Loading...
HomeMy WebLinkAbout2015-10-06 Bd Comm minutesAirport Commission July 16, 2015 Page 1 MINUTES FINAL IOWA CITY AIRPORT COMMISSION JULY 16, 2015 — 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Jose Assouline, Minnetta Gardinier, Chris Ogren Members Absent: David Davis, A. Jacob Odgaard Staff Present: Michael Tharp, Sue Dulek Others Present: Matt Wolford, Melissa Underwood, Dan Augspurger, Carl Byers, Ron Roetzel, Matt Wilke, Carol Freeman RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None. DETERMINE QUORUM: Chairperson Gardinier called the meeting to order at 6:05 P.M. APPROVAL OF MINUTES: 4b(1) Minutes from the June 25, 2015, meeting were reviewed. Ogren noted that the minutes state that Chairperson Gardinier called the meeting to order; however, she was not present at this meeting. This should say Odgaard instead. Also noted were a few grammatical errors that Ogren will show to Tharp. Ogren moved to accept the minutes of the June 25, 2015, meeting as amended per the discussion. Assouline seconded the motion. The motion carried 3-0. Ogren then asked about the absence and absence excused. She questioned the use of absence excused for those members who do not show up at meetings, without any prior notification of such. Tharp will check into this issue. Members briefly discussed this issue, asking if there is some type of policy concerning members missing too many meetings without any reason given. Dulek will check into this matter for the Commission. Gardinier suggested they add this topic to next month's meeting, so that they can better understand how they might handle the issue. PUBLIC DISCUSSION: Dan Auspurger addressed the Commission, noting that he was a pilot for Jet Air in 2007, and he noted that he has started a business involving a quad-copter. He further explained what he is doing with this type of aircraft and responded to Member questions. Auspurger noted that the FAA requires a letter from the Airport Commission in order for him to fly within the two-mile radius around the Airport. He wanted to bring this issue to the Commission's agenda, so that they can perhaps discuss it at a future meeting. Tharp stated that they really do need to watch how much they discuss of this issue, and he suggested that they add this to next month's Airport Commission July 16, 2015 Page 2 agenda for further discussion. Assouline suggested they also get the FAA's opinion on this issue, as it is a no-fly zone basically. ITEMS FOR DISCUSSION/ACTION: a. Airport Master Plan — Melissa Underwood gave Members an update on the Master Plan process, noting that they recently held their fifth Advisory Group meeting. At this meeting they looked at such issues as apron size, hangar needs, tie -down space, etc., and very briefly touched on possible alternatives. After they share this information with the Commission, Underwood noted that they will begin work on the Implementation Plan portion. Gardinier asked Underwood if she had anything she could share with the group, and Underwood showed the group a drawing from the 3D web application. Members commented on the various components, with Underwood noting how much room the area in question has for the Airport's expansion in years to come. Tharp also spoke to long-term needs and how the Airport might best find ways to increase revenue for them. b. FAA/IDOT Projects: AECOM (David Hughes) — Tharp then introduced Matt Wilke and Carol Freeman with AECOM. He briefly explained what their participation has been in the Master Plan process. L FYI Obstruction Mitigation — Underwood addressed the Members, stating that now that Quantum has completed the air space survey they need to decide what obstruction mitigation items to focus on now and what items can be pushed out to other years. Continuing, Underwood noted that the proposed trees in the obstruction mitigation plan are part of tonight's meeting packet. She added that they would like to get the Commission's opinion on this plan. Underwood gave Members a brief description of how Quantum collected this data and what they then did with it in terms of narrowing down priorities for the mitigation plan. She then pointed out the 22 tree obstructions that the FAA say are causing the circling approach to be off at night. AECOM then verified these 22 noted obstructions and the list dropped to nine. These nine are on the 12-30 runway only, according to Underwood. Referring to the handouts, Underwood started to review the identified trees in this and previous studies. She further explained the priority system used in their review. Continuing, Underwood responded to Member questions regarding what options they have in mitigating these obstructions. She stated that they can either remove the obstructions or try to light the obstructions. She also noted the pros and cons of each. Members discussed their options, speaking to property acquisition and good neighbor policies in these types of situations. Underwood clarified what the 'lighting' refers to, that you can often use existing light poles in the neighborhood to address this type of situation. It was noted that this type of lighting can be seen on Benton Street. Members then asked questions regarding their options. Carol Freeman of AECOM then responded to questions regarding how they might move forward with this. She stated that first they would consider putting lights up, then topping trees, and then taking trees to the Airport Commission July 16, 2015 Page 3 ground. She explained how this process would typically play out, noting that alternatives would need to be ironed out first. Gardinier asked what 'topping' is exactly, and Tharp responded to this. Matt Wilke of AECOM also responded to Member questions, noting how the FAA typically handles these tree obstruction situations and who has what responsibility. Gardinier asked why they would go through this process if they are going to put up lighting where possible anyway. Tharp noted that you need to have several options, and Underwood noted what processes they have to go through for the funding, no matter what they end up doing. Tharp also clarified for Members how the grant funding works for these types of projects. Members agreed that they would like to prioritize these nine obstructions that are keeping the circling approach turned off at night. ii. Fuel Tank Rehabilitation — Tharp stated that they are still planning on an August 3`d start date. Ogren asked if tenants had been notified, and Tharp responded that everyone had. iii. North T -hangar Electrical Service & LED lighting — Tharp stated that the new LED lights are up. This project is now winding down. Gardinier asked Tharp to briefly comment on the grant funding. He noted that they did get approval for the apron extension project. The other two projects, however, were not funded. Tharp further clarified the process that will take place before this can move forward, most likely next year. C. Airport Operations — i. Strategic Plan- Implementation — Tharp stated that they are still awaiting the Master Plan, but should have a better idea of where to move forward in the coming months. ii. Budget — Tharp noted that July began the new fiscal year. This means the budget conversations will start again in October for the next fiscal year. iii. Management — None. d. FBO/Flight Training Reports i. Jet Air — Matt Wolford of Jet Air shared the monthly maintenance reports with Members. He spoke to some of the various issues they had to deal with, especially lighting issues. July saw more of the same with mowing and weeding, and trimming of the bushes in front of the terminal building. As for Jet Air's business, Wolford stated that they have been busy with charters. The shop is keeping busy, as well, as is the flight training. e. Commission Members' Reports — Ogren stated that they will be driving up to Oshkosh this coming weekend. Gardinier stated that the wax job Jet Air did really helped her complete the Air Race Classic this year. She finished in 12th place out of 49 planes. She added that she will also be attending Oshkosh this weekend. f. Staff Report — Tharp stated that next weekend is Fly Iowa in Mason City. He hopes to attend on Saturday. Sertoma is August 30th. Ogren stated that someone told her the Airport web cam is down. Tharp explained Airport Commission July 16, 2015 Page 4 where this can be accessed. Ogren also spoke to the new web site and the difficulty in finding things. SET NEXT REGULAR MEETING FOR: The next regular meeting of the Airport Commission will be held on Thursday. August 20, 2015. at 6:00 P.M. in the Airport Terminal Building. ADJOURN: Ogren moved to adjourn the meeting at 7:18 P.M. Gardinier seconded the motion. The motion carried 3-0. CHAIRPERSON DATE Airport Commission July 16, 2015 Page 5 Airport Commission ATTENDANCE RECORD 2015 Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time TERM o N w o� oma• y NAME EXP. N j N "' � °f N X71 Cil :71 tJl tJl t71 til :71 CJI Minnetta 03/01/19 X X X X X X O/ X Gardinier E Jose 03/01/16 O/ X X O/ X X X X Assouline E E Chris 03/01/18 X X X X X X X X Ogren A.Jacob 03/01/18 X X X X X X X O/ Odgaard E David 03/01/17 X O/ X X O/ X O/ O/ Davis E E E E Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time 4b(2) MINUTES APPROVED BOARD OF ADJUSTMENT AUGUST 12, 2015 — 5:15 PM EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Larry Baker, Gene Chrischilles, Connie Goeb, Becky Soglin MEMBERS ABSENT: Brock Grenis STAFF PRESENT: Susan Dulek, Sarah Walz, OTHERS PRESENT: Steve Rohrbach CALL TO ORDER: The meeting was called to order at 5:15 PM. ROLL CALL: A brief opening statement was read by Baker outlining the role and purpose of the Board and the procedures that would be followed the meeting. CONSIDERATION OF THE JUNE 10, 2015 MEETING MINUTES: Chrischilles moved to approve the minutes. Soglin seconded the motion. A vote was taken and the motion carried 4-0 SPECIAL EXCEPTION ITEM EXC15-00012: An application submitted by MidWestOne Bank to allow an increase in the maximum allowed building area in the Neighborhood Commercial (CN -1) zone at 2233 Rochester Avenue. Walz began the staff report showing the location of the property, corner of Rochester Avenue and First Avenue, on a map. MidWestOne Bank has operated on this site for several decades, it is part of a corner commercial area and there are other CN -1 properties around the bank. The area falls at the border of the Central Planning District and the Northeast Planning District and primarily serves those parts of the community. The bank was established long before the current CN -1 standards were put in place. The standards are focused on pedestrian orientation and these commercial properties would look a lot different if they were developed today under the current standards. One of the standards would require more windows and with the proposed redesign there will be more windows. (Grenis joined the meeting) Walz noted that the two access points to the property from both Rochester and First Avenues would not change with the building redesign. She said that the major redesign element that will bring this Board of Adjustment August 12, 2015 Page 2 of 5 building into compliance with the current building standards will be that the parking spaces will be redesigned and the proper setback requirement will be in place for proper screening of drives and parking spaces. In the redesign there will be a loss of six parking spaces which will be compensated with some redesign of other parking spaces but the positive is the setback requirements will be met. Walz explained that the applicant believed they also needed a special exception, not only for the expansion of the building, but also for parking reduction. The currently have more parking than is allowed in the CNA zone but it is considered a non -conforming development and because they still have a few more spaces than is allowed but reducing that amount, they are not becoming "more non -conforming". The CNA zone would allow 13 parking spaces and they currently have 17 spaces. After the redesign they will have a net loss of 2 parking spaces. Walz explained that the special exception is to allow in the CNA zone an expansion of the building of 1500 square feet. With the building expansion it will bring the building closer to the street frontages. Walz said the Specific Standards to allow for the special exception are the increased floor area will be supportable primarily by residents of the surrounding area. Walz noted that the inside of this bank building is very small and as a branch that serves that area of the community and the expansion of 1500 square feet will keep within the need for CN -1 zone. The second standard is the proposed exception will be consistent with the stated intent of the CN -1 zone. Walz noted that this particular CN -1 zone really does serve the surrounding neighborhoods. There is a grocery store, bank, gas station/convenience store, and doctor's offices all services ideal for a neighborhood so it does fit in a CN -1 zone. The proposed expansion improves the pedestrian character of the site by bringing the building closer to the sidewalk and eliminating 5 parking spaces at the northeast corner of the site in order to provide a required setback and separation between the parking area and the sidewalk and intersection. Additionally the two handicap spaces will need to relocate to the front area of the building to be ADA compliant. Even if the reduce to just one handicap space, they will still meet the requirement of parking spaces. Walz explained that given the size of the site and the location of the existing building, the applicant is somewhat limited in the improvements that can be made to the site. With regards to the General Standards the specific proposed exception will not be detrimental to or endanger the public health, safety, comfort or general welfare. This site will be improved safety wise and provide that separation from pedestrian areas. The relocation of the handicap spaces will also improve safety and accessibility. The specific proposed exception will not be injurious to the use and enjoyment of other property in the immediate vicinity and will not substantially diminish or impair property values in the neighborhood. The improvements to the street fronts and to the building will make this a more attractive commercial area. With regards to the other General Standards, all utilities, access roads, drainage, and other facilities are in place to serve this commercial area, ingress and egress will not change, and the bank use has operated successfully at this comer for approximately 30 years. The next criteria states that except for the specific regulations and standards applicable to the exception being considered, the specific proposed exception, in all other respects, conforms to the applicable regulations or standards of the zone in which it is to be located. Walz said that will the moving of the parking and adding the screening along the sidewalk separating the sidewalk from the parking area and drives will bring the property into compliance. She noted that the site plan showed elevations that appear to conform, however the final drawings will need to be submitted showing the final elevations. However the windows, entrances, materials being used all conform to the CN -1 standards. The applicant will need a minor modification to Board of Adjustment August 12, 2015 Page 3 of 5 allow the expansion without adding a pedestrian access from the First Avenue side. Staff reviewed the plan and agrees it would be hard to add a pedestrian access to that side without removing some of the parking which would not be good for the bank business and do not want pedestrians crossing the drive-thru area. Staff recommends approval of EXC15-00012 subject to substantial compliance with the submitted site plan with all S2 screening along the lot streetside lot lines and Design Review approval of proposed elevations. Chrischilles asked if the green space that is created by the removal of the parking spot is required or if the applicant was just doing so for aesthetics. Walz said that if this site was being newly developed it would have to provide that setback from any parking area or drive. When a non-conforming property is being renovated or added onto it must come closer into compliance so that is why the green space is being added. Also through the special exception process there is an added need to bring things closer into compliance. When the applicant originally submitted the site plan that parking space was still on the plan but Staff feels it is important to get that separation between the parking area and the sidewalk in order to bring it closer to the intent of the CNA zone which is pedestrian oriented. Chrischilles asked then why there was no proposal for green space on the other side of the driveway. Walz explained that it would interrupt the driveway as it is only wide enough for two lane traffic and cannot be reduced to allow for green space. Goeb asked about the increasing of size of the building, the report states proposes to renovate and expand the existing bank building from its current 2,117 square feet to 3,687 square feet but it also states it can go up to 5,000 square feet. Walz explained that a branch bank is classified as Personal Service Oriented Retail," which in the CN-1 zone, is limited to 2,400 square feet of gross floor area but may be increased to up to 5,000 square feet under special exception. The applicant could have asked for up to 5,000 square feet, but that might have been too much for this particular site. Soglin was glad Walz addressed the concern about the handicap space and ADA requirements but stated a lingering concern about no pedestrian access from First Avenue because anyone walking from the south along First Avenue will likely cut across the drive-thru traffic to get to the bank. Walz explained that there just wasn't a logical place for an access point along that side because the site is so small and due to the small size pedestrians will not be crossing a huge parking area. Grenis invited the applicant to come forward and address the Board. Steve Rohrbach (Rohrbach Associates) wanted to address one point to the Board which was that all the parking and driveways will remain there they are currently, they will not be expanded, they are just filling in green areas. As the building is getting bigger they are not pushing the parking or driveways out. The building is changing but not the overall site. Grenis opened the public hearing. Seeing no one, Grenis closed the public hearing. Baker moved to approve special exception EXC15-00012 submitted by MidWestOne Bank to allow an increase in the maximum allowed building area in the Neighborhood Commercial Board of Adjustment August 12, 2015 Page 4 of 5 (CN -1) zone at 2233 Rochester Avenue subject to substantial compliance with the submitted site plan with all S2 screening along the lot streetside lot lines and Design Review approval of proposed elevations. Seconded by Soglin. Baker stated that regarding EXC15-00012 he concurs with the findings set forth in the Staff report of August 12, 2015 and conclude that the general and specific criteria are satisfied unless amended or opposed by another Board member he recommends that the Board adopt the findings in the staff report for the approval of this application. Grenis concurred with the findings. A vote was taken and the motion passed 5-0. Grenis declared the motion for the special exception approved, noting that anyone wishing to appeal the decision to a court of record may do so within 30 days after the decision is filed with the City Clerk's Office. OTHER: Walz announced that the next meeting will be on September 9 and currently there are quite a few applications and anticipates four or five on that agenda. ADJOURNMENT: Goeb moved to adjourn. Chrischilles seconded the motion The meeting was adjourned on a 5-0 vote. F— Z CW G N LL O Q O m r 0 N 0 N N X X X X X co CD X X X X o X X X X X to co X X X X 0 X X X X X N X X X X 0 r N X X X X X Go w X X X CD O O O X X X X X C" Xr-- r O N co rn_ co W O O O O O F- W Z W H Z J J m m V N U Z � W WW N J WLU C9 Z co 0 U V 0 } W Y N � u1 N WU c N � o Q Z 4b(3) MINUTES — FINAL CITY OF IOWA CITY CIVIL SERVICE COMMISSION August 18, 2015 — 8:30 a.m. EMMA HARVAT HALL — CITY HALL Members Present: Lyra Dickerson, Paul Hoffey, Jesse Case Members Absent: None Staff to the Commission Present: Tracy Robinson Other Hearing Participants Present: Mike Kennedy, Eric Goers, John Grier, Crystal Usher, Chris Buckman, Karen Jennings, Jeff Marlin, Florence Cox, Kevin Bigger, Brandon Pflanzer, Paul Suedkamp, Alecia Buckman, Robert Henry RECOMMENDATION TO COUNCIL (become effective only after separate Council action): None. CALL TO ORDER: The meeting was called to order at 8:30 a.m. Dickerson chaired the meeting. CHRIS BUCKMAN APPEAL HEARING: Dickerson opened the Buckman termination appeal hearing at 8:30 a.m. After opening statements, testimony from witnesses, and closing statements, the hearing was closed at 3:02 p.m. Buckman declined to request closed session deliberations. Deliberations were conducted in open session and resulted in the following findings of fact. 1. Based on the evidence presented, Mr. Buckman's place of residency was not definitively proven by either party. 2. Mr. Buckman violated the City's Personnel Policies Section 8(b)(7) by providing false, inaccurate, and incomplete information with regard to his residency. 3. The City of Iowa City Administrative Regulation on Residency Requirements lacks clarity and merits review. 4. While discipline was warranted, the violations did not constitute a terminable offense. Based on these findings of fact, the Commission modified Buckman's discipline as follows: 1. Mr. Buckman is to be reinstated to the rank of Fire Lieutenant, with time served being recorded as an unpaid disciplinary suspension. 2. The Commission recommends that the City conduct a review of the existing residency policy specifically in regard to firefighters and police officers. There needs to be a clarification of the term "residency". 3. Upon completion of the review and adoption of potential modifications to the residency policy, Lieutenant Buckman is to be granted 30 days to attain compliance with the City's residency policy. OLD BUSINESS: None. NEW BUSINESS: None. ADJOURNMENT: Case moved to adjourn, Hoffey seconded, all were in favor and the meeting was adjourned at 3:47 p.m. Board/Commission: Civil Service Commission ATTENDANCE RECORD YEAR 2015 (Meeting Date) NAME TERM EXPIRES 2/12/15 7/14/15 8/7/15 8/18/15 NM = No Meeting --- = Not a Member Lyra Dickerson 4/3/18 X X X X Paul Hoffe 4/4/16 O/E X X X Jesse Case 4/3/17 X X X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No Meeting --- = Not a Member BEFORE THE CIVIL SERVICE COMMISSION FOR IOWA CITY, IOWA IN RE: THE DISCIPLINARY DISCHARGE OF LT. CHRIS BUCKMAN APPELLANT V. CITY OF IOWA CITY, IOWA, IOWA CITY FIRE DEPARTMENT, and JOHN M. GRIER, FIRE CHIEF, APPELLEES FINDINGS OF FACT AND DECISION ON APPEAL On July 7, 2015, Fire Chief John Grier terminated the employment of Fire Lieutenant Christopher Buckman for violations of the City of Iowa City Administrative Regulation on Residency Requirements and the City of Iowa City Personnel Policies. Mr. Buckman appealed this action on July 16, 2015 and the City filed a specification of charges on July 29, 2015. The Civil Service Commission for the City of Iowa City met and heard evidence on the appeal on August 18, 2015. Assistant City Attorney Eric Goers represented the City and Chief Grier. Attorney Crystal Usher represented Mr. Buckman. Witnesses for the City were Fire Chief John Grier, Human Resources Administrator Karen Jennings, Jeff Marlin and Florence Cox. Witnesses for Mr. Buckman were Kevin Bigger, Firefighter Brandon Pflanzer, Christopher Buckman, Firefighter Paul Suedkamp, Alecia Buckman, Fire Lieutenant/Training Officer Robert Henry. FINDINGS OF FACT 1. Based on the evidence presented, Mr. Buckman's place of residency was not definitively proven by either party. 2. Mr. Buckman violated the City's Personnel Policies Section 8(b)(7) by providing false, inaccurate, and incomplete information with regard to his residency. 3. The City of Iowa City Administrative Regulation on Residency Requirements lacks clarity and merits review. C= E3 C-7 _ ..-.� w CD On July 7, 2015, Fire Chief John Grier terminated the employment of Fire Lieutenant Christopher Buckman for violations of the City of Iowa City Administrative Regulation on Residency Requirements and the City of Iowa City Personnel Policies. Mr. Buckman appealed this action on July 16, 2015 and the City filed a specification of charges on July 29, 2015. The Civil Service Commission for the City of Iowa City met and heard evidence on the appeal on August 18, 2015. Assistant City Attorney Eric Goers represented the City and Chief Grier. Attorney Crystal Usher represented Mr. Buckman. Witnesses for the City were Fire Chief John Grier, Human Resources Administrator Karen Jennings, Jeff Marlin and Florence Cox. Witnesses for Mr. Buckman were Kevin Bigger, Firefighter Brandon Pflanzer, Christopher Buckman, Firefighter Paul Suedkamp, Alecia Buckman, Fire Lieutenant/Training Officer Robert Henry. FINDINGS OF FACT 1. Based on the evidence presented, Mr. Buckman's place of residency was not definitively proven by either party. 2. Mr. Buckman violated the City's Personnel Policies Section 8(b)(7) by providing false, inaccurate, and incomplete information with regard to his residency. 3. The City of Iowa City Administrative Regulation on Residency Requirements lacks clarity and merits review. 4. While discipline was warranted, the violations did not constitute a terminable offense. DECISION Based on these Findings of Fact we hereby modify the discipline as follows: 1. Mr. Buckman is to be reinstated to the rank of Fire Lieutenant, with time served being recorded as a disciplinary suspension. 2. The Commission recommends that the City conduct a review of the existing residency policy specifically in regard to firefighters and police officers. There needs to be a clarification of the term "residency". 3. Upon completion of the review and adoption of potential modifications to the residency policy, Lieutenant Buckman is to be granted 30 days to attain compliance with the City's residency policy. Lyra . Dickerson, Chair Paul C. Hoffey •7-111'� Jesse Case as/a,Uhs Date Date .2 J-// Date cn-n 01) r 3- MTIL OR- w C:) r ^��® CITY OF IOWA CITY 4== -T4 MEMORANDUM Date: September 23, 2015 To: Mayor and City Council From: Tracy Hightshoe, Housing and Community Development Commission Re: Recommendations from Housing and Community Development Commission At their September 17, 2015 meeting the Housing and Community Development Commission approved the June 18 minutes with the following recommendation to the City Council: By a vote of 6-0 the Commission recommends approval of Amendment #2 to the Annual Action Plan with the following limitation: $93,750 HOME to The Housing Fellowship to acquire one property at 1896 N. Dubuque Road. Balance of $56,250 to be placed into a competitive application process 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 - Done MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION JUNE 18, 2015 — 6:30 PM HELLING CONFERENCE ROOM, CITY HALL MEMBERS PRESENT: Peter Byler, Michelle Bacon Curry, Dorothy Persson, Christine Ralston, Rachel Zimmermann Smith, Angel Taylor MEMBERS ABSENT: Andrew Chappell, Jim Jacobson, Bob Lamkins STAFF PRESENT: Marcia Bollinger, Tracy Hightshoe OTHERS PRESENT: Karen DeGroot, Becci Reedus, Beth Ritter Ruback, Crissy Canganelli, Mark Sertterh RECOMMENDATIONS TO CITY COUNCIL: By a vote of 6-0 the Commission recommends approval of Amendment #2 to the Annual Action Plan with the following limitation: $93,750 HOME to The Housing Fellowship to acquire one property at 1896 N. Dubuque Road. Balance of $56,250 to be placed into a competitive application process. CALL TO ORDER: Zimmermann Smith called the meeting to order at 6:30 PM. CONSIDER A RECOMMENDATION TO CITY COUNCIL ON AMENDMENT #2 OF THE FY2015 ANNUAL ACTION PLAN: Hightshoe explained the need for Amendment #2 to the FY15 Annual Action Plan. For HOME, grantees have two years to commit HOME funds to eligible projects or the funds get returned to HUD and no longer available for local use. Last year $200,000 was allocated to The Housing Fellowship but they were unable to locate land for a LIHTC project. These funds need to be reallocated. Additionally any HOME program income the City receives is added to the HOME commitment calculation. Hightshoe mentioned that the City had all the HOME commitments in place this year, but then Regency Place, a LIHTC project on Scott Boulevard, recently changed ownership. The LLC stayed the same, but the ownership on top of the LLC changed and during that ownership change they paid off the City's loan early, an amount of $90,000. Then a few weeks ago, Extend the Dream Foundation sold their property and paid back their CDBG loan ($122,000) because they will no longer offer micro -enterprise services at that site. The CDGB funds are not within a time limit situation but there was $50,000 of HOME money from the three residential units on that property that was also repaid to the City at the closing. The City needs to commit over $200,000 to HOME projects by July 31 or the funds will be recaptured by HUD and not available for local use. Due to time constraints, staff spoke to The Housing Fellowship (THF) to see if they could acquire up to two properties in areas with little affordable rental housing opportunities within approximately a month. The Housing Fellowship identified 1896 North Dubuque Road and signed purchase agreement on that property to use for affordable rental housing. There was a second property on the west side, but that fell through just earlier today. Hightshoe said $93,000 Housing and Community Development Commission June 18, 2015 Page 2 of 4 of the $140,000 available could be committed to the 1896 North Dubuque Road project. Also Mayor Youth Employment Program, who identified sites with accepted purchase offers, was listed as a CDBG project and now will receive HOME funds; CHARM Homes, LLC will receive the CDBG funds. That should take care of committing all the needed available HOME funds by the deadline. So therefore, amendment # 2 is that The Housing Fellowship is awarded $150,000 to purchase two properties, one already identified at 1896 North Dubuque Road property and then continue to look for a second property. Community Mental Health Center recently paid back $125,000 of CDBG funds they received in 2012 as they sold their building and relocating. Due to the CDBG rule for reversion of assets, if the property is sold before five years, the funds must be repaid as the site is no longer providing the required services. Therefore there is about $250,000 of CDBG funds that will need to be allocated. The application process for those funds will reopen soon and therefore there will be a mid -year funding round. Byler asked if the remaining HOME $47,000 could be put in the mid -year funding allocation, and the Commission just vote tonight to approve The Housing Fellowship to purchase the one identified unit. Persson asked if the whole amount could be put into the mid -year funding allocation, but Hightshoe said the majority has to be committed or returned to HUD. Zimmermann Smith questioned why only The Housing Fellowship was contacted regarding these additional funds. Hightshoe explained that due to time constraints, there was not enough time to have an open allocation round. An entity had about a month to find a property and staff needs about a month to go through the environmental review process and amendment process once a site had been identified and an accepted purchase offer obtained. THF is one of only two Community Housing Development Organizations (CHDOs) in Iowa City. HACAP is the other CHDO, but typically relies on additional funding for support services for their transitional housing units. The City had no funds available for support services, so THF was a reasonable choice. CHDOs must verify their capacity to administer HOME funds annually and are a "preferred" entity under the HOME program. HOME rules require 15% of the annual entitlement award be awarded to eligible CHDOs. Thus due to tight time constraints and limited CHDOs in Iowa City, THF was contacted. Zimmermann Smith commented that perhaps the Commission should have been consulted and this not just been a City Staff decision. Byler also commented that perhaps notice could have been posted and shared with other organizations so that they might be able to apply for these funds. Hightshoe did note that staff looked at the City's highest needs, which is affordable rental housing and there was no time for an open round. Entities could not just apply for a project; they had to have an accepted purchase offer due to the tight time schedule. Persson noted a couple concerns. First she feels this group would not have been able to respond quickly and second there is no need to create a new non-profit if an existing non-profit can do the work. So when looking at who to allocate the money to, it needs to be given to an organization with a record of being able to put it to the best use. She acknowledges that City Staff acted the best they could with the time they had. Housing and Community Development Commission June 18, 2015 Page 3 of 4 Byler moved to approve Amendment #2 to the FYI Annual Action Plan with the following limitation: $93,750 HOME to The Housing Fellowship to acquire one property at 1896 N. Dubuque Road. Balance of $56,250 to be placed into a competitive application process. Taylor seconded the motion. A vote was taken and the motion carried 6-0. DISCUSS AND CONSIDER APPROVAL OF FUNDING PRIORITIES FOR FY2017 AID TO AGENCIES APPLICATIONS: At the April meeting, you requested guidance on funding priorities for future Aid to Agencies applications and allocation of funds. Since then a committee comprised of five city staff drafted priorities based on projects that meet critical need (priories listed on June 16, 2015 memo). The priorities are based on project type, not organizations applying. One organization can have several projects of different priorities. The Commission may: 1) approve the priorities as presented, 2) approve revised priorities, or 3) not approve any priorities. If approved, the priorities would be provided to applicants of Aid to Agencies funding for the coming cycle that starts this summer. Byler noted he does like the idea of having priorities. Bacon Curry commented on making sure certain demographics were given the same priority as others, especially those that have no other funding sources. Byler asked about homeless services. Hightshoe said there is not a specific category for `homeless,' the "other public services" category is used. Byler moved to approve the priorities as outlined by staff with the other public services limited to only homeless services. Persson seconded the motion. A vote was taken and the motion carried 6-0. APPROVAL OF APRIL 16, 2015 MINUTES: Bacon Curry moved to approve the minutes of April 16, 2015. Byler seconded the motion. A vote was taken and the motion carried 6-0. PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: None. ORGANIZATION OVERVIEW AND PROJECT UPDATE (PLAYGROUND) FROM ARC OF SOUTHEAST IOWA: Karen DeGroot, Executive Director of Johnson County Crisis Center updated the Commission on the project. The playground is not only used by the kids at ARC but also neighborhood kids. She Housing and Community Development Commission June 18, 2015 Page 4 of 4 also commented on the services ARC offers. Respite Care offers families relief from the daily care of their family member with a disability, Supported Community Living program allows individuals with disabilities to work toward specific goals with the help of skilled professionals, and the Summer Camps are at full capacity. ORGANIZATION OVERVIEW AND PROJECT UPDATE (RAPID REHOUSING) FROM SHELTER HOUSE: Crissy Canganelli, and Mark Sertterh updated the Commission on the Rapid Rehousing project. Sertterh said the project offers housing assistance to homeless by paying for rental deposits and six months' rent. Additionally they counsel the folks for the six months so that they can continue to be successful in the future. They have currently assisted six applicants. Canganelli added that this project has allowed their organization to make and maintain relationships with landlords and other agencies to continue to build on this program. She noted the sustainability of the housing is very important to this program and they work with the renters to make sure they can sustain a budget and continue to live in the apartment after the six months of assistance. Canganelli also shared some of the other project updates from Shelter House, she said they are right on target with number of people served and assisted. STAFF/COMMISSION COMMENT: The Commission discussed a celebration or press release to recognize the landlords and other members of the community that help assist with agencies and their projects. ADJOURNMENT: Taylor moved to adjourn. Persson seconded the motion. A vote was taken and motion carried 6-0. Z O O V z w a O w w z O U 0 z O Z O x 0 m v LU w LU V z z w I- H Q LO °r° X XO O X X X X co r� m x 0 X x x X X LO x x x x x x x o x M as X X X X X X X X x N W x x x x x o o x vo N X O x ; X X X x r r o B x x x x x x x f1 W CO 1- LO ti CD CD LO r` LO N N N N N N N N N w rn rn rn rn rn rn rn rn rn H w J J w V W Z H Z m I-- N = J w Q Z m Q O 0 z Z Z Z a w U)i z m O O W W -i m J a o�� w P O w � z v a a ga N ga i Y�x00 4b(5) Minutes Human Rights Commission August 18, 2015 — 5:30 PM Helling Conference Room Approved Members Present: Kim Hanrahan, Orville Townsend Sr, Ali Ahmed, Harry Olmstead, Paul Retish, Shams Ghoneim, Edie Pierce -Thomas, Joe Coulter, Stella Hart. Staff Present: Stefanie Bowers. Recommendations to Council: No. Call to Order: Coulter called the meeting to order at 5:30. Consideration of the Minutes from the July 21, 2015 Meeting Date: Motion Olmstead, seconded by Townsend. Motion passed 7-0. (Retish and Ghoneim not present). Meetine Business (Ghoneim present 5:31) Commission Action Plan 2015 Community Outreach Bowers reviewed the action plan with Commissioners that was approved in January of 2015. Pierce- . Thomas will assist Hanrahan on the community outreach subcommittee to seek information from various community groups and social service agencies to develop a list of possible issues/concerns the Commission can take on or bring attention to as a group. (Retish present 5:52) Education Programming Hart is working on the details of the upcoming affordable housing program the Commission is sponsoring on October 5 at the Iowa City Public Library. Bowers will send the list of questions Hart has developed to the entire Commission to provide feedback. Education Outreach Ghoniem, Townsend and Ahmed will either meet in person or via email to discuss additional ways in which they can update the community on the Human Rights Commission. Reports The Johnson County Americans with Disabilities Act Celebration (July 25) Olmstead reports that this year's event had been the best one yet. Ghoneim noted some frustration with the organizational aspects of the event but other than that the event was good and the Human Rights Commission materials were well received. Construction/Trade Job Fair The Commission approved holding another job fair for the fall of 2015. Retish will work on getting the usual participants gathered to plan the job fair but encouraged Commissioners to participate also and/or encourage other community members/organizations/businesses to assist. The target population is for those under employed or unemployed. Council for International Visitors (CIVIC) (August 10) Retish and Olmstead met with a group of international visitors from the country of Georgia. The main topic of the discussion was transparency in government. Retish said it was a good discussion and the professions of the group were quite impressive. Retish would like follow up and feedback from CIVIC as to how they did (Retish & Olmstead) and how they were received by the visitors. Human Rights Awards Breakfast (October 28) At the next meeting the Commission will select a subcommittee to decide nominations and also select program roles. Bowers reminded Commissioners of the memorial service being held on August 20 for the late Heather L. Shank, past Human Rights Coordinator for the City. Building communities The Black Voices Project held a reception for three incoming African-American administrators for the Iowa City Community School District on August 17. Townsend reports the reception was well attended and that those present offered their support and assistance to the new administrators. Making Iowa City a Human Rights Community Hanrahan reports there is a meeting on August 26. Bowers will confirm the meeting is still being held and let the Hanrahan, Olmstead and Coulter know of the date and time. Education Subcommittee Hanrahan spoke on the organization of the equity board and that the group is currently looking at the protocol the schools have for calling the police and also seeing that all Iowa City Community School District staff receive alternatives to violence training. Commission Hanrahan reminded Commissioners of the upcoming school board and council elections. United Action for Youth recently hired for the crisis intervention position. Retish reported on a vacation he and his wife took in July and how they had a terrific time. Retish spoke on the beauty of driving thru West Virginia. Ahmed and his wife are expecting their first children in the next month, triplets! Olmstead reminded Commissioners that on this date in history women were given the right to vote. Ghoneim is a part of the Press Citizen editorial board and they will be interviewing school board candidates in the near future. Coulter just got back from his annual summer chicken fried steak circuit and enjoyed the great meals at Southern Vittles in Lake City, Colorado. Staff ADA in Places of Public Accommodation Bowers spoke on encouraging business owners to go beyond the requirements of the Americans with Disabilities Act by either starting a public awareness campaign or doing a ranking of businesses by how well they do in the area of accessibility. Adjournment: 6:53. Next Regular Meeting — September 16, 2015 at 5:30 p.m. K Human Rights Commission ATTENDANCE RECORD YEAR 2014/2015 (Meeting Date) NAME TERM EXP. 10/2/ 14 10/21/ 14 11/18/ 14 12/15/ 14 1/20/ 15 2/17/ 15 3/17/ 15 4/1/ 15 4/21 15 5/19 15 6/16 15 7/21 15 8/18 15 Edie Pierce- Thomas 1/1/2016 - - - - X O/E X X X O/E X X X Joe D. Coulter 1/1/2016 X X X X X X X X X X X O/E X Harry Olmstead 1/1/2016 X X X X X X O/E X X X O/E X X Paul Retish 1/1/2017 X O/E O/E X X X X X X X X X X Ali Ahmed 1/1/2017 X X X X O X O/E X X X O/E X X Orville Townsend, Sr. 1/1/2017 X X X X X X X X X X O/E X X Kim Hanrahan 1/1/2018 X X X X X X X X X X O/E X X Shams Ghoneim 1/1/2018 X X X X O/E X O/E X X X X X X Stella Hart 1/1/2018 X X X X X X X X X O/E X X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = No longer a member R = Resignation 4b(6) QW4 IOWA CITY �vwmwow PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 --v Susan Ctaig- m 319 3W5200-- 319-356-5494•ww icpl.otg BOARD OF TRUSTEES Minutes of the Regular Meeting Final Approved August 27, 2015 Members Present: Diane Baker, John Beasley, Janet Freeman, Adam Ingersoll, Robin Paetzold, Meredith Rich -Chappell, Jay Semel, Monique Washington (in at 4:07 pm). Members Absent: Thomas Martin. Staff Present: Maeve Clark, Susan Craig, Kara Logsden, Anne Mangano, Patty McCarthy, Elyse Miller, Brent Palmer, Angela Pilkington. Guests Present: None. Call Meeting to Order. President Paetzold called the meeting to order at 4:05 p.m. Public Discussion. None. Approval of Minutes. The Minutes of the July 23, 2015 Library Board of Trustees meeting were reviewed. A motion to approve the Minutes was made by Semel and seconded by Ingersoll. Motion carried 7/0. Washington in at 4:07 pm. Unfinished Business. Bookmobile Service. Craig met with Chris O'Brien from Resource Management and he indicated under the deck at the Chauncey Swan Parking ramp would accommodate the vehicle. There is no indoor parking space available at this time. He also said they would be willing to help us select and maintain the bookmobile. Ingersoll appreciated the information being pulled together. The goals for service usage are important. Craig believes there will be a conservative number of checkouts but does expect circulation to grow. For example, the Ames Public Library bookmobile is on the road three days each week and has 90,000 checkouts. Paetzold asked if these were new users or if these checkouts cannibalized from their building. Craig expects some of each. She also said at any given time we will be able to track what is checked out from the building and the bookmobile. One of the things we are trying to accomplish with the bookmobile is to meet the access concerns that have been made over the years about the single, downtown, busy spot. Ingersoll believes there is too much focus on the parking negative than on the other positive impacts of a bookmobile. He believes we should emphasize the bookmobile as an extension of library services to people who need the visibility of the library and to provide access for those who cannot get to the building. Freeman said it will be valuable to select the correct spots for the bookmobile, for example, assisted living facilities and other areas that could benefit from more outreach. Craig said we have the requisite funds to purchase the vehicle. However, there will be ongoing operating expenses. Seme) asked "if senior librarians were asked what is important to you, is the bookmobile on that list?" Logsden said staff processed all of the information from the strategic planning surveys and believes the virtual branch and a bookmobile were priorities. Making the library visible in the community, taking the library to a busy location with a lot of parking, and providing potentially hundreds of holds each day on the bookmobile, are all part of a new way to deliver library services to our patrons. Beasley asked what priority the bookmobile is for staff, Logsden said in was in the top three. Semel asked if Palmer had all the money he needs for the virtual branch. Craig said this is not an either/or situation for the virtual branch and bookmobile. She iterated we would not investigate bookmobile service if we were not in a position to support it. Pilkington was instrumental in getting a bookmobile started in Burlington before she came to ICPL. She said the bookmobile was for children only, the school district provided a food service truck and then purchased another truck so the library could keep it. Ingersoll asked about the Antelope Lending Library. Craig has met with the Antelope staff. They are a small, volunteer operation and operate only in the summer and only in eastside Iowa City. Craig believes the ICPL bookmobile would be complementary to their service. Beasley believes it is his job as a Board member to analyze and help guide such an important step/request by staff. "Does the library absolutely need a bookmobile to provide fantastic service to the community? No. Do I want one to take these fantastic services to people who cannot get to the library? Absolutely. Can we afford the bookmobile? Buying it for $250,000, then the $100,000+ to properly staff a successful bookmobile?" Beasley said he must put his trust/faith in the staff regarding the affordability factor. The information provided in the board packet says we can afford the bookmobile and a proposal would not come to the Board unless it was affordable. Beasley supports a bookmobile but he would like explore leasing one to see how it is received in the community before making the investment to purchase it. He asked if there is any opportunity to partner with Coralville on this. Rich -Chappell has experienced two strategic plans and parking has been cited as an impediment to providing the best possible service in both. People who complain about the lack of parking are vocal. There is a gap between a branch library and providing more access; she feels the bookmobile fills that gap best. Washington wonders if people will use the bookmobile daily. Ingersoll wanted to make sure we are not over responding to those who are most vocal. He thinks the idea of leasing and partnering are great, if possible. He wondered if the bookmobile would prevent a future branch library. Craig believes the southeast side is too close geographically to the downtown building for a branch. She likes the flexibility a bookmobile will provide, which could never happen with a branch. Craig wants to go where people will find us and have access to all kinds of library services. Operational costs for a bookmobile are a fraction of what they would be for a branch. Freeman is interested in knowing what access will mean for the bookmobile. Logsden said there will not be a lot of technology because of space and connection limitations, but there will be wireless connectivity. Logsden believes bookmobile service will stimulate interest in programming and other library activities. For example, our Stories in the Park summer outreach has grown from just reading stories to children in the park to other outreach services including checking out books in the park, and getting a library card. Staff believe there are many possibilities for the bookmobile in addition to delivering books to people. Freeman out at 5:04 pm. One of the potential sources of ongoing revenue for the bookmobile is the rental space income. Paetzold asked about these as part of the financial picture for the bookmobile. Craig said these funds were used to pay down the bonds for the library building and believes the bonds will be paid off in FY17. She said the City Council can redirect this money and permit the Library to use it, or the money can be used to pay off other City bonds. Craig believes suggesting the rental income be used for operating costs demonstrates our concern about funding and identifying these funds as an income stream for the bookmobile is fiscally responsible. The City controls the tenancy of the space. The Friends Foundation is aware of our intent to use private money to pay for bookmobile staffing in the future. The Bookmobile would be a point of pride for the Friends Foundation and that is not insignificant, said Ingersoll. Paetzold asked about instances when libraries have discontinued bookmobile service. Craig said The Waterloo Public Library stopped service a number of years ago for financial reasons. Clark said the bookmobile in Dubuque went away during a fiscal crisis. Paetzold asked which of the vehicle examples provided is closest to the vehicle we are considering. Craig said the low floor truck chassis is attractive to us, because it uses a ramp. The rear end transit bus is also a possibility. We hope to have between 2,000-3,000 items in the bookmobile. A motion to proceed with considering the acquisition of a bookmobile and request the operational costs in the FY17 operating budget was made by Beasley and seconded by Rich -Chappell. Motion passed 7/0. Baker really appreciated all the work and information staff provided on the bookmobile. New Business. Library Annual Report. Most of the statistics and the Director's report are in the Board packet. We do not yet have other Iowa libraries' statistics, but Craig predicts we will again be the busiest public library in Iowa. Semel asked about equipment loans. Logsden said we loan DVD players, Blu-ray players, giant chess and checker sets, and iPads in the Children's Room. We have talked about adding a GoPro camera, laptops, and wireless hotspots. Ingersoll asked if there was a more granular level of data for the cardholders by place of residence data. Craig noted the increase'in programming as a result of the last strategic plan, which emphasized programs. Staff Reports. Director's Report. Craig presented the program for Music is the Word (MITW) Season 1 to welcome the University of Iowa School of Music to downtown Iowa City. There will be more University performers in Season 2. The kickoff event for the series is the MITW Musical Revue on Sunday, September 20 at the Englert Theatre at 2:00 pm. MITW is a direct result of the strategic plan which has us concentrating on more community involvement, and more partnerships. We are also partnering with The Iowa City UNESCO City of Literature on the One Community, One Book event. This year the selection is Just Mercy by Bryan Stevenson; he will be here for the Iowa City Book Festival in October. Departmental Reports. Collection Services. Paetzold appreciates the staff reports and acknowledged that there isn't a lot of discussion about them. 3 IT. The Virtual Branch is still very much a work in progress. One of the matters still under discussion is how much or little to personalize the user experience. Should a user communicate more personally with a particular staff member and then have services tailored to the patron? We do not know how this will work; perhaps we can push notifications and other information out if a user identifies preferences. All still to be determined. Development Office Report. McCarthy is gearing up for the Friends Foundation planning retreat. The Book End raises a significant amount of money for the library, it topped $30,000 last year. McCarthy said it is challenging to find enough volunteers for all of the hours The Book End is open. Development Office staff attended the student volunteer fair at the University of Iowa to recruit volunteers and it was successful. Spotlight on the Collection. No comments. Miscellaneous. No comments. President's Report. President Paetzold reported on two upcoming library events: the Iowa Library Services Town Meeting on September 9, 2015 at the Coralville Public Library and the Iowa Library Association Annual conference is October 14-16, 2015 in Des Moines. Interested Board members should let Miller know. Announcements from Members. Rich -Chappell thanked library staff for going out to the schools for the ice cream socials. Craig said this year was the first time staff went to all of the schools for this event. Logsden reported a teacher at Northwest is requiring all of her students have a library card. Craig received an email from a teacher about helping students who can't get to the library use Overdrive. Committee Reports. Foundation Members. The Friends Foundation Board is having its retreat next week. This evening, Semel will meet the Chairman of NEH, and he will talk with him about challenge grants. Communications. None. Disbursements. The MasterCard expenditures for July, 2015 were reviewed. A motion to approve the disbursements for July, 2015 was made by Rich -Chappell and seconded by Baker. Motion carried 7/0. Set Agenda Order for September Meeting. Budget. Adjournment. A motion to adjourn the meeting was made by Semel and seconded by Ingersoll. Motion carried 7/0. President Paetzold closed the meeting at 5:50 p.m. Respectfully submitted, Elyse Miller Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD 12 Month KEY: X = Present 0 = Absent O/E = Absent/Excused NM = No meeting MaeB Date Name T 10/16/14 11/30/14 12/18/14 1/22/15 2/26/15 3/26/15 4/2%AS S/28/1S 6/2S/15 7/23/15 8/27/15 8/24/15 Diane Baker 6/30/19 O/E x X O/E X X O/E x x x X X John Beasley 6/30/21 Not on Board x x x Thomas Dean 6/30/15 X O/E X X X X X X O/E Off Board Janet Freeman 6/30/19 X X X O/E x x O/E X X 0 X x David Hamilton 6/30/15 X X X X X O/E O/E X X Off Board Adam Ingersoll 6/30/21 Not on Board X X X Tom Martin 6/30/17 X O/E X X x X X X X X O/E X Linzee Kull McCra 6/30/15 X X X 0 O/E x X x X Off Board Robin Paetzold 6/30/17 x X X X X X x x X X X X Meredith Rich -Chappell 6/30/17 O/E X X X O/E X X X X O/E X X Jay Semel 6/30/19 X X x I O/E I x I x X O/E x x x X Monique Washin ton 6/30/21 Not on Board X X X KEY: X = Present 0 = Absent O/E = Absent/Excused NM = No meeting 10-05-15 4b(7) MINUTES APPROVED PARKS AND RECREATION COMMISSION AUGUST 12, 2015 ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B Members Present: Suzanne Bentler, David Bourgeois, Larry Brown, Clay Claussen, Maggie Elliott, Cara Hamann, Paul Roesler Members Absent: Lucie Laurian, Joe Younker Staff Present: Mike Moran, Chad Dyson, Zac Hall Others Present: Del Holland CALL TO ORDER Chairman Claussen called the meeting to order at 5 p.m. INTRODUCTIONS: Claussen introduced newest commission member Paul Roesler to the Commission. Roesler stated that he is a long-time Iowa City resident and is a graduate of the University of Iowa. He is currently the Event Coordinator and Donations Leader for Scheels. Roesler replaces Katie Jones on the Commission who resigned after accepting a new position in Des Moines. Roeslers term runs through January 2018. Dyson introduced Amanda Opitz to the Commission. Opitz is the new Recreation Program Supervisor/Customer Engagement employee. Opitz is originally from Montana. She has a background in nonprofit work, communications, and most recently worked for the YWCA helping survivors of domestic violence. Opitz noted that she is very happy to be a part of this department and is passionate about working for Parks and Recreation. Both were welcomed by commission members and staff. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None OTHER FORMAL ACTION: Moved by Elliott, seconded by Bourgeois. to approve the July 8, 2015 minutes as written. Passed 7-0 (Laurian and Younker absent). PUBLIC DISCUSSION: Jim Glasgow with Glasgow Construction was present to give the commission an update on the pond restoration at Thornberry Off -Leash Dog Park. He outlined the project as follows: Will dig out the pond center if needed to a depth of 15' Clean up and shape the east (shallow) side for rock placement Rip rap the perimeter with 4" or larger stone PARKS AND RECREATION COMMISSION August 12, 2015 Page 2 of 6 • Make one zero entry ramp with finer stone or concrete • Make two other ramps to blend with existing slope • Install posts to allow for a dock for jumping dogs • Install a water windmill that would feed into the pond. Glasgow expects to have the pond rocked and ready to fill within two weeks of this meeting. At this point they are working on placing the underground utilities. Glasgow noted that if the pond does not fill back in on its own, they will pump water from the river after obtaining a permit from the DNR. Commission members expressed their appreciation to Glasgow. HICKORY HILL PARK — EAGLE SCOUT PROJECT: Hall introduced Jace Werderitsch and his father Tom Werderitsch II, of Iowa City to commission and staff. Jace Werderitsch approached the City several months ago with a proposal to construct a new bridge in Hickory Hill Park, replacing the existing bridge that was deteriorating, as his Eagle Scout project. After getting permission from staff, Werderitsch raised enough money to build a 5 -foot -tall, 16 -foot long arched wooden bridge in the northeast corner of Hickory Hill Park. With the help of about 50 vendors that supplied wood, nails, food and beverages, and over 1000 hours of volunteer help, he was able to complete the project in six months. The bridge construction was originally estimated to cost $7,000, however, it ended up costing $12,000. Hall said that this bridge is not only beautiful, but because it is larger and more sturdy with a weight limit of 2800 lbs., parks staff will now be able to access the northeast corner of the park with larger equipment. Moran presented Werderitsch a letter of appreciation from Mayor Matt Hayek as well as a certificate of appreciation from the Parks and Recreation Department. Moran noted that this Eagle Scout project was one of the best to date. RECREATION DIVISION REPORT: Youth Sports Council: Dyson reported that the Youth Sports Council met for the first time on August 6. He said that the meeting was well attended, very productive and he feels they are off to a great start. There were three representatives from Girls Softball, two from Kickers and two from Boys Baseball along with Commissioners Brown and Claussen. They discussed the objectives of the council, primary cost recovery ideas and current maintenance expenses. They also talked about numbers of participants and the barriers that leagues are facing. All present noted their frustrations with getting communication out through the school district. Dyson said that everyone came into the meeting with a very positive outlook. Their next meeting is scheduled for Thursday, September 3 where they will discuss in more detail ideas for additional funding, sponsorship and endowment possibilities to help raise funds to cover maintenance costs. Customer Engaizement Program m Supervisor: Dyson further explained Amanda Opitz role in the Parks and Recreation Department. Opitz will oversee all customer service staff, will be in charge of communications, print media and social media as well as work on the departments activity guide. She is already scheduled to give a public service announcement on a local radio station to talk about programs and services of the department in the near future. Project Updates: • Activity Guide: The Parks and Recreation fall activity guide is now available on-line with hard copies being delivered next week. He noted that the cover of the fall guide highlights the Ashton House. PARKS AND RECREATION COMMISSION August 12, 2015 Page 3 of 6 • Mercer Park Aquatic Center: The pool at Mercer is currently shut down for maintenance. Demolition of the restroom just off of the pool deck will begin soon with this area being turned into a family changing room. • City Park Pool: Dyson noted that after two years this project is still not closed. Staff had some concerns about the turf area and after not being resolved, has hired a new contractor to complete. Staff is currently looking at pricing for two cabanas that will be available to rent for birthday parties and other smaller parties, as well as serve as shade for the general public when not reserved. • ADA Projects: Dyson noted that there is funding in this year's capital improvement plan to address some of the ADA projects for recreation facilities. The majority of this work will include new door closers and other items to make for better accessibility. Claussen commended Dyson for setting up the Youth Sports Council and felt that everyone came in with a positive attitude. PARKS DIVISION REPORT Tower Court Park: Hall announced that the spray pad is installed and running. He noted that as soon as it was turned on, kids were playing in it. The playground and swings have been installed on the east side of the park. Highland Park: A new shelter has been placed in Highland Park. Hall met with Thomas McInerny, an Iowa City architect, who also lives in this neighborhood, to go over design plans following the shelter placement. Some of the old play equipment from Mercer Park will be reclaimed and used in the Highland Park. Hickory Trail Park: The new swing set is in place. Staff is waiting for the safety surface material to arrive to complete. Reno Street Park: Hall said that staff has begun the planning for placement of the adult swings. Once that has been determined they will install as they are currently in storage. TTRA Prairie Update: Hall noted that the prairie is looking great and that Diana Horton has been able to identify some plants that staff was not aware of. Staff is looking at expanding prairies in other areas of the city. Monthly Report Data/Items Discussion: Hall asked for commissions input on what type of data they would like to see in their monthly reports that are included within their packets. With recent staff changes, Hall has not been able to get these reports to commission. He asked commission to let him know via email or in-person what they would like to see in these reports. Brown noted that there is no curb cut in the area where the blacktop comes out from the Ashton House. Staff noted that the trail was placed over the sewer box which cracked the surface. They are working on getting that replaced. Brown also asked if the viaduct at the end of Park Road is city property. He said that you can't walk on the sidewalk in this area due to the overgrown brush. Moran said he check on this. PARKS AND RECREATION COMMISSION August 12, 2015 Page 4 of 6 DIRECTORS REPORT: RFP Updates Lower Cit,�Park: Confluence, Landscape Designer, will be present at the September 9 commission meeting to share their draft plan for Lower City Park Master Plan. They will then give a public presentation of the plan on Thursday, September 10. They will be looking for input from commission, staff and the public. After incorporating some of those suggestions, they will return to Commission in November to present a more finalized plan. Moran noted that there is currently no money for this project other than funds that were budgeted for the secondary access road which is no longer part of this plan. This will allow for about $270,000 for the first phase. The rest will have to be requested through CIP funds and depending on the amount, may have to be a phased project. Mercer Playgro�: Staff will be meeting with the playground manufacturer tomorrow to choose equipment prior to putting a plan together. The City received six bids on the project but was not satisfied with those. Staff is going to meet with the company who received the most points during the evaluation process and let them know that they would like to see something with more pizazz. Because this is a public improvement project the installation of the playground will have to be bid out. Moran is hopeful that this will be complete this fall. Eastside Sports Complex: City will start interviews for a contractor on August 25 and 27 and then one more the following week. Moran stated that the Eastside Sports Complex will have buy - in for individual sport groups; it is not a plan to replace anything such as the soccer complex. This is a proactive step for future needs. At this point there is only money available to develop a plan. Additional funding will have to be requested through the capital improvement program. Hickory Hill Park: Staff will interview for contractors the week of September 7 for this project. Friends of Hickory Hill will play a large role in the selection process. The cost for this project is estimated to total $700,000 with it being phased over 3 years with $250,000 budgeted per year. Bud eta: Staff will be looking at the budget and CIP's in September. Commission will be asked to prioritize the list of items at their October or November meeting. Moran noted that part of the budgeting process may include staffing rearrangements for the department. He has asked the division heads to put proposals together showing how they would like to see their staff laid out. City Manager has stated that FY17 will be a challenging budget year. If the City Manager approves staff changes, Moran will handle before he retires on September 25. He said it appears that most changes will occur within the Recreation Division. Transition: Applications for the Parks and Recreation Director position will be accepted through September 15. Claussen has requested to sit on the hiring committee for this position. Moran does not yet know who will serve as acting director during the transition. He will share this information with commission when available. Park Tour: Moran noted that although the park tour has usually been scheduled for October, he would really like to participate in one more park tour before his retirement. Commission agreed and therefore scheduled the park tour for Monday, September 14. Participants will board a bus at 4 p.m. at the Recreation Center. Dinner will be served on the bus. PARKS AND RECREATION COMMISSION August 12, 2015 Page 5 of 6 Marina Commissions: The rentals are going very well. Moran shared Fin and Feathers commissions to date with the Commission. Boards & Commissions: Council has been discussing and investigating ways to get more people to apply for the City boards and commissions. There will be a discussion about the possibility of shortening terms to no more than three years and with maximum term limit of four terms. If any members have feedback, please feel free to share with Moran and he will forward to Council. Directors Absence: Moran announced that he will be on vacation the week of August 25. CHAIRS REPORT: Claussen invited commission members to provide him with any input they may have regarding the Director interview process. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: Elliott thanked Hall for responding so quickly when there was a report of graffiti on the Willow Creek Trail. Hamann noted that a couple of people from the public have asked her why there is no alcohol allowed on city property, such as parks and park shelters. She said that Coralville charges a $15 fee to allow alcohol use in their facilities. Moran noted that there were changes made to the City ordinance to allow alcohol at our event facilities (Riverside Festival Stage, The Park Lodge and The Ashton House). However the now alcohol allowed ordinance remains in place for all other facilities. Enforcement is a big concern, as there are simply not enough police officers to monitor all of the facilities. Having alcohol available at the ball diamonds has been an ongoing concern as well and therefore, is not allowed. Both Bourgeois and Brown noted that they prefer it stay the way it is. ADJOURNMENT: Moved by Elliott, seconded by Bourgeois, to adiourn the meeting at 6:19 p.m. Motion passed 7-0 (Laurian & Younker absent). PARKS AND RECREATION COMMISSION August 12, 2015 Page 6 of 6 1.9- y10 11393[6j9X10r1)K��►�i��ilxyc� ATTENDANCE RECORD NAME le le le qT kn to 'n tn tn M TERM a 0 0000 00 00M a o c 00 r N EXPIItE o r 00 0s M 0 S Suzanne 1/1/17 X X X X X X X X X X O/E X X Bentler David 1/1/15 X X X X X X X O/E O/E X X X X Bourgeois Larry Brown 1/1/18 X X X X X X O/E X X X X X X Clay 1/1/18 X X X X X X X X X X X X X Claussen Maggie 1/1/17 O/E X X X O/E X X X O/E X X X X Elliott Cara 1/1/16 X X X X X O/E X X X X X O/E X Hamann Katie Jones 1/1/18 X X X X X O/E X X X X X * X Lucie 1/1/15 O/E X O/E X X X X X X X X O/E O/E Laurian Paul Roesler 1/1/18 * * * * * * * * * * * * X Joe Younker 1/1/16 O/E X X X X X X X X O/E X O/E O/E 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 r10-06-15 -4 CITY OF IOWA CITY 4- , MEMORANDUM Date: September 23, 2015 To: Mayor and City Council From: John Yapp, Planning & Zoning Commission Re: Recommendations from Planning & Zoning Commission At the September 3, 2015 meeting the Planning & Zoning Commission approved the August 6 minutes with the following recommendation to the City Council: The Commission voted 6-0 to recommend approval of REZ15-00013 a request by St. Andrew Presbyterian Church for rezoning 33.37 acres located north of Camp Cardinal Boulevard and east of Camp Cardinal Road from Low Density Single Family Residential (RS -5) to Planned Development Overlay/Low Density Single Family Residential (OPD5), be approved subject to a sufficient Wetland Mitigation Plan being approved by staff prior to City Council consideration of the application, and subject to Conditional Zoning Agreement specifying: (a) The portion of Camp Cardinal Road (430+/- LF) and Elder Drive to the north property line of St Andrew Presbyterian Church shall be constructed to City collector standards. Storm sewer and waterlines to be extended within these same improvement limits; (b) Water and sewer lines will be extended in locations acceptable by the City Engineer. (Note: currently this would include extending water and sewer lines to the north and west property lines); (c) Construction plans for Camp Cardinal Road and Elder Drive and water and sewer infrastructure must be approved by the City prior to issuance of foundation permit. (d) Emergency vehicle access and extension of water lines to the construction site must be complete prior to issuance of foundation permit. (e) A final certificate of occupancy will not be issued until all infrastructure improvements are complete and accepted by the City. 2. The Commission voted 6-0 to recommend approval of REZ15-00015, a proposal to rezone approximately 1.45 acres of property located at the northwest corner of South Riverside Drive and West Benton Street from Community Commercial (CC -2) to Riverfront Crossing -West Riverfront (RFC -WR), subject to the following conditions to address traffic and pedestrian safety issues caused by the subject rezoning: Dedication of 10 feet of land along the Riverside Drive and Benton Street frontages of the property to the City in order to widen the public right-of-way along Riverside Drive and Benton Street; Closure of the existing curb cut on Benton Street; Consolidation of the two drives on Riverside Drive into one access point in a location further from the intersection as determined by the City; and Consolidation of the two drives on Orchard Street into- one access point in a location that best meets on and off-site traffic safety and circulation needs as determined by the City. 3. The Commission voted 6-0 to recommend approval of REZ15-00016, to conditionally rezone the property to CC -2 subject to the following conditions; development shall be in substantial compliance with the August 5, 2015 concept site plan and design review. 4. The Commission voted 4-2 (Eastham and Martin voting No) to recommend approval of REZ15-00017 a rezoning to approve a Preliminary Planned Overlay Plan for a Page 2 14.36 -acre Planned Development Overlay - High Density Single Family Residential (OPD/RS-12) zone located east of Riverside Drive and north of McCollister Boulevard subject to: (1) The two existing properties (former Thatcher and Baculis parks) being combined into one lot; (2) Resurfacing of the entrance road to the point of the new private street including a 5 foot sidewalk on the south side of the street; (3) City Engineer approval of grading and drainage plans at time of final site plan approval. 5. The Commission voted 6-0 to recommend approval of ANN15-00001 and REZ15- 00014, annexation of approximately 18.66 acres and a rezoning from County Multi - Family Residential (RMF) to 1.91 acres of Low Density Multi -Family Residential (RM - 12) and 16.75 acres of Low Density Single Family Residential (RS -5) for the property located south of Herbert Hoover Highway, subject to a Conditional Zoning Agreement stipulating: (1) The owner/developer will be responsible for providing sanitary sewer and water service to this property; (2) Approval of a development plan for the RM -12 zone, including a landscaping plan, exterior building designs, and site plan by the Design Review Committee to ensure Comprehensive Plan policies regarding compatibility with lower density residential properties and appropriate development appearance for an entranceway to the City, will be required prior to approval of a building permit; (3) The payment of fees required for the upgrade of Herbert Hoover Highway; (4) The owner/developer will install a sidewalk along Herbert Hoover Highway to connect to Olde Towne Village, with the location and design of the sidewalk to be approved by the City Engineer. Additional action (check one) No further action needed Board or Commission is requesting Council direction X Agenda item will be prepared by staff for Council action - Done MINUTES APPROVED PLANNING AND ZONING COMMISSION AUGUST 6, 2015 — 7:00 PM - FORMAL E M M A HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Ann Freerks, Mike Hensch, Phoebe Martin, Max Parsons MEMBERS ABSENT: Jodie Theobald STAFF PRESENT: Sara Hektoen, Karen Howard, John Yapp OTHERS PRESENT: Loren Hoffman , John Roffman, Shavon Harmon, Kevin Digmann , Kristina Mehmen, Ed Cole, Brian Flynn, Duane Musser RECOMMENDATIONS TO CITY COUNCIL: The Commission voted 6-0 to recommend approval of REZ15-00013 a request by St. Andrew Presbyterian Church for rezoning 33.37 acres located north of Camp Cardinal Boulevard and east of Camp Cardinal Road from Low Density Single Family Residential (RS -5) to Planned Development Overlay/Low Density Single Family Residential (OPD5), be approved subject to a sufficient Wetland Mitigation Plan being approved by staff prior to City Council consideration of the application, and subject to Conditional Zoning Agreement specifying: (a) The portion of Camp Cardinal Road (430+/- LF) and Elder Drive to the north property line of St Andrew Presbyterian Church shall be constructed to City collector standards. Storm sewer and waterlines to be extended within these same improvement limits; (b) Water and sewer lines will be extended in locations acceptable by the City Engineer. (Note: currently this would include extending water and sewer lines to the north and west property lines); (c) Construction plans for Camp Cardinal Road and Elder Drive and water and sewer infrastructure must be approved by the City prior to issuance of foundation permit. (d) Emergency vehicle access and extension of water lines to the construction site must be complete prior to issuance of foundation permit. (e) A final certificate of occupancy will not be issued until all infrastructure improvements are complete and accepted by the City. The Commission voted 6-0 to recommend approval of REZ15-00015, a proposal to rezone approximately 1.45 acres of property located at the northwest corner of South Riverside Drive and West Benton Street from Community Commercial (CC -2) to Riverfront Crossing -West Riverfront (RFC -WR), subject to the following conditions to address traffic and pedestrian safety issues caused by the subject rezoning: Dedication of 10 feet of land along the Riverside Drive and Benton Street frontages of the property to the City in order to widen the public right-of-way along Riverside Drive and Benton Street; Closure of the existing curb cut on Benton Street; Consolidation of the two drives on Riverside Drive into one access point in a location further from the intersection as determined by the City; and Consolidation of the two drives on Orchard Street into- one access point in a location that best meets on and off-site traffic safety and circulation needs as determined by the City. The Commission voted 6-0 to recommend approval of REZ15-00016, to conditionally rezone the property to CC -2 subject to the following conditions; development shall be in substantial compliance with the August 5, 2015 concept site plan and design review. Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 2 of 18 The Commission voted 4-2 (Eastham and Martin voting No) to recommend approval of REZ15- 00017 a rezoning to approve a Preliminary Planned Overlay Plan for a 14.36 -acre Planned Development Overlay - High Density Single Family Residential (OPD/RS-12) zone located east of Riverside Drive and north of McCollister Boulevard subject to: (1) The two existing properties (former Thatcher and Baculis parks) being combined into one lot; (2) Resurfacing of the entrance road to the point of the new private street including a 5 foot sidewalk on the south side of the street; (3) City Engineer approval of grading and drainage plans at time of final site plan approval The Commission voted 6-0 to recommend approval of ANN15-00001 and REZ15-00014, annexation of approximately 18.66 acres and a rezoning from County Multi -Family Residential (RMF) to 1.91 acres of Low Density Multi -Family Residential (RM -12) and 16.75 acres of Low Density Single Family Residential (RS -5) for the property located south of Herbert Hoover Highway, subject to a Conditional Zoning Agreement stipulating: (1) The owner/developer will be responsible for providing sanitary sewer and water service to this property; (2) Approval of a development plan for the RM -12 zone, including a landscaping plan, exterior building designs, and site plan by the Design Review Committee to ensure Comprehensive Plan policies regarding compatibility with lower density residential properties and appropriate development appearance for an entranceway to the City, will be required prior to approval of a building permit; (3) The payment of fees required for the upgrade of Herbert Hoover Highway; (4) The owner/developer will install a sidewalk along Herbert Hoover Highway to connect to Olde Towne Village, with the location and design of the sidewalk to be approved by the City Engineer. The meeting was called to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA* There were none. REZONING ITEM IREZ15-000131: Discussion of an application submitted by St. Andrew Presbyterian Church for a rezoning from Low Density Single Family Residential (RS -5) to Planned Development Overlay (OPD -5) to allow construction of a church and modification of wetlands, and an amendment to a previous Conditional Zoning Agreement regarding requirements for the construction of Camp Cardinal Road, for 33.37 acres of property located north of Camp Cardinal Boulevard and east of Camp Cardinal Road. Yapp began the staff report by stating that St Andrew has requested a rezoning of 33.37 acres of property located on the east side of Camp Cardinal Road for a planned development and Sensitive Areas Development Plan. The Sensitive Areas Development Plan is required due to the proposal to reduce wetlands buffers and disturb a portion of the wetlands on the site. Yapp presented an overview of the development concept. Yapp stated there is a Conditional Zoning Agreement which applies to the property, which was agreed to when the property was zoned to single family residential in 2014. That Conditional Zoning Agreement required Camp Cardinal Road to be constructed to City collector street standards, water and sewer lines to be extended to the north and west property lines, Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 3 of 18 construction plans being approved for public infrastructure prior to issuance of a building permit, emergency vehicle access and water lines being installed prior to issuance of a building permit, and a certificate of occupancy not being issued until infrastructure improvements are complete. Yapp said that these conditions are consistent with requirements for new subdivisions, but that they were a part of the initial zoning for this property due to the potential for the Church to be developed without a subdivision. Yapp said the Church has proposed some changes to the Conditional Zoning Agreement requirements. Regarding the requirement that Camp Cardinal Road be reconstructed, the Church has proposed reconstructing a portion of Camp Cardinal Road, and then constructing a new street to the north property line, Elder Drive. The new street would be designed as a collector street, would provide public street frontage for the Church parcel, and would extend a street to the north property line to allow access to the property to the north. Yapp said staff is still recommending the requirement that utility lines be extended to the north and west property lines, consistent with policies for all development in the City to require extension of infrastructure to be able to serve abutting properties as they develop. Yapp said that St Andrew representatives have also requested a change in the condition related to when construction plans, emergency vehicle access, and water lines are complete — the Church has requested the trigger be related to issuance of a foundation permit. Yapp said this is a nuance, but that the City does not issue foundation permits, the City issues 'building permits for foundations.' Yapp described the wetland buffer reduction request, and the proposed areas of disturbance to the wetlands. Yapp said the on-site wetland mitigation is proposed on the north end of the site, the location of an old farm pond. The recreated pond is proposed to be designed as a wetland mitigation site, and be planted with wetland plants. Yapp said that earlier today he received a call from the applicants' engineer, who stated that the Church may propose to purchase an area of a wetlands bank within the same watershed, in lieu of committing to a five-year monitoring requirement for the on-site wetland. Yapp said the staff recommendation is subject to 'a sufficient wetland mitigation plan being approved by staff prior to City Council consideration of the application.' And that staff would require either the five-year monitoring requirement, or a commitment to being a part of an existing wetlands bank. Yapp noted that if the wetland bank option is pursued, it would be in a location already approved and monitored by the Corps of Engineers. Freerks asked about the percentages of woodlands and slopes being disturbed on the site, and that the staff report states that the percentages did not reach the threshold for Planning and Zoning Commission and Council review. Freerks stated the staff report is not clear as to the level of disturbance of slopes and woodlands. Yapp showed an image of the areas of slope and woodlands disturbance, and the construction limits line. Freeks asked about the statement in the application that the owner will request an 'at risk' grading permit, and asked what that means. Yapp said that he believed it meant the developer will request a grading permit prior to final approval of the development plan. The Commission discussed whether or not the applicant could request a grading permit prior to final approval. It was clarified that property owners may request a grading permit after approval of a preliminary plan or plat, before approval of a final plan or plat. Yapp summarized the staff recommendation, which is to recommend approval subject to approval of a wetland mitigation plan prior to City Council consideration, and subject to a Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 4 of 18 Conditional Zoning Agreement specifying: a. The portion of Camp Cardinal Road and Elder Drive to the north property line being constructed to City collector street standards, and storm sewer and water lines being extended within the same improvement limits. b. Water and sewer lines being extended in locations acceptable to the City Engineer. c. Construction plans for Camp Cardinal Road and Elder Drive and water and sewer infrastructure being approved prior to issuance of a building permit for a foundation. d. Emergency vehicle access and extension of water lines to the construction site must be complete prior to issuance of a foundation permit. e. A final certificate of occupancy will not be issued until all infrastructure improvements are complete and accepted by the City. Loren Hoffman (Hall and Hall Engineering) stated he is the engineer representing St Andrew on this project. Hoffman began by describing the site, and reviewed how they had gotten to this point in their design. Hoffman showed on the map the small areas of wetlands proposed to be disturbed, which is less than 1/10 of an acre of total disturbance — Hoffman said the Corps of Engineers has approved this level of disturbance, and that they are faced with the five-year monitoring requirement due to City standards. This is why they are pursuing buying into a wetlands bank, which would be an already -approved wetlands area on the River Products property. Hoffman discussed the zoning and conditional amendments that they were pursuing which stem from the recirculation of the street and are working with City Staff closely to meet all the requirements. Regarding the timing of the grading permit, they anticipate the rezoning process to conclude around early October and don't expect to get the grading permit prior to October. They are only asking to obtain a grading permit prior to the final plan approval. This is because the church's schedule is to try to start construction as soon as possible and would like to have the building pad prepped and ready for concrete crews to get in as early as possible in the spring. Freerks mentioned that the steep and critical slope requirements are a concern. The plan states that 32.5% will be disturbed and it is at 35% when other requirements are needed. So to have the grading permit prior to the final plan approval means there is a chance for potential of an alteration and disturbing more than the 32.5% and that raises concern. Hoffman showed the proposed grading map and construction limits line and stated they will not expand on that proposed plan. The building area is the only area they are proposing to grade this year and that will have been approved by P&Z and Council prior to the grading permit being issued. Hektoen stated that the grading permit approval is an administrative function and is a separate issue from the rezoning. John Roffman (chair of the Building Committee), stated that they are to be out of their current church by the first of June next year so that is why they are requesting to move quickly on the grading and not wait until spring and face uncertain weather conditions. Hoffman also wished to clarify the area of woodlands is 7.1 acres, allowable impacts are up to Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 5 of 18 35% and their permanent impact will be 0.9% and potential impacts are almost 8%. With the wetlands, there is a total wetland area of just over 1 acre. They will impact less than 1/10 of an acre. Dyer asked why they are proposing to put in a new road as opposed to developing to Camp Cardinal Road. Hoffman explained that one of the requirements was to provide access to the property north of the church and based on the placement of the church there is some benefit for the placement of the street and it will just add to the street network of the area. Freerks closed the public hearing. Eastham asked about the wetland mitigation recommendation, and Yapp replied that Staff is recommending approval of the mitigation of the wetland plan prior to City Council consideration. Staff is okay with moving forward today without that as it will not change the site design that the Commission is voting on. The applicant is committed to improving the pond and planting the wetlands vegetation regardless. The question is whether the five year requirement for onsite monitoring is conducted onsite or the other option of the applicant purchasing into a wetland bank and the monitoring is done offsite. Hensch moved to approve REZ15-00013 a request by St. Andrew Presbyterian Church for rezoning 33.37 acres located north of Camp Cardinal Boulevard and east of Camp Cardinal Road from Low Density Single Family Residential (RS -5) to Planned Development Overlay/Low Density Single Family Residential (OPD5), be approved subject to a sufficient Wetland Mitigation Plan being approved by staff prior to City Council consideration of the application, and subject to Conditional Zoning Agreement specifying: a. The portion of Camp Cardinal Road (430+/ -LF) and Elder Drive to the north property line of St Andrew Presbyterian Church shall be constructed to City collector standards. Storm sewer and waterlines to be extended within these same improvement limits. b. Water and sewer lines will be extended in locations acceptable by the City Engineer. (Note: currently this would include extending water and sewer lines to the north and west property lines) c. Construction plans for Camp Cardinal Road and Elder Drive and water and sewer infrastructure must be approved by the City prior to issuance of foundation permit. d. Emergency vehicle access and extension of water lines to the construction site must be complete prior to issuance of foundation permit. e. A final certificate of occupancy will not be issued until all infrastructure improvements are complete and accepted by the City. Dyer seconded the motion. Eastham asked about the alignment of Elder Drive and if that was done in consideration with the property owner to the north or any existing street design for their property. Yapp replied that the property to the north is largely undeveloped with only a private lane on the property. One benefit of Elder Drive being shifted to the east is it will be more centered to the property to the north and Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 6 of 18 helps with maximum cul -del -sac length. The property on the north is hemmed in by Walnut Ridge to the east, the creek corridor and wetlands to the north, so the only access to the property is from the south. Additionally it was very important for the church to have their structure built at a certain location on the site so Elder Drive was adjusted to meet that need. In working with the church over the past several months, staff noted that from the City's perspective it is important that the church property have public street frontage which also drove the location of Elder Drive. Eastham reiterated then clarification on how the street location will affect development of the property to the north. Howard said that staff did look at a number of possible configurations for subdivision layouts to the property to the north and staff felt this street location would be the best for street patterns to the north. Eastham added that in terms of wetland mitigation he feels that purchasing a wetland management area for the applicant is probably better for smaller parcel areas rather than managing the mitigation on their own. Freerks agreed and stated that there is a reason the site has been undeveloped for so long, it is a difficult and challenging area. A vote was taken and the motion carried 6-0. REZONING ITEM (REZ15-00015): Discussion of an application submitted by Kum & Go, LC for a rezoning from Community Commercial (CC -2) zone to Riverfront Crossings — West Riverfront (RFC -WR) zone for approximately 1.45 acres of property located at the northwest corner of W. Benton Street and S. Riverside Drive. Howard began the report showing a location map of the area which is at the corner of Benton Street and Riverside Drive, both arterial streets. The location is in the West Riverfront Subdistrict of the Riverfront Crossings District. The applicant is proposing to redevelop the property with a 6,500 square foot convenience store and gas station (Quick Vehicle Servicing), which is a use allowed by special exception in the West Riverfront Subdistrict through a special exception if granted by the Board of Adjustment. Howard stated that the Commission's charge was to determine if the requested Riverfront Crossings zoning was appropriate regardless of the use on the site, proposed gas station or something else in the future. The goals for the West Riverfront Subdistrict are to create a better corridor for pedestrians and bikes, a more aesthetically pleasing corridor and to spur economic development along this corridor. Howard showed photos of the area as it exists, noting that it is not currently pedestrian or bike friendly or aesthetically pleasant. She noted that similar to other properties along the corridor that have been rezoned to Riverfront Crossings, Kum & Go has agreed to dedicate 10 feet of property along both the Riverside Drive and Benton Street frontages to increase the City right-of-way to improve the pedestrian environment along those streets according to the Riverfront Crossings Plan. Since the proposed redevelopment of the property would generate considerable additional pedestrian and bicycle traffic as well as vehicular traffic staff is recommending this as a condition of rezoning. Kum & Go has agreed to meet all the Riverfront Crossing Standards as well as dedicate the land to improve pedestrian areas along the streets and have submitted a preliminary plan to show the Commission this evening. It is a bit different than a typical gas station design, they are placing the building at the corner so it meets the form -based code and is more pedestrian friendly and will have the gas pumps behind the building. The form -based code will require a number of Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 7 of 18 building and design standards including storefront windows, building articulation, and pedestrian friendly street frontage. Kum & Go is also proposing an outdoor seating area on the Riverside Drive frontage and would provide landscape screening along the Orchard Street side of the property. Howard discussed the traffic issues along this corridor as well as the pedestrian issues. There are currently multiple driveway access points to the property on Riverside Drive and Benton Street but they do not meet the current access management standards and present conflicts for both pedestrians and motorists. So the plan is to consolidate the driveways on Riverside Drive to one access point, to close the access points on Benton Street, and have a second access point onto Orchard Street in a location that is deemed appropriate from a traffic safety standpoint. The transportation planners advised that an access point on Benton Street would create an unsafe situation because drivers would have to cross a double -yellow line and a dedicated left turn lane to access the property on Benton Street. Therefore, City staff is recommending that no access be allowed along the Benton Street frontage. Staff recommends approval of REZ15-00015, a proposal to rezone approximately 1.45 acres of property located at the northwest corner of South Riverside Drive and West Benton Street from Community Commercial (CC -2) to Riverfront Crossing -West Riverfront (RFC -WR}, subject to the following conditions to address traffic and pedestrian safety issues caused by the subject rezoning: • Dedication of 10 feet of land along the Riverside Drive and Benton Street frontages of the property to the City in order to widen the public right-of-way along Riverside Drive and Benton Street; • Closure of the existing curb cut on Benton Street; • Consolidation of the two drives on Riverside Drive into one access point in a location further from the intersection as determined by the City; and • Consolidation of the two drives on Orchard Street into one access point in a location that best meets on and off-site traffic safety and circulation needs as determined by the City. Martin asked about the location of the access off Orchard Street. Howard replied that the exact location and access will be part of the determination when the final site plan is shown to the Board of Adjustment. Eastham asked about screening and Howard also said the Board of Adjustment will also review the screening requirements. Dyer asked if there was a sidewalk along Orchard Street and Howard replied that there is currently a sidewalk on Orchard Street. Eastham asked if the City could do anything to assist the owner with signage to direct customers to the Orchard Street access since it won't be obvious from either Benton Street or Riverside Drive that there is access off Orchard Street. Howard said there are allowances for directional signage that could be used by the applicant. Eastham also shared a couple of questions he received in a letter from Paula Swygard. One was in regards to lighting and if the form -based code standards for lighting are adequate for this type of use and protect disruption to neighboring properties. Howard said the Riverfront Crossings Plan uses the City Code lighting standards that were just updated in 2005 and for gas stations there are under -canopy standards that lights have to be inset into the canopy and there Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 8 of 18 is cutoff lighting along the edge of the property so staff feels it is adequate. Eastham also said Swygard asked about the canopy height. Howard said the applicant could answer that and additionally the Board of Adjustment will look at those specifics and impose conditions if they see a need. Dyer asked what the landscaping requirements were on the north side of the property which would be adjacent to the new apartment buildings being constructed. Howard replied that the Riverfront Crossings requires S2 screening between properties, however for quick vehicle servicing properties Staff will be recommending a higher screening standard along that property line and have discussed it with the applicant and it will be part of the Board of Adjustment application. Howard said there is a 7 foot setback proposed now, the City requires 5 foot, but feels the recommendation to the Board of Adjustment will be 10 feet. Freerks opened the public hearing. Siobhan Harman (Kum & Go) said the staff report reflects their understanding of the project. She wanted to note that this new store would be a brand new store type that has not been seen before, it is a new prototype. They hope to build 9 of these new stores this year, they have 498 stores in their network. This would be the first new Kum & Go to be built in Iowa City as all other stores were acquisitions of existing convenience stores. The store they are replacing down the street is 40 years old and the underground tanks are 30 years old, so they are anxious to build this new store. Harman also noted this new store would be much more pedestrian friendly. There will be a nice patio at the front of the store on Riverside Drive and there will also be indoor seating and a kitchen with more fresh food options than in other Kum & Go stores. She also noted that all of their new stores are Leed certified and this store will be so also. In regard to the canopy height, Harmon said the clear - height on the canopy is 15 feet and will work with a lighting consultant to make sure they meet lighting codes but it is standard that at the lot lines they are at zero foot candles. As for the landscaping on the north property line Kum & Go will work with the multi -family building developer because they also have a landscaping requirement so they will coordinate their efforts to make it look uniform and it will be double the size of what is required since they will be working together. Dyer asked about a certain diagonal area shown on the site plan. Harmon said that was the trash enclosure, but with closing the entrance on Benton Street and moving it to Orchard Street that trash enclosure area would go away. They need it to be convenient for the trash removal company. Wherever the trash enclosure area is, it will be enclosed and landscaped appropriately. Freerks mentioned that the west elevation has no windows and asked if there would be security cameras in that area. Harmon confirmed yes, they will have security cameras all around the exterior of the building. She mentioned that it is difficult to have windows on three, let alone all four, sides of a convenience store due to storage and design. Dyer asked if there was anything that could be done to enhance the view of the building from that side, since there would be no windows. Harmon said they may put a statue of their logo there and there would be quite a bit of landscape screening along that side as well. Freerks closed the public hearing. Eastham moved to recommend approval of REZ15-00015, a proposal to rezone approximately 1.45 acres of property located at the northwest corner of South Riverside Drive and West Benton Street from Community Commercial (CC -2) to Riverfront Crossing - West Riverfront (RFC -WR), subject to the following conditions to address traffic and Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 9 of 18 pedestrian safety issues caused by the subject rezoning: • Dedication of 10 feet of land along the Riverside Drive and Benton Street frontages of the property to the City in order to widen the public right-of-way along Riverside Drive and Benton Street; • Closure of the existing curb cut on Benton Street; • Consolidation of the two drives on Riverside Drive into one access point in a location further from the intersection as determined by the City; and • Consolidation of the two drives on Orchard Street into- one access point in a location that best meets on and off-site traffic safety and circulation needs as determined by the City. Parsons seconded the motion. Freerks noted that it is nice to see a gas station proposed that is so pedestrian friendly and it will be good for the neighborhood. Eastham noted that the applicant has done a good job with adapting their building design to this location and to bring a new store design to Iowa City. A vote was taken and the motion carried 6-0. Discussion of an application submitted by HD Capital Partners, LC for a rezoning in the Community Commercial (CC -2) zone to amend a previous Conditional Zoning Agreement to allow building placement different from the adopted concept plan for approximately 1.85 acres of property located between Westbury Drive, Eastbury Drive, and Middlebury Road. Yapp explained that this property was annexed and rezoned in 2001 and as part of that rezoning a conditional rezoning was approved which required general conformance with a concept plan and be designed to create a "Main Street or Town Square style commercial center" incorporating features such as on -street parking and parking lots behind buildings. The property is zoned community commercial and the applicant is not requesting a change from that zoning designation. They are requesting an amendment to a conditional rezoning agreement. The applicant had proposed some development concepts for the property and staff determined that they did not comply with the adopted concept plan and recommended that if the applicant wanted to proceed they should apply for a rezoning to amend that conditional zoning agreement. Going through this process also ensures for public comment and input on the proposed design since it is now different from what was adopted. The adopted concept plan shows buildings on this property fronting on all four sides of the square, very shallow building depths, and parking in the middle of the property. The proposed development has been designed with a town square design due to the street network, but the applicant is proposing a change in the site development. Yapp showed pictures of the area from various views. The applicant is proposing a medical clinic which would be located on the northern half of the property. To help meet the spirit and intent of the town square style design the site is designed with a significant amount of perimeter landscaping, significant setback of the proposed parking lot (25 — 30 feet from the property line), berming around the perimeter of the parking lot, and to allow on street parking on two sides of the square and improve the on street parking on the west side of the property. They would add tree islands along the on street parking bays as well as street trees along the perimeter of the property. Staff did request the applicant add Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 10 of 18 additional entrances to the building including an entrance at the round -about. The applicant has expressed concern with that entrance for privacy and safety concerns since this will be a medical clinic. Staff still feels a building entrance should be located there, even if it is not a public entrance. Staff believes the entrances are important because the life of the building will likely outlast the life of the occupant, or the current use of a medical clinic. So when different uses come into the building over time it is important to have those additional entrances. Yapp showed images of the elevations of the proposed building. Staff recommends approval of REZ15-00016, to conditionally rezone the property to CC -2 subject to conformance of the concept plans shown at the meeting tonight. Parsons asked about the entrance facing the round -about and if it would be just an emergency exit or if it was required to also be an entrance. Yapp replied that it must be an emergency exit due to fire code, and the applicant prefers it be a staff entrance only, with key card access. Freerks opened the public hearing. Kevin Digmann (HD Capital Partners) stated that this medical clinic is proposed to be a University of Iowa Family Practice clinic which will be privately built and furnished and then leased back to the University so it will be a taxable property. Digmann discussed the reasoning for the building design and the change from the original concept. The original concept was narrow skinny buildings but that would not be conducive to the type of clinic the University needs. The entrance issues are due to HIPPA regulations and safety concerns and to eliminate confusion with patients on what door to use as an entrance. Digmann stated that the University has worked with the City on the landscape design. Eastham asked if the architect could go into detail regarding the building elevations, since the building design seems a little stark along the street side with quite an extent of blank walls. Kristina Mehmen (Invision Architecture) stated that the elevations shown this evening are very early renderings and may not totally reflect what the building will look like when complete. Freerks commented that the proposed structure felt less pedestrian -oriented than the original proposal for this area. Mehmen said that the building will be similar to the one being constructed at the North Dodge location, similar design and materials. There will be limestone and synthetic wood on the exterior which will give warmth to the building. Mehmen noted that with regards to windows, there is a balance due to privacy issues with a medical clinic. Digmann noted that various options could be used to break up the fagade and make the building more pedestrian friendly. Hensch asked about parking, noting that area is a high demand parking area at certain hours of the day and asked if neighboring businesses would be allowed to use the parking lot. Digmann replied that yes, the intention is to allow neighboring businesses to use the parking lot in evenings and weekends when the medical clinic is not open. Dyer asked about the possibility of putting some picnic benches along parking areas. Mehmen noted that in the image showing the berm landscaping it shows there will be benches along the berm. Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 11 of 18 Dyer also noted that the townhouses across the street were not built with the intention of being across from an institutional building. Digmann noted that the berm would break up the view from the townhouses to the building. Additionally this new design puts the building 300 feet away from the townhouses as opposed to 20 feet away. Dyer appreciated that, however feels the owners of the townhomes were expecting retail and restaurants, not a medical clinic, across the street. Digmann said they did hold a good neighbor meeting and received positive comments and feedback. Digmann also noted that if the original plan was adopted for the narrow buildings the developer would have to find 10-15 tenants to fill the space and in this small neighborhood area that is unlikely. Martin agreed as the property has been undeveloped since 2001. Brian Flynn (Blackstone owner and President of the Old Towne Village Association) said that when they opened Blackstone in 2007 they expected the area to develop more and feels now that this proposal is positive for the area. He also feels this will create more pedestrian traffic in the area, as there is none now. Freerks agreed and stated that this area of land connects the two existing parts of the area so that is why the design of the building is so important and that it fits into the neighborhood. Yapp noted in regards to parking the streets on the north, east and west sides of the project are private streets so for on street parking the city views it similar to shopping center parking and that all the parking spaces are available to everybody in the area. Hektoen noted that when the staff report was written they had not received the information on the building elevations so recommends that the approval be conditional on the site plan document and not on the preliminary renderings or architecture. She said the site plans addresses the concerns about the access points, entrances, and landscaping, but if the Commission wanted there to be improvements to the building designs they should not condition it on the building elevations that were submitted. In response to Commission discussion about how to move forward with the approval without waiting for new building elevations, Howard said that one option would be to require a design review as a condition of approval. Digmann noted that they could bring updated site elevations to the next meeting. Freerks explained that if the Commission votes tonight, the applicant does not need to come before the Commission again. If a condition of design review is imposed, then Staff would need to approve. Eastham asked if it was the same group that was building the clinic on North Dodge Street. Digmann said it is the same architect and design team but different developer and construction crew. Howard noted that both her and Yapp are on the Design Review Committee (a staff committee) so it should not be problem to take the project through the design review process since they are already familiar with the project. Freerks closed the public hearing. Dyer moved to recommend approval of REZ16-00016, to conditionally rezone the property Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 12 of 18 to CC -2 subject to the following conditions; development shall be in substantial compliance with the August 5, 2015 concept site plan and design review. Hensch seconded the motion. Freerks noted this is a great step to complete this area, and although the area has not developed as quickly as once thought, what has gone into the area has been really successful. A vote was taken and the motion carried 6-0. Discussion of an application submitted by submitted by Ed Cole for a rezoning to amend a Planned Development Overlay Plan (OPD/RS-12) to allow the addition of 38 manufactured housing units to Cole's Community Mobile Home Park located at 2254 South Riverside Drive. Howard presented the staff report noting that the Commission has heard about this particular development recently and based on the concerns expressed at previous meetings the applicant has modified their plan and can speak to those details. One modification is to extend the sidewalk on the south side of the entry road that will provide a pedestrian connection to the bus stop, mailboxes and other common facilities with the development. Additionally the issue with the waiver request for the lot sizes is null as they have reduced the number of proposed units to accommodate the required lot sizes of 5000 sq. ft. minimum. Finally they have considered more -carefully -the storm shelter and have identified two locations for possible storm shelters and will accommodate the entire park population and can also be used for community events and such. As mentioned in previous meetings, the applicant is providing a number of amenities to the residents, a proposed recreation area and playground. Finally the applicant is proposing screening around the dumpster area. Staff recommends approval of REZ15-00017, a rezoning to approve a Preliminary Planned Overlay Plan for a 14.36 -acre Planned Development Overlay - High Density Single Family Residential (OPD/RS-12) zone located east of Riverside Drive and north of McCollister Boulevard subject to: 1. The two existing properties (former Thatcher and Baculis parks) being combined into one lot. 2. Resurfacing of the entrance road to the point of the new private street including a 5 foot sidewalk on the south side of the street. 3. City Engineer approval of grading and drainage plans at time of final site plan approval Howard has spoken to the City Engineer's office and while they still have to submit some final drainage calculations they felt the plan was in good shape to meet all the storm water management needs. Eastham asked Howard for assurance that this application meets all the requirements for the flood plain management standards in article J of chapter 14 of the zoning code. Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 13 of 18 Howard said it would meet all the standards of the flood plain ordinance, which is a standard requirement of any development. Eastham noted that manufactured housing needs to be anchored to permanent foundations, and asked if the City can assure that compliance. Howard said that would have to be answered by Julie Tallman, the flood plain ordinance expert. Yapp noted that inspection staff does inspect mobile homes before issuing a certificate of occupancy. Dyer asked about the note in the staff report about moving a dwelling that is close to the sidewalk when the current tenant moves out and if that was enforceable. Yapp said it is not enforceable and that is why it was not included as a condition. Eastham asked if there was a way for the City to enforce the requirement for the storm shelter to be constructed as it is not a condition of the rezoning. Howard said this is a planned development so anything that is shown on the planned development plan has to be constructed according to that plan. Eastham asked if the shelter would need to be constructed before any new units could be occupied. Yapp replied yes as it is considered a public improvement just like streets and sidewalks. Eastham noted an ex -parte communication he had with Mark Patton, Director of Iowa Valley Habitat for Humanity, and asked Patton if Habitat for Humanity would ever develop homes in this particular location due to the proximity to the flood prone area and Patton replied that while it would not be their first choice of location, if flood insurance could be provided at a reasonable cost they would consider it. Ed Cole (1205 Laura Drive) stated he asked the homeowner in the home next to the sidewalk about the possibility of moving his home to accommodate the sidewalk and he was not willing to move but did not care if there was a sidewalk right next to his property. Cole also noted that the recreation area has an adjacent field with a soccer field which is used daily by the resident's children. He said their goal is to create a nice safe family community. Cole has spoken with Tallman about the storm shelter and said there is an on-site manager at all times. Freerks closed the public hearing. Hensch moved to approve REZ16-00017 a rezoning to approve a Preliminary Planned Overlay Plan for a 14.36 -acre Planned Development Overlay - High Density Single Family Residential (012DIRS-12) zone located east of Riverside Drive and north of McCollister Boulevard subject to: 1. The two existing properties (former Thatcher and Baculis parks) being combined into one lot. 2. Resurfacing of the entrance road to the point of the new private street including a 6 foot sidewalk on the south side of the street. 3. City Engineer approval of grading and drainage plans at time of final site plan approval Parsons seconded the motion. Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 14 of 18 Freerks mentioned that this new application addressed all the concerns the Commission had regarding this project. Parsons agreed. She also feels the storm shelter will be a benefit for the community atmosphere. Eastham agreed that the changes help the plan meet the major issues with this location however it is in a flood prone area and there is no way to get away from that. Parkview Terrace was built in the early 1960s and was built with the feeling that the Coralville Dam would protect those areas from future flooding which has not been the case. The City and Federal Government just completed a levee close to this project, intended to prevent future flooding but there is no guarantee that levee will hold against future flooding. Eastham is aware of the need for affordable housing but does not feel it should be in a flood prone area. Yapp noted that in the flood prone areas the Code requires the first floor area to be one foot above the 500 year flood plain level. Hensch noted his appreciation of the applicant to listen to the concerns of the Commission and address the things they could reasonably address. A vote was taken and the motion carried (4-2 Eastham and Martin dissenting). ANNEXATION I REZONING ITEM (ANN15-00001/REZ15-00014): Discussion of an application by CBD, LLC for annexation of 18.6 acres and rezoning from County Multi -Family Residential (RMF) to Low Density Multi -Family (RM -12) for approximately 1.91 acres and Low Density Single Family (RS -5) for approximately 16.75 acres of property located west of Churchill Subdivision, south of Herbert Hoover Highway. Yapp stated that this item was deferred at the July 16 meeting to allow further discussion of staffs recommendation that a sidewalk be required along Herbert Hoover Highway to connect this property with Olde Towne Village. Staff and the applicant have discussed standards for the sidewalk. Staff agrees that we will allow flexibility from the standards to allow the alignment to avoid existing utilities that are not feasible to move. The flexibility in our standards will not be for the pavement width, thickness, etc. The flexibility in our standards will only be for the alignment, location and elevation of the sidewalk, and the final alignment should be subject to approval by the City Engineer. Staff recommends approval of ANN15-00001 and REZ15-00014, an annexation of approximately 18.66 acres and a rezoning from County Multi -Family Residential (RMF) to 1.91 acres of Low Density Multi -Family Residential (RM -12) and 16.75 acres of Low Density Single Family Residential (RS -5) for the property located south of Herbert Hoover Highway, subject to a Conditional Zoning Agreement stipulating: 1. The owner/developer will be responsible for providing sanitary sewer and water service to this property. 2. Approval of a development plan for the RM -12 zone, including a landscaping plan, exterior building designs, and site plan by the Design Review Committee to ensure Comprehensive Plan policies regarding compatibility with lower density residential Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 15 of 18 properties and appropriate development appearance for an entranceway to the City, will be required prior to approval of a building permit. 3. The payment of fees required for the upgrade of Herbert Hoover Highway. 4. The owner/developer will install a sidewalk along Herbert Hoover Highway to connect to Olde Towne Village, with the location and design of the sidewalk to be approved by the City Engineer. Dyer asked if it would be a permanent sidewalk. Yapp replied it would be a semi-permanent sidewalk in that there are no current plans to reconstruct Herbert Hoover Highway at this time. Perhaps in 15 or 20 years from now Herbert Hoover Highway may be reconstructed and at that time an actual permanent sidewalk would be put in. Because that is so far in the future is why Staff believes it is important now to have a concrete sidewalk installed. Freerks opened the public hearing. Duane Musser (MMS Consultants) representing the applicant agrees with the Staff report and acknowledged that the main concern was the sidewalk and having the flexibility to try and work around some of the existing utilities. There are several large utility poles and telephone boxes, the area goes in and out of city versus county properties and concerns were stated at the good neighbor meeting from neighbors that are not interested in annexing into the city about a sidewalk on their property. Martin asked if Musser works with both the County and the City on these projects that cross multiple municipals. Musser said they do work with both for permits for water mains and such items that need to go through the County right-of-ways. Freerks closed the public hearing. Eastham moved for approval of ANN15-00001 and REZ15-00014, annexation of approximately 18.66 acres and a rezoning from County Multi -Family Residential (RMF) to 1.91 acres of Low Density Multi -Family Residential (RM -12) and 16.75 acres of Low Density Single Family Residential (RS -5) for the property located south of Herbert Hoover Highway, subject to a Conditional Zoning Agreement stipulating: 1. The owner/developer will be responsible for providing sanitary sewer and water service to this property. 2. Approval of a development plan for the RM -12 zone, including a landscaping plan, exterior building designs, and site plan by the Design Review Committee to ensure Comprehensive Plan policies regarding compatibility with lower density residential properties and appropriate development appearance for an entranceway to the City, will be required prior to approval of a building permit. 3. The payment of fees required for the upgrade of Herbert Hoover Highway. 4. The owner/developer will install a sidewalk along Herbert Hoover Highway to connect to Olde Towne Village, with the location and design of the sidewalk to be approved by the City Engineer. Martin seconded the motion. Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 16 of 18 Parsons mentioned at the last meeting the discussion of the possibility of annexing the land to the west of this area and wondered if that was planned. Yapp said there has not been an application for that area, but the City has heard interest of possible annexation from a potential developer of that property. That interest has since waned and there have been no applications. Freerks said she felt this would be a nice addition to the area and it was nice to see the compromise here for the sidewalk. A vote was taken and the motion carried 6-0. COMPREHENSIVE PLAN ITEM: Consider a motion setting a public hearing for August 20 for discussion of an amendment to the Comprehensive Plan to add a three block area, bounded by Burlington St, Gilbert St, Iowa Ave and Van Buren St, to the Downtown District section of the Downtown and Riverfront Crossings Master Plan. Martin noted that she serves on the Board of Directors for an organization that is housed within 200 feet of this area. Eastham asked if the Commission was to also hold the South District Comprehensive Plan on August 20 and wondered if the South District Plan discussion could be delayed. Yapp agreed that was a good point. Freerks noted there would not likely be much overlap of interested parties for both discussions. Yapp said he would be comfortable with delaying either discussion, but noted that the South District Plan has been on the agenda for a while. Hektoen said the Commission has already considered a motion on the South District Plan to hold discussion on August 20. Yapp stated that deferring this Comprehensive Plan Item until September 3 would be fine, and that he would still proceed with getting the documents on the website. Eastham moved to set a public hearing for September 3 for discussion of an amendment to the Comprehensive Plan to add a three block area, bounded by Burlington St, Gilbert St, Iowa Ave and Van Buren St, to the Downtown District section of the Downtown and Riverfront Crossings Master Plan. Parsons seconded the motion. A vote was taken and the motion carried 5-0 (Martin abstained). CONSIDERATION OF MEETING MINUTES, JULY 16,2016: Eastham moved to approve the meeting minutes from the July 16, 2015 meeting. Dyer seconded the motion. A vote was taken and the motion carried 6-0. Planning and Zoning Commission August 6, 2015 — Formal Meeting Page 17 of 18 PLANNING & ZONING INFORMATION: Yapp noted that at the City Councils work session last week the Council discussed term limits for Boards and Commissions. This was in the context trying to encourage more diversity on Boards and Commissions, and feedback that current term limits are sometimes too long to attract applicants. Yapp said there was no formal action taken, Yapp just wanted to make the Commission aware of the discussion and to ask if there was any feedback. Hensch asked if the Council wants to shorten the length of the appointments or limit the number of appointments one individual can do. Yapp said both. Hensch stated that shortening the length of the appointment could be a detriment, as he feels the learning curve is very steep. Freerks agreed. Hensch said limiting the number of terms is understandable. Eastham agreed that five year terms for this Commission is necessary but could limit the number of terms to two although he's not a big fan of term limits. There was consensus that five-year terms were appropriate for the Planning and Zoning Commission. ADJOURNMENT: Eastham moved to adjourn. Martin seconded the motion. A vote was taken and carried 6-0. z O �o 20 00v Z w N Ozr- N 0 N W C9 � z za z J a 0 z w w J a O LL O N co to w X X X X X X I O I to X X X X X i X i ti CM X p x X x x I X I X X X X X X I X I tor N X X X X X X I X I W) X X X X X X I X I eo X X X I X I O X X XXXIXIXX X o, ;Xxx I x I xxx M mw 0— I x I x x x N w , x x x i O i x x x W ,XXX I X I X X X co -XXX I X I xxx �oxx I x I xxx r xxx- I x l x x X to C) XXXIXIXXX w =xxx I x I xXo co ,xxx 1 x I x x x m � Xxx I x I XXo W J W J W M X :3z J= z w w Q a 0 X O U Q Y= a O a=a Z�avi -X w o 04m< LU Q OCHWN Lu 0 0 W LL x 2 d� F=- O z w w 2 Q O LL z ,XXXXXX � X r� ,XXX I X I XXX M jXXX ; x ;xxx �Wcoc000rnr�rn�nao�n wmOLOU) �Xoo0000000 OOLOOO w ZazwwX�0 W J W J WLu JxzyO� V Q = �ay.xzzaaa wmi-WCOECO002 Q>- a 3 Q Ix w a i x z0WLLx2m01-I- N U U X�o �:) N CDc � (D (DU) o CLQ II Z 11 w II w Y 10-06-15 4b(9) MINUTES APPROVED PLANNING AND ZONING COMMISSION AUGUST 20, 2015 — 7:00 PM — FORMAL E M M A J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Ann Freerks, Mike Hensch, Phoebe Martin, Max Parsons, Jodie Theobald MEMBERS ABSENT: STAFF PRESENT: Sara Hektoen, Robert Miklo, Sarah Walz OTHERS PRESENT: Mike Pugh, Brad Houser, Bryce Dalton, Tim Lehman, Cordell Braverman, Monica Hayes The meeting was called to order at 7:00 PM. There were none. COMPREHENSIVE PLAN ITEM: A public hearing on an amendment to the Comprehensive Plan: The 2015 South District Plan. The Plan may be viewed at www.icgov.org/southic Walz began the staff report with a reminder of the South District Boundaries, which is all the land south of Highway 6 and east of the Iowa River and includes some areas not yet within City limits. She showed the future land use plan that was in a previous draft that prompted discussion. Therefore Staff went back and looked for opportunities for more diversity in housing including multi -family housing opportunities where there might be more affordable options. Walz showed one of the areas in the updated plan where they changed some designations of low to medium density to medium -mixed residential. Those designation definitions were borrowed from the South East District Plan which was recently updated. This allows for more of a mix of housing, and since it isn't designated as single-family it can be a mix of housing types. The plan talks about the missing "middle housing" and Staff noted that in many parts of the City there are large block areas of high density multi -family housing, and then other pockets of block after block of duplexes or townhomes. The idea is to get more of a mix so there are not these huge concentrations and there is more of a transition even within blocks. This transition plan could be achieved through an amendment to the zoning code, an OPD plan, or a form -based code. It appears the neighborhood and residents would like the City to be cautious because this is a part of the City where people are happy to live but there have been controversies and problems. So Planning and Zoning Commission August 20, 2015 - Formal Meeting Page 2 of 12 the City wants to take a cautious approach and add in density as they receive good proposals and prove that density can work in a good way for the neighborhood. Walz showed on the map the areas where there would be additional density. One is the area around the intersection of the north/south Sycamore Street and McCollister Boulevard. The map is not specifying whether that density is single -family, detached housing, or townhomes. The plan also discusses the opportunity for clustering of housing along south Gilbert Street, west of the Pepperwood Subdivision, due to the terrain and woodland in that area it is a good location for clustering with minimal disturbance and bring a road through the area which is much needed. Also mentioned in the plan is an opportunity to cluster density adjacent to open space which could be done in the area around Wetherby Park where there is a desire to get a single-loaded street along the park to open that park up. It would also make the park more accessible and safer with more street access and more homes around the park. Finally, in the text it talks about more opportunities for clustering and density along arterial streets. Townhomes along arterial streets with multi-family at the corners. Walz then talked about the opportunity down by the waste water treatment facility to transfer density out of that area and to other areas or to cluster the density up closer to the road. But again stressed the plan wants to avoid a solid mass of high density but rather to create a mix. So perhaps higher density along Lehman Road and Pleasant Valley Golf Course and then scaling back the density down by the waste water treatment facility. Walz also said a change on the land use map was the potential for commercial uses at the point south of Highway 6 where Scott Boulevard intersects. The plan also touches on the possibility of having a mixed-use area off McCollister Boulevard but it is important to keep the area where McCollister Boulevard intersects with Sycamore Street as the anchor of the neighborhood. Walz discussed the New Neighborhood Scenario and areas that were not originally included. That was removed from the plan, as it was just an exercise to illustrate how the plan could be used. What prompted the request to update the plan from City Council was the construction of the new school in the area. Currently the area does not have good connectivity throughout the neighborhood and therefore the new school is to be used as a focal point and allow for implementation of better connectivity, walkability, bike-friendly neighborhoods, connection to parks, and small commercial spaces. Walz explained that the scenarios in the plan are just to illustrate how an area could be laid out with benefits for high density and clustering if it allowed for more open green space. Walz said that in discussions with realtors and developers there was a desire to rebrand the area. One suggestion was to give the neighborhood names now so that when developers work on plans the area will already have a name and identity. Examples are the Green Way Neighborhood, the Trueblood Neighborhood, the Alexander Neighborhood and the Sand Prairie Neighborhood are ways they can market the area. Freerks asked if anyone on the Commission has had any ex-parte communications regarding this plan. Walz said Staff did include correspondence they received from folks in the neighborhoods into the packet the Commission received. Eastham stated he had conversations with Stefanie Bowers, the Human Rights Coordinator, regarding some of the crime statistics that were in the first draft of the plan but sees those statistics have been removed from the plan. Planning and Zoning Commission August 20, 2015 — Formal Meeting Page 3 of 12 Parsons noted that a lot of the correspondence made it seem as if the South District has more multi -family than any other part of the city. Walz says it does not, but feels people were speaking about the Dolphin Pointe complex which is very large so it seems as if there is a lot of multi- family. Freerks agreed, stating that there is some validity in the public's statements but there are other areas of the city where the multi -family density is greater. Martin asked about the buffer around the waste water plant and if Walz could address what is the current plan for the buffer. Walz stated that the plan says the area south of Lehman Road and east of Pleasant Valley Golf Course that fall within 1000 feet of the waste water plant an area in which the Iowa DNR recommends careful scrutiny of residential development. Reductions of development potential on these properties might be ameliorated by allowing the 2-8 dwelling units per acre envisioned in the land use map to be clustered along Lehman Road or for density to be transferred to nearby properties. A limited number of multi -family buildings may be considered near the Sycamore "L" and at the intersection of Lehman and Soccer Park Roads. Walz said this was not delineated on the maps in the plan. Eastham asked about transferring density rights and if there was any zoning code mechanism to allow for that. Miklo stated that many of these areas have Interim Development (ID) zoning so when the zoning is changed from Interim Development to the appropriate zoning the transfer of density could be included. Walz said the transfer of development rights has been done in the Riverfront Crossings District. Miklo stated that a Planned Development Overlay allows for the transfer of density rights. Freerks mentioned a letter received from a property owner regarding the 1000 foot buffer and asked Hektoen to explain how this affects the areas that aren't actually part of the city yet. Hektoen explained that this was a Comprehensive Plan amendment, it is not the same as a zoning. Hektoen said that at the time property is annexed into the city the zoning is decided. Freerks asked about the buffer and how it was a DNR regulation. Hektoen said the current Comprehensive Plan only has a broad interpretation of the regulation and the City is not posing any more restrictions on the property than the State already does. She noted it is a public policy matter and should be discussed in the Comprehensive Plan that the water treatment plan is there so developers are aware and plans are designed to mitigate any potential problems. Eastham noted that a letter received from Mr. Pugh has attached to it a page called exhibit A which is a line drawing of various areas and zoning designations. Eastham asked Staff if they could show on the land use map where this area was. Walz explained that on the land use map they are showing multi -family in that area. Eastham noted that in Mr. Pugh's exhibits it doesn't appear that the ID -R zoning goes all the way to Sycamore Street. Miklo stated that is a different property owner and was annexed at a different time Freerks opened the public hearing. Mike Pugh (4743 Dryden Court) represents the property owners of Sycamore Apartments and Lake Calvin Properties. He sent the letter to the Commission that Eastham discussed earlier and noted on his exhibit A labeled the South District Plan June 2015, the area that is for Sycamore Apartments and Sycamore Farms Company (AKA Lake Calvin Properties). The multi- family that is shown on the corner of the collector street and Soccer Park Road is not part of the property. For a historical context Pugh said Sycamore Farms Company was the original owner for this piece of property and at one time owned all the property up to Highway 6 and then was Planning and Zoning Commission August 20, 2015 — Formal Meeting Page 4 of 12 part of an annexation in the early 1990's. There has been different developments since that time, but there is still the same principal two owners. At the time of annexation they filed a voluntary annexation to annex in a portion of their property in the 1990's and during the context of those discussions the wastewater treatment plant was being constructed and there was a need for the City to try to annex all the property up to the wastewater treatment plant. At first the owners resisted having the property annexed and at the time was designated multi -family in the County designation. After lots of negotiation the result was a plan that provided for a mixture of different zones which included multi -family zoning in exchange for several things. One was the designation of a conservation easement, a 200 acre piece of property, for the wetlands area (still owned by his clients). Additionally in the conditional zoning agreement was a set aside for a school district property which the school district did not act upon. They also agreed to the construction of a trail system in exchange for keeping the designation of multi -family as it was when it was County property. Pugh said the City agreed. The property at the time did not have the infrastructure to support multi -family development so it was given the ID -RM zoning designation. However, now 23 years later his clients still own the property and are approaching very rapidly being ripe for development with the improvements made to Sycamore Street and the new school. So when reviewing the new Comprehensive Plan for the South District and seeing the designation of low to medium density residential it is upsetting to his clients because they followed all the conditions of the annexation and zoning agreements with the understanding this property would remain multi -family. So the specific request his owners have is to see on the land use map their property labeled as multi -family designation. He understands this is just a Comprehensive Plan, and the land is still zoned ID -R but the Commission looks at the Comprehensive Plan when rezoning applications are presented. To avoid future challenges with developing this property his clients request the South District Plan show the multi -family designation. Additionally this property is perfect for multi -family with the open green spaces built in, the area around the wastewater treatment plant, the Sycamore Greenway, Pleasant Valley Golf Course, the jurisdictional wetlands, and the soccer fields. Eastham noted that in the plan the multi -family use is designated for a density of 12-24 units per acre, and asked Pugh if there is some agreement to allow for lowering the allowed density in this particular parcel would that be acceptable. Pugh would have to discuss with his clients however when they filed the application for rezoning they filed it under a RM -12 zoning. Freerks noted that in the Comprehensive Plan they should not pinpoint certain areas for certain zoning designations specifically. Hektoen said there was no agreement for a zoning designation in 1994, there may have been discussions, but to agree to zoning in exchange for other things would be a violation of public policy, there cannot be contract zoning. Pugh said there was an agreement, even if it were just a verbal one. Miklo stated he was the staff member that handled the annexation at that time and confirmed it was a very long process and the proposal submitted by the applicant changed in many ways but does not recall the City agreeing to anything other than the ID -RM zone in this area. At the time this was an area that was not ripe for development, it did have multi -family zoning in the County, and the extent of the agreement was the area would be zoned ID -RM. Miklo also pointed out that since 1997 the Comprehensive Plan has shown this area as it is being shown on the new plan. The current draft plan does not change the designation from what is already adopted and in place. Pugh said he asked his clients about that and they state they had no idea that when the Comprehensive Plan was adopted in 1997 the designation was changed to a lesser density than multi -family, or they would have been here at that time arguing this point. Miklo said the 1997 Comprehensive Plan shows the land as single- family with some clustering towards the north. But the land is currently zoned ID -RM as it has Planning and Zoning Commission August 20, 2015 — Formal Meeting Page 5 of 12 been since annexation. He said the ID -RM zone allows one housing unit per ten acres. Miklo explained that ID -RM is a zoning designation for areas that are not ripe for development at the time, but in some point in the future might work well for residential zonings which might include multi -family in the future. He did note that the zoning code does make reference to future zoning should be "consistent with the Comprehensive Plan". Freerks noted that the area is 39 acres and the City is trying to not have large tracts of multi- family zones. Eastman asked if there was some mix of designations that could be put on the land use map for multi -family and medium -low density. Pugh said he would have to check with his clients to see what might be acceptable and work for them but a good portion of this property is the low - medium density which is way below the multi -family with only one multi -family zone on the map. Freerks stated an understanding to Pugh's clients concern but doesn't know if they want to change things so drastically from the 1997 and 2002 plans. Walz noted that there has been similar discussions in the past and a property is zoned Interim Development Single Family (ID - RS) when it comes into zoning changes areas (chiefly along arterial streets) get zoned for multi- family or clustered development and other parts are zoned single-family. Pugh recognized that but says the burden is on the developer or property owner to get the amendment to the plan and they are trying to avoid that and make the designation now. Eastham noted that they do amend comprehensive plans for a variety of reasons so they could always suggest or bring forward amendment to the plan at some point. Freerks noted that a comprehensive plan is designed to benefit the community as a whole and could make the case that Pugh's clients are being benefited by this plan with the improvements of the roads, the school and the wastewater treatment plant. Pugh reiterated that his clients would like to see the land use map in the Comprehensive Plan reflect what was agreed upon some 23 years ago or at least be consistent with the current zoning for the property. Hektoen reiterated that there was no agreement, City Council adopted the ordinance rezoning the land, but to agree to bind a future Council to a zoning decision is not legal. Walz noted that Steve Gordon was at the community workshop and the previous map was shown at the workshop. Miklo also noted that there was a very public process in 1997 when the current land use plan was adopted. Brad Houser (107 5th Street, Suite 200, Coralville) is one of the developers in the area. He acknowledged that Staff has done a good job of working with landowners and developers as there is a group that owns about half the land in the South District area. In the original plans it was mostly single family but this whole area is averaging about 20 new construction homes sold per year over the past 10 years. One of the factors is there is a stigmatism in the South District and feels there is a greater need in the whole project to get a more diverse housing stock in the district. Houser noted there are some very pretty areas in the district that many people don't know exist such as the wetlands park. He feels there is still a need for more levels of multi -family in the area. There is about 1600 acres of developable vacant land, and overall it is almost 4000 Planning and Zoning Commission August 20, 2015 — Formal Meeting Page 6 of 12 acres. Yes Dolphin Pointe is a large rental area, but in the while district there is only about 1500 rental units, which is not very dense for such a large area. Houser mentioned the Wall Street Journal stated today that interest rates will move up and that if cities do not have places for people to go to rent, they will go elsewhere. Coralville has right now over 1000 units being built, so if someone is new to the area, or not ready to buy yet, Iowa City does not have a lot of choices. There is a lot of student stock, but not for the working person or young professional. Houser also explained that as a developer or apartment manager, the units do need to be together in a large complex. They cannot have onsite management or amenities for just a 12 or 24-plex. Houser also mentioned that on the single family side of the coin, there needs to be more affordable stock available. When the interest rates goes up the $200,000 to $250,000 price range that is in the market now will be out of most people's reach. He also mentioned the need for retirement housing and having ground set aside for that. He said that it takes a year to go through the zoning process and how major clients can be lost due to the long amount of time the zoning process takes. Freerks noted that the rezoning process does not take a year. She asked Houser about diversity of housing and stated that there isn't any large lot single family housing in the South District, is that lacking or is there even a market for it in the South District. Houser said some could be done along the green spaces but first need to get people to believe in the South District. Freerks agreed, and asked then how would higher density multi -family get people to believe. Houser replied that yes, first they need to get people to live in the area, see how beautiful it is, to build up the reputation of the area to attract higher end homes. If built right now there is a fear those homes won't hold their value. Eastham asked if the Peninsula Development fit into his concept of what might also work down in the South District area. He mentions that because there is a huge mixture of housing types in the Peninsula. Houser said that is not a good comparison because the Peninsula is very dense and it's hard for fire trucks to get around due to all the cars on the streets and additionally those rental units in the Peninsula are $1500 to $1800 a month, the South District needs more affordable options. Eastham asked Houser if he had suggestions regarding the proposed map designations on the proposed plan. There are three designations and wondered if the idea would be to change the amount of area for each designation or the designations themselves. Houser feels it might be helpful to break out more color codes to show designations, but also noted that down the road when zonings are proposed the Commission refers back to the Comprehensive Plan and what the maps state, and any conversations on how those maps could have been interpreted become fuzzy. So it would be helpful to see on the map the different levels of multi -family or even low to medium density areas. Freerks asked how Comprehensive Plans are usually laid out, if they have ever been given such specificity. Walz said no, because by doing so gets into market decisions and topography issues. Freerks noted that any applicant that comes forward with a good plan that develops a healthy neighborhood environment is given good consideration and amendments will be made to make that plan happen. Hektoen stated that the Comprehensive Plan is meant to be a general guide to development so it purposely does not have too many layers because then an amendment would be required every time a rezoning comes in. Planning and Zoning Commission August 20, 2015 — Formal Meeting Page 7 of 12 Freerks agreed and said this plan is to give developers some freedom to come up with great plans for the area. Walz reiterated that with this plan multi -family is being considered at intersections of collector streets with arterial streets and in areas where things can be clustered. What they are trying to do is encourage better quality development and there is some concern with showing large concentrations of multi -family development. The idea is to get a quality of housing in the South District that hasn't been seen in the multi -family, not just in the building stock itself, but also the thoughtfulness of the integration with the rest of the neighborhood and connectivity and amenities for people that live there that makes it a safe environment. The western portion of the Saddlebrook property has long been marked on City maps as appropriate for single family density. Bryce Dalton practices law with Mike Pugh and wants to discuss the 1000 foot buffer around the wastewater treatment plant. He noted that his clients, Sycamore Apartments and Lake Calvin Properties are uncomfortable about having this language about the 1000 foot buffer because some day when they go to rezone their property it states they must carefully scrutinize any development. Dalton did speak with the Iowa Department of Natural Resources and there is nothing in the Iowa Code or the Administrative Code that requires any type of careful scrutiny within that 1000 foot buffer. Where this rule comes from is it prohibits a permit for a wastewater treatment plant that will be constructed within a 1000 feet of already existing residential development. In this case the wastewater treatment plant is already there and the City would not be able to expand that plant within 1000 feet of where residential development had already been constructed. It can if it gets waivers from the State. The DNR confirmed it doesn't work both ways, the DNR has no authority to prohibit development. The purpose of the rule is for odor protection and a developer needs to be mindful of how close they are going build to a wastewater treatment plant and his clients are very much aware of that. Dalton noted that in Pugh's exhibit A it shows just how big 1000 feet is and it cuts into that parcel more than half and limits the density that can be developed in that area. The 1000 foot rule for new development has been in place since 1986 so when this project was annexed into the City in 1994 the City had knowledge of this 1000 foot buffer. If the City had any thoughts of expanding in the future they should have negotiated no development within the 1000 feet and they did not do so, it has just now shown up in the Comprehensive Plan. Dalton stated he understands it's a plan, and guiding document, but if down the road and applicant goes to rezone and is turned down due to the 1000 foot buffer statement in the Comprehensive Plan, it could lead to litigation. Dalton is asking for the bullet point regarding the buffer on page 20 of the plan be removed. Hensch asked if the 1000 foot buffer is lost, then that means there could be no future expansion of the wastewater treatment plan. Dalton confirmed that is true and if a developer wanted to develop right up to the property line of the wastewater treatment plant the City would have to condemn and take the property in the future if they wanted to expand. Hektoen said that this all gets into an interpretation of a rule that is not in the Comprehensive Plan right now, so it could be subject to further examination, discussion and interpretation of the City Attorney's office. This is not seeking to create a 1000 foot buffer, it is just pointing out the language in the Code, and it does not prevent any development within the 1000 feet so some of the concerns with the original draft have been addressed with the revisions. Eastham asked then if there was a proposal to rezone within the 1000 foot buffer the Planning and Zoning Commission August 20, 2015 — Formal Meeting Page 8 of 12 Commission can approve that proposal. Hektoen confirmed that this language would not prevent the Commission from approving a proposal. Walz noted however if there was a proposal to cluster housing along Lehman Road to transfer that density that would be supported. Tim Lehman (4715 Canterbury Ct.) is the owner of some property in this area, as well as a realtor in town. The Lehman family owns what's left of a 160 acre farm where the new school was built. He is also part owner of the Gaten's Farm which is about 100 acres on the east side of Sycamore Street. Lehman noted he has attended meetings with the Staff and found the meetings very helpful and encouraging. The Lehman's are interested in eventually annexing their property into the city and see this area as a viable area for development with opportunities for nice homes around the school and transitioning to multi -family development as well. He encourages the City to extend McCollister Boulevard and that will help this area of town and increase development. Cordell Braverman (4325 Nursery Lane) represents the owners of all the land south of the soccer park and to the east, a 225 acre farm in his father's name. He also has some concerns regarding the 1000 foot rule, and wonders what exactly the sewer plant site is as the soccer park area is there too. Is it just the building, or the site of the sewer plant, or the soccer park too? Walz said that the property Braverman is questioning is outside of the City's growth area. Braverman said about 40 acres on his northeast corner that is included in the growth area. Miklo noted that the state code talks about the facility, not the property the facility is located on, so the 1000 feet would be from the facility. Walz also noted that the soccer park is on Public Works land so if at some point in the future the treatment plant had to expand, it would use that land. Braverman also mentioned that his family has lived next to this sewer plant for 30 years and has never smelled the plant, so he would not be afraid of development around the plant. Monica Haves (1521 Park Ridge Drive, Swisher) works with Skogman Realty and has a couple points for the Commission to consider since she does work with people coming to town and finds it difficult helping folks find affordable homes in Iowa City. Secondly she wanted to also support the need for McCollister Boulevard to be constructed through the south side. The feedback she gets from clients about the area is it is too difficult to access. Walz noted the issue of connectivity was addressed in the plan and the importance of McCollister Boulevard. The concerns have been heard from realtors, developers, and residents of the area. Freerks closed the public hearing. Eastham moved to defer consideration of this plan until the September 17 meeting. Dyer seconded the motion. Eastham noted he heard several things during tonight's discussion that he would like to have more time to consider or perhaps have some revisions. He isn't entirely comfortable with the mix of potential development in the whole area. He feels that what is shown now does not match the developer's assessment of the current market and their ability to develop in relation to that market. Eastham would like Staff to have further discussions with developers to see if there are changes that could be made to the draft to meet their ideas. Planning and Zoning Commission August 20, 2015 — Formal Meeting Page 9 of 12 Freerks feels that has been discussed over and over and is not sure Staff should have to rehash it all again. Freerks also noted that a number of letters were received from people in the neighborhoods that countered a lot of the comments that were made this evening. So there has to be a balance, and needs to be approached carefully. She agrees that having broad guidelines are important so that when good plans come forward there is flexibility. Now that so much tax money has gone into infrastructure in this area, good development plans need to follow. Theobald stated she felt this was a really well-thought out plan, input has been taken by the developers, changes have been made and she doesn't see any reason to delay it. When she went to the community meeting, most of the people at the table she was at echoed what came in the letters today. She feels the "missing middle housing" concept addresses the need and should be carried over into everything the Commission looks at from now on. Hensch seconded what Theobald said agreeing with the concept and increasing the low and middle density mixed residential is what is missing. He has lived in this area since 1993 and wouldn't want to live anywhere else in Iowa City, the reputation of the area is not deserved and wants to see the middle housing increased. He agrees there needs to be more housing stock and single family residential that is in the same quality as other areas of the city. He is not supportive of increasing the level of multi-family residential, particularly around Weatherby Park, there are no intersections there and that would be a beautiful location for larger lot housing development. He is a supporter of multi-family housing, noting that when he moved to town in 1993 there was no place to rent or to buy for people just entering the work force. However the multi-family need should be dispersed evenly throughout the city and this land use map shows a good diversity. Hensch supports the Comprehensive Plan as is. Martin stated that there is a lot that can come to fruition with the ideas from this plan, and is excited about the missing middle housing concept. Freerks agrees with the missing middle concept but doesn't feel it applies to every part of the community because there are some parts, like close to downtown, where the missing middle is crammed. She just wants it clear that this is discussing new development areas. Martin noted that the development in the South District has been good, with Triple Crown, Sand Hill, and Prairie Meadows and looks forward to more great developments like those. She believes the current level of specificity of the Comprehensive Plan allows for those types of projects to come forward. Parsons agrees and supports the land use map, as well as the openness of the Comprehensive Plan, especially with McCollister Boulevard extended and with market changes down the road it can allow for different ideas to come forward. Dyer likes the Plan as it is and assumes when McCollister Boulevard gets built there may be some other ideas for development along it as people adjust their routes of getting around the community. This plan allows for opportunity for that flexibility in the future. Eastham withdrew his motion to defer consideration of an amendment to the Comprehensive Plan to an upcoming meeting. Theobald seconded the motion to withdraw. Planning and Zoning Commission August 20, 2015 — Formal Meeting Page 10 of 12 Theobald moved to approve the Comprehensive Plan — South District Plan. Parsons seconded the motion. Eastham noted on page 14 there is a section on manufactured housing which discusses the three manufactured housing areas within this district. There is no indication that any of those parks will redevelop, but if there is redevelopment of any of those parks the residents are in a peculiar position and may not have the ability to find housing elsewhere. The North District Plan, where the Forest View Park is located, has a sentence in the Plan on page 27 that provides if the mobile home park redevelops consideration should be given to secure relocation assistance to current residents of the park. Eastham would like the same language to be inserted into the South District Plan on page 14. Freerks asked who pays for the relocation assistance. Eastham says the North District Plan doesn't specify how the relocation assistance would be funded. In the past the City has assisted with part and mobile home park owners have assisted, and sometimes there is other government assistance available. Freerks is hesitant to put wording in the Plan that does not have specific solution to how it would be implemented and funded. Hektoen said the motion to defer was withdrawn, and this amendment for relocation assistance would have fit under the deferred motion. Now the motion is to approve. Eastham is asking for an amendment to the motion to approve. Eastham said the official amendment would be to add language on the bottom of page 14 to state "if a manufacture housing park redevelops in the future consideration should be given for securing relocation assistance for current residents of the park". Hensch is in favor of that language as long as it doesn't specify that the City has to pay for the relocation assistance. Freerks says by inserting that language they are obligating someone to pay for this without public discussion on the subject. Miklo stated that the language in the North District Plan was based on what happened when the Towncrest Mobile Home Park redeveloped, it was an application by Eagle Food at the time and as part of their rezoning process they contributed to helping move the residents that were there at the time. Hektoen said they should not insert language that would imply the City would provide financing, so if the Commission wants to consider this language then she would prefer they defer the motion so she can examine the proposed language analyze the implications. Freerks agreed and feels there should be public discussion on the item before the Commission votes on it. Hensch said it seems to him that the mobile home park owners have all the power and the residents have virtually none so doesn't see how it hurts anything to say they encourage the residents receive assistance. Planning and Zoning Commission August 20, 2015 — Formal Meeting Page 11 of 12 Freerks said the proposed language says should, and encourage means something different. Dyer agreed that it needs public input. Theobald moved to withdraw her motion to approve. Eastham seconded the motion to withdraw. Eastham moved to defer consideration of this plan until the September 17 meeting to consider adding the language regarding mobile home park redevelopment and relocation. Hensch seconded the motion. A vote was taken and the motion passed 6-1 (Theobald dissenting). PLANNING & ZONING INFORMATION: Update on Iowa City downtown retail storefront and signage guidelines review process. Miklo noted from the Staff memo that The Iowa City Downtown District (ICDD), with participation from the City of Iowa City, has hired a consultant (Kiku Obata & Company) to review downtown storefronts and signage, and to develop design guidelines for storefronts and signage as buildings are remodeled over time. This effort grew out of ICDD's development of the Downtown District Retail Strategy report in 2014; one of the recommendations in this report is to develop retail design guidelines for retail storefronts. Miklo asked if there was a member of the Commission that would like to be on this committee. There is a possibility that what comes out of this process will be amendments to the zoning and signage codes, so if that is the case the Commissioner on the committee may need abstain from voting on those amendments depending on their level of involvement. Dyer volunteered to be on the committee. ADJOURNMENT: Martin moved to adjourn. Eastham seconded the motion. A vote was taken and carried 7-0. z O � 0 00 C9�o Z W N 0 Oz� NpN ad Z W z~ zQ Z J IL Z_ H W LU CJ G 0 LL O NXXXXXX i X i Co N X X X X X X XXX w m X X 0 XXX i X NXXX X XXX 04 X w X x X x : X In X X X X x X ; X toT- Lo 0 0 0 0 0 to 0 LO 0 LO 0 LO 0 LO 0 LO 0 NXXXXXX l X I Z W Z LU w x Q Lu O ti iAXXXXXx J 0C�Q�=�a00 x Q Y X x m w X X 4xioxx V 0< m Q 4 X x X : X l X x X o) IL U) ;XxX x XxX M CA - N W p X X X X X X N XXX W p X X X LO X X X X! X X X T- oo NXXX X ; xxx N W X X i X i X X X r to e=XX� i X i XXX r to o XXX i x i X X x 5XXX ; x ; xxo ;XXX X xXX NXXx ; X ; XXw Z M WJ Luw p } Q Z W Q O ZW J = C)-0 Z0 Y_ O a � = VQY=ZZ�QC�i OF-wm�cn00� xmt> -OQOOQ >-awWQ4 ix° 0wWX IL U) H 0 z H W W J 0 LL z Go --XXXXxx;x; -XXX i X i XXX Cl* NXXX X XXX w CO CO OO CA I- CA Wn 00 In w m X Lo 0 0 0 0 0 to 0 LO 0 LO 0 LO 0 LO 0 LO 0 w Z W Z LU w x Q Lu O J 0C�Q�=�a00 x Q Y x w V x w V 0< m Q ZpwU. IL U) (D CO L XN -0 � 0) �- c C C CO) o aQllz II II w II x00 } w Y r I --I U�-- CITY OF IOWA CITY 00 1) MEMORAND -1�4'1 UM Date: September 23, 2015 To: Mayor and City Council From: John Yapp, Planning & Zoning Commission Re: Recommendations from Planning & Zoning Commission At the September 17, 2015 meeting the Planning & Zoning Commission approved the September 3 minutes with the following recommendation to the City Council: 1. By a vote of 6-1 (Eastham voting no) the Commission recommends approval of SUB12- 00018 a preliminary plat of Churchill Meadows - Parts Two and Three, a 42 -lot, 18.66 -acre residential subdivision located south of Herbert Hoover Highway. 2. By a vote of 7-0 the Commission recommends approval of SUB15-00019 a preliminary plat of St. Andrew Presbyterian Church - Part One, a 2 -lot with an outlot, 33.37 acre subdivision for property located north of Camp Cardinal Boulevard and east of Camp Cardinal Road subject to City Engineering approving stormwater management plans. 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 - Done MINUTES APPROVED PLANNING AND ZONING COMMISSION SEPTEMBER 3, 2015 - 7:00 PM - FORMAL EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Ann Freerks, Mike Hensch, Phoebe Martin, Max Parsons, Jodie Theobald MEMBERS ABSENT: None STAFF PRESENT: Sara Hektoen, Bob Miklo, John Yapp OTHERS PRESENT: Vicki Siefers, Miriam Kasha, John Thomas, Pam Michaud, Cecile Kuenzli, Ann Holten, Nancy Carlson, Adam Ingersoll, Mary Bennett, Duane Musser, Loren Hoffman RECOMMENDATIONS TO CITY COUNCIL: By a vote of 6-1 (Eastham voting no) the Commission recommends approval of SUB12-00018 a preliminary plat of Churchill Meadows - Parts Two and Three, a 42 -lot, 18.66 -acre residential subdivision located south of Herbert Hoover Highway. By a vote of 7-0 the Commission recommends approval of SUB15-00019 a preliminary plat of St. Andrew Presbyterian Church - Part One, a 2 -lot with an outlot, 33.37 acre subdivision for property located north of Camp Cardinal Boulevard and east of Camp Cardinal Road subject to City Engineering approving stormwater management plans. The meeting was called to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: There were none COMPREHENSIVE PLAN ITEM: A public hearing for an amendment to the Comprehensive Plan to add a three block area, bounded by Burlington St, Gilbert St, Iowa Ave and Van Buren St, to the Downtown District section of the Downtown and Riverfront Crossings Master Plan. Hektoen discussed conflicts of interest with regards to participation in this discussion. Martin was concerned about her role on the Board of a property owner that is outside this area of consideration but close by. Hektoen said there is no right to protest a comprehensive plan amendment among the public like there is for rezoning so therefore there is no legal conflict of interest for Martin. Martin agreed she could make an impartial decision on this item. Freerks asked if any member of the Commission has had any ex -parte communications regarding the plan. Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 2 of 14 Eastham said he has had no ex -parte communications but wanted to note he was a member of the Unitarian Society which owns property in the area of the proposal. While he was a member of that organization for 25 years, he has not been a member the past 5 years. Yapp began the staff report by stating that at the July 27 work session meeting of the City Council they directed staff to prepare a comprehensive plan amendment proposal for the three block area under consideration. This directive was in the context of the City Council having seen a conceptual development proposal for the City owned surface parking lot north of City Hall and east of the Unitarian Church property. Part of that conceptual development proposal was to preserve the Unitarian Church building but to allow development on the City owned surface parking lot to the east of the church. Yapp showed the existing future land use map from the City's IC2030 Comprehensive Plan. A majority of the area is identified as being used for public uses. There is a part that was recently rezoned to Central Business District at the corner of College Street and Gilbert Street. Yapp explained that the Comprehensive Plan is the basis for all future zoning actions, prior to any of the land identified as public to be considered for a rezoning, a comprehensive plan amendment to identify its appropriateness for development and the scale of development that would be appropriate. Yapp showed an aerial photo of the area and highlighted some of the landmarks in the area. Yapp stated that part of the discussion at the City Council work session was regarding the surface parking lot. In a downtown setting they are an inefficient type of land use both financially and for vibrancy of the streetscape. By their nature, surface parking lots are designed for vehicles not for people. Therefore private development in the Central Business District is restricted from having surface parking lots in favor of mixed-use development and centralized parking structures. Yapp then showed a picture of the larger Riverfront Crossings and Downtown plan and stated that Staff is proposing to add the three block area to the Downtown District of the Downtown and Riverfront Crossings Plan. The rationale for this proposal is that these three blocks are more consistent with the downtown context. The other option would be to include the area in the Central District Plan which exists to the east of Van Buren Street and the north of Iowa Avenue. These three blocks contain a mix of uses that serve the larger community, including City Hall, the police and fire stations, the recreation center, and Chauncey Swan parking facility. The three blocks are the site of numerous public events including meetings at City Hall, events at the recreation center and the farmers market. The three blocks are served by a five lane state highway (Burlington Street) and a four lane arterial street (Gilbert Street). The three blocks are already a part of the Downtown and Riverfront Crossings parking district and are served by multiple transit routes. One of the City's goals since 1997 is to encourage more mixed-use and residential development in the downtown area. Yapp showed the proposed land use map recommended by staff. He pointed out some of the differences between what staff is proposing today and the proposal presented to the Commission several months prior. The previous proposal included potential redevelopment of City facilities. At that time staff was taking a more long-term view and what might be appropriate in the long-term in these three blocks. Yapp explained that what is being proposed tonight more focusses on the surface parking lots both north of City Hall and east of the recreation center. City Hall and the recreation center are identified as government buildings, the Chauncy Swan parking is identified as a parking structure, and the park is of course identified as a park. The surface parking lot north of City Hall is identified as mixed-use development as is the surface parking lot east of the recreation Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 3 of 14 center. The property at the northeast corner of College and Gilbert Streets has been zoned to CB - 10 (Central Business District zone) is also identified as mixed-use development which is consistent with other CB -10 properties. Yapp explained that regarding building heights, the Riverfront Crossings master plan includes a building height map. So staff is proposing building heights for these three blocks consistent with that plan. Public facilities are not included in the building height map, but what is shown for the parking area north of City Hall is two to four stories along the Iowa Avenue and Van Buren Street frontages and up to six stories at the rear of the lot adjacent to City Hall. Additional height may be approved in conjunction with preservation of historic buildings, provision for affordable housing or for meeting other public goals. Yapp said the Riverfront Crossings Master Plan contains a policy on development incentives that encourage preservation. The current zoning code allows for a density bonus for adaptive reuse of historic structures in the CB -2 and CB -5 zones and the height limitations staff has shown would be consistent with CB -2 and CB -5 zones. Yapp said the other parking area, east of the recreation center, is identified as appropriate for four to six stories, again consistent with a CB -5 zoning designation. Yapp noted that the Downtown and Riverfront Crossings Plan also contains existing goals which would apply to these three blocks if they are approved to be part of that plan. In summary the goals are: new development (on sites that do not contain historic developments); active uses (such as ground floor retail); upper floors to contain office, commercial and residential uses; buildings should be built to the property line; corner locations should be reserved for taller buildings; taller buildings on the corners should have a lower base consistent with historic buildings; and parking should be located both on street and behind store fronts in parking structures. Yapp noted the plan also contains historical preservation goals which staff has recommended. The Unitarian Church is the one structure in these three blocks area that would qualify as a historic landmark, although is not currently designated as a historic landmark. Yapp said the three blocks are already part of the Downtown and Riverfront Crossings parking district, and this district is intended to foster more pedestrian oriented development, which allows for a reduction in on-site parking. Staff recommends adding this three block area, bounded by Burlington Street, Gilbert Street, Iowa Avenue and Van Buren Street, to the Downtown District section of the Downtown and Riverfront Crossings Master Plan. Additionally the land use map in the IC2030 Plan be amended consistent with the recommendations, and that the text stating a process be initiated to address how these areas redevelop over time be deleted. Eastham asked for clarification on the status of the Chauncey Swan Park parcel, it's marked on the land use map as park but on the staff memo, on the top of page 5, the first paragraph states the areas are for government or parking uses. So is the park considered part of the government uses and to be used as such for the foreseeable future. Yapp confirmed that is the plan, the park would stay as a public use space, and maintained as a park, not a government building. Yapp said they would clarify that in the staff memo. Eastham also questioned on page 4 of the staff memo where it states buildings should be built to the property line and wondered why that needed to be applied uniformly across this civic area. Yapp explained that goal was to make for more pedestrian oriented buildings that are built close or to the property lines. Freerks also questioned that goal, especially with the Unitarian Church, there would not be consistent setbacks along a streetscape. Yapp agreed that was a good point and the Commission could make a condition to the recommendation if they wish. Hektoen pointed out the goals listed in Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 4 of 14 the staff report are existing goals Eastham asked if it would be feasible to make the Riverfront Crossings form -based code applicable to this area. Yapp explained that Code applies south of Burlington Street and does not apply to the downtown area. The downtown area is unique and different enough to need its own form -based code. Therefore Yapp believes it would be better to develop a form -based code for this area that is unique as well, and not try to use the Riverfront Crossings form -based code. He noted it is on staff's work list to develop a form -based code for the downtown district, which would function like a zoning code. The first step is the comprehensive plan document, then codification of form -based code requirements for that area. Dyer asked if a bonus is provided for preserving the church, would the bonus only apply to the parking lot property, or would it be the developer's choice and transferable elsewhere. Yapp said it would be the developer's choice, but with the current code it would have to occur on the property and would have to be on the back portion of the property, maintaining no more than four stories along the frontage of Iowa Avenue. Freerks opened the public hearing. Vicki Siefers (15 Brown Deer Knoll, Coralville) is the past president of the Unitarian Universalist Society of Iowa City and stated that their congregation has been discussing what to do about their growing congregation and their old building for at least 20 years. There was an architect's remodel proposal done about 12 years ago thinking they might be able to remodel the building and be able to stay in it indefinitely but have realized remodeling will not work. The building was too old and the congregation is growing too fast. Therefore the congregation has made the decision that they need a new facility, and needed to decide if they would try to rebuild in the current location or move to another site. After lots of discussions it was deemed best to move to another location as it would not be financially feasible to rebuild on the current site. So the congregation made the decision to sell the property and move elsewhere. It was difficult to find buyers for the property due to an old building that has potential to be a historic landmark. So the board, of which she was the president, decided to apply for a demolition permit feeling they would have to knock down the building in order to sell the land at a decent price. Siefers went to the City to apply for the demolition permit, stating it was one of the hardest things she has ever had to do. The church did received an offer from a buyer, and it came with a possibility of saving the building. Siefers is asking the Commission to adopt this amendment to the comprehensive plan as it is a way to preserve the old building and allow for a multi -use building as well. Siefers also started a petition on Change.org and presented it to the Commission with 220 signatures. Miriam Kasha (60 Cherry Court, North Liberty) wished to speak in favor of two things, first adding the comprehensive plan amendment for the designated three blocks to the Downtown and Riverfront Crossings Plan. The second item she wished to speak in favor of was to allow an additional height allowance to future construction in accordance with zoning code for preservation of a historic structure. Kasha stated she is a 25 year resident of Johnson County and a member of the Unitarian Universalist Society of Iowa City nearly that long. Along with her church community she has a vested interest in preserving their beautiful, historical, much beloved (albeit outgrown) building that dates back to 1908. It is an icon in Iowa City and downtown Iowa City. They would have remained in that building if they could have found a way to expand on that site that was feasible. As their growing congregation moves out of that site to a beautiful 8 acre wooded lot off of Oakdale Boulevard in Coralville built in the "greenest church" in Iowa, they are still motivated to Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 5 of 14 preserve the historic site and appeal for its preservation. The potential for its future is many for the benefit of the larger community. The building is a valuable part of the downtown landscape. The preservation Kasha is talking about can be accomplished quite easily by allowing a height variance for the development of the adjacent property. She applauds the City's thoughtful and long-range planning that already allows for a provision of a variance precisely for this purpose of preserving historically significant architecture. It is important to note that the Historic Preservation Commission has already recommended that the Unitarian Church be identified as an eligible historic property. On another note, there are many environmental and community benefits of mixed-use high density housing. To name a few it might include reduced carbon footprint in construction, less need for auto usage in the downtown area, overall energy use is lower, it reduces sprawl and conserves land, and it contributes to a vibrant downtown center. The hope is that the corner of Iowa Avenue and Gilbert Street will be the home of this wonderful old church building for another 100 years. John Thomas (509 Brown Street) sent a letter to the Commission and wanted to just briefly summarize some of his points from the letter. His first point was on the transition, there has always been a tension in the discussion of the downtown planning district with respect to the transition and how to maximize density on the one hand when at the same time make a smooth and eloquent transition to the nearby residential neighborhoods. The IC2030 plan, which staff has referenced as the only document guiding development in this area, was actually the clearest with respect to that concept in that it said that this area should be included in the Central District even though it had the potential to redevelop at higher densities, it should comply with the policies and goals of the Central District in order to ensure quality design and appropriate transitions and that once a redevelopment process was completed, it be added to the Central District map. Thomas believes that is a dilemma now with staff's recommendation to put this three block area into the Downtown District and the IC2030 Plan says to put it in the Central District. Thomas recommends that the Comprehensive Plan be amended to allow negotiations to proceed on the two locations where development is under consideration. Both development proposals appear to have public support, so that is clear and the comp plan should be changed to allow the negotiations over the Unitarian site and the parking lot behind the recreation center move forward. Thomas further recommends that the Planning and Zoning commission advise City Council to not amend the comp plan to include the three municipal blocks in the Downtown District. Rather they should proceed with the next steps indicated in the Downtown District Riverfront Crossings Master Plan and draft a form -based code for the downtown. At the same time the City should draft a form -based code for the three municipal blocks, this area could perhaps be called the Civic District to reflect the numerous public buildings and public events that take place there. Drafting a form -based code for the Downtown District and the Civic District has several advantages; it would be consistent with the City's movement to a form -based code in the historic pedestrian oriented mixed-use core of Iowa City where use -based zoning has proven to be problematic. Two, it would eliminate the confusion of trying to blend Central Business CB -10 use -based zoning with form -based zoning principles such as proposed building height categories. Three, it would acknowledge that the Downtown District and Civic District, while both part of the Downtown Planning District, are distinct areas with different characteristics, opportunities and challenges. Thomas noted there are distinct differences between the area east of Gilbert Street and the area west of Gilbert Street. If City Council prefers to keep the Downtown District CB -10 zoning, a form -based code for the three block area could still be possible and would be more adept at addressing its transitional nature. Thomas said that even CB -2 zoning east of Gilbert Street has resulted in poorly executed transitions such as the one across from New Pioneer. It is very important to remember that the guidelines provided for the Downtown District are advisory and not regulatory. CB -10 zoning language regulates development. He feels the City needs form -based development standards such as those adopted for the Riverfront Crossings District that are tuned to Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 6 of 14 the activities and actions in the Civic District. Thomas reiterated there is time to move forward but yet at the same time develop a form -based code which he feels would be a much better approach for resolving these problems that have occurred over many years in making that transition from the downtown core to the residential neighborhoods to the east. Pam Michaud (109 S. Johnson Street) stated she is happy with the proposal and compromise and that there would only be four stories across the street from a historic area and tying into the two story buildings. She was happy to have clarifications on the setbacks because part of the issue on Iowa Avenue is to have a view to Old Capital. So if the building was built closer to the sidewalk, it may be lost. She noted that on the map it does not show alleys or gaps between buildings, and that is an issue that came up with the Washington Plaza building. It is nine feet from the property line, or maybe less, and gives the appearance from College Green Park that there is an addition on the back of her house. That is probably inevitable because of the difference in sizes, but feels it is important to see the back fagade of the church if it is going to be a historic landmark. She asks if there is a provision for a driveway or something else between the properties. Freerks said it is not outlined that specifically because it is just a comprehensive plan amendment. Freerks noted that they cannot be specific because they need to allow for creative development. Michaud also wanted to discuss the preservation of the tree canopy which is part of preserving the framework around historic buildings. So for instance if the three large trees along Iowa Avenue are taken down and replaced with crabapple trees they would be on the north side just like they are at Washington Plaza and those trees will be permanently stunted because they won't get enough sun. She noted the trees that are about 100 years old on the major thoroughfares of Iowa City next to Community Mental Health and UAY and Unitarian Church were nurtured by 100 years of topsoil and rain. They will never have that exposure again due to all the ground being paved over. She stressed maintaining the tree canopy, and that it shouldn't be an inconvenience for builders because it is a large open lot. Michaud noted that the Chauncey Swan Park is going to be compromised due to a huge development. Cecile Kuenzli (705 S. Summit Street) wished to speak against including the three municipal blocks in the Downtown District unless it is modified. In previous hearings at both Planning and Zoning and Council meetings commissioners have been reminded that in the Comprehensive Plans of 1997 and 2030 which emphasize repeatedly the need for transitional zoning classifications between the Downtown District and the residential neighborhoods to the east. This is to try to preserve the character of those neighborhoods to the east. If the Commission's decisions are not informed by those comprehensive plans this Commission will be dysfunctional, it will simply have no function and will only act as a rubber stamp for Council and developers. Ann Holten spoke representing Trinity Episcopal Church another historic facility in the community. She noted they appreciate the Unitarian Church and look forward to ways of preserving that structure. Holten noted that contrary to what may be a popular perception Trinity does not relish being in an adversary role. However they do have strongly held beliefs and values, and feel the need to advocate for them. Calls to rezone this three block area reminds her of the expression "if at first you don't succeed try try again". The church appreciates the City's interest in developing of the space containing surface parking lots for mixed-use upward growth. They have previously expressed concern about the size and scale of development in this area and note that the proposed four to six story buildings would be more in line with most other buildings in this transition zone. Trinity Church does not object to the development of these spaces as described. They do have concerns about designating all three blocks as part of the Downtown District. While the City is not showing development at this time for spaces marked government it has previously indicated interest Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 7 of 14 in adding 7 to 15 story buildings at the corners of those areas. Should the whole three block area be designated as part of the Downtown District, the City could easily change its mind and put up additional high rises in those areas. Trinity would be in opposition to this, but once the designation has changed there is little anyone can do to stop it. If this area were instead part of the Central District area or Civic area as described by John Thomas, future development would need to adhere to those standards more like a transition zone described in the IC2030 Comprehensive Plan. This makes good sense since the three blocks are already part of the College Hill historic conservation districts. This would not adversely impact the proposed development of the areas. The area on the corner of Gilbert and College Streets were zoned separately and so could the other two surface parking areas. That being said Trinity has concern about access to parking for members and visitors to their church. When areas currently used for parking for the recreation center, fire station and city offices are developed people working in and visiting those spaces will need to find parking elsewhere. Street parking, Clock Tower, and Chauncy Swan parking ramps will need to absorb yet more traffic. Concerns for Trinity's visitors and parishioners needing close proximity to the church due to mobility issues is of paramount importance. Certainly Trinity can't be the only place with clientele with these needs. People who don't live near the downtown, or come from out of town, still need parking options as well. She understands the argument for walkability from development folks and agree that is great for those that can do so, but for those that can't, well those folks count too. So while Trinity doesn't disagree with the opportunities for development these parcels offer, they ask the Commission to not rezone these three blocks as part of the Downtown District, there has to be a better way. Hektoen clarified for the public and Commission that this is not a rezoning application and the current map for the Chauncey site was shown as general commercial so that is why that was allowed to be rezoned without further amendment of the Comprehensive Plan. The remaining properties in this area being discussed are currently shown as public uses so the map needs to be amended if there is to be potential redevelopment of those sites. Eastham asked if Yapp could state where the College Green and other historic conservation area boundaries are located. Yapp, said he did not bring that map for his presentation but it starts in the Johnson Street corridor, about one block east of the area being discussed in this amendment. Nancy Carlson (1002 E. Jefferson Street) said she came to the Planning and Zoning meeting two weeks prior when they were discussing South District element of the comprehensive plan. She wanted to share three comments made by the Commission that night regarding that comprehensive plan. One, you need to thoughtfully consider what is already there; two, you need to do what is best for the community without hurting anyone; and three, you need to proceed cautiously. Carlson feels that is also what the Commission has been doing up until now with this three block area. There has been many meetings about this area, and the people that live in this area are very thankful for the Commission's consideration, thoughtfulness, and backbone to stand up and say this is a long term decision that will have repercussions for years to come. Therefore Carlson stated that everyone needs to look at this plan and make the best possible decision with the knowledge they have now and hope that the decisions made will benefit not only us but the generations to come. Carlson gave an example of a previous decision made by a previous Commission regarding the Washington Street building which was zoned at a CB -2. When the three houses were going to be torn down and this room was inundated with citizens, the City Council said there was nothing they could do because that was the zoning, they could not undo that zoning. Down zoning is extremely difficult if not impossible. Therefore Carlson asks that the Commission do not put this three block area into the Downtown District. The plans that are shown for the two parking lots are Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 8 of 14 very reminiscent of the CB -5 zoning that is surrounding it. So it is taking into consideration what is already there. Carlson also noted that in the meeting two weeks ago regarding the South District Plan there was a lot of letters from the public with concern about high density. Although Iowa City is a city, it is not comparable to Chicago or New York in that there is still room to grow and it should be done in a way people are comfortable with. Maybe 20 years down the road citizens will be more comfortable with taller buildings and there is a spot, south of Burlington Street, where those taller buildings can be built. Carlson said for people like her who has lived in her house for 35 years, and has attempted to be a good citizen, she would like to feel that her thoughts and feelings are taken into consideration also not just the new people who want to move in and want a place close to downtown. She reiterated that she is asking the Commission to not include this three block area into the Downtown District at this time. Adam Ingersoll, treasurer of the Unitarian Church, addressed the Commission. About 18 months ago he co-chaired a committee in his church to look at this problem. His co-chair on the committee was John Hayek. Hayek was trying to solve the Unitarian's problem but he also cared about the entire block and the entire downtown area. It was his last volunteer work (before his passing) after a long life of volunteer work. What they found when looking at this situation from a very practical perspective was that the church needed a new building and could not afford to stay and rebuild. The value of the land was so great, they needed that value to afford to purchase land for a new church elsewhere. What they found was the best use of the land would be as part of a larger project on the block. If that were to not happen then the church building would have to come down, and the existing zoning, CB -5 that is there would allow the buyer to build the tallest, densest residential building that could be built on that spot. And the parking lot to the east would just sit there, inefficient. A city owned surface parking lot downtown is not efficient and will not exist forever. Ingersoll feels that what the Commission has in front of them is an opportunity to have a reasonable compromise for good use of the property. It has civic interest, community interest, preserves an old building, potentially improves the safety and efficiency of the fire station, potentially provides expansion space for City offices, and the planning of the tapering of height of the buildings so the tallest point is in the center of block makes sense. He supports the amendment. Mary Bennett (1107 Muscatine Avenue) stated this three block area should be a civic district with publically owned land reserved for future uses rather than bowing down to more capitalistic greedy actions. Bennett spoke to the City Council about the opportunities that are provided by Ralston Creek and all sorts of creative ways to use that parking lot east of the recreation center. Potentially as a site for an enlarged farmers market, or expand the recreation center. She visits the recreation center three times a week and it is very popular and needs more space. So she disagrees with sacrificing one of the few parcels of publically owned land to another commercial development. She works at the State Historical Society which is directly across the street from the proposed development on Iowa Avenue. Although it will be limited to four stories, she is concerned it will be a building that will run the entire length of the street block. She is also concerned about being able to increase beyond the six stories with the bonus that might be given to a developer and then end up with a eight story building in that location. She is most concerned about the transition zone that is not being protected. She noted she lives about six blocks from this area, works in the area, has lived in Iowa City 41 years at the same address and feels some of these decisions are being rushed through, unnecessarily because there is the Riverfront Crossings area, the Downtown District, and the form -based code that has been designed for those areas is not correct for these three blocks. This is a unique space in Iowa City and she challenges them to think about how the City is going to grow in 20 years' time, whether you might need larger chambers for the Council or Commission to Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 9 of 14 meet, whether you need to enlarge the police station or the fire department, and where will you go. Doing this amendment is limiting the imagination in terms of recreation, in terms of public use of spaces, the imposition these buildings will make on the spaces we do have. Bennett urges the Commission to not approve this amendment and addition to the Downtown District and to reconsider the future use of this space. Freerks closed the public hearing. Eastham moved to defer this item to the September 17 meeting. Dyer seconded the motion. Hensch asked what the purpose of the deferral. Freerks said she is interested in knowing how the City plans to expand (fire department, police department, City Hall) in the future before this decision is made and these spaces are given up. Theobald and Dyer both agreed. Yapp note that discussions with potential developers has included a partnership to include city office expansion if needed. Yapp said he will provide that to the Commission for the next meeting. Eastham shared his concern about the size of the recreation building currently is probably not large enough to well serve the downtown area and putting a building to the east of there could make it difficult to expand. Theobald noted she is concerned about losing part of a civic area and perhaps that is okay if it means spreading the function to other parts of the community, or whether it is best to expand in the current locations. Hensch stated he has no issue with knowing whether or not there are discussions for partnerships for those areas but noted he's lived in Iowa City since 1985 and he as well as everyone he knows, has always considered that area downtown and not a separate area. Freerks noted it was just about the details and the need for more time to review all the details. She also noted she was happy to see there was a solution for keeping the Unitarian Church as a feature for future generations to enjoy. Hensch just wanted to make sure the conversation doesn't stray away from adding this to the Comprehensive Plan and not to focus on the possible zoning of the area because those are separate issues. Theobald stated she spent time going back over comments made back at the beginning of this process, the transitions, Ralston Creek and people talking about it as a civic district. So her concern is how to fit all that together in the best possible way. Eastham said that he has seen the proposals presented at the Council meetings for the building that could go on the north parking lot and it is a long linear building and he has spent time looking at all the buildings in the downtown area and how they fit together and the streetscape they present. Freerks agreed streetscapes are important especially as transitions. Hektoen reminded the Commission that any rezoning would come back in front of them. Martin asked if these three blocks were not incorporated into the Downtown District, could the Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 10 of 14 church be torn down and anything can be built there that meets the CB -5 zoning? Yapp said the church is private property so the owner of that property could develop anything they want under the CB -5 zoning restrictions. She asked about the rest of the area, Freerks said that is public use space so it can be used only for public purposes. Eastham asked if they add these blocks to the Comprehensive Plan and allow development on the public use parcels, the zoning hasn't yet been changed. Freerks responded that they are implying zoning by showing possible building heights on the properties but that doesn't take into consideration potential form -based code options. Eastham would feel more confident on the Comprehensive Plan amendment if appropriate rezoning would follow immediately as well. Yapp said that is on their work list. A vote was taken and the motion carried 7-0. Discussion of an application submitted by CBD, LLC for a preliminary plat of Churchill Meadows - Parts Two and Three, a 42 -lot, 18.66 -acre residential subdivision located south of Herbert Hoover Highway. Miklo presented the staff report. The property is located at 4679 Herbert Hoover Highway (west of the previously approved Churchill Meadows Part 1). An application to annex and rezone this property from County Multi -Family Residential (RMF) to 1.91 acres of Low Density Multi -Family Residential (RM -12) and 16.75 acres of Low Density Single Family Residential (RS -5) was recommended for approval at the August 6, Planning and Zoning Commission meeting. The annexation and rezoning will be considered by the City Council on September 15. The Commission is now being asked to approve a preliminary plat which provides for the continuation of Churchill Part One. Stormwater management is being provided in the south west corner of the plat in lot 28. It would be on a private lot available for residential development, but would be an easement to handle the stormwater. The City Engineers have reviewed the stormwater management plan and have approved it. There were some concerns raised at the neighborhood meeting how the stormwater would affect the adjacent properties. The City Engineer has indicated that currently the water flows uncontrolled onto the neighboring property and the stormwater from this development will be collected and retained in this pond and slowly released at a rate less than the current flow. Miklo showed images of the area. He stated the plat is in order for approval and that there are several development fees as described in the staff report that will need to be addressed at the time of final plat approval. Staff recommends approval of SUB15-00018, a preliminary plat of Churchill Meadows - Parts Two and Three, a 42 -lot, 18.66 -acre residential subdivision located south of Herbert Hoover Highway. Freerks asked if the water detention area goes right up to the property line. Miklo said there are a few feet of space between grading and the property line. Hektoen said that at the final plat stage if the applicant needs an offsite easement for grading it would be required at that time. Eastham asked about the neighborhood open space requirement. In the staff memo on page two it notes that the neighborhood design policy discussed for Lindemann Hills on pages 20 to 24 of the Northeast District Plan apply to this property including the bulleted point: "Develop parks and Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 11 of 14 neighborhood greens within three to four blocks of every residence. These areas will help to add visual interest to the neighborhood and break up the street pattern as well as provide accessible open space and play areas." Eastham asked how that requirement is met in this plat. Miklo said that in Churchill Part 1 there were outlots set aside for open green space to be maintained by the neighborhood association and the residents of Churchill Parts 2 & 3 will have access to those spaces. Eastham asked about accessibility and if the open spaces would be ADA compliant said he would state his concerns during Commission discussion. Freerks opened the public discussion. Duane Musser (MMS Consultants) representing the applicant came forward to answer any questions the Commission has. Eastham asked if Musser could talk about whether the open green space area is accessible to people with mobility handicaps. Musser replied that it is not, there is no proposed improvements for the open space, no proposed trails or park type improvements, and it is mostly green space to manage stormwater runoff. Eastham asked if part of the green space could be improved so it could be accessible. Musser said it could not, as the outlot is being used for stormwater management and due to the grading there will be no opportunity to make it flat and accessible. Hektoen noted that any sidewalks installed in the subdivision would be ADA compliant and accessible. Miklo noted there is a public park (Frauenholtz-Miller Park) that will be accessible to this development through an easement through the St. Patrick Church property. Eastham noted that was not within a three to four block radius of the homes. Miklo noted it is essentially three to four blocks. Freerks closed the public discussion. Hensch moved to approve SUB12-00018 a preliminary plat of Churchill Meadows - Parts Two and Three, a 42 -lot, 18.66 -acre residential subdivision bcated south of Herbert Hoover Highway. Theobald seconded the motion. Dyer questioned the name of one of the streets, Unbridled Avenue. Miklo said that the developer told staff that the streets are named after race horses. A Commissioner said that the City does not have a say in street names. Miklo responded that the subdivision code does give the City final approval of street names, but in this case, Unbridled Avenue is already established in Churchill Part 1 so it may be too late to change the name. Parsons asked what was going to be between the private lane and Herbert Hoover Highway. Miklo said there would be apartment buildings or townhouses in that area. Eastham reiterated his concern about the need for open accessible space, and the staff memo states that is required in the Northeast District Plan. Parsons noted that in the memo it states a subdivision can pay a fee in lieu of meeting the neighborhood open space requirements. Freerks agreed. Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 12 of 14 Theobald noted her concern about the detention ponds and the use of them as they are often unattractive and not usable green space. They should be more attractive spaces, perhaps with some vegetation. Miklo said staff questioned having an easement on a person's lot and that it might be difficult to maintain but the advantage is it will be someone's yard and they may want to develop the surrounding area for gardens, etc. Parsons noted his concern about the stormwater management being on an individual's lot and questioned what happens if there is an issue, the one homeowner should not be responsible. Miklo noted that the maintenance of the stormwater facilities should be address in the legal papers at time of final plat. A vote was taken and the motion carried 6-1 (Eastham vote no). Discussion of an application submitted by St. Andrew Presbyterian Church for a preliminary plat of St. Andrew Presbyterian Church — Part One, a 2 -lot with one outlot, 33.37 acre subdivision for property located north of Camp Cardinal Boulevard and east of Camp Cardinal Road. Miklo noted that the Commission reviewed this property recently for rezoning from Low Density Single Family Residential (RS -5) to Planned Development Overlay/Low Density Single Family Residential (OPD -5). The proposal now is to subdivide the property into a two -lot subdivision with one outlet for future development. Lot one will be developed with the church and Lot 2 will be available for a single family home, or resubdivision or rezoning for further development. He noted that the outlot will not be developable at this time. He said that Camp Cardinal Road and Elder Road will provide street access to the two lots, but that the outlot may not be developed until the issue regarding the construction of the remainder of Camp Cardinal Road (north of Elder Drive) is resolved. He said depending on what is proposed for future development of the outlot, Camp Cardinal Road will need to be improved or it is possible that it could be abandoned or vacated if not necessary to serve development. He said that can't be determined until a proposal is made for the development of the outlot. Miklo noted that the Neighborhood Open Space requirements apply to only Lot 2 at this time, because it is the only lot that is currently planned for residential development. He said that when the outlot is proposed for development the open space requirements will apply. He said if for some reason the church was not built on Lot 1 and it is developed for residential uses, the open space requirements would apply. Miklo said that the City Engineer has identified some corrections needed to the stormwater management plan, and that staff is recommending approval subject to the City Engineer approving the plat and stormwater management plan prior to the City Council vote on the preliminary plat. Eastham asked if it was possible to further develop Lot 2 without an additional street. Miklo said that yes, it would be possible to subdivide it into several single family lots with driveways onto Elder Drive. He said it was unlikely that an additional street would be needed south of Elder Drive. He said that the southern part of Lot 2 contains sensitive areas so that part of the lot would probably not be developed unless there are amendments approved for the sensitive areas plan. Planning and Zoning Commission September 3, 2015 — Formal Meeting Page 13 of 14 Freerks opened public discussion. Lauren Hoffman, Hall and Hall Engineering, said he was available to answer any questions. There were none. Freerks closed public discussion. Theobald moved to approve SUB15-00019, an application submitted by St. Andrew Presbyterian Church for a preliminary plat of St. Andrew Presbyterian Church — Part One, a 2 - lot with an outlot, 33.37 acre subdivision for property located north of Camp Cardinal Boulevard and east of Camp Cardinal Road, subject to City Engineer's approval. Parsons Seconded. A vote was taken and the motion carried 7-0. CONSIDERATION OF MEETING MINUTES: AUGUST 6 2015 Eastham moved to approve the meeting minutes of August 6, 2015. Martin seconded the motion. A vote was taken and the motion passed 7-0. PLANNING AND ZONING INFORMATION: Miklo said that at the City Council meeting earlier this week they instructed staff to draft an inclusionary zoning code that would apply to Riverfront Crossings requiring 10 to 15% affordable housing for new projects. Staff will work on this and it will come before the Commission as it is a zoning code that will need approval. Miklo said the other item Council instructed the staff to work on is the cottage design subdivision standards, which is similar to the middle housing concept that Walz described to the Commission at the last meeting. The co -housing project that was reviewed and approved by the Commission earlier is the closest example that we have seen to this type of development. Freerks asked about priorities on the staff to-do list. Miklo said first priority is the downtown zoning code and the form -based code for the CB -2 and CB -5 areas. Dyer noted that in some communities there are cottage developments off of alleys. Miiklo said that is one of the things staff will look at. ADJOURNMENT: Martin moved to adjourn. Theobald seconded. A vote was taken and motion carried 7-0. NIX ix ix ix ix ix 1;1X i 1 CIxlxlxlxlxlxl1IXl� cc LLJ X X X X X X f uj X X X X X i x cm X � X X x x X X x X X X X lIx 1 w z IX w J W Q Z w W Q O z 0 V Q_ a 0 0 Q�vi avi�J = � C.) 0 wCO) wzGC w0 o w LL X a U)�� 7 F u u a u 2 Go "-XXXXXXTX� T- N X X X X X X ! X i ti inXXXXXX f x ; ca 4 x x X i X f O X x Z i X O XXX 4xxx x ! XXX `y NX C � XX � i X pV Z X X XXX "-XXX Uwe I- N �2wcoca0o0)r-0)Un00Un �- Z w N W w a) w N Q X X x i X x X ZZqe J ad Z N w N X X 0 X X x LO X U) L -C-) •I-�C000000000 W0LL ZQ Lo V" XXX ! x X X X z Q i Go T- Xxx ; x ; x X X LU 0 � oXx ; x ; xxx z J Q 2 r w wJ w Q LU X x i x i x x X � U Z Q� _Y 0 =a g to _ X x x 1 X 1 X X X Q 2LuI—wv Q>.a=waa�== N o x X X ! X f x x 0 woos Z0uiU.x co CLU) X XXX "-XXX w z IX w J W Q Z w W Q O z 0 V Q_ a 0 0 Q�vi avi�J = � C.) 0 wCO) wzGC w0 o w LL X a U)�� 7 F u u a u 2 Go "-XXXXXXTX� W) "-XXX i X i XXX NX XX i X i X X X N �2wcoca0o0)r-0)Un00Un to LO LO LO LO LO LO U) L -C-) •I-�C000000000 i w LU z J Q 2 z w wJ w Q G Oz � U Z Q� _Y 0 =a g -7 -0 _ a ZZQQN Q 2LuI—wv Q>.a=waa�== - woos Z0uiU.x CLU) a� c` U c cc � N CO) CU Q o a Q „ z n if w u X06is w Y —I 0-09-= 4b(11) APPROVED IOWA CITY TELECOMMUNICATIONS COMMISSION MONDAY, AUGUST 24,2015--5:30 P.M. CITY CABLE TV OFFICE, 10 S. LINN ST. -TOWER PLACE PARKING FACILITY MEMBERS PRESENT: Derek Johnk, Laura Bergus, Nick Kilburg MEMBERS ABSENT: Alexa Homewood, Bram Elias STAFF PRESENT: Ty Coleman, Mike Brau OTHERS PRESENT: Josh Goding, Ronny Jacobs SUMMARY OF DISCUSSION Kilburg asked about a complaint that is still unresolved concerning getting service at a new house. Coleman said there has been a lot of miscommunication between Mediacom's technicians, office staff, and supervisors regarding when the house would be wired for service. The homeowner has gone without service for two months. Johnk suggested that when the issue is finally resolved that a written report be provided to Mediacom so they might identify the systemic problems in the operations and make improvements. Coleman said the city has filed a petition with the Iowa Utility Board (IUB) to revoke the Phalanx Technology franchise. On August 10th the IUB served papers on Phalanx giving them 20 days to show cause why they should not have their franchise revoked. Goding introduced Ronny Jacobs who has been hired as PATV's school outreach coordinator. PATV plans on providing workshops in the schools for students. The initiative is part of developing a new funding model for PATV. Equipment has been identified that will allow live streaming via Wi-Fi. This arrangement would permit live streaming of local high school football games and other sports. Sponsorships could be made available for this type of programming and would provide another way of generating revenue. Brau reported that work is continuing on a website to meet some of the needs identified in the local access channel survey. A catalog of many of the local access channel's streaming video offerings continues to be developed and now contains all of the City Channel, the Library Channel, categories of programs on PATV's YouTube channel, and categories of programs by Coralvision. There are about 1700 programs in the catalog. The catalog is fully searchable and lists program title, program description, program category(ies), total run time, and a link to view programs. Program schedules for each channel will also be included as will information on each channel and their services. APPROVAL OF MINUTES Bergus moved and Johnk seconded a motion to approve the amended June 22, 2015 minutes. The motion passed unanimously. ANNOUNCEMENTS OF COMMISSIONERS None. SHORT PUBLIC ANNOUNCEMENTS None. CONSUMER ISSUES Kilburg asked about a complaint that is still unresolved concerning getting service at a new house. Coleman said there has been a lot of miscommunication between Mediacom's technicians, office staff, and supervisors regarding when the house would be wired for service. The homeowner has gone without service for two months. Johnk suggested that when the issue is finally resolved that a written report be provided to Mediacom so they might identify the systemic problems in the operations and make improvements. MEDIACOM REPORT Coleman said that he had not contacted Grassley for an update. Mediacom's conversion to all digital transmission is complete and there were no known issues. The city has submitted an application with Mediacom to participate in their community Wi-Fi program. The city has not received any communication on the application in the last month. There is no new information regarding the two new potential competitive providers. Bergus asked about progress on the Iowa Utilities Board (IUB) rescinding Mediacom's state -issued franchise. Coleman said the city has filed a petition with the IUB to revoke the Phalanx Technology franchise. On August l Ot" the IUB served papers on Phalanx giving them 20 days to show cause why they should not have their franchise revoked. Coleman said he followed up with the newspaper reporter who had interviewed Mediacom's Tom Larson about the reporter's interpretation of Larson's comment that Mediacom had no plans to revert to a municipal franchise. The reporter said it was his feeling that Larson was unaware of the petition with the IUB. LOCAL ACCESS CHANNEL REPORTS Goding introduced Ronny Jacobs who has been hired as PATV's school outreach coordinator. PATV plans on providing workshops in the schools for students. The initiative is part of a plan to develope a new funding model for PATV. PATV staff covered several days worth of RAGBRAI in the local area. Footage was uploaded to YouTube for viewing the next day. Cards with a QR code were distributed hoping to generate 2000 web views, which they did. PATV staff recently live streamed a school board candidate forum. Equipment has been identified that will allow live streaming via Wi-Fi. This arrangement would permit live streaming of local high school football games and other sports. Sponsorships could be made available for this type of programming which would be another way of generating revenue. LOCAL ACCESS CHANNEL SURVEY Brau reported that work is continuing on a website to meet some of the needs identified in the local access channel survey. A catalog of many of the local access channel's streaming video offerings continues to be developed and now contains all of the City Channel, the Library Channel, categories of programs on PATV's YouTube channel, and categories of programs by Coralvision. There are about 1700 programs in the catalog. The catalog is fully searchable and lists program title, program description, program category(ies), total run time, and a link to view programs. Program schedules for each channel will also be included as will information on each channel and their services. ADJOURNMENT Kilburg moved and Johnk seconded a motion to adjourn. The motion passed unanimously. Adjournment was at 5:55 p.m. Resp tf illy submitted, Mic ae Brau Cable TV Administrative Aide TELECOMMUNICATIONS COMMISSION 12 MONTH ATTENDANCE RECORD (X) = Present (0) = Absent (O/C) = Absent/Called (Excused) Elias Ber us Kilburg Butler Homewood 8/25/14 X X X X X 9/22/14 X X X X o/c 10/27/14 X X o/c o/c X 11/24/14 O/C O/C X X X 1/26/15 X X X X x 2/10/15 X X X o/c X 2/23/15 x x x x X 3/23/15 X X X X X Johnk 4/27/15 x x P/c X X 6/1/15 X X X X X 6/22/15 o/c X X X x 8/24/15 0 x X x o/c 9/28/15 X X X X x (X) = Present (0) = Absent (O/C) = Absent/Called (Excused)