broad based. He noted that what Hightshoe has been talking about covers many entities who may or may not touch on senior services. However, the amount of monies given to these many agencies is actually very small when you look at the whole picture. Hightshoe noted that the annual action plan for the last five years is on the City's web site, and that there is a page in there showing what was requested and what was actually funded, which might show Dobyns that gap he is referring to. Dobyns stated that he has seen this, but that it doesn't really give all the information he is looking for. Younker asked how difficult it would be for Hightshoe to gather this information for a five -year period. Hightshoe noted that staff can work on gathering this information for the Committee. Ad Hoc Senior Services Committee June 9, 2014 Page 7 Bern -Klug noted that this Committee needs to formulate their report by December, and she asked Hightshoe when they will have their prioritization of senior services completed. Hightshoe stated that they have to have their document finalized in December, as well. She briefly explained that they have been cautioning agencies to not expect the same amount of funding as previous years, because much of the amounts that will be available are still unknown. Fruin interjected that this is why meetings like tomorrow's hearing at the Senior Center on community needs is so important. By getting feedback on what services are truly needed and what should be a high priority, the process can hopefully rank these items accordingly. Hightshoe noted several other meetings where senior services can be talked about — tomorrow at 8:30 A.M. a session for affordable housing providers; Wednesday, June 11, at 11:00 A.M. a session for social service providers; and tomorrow evening the meeting at the Senior Center for general input. PUBLIC COMMENT: Bryson Dean, a member of the Senior Center, spoke to Members, stating that she is happy that the City Council has chosen to address senior needs in this manner. She stated that she finds it rather interesting that questions keep coming up about space when she thought they were talking about people and their needs. Continuing, she stated that at the last meeting Councilperson Dobyns hypothetically asked Senior Services Coordinator Linda Kopping what she might do for senior services if there was `zero footprint.' She questioned what Dobyns meant by this comment, adding that in this meeting he is again talking about space and meeting rooms and what events are taking place where. Dean stated that it was also curious when the transportation piece was presented. Nobody asked what might be the possibility of a dedicated stop for the Senior Center. She added that this has been a very popular topic at the Center, as some of the Members have trouble walking from the closest bus stop. She stated that right now it appears there are some hidden agendas here and that hopefully things will be clarified as they move through these issues. Webber asked for some clarification on the dedicated stop issue, and whether Dean means right in front of the Center, versus a stop nearby. She responded that this is indeed what she is referring to. Kathy Mitchell, a Senior Center Commissioner, spoke next. She spoke to the choices in the community for young people and children, for families, and for the college students. She pointed out that this shows how unique the Iowa City /Johnson County Senior Center is, in that it provides seven days of dedicated service to seniors with the computer lab and continual volunteers to help anyone needing it. She spoke to some of the other services offered, many seven days a week, that help seniors with the modern technologies and the modern world. USE OF SUBCOMMITTEES: Younker stated that he and Vice Chair Dohrmann met recently to discuss ways to give some structure to this Committee's work in order for them to meet their goals and timelines. He reiterated what their charge is — evaluating and assessing the Senior Center; making recommendations to City Council on the use of financial and physical Ad Hoc Senior Services Committee June 9, 2014 Page 8 resources as they relate to senior services; and to then identify obstacles, including facility obstacles, that impede people's opportunities to take advantage of senior services. Younker added that he believes it is important for this Committee to have transparency and for the public to know just what they are doing. He added that Members have a copy of the email that basically lays out a proposal. This proposal is to have three subcommittees. One would be tasked with completing the Senior Center evaluation. The second would be charged with evaluating the physical and financial resources; and the third subcommittee would be a drafting subcommittee. The finished product will be a written recommendation to the City Council. The third charge of identifying obstacles to these services will be covered by the first two subcommittees as they work through their issues. As for a timeline, Younker explained how they would like to handle this. First, they need to have more periods for public comment. He suggested they have an open public forum in early July, in order to get the public's perception of what is working well, what is not working, what needs to be made available, etc., before the subcommittees dive into their work. Younker stated that the goal would be to have the subcommittees meet on their own and work towards preparing draft reports for their particular areas. Ideally these draft reports would be ready by early September. At that time, these can be brought to the Committee as a whole for comment, as well as for more public comment. Once these reports are given to the drafting subcommittee, the goal would be to have an initial draft report by early October. At this time there would be more public comment and revisions made as needed, with the goal then of meeting that December deadline. Webber noted that this gives them three months to get the understanding they need to make these decisions. He added that they won't know what the critical funding is going to be until the end of the year. Honohan noted that this is due in December, and the Council will start its budget process in early January, and that this may be why the Council selected the December date. Webber agreed, stating that they would have former budgetary considerations to review to see what is actually needed to keep things running. Honohan stated that he is all in favor of the public meeting that Younker mentioned, but he questioned the location of said meeting. He added that he believes they would have better participation if held at the Senior Center versus City Hall. Webber agreed, stating that he was unaware that the Senior Center has been managed by three professionals for 30 -some odd years, and they use only volunteers to fill in the gaps. He added that the Center has been accredited twice, which is quite impressive, and rated in the top ten in the nation. He believes they need to focus some attention on this ongoing victory, perhaps with a plaque. Dobyns then asked if there is going to be one public meeting with a lot of comment, or several meetings to gather this info. Younker stated that he believes there will be several types of public meetings needed. The one he is calling for in July is a general public forum. As they work through their recommendations in subcommittee, Younker stated that the public meetings then can be more focused on particular . recommendations, for example. Dobyns stated that he strongly disagrees with having this particular meeting at the Senior Center due to the bias with that population. He further explained his belief, adding that City Hall represents all of the people, all of the entities involved in this issue. Honohan noted that obviously they disagree here. He Ad Hoc Senior Services Committee June 9, 2014 Page 9 noted that a specific charge is to review the Senior Center, and he believes they need to hear from the people who use the Center. Younker further explained what his original intent was for this first meeting. He believes that they need to let the public comment on the process and the job of the Committee before they move forward. Honohan noted that only 10 people are attending the current meeting in the City Hall location, versus 20 that attended a Commission meeting at the Senior Center regarding the ad hoc committee itself. He also spoke to the time of day that meetings are held and what population they can expect at evening meetings versus daytime meetings. Honohan reiterated that he believes they need to start with a public meeting at the Senior Center. Bern -Klug then asked if the evaluation of the Senior Center will affect the resources evaluation, or if these are two completely separate items. Younker stated that his understanding is that these are separate, at least in the initial analysis. There is overlap between the two, he believes. Berg -Klug stated that she believes what is of highest importance to everyone is resources and how they are going to be used. She strongly suggested that they lay out how they plan to look at the resources and what a draft report might look like, prior to getting public comment. She stated that she believes the anxiety around these unknown changes is what needs to be addressed. Younker further clarified what the Committee's charges are and how he believes they can achieve their goals. The conversation continued on this topic, with Younker stating that he believes they need several types of public comment. One is the general comment type of session where people can comment on what they feel they need, what they like, etc., just an overall comment session. Secondly, the subcommittee charged with looking at resources would do just that — work with the City staff to see what resources are available for senior services. Fruin stated that staff can give the Committee some information on this, such as here is what is spent on the Senior Center every year; here is what we spend on the support of social services every year that senior service agencies could apply for. This would give Members somewhat of a baseline understanding of what they are being asked to look at. He added that looking at the financial aspects of this will not be part of the Committee's charge. Bern -Klug noted that everyone on the Committee needs to be privy to all of the information available, especially the items that the resource subcommittee would have. Otherwise they stand the risk of disagreeing with the report if they haven't all seen the same information. She believes this is the main part of their charge and that all of them need to be part of the resource evaluation work. Honohan stated that he would support this. Younker agreed, stating that this is a very important part of their charge. However, a concern he has with having the entire Committee tasked with assessing resources from the beginning is for them to be able to make all of the meetings they will need, to get all of the speakers in that they need, and still be able to present a report by December 1St With the meeting rules they have to follow, this requires posting an agenda in a certain amount of time, quorum issues, that type of thing. By having subcommittees, they can be a bit more flexible in schedules as they go about getting the information they need for their issues. Dohrmann asked if they were looking at subcommittees existing of three people, and Younker agreed they were. Dobyns stated that he agrees with Bern - Klug, that they need to do this in the best possible way in order to achieve their goals. Ad Hoc Senior Services Committee June 9, 2014 Page 10 Younker stated that he believes the role of the subcommittees will be to decide what the entire Committee needs to hear or read. He added that members of these subcommittees will be able to request items be placed on the agenda, such as needing further information on an issue. Honohan stated that he agrees with Berg -Klug too, that the evaluation of the Senior Center itself will be less of their task, that the resources portion needs the most attention. He added that with the information they will be receiving from Fruin and Hightshoe, they will be able to move forward with that part of the resources aspect. Bern -Klug stated that it appears to her that part of the agenda is that the Senior Center is receiving the lion's share of City funding, and other agencies would like a piece of this funding. She asked if this is correct, and if their charge is to take this funding and distribute more of it to these other groups. Younker explained that the recommendations are to include how current financial and physical resources can be used to meet the needs of Iowa City seniors, that this is where the idea of a subcommittee was developed. Bern -Klug stated that if this is the case, and that finances are not going to be increasing, then she believes they are basically talking about redistribution of the Center's share of City finances. Fruin responded to Bern - Klug's comments by stating that as a group they are going to figure out the needs as put forth in their charge. Several scenarios could occur, and he gave examples — such as staying the course and keeping funding as is. Another could be taking money from the Senior Center funding and diverting it to agencies serving seniors. Yet another idea could be identifying an unmet need, but stating that the Senior Center funding should not be sacrificed to meet it — that another resource should pay this. Bern -Klug moved that the full Committee do the resource evaluation portion of their charge, seconded by Honohan. Younker noted that they have a motion and a second on the floor, and he called for further discussion. He stated that he believes without a subcommittee that several individuals will need to be tasked with gathering some of this information, and he questioned how this would be done. Dohrmann stated that she likes the idea of two open forums at the Senior Center, with one being specifically for the Senior Center and the other a general one. She questioned how the Committee would then regroup in order to accomplish their tasks, as some of this will need to take place outside of their regular meetings. Honohan responded that information can be gathered by Members and then put into their meeting packets for distribution to the entire Committee. He expressed his concern with only three Members being on a subcommittee. Bern -Klug again spoke to how they could best achieve this, and she noted that perhaps the best way to go about this is to have the subcommittee doing the legwork, but having the resources report come from the Committee as a whole. She believes this will help them come to a consensus as a whole better for the final report. Her concern is that others who are not a part of this evaluation will not know as much as others on the Committee, and she feels it is important that every one of them knows the same information. The discussion continued, with members discussing how they can handle getting this work done, without a subcommittee, and how they can delegate particular tasks to Ad Hoc Senior Services Committee June 9, 2014 Page 11 Members, who can then work on obtaining the needed information outside of meeting times. Cannon agreed, stating that she also believes they all should be getting the same information from the same sources in real time together and then they can discuss this as a group. If they find that they need further clarification, she stated that she would be glad to volunteer in making sure they had their issue taken care of. Younker asked if there was any further discussion as they have a pending motion on the floor at this point. . Bern -Klug moved that the full Committee do the resource evaluation portion of their charge, seconded by Honohan. Motion carried 7 -0. Moving on to the issue of establishing a subcommittee to evaluate the Senior Center, Younker asked for a motion. Honohan moved to establish a Senior Center evaluation subcommittee, seconded by Dohrmann. Motion carried 7 -0. Younker then asked Hightshoe if she would be able to gather her information prior to the meeting on June 23rd. Honohan asked if Fruin would be able to provide his information as well for that packet. Younker then moved on to the topic of public comment, receiving public comment at the meeting on the 23rd. This would be a broader -based issue forum. Dobyns asked if this is something that will be special, outside of the normal public comment at each meeting. Younker spoke to this, stating that instead of the general public comment time they would devote more time to a broader public comment session. By that date they will have had several meetings under their belt and he believes it makes sense to invite the public to comment on the Committee at this juncture. Dobyns moved that this meeting be held in a neutral site, such as Harvat Hall in City Hall, and that a subsequent meeting be held at the Senior Center. The agenda would also include the information from Hightshoe and Fruin. Dohrmann seconded the motion. Honohan stated that he didn't envision the 23rd meeting to be one for public comment. He thought this was to be at a meeting in July. He thought that comment at the next meeting would be on the information they are going to be receiving. Younker stated that whether the meeting takes place on the 23rd or in July he doesn't believe matters. That he wants to get as much broad public comment as possible, as soon as possible. Honohan reiterated that he still believes the July date works best. Bern -Klug stated that she believes the public will be most interested once they see the draft proposal. The sooner they can get this draft out to the public and receive their comments, she believes the better off they will be. Younker asked for some clarification from Karr about how much discussion is appropriate in response to a public comment during that section of the agenda. Karr asked if this is for subject matter or timeframe, and Younker stated subject matter. Karr stated that they can have more than one public comment, that they can have it under their financial reports, for example, and then more of an open period for items not on the agenda. Honohan stated that as he recalls what Dilkes said, they are restricted in their interactions with speakers on items not on the agenda. Karr noted that this is a policy that Council does follow. Honohan then asked Dobyns what the purpose of his motion is. Dobyns responded that the purpose is to have a meeting early on in their process that would be considered the meeting for people who are interested in this matter to attend. He believes this is an important meeting, and that such a meeting should be Ad Hoc Senior Services Committee June 9, 2014 Page 12 held on neutral grounds, such as City Hall. Dobyns moved that this meeting, June 23rd, be held in a neutral site, such as Harvat Hall in City Hall, and that a subsequent meeting be held at the Senior Center. The agenda would also include the information from Hightshoe and Fruin. Dohrmann seconded the motion. Motion carried 7 -0. Honohan then asked Karr if it would be possible to get the meeting packets out on Thursday evening. She stated that the first priority will be to the Council agenda, and that she can work on the Ad Hoc agenda. It was agreed that information for the Thursday packet should be to Karr no later than noon on Thursday. PENDING ITEMS FOR FUTURE MEETINGS: None. TENTATIVE THREE MONTH MEETING SCHEDULE: (first and third Monday of each month): Younker asked if there are any conflicts with the schedule so far. Karr stated that there is one for August 4th, and Honohan added that they now have two. Younker suggested they wait and address this at a future meeting. Karr asked that others get any dates to her so that staff can work up a new calendar. Dobyns stated that he has been told he will be starting clinics in September on Monday afternoons, and suggested meeting Monday mornings. The September schedule will be discussed at the June 23r meeting. Members confirmed the start time of 3:30 for all meetings. Tentative meeting times were discussed: June 23 July 7 July 21 August 4 August 18 ADJOURNMENT: Honohan moved to adjourn the meeting at 6:10 P.M., seconded by Bern -Klug. Motion carried 7 -0. Ad Hoc Senior Services Committee June 9, 2014 Page 13 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 Q Q o CD NAME EXP. o C" w o m 1211114 X X X Joe Younker Jay 12/1/14 X X X Honohan Mercedes 1211/14 X X X Bern -Klug Hiram 12/1/14 X X X Richard Webber Ellen 12/1/14 X X X Cannon Jane 12/1114 X X X Dohrmann Rick 1211/14 X X X Dobyns Key. X = Present O = Absent O/E = Absent/Excused NM = No meeting - -- = Not a Member at this time Ad Hoc Senior Services Committee June 23, 2014 Page 1 MINUTES FINAL AD HOC SENIOR SERVICES COMMITTEE JUNE 23, 2014 — 3:30 P.M. 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: Fruin, Karr RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None CALL TO ORDER: Chairperson Younker called the meeting to order at 3:30 P.M. 2b(2) CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED: a. Minutes of the Meeting on 06/09/14 — Honohan noted that the minutes are excellent, but that he did not see any mention of Mike Moran's comment about space availability being `slim and none' in the Park District facilities, under Item C, paragraph 3. He added that he would like to move to include this in the minutes. Karr also noted some corrections — page 1, A, Library — it should be `Kara' not `Karen,' and on page 8, `plague' should be `plaque.' b. Correspondence — (1) Charlotte Walker: Part 1 — SEATS new application and instructions; (2) Asst. City Manager Fruin: City Council Strategic Plan; (3) Library Dir. Craig: Library Room Availability & Technology Support for Seniors Honohan moved to accept the Consent Calendar as amended; seconded by Cannon. Motion carried 7 -0. REPORT ON CITY SUPPORT AND FUNDING OF SERVICES FOR SENIORS: Fruin addressed Members regarding the funding of the various operations that were presented at the previous meeting; and noted an overview of this information was included in their meeting packet. Fruin noted that many of the services of the Library, Parks and Rec, and Transportation are not just for seniors, so drawing out just senior services is a bit difficult. He then reviewed information provided in the meeting packet, beginning with the Assistance to Social Service Agencies which is done primarily through the Aid to Agency process. Again, Fruin noted that many of these agencies do not serve just the senior population. He then briefly explained the Aid to Agency process, noting that there is both federal and local funding available for this program. However, the amounts available have been either stagnant or declining in recent years, according to Fruin. He stated that two of the agencies listed have been highlighted, as they serve the senior population — Elder Services and Pathways Adult Health Center. Fruin referenced the chart provided that mentions City STEPS, and explained that City STEPS is the five -year plan that the City must compile in order to receive federal funds. This plan basically prioritizes the City's needs, laying out where this funding will be going. Fruin noted that `senior services' has a medium priority on this chart. He continued to explain how these Ad Hoc Senior Services Committee June 23, 2014 Page 2 priorities are set, noting that there are no `low' priorities funded, and that the majority of funding goes to 'high' priority agencies. Cannon noted that one of the 'high' priority areas is mental health services, and she questioned if services to people with dementia or cognitive impairment are included in this area of service. Fruin responded that the scope of services provided is basically up to the agencies to decide, but that he can look into this further to see how dementia services, for example, would be classified. Honohan asked Fruin to clarify his comment about a resolution established by the Council setting these priorities. Fruin noted that there is a resolution that instructs the Housing and Community Development Commission on how they should rank applications for funding. Honohan then asked when the current plan was adopted by the Council, and Fruin stated that the current City STEPS covers the five -year period from 2011 to 2015. A new five -year plan is in the works, according to Fruin, with public forums being held for comments. Younker then asked for some clarification on the 'high' priority items and whether they are funded at the level requested. Fruin stated that this decision is basically up to the HCDC. HCDC reviews the applications and makes their decisions based on the priority level assigned. Fruin noted that not all of the `high' priorities were funded at their requested levels. Fruin then moved on to the capital requests, noting that this is a competitive process they go through each year for funding. The two areas that have been focused on are 'housing' and 'public facilities.' He stated that in the past three years there has been only one request for an exclusive senior housing development — Three Diamond Development — who requested $450,000 in FY14. Fruin stated that this funding was not granted, as the developer was unable to secure the State funding that they needed in order to make this project happen. In the past, however, funds have been granted for requests for senior housing developments. These include Lexington Senior Housing, Concord Terrace Senior Housing, and Regency Heights Senior Housing. Honohan noted that Regency Heights, which received $150,000, supposedly does not have handicap - accessible doors. He questioned if this is the time to bring this issue up, but that the City should look into this, particularly since this development received funds from the City. Fruin noted that they can look into this matter, and he added that this funding was made available back in 1999. Continuing, Fruin moved on to the Senior Center and their budget information, which was provided in the meeting packet as well. He noted that what he tried to do in this handout is provide enough detail without being overwhelming, to help the Members better understand the budget. Looking at the revenue section, Fruin noted that this will show everything except for the general fund contribution. What is shown is the County grant received, income from memberships, donations received, collections of parking fees and building rent, locker rent, etc. On the expense side, Fruin noted that the majority of dollars are dedicated to staffing needs, which is typical of most departments. Moving on to the 'net difference' then, Fruin noted that this is essentially the general fund contribution portion. FY14 shows a general fund subsidy of almost $687,000. At this point Fruin pointed out that Members should read through the second footnote here. He added that the City takes a fairly conservative approach to budgeting and tends to overestimate expenses. He believes this will be the case this year with the Senior Center. Another footnote of importance, according to Fruin, is that capiol or large -scale / improvements would not be shown in this budget. Such projects of this size would have a mL separate budget. There are no such renovation projects in the works, according to Fruin, other than some painting and minor floor replacement. Ad Hoc Senior Services Committee June 23, 2014 Page 3 Fruin then went to Parking and Transit, noting that both have large budgets, but if you boil it down to programs just for seniors, there are only two programs — Senior Center parking and the senior off -peak bus pass. Looking at the Senior Center parking program, Fruin explained the dollar amount shown for parking reflects Senior Center users and visitors. He also explained the bus pass program and the discount that is received. At this point, Chair Younker stated that he would like to let Members ask questions of Fruin, and then open it up for public comment. Honohan asked Fruin about the salaries of the employees at the Center and if they aren't part of the union contract. Fruin responded that he would assume they are. The Chair announced public comment would be received at this time. Mary Gutmann, 1717 Mackinaw Dr., shared her experience with the Senior Center since moving to Iowa City. Gutmann touted the wonderful programs offered at the Center, and how having all of these offerings under one roof has made attending programs much easier. Cheryll Clamon, 1023 Village Green Blvd., Senior Center member, noted that she is also a member of the Housing and Community Development Commission. She stated that she is very frustrated with the `medium' priority level given senior services in the City STEPS plan. She urged the Committee to consider this as they work through their recommendations. Mary Wahl shared with the Committee her experiences with Iowa City, stating that Iowa City is a wonderful place to live due to all of the activities that take place — the Arts Fest, the Jazz Fest, the City of Literature, and the Senior Center. She reminded everyone that Iowa City's Senior Center is a national model for senior centers all over the country. Michael Lensing, a former Senior Center Commission member and a current Friends of the Center member, gave a brief update on the Friends Foundation, stating that the endowment account, as of May 31, 2014, is at $673,726, and the charitable giving account has a balance of $12,533. They also maintain a checking account, with a current balance of $7,078. Lensing continued, stating that each year the Center receives somewhere between $20,000 and $30,000 from the Community Foundation of Johnson County. This money goes towards the Center's operational budget. He shared some of the wonderful things that the Friends Foundation has been able to fund for the Center, such as new computers, a scanner, materials for a gardening project, diversity training, and various programming needs. Lensing noted that the Center offers a wealth of programming for seniors and he hopes that one day he can spend more time there himself. Mary Gravitt asked the Committee what would happen to the Senior Center if they did not all show up to protest. She stated she feels seniors are the 'disposable generation.'; and stated that if they are going to be having meetings like this, they should be televised as not everyone can come in person. Gravitt continued, stating that the Senior Center is an integral part of the community, as is the senior population and all those it serves. Lorraine Dorfman, 314 Magowan Ave., stated that she serves as Chair of the Program Committee at the Center and also that she is a gerontologist who was the former Director of the University's Inter - Disciplinary Aging Studies Program. She noted that she has taught a program for several years called "Programs and Services for Aging Adults," where she tries to educate students about the value of the full -range of services for the elderly population. Dorfman continued, stating that she believes the Senior Center performs its function very well in addressing the social, intellectual, and physical needs of seniors. The issue of diversity was Ad Hoc Senior Services Committee June 23, 2014 Page 4 noted next, with Dorfman stating that the Center addresses this issue by offering a scholarship program for membership to those with lower incomes. Ed Rolenc of Iowa City stated that he is concerned with this Committee's formation and that he finally decided to speak up about the importance of the Senior Center in his life. Rolenc shared his and his wife's experiences with the Center, especially after both were diagnosed with cancer. Over the past several years, Rolenc stated that he has attended classes in writing, art, music, philosophy, religion, literature, astronomy, biology, history, forensics, and anthropology, to name a few. A teacher by profession, Rolenc stated the importance of life -long learning and the many opportunities to do so at the Senior Center. Since his wife's death, he himself has begun teaching again — at the Center. June Braverman asked the Committee if it has a base figure for the number of senior citizens in the area to be served, and what age parameters and demographics are utilized as determinants. She stated that there appear to be differences in the age parameters for senior hood in the available data, and that some clarification might be necessary. She spoke to the Census data available and other population counts for Iowa City and the surrounding areas. She urged the Committee to look at the true number of seniors needing services. Helen McClean, a resident of Ecumenical Towers, spoke to the value of the many volunteers and the time they give to teach classes, serve on boards, etc., and how much this saves the City. She shared a story of a frail, elderly gentleman at the Center, singing "Rock Around the Clock," and how it sparked a conversation about the original singer of this song. Honohan spoke up at this point, noting that last year there were 24,300 hours of volunteers at the Senior Center. This would have amounted to approximately $508,599 in value if these volunteers had been paid $20 an hour. Younker asked Honohan where he obtained this information, and Honohan responded that it came from the Center itself. Joan McMillan of North Liberty addressed the Committee about her concerns regarding cuts to the SEATS funding. She stated that without SEATS, many people will be unable to attend the Center. She believes they need to take a look at how funds are distributed and make sure they are equally divided among the services so desperately needed. Kathy Mitchell, 722 Iowa Ave., Senior Center Commission Member and Member of the Senior Steering Council, stated that since 1981 the Senior Center has been a leader of services for the elderly, complementing the social services network in the Iowa City /Johnson County area. Mitchell noted the variety of first -class services offered at the Center. She noted that transportation has been noted as a problem for seniors coming to the Center. As has been noted previously, Mitchell stated that a dedicated bus stop at the Senior Center, on Washington Street, would be much appreciated. She explained how the bus stops close by can still be quite arduous for some of their members to maneuver, especially in poor weather. Bob Wiley, Box 147 (Solon), Senior Center Television, stated that they are one of the outreach programs at the Center, where they try to bring events at the Center to the homebound members. Louise Young, 320 E. Washington St., Ecumenical Towers resident, stated that she has been active at the Center for many years, serving on such committees as the Task Force on Aging. She also spoke to the Center's television productions, noting that they are the only senior center in the country that has its own television station. Young also spoke to the need for a designated Ad Hoc Senior Services Committee June 23, 2014 Page 5 crosswalk near the Senior Center and Ecumenical Towers, on Washington Street. She stated that they need to do everything they can to keep the Senior Center very accessible to everyone. Young also noted that the Senior Center does more than just work with seniors. They work with many other age groups, such as in the upcoming chorus concert at the Englert Theater. Larry Rogers, 320 E. Washington St., stated that he moved to Iowa City from Minneapolis and was fortunate enough to get into Ecumenical Towers when he did. He shared his delight in having the Senior Center so close to where he lives, adding that he is able to get all of the services he needs without going anywhere else. Rogers stated that he belongs to the Voices of Experience group at the Center and enjoys being able to sing and do things. He is also the Coordinator of the GLBT Movie Series, where he shows movies to those in the GLBT community. Rogers then spoke about Elder Services and their meal program that he enjoys. He shared his disappointment at the cuts to Sunday meal service, reportedly due to budget cuts at Elder Services. Rogers then asked a question of the Committee — if diversification is so great, what happened to the one -room schoolhouses. Jeneva Ford, 978 22nd Ave. (Coralville), noted that once she decided to settle down after some years of traveling, her doctor recommended the Senior Center to her. She stated that she enjoys having a social circle once again and finding new friendships with people who have similar interests. Ford stated that as secretary for the Steering Committee, she has heard each month reports from each of the committees on new ideas for programming at the Center, all from volunteers in the community wanting to share something with the Senior Center. She spoke to the importance of the Center and its integral part in making the Iowa City area nationally known. Ford also noted that with Iowa City being a college town and having so many things geared towards that population, it's really nice to have the Senior Center geared towards the older population. Collin Kerstetter, 2388 Russell Dr., an independent contractor, teaches fitness to older adults. She added that she does this at various locations around town, with ten classes being taught at the Senior Center. She then pays a percentage of what she makes to the Center, and has done this for 12 years now. Kerstetter noted the difficulties in trying to find space around town to hold such fitness classes and the need for guaranteed space. She reiterated what others have said about the importance of having a place, like the Senior Center, in which to offer such programming. Ina Loewenberg of Iowa City stated that she has been in Kerstetter's classes for 12 years and has been seen in Senior Center commercials lifting weights. She also spoke about her tai chi classes at the Center, noting that she now lives downtown, in part because she was driving to the Center several times a day. Now she can walk to the Center. Speaking to funding issues, she noted that the Center has the hardest working, leanest staff imaginable. Mary Means, 1708 Hollywood Blvd, stated that her father, who recently passed, was active at the Senior Center for 20 years or more. She added that the Center is much more than a building and she shared memories of joining her parents there. The Senior Center was and is a large part of her family's life. She urged the Committee to really look at the Senior Center and to find ways to enhance it even more. Means noted that she has heard the Center might be closed and used for City offices. She added that there are several other options out there that the Senior Center really needs to be left as it is. Nancy Olthoff, 2129 Slagle Dr., spoke to what the Senior Center means to Iowa City. She noted that the members are the ambassadors of the Center, by going out and telling everyone what a Ad Hoc Senior Services Committee June 23, 2014 Page 6 great place Iowa City is to live — because of the access to the Senior Center. She noted that other communities are jealous of the Senior Center and wish they had such a place in their towns. She noted that the New Horizons Band was invited to be at the Iowa Band Masters Association in May, where they represented not only the Center but Iowa City as well. Ed Fisher of University Heights spoke to the economics of having the Senior Center downtown. He stated that seniors add to the economy and provide support to the downtown businesses, as well. Elsie Gauley Vega spoke about her enjoyment living next to the Senior Center in the Ecumenical Towers. She attends many of the events and classes offered at the Center. She also spoke about a group from Sudan that they hosted and how enjoyable the program was. Vega also spoke about the high ranking the Center has throughout the country, reminding the Committee how proud they are of this, and also for the international recognition they have received, as well. Valerie Appleton, 320 E. Washington St., stated that she just wanted to `ditto' what everyone has said so far this evening, bringing a laugh to the crowd. Beth Clopton, 1108 5th Ave., shared her experiences with the Senior Center, stating that it really gave her 'a life' when she decided to join. She has made many friendships there and wishes her health would allow more participation. She too sings with the Voices of Experience group. She reiterated the sentiment of 'don't mess with the Senior Center,' but rather add to it, make it even stronger. Rose Hanson, 320 E. Washington St., stated she moved to Iowa City upon retirement and now she is not only in love with the Senior Center and Iowa City, but that she is in love with the whole state of Iowa. She also spoke about the V.A. Hospital located in Iowa City, adding that she volunteers there three days a week. The Chair closed the public comment and thanked everyone for their comments. Dobyns moved to accept correspondence from Mary Gutmann and June Braverman, seconded by Honohan. Motion carried 7 -0. SELECTION OF MEMBERS FOR SENIOR CENTER EVALUATION SUBCOMMITTEE: Younker stated that at the last meeting Members decided to form this subcommittee, and asked if there were any nominations for individuals to serve on this subcommittee. Honohan nominated Mercedes Bern -Klug, seconded by Webber. Dohrmann nominated Jay Honohan, seconded by Bern -Klug. Cannon nominated Hiram Richard Webber, seconded by Honohan. Honohan then made the motion to accept the slate as nominated, seconded by Cannon. Motion carried 7 -0. Younker reiterated that one of the charges of the Committee is to evaluate the Senior Center, and this subcommittee will complete that portion of the charge. DISCUSSION OF METHOD FOR ASSESSING THE USE OF FINANCIAL AND PHYSICAL RESOURCES: Younker noted that another task of the Committee is to do an assessment of the financial and physical resources that are allocated to senior services. At the last meeting the Committee opted to not pass this on to a subcommittee, but that rather agreed that the Committee as a whole would take part in this portion. He noted a memo in the packet from himself and the Vice Ad Hoc Senior Services Committee June 23, 2014 Page 7 Chair on how they might best proceed with this assessment. The memo lays out five tasks — to review the inclusive and sustainable values set forth in the City's strategic plan; to assess current programming offered to seniors by the City; to identify current financial and physical resources that are available; to identify and assess the services that other providers offer in the community, such as Elder Services, Pathways, Shelter House, Johnson County Livable Community, and the Consultation of Religious Communities. Finally, to consider the needs of specific segments of the senior population as recommendations are formed. Younker stated that they are asking for volunteers from the committee to be the contact member for these service providers mentioned. They will be asked to make some initial contact with these organizations to find out what services they are providing, to gather whatever information they can — such as brochures or handouts, and to share this with the Committee as a whole. Members volunteered as follows: Berg -Klug - Pathways Dohrmann - Consultation of Religious Communities Dohrmann - Elder Services Honohan - Shelter House Cannon - Johnson County Livable Communities (added Heritage Agency on Aging later) Younker stated that the hope is to get this portion going right away and he asked that these Members try to bring a report to the next meeting. At that point the Committee can decide what further information they want from these agencies. Younker stated that he would also like to hear ideas from Members at the next meeting on other agencies they might need to make contact with. Bob Welsh, 84 Penfro Dr., spoke and suggested that another agency to contact would be the Heritage Area Agency on Aging. He explained that this is a channel through which federal funds are made available for services for seniors. Cannon volunteered to be the contact person for this agency. DISCUSSION OF PROPOSED TIMELINE FOR COMPLETING THE COMMITTEE'S CHARGES: Younker stated that he and the Vice Chair met to discuss this and he reviewed a proposed timeline distributed in the packet with Members, with December 1St as the deadline for presenting recommendations to the Council. Younker asked if there was any discussion regarding this. Honohan stated that the schedule looks a bit ambitious to him, and noted the December 1 deadline established by Council. Dobyns stated that there has been some discussion about ad hoc committees at the Council level, versus regular boards and commissions, which typically have fairly long terms. He stated that keeping things tight will keep things moving. Younker added that by putting a timeline down on paper it helps to give them something to shoot for. Honohan stated Dobyns had motioned at the last meeting to have today's meeting on neutral ground and the next meeting at the Senior Center. Honohan stated he believes that today's meeting covered this matter and questioned a continued need for the next agenda location. Majority agreed that they no longer need to do this. Ad Hoc Senior Services Committee June 23, 2014 Page 8 PUBLIC DISCUSSION (ITEMS NOT ON THE AGENDA): Bob Welsh, 84 Penfro Dr., stated that he has heard the City intends to move some of their offices into the Senior Center. He added that he was able to stop this same thing some 20 years ago when he pointed out the need for repayment of some of the federal funds used to secure the Center. Secondly, Welsh spoke to parking. He stated that the City made a wise move when it went to 1 -hour free parking. He suggested that this would be even better if the City would add 15 to 20 minutes to this, so that a person attending an hour -long class could do so for free. Finally, Welsh stated that he believes it would be helpful for the Committee to look at various models of other senior centers. The key is inter - governmental cooperation. He spoke to the various models that could be used, suggesting that the first model would provide the maximum service with the least administrative costs. The second model, according to Welsh, is the most practical and would result in the most bang- for - the - bucks. It would also have the least negative impact on employees and agencies. Louise Young, 320 E. Washington St., asked for clarification of the second model mentioned by Welsh. She stated that she needs to understand more clearly what the Center is and is not allowed to do. Younker explained that they are not at a point where they can respond to her questions. She noted that she will speak with Welsh directly then. Honohan asked if they could request a copy of what Welsh is referring to. Karr noted that they could do this, and would add to the next packet. Larry Rogers, 320 E. Washington St., asked who this Committee is representing. Younker responded that the committee was formed through a resolution adopted by the Iowa City City Council, and that they are charged with evaluating the Senior Center, assessing physical and financial resources that are allocated to seniors, and identifying impediments to accessing these services. Rogers also questioned the possibilities of moving services to outlying areas, such as Coralville and North Liberty, noting that the Center is centrally located and easy for people to access. Jody Wiley, Box 147 (Solon), stated that she believes the Senior Center is very important and she volunteers there 11 hours a week, believing that the drive from Solon is very much worth it. She added that she believes Johnson County should increase their funding to the Center. Louise Young, 320 E. Washington St., stated that this is the Johnson County Senior Center — not just Iowa City. PENDING ITEMS FOR FUTURE MEETINGS: Younker noted that Karr is keeping a list of pending items for them, and Members can add to this at any time. Several of the items have been addressed and can be updated, according to Younker. TENTATIVE THREE MONTH MEETING SCHEDULE (first and third Monday of each month): Younker stated that they need to spend some time reviewing their upcoming schedule, especially for September. Also noted, August 4th has three conflicts at this point. Younker asked for the committee's choice on what to do. Karr suggested a different day of the week might be considered. After some discussion, Members decided to the following schedule: July 7 July 21 August 4 — cancel meeting; move to July 30 August 18 Ad Hoc Senior Services Committee June 23, 2014 Page 9 and starting with the September meetings, the schedule will move to the first and third Wednesdays at 3:30 P.M. ADJOURNMENT: Bern -Klug stated that she would like to clarify something heard during today's comments. There were comments made about another use of the Senior Center building. She stated that this is completely outside the realm of her experiences and she does not see this being part of their charge — that someone else is wanting to use that building. Fruin agreed, stating that there are no plans for alternative uses, including City offices or anything like that. Honohan moved to adjourn the meeting at 5:40 P.M., seconded by Dohrmann. Motion carried 7 -0. Ad Hoc Senior Services Committee June 23, 2014 Page 10 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 o 0 0 0 Q" w 0) 0) NAME EXP. w j m 0 m iN w j 12/1/14 X X X X Joe Younker Jay 12/1/14 X X X X Honohan Mercedes 12/1/14 X X X X Bern -Klug Hiram 12/1/14 X X X X Richard Webber Ellen 12/1/14 X X X X Cannon Jane 12/1/14 X X X X Dohrmann Rick 12/1/14 X X X X Dobyns Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting - -- = Not a Member at this time Charter Review Commission June 10, 2014 Page 1 MINUTES CHARTER REVIEW COMMISSION JUNE 10, 2014 — 7:30 A. M. HARVAT HALL, CITY HALL FINAL 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, Marian Karr RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED: 2b(3) a. Minutes of the Meeting on 05/27114 — Chairperson Chappell asked if there were any issues with the minutes. Chappell noted that he is questioning what is stated on the second page of the minutes, second paragraph from the bottom, where Karr was responding to a question regarding council pay. Karr noted that this is how she responded, even though it was incorrect; and correct information was provided in this week's packet. Vanderhoef then brought up an issue on the same page, bottom paragraph, where she was talking about the amount of time she herself spent on council issues. The 40 -hour minimum was her personal minimum, not necessarily what other councilors should do. Karr noted that she can make this clearer by adding, 'From her perspective..." or "From her experience." Vanderhoef agreed to this. Kubby moved to accept the minutes of the 5/27/14 meeting as amended, seconded by Vanderhoef. Motion carried 9 -0. REPORTS FROM MEMBERS AND STAFF: Sullivan noted that he had a conversation over the weekend with some of the organizers regarding cameras and drones. They had talked to Sullivan about the logistical issues with having to get qualified electors on their petitions. He recommended that they write a letter to the Charter Commission to share their thoughts. Karr stated a correction to the salaries mentioned at the last meeting was distributed; and additional information distributed gives some background history on the salaries, as well the process. Dilkes noted the email provided by Commission Member Kubby, received from Caroline Dieterle, and stated she found the case referenced but has not had a chance to review it yet. REVIEW CHARTER: a. Specific Sections to be Addressed: Preamble — Chappell noted that in this section they have Schantz's proposal still to review. Definitions — Chappell noted that they are still working on clarifying this section. Charter Review Commission June 10, 2014 Page 2 Article II — Chappell then started the review where they left off, with compensation. He noted the information received from Karr on this subject. Atkins asked why they have a salary for council. Chappell stated that it is basically a stipend for Members, one that after some discussion, this Commission thought the amount might need to be raised. Sullivan added that the concern was that those in the community who do not have very lucrative careers might not be able to run for a council seat due to the huge time commitment and low compensation. Financially it would be a hardship for many people. Stone stated that her take on the conversation was that the compensation be enough that most anyone could run for council, but that the amount would not be so much that someone would try to make it their primary job. Kubby added that they need to find that `sweet spot.' Chappell agreed, stating that there does need to be some type of compensation for missed work, etc. Stone noted that council itself sets the ordinance for their compensation. She questioned if the Charter Review Commission should come up with another mechanism for this, so that the council does not set their own compensation. Members continued to discuss this issue, agreeing that the amount itself should not be in the Charter, but that a formula or something to that effect could be set forth here. Karr noted that State law prohibits councilors from giving themselves a raise — it goes to the next council in two years. Craig stated that to her it appears the current mechanism is working. She questioned if the Charter is the method, actually, to increase engagement in government. Section 2.06 — Vanderhoef spoke to this section, stating that after the last meeting she gave some thought to the topic of the mayor and how many terms this position should have. She presented the idea that there be no more than two consecutive terms for a mayor. This would open up the position more and might help alleviate some of the tensions that can arise within the council itself. Kubby noted that this might help alleviate the pressure that can build politically. Members continued to discuss this issue, with Schantz stating that at some point they need to decide if the selection of the mayor will remain with the other councilors or go to the people. Chappell noted that they can have further discussion at any time on these types of issues. He would like to get through the Charter once and then they can return to those items that need further discussion. Section 2.07 — Shaw spoke to Section 1.01 and how he believes it relates to this section — the City has all powers either granted or necessary -- questioning a power that isn't expressly granted. He also questioned if these two sections shouldn't reference the ordinances that are established by the City. Schantz noted that the Preamble grants powers to the City. Dilkes noted that the wording is from State law and she then touched on what Section 1.01 is saying, as well as Section 2.07. Chappell spoke to this, noting that his concern would be using "necessary" in this wording. He then asked if there was consensus to tentatively approve this section. Members continued to discuss their views on the use of the word `powers' in this and other sections. Dilkes read what the State code says, noting that this section of the Charter Charter Review Commission June 10, 2014 Page 3 comes from the State code itself. Members did agree to tentatively approve this section of the Charter. Section 2.08 — Kubby read Section 2.08 to begin the discussion. She asked if these positions are typically appointed by the councils in other Iowa towns. Dilkes responded that in Davenport, for example, the city attorney works for the city manager. She added that the State code requires that a city clerk be appointed. Atkins questioned item D, if the council actually appoints all members of City boards. Dilkes noted that State law dictates the composition of certain boards and commissions. Members continued to discuss this issue, with tentative approval of this section being made. Section 2.09 — Schantz then read this section prior to the Commission's discussion. Atkins asked if there were any legal standards that lay out how records must be kept. Karr responded that in many cases there are. Schantz noted that the Public Records law would apply here. Sullivan asked if there is something elsewhere about boards and commission recordkeeping standards. Karr stated that this is not included in the Charter as it deals with the council. The bylaws and policies of the boards and commissions are where you would find this information. Tentative approval was reached on this section, as well. Section 2.10 — Sullivan read the next section. Members agreed that there was nothing they could change here as it is dictated by State law. Tentative approval was reached. Section 2.11 — Shaw read Section 2.11 prior to discussion. Dilkes noted for the Commission's information that the only time you do not say 'all members of the council is seven' is when there is an abstention for a conflict of interest. She gave an example of how this could play out, and she also responded to Members' questions concerning these types of issues. Schantz asked if State law requires super majority votes for any particular issues the council votes on. Dilkes responded that it does, and she gave an example of when there is a protest on a zoning decision. She then responded to Members' questions, further clarifying what this section is setting forth. Members agreed to tentative approval of Section 2.11 after some further discussion. Chappell asked that Article III be added to the next meeting agenda so that they can begin discussion of it. b. Commission Discussion of Other Sections (if time allows): None DISCUSSION OF PUBLIC INVOLVEMENT: Chappell discussed the tentative forum schedule, noting that the original date (June 16th) will not work. He added that with everyone's schedule, they have come up with either an August or September date. Karr added that this would give them plenty of time to get through their initial Charter Review Commission June 10, 2014 Page 4 review of the Charter, and to have plenty of time to get the word out about the public forum. Kubby added that August might not be a good idea as so many community members are out of town then. Looking at September, Members discussed what date might work for everyone. Chappell suggested they take an evening meeting and make it the public forum. After some discussion, September 23 was agreed to as a tentative public forum date. Chappell asked that everyone come to the next meeting with their schedules so they can then confirm this date. Kubby stated that she still believes they need to have a more conversational format at one of their public forums. PUBLIC COMMENT: None. TENTATIVE THREE -MONTH MEETING SCHEDULE (Second & fourth Tuesday of each month): June 24 July 8 July 22 — Schantz noted that he will be gone this date. August 12 August 26 September 9 September 23 — corrected date; tentative public forum. Karr asked Members to let her know if their schedules change, and she will alert the chair of possible scheduling conflicts. ADJOURNMENT: Kubby moved to adjourn the meeting at 8:45 A.M., seconded by Sullivan. Motion carried 9 -0. Charter Review Commission June 10, 2014 Page 5 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 0 0 0 NAME EXP. w o ? Ab 06 4/1115 X X O/ X Steve E Atkins Andy 4/1/15 X X X X Chappell Karrie 4/1/15 X X X X Craig Karen 4/1/15 O X X X Kubby Mark 4/1/15 X X X X Schantz Melvin 4/1/15 X X X X Shaw Anna 4/1/15 X X X X Moyer Stone Adam 4/1/15 X X X X Sullivan Dee 4/1115 X X X X Vanderhoef Key. X = Present O = Absent O/E = Absent/Excused NM = No meeting - -- = Not a Member at this time 2b(4) MINUTES APPROVED HISTORIC PRESERVATION COMMISSION MAY 8, 2014 EMMA HARVAT HALL MEMBERS PRESENT: Thomas Agran, Esther Baker, Gosia Clore, Kate Corcoran, Frank Durham, Andy Litton, Pam Michaud, Ben Sandell, Ginalie Swaim MEMBERS ABSENT: Kent Ackerson, Frank Wagner STAFF PRESENT: Bob Miklo OTHERS PRESENT: Jeff Schabilion RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action) None. CALL TO ORDER: Swaim called the meeting to order at 5:30 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: There was none. CERTIFICATES OF APPROPRIATENESS: 431 Rundell Street Miklo explained that this is a contributing property built by Howard Moffitt in the Longfellow Historic District. He said there are additions that were constructed before this became a historic district. He showed photographs of several views of the house. He said the proposal is to add a cupola to the area of the house that he indicated in the photographs. He said in staffs opinion these recent additions to the house are in the spirit of Moffitt and his use of salvaged material. He said staff feels that additional ornamentation on the roof follows that character, and staff is recommending approval. Michaud said this looks great to her but knows that it isn't architecturally unified. Swaim said it's a delightful and imaginative house. Jeff Schabilion of 431 Rundell Street said when he purchased the house the front and sides were attractive in detail but the back was a blank slate and not in keeping with the front, which was what encouraged him to build the additions to the back before the area was made a historic district. He said he thinks the addition of the smaller cupola will harmonize with the larger one. He said the height of the smaller cupola is about seven feet. MOTION: Corcoran moved to approve a certificate of appropriateness for the project at 431 Rundell Street, as presented in the application. Agran seconded the motion. The motion carried on a vote of 9 -0 ( Ackerson and Wagner absent). HISTORIC PRESERVATION COMMISSION May 8, 2014 Page 2 of 7 Michaud said that she had to leave early but she wanted to discuss the Unitarian Church. The Commission agreed to put it on the agenda for its next meeting. 926 Bowery Street Miklo said this one -story early bungalow is in the Summit Street Historic District. He said the proposal is to change some of the basement windows into egress windows. He said the applicant has agreed to use a material in the window wells similar to the foundation, which would be concrete, and then dress the top portion with stone. Miklo said the windows would be wood aluminum clad and would meet the guidelines by having divided lites similar to the main windows on the house and the windows that were removed in the basement. He said staff finds that this meets the guidelines with stipulations as outlined in the staff report. MOTION: Durham moved to approve a certificate of appropriateness for the project at 926 Bowery Street, as presented in the application with revisions as described in the staff report. Corcoran seconded the motion. The motion carried on a vote of 9 -0 (Ackerson and Wagner absent). At this point, Michaud left the meeting. 219 N. Gilbert Street Miklo said that this property is a local landmark. He said the proposal is to put a projecting, or flag, sign at the front entrance. He explained how it would be mounted and showed where it would be located. He said there is a decorative panel on the entry, and staff recommends that the mounting bracket be designed so it doesn't obscure that panel. He said the applicant has agreed to that, and staff recommends approval of the sign. MOTION: Durham moved to approve a certificate of appropriateness for a front entrance sign at 219 N. Gilbert Street, as presented in the application with minor revision of upper attachment plate dimensions per staff comments. Litton seconded the motion. The motion carried on a vote of 8 -0 ( Ackerson, Michaud and Waqner absent). 518 Bowery Street Miklo said this property was recently added as a local landmark as well as a National Register property given its unique storefront design. He said the proposal is to put a sign on the front of the property. He said the sign would be of modern material but would look like painted wood. He said staff recommends approval. MOTION: Baker moved to approve a certificate of appropriateness for the project at 518 Bowery Street, as presented in the application. Agran seconded the motion. The motion carried on a vote of 8 -0 ( Ackerson. Michaud and Waaner absent). 1111 E. Burlinaton Street Miklo said the property is in the College Hill Conservation District, was originally 1 -1/2 stories and was added onto at least twice. He said the proposal is to replace the front door with a fiberglass, paintable door that meets the historic preservation guidelines. He pointed out a window on the second floor would become egress and where there would be a new window in HISTORIC PRESERVATION COMMISSION May 8, 2014 Page 3 of 7 the kitchen. He said staff is recommending approval with stipulations as outlined in the staff report. Swaim asked if the kitchen window will have a frame that will show. Miklo said staff hopes they are able to do that but it's not been determined whether it can have a frame or the applicant will replace it in the existing frame. MOTION: Agran moved to approve a certificate of appropriateness for the project at 1111 E. Burlington Street, as presented in the application with conditions as described in the staff report. Baker seconded the motion. The motion carried on a vote of 8 -0 ( Ackerson, Michaud and Wagner absent). 1116 E. Burlington Street Miklo said the proposal is to rebuild the back porch as a heated room and finish it as a bathroom /laundry room. He pointed out where a window would be added for the kitchen. He said staff is recommending approval with stipulations noted in the staff report. MOTION: Baker moved to approve a certificate of appropriateness for the project at 1116 E. Burlington Street, as presented in the application with conditions as described in the staff report. Durham seconded the motion. The motion carried on a vote of 8 -0 (Ackerson, Michaud and Wagner absent). Swaim noted that the speed with which the Commission went through six applications is based on the thorough reports that staff and Chery Peterson put together as well as a lot of behind the scenes work with the applicants. REPORT ON CERTIFICATES ISSUED BY CHAIR AND STAFF: Swaim stated that this is available for review in the Commission packet. REVIEW NATIONAL REGISTER NOMINATION OF JOHNSON COUNTY POOR FARM AND ASYLUM HISTORIC DISTRICT Miklo said the Poor Farm is located on the south side of Melrose Avenue west of Highway 218. He said it's the role of the local Commission to review these when they are nominated and make comment or recommendation to the State Historic Preservation Office on whether or not the Commission deems this eligible for the National Register. Swaim said she thinks this is the only poor farm /asylum in Iowa of this smaller size and is therefore a unique structure. Corcoran said she remembers that there used to be a large, imposing stone building on this property. Miklo said there is also a cemetery with unmarked graves on this property. Durham asked what the implications are of historic status for this property. Miklo said it's honorary and is entered into the National Register and also provides the possibility of federal funding. He said because this is owned by Johnson County, a public entity rather than a private one, there are fewer possibilities for tax incentives. He said the building is HISTORIC PRESERVATION COMMISSION May 8, 2014 Page 4 of 7 also protected if there's an undertaking in the area such as a highway or federally funded program, and therefore any harmful effect would have to be mitigated. Agran asked what the future plans are for this property. Miklo said the county has a plan for the bulk of the property to become open public space. He said there was discussion about the possibility of selling the western portion for private development. Sandell asked if because Johnson County has a plan to make this open space, the opportunity for improvements and alterations would be limited. Miklo said it wouldn't be limited unless they are using federal funds, in which case they would have to follow Secretary of Interior Standards. MOTION: Durham moved to approve the designation of this property with the National Historic Register. Baker seconded the motion. The motion carried on a vote of 8 -0 (Ackerson. Michaud and Waqner absent). DISCUSS COMPLETION OF FEMA PUBLIC MEETING COMMENT FORM Miklo explained that FEMA is providing some flood recovery to the University of Iowa, and since its federal funding, any harm on a National Register eligible building or site should be considered or mitigated if it can't be avoided. He said the university traded land with some banks for the new school of music, and because the Sabin School will be taken down to accommodate the banks' needs, FEMA is required to somehow mitigate the loss of that building. He said the Commission considered the same proposal a couple years ago and identified three potential projects that could be funded that would mitigate the loss: 1. Construct an elevator for the Horace Mann and /or Longfellow School, which were built in the same year and by the same architect as the Sabin School. He said because the school district is committed to renovating both schools and making them handicapped accessible this is not a likely recommendation. 2. Fund a facility study for Horace Mann and Longfellow focused on maintaining these buildings for long -term continued use. He said this isn't a likely recommendation for the reason indicated in #1. 3. Fund a National Register nomination for the Horace Mann Elementary School. Miklo said another possibility that was considered by the Commission but not forwarded the last time it reviewed this was to salvage some of the decorative stone elements from Sabin School to possibly re -use in a public space. He said it's up to the Commission to make one or more proposals on how to mitigate the loss of the Sabin School. Swaim asked if the work already done for Longfellow School could be used in nominating Horace Mann, as their history relevant to the nomination is similar. Miklo said that Longfellow was nominated as part of a larger district, so there may not be much detail on the building itself. Swaim asked if the property owner's permission is needed. Miklo said to nominate it is not, but to list it the property owner must consent. There was discussion whether materials taken from the Sabin School could be re -used in the renovation of Horace Mann and Longfellow. Miklo said it was unlikely, as most of the work would be done on the interiors of the schools and on additions. He said that Sabin is masonry, and the damage to masonry when you take it down renders it generally unusable. HISTORIC PRESERVATION COMMISSION May 8, 2014 Page 5 of 7 Sandell asked about the cost estimate for salvaging the materials. Miklo said it came from an architect retained by FEMA. Swaim said the pieces were less decorative than they were massive. Miklo said the size is what makes them difficult to salvage. There was discussion how to get the most value. Miklo said he thought the National Register nomination would have some benefit by highlighting the importance of Horace Mann to the community and may support the continued use of the building. Swaim said it would also dovetail with the proposed conservation district around Horace Mann. It was suggested that the Commission propose replacing the bricks on Brown Street. Miklo said that would cost more than what FEMA has indicated is available. Corcoran suggested that some of the features of Sabin be salvaged and used somewhere in the city. Swaim said if they were stored at the Salvage Barn, they could be bought privately and there ends the community story of the school. Sandell said Sabin seems to have many re -use materials, but the question is if it's fiscally feasible. He said he was frustrated that they can't find a good use. Durham asked if the cost of preservation was versus the utility or the aesthetic value of having a similar decorative piece made of new materials. Miklo said part of the difficulty is not having an identified use for the materials. Swaim asked if the Commission wanted to make a recommendation along the lines of a reasonable effort to remove and reuse the pieces that are manageable. Corcoran said it would be nice to save something if they could. Sandell asked if cost estimate for salvage prepared by the architect is separate from the demo. He said if it was demo at the same time as salvage, it might come in a lot less than $50,000. Durham said they don't have a cost basis for the salvage costs versus using new materials, although the preference is that it be reused. He said if it proved to be economically feasible and suitable for the reuse, the Commission prefers that it be preserved. Miklo said if you remove the stone from Sabin not knowing where it will be placed, the only thing that will retain its aesthetic quality would be the entrance archways. He said a possible suggestion would be for them to explore reusing the archways. Agran said when the renovations and additions are done to Horace Mann and Longfellow it would be aesthetically pleasing and more durable to have these doorways from Sabin used instead of some lesser modern material. Baker said she would love to save the archway because it's so beautiful, but there's also the logistics of storing and maintaining it to consider. She asked if Friends of Historic Preservation are interested in it. Miklo replied that he thought they were not likely interested in something this monumental, but he could not speak for them. HISTORIC PRESERVATION COMMISSION May 8, 2014 Page 6 of 7 Clore said if it went to the Salvage Barn, it would probably benefit only the buyer, but if it was used in the renovation of the schools, it would benefit the larger community. Swaim said another idea would be if there were elementary school units on preservation or an art class that toured historic districts and drew elements of historic houses - something to sow the seeds of seeing and appreciating older houses. Miklo summarized the options put forth in the discussion; 1. To encourage the reuse of at least the archways or one of the archways either in a public setting or making it available to the Salvage Barn 2. To nominate Horace Mann School for the National Register perhaps coupled with some educational programs Miklo said he would be surprised if one person wanted this archway, as it could be reproduced less expensively. He said at one time there was the thought that it could be used in the future park where the waste water treatment plant now stands. MOTION: Agran moved to recommend in order of priority: 1. salvage the three archways for the Henry Sabin School for reuse in a public park; 2. salvage the main archway of the Sabin School for reuse in a public space or school and supplement this with an educational program aimed at teaching school students about historic buildings and neighborhoods; 3. prepare a National Register nomination for Horace Mann School and supplement this with an educational program aimed at teaching school students about historic buildings and neighborhoods. Baker seconded the motion. The motion carried on a vote of 8 -0 ( Ackerson. Michaud and Wagner absent). There was discussion regarding the Iowa Memorial Union and possible recommendations for mitigation. MOTION: Baker moved to concur with the proposal from FEMA for educational programs regarding the archeological findings in Hubbard Park near the Iowa Memorial Union. Agran seconded the motion. The motion carried on a vote of 8 -0 ( Ackerson, Michaud and Waaner absent). CONSIDERATION OF MINUTES FOR APRIL 10, 2014: MOTION: Durham moved to approve the minutes of the Historic Preservation Commission's April 10, 2014 meeting as written. Corcoran seconded the motion. The motion carried on a vote of 8 -0 (Ackerson, Michaud and Wagner absent). ADJOURNMENT: The meeting was adjourned. Minutes submitted by Joy Bayshore • N � G O O V V Z LU O w o > Z M a, Z r y N z W Z R W a U Q 2 O N 2 z O U) V) O U z _O F- lu U) w a M U — t- N O o�� �C 2 2 a. o W O X X X X X X X X X X 0 W) 0 et X X I X X - I X x x X x x x x I x x x x x i x o M CL CD NO x x x x I x x o w o X i X x n M Q' N ° x x x x I x x x o x i x x N CIA N r X X X 0 i X X 0 O x I O O r 1 X x I X X X 0 X I X X 0 x I x x i x x x o o i x x CD x I x x i x x x o o o o> i x co x I x X i p 0 X X X i 0 O Lo N X I X X I X x 0 x X I x X x I x x I x x x o x i x x W o 1 x o I o X x o x i x x cc cn X I x x i x x x o x I x o 0 v 0 0 It LO U) 0 Be x W X am N rn N rn N rn N rn N rn N rn N rn N rn N rn N rn N rn N rn N H W M M M M M M Cl) M M M M M Cl) Z Q W Q Q W ~ Z W _ Y W Y 0 O p Q Y QY Q p o Q a w m Z a IY Q O P W W W fY Q O W Z z w z z c w O a x Q o w Y Y OJ 0O U Q Q 3 O a Q a a m o o rn 3 Q m v N 7 � .Q X E W N (D de to .0a o a¢Qz XOw W Y I CITY OF IOWA CITY MEMORANDUM Date: July 10, 2014 To: Mayor and City Council From: Tracy Hightshoe, Housing and Community Development Commission Re: Recommendations from Housing and Community Development Commission 2b(5) At their June 19, 2014 meeting the Housing and Community Development Commission approved the April 17 minutes with the following recommendation to the City Council: 1. The Commission voted 9 -0 to recommend the approval of the FY15 Annual Action Plan with minor typographical corrections. 2. The Commission voted 9 -0 to recommend the approval of the FY14 Annual Action Plan Amendment #2. Additional action (check one) No further action needed Board or Commission is requesting Council direction X_ Agenda item will be prepared by staff for Council action MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION APRIL 17, 2014 — 6:30 PM DALE HELLING CONFERENCE ROOM, CITY HALL MEMBERS PRESENT: Michelle Bacon Curry, Andrew Chappell, Cheryl[ Clamon, David Hacker, Jim Jacobson, Peter Matthes, Dottie Persson, Christine Ralston, Rachel Zimmermann Smith MEMBERS ABSENT: None STAFF PRESENT: Tracy Hightshoe OTHERS PRESENT: Joel Shrader, Miller Thammovongsa, Jaclyn Steiff RECOMMENDATIONS TO COUNCIL: The Commission voted 9 -0 to recommend the approval of the FY15 Annual Action Plan with minor typographical corrections. The Commission voted 9 -0 to recommend the approval of the FY14 Annual Action Plan Amendment #2. CALL TO ORDER: The meeting was called to order by Chair Andrew Chappell. APPROVAL OF FEBRUARY 20 AND MARCH 6. 2014 MINUTES Clamon moved to approve both sets of minutes. Bacon Curry seconded. A vote was taken and the motion carried 9 -0. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA: None STAFF /COMMISSION COMMENT: Hightshoe told the Commission that the City is offering the Building Change program again for downtown /Northside Marketplace improvements such as fagade renovations, energy efficiency improvements, accessibility and utilization of upper level spaces. In addition to CDBG fagade grants, three local lenders have agreed to each deposit $50,000 in a fund administered by the City that provides no interest, no fee loans for these types of improvements. The participating lenders include MidWestOne Bank, Hills Bank and the University of Iowa Community Credit Union. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION April 17, 2014 PAGE 2 of 5 Jacobson asked if the UniverCity program use realtors to sell /market the homes. Hightshoe stated to date the City has not needed to use realtors for this program. The City uses online marketing, has a website, issues press releases and has used other avenues to advertise the program. There has been sufficient interest in the homes so that we have not had to use realtors. Review of the FYI Annual Action Plan (www.ic-gov.org/actionplan Hightshoe explained that the Annual Action Plan identifies how the City will utilize its federal funds during FY15. The plan is a HUD required document and also includes information regarding general program management such as monitoring practices, affirmative marketing, resale /recapture provisions, program certifications, and identifying low income and minority concentrations per census tract. Hightshoe questioned the commission about their approval of the Targeted Rehab Program. When the commission recommended $140,000, they didn't specifically address if a portion of the allocation could be used for downpayment assistance per the revised application. In the draft Action Plan, staff included $125,000 for rehab and $15,000 for downpayment assistance for a total $140,000 allocation. She said if the Commission prefers that the funds only be used for rehab, they need to make the recommendation that the $140,000 be utilized only for rehab. Chappell said it didn't seem that anyone had any concerns about that particular part of the project. Hightshoe explained that the public comment period goes from April 4 to May 6. The City Council will hold a public meeting on May 6. The Council can either accept the plan as recommended by HCDC or they may alter it. The plan must be submitted to HUD by May 15, 2014. Jacobson asked how staff tracks if the jobs in economic development projects are going to low - moderate income persons. Hightshoe stated that businesses are required to give employees an income survey for any new position created during the first year. The income survey must be kept in the personnel file. Businesses either send staff all the surveys at the end of the year or staff monitors their employee files as it relates to the CDBG funds. An employee can refuse to complete the survey, but they have to be considered over income on the annual report. At the end of the year, the business completes a report identifying the income for each position created that year. CDBG does not have a specified time the business must retain that position. The City elects to track the jobs for a year. Persson moved to recommend the approval of the FY15 Annual Action Plan with minor typographical corrections. Matthes seconded. A vote was taken and the motion carried 9 -0. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION April 17, 2014 PAGE 3 of 5 Review of the FY14 Annual Action Plan Amendment #2 Hightshoe explained that the Commission had allocated HOME funds to Charm Homes to purchase two homes in FY14. She said they have identified one home, but unable to identify a second home that meets their accessibility needs. Charms was also allocated FY13 HOME funds to purchase two homes. They acquired one and are looking for the second. They believe they will locate a second home to complete their FY13 agreement, but do not believe they could identify a third home by the end of the fiscal year. Charms is requesting an amendment to utilize the FY14 funds for one home as opposed to two. This reduces the beneficiaries from eight to four and requires an action plan amendment. Hightshoe stated staff is recommending approval of this request. This will reduce the amount of private financing required and helps keep the units affordable. The City would not have time to reallocate the funds to another activity per HOME regulations. If not utilized, the funds may be recaptured by HUD. Chappell said this isn't something he normally would support, but they just can't afford not to spend the funds at this point. Bacon Curry moved to recommend the approval of the FY14 Annual Action Plan Amendment #2. Zimmermann Smith seconded. A vote was taken and the motion carried 9 -0. Discuss FY14 Projects that have not Performed per the Unsuccessful or Delayed Projects Policy Hightshoe explained that the Policy states that if a CDBG recipient hasn't spent at least 50% of its award by March 15, the project must come back to the Commission for review. The commission may either grant an extension or recommend recapture and reallocation of the funds. She said none of the public facilities met the expenditure threshold. She stated that being said, they have all procured a contractor and work has started. MECCA is nearly complete, but not billed yet. Free Medical Clinic started their project early this year, but hasn't billed yet. Mayor's Youth got a slow start due to the occupancy and parking issues, but contractors are hired and work commenced. Neighborhood Centers of Johnson County procured a contractor for the landscaping work and work will be done as weather permits. Hightshoe stated she would be concerned if a recipient hadn't procured a contractor by this time, but the work is proceeding and all of them should be complete or nearly complete by June 30. For smaller projects, the contractors may wait till the end to bill. The Commission agreed to take no action, meaning that the funds will be automatically extended. Discussion of the Community Development Celebration Hightshoe said the City did not have a Community Development Celebration last year. She requested that the commission form a subcommittee to brainstorm ways to advertise the impact of CDBG /HOME funds with or without a celebration as previously held in the past. HOUSING AND COMMUNITY DEVELOPMENT COMMISSION April 17, 2014 PAGE 4 of 5 Bacon Curry suggested something with Public Access TV or channel 4 where they could have a running ad with pictures of prior projects. Could include photos on the buses. Persson suggested putting projects on the City's website. She said they could also do a press release for each project. Jacobson recommended publicizing good stories as many press releases get buried. Zimmermann Smith suggested involving the Chamber of Commerce and the Downtown Association. Bacon Curry and Zimmermann Smith agreed to be on the Community Development Celebration Committee. Review Allocation Process — CDBG /HOME and Aid to Agencies Chappell asked the Commission's preference on reviewing both programs or just reviewing one this year. There was agreement that members were not comfortable with the Aid to Agencies process. The scoring criteria for CDBG /HOME applications were discussed, but the consensus was to review just Aid to Agencies. Persson, Jacobson and Ralston volunteered to serve on a committee to review the Aid to Agencies process by mid - August. Hightshoe gave a brief overview of the history of the Aid to Agencies funding process. Chappell said that perhaps through the Aid to Agencies review they could get some ideas on how to change the CDBG /HOME process and they can plan on doing that next year. Monitoring Reports • FY14 Neighborhood Centers — Playground (Hacker) • FYI Iowa City Housing Authority — TBRA (Hacker) • FYI Habitat for Humanity — Acquisition & Rehab (Matthes) All the monitoring reports were deferred to the next meeting. ADJOURNMENT: Zimmerman Smith moved to adjourn. Bacon Curry seconded. Motion to adjourn carried 9 -0. z O U) U) O U H z w m CL O J W w D O U 0 Q - �n U' N O Z_nLo U W o CL IL Z 0 N O V z W a� 06 w � T. C 0Z°' Z�� �z w OQ V 0 z 0 z U) M x r X X X X X X x X x M X x x X X x X X N O x x i i i x i X O x x X N 10 X X X X X O X O X X X i i 1 X i X X x x x N O r N X X X X X x X O X - 0 o x x 9 x 6 0 o x x x x X 0 X X p X X w0 LO 1 ! 00 X X x W 0 X x x i W O W O I No x x o o x x x x X x X X X 0 X X X CL v L v M M Ln (o ch co m Ln LO 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N W F W J J _ Z = v W z Z W y z a 0 -� >' O n W X Z V J J O X 0 O N Z Z �J W W Z O a a � 0 U' � Z J W Y F- m O F � J W � m v a o __ a V Noac Z v to W N t�nNNCC IL < Q Q z II II II II X00 Minutes Human Rights Commission May 20, 2014 — 6 P.M. Helling Conference Room 2b(6) �l WZI]% X17 Members Present: Harry Olmstead, Joe Coulter, Shams Ghoneim, Paul Retish, Andrea Cohen, Orville Townsend. Member Excused: Ali Ahmed, Kim Hanrahan. Staff Present: Stefanie Bowers. Recommendations to Council: No. Call to Order: Olmstead called the meeting to order at 18:00. Consideration of the Minutes from the April 29, 2014 Meeting: Motion: Moved by Coulter, seconded by Ghoneim. Motion passes 6 -0. Meeting Business: Before You Know It (Event) This film will be screened on June 17th at 5:45 p.m. at FilmScene. This is the same date and time of the next Commission meeting. The Commission is a co- sponsor of this event. Commissioners voted to move the date of the June 17th meeting to 4:30 p.m. for those Commissioners who wish to attend the screening. Motion: Coulter moves to change meeting time on June 17, 2014 from 6:00 p.m. to 4:30 p.m., Ghoneim seconds. Motion passes 6 -0. Juneteenth Celebration (Event) The Juneteenth Celebration is June 14th from 12-4 p.m. at Mercer Aquatic and Recreational Center. The Commission is co- sponsoring this event. Commissioner Townsend will be present at the event. Staff submitted a proclamation to the Mayor for Juneteenth for the Council meeting of June 3rd. Iowa City Pride Festival (Event) Commissioners Cohen and Coulter will attend this event on behalf of the Commission. It is scheduled for June 21 st from 12 -5 p.m. on the Ped Mall. The Commission is a financial contributor for this event. Building Blocks to Employment Job Fair Retish encouraged other Commission members to be a part of the planning committee for this job fair. The job fair will be held in the fall of 2014. The job fair is geared at individuals who are unemployed or underemployed. Meetings are usually held in the months leading up to the date of the job fair and are scheduled for noon here at City Hall. Coulter and Townsend agreed to assist in the fall job fair preparations. Subcommittee Reports: Youth Awards The event went very smoothly. Recipients and attendees enjoyed it. This year had more attendees than last year. Education No subcommittee meetings have been held in recent months. Retish suggests adopting a wait - and -see approach, then speak up when something develops. Townsend is interested in having more information concerning the District's programs and whether the programs result in high school aged students receiving diplomas or certificates. Retish and Townsend will meet to discuss and draft a written request to the District for more information. Building Communities (Housing) Townsend discussed the need for materials, in general, to be consumer friendly. Adjournment: 18:45 Next Regular Meeting — June 17, 2014 at 4:30 pm. 2 Human Rights Commission ATTENDANCE RECORD YEAR 2013/2014 iMpptin4 nAtpl NAME TERM EXP. 5/21 /13 6/18/ 13 7/16/ 13 8/20/ 13 9/17/ 13 10/15/ 13 11/19/ 13 12/17/ 13 1121/ 14 2/18/ 14 3/18/ 14 4/29/ 14 5/20/ 14 Diane Finnerty 1/1/14 X X X X X O/E X X - - - - - Ali Ahmed 1/1/17 - - - - - - - - X X O/E O/E O/E Orville Townsend, Sr. 1/1/17 X X X X X X X X X X X O/E X Paul Retish 1/1/17 - - - - - X X X X X O/E X X Dan Tallon 1/1/14 X X O/E R R R R R R R R R R Kim Hanrahan 111115 X X X X X X O/E X X X X X O/E Shams Ghoneim 111115 O/E X O/E X X X X X O/E X 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 R Katie Anthony 1/1/16 R R R R R R R R R R R R R Joe D. Coulter 1/1/16 X X O/E X 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 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 2b(7) Q11111 WVMWMW4_, IOWA CITY PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 owcm Susan Craig • PHow 319.356.5200 • ax„ 319.3565494 • www.icpLorg BOARD OF TRUSTEES Minutes of the Regular Meeting May 22, 2014 FINAL APPROVED Members Present: Diane Baker, Tom Dean, Janet Freeman, David Hamilton, Linzee McCray, Meredith Rich - Chappell, Jay Semel. Members Absent: Thomas Martin, Robin Paetzold Staff Present: Terri Byers, Maeve Clark, Susan Craig, Kara Logsden, Anne Mangano, Patty McCarthy, Elyse Miller, Brent Palmer. Guests Present: Bill Wilson, Ethel Himmel, Strategic Planning Consultants. Call Meeting to Order. President Rich - Chappell called the meeting to order at 5:00 p.m. Public Discussion. Terri Byers invited everyone to Valeria's retirement party on 6/13/14 from 11:00 am to 1:00 pm. President Rich - Chappell will work with Craig to acknowledge Valeria's long tenure (44 years) for the Board. Approval of Minutes. The minutes of the Regular Meeting of Library Board of Trustees April 24, 2014 meeting were reviewed. A motion to approve the minutes was made by Hamilton and seconded by Freeman. Motion carried 7/0. Unfinished Business. Planning process update. Consultants Bill Wilson and Ethel Himmel provided an update on the strategic planning process. Wilson stated this process is unusual in how engaged committee members have been. He believes the conversation has been excellent, as has the data, information and participation by the planning committee. The next step is for a subcommittee consisting of staff members who are on the planning committee after tomorrow's planning committee meets to work on plan details after which the whole committee will meet again. The targeted completion date was the end of June and Wilson projects that we will be close to that. New Business. Election of Officers. A slate of officers for FY15 was presented by the Nominating Committee. The slate is President, Robin Paetzold, Vice President, Tom Dean, and Secretary Jay Semel. A motion to approve the slate as presented was made by Baker and seconded by Hamilton. Motion carried 7/0. Dean begins as Vice President today as the position has been vacant since the resignation of Mark Edwards. Board Policy #501: Statement of Authority. This is a regularly scheduled policy review. No Board action required since there were no changes. Board Policy# 502: General Personnel Policies. Changes were made based on amending our policy to incorporate new language the City put in their personnel policies. A motion to approve the revised Policy #502 was made by Dean and second by McCray. Motion carried 7/0. Board Policy# 503: Administrative /Confidential Rights & Benefits. All of the Managers of the Library are included in the Administrative /Confidential group. There were significant changes made by the City to this policy. A motion to approve Policy #503 as presented was made by Semel and seconded by Freeman. Motion carried 7/0. Staff Reports. Director's Report. Craig updated the Board on the rental properties. The basement space currently rented by the University of Iowa for UIHC training space requested a lease extension of 18 months (through December, 2015) which will be on the June 3, 2014 City Council agenda. The first floor tenant, the Wedge, is owned by Steve Harding. Mr. Harding would like to enter into a longer lease than he is currently operating under to make additional investments in his current businesses. He will pursue this with the City. Craig has been corresponding with an individual who is against having cameras in the bathrooms. Craig has directed this person to the Library Board of Trustees. As previously noted on many occasions, the security cameras are only in the public areas of the public restrooms, not in the stalls. Another Library- related item to be addressed at the June 3 City Council meeting is a change to budgeted permanent staff positions at the Library. Craig has asked that the full -time Library Clerk job be reduced to 25 hours per week upon the retirement of Valeria Schnor. Five hours each will be added to two other positions, the Library Assistant I /Graphics Specialist position, and the Library Assistant III /Adult Services training position. This will slightly reduce the Library's overall personnel FTE. Departmental Reports. Adult Services. Clark mentioned the serendipity of our posting post cards of early Iowa City and Johnson County from the private collection of local historian Bob Hibbs to the Digital History Project. An author writing a book about Klondike Bill contacted Clark after seeing a Klondike Bill postcard in this collection. Community & Access Services. Outreach has resulted in 44 new library cards from SE Jr High. A group from the First Mennonite Church went door to door in Hilltop and signed up 22 people for library cards. Development Office. McCarthy stated the Unevent fundraiser is closing in on $10,000. The Library Links Golf Classic is coming up on June 27, 2014. There are ten sponsors and ten foursomes so far, E which is ahead of last year. There will be many great prizes including a Hole In One car. The last installment of $80,000 for the Better Building Better Service project was presented to City Council. The new Summer Reading coalition, assisted by a grant from United Way of Johnson County, is gathering data to show the impact of summer reading programs. ICPL is working with the Coralville Public Library, North Liberty Community Library, and ICCSD on this project. Volunteer Recognition. Rich - Chappell appreciated all the work volunteers do for the Library and was glad to have the report. Spotlight on the Collection. No comments. President's Report. Rich - Chappell stated this is her last meeting as President of the Board as she will not be present at the June meeting. She appreciated the opportunity to serve as President, said she learned a lot, and thought it was fun. She thanked staff. Announcements from Members. Dean was pleased to be part of a local author's fair held at Coralville Public Library on April 19, 2014. Committee Reports. Foundation Members. No report. Communications. None. Disbursements. The MasterCard expenditures for April, 2014 were reviewed. A motion to approve the disbursements for April 2014 was made by McCray and seconded by Dean. Motion carried 7/0. Set Agenda Order for June Meeting. Strategic Plan. Board Annual report. Adjournment. A motion to adjourn the meeting was made by Baker and seconded by McCray. Motion carried 7/0. President Rich - Chappell closed the meeting at S:S6 pm. Respectfully submitted, Elyse Miller a a fA 3 L 0 L R 0 Li m J a .2o fA u N W 'E cem E W 0 u u Q C 0 C r .� Z CC0 L W L caste n I x X x x I X X x Z Ol 0 l0 M 0 l0 In 0 l0 Ln 0 l0 01 0 9.0 111 0 l0 I- 0 110 Ln 0 l0 M 0 l0 0 l0 X 0 910 X X X x X X -O N N co O X 0 X X X X X W c6 X x L co w O\ x x O\ x x m -, O\ O\ co z x X X X X X O O �' �' E ca X o co C > co N U � co N U E Z � m F- a� ,On 0 H .I 2 w 1 N 000 C N X 0 X O - X x 0 X X x x x x x x O x n I x X x x I X X x X I I x 1 O 1 x I I X I X I I x I X I X I X X O OW \ X x X X x Z Ol 0 l0 M 0 l0 In 0 l0 Ln 0 l0 01 0 9.0 111 0 l0 I- 0 110 Ln 0 l0 M 0 l0 0 l0 0 l0 0 910 C C 0 -O N N co 0 3 L W c6 ^ x L co w � 2 x x x x m -, O\ O\ co z U X N �' �' E ca _� o co C > co N U � co N U E Z � m F- ,On 0 H .I 2 w 1 N 000 X 0 X O - X x 0 X X X R m w x x O x x 0 x x x O 'i O 0 e Z x X O X X 0 X X X C � r x x O x x x x x x X I I x 1 O 1 x I I X I X I I x I X I X I X X O OW \ X x X X x N D 0 V C X a, c c E a� a� O LA Q Z d Q II II w II II I �he X O O Z Z Ol 0 l0 M 0 l0 In 0 l0 Ln 0 l0 01 0 9.0 111 0 l0 I- 0 110 Ln 0 l0 M 0 l0 0 l0 0 l0 0 910 C C 0 -O N co 0 3 L W c6 ^ ro m L co w � 2 cca a m -, co U- co z U �' �' E ca _� o co C > co N U � co N U E Z � 2 F- ,On 0 H .I 2 w 1 N N D 0 V C X a, c c E a� a� O LA Q Z d Q II II w II II I �he X O O Z 2b(8) MINUTES APPROVED PARKS AND RECREATION COMMISSION MAY 14, 2014 ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B Members Present: Suzanne Bentler, David Bourgeois, Larry Brown, Clay Claussen, Maggie Elliott, Cara Hamann, Katie Jones, Lucie Laurian, Joe Younker Members Absent: None Staff Present: Mike Moran, Chad Dyson, Zac Hall Others Present: Angela Pitkin, DogPAC CALL TO ORDER Chairman Claussen called the meeting to order at 5 p.m. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None OTHER FORMAL ACTION: Moved by Bourgeois seconded by Jones to approve the April 9, 2014 minutes as written. Motion passed 9 -0. PUBLIC DISCUSSION: None FRIENDS OF HICKORY HILL PARK REPORT: Moran reminded commission members of the Hickory Hill Park plant sale to be held at the South Hickory Hill shelter the weekend following this meeting. Moran reported that the prairie burn that was done last fall at the park was proven successful in promoting new growth which is evident this season. DogPAC REPORT: Angela Pitkin, Vice President of the DogPAC board was present. She announced that DogPAC is very pleased to donate $5000 towards the new animal shelter and $1000 towards new water fountains at Rita's Ranch. Pitkin said that the group is very interested in working with Parks and Recreation in the possible development of a 10 -acre dog park in the future Riverfront Crossings area. PARKS AND RECREATION COMMISSION May 14, 2014 Page 2 of 7 Pitkin announced that the board welcomes new member, Pat Peterson who is from a Chicago suburb. She will be researching the possibility of having a summertime dog festival in 2015 for the purposes of fundraising. The desire is to make this a large event and hold it in or near Downtown Iowa City. One activity they are hoping to include, which tends to draw large crowds is called "Dock Dogs." Dock Dogs is a dock jumping and diving sport for dogs. It is a very popular sport in the U.S. and has been featured on ESPN. Moran suggested that they speak with the summer of the Arts coordinators to discuss getting on their calendar, or perhaps trying it at Thornberry Off -Leash Dog Park. Some of the other ideas include "Meet the Police Dog," and possible vendor booths. Dog PAC believes this would be a very popular event with the high population of dogs in the area. They will keep the commission informed of any plans as they progress. Brown asked if there is information available somewhere for people that are interested in joining DogPAC. Bourgeois noted that this information is available on their website at www.icdoapac.org. Claussen noted that dog parks are of great interest to many who are thinking of moving to the area. Laurian stated that she has some issue with dedicating 10 of the 35 acres of land planned for Riverfront Crossings for a dog park. Bentler noted that urban dog parks are generally smaller; Elliott asked who would approve such a request. Moran noted it would be up to City Council. There would likely be a lot of neighborhood involvement as well. NEIGHBORHOOD OPEN SPACE REVIEW First and Rochester, Part One: This is for a development of an 11 -unit building that offers no land for park use. It consists of steep slopes and the sidewalks don't meet trail needs and Ryerson's Woods is nearby. Moved by Elliott, seconded by Bourgeois to accept fees in lieu of land for the First and Rochester Part One Development. Motion passed 9 -0. Walden Hills /Rohret Road Preliminary Sensitive Areas Site Development Plan: This is a proposal for a 14 -unit apartment complex which is bordered by trees. Staff does not want to remove trees to provide green space for a park as they serve as a sound barrier from Highway 218. Moved by Elliott, seconded by Younker, to accept fees in lieu of land for the Walden Hills /Rohret Road Sensitive Areas Site Development Plan. Motion passed 9 -0. Prairie Hill: This includes the land swap proposal by the City to the Iowa City Cohousing LLC. The City proposes to swap 3 acres to the south of the park for some wooded land to the west of the park for use by the cohousing group for access to Benton Street. The idea is to provide a more open space to the community within the park. The Prairie Hill Development offers an open space that doesn't have much for trees so could provide space for a playground or splash pad. PARKS AND RECREATION COMMISSION May 14, 2014 Page 3 of 7 Staff does have some questions about this property yet concerning storm water drainage, having no alley -way etc., which will be discussed at the May 20, 2014 Joint Staff Meeting. Moran feels that the property swap is a good idea if issues can be worked out. This is an informational item only, no vote by commission necessary at this time. RECREATION DIVISION REPORT: Napoleon Softball Lighting: Dyson reported that he was contacted when the lights went off too early at Napoleon recently. He explained that in 2008 Musco Lighting put in an automatically controlled lighting system at five of the fields at Napoleon as well as Mercer Park fields. This allows Musco to monitor the efficiency of the system, to check for issues, to change lamps when they go out which then provides the City with an extended warranty on the system. On the second night that this new system was in place, there was a scheduling error at Napoleon and the lights went off prematurely. That has been resolved and there have had no issues since. Dyson further noted that he has received a quote to add this type of lighting to the City Park tennis courts as well. As far as the City Park ball diamonds are concerned, the existing lighting cannot be retrofitted for this automated system. City Park Pool Project: Dyson announced that due to weather related delays, the City Park Pool will now open on June 7 rather than the expected May 24 date. He noted that the project is looking great and that there will be a substantial increase in the amount of deck and green space provided. This delay may impact some of the regular lap swimmers who prefer City Park Pool, however, should not impact the community as much as it could with the delay in the school year ending. Blue Zones: Dyson is once again serving on the leadership board for Blue Zones and will keep Commission informed of upcoming events. Affiliate Groups: Dyson reported that staff will likely be discussing fees for use of the city facilities with affiliate groups. Some of the affiliate groups are reporting that their numbers are down this year. For example, Kickers reports being down 200 registrants, boys baseball is down three to four teams and girls softball numbers are declining as well. Some thoughts for this decline include lack of transportation and the growing popularity of U -trip teams. Dyson noted that as stated in the memorandum of understanding that the department has with affiliate groups, that they be invited to attend a commission meeting once per year. He would like to begin this process. He would likely schedule sports groups separate from those who rent rooms etc. Bourgeois suggested that the Iowa City EELS Swim Club be met with separately. Dyson agreed based on their unique relationship with the department, that they be met with separately as well. Dyson suggested beginning these meetings as the groups are wrapping up their seasons. Moran suggested that perhaps they all be brought in as one group to announce that we are reviewing fees etc., and then schedule them in smaller groups at a later time to discuss on an individual level. PARKS AND RECREATION COMMISSION May 14, 2014 Page 4 of 7 Brown asked if there was any way to provide bus service to some of these areas where there currently is none. Moran is going to speak with Chris O'Brien, Director of Transportation and see if he can attend a future Commission meeting to discuss. Dyson will bring to the Commission in June what we currently provide for these affiliate groups. Moran noted that this action was attempted in the past, however, many of the groups came back showing the money they had given to the City etc., and it was dropped. At that time there was discussion of a sliding scale fee for these groups. Moran noted that while the City is extremely grateful for their generosity in the past, the expenses to keep these facilities running is increasing and the City has to recoup these expenses. Jones asked what other cities do to recoup their costs. Moran explained that they are run by parent boards. Parents do the chalking of fields, mowing etc. It eventually becomes difficult for them to find people to maintain these venues. PARKS DIVISION REPORT: Hall and Moran will present a plan to council regarding Emerald Ash Borer. Hall noted that at last count the city has about 1200 ash trees, and about 600 more in the parks. Staff did not count Hickory Hill Park or Ryerson's due to the heavy forestation. Ash trees will not be removed from these two parks. Hall will share a plan with Commission in a couple of months. There will be a systematic plan for taking these trees down. They will not have to be burned as senate has passed a bill so that they can be taken to the landfill but do have to be chipped to 1" x 1" size prior to doing so. The University of Iowa uses chips for power so the department may look at selling them to the University for fuel, or see if they would come and get them for no cost. Elliott asked if the trees are taken down before being infested. Moran said that yes they are in an attempt to be proactive rather than reactive. Hall noted that the lifecycle of the ash bore is one year and they will decimate a tree within that time frame. Moran further stated that the plan will include replacing the trees that are removed with another. Bentler asked if replacement of trees will promote diversity of species. Hall said yes. Moran noted that in the past the department has given landowners options of five or six types of trees to choose from. Jones asked if any of the options would include edible trees. Moran said no as this usually invites more birds which will make more of a mess around the tree. Jones suggested that even so, since the landowner would get to choose, perhaps they should have an option of an edible tree. DIRECTORS REPORT: Ashton House: Moran noted that most of the parking lot has been backfilled. Staff is still waiting on a permanent ramp and hope to have that in by the end of the month. Project GREEN will begin working on the gardens over the Memorial Day weekend. TTRA: The Lodge is very busy with reservations. The park has become very popular for many walks as it provides a perfect 5K route (from the park to Napoleon and back). Moran noted that some of the trees that were planted last year did not survive the winter. They will be replaced. He also noted that a Herky statue has been placed at the park. This particular statue is named "Wood Grain Herky" and sets in front of the lodge. PARKS AND RECREATION COMMISSION May 14, 2014 Page 5 of 7 Social Services Agency Transportation: At the previous commission meeting it was suggested that some social services agencies be invited to a future meeting to discuss some of the challenges they are seeing when it comes to getting kids involved in recreational activities. Moran asked for a better definition of what the Commission would like to see done. He does not want to invite them, offer ideas and then find out that the City cannot provide the services suggested. Brown said that unfortunately those that he has spoken with do not really have any concrete ideas to offer. Moran said that he will contact Chris O'Brien, the City's Director of Transportation for input. Younker suggested that O'Brien be invited to a future meeting to get a sense of what the options are. Bentler suggested that someone also might want to speak with the affiliate groups to get their input. Perhaps parents and coaches could put together a carpool system. Hamann suggested that perhaps staff involve the Off Road Riders Program involved. This group does an annual fundraiser. Last year they were able to provide six to seven bicycles to kids and this year as many as 30 were distributed. The fundraiser this spring rose over $10,000. Brown asked what happens to bikes that the police pick up. Moran noted that they are auctioned off to bigger cities. He said that there may be some regulations in place that would not allow them to distribute through the City, but he will look into this. After more discussion Claussen asked members to send any ideas for other resources etc. to Brown. Moran and other staff can work with Brown to identify people /groups to meet with. Moran again stated that he believes step one is to have the Director of Transportation speak at a future commission meeting. Park Tour: Moran reminded members that last month there was some discussion about holding the annual park tour earlier in the year. These are generally scheduled for September or October. Bourgeois suggested that perhaps one be done in the spring and one in the fall. Willow Creek/Kiwanis Park: Moran handed out a proposed concept plan for the Willow Creek stream channel. The stream corridors and water quality need to be addressed in Willow Creek. The creek is eroding as well as the trails. He noted that the first step will be to hold public meetings. He will likely schedule a neighborhood meeting sometime in June. The estimated cost for construction at Willow Creek and Kiwanis Park is about $320,000. Ryerson's Wood Park: This park has been designated as a state forest preserve. The Governor will come to the park and make an announcement in mid to late June. The State Forest Preserve naming will protect the parkland from the cutting down of trees, plants, or anything else done around the area. Also, this will help when applying for future grants or funding for the park. City Park Parking: The department has begun selling parking passes for constructions workers that are working at Hancher and using the park to park their vehicles. They will pay $60 /month from May through November. Staff has designated two parking lots for them. The money for these tags will go back into the City Park account. PARKS AND RECREATION COMMISSION May 14, 2014 Page 6 of 7 CHAIRS REPORT: Claussen asked Tammy Neumann to provide a report to the commission about the Farmers Market. Neumann will report in June. COMMISSION TIME /SUGGESTIONS FOR FUTURE AGENDA ITEMS: Laurian hopes to see efforts of the City to build better relationships with the schools in the future. She does not feel that there is a good relationship that exists at this time. Younker reported on the ad hoc Senior Services Committee. The first meeting was mostly for organizational purposes. He stated it consists of a good diverse group. He will keep this commission apprised of developments through this committee. Hamann suggested that perhaps the Blue Zones committee be involved in some of the transportation issues to be discussed. ADJOURNMENT: Moved by Bourgeois, seconded by Bentler to adiourn the meeting at 6:46 p.m. Motion passed 9 -0. PARKS AND RECREATION COMMISSION May 14, 2014 Page 7 of 7 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD NAME M M M M M M T T v v TERM N O r r r Go co a N Q1 EXPIRES tO iz o Suzanne 1/1/17 * * * X X X NM X X X O/E X X Bentler David 1/1/15 X LQ X X X X NM X X X X X X Bourgeois Larry 1/1/18 * * * * * * * * X X O/E X X Brown Clay 1/1/14 X LQ X X X X NM X X X X X X Claussen Maggie 1/1/13 X LQ X X X X NM X X X O/E X X Elliott Allison 1/1/14 X LQ X O/E O/E X NM X Gnade Cara 1/1/16 X LQ X X X X NM X X X X X X Hamann Katie 1/1/18 * * * * * * * * X X X X X Jones Lucie 1/1/15 O/E LQ O/E O/E X X NM X O/E X X X X Laurian Alex 1/1/16 X * Taylor John 1/1/14 X LQ X X X X NM X * X Westefeld Joe 1/1/16 X LQ X X X O/E NM X X O/E X X X Younker KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum * = Not a member at this time ! 2b(9) � CITY OF IOWA CITY ..,,.._ MEMORANDUM Date: July 10, 2014 To: Mayor and City Council From: Bob Miklo, Planning & Zoning Commission Re: Recommendations from Planning & Zoning Commission At their June 19, 2014 meeting the Planning & Zoning Commission approved the June 5 minutes with the following recommendation to the City Council: The Commission voted 7 -0 to recommend approval of REZ14- 00006, a rezoning from Commercial Office (CO -1) zone to Planned Development Overlay (OPD -8) zone for property located at 2815 Rohret Road subject to general conformance with the site design and building plans submitted and a Conditional Zoning Agreement which addresses the following: a) Existing healthy trees within a distance of 80 feet of the Highway 218 right -of -way shall be preserved except where it is necessary to remove trees for installation of stormwater management facilities. b) The building will be built with sound abating construction techniques materials that reduce interior sound levels including masonry, fiber cement siding, and laminated windows. c) The maintenance the Rohret Road sidewalk becomes the responsibility of the owner of the development. 2. The Commission voted 7 -0 to recommend approval of REZ14- 00009, a proposal to rezone approximately 3.02 acres of property located between South Riverside Drive and Orchard Street north of Benton Street from Community Commercial (CC -2) zone to Riverfront Crossings — West Riverfront (RFC -WR) zone subject to a Conditional Zoning Agreement requiring the applicant; a) To dedicate ten feet of land along the Riverside Drive frontage of the property to the City in order to widen the public right -of -way along Riverside Drive b) Closure of the northern most curb cut from the property to Riverside Drive c) Dedication of land or grant of a public access easement to allow the public sidewalk to be extended around the Iowa Interstate Railroad embankment in a location to be determined by the City. 3. The Commission voted 7 -0 to recommend approval of REZ14- 00008, a rezoning of 1.36 acres from Low Density Single - Family (RS -5) to Low Density Multi - Family (RM -12) located at the northwest corner of Muscatine Avenue and Scott Boulevard and SUB14- 00008, a preliminary plat of Silver Slope, a 20 -lot approximately 12.14 acre residential subdivision at the same location subject to the storm water management drainage for Lot 23 being graded toward Muscatine Avenue. 4. The Commission voted 7 -0 to recommend approval of amending minor modifications, variances, special exceptions and provisional uses 14 -46 -1 to add a minor modification which would allow archways and gates taller than four feet to be approved administratively. 5. The Commission voted 7 -0 to recommend that City Code Section 14 -4D -2 be amended be amended to add outdoor service areas as an allowable temporary use for up to one July 10, 2014 Page 2 year subject to the six conditions identified be amended to clarify that outdoor ser% residential and mixed use zones will nc conforming use. in the staff report and that the Zoning Code ce areas associated with a restaurant in t be considered an expansion of a non- 6. The Commission voted 7 -0 to recommend that the City Council send a letter to the County recommending approval of a cell tower located on the northwest corner of 420th St SE and Taft Ave SE, in Area B of the Iowa City and Johnson County Fringe Area 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 JUNE 5 — 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, John Yapp, Sue Dulek OTHERS PRESENT: Jesse Allen, Bill Synan, Ann Synan, Bruce McDonald, Jennifer McDonald, Dave Zahradnick, Garry Hamdorf, Kevin Digman, Kevin Hanick, John Hieronymus, James Hayes, Mike Bieniek RECOMMENDATIONS TO CITY COUNCIL: The Commission voted 7 -0 to recommend approval of REZ14- 00006, a rezoning from Commercial Office (CO -1) zone to Planned Development Overlay (OPD -8) zone for property located at 2815 Rohret Road subject to general conformance with the site design and building plans submitted and a Conditional Zoning Agreement which addresses the following: a) Existing healthy trees within a distance of 80 feet of the Highway 218 right -of- way shall be preserved except where it is necessary to remove trees for installation of stormwater management facilities. b) The building will be built with sound abating construction techniques materials that reduce interior sound levels including masonry, fiber cement siding, and laminated windows. c) The maintenance the Rohert Road sidewalk becomes the responsibility of the owner of the development. 2. The Commission voted 7 -0 to recommend approval of REZ14- 00009, a proposal to rezone approximately 3.02 acres of property located between South Riverside Drive and Orchard Street north of Benton Street from Community Commercial (CC -2) zone to Riverfront Crossings — West Riverfront (RFC -WR) zone subject to a Conditional Zoning Agreement requiring the applicant; a) To dedicate ten feet of land along the Riverside Drive frontage of the property to the City in order to widen the public right -of -way along Riverside Drive b) Closure of the northern most curb cut from the property to Riverside Drive c) Dedication of land or grant of a public access easement to allow the public sidewalk to be extended around the Iowa Interstate Railroad embankment in a location to be determined by the City. 3. The Commission voted 7 -0 to recommend approval of REZ14- 00008, a rezoning of 1.36 acres from Low Density Single - Family (RS -5) to Low Density Multi - Family (RM -12) located at the northwest corner of Muscatine Avenue and Scott Boulevard and SUB14- 00008, a preliminary plat of Silver Slope, a 20 -lot approximately 12.14 Planning and Zoning Commission June 5, 2014 Page 2 of 13 acre residential subdivision at the same location subject to the storm water management drainage for Lot 23 being graded toward Muscatine Avenue. 4. The Commission voted 7 -0 to recommend approval of amending minor modifications, variances, special exceptions and provisional uses 14 -413-1 to add a minor modification which would allow archways and gates taller than four feet to be approved administratively. 5. The Commission voted 7 -0 to recommend that City Code Section 14 -4D -2 be amended be amended to add outdoor service areas as an allowable temporary use for up to one year subject to the six conditions identified in the staff report and that the Zoning Code be amended to clarify that outdoor service areas associated with a restaurant in residential and mixed use zones will not be considered an expansion of a non - conforming use. 6. The Commission voted 7 -0 to recommend that the City Council send a letter to the County recommending approval of a cell tower located on the northwest corner of 420th St SE and Taft Ave SE, in Area B of the Iowa City and Johnson County Fringe Area 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 / Development Items REZ14 -00005 Discussion of an application submitted by Allen Homes for a rezoning of approximately 3.6 -acres of property from Low Density Single Family (RS -5) zone to Planned Development Overlay (OPD -5) zone to allow construction of an 11 -unit multi - family building located at the NE corner of First Avenue and Hickory Trail. Yapp noted what kinds of zoning surround the subject property. He showed photographs of various views of the subject property. He said this project would be a cluster of eleven dwelling units into a single multi - family building on the northwest part of the property, with that number based on the number of single family units that could be placed on the property. He said there is a required 100 foot buffer provided from the stream corridor and wetlands along the east edge of the property. Yapp said staff feels that the plan for the property is consistent with the Northeast District Plan. He said a majority of the parking is planned to be underneath the building, with two pedestrian entrances proposed to the building. He showed several views of the structure. He said although one corner of the building is taller than thirty -five feet, the average height of the structure is under thirty -five feet. He said staff finds that the development won't overburden streets and utilities. He said the proposed development provides more open space and views across the property than a conventional subdivision. He said the single means of access to First Avenue is preferable to multiple driveways. He said the Parks and Recreation Commission has recommended fees in lieu of public open space. He said staff finds that the development meets the intent of the Planned Development and Sensitive Areas Development Planning and Zoning Commission June 5, 2014 Page 3 of 13 Plan by clustering the units, preserving a majority of the property as open space, preserving the wetland buffer and stream corridor and minimizing paving and recommends approval subject to general conformance with the plan provided and the building design complying with the multi- family site design standards. Freerks asked what, if any, impact site features would have on how many single family homes could be built. Yapp said for the homes built on First Avenue, the homes would be required to be built outside the buffer and the buffer would become a rear yard. He said in order to achieve the lots on Hickory Trail the developer would have to request a reduction in the buffer. Freerks opened public discussion. Jesse Allen of Allen Homes, the developer, said if he could build single family homes on this property, he would. He said they have designed a building to minimize impact for Hickory Trail and that will blend into the terrain and be compatible with the houses to the east. He said he wanted to preserve one - hundred percent of the wetlands and the trees, so they pushed the building to the northeast portion of the property, which allowed them to use some existing screening. Eastham asked about ADA compatible units. Allen said all the units will be ADA compatible and there is an elevator in the proposed building. Bill Synan of 833 Cypress Court said he isn't in favor of this rezoning. He said he has seen several rezonings in the past few years that have substantially increased the number of multi- family dwelling units along First Avenue. He said there is no reason to rezone these parcels because single family homes can be built on this land. Ann Synan of 833 Cypress Court said this proposed development is not what residents had envisioned for the gateway to the Bluffwood neighborhood. She said she doesn't feel that this proposed building will blend into the area and that it will adversely affect privacy of the single family homes. She said the open space on the southern end of the subject property won't necessarily offer more green space or protect the wildlife or plant species any more than the single family homes are already doing. She said the residents of the area are afraid of seeing another massive retaining wall put in like the one across the street. She said she feels there are enough condominiums in this area already and would like to see either single family homes or duplexes built on the subject property. Bruce McDonald of 855 Cypress Court said he will have a direct view into the back of the monstrosity that is planned. He said the City has received many letters opposed to this rezoning as well as a petition against it containing over one - hundred signatures, and if this rezoning goes through, that is not government by and for the people. He said with the grade on this property there would need to be a large retaining wall on this property. Jennifer McDonald of 855 Cypress Court said her first choice is single family dwellings, but if they have to build perhaps they could balance the zero lot buildings up the hill on First Avenue by building more of them on the subject property. Dave Zahradnik of Newmann Monson Architects said at the Good Neighbor meeting the consensus was that short of buying that property so nothing could ever be built on it, the neighbors would be happiest saving most of the ground and that the clustered condos would be the best option. He said that that new proposed grades do fit in with the existing grades so there is no retaining wall along the west. He pointed out on the proposed plans that what might look Planning and Zoning Commission June 5, 2014 Page 4 of 13 like a retaining wall is actually the foundation of the building and where the building stops, a retaining wall continues that will be well screened with plants. Garry Hamdorf, owner of the property to the north of the subject property, asked the Commission to drive out and look at the condo that is being built on the corner of First Avenue and Hickory Trail. He said the blocks in the retaining wall are huge and it looks like a fortress. He said he thinks a responsibility of the Commission and City Council is to protect the citizens who are established and who moved there with a zoning that's different than what is being requested. He said they need to look at what else is possible on this site. Freerks closed public discussion. Eastham moved to defer REZ14 -00005 to the June 19th meeting of the Commission. Dyer seconded. Eastham said he wants to look at what the options are for developing this site. Freerks said she wanted more time to consider this. Thomas said he's concerned with what the intent is of the RS -5 zone and what kind of development is described in the Zoning Code with respect to RS -5, and what types of uses are permitted on this zone. Miklo explained that if owners of twenty- percent of the land within two - hundred feet of the subject property sign a protest petition it takes a super majority or six out of seven Council members to approve a rezoning, and the petition submitted does not constitute a protest petition according to the Zoning Code. Eastham said he wants some kind of metric to evaluate Comprehensive Plan provisions about doing additional multi - family development along First Avenue, and what the ratio is for single family versus multi - family development. A vote was taken and the motion carried 7 -0. REZ14 -00006 Discussion of an application submitted by Hodge Construction Company for a rezoning of approximately 4.40 -acres of property from Commercial Office (CO -1) zone to Planned Development Overlay (OPD -8) zone to allow construction of a 33 -unit multi - family building located at 2815 Rohret Road. Eastham disclosed that he's on the board of a non - profit that had previously looked at this property as a potential site, but those negotiations have stopped and there's been no action in the past several months. Miklo explained the zonings of the surrounding areas. He said the applicant is requesting the rezoning because they have not been able to find a market for CO -1 here. He showed photos of the neighboring areas and the subject property. He said the Comprehensive Plan encourages clustering development farther away from Highway 218 to allow preservation of trees along the highway and provide space to help mitigate highway noise. He said the Southwest District Plan does indicate that cluster development is appropriate in this area. He said staff believes that the design of the building and the materials proposed are compatible with the neighborhood, that Planning and Zoning Commission June 5, 2014 Page 5 of 13 the building position on the site allows for a generous setback especially from the properties in Mormon Trek Village and that the building is being positioned to provide buffering from the highway noise. He said staff is recommending approval with conditions regarding preservation of the trees within eighty feet of the right -of -way of Highway 218 except where necessary for storm water management, that the building be constructed of materials designed to abate sound from the highway, and that maintenance of the sidewalk on Rohret Road be tied to this property. Freerks asked how many parking spaces are being per dwelling unit and two guest spaces, with the require two spaces. Freerks opened public discussion. provided. Miklo said the plan is two spaces expectation being that not all the units will Kevin Dignan of Hodge Construction said the plan is for twenty two- bedroom units and thirteen one - bedrooms. Freerks closed public discussion. Thomas moved to defer REZ14- 00006. Eastham seconded. Thomas said the issue for him is cluster development and its definition. Miklo explained that the Zoning Ordinance and Planned Development Ordinance indicate that with the Council's approval after recommendation by the Commission, clustering includes creation of multi - family buildings where you would put units into multi - family or duplex or townhouse -style units or single family with smaller lots. He said that for zoning purposes, all of the above are the intention for clustering. Freerks stated that this proposed plan does meet what the City considers a cluster development. A vote was taken and the motion for deferral was denied 0 -7. Eastham moved to recommend approval of REZ14- 00006, a rezoning from Commercial Office (CO -1) zone to Planned Development Overlay (OPD -8) zone for property located at 2815 Rohret Road subject to general conformance with the site design and building plans submitted and a Conditional Zoning Agreement which addresses the following: 1. Existing healthy trees within a distance of 80 feet of the Highway 218 right -of -way shall be preserved except where it is necessary to remove trees for installation of stormwater management facilities. 2. The building will be built with sound abating construction techniques materials that reduce interior sound levels including masonry, fiber cement siding, and laminated windows. 3. The maintenance the Rohert Road sidewalk becomes the responsibility of the owner of the development. Martin seconded. Miklo noted that since the staff report was written, the City Engineer has received the storm water management plan and has it. Planning and Zoning Commission June 5, 2014 Page 6 of 13 Eastham said he thinks this is a reasonable use of this parcel. He says this helps achieve a better balance of multi - family higher density homes available to people whose children will be attending Weber Elementary School. Theobald said she wished there was another way to manage storm water and buffer with vegetation that would further draw water down. She said she thinks what they do with that is not very attractive and probably not the best practice. She said she would like to discuss the design of stormwater in general at a later date. Thomas said with the cluster this would be a great opportunity to develop a recreational area, but according to the plans he's looking at, more focus seems to be on the parking. Freerks said sometimes there's a nice balance between that and retaining unkempt trees and shrubs and nature as a buffer. She said there is value in both. Thomas agreed that there was an opportunity here to do both. A vote was taken and the motion carried 7 -0. REZ14 -00009 Discussion of an application submitted by Emrico Properties LLC for a rezoning of 3.02 - acres of land located on the west side of South Riverside Drive, north of Benton Street from Community Commercial (CC -2) zone to Riverfront Crossings — West Riverfront (RFC -WR) zone. Miklo said the subject property formerly contained a portion of the Hartwig Auto Dealership. He showed various views of and from the property. He said the proposed Riverfront Crossings zone is a mixed use zone that allows both commercial and residential, the latter either on the ground floor or on the upper floors. He said intensity of development for residential would be somewhat higher in the Riverfront Crossings Zone than in the CC -2 zone as the CC -2 zone requires commercial on the ground floor and Riverfront Crossings does not and CC -2 allows three stories whilst Riverfront Crossings allows four stories with the potential for a bonus floor. Miklo said the proposed plan is for 96 dwelling units built over an underground parking facility with a surface lot as well. He said an issue identified with the Riverfront Crossings District is improvement of pedestrian access and the character along Riverside Drive, and staff believes this building will contribute to that vision by building a structure on the west side of the street with the parking behind it. He said as conditions of the rezoning staff is recommending that ten additional feet of right -of -way be dedicated to the City to allow improvement of the pedestrian sidewalk and an easement or right -of -way be granted by this property to allow a pedestrian connection for a potential tunnel under the railway viaduct. Miklo said staff feels this proposal does meet the Riverfront Crossings vision. He said there will be a buffer strip on the west side of the proposed building. He said one of the two curb cuts will be eliminated and consolidate them into one. He said staff is recommending approval with the conditions outlined in the staff report. Swygard asked if the subject property abuts a single family property. Miklo said it abuts the OPD -5 zone to the west which contains duplexes. She asked how much traffic will funnel down Orchard Street to Benton Street. Miklo said they anticipates some, but predicting how much will go down Orchard versus Riverside Drive may not be possible. Planning and Zoning Commission June 5, 2014 Page 7 of 13 Yapp said they could not model something this small on their traffic model. He said he thinks that most of the residents of the proposed building will be headed north toward campus and downtown. Dyer asked if this is the only property that will abut residential property across Orchard Street. Miklo said as you work south there will be other properties that will abut residential. Eastham asked what the Form Based Code has to say about assessing the capacity of a street like Orchard Street to carry traffic from a fairly dense residential use. Yapp said the Form Based Code doesn't address traffic volume on streets but as part of staff's regular analysis they do consider traffic volumes and how that might affect a street. He said even with this number of units for the proposed building, Orchard Street will have a relatively low traffic volume overall. Freerks opened public discussion. Kevin Hanick on behalf of Emrico LLC said we will be seeing major changes in downtown. He said the downtown housing right now is dominated by undergraduate rental housing. He said he thinks there is a need to serve a non - undergraduate population with a level of amenity -based housing that's close in but not in downtown. He said this project would predominantly have studios, one and two- bedrooms. He said although they would qualify for a bonus floor by dedicating an extra ten feet of right -of -way and buffer they don't anticipate going over four stories. He said this property is out of the flood plain. Eastham said the plan before him shows buffering between the subject site and the homes across Orchard Street. Miklo said the Code requires a buffer strip that this plan includes. He said it's a good zoning practice to have transitions occur at backyards and that is the case here for the properties on Orchard Court. Freerks said it's key to address headlight traffic. Hanick said the applicants hope that residents will take advantage of the nearby bus routes, and pedestrian and bicycle paths, and that driving will not be the only way to get around. Swygard said there will be good public transportation to get to stores across the highway, but she said she still has some concern about the headlights as they exit facing west to get onto Orchard Street. Hanick said the curb cut from the parking lot would align with Orchard Court. Dyer said she finds it distressing to have parking facing a residential neighborhood. She asked if all the spaces are necessary. Hanick said it's what they need and it will meet the City guidelines. Freerks closed public discussion. Eastham moved to recommend approval of REZ14- 00009, a proposal to rezone approximately 3.02 acres of property located between South Riverside Drive and Orchard Street north of Benton Street from Community Commercial (CC -2) zone to Riverfront Crossings — West Riverfront (RFC -WR) zone subject to a Conditional Zoning Agreement requiring the applicant; Planning and Zoning Commission June 5, 2014 Page 8 of 13 1. To dedicate ten feet of land along the Riverside Drive frontage of the property to the City in order to widen the public right -of -way along Riverside Drive 2. Closure of the northern most curb cut from the property to Riverside Drive 3. Dedication of land or grant of a public access easement to allow the public sidewalk to be extended under the Iowa Interstate Railroad embankment in a location to be determined by the City. Martin seconded. Eastham said the Commission agreed to a course with the Form Based Code governing the Riverfront Crossings area so his duty is to approve this rezoning with the conditions as outlined. He said this is a real opportunity to take the first step in the Riverfront Crossings District. Freerks said she's happy to see this come forward and is starting to formulate what staff and the community have put so much into and this has a lot of potential. She said she hopes it all comes together well and the applicant knows that the Commission is concerned about parking and headlights. Thomas said he's pleased to see things moving forward and he was interested in seeing how the Form Based Code would translate to the building design. He said although this isn't the final plan, it is a building with some articulation creating useable open space and he thinks that's a real step forward. He said that in the Downtown / Riverfront Crossing Master Plan the drive does align with Orchard Court and these are the kinds of things that do make a difference in terms of the overall outcome. Swygard said it's good to see some development finally happening in this part of town that will hopefully encourage and spur further development in the area. She said she's happy to see some stability come to the area with this development. She said her concern is the traffic because even though it's anticipated that people living there will either work or head north for certain activities, she knows they are going to go south for their daily activities like grocery shopping. She said she is concerned about cut - through traffic on Miller and Hudson Streets, streets that are already overburdened and she would encourage that neighborhood to look at some traffic calming features for those two streets. Theobald said she's excited about this development but she does share Swygard's concerns about the traffic. A vote was taken and the motion carried 7 -0. Freerks called for a short break. Freerks called the meeting back to order. R EZ 14- 00008 /SUB 14 -00008 Discussion of an application submitted by John Hieronymus for a rezoning of 1.36 -acres of land located north of Muscatine Avenue and west of Scott Boulevard from Low Density Single - Family (RS -5) zone to Low Density Multi - Family (RM -12) zone and for a preliminary plat of Silver Slope, a 20 -lot, 12.14 acre residential subdivision. Miklo explained the street design changes between the current rezoning application and a previous one. He said the previous plan provide a loop street that would have connected back Planning and Zoning Commission June 5, 2014 Page 9 of 13 to Muscatine Avenue in the future. He said the current proposal moved the new street access to Scott Boulevard and ends with a cul -de -sac. He said the subdivision regulations generally discourage cul -de -sacs, but in this case the applicant wishes to set aside Outlot B to preserve trees and open space. He said staff is recommending approval subject to Lot 23 being graded to drain toward Muscatine Avenue and that would be a note that would have to be added to the plat before this goes to City Council. Freerks opened public discussion. John Hieronymus of 3322 Muscatine Avenue said this is a two -part development and they are happy to have staff support on this. Freerks closed public discussion. Eastham moved to recommend approval of REZ14- 00008, a rezoning of 1.36 acres from Low Density Single - Family (RS -5) to Low Density Multi - Family (RM -12) located at the northwest corner of Muscatine Avenue and Scott Boulevard and SUB14- 00008, a preliminary plat of Silver Slope, a 20 -lot approximately 12.14 acre residential subdivision at the same location subject to the storm water management drainage for Lot 23 being graded toward Muscatine Avenue. Swygard seconded. Freerks said the Commission usually doesn't like to see cul -de -sacs but it's okay occasionally for a reason such as the open space being proposed here. She said it's nice to see multi - family and single family here side by side, and is happy that the applicant wishes to retain a grove of trees on the property. A vote was taken and the motion carried 7 -0. Code Amendment Items Consider an amendment to Title 14, Zoning Code, Chapter 4, Use Regulations, Article B, Minor Modifications, to allow archways and gates over 4 feet in height in required residential front yard setbacks to be approved administratively. Yapp explained that the current Code prohibits fences taller than four feet within the front yard setback. He said staff was recently approached by James Hayes regarding a proposal for an archway gate and fence to be installed in the front setback for properties on Burlington Street. He showed an image of what that archway and fence might look like. He said the purpose is to delineate and identify these properties as a cohesive area. He said the intent of the current four foot limitation is to maintain a pedestrian friendly street scape and prevent a stockade -like feel walking along the sidewalk. Staff reviewed this proposal and feels there are situations where the design of the fence could actually enhance and add to the street scape. Freerks asked about including the condition of using quality materials. Yapp said the definition of a quality material can be subjective. Yapp said a meeting for property owners within 200 feet would be part of the Minor Modification review process. Planning and Zoning Commission June 5, 2014 Page 10 of 13 Eastham asked if approval from the Historic Preservation Commission would be required. Miklo said it would. Freerks opened public discussion. James Hayes of 1142 E. Court St. gave a history of the houses in question and said they are being used as The Grant Wood Artist Colony. Freerks closed public discussion. Thomas moved to recommend approval of amending minor modifications, variances, special exceptions and provisional uses 14 -413-1 to add a minor modification which would allow archways and gates taller than four feet to be approved administratively. Martin seconded. Freerks said she's excited about this and the fact that someone is doing this so the public can enjoy it. She said she's satisfied with not putting "quality materials" in this amendment as hopefully it's something that will always be assessed and monitored by staff. Eastham said this is a wonderful idea and is appreciative of Hayes for putting it together. A vote was taken and the motion carried 7 -0. Consider an amendment to Title 14, Zoning Code, Chapter 4, Use Regulations, Article D, Temporary Uses, to allow outdoor service areas associated with restaurants as temporary uses in residential and mixed -use zones. Yapp said City Council directed staff to prepare an amendment to allow outdoor service areas in residential and mixed use zones as a temporary use requiring an annual permit. Martin asked why there is a maximum of thirty people. Yapp said that was the condition for the Community Commercial zone so this would be consistent, and also the concern is that when you get a larger group of people there's a greater chance of noise. Eastham asked if there is a definition of an outdoor service area. Yapp said it has to be defined with a barrier and tables aren't necessarily required. He said the definition is that it's an outdoor service area for food and alcohol and it's the alcohol that makes it an outdoor service area. Freerks opened public discussion. Freeks closed public discussion. Thomas moved to recommend that City Code Section 14 -4D -2 be amended be amended to add outdoor service areas as an allowable temporary use for up to one year subject to the six conditions identified in the staff report and that the Zoning Code be amended to clarify that outdoor service areas associated with a restaurant in residential and mixed use zones will not be considered an expansion of a non - conforming use. Planning and Zoning Commission June 5, 2014 Page 11 of 13 Eastham seconded. Freerks said the temporary nature of this and the idea that there are ways to get around this make this more appealing to her. She said these types of things are good to try, and small areas where people can get together and mix are good. A vote was taken and the motion carried 7 -0. County Conditional Use Item Discussion of an application submitted to Johnson County from Verizon Wireless requesting a conditional use permit to allow a 195 foot tall communications tower on 9.2 acres of land located on the northwest corner of 420th St SE and Taft Ave SE, in Area B of the Iowa City and Johnson County Fringe Area. Miklo indicated that this is in Fringe Area B of the Iowa City /Johnson County Fringe Area Agreement. The County Zoning Code provides for City review of Conditional Use Permits when they are within two miles of a city. He said this area will likely be annexed into the city and zoned Industrial in the future. He said that such towers are allowed in the city's industrial zones proved that the tower be setback from the property line a distance at least equal to the tower's height. He said the application has been revised to adhere with the City's requirement regarding the setback and staff recommends approval. Freerks opened public discussion. Michael Bieniek said he represented the applicant and was available for questions. Freerks closed public discussion. Eastham moved to recommend that the City Council send a letter to the County recommending approval of a cell tower located on the northwest corner of 420th St SE and Taft Ave SE, in Area B of the Iowa City and Johnson County Fringe Area. Martin seconded. A vote was taken and the motion carried 7 -0. Consideration of Meeting Minutes: May 1, 2014 Eastham moved to approve. Swygard seconded. A vote was taken and the motion carried 7 -0. Other Adjournment Eastham moved to adjourn. 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Q Q Z II II II II II X O W i O W Y 07 -15 -14 2b(10) Approved Minutes May 15, 2014 MINUTES SENIOR CENTER COMMISSION MAY 15, 2014 ROOM 209, IOWA CITY /JOHNSON COUNTY SENIOR CENTER Members Present: Jay Honohan, Chuck Felling, Kathy Mitchell, Rose Hanson, Margaret Reese, Jack Hobbs, Mark Holbrook Members Absent: None Staff Present: Linda Kopping, Kristin Kromray, Michelle Buhman, Craig Buhman Others Present: None RECOMMENDATIONS TO COUNCIL: None. CALL TO ORDER: The meeting was called to order by Honohan at 4:00 PM. APPROVAL OF MINUTES FROM MARCH 20, 2014 MEETING: Motion: To accept the minutes from the March 20, 2014 meeting. Motion carried on a vote of 7/0. Holbrook /Hobbs APPROVAL OF MINUTES FROM MARCH 25, 2014 MEETING: Motion: To accept the minutes from the March 25, 2014 meeting. Motion carried on a vote of 7/0. Hobbs /Holbrook PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA: None. COMMISSION ASSIGNMENTS: None. Approved Minutes May 15, 2014 DISCUSSION OF AD HOC SENIOR SERVICES COMMITTEE: Honohan reported that the Ad Hoc committee will meet every other Monday. The next meeting will occur on Monday May 19th at 4pm in room 202 of the Senior Center. After the meeting there will be a tour of the Senior Center. DISCUSSION RELOCATION OF THE SENIOR NUTRITION PROGRAM Kopping reported that she was contacted by Susan Blodgett (Wehr) of Elder Services and was told that the nutrition program will be relocating their kitchen to North Liberty. Elder Services will continue to use the Senior Center as a contqregate meal site 7 days a week. Kopping will be meeting with Blodgett on June 4t to discuss more specifics of what space needs Elder Services will have after the move. Kopping has been reviewing the lease agreement and list of equipment that is in the kitchen. Staff has been discussing various ways that the kitchen could best be utilized to meet the needs of the Senior Center, Elder Services and area seniors. Kopping will also be meeting with the Board of Supervisors, Heritage Area Agency on Aging and Elder Services on June 5th OPERATIONAL OVERVIEW Kopping reported that two of the treadmills in the exercise space are having issues. One will need to be replaced and the other is under warranty and will be repaired if possible. Kopping reported that Friends of the Center has agreed to purchase 33 raised garden beds. Ecumenical Towers, Pathyways, Emmerson Point and assisted living at Bickford Cottage have all agreed to be pilot sites for the project. Michelle Buhman is currently identifying volunteers to help set up the garden beds and work with representatives from each location. Buhman mentioned that summer registration begins on May 20th. This summer there are 101 opportunities to be involved in (63 classes /events, 21 groups and clubs, 6 performance groups, 2 movie series and 9 volunteer positions). Buhman reported that the Visibility Action Team is having a free screening of the movie "Before You Know It" on June 17th at FilmScene. After the movie there will a discussion with the film maker and two people that are in the movie via skype. There will also be an encore screening at the public library the following Saturday. This event is being sponsored by Johnson County Livable Communities and the Human Rights Commission. 2 Approved Minutes May 15, 2014 The Visibility Action Team is also going to be moving forward with the SAGE affiliation, which was put on hold while SAGE reorganized their application process. Buhman reported that the Textured Aging program was successful. Next year she looks forward to being the co -chair of the Oberman Center Late -Life Learning Group which put on this program. Buhman is looking into the Silver Sneakers program through Medicare. This program works by reimbursing people for fitness classes they take that are provided by certified silver sneakers instructors. In order to participate, the person must use an insurance provider approved by the Silver Sneakers program. Providers vary from one location to another. COMMISSION DISCUSSION Honohan reported he went to the city council and discussed the Colin Milner program and the Bunny Hop dance. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 7/0. Mitchell /Holbrook Approved Minutes May 15, 2014 Senior Center Commission Attendance Record Year 2014 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 5/15 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 12/31/13 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 X Key: X = Present O = Absent O/E = Absent/Excused NM= No meeting -- = Not a member 2b(11) IOWA CITY TELECOMMUNICATIONS COMMISSION APPROVED MONDAY, JUNE 2,2014--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST. -TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Laura Bergus, Nicholas Kilburg, Alexa Homewood, Matt Butler MEMBERS ABSENT: Bram Elias STAFF PRESENT: Ty Coleman OTHERS PRESENT: Josh Goding, Emily Light SUMMARY OF DISCUSSION Coleman said Grassley informed him that an increase in broadband speeds has been implemented. Grassley also said that Cedar Rapids now has a 350 Mbps Internet service plan and that due to the number of local access channels Iowa City will not likely be upgraded to that level soon. Coleman asked Grassley if there might be an interest in providing an HD signal for local access channels in exchange for moving a channel or channels' channel number out of the lower numbers. Coleman said the Internet consumer guide website has been up since the beginning of May. Homewood said it would be interesting to see how many people viewed the site and used the bandwidth calculator. Coleman said he could get that information. The Iowa City Communications Department agreed to put a link to the consumer guide on the city's website in the newcomer's section. In addition, Brau will forward the link with an explanation to the University of Iowa Orientation Department. The first video has been completed and is on the City Channel. Coleman said a draft of a survey regarding viewers' perspectives on the local access channels was included in the meeting packet and asked Commissioners to review it and think about what additional kinds of information would be useful to explore. The goal is to improve the local access channels' services. Each access channel was forwarded a draft and feedback was requested. Homewood and Kilburg said it was good to include the surrounding area and not limit the survey to Iowa City. Coleman said it would be best to conduct the survey when the University is in session. How to collect responses is still being explored. A web - based survey will likely be done and other methods might also be pursued. APPROVAL OF MINUTES Bergus moved and Kilburg seconded a motion to approve the amended March 24, 2014 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS Homewood thanked Bergus for her presentation to the city council on the Internet consumer education initiative and said the presentation was very well done. SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Homewood noted that there was a written report in the meeting packet. Coleman said one of the complaints has subsequently been resolved. MEDIACOM REPORT Coleman said Grassley informed him that an increase in broadband speeds has been implemented. Grassley also said that Cedar Rapids now has a 350 Mbps Internet service plan and that due to the number of local access channels Iowa City will not likely be upgraded to that level soon. Coleman asked Grassley if there might be an interest in providing an HD signal for local access channels in exchange for moving a channel or channels' channel number out of the lower numbers LOCAL ACCESS CHANNEL REPORTS Goding reported that PATV was open 39 hours per week for 13 weeks in the first quarter of 2014. 168 hours of programming were cablecast per week. The guidelines workshop has been moved to the first Thursday of the month. The PATV board will not meet in June. On June 14 PATV will open the studio for people from 12 -3 pm to come in before a green screen and record a Father's Day message for a program to air on Father's Day. PATV continues to produce the "Live and Local" program on a wide variety of local topics and "Live from Prairie Lights ". A new series, "What If', produced in association with the University of Iowa Public Policy Institute will begin playback soon. Light reported that the month of May was quite busy at the Senior Center and SCTV recorded many of those events. Events include concerts by the New Horizons Band, the Voices of Experience and Family Folk Machine, a performance by a group recreating an old -time radio show, a panel discussion on aging stereotypes, and a screening of a documentary, "Consider the Conversation ", followed by a panel discussion. CONSUMER EDUCATION PROJECT Coleman said the consumer guide website has been up since the beginning of May. Homewood said it would be interesting to see how many people viewed the site and used the bandwidth calculator. Coleman said he could get that information. The Iowa City Communications Department agreed to put a link to the guide on the city's website in the newcomer's section. In addition, Brau will forward the link with an explanation to the University of Iowa Orientation Department. The first video has been completed and is on the City Channel. LOCAL ACCESS CHANNEL SURVEY Coleman said a draft of a survey regarding viewers' perspectives on the local access channels was included in the meeting packet and asked Commissioners to review it and think about what additional kinds of information would be useful to explore. The goal is to improve the local access channels' services. Each access channel was forwarded a draft and feedback was requested. Homewood and Kilburg said it was good to include the surrounding area and not limit the survey to Iowa City. Coleman said it would be best to conduct the survey when the University is in session. How to collect responses is still being explored. A web -based survey will likely be done and other methods might also be pursued. Bergus asked if there was an opportunity to promote the survey using Mediacom's bills. Coleman said he will inquire. ADJOURNMENT Homewood moved and Kilburg seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 6:03 p.m. Re tfully submitted, Michael Brau Cable TV Administrative Aide TELECOMMUNICATIONS COMMISSION 12 MONTH ATTENDANCE RECORD (X) = Present (0) = Absent (O /C) = Absent/Called (Excused) Hoerschelman Ber us Homewood 5/28/11 X X X X x 6/27/11 x o/c x x X 8/27/11 x x x o/c X 9/24/11 X X X X X 10/24/11 X X X X X 11/26/11 X X vacant X X Kilbur 2/25/12 X X x x X Butler 3/26/12 o/c x o x X 4/23/12 X X X X X 5/21/12 X X X X X 6/25/12 X X X X X 7/23/12 x X X X X 8/27/12 x x x x X 9/24/12 X X X X X 10/22/12 X X X X X 11/26/12 X X X X X 12/17/12 X X X X X 1/28/13 X o/c X X X 2/25/13 X X X X X Elias 3/25/13 o/c x o/c x X 4/22/13 x x x x 0 6/3/13 X X X X X 6/24/13 x o/c z o/c X 7/22/13 o/c x x x X 9/23/13 x X X X o/c 10/28/13 X X X X X 12/30/13 O/C X O/C X X 1/27/14 X X X X X 2/24/14 X X X 0 0 3/24/14 X X X X X 6/2/14 0 X X X X 6/23/14 0 X X X x (X) = Present (0) = Absent (O /C) = Absent/Called (Excused)