HomeMy WebLinkAbout2015-11-10 Bd Comm minutes11
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MINUTES APPROVED
BOARD OF ADJUSTMENT
SEPTEMBER 14, 2015 — 6:00 PM
DALE HELLING CONFERENCE ROOM, CITY HALL
MEMBERS PRESENT: Larry Baker, Gene Chrischilles, Brock Grenis, Connie Goeb,
Becky Soglin
MEMBERS ABSENT:
STAFF PRESENT: Susan Dulek, Karen Howard, Kent Ralston
OTHERS PRESENT: Shavon Harmon
CALL TO ORDER & ROLL CALL:
The meeting was called to order at 6:00 PM.
SPECIAL EXCEPTION ITEM EXC15-00013:
An application submitted by Kum and Go to establish a Quick Vehicle Service Use (gas station
and convenience store) in the Riverfront Crossings -West Riverfront Subdistrict (RFC -WR) zone
on Benton St. between Riverside Dr. and Orchard St.
Continuation of the public hearing that began on September 9, 2015.
Ralston, City Transportation Planner, addressed the Board regarding a memo he prepared
regarding this project. Currently there are two proposed access points to the property, one on
Riverside Drive and one on Orchard Street. Ralston stated he feels this will be an
improvement for the area as the bulk of the transportation access points that are there currently
will be consolidated, as well as the elimination of the existing entry point on Benton Street. The
access point on Orchard Street meets the City's standards of at least 80 feet from an
intersection and the access point on Riverside Drive will be 146 feet from the intersection.
Ralston compared the new Kum & Go property with relation to the existing Kum & Go access
points on Riverside Drive because the areas are much the same with the average daily traffic
and turning traffic. He stated that there are not many accidents at that site, only four collisions
between 2012 and 2104 which is actually low for an arterial commercial street. Ralston also
looked at the Orchard Street & Benton Street intersection and it had five collisions in that same
time frame. The average daily traffic on Riverside Drive was about 24,000 vehicles in 2014
(northbound and southbound) and Benton Street is roughly about 12,000. Ralston noted that
there was at one point a proposal for the access on Benton Street but because of the left
turning lane vehicles would be crossing a double yellow and solid white lane lines, which it to
be avoided. Overall he feels that with the access point consolidations he does not see an
issue with transportation.
Chrischilles noted that a difference from the existing Kum & Go that is north is the new location
is closer to an intersection and people will not have as much time to react, especially
Board of Adjustment
September 14, 2015
Page 2 of 5
northbound traffic. He is concerned that the Kum & Go trucks will come in off Riverside Drive
and exit onto Riverside Drive and thought a right -turn -only out onto Riverside Drive was the
only solution but took into consideration what the applicant said about possible hindrance to
their business by doing so. So therefore, could it be possible to widen the access point on
Riverside Drive to accommodate three lanes with an entrance lane, left out only, and right out
only. He also shared concern for northbound traffic entering the Riverside Drive access point.
Howard noted that the concern for widening the access point is becomes closer to the
intersection. She also stated that the number one goal of the Riverfront Crossing Plan was to
make the area more pedestrian friendly and Kum & Go has agreed to dedicate 10 feet of right-
of-way so the sidewalk can be widened along Riverside Drive and to eliminate the gigantic
access points that could be difficult for a pedestrian to walk through. Chrischilles said he feels
there should not be a left turn onto Riverside Drive allowed, but thought the three lane access
point idea would be a compromise. Ralston said his preference is to control the traffic, with a
three lane access point it adds to the lack of control and safety for both vehicles and
pedestrians.
Ralston also noted that the traffic concerns on Riverside Drive are restricted to two hours a day
during the work commute times, the other 22 hours it won't be an issue.
Soglin stated she is getting comfortable with the access issue but asked about the increased
pedestrian traffic and if changes would be made to the crosswalk at the Riverside Drive and
Benton Street intersection. Ralston said that could be adjusted.
Soglin also noted that the traffic volumes Ralston stated were historical and with the
construction of the 900 unit apartment building being constructed to the north of this site is the
area able to support that additional traffic. Ralston replied that the area can function with
almost any volume of traffic so that was not a concern. He also noted that most traffic counts
in urban areas are down over the past 10 years, which is the trend they are seeing. Howard
noted that with the new apartment complex, the concept is to make the area more pedestrian
friendly.
Chrischilles asked Ralston if he disagrees with making the access point on Riverside Drive
right -in and right -out only, and if it would be safer. Ralston agreed it would certainly be more
safe but the counter to that proposal is the traffic issues are only a couple hours per day and
the increase would then affect the residential area. So while it may be safer, he doesn't feel it
is necessary.
Chrischilles noted that after the meeting last Thursday he went to the site and exited the
property to the left five times and his average time waiting to exit was 28 seconds. Ralston
replied that is good in traffic standards. Chrischilles really feels that the traffic on Riverside
Drive is busy all day, not just in the two peak commute hours. Howard noted that this is a
commercial corridor area and it is expected to be congested, as commercial properties need
traffic to sustain their businesses.
Chrischilles asked about the southbound turn lane on Riverside Drive and asked if there was a
provision to make that turn lane dedicated for southbound traffic (by painting another arrow)
also useable for northbound traffic to access the new Kum & Go. Ralston said that could be
done.
Grenis asked if they could add the painting of the turn lane as a conditional of approval.
Ralston said not to make it a condition, the road is a state highway and would have to have
Board of Adjustment
September 14, 2015
Page 3 of 5
DOT approval for the added arrow.
Harmon said she stated all her points at the last meeting but added that she agrees with
Ralston that customers will use the Orchard Street access to avoid having to turn left onto
Riverside Drive from the property. She also reiterated that Kum & Go knows they need to
make their store convenient for customers to access or they will go elsewhere. If there was
only a right-in/right-out access point on Riverside Drive, their volumes would be reduced
significantly. Harmon also noted that if they were told they could only have a right-in/right-out
on Riverside Drive, they would not build the store.
Goeb asked about signage and if there would be signage to show all the access points to the
property. Harmon said that yes, the City has agreed to allow for directional signage. Goeb
asked where the signage would be to direct traffic to Orchard Street and Harmon replied it
would be at Orchard Street, not at the corner of Benton Street and Riverside Drive.
Grenis closed the public hearing.
Baker moved to approve EXC15-00013, a special exception to allow a Quick Vehicle
Service use in the Riverfront Crossings -West Riverfront Subdistrict (RFC -WR) zone,
subject to the following conditions:
• Compliance with the Conditional Zoning Agreement
• Design Review of final site and building design for compliance with the form -
based code, including the coordination of the wall screen and landscaping of
the north setback with the adjacent property; S3 landscaping along the west
side of the site should be located 10-15 feet from the west property line; and
the re -location of the dumpster to a more appropriate location on the site
away from the street right-of-way.
• Installation of a 4 -foot, durable open -pattern fence along the north property
line. Fence may not be galvanized chain link or wood.
• No amplified sound on the exterior of the building except for customer
service intercom at the gas pumps.
• No decorative lighting or lighted signage on the north or west face of the
canopy.
Goeb seconded the motion.
Baker thanked the applicant for having patience with the process.
Soglin noted that she feels the egress issue is balanced with safety but appreciates all
Chrischilles' comments and questions.
Baker agreed that this plan was probably the most workable solution for both the goals of
safety and convenience.
Grenis also supports this plan and recognizes all the thought and planning that went into it.
Baker stated that regarding EXC15-00013 he concurs with the findings set forth in the Staff
report of September 14, 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
Board of Adjustment
September 14, 2015
Page 4 of 5
the findings in the staff report for the approval of this application.
Soglin agreed that the information shared at this meeting helped address general standard 1
about safety issues, general standard 4 about access roads and being able to accommodate
traffic, and general standard 5 regarding ingress and egress to minimize congestion.
Grenis agreed with the findings and support the approval of this application.
Chrischilles noted he doesn't feel like as a group they are addressing the safety aspect of this
application and the convenience factor is given higher priority. The convenience is what he
feels will cause safety concerns.
A vote was taken and the motion passed 4-1 (Chrischilles dissenting).
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.
Goeb asked about the recommendation for the added arrow on Riverside Drive in the turning
lane. Ralston said the applicant would have to apply for a permit from the Iowa DOT for the
curb cut and can make that request at that time as well.
ADJOURNMENT:
Goeb moved to adjourn.
Chrischilles seconded the motion.
The meeting was adjourned on a 5-0 vote.
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CITY OF IOWA CITY 4�b1�
MEMORANDUM
Date: October 27, 2015
To: Mayor and City Council
From: Tracy Hightshoe, Housing and Community Development Commission
Re: Recommendations from Housing and Community Development Commission
At their October 22, 2015 meeting the Housing and Community Development Commission
approved the September 17 minutes with the following recommendation to the City Council:
By a vote of 7-0 the Commission recommends approval of the FY15 Consolidated
Annual Performance Evaluation Report (CAPER).
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
_X_ Agenda item will be prepared by staff for Council action
MINUTES FINAL
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
SEPTEMBER 17, 2015 — 6:30 PM
HELLING CONFERENCE ROOM, CITY HALL
MEMBERS PRESENT: Peter Byler, Michelle Bacon Curry, Jim Jacobson, Bob Lamkins,
Dorothy Persson, Emily Seiple, Mark Signs
MEMBERS ABSENT: Syndy Conger, Angel Taylor
STAFF PRESENT: Kris Ackerson, Tracy Hightshoe
OTHERS PRESENT: None
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 7-0 the Commission recommends approval of the FY15 Consolidated Annual
Performance Evaluation Report (CAPER).
CALL TO ORDER:
Hightshoe called the meeting to order at 6:30 PM.
NOMINATE AND ELECT OFFICERS:
Persson nominated Byler for chair. Jacobson seconded the nomination. A vote was taken and
the nomination carried 7-0. Byler assumed duties of commission chair.
Lamkins nominated Jacobson for vice chair. Persson seconded the nomination. A vote was
taken and the nomination carried 7-0.
APPROVAL OF JUNE 18. 2015 MINUTES:
Persson questioned the vote and unanimous approval of amendment #2 stating she agreed with
the staff recommendation. Hightshoe noted the vote was unanimous, but Persson's concerns
were noted in the minutes and shared with the memo that went to City Council.
Persson moved to approve the minutes of June 18, 2015. Lamkins seconded the motion.
A vote was taken and the motion carried 7-0.
Hightshoe explained to the new members that legal prefers that unless there is a conflict of
interest that members do not abstain from votes, even if a member missed a meeting.
PUBLIC COMMENT:
None.
STAFF/COMMISSION COMMENT:
Hightshoe noted that City Council approved The Housing Fellowship's request for the full award
Housing and Community Development Commission
September 17, 2015
Page 2 of 6
of $150,000 to acquire two properties. The Housing Fellowship was able to secure a purchase
offer for the second property before the item went before Council. Staff's recommendation was
to approve The Housing Fellowship for both properties because they secured needed purchase
agreements in areas that do not have affordable (subsidized) housing sites (Abbey St. and N.
Dubuque), the organization has the capacity to administer HOME fund, and they are a HOME
certified CHDO. The memo to City Council noted HCDC's concerns about a non-competitive
allocation process and their request to fund one property and reallocate the remainder. City
Council approved the full request and The Housing Fellowship acquired both properties.
Hightshoe also noted they have three new commission members and asked if the time of the
meeting works for all, or if they wanted to change it. The Commission decided to keep the
meeting time at 6:30.
Ackerson said they are opening another funding round for CDBG. There is $200,000 available
and a press release will go out for that tomorrow. It is live on the website now. Applicants are
encouraged to apply for at least $50,000. Staff will email all the applicants that have applied in
the past three years to let them know these funds are available as well as sending out the
typical press releases. Applications are due Thursday, October 8. HCDC meets October 15
where funding recommendations will be made. If that is not enough time it can be done at the
October 22 meeting. Hightshoe said the money became available because Community Mental
Health sold their facility less than five years after using CDBG funds on the site. Additionally
Extend the Dream Foundation sold their property and the funds returned. These funds can be
used for anything except public services because public services have already been allocated
up to the cap. Hightshoe explained there is an additional $47,000 but Staff needs to hold those
funds in case program income is lower than expected.
Byler noted that on October 5 there is a roundtable discussion on affordable housing hosted by
the Human Rights Commission at the Iowa City Public Library at 6:00 p.m.
Byler also stated that while this Commission focuses on housing and funding, it is in their
purview to discuss employment. The Council will discuss the minimum wage issue at their next
meeting. He asked if the Commission would want to draft a memo of support. Hightshoe noted
that a formal memo would have to go on the next HCDC agenda but as individuals the members
can contact Council.
Byler asked Staff about the Riverfront Crossings inclusionary zoning policy. Hightshoe replied
that Development Services staff is drafting the zoning ordinance at Council's direction. Byler
questioned if a member of Development Services could come to a Commission meeting and
present. Hightshoe said that would be possible.
PUBLIC MEETING & APPROVAL OF THE FY15 CONSOLIDATED ANNUAL
PERFORMANCE & EVALUATION REPORT (CAPER) — ONLINE AT
www.icnov.org/actionplan:
Hightshoe noted that this report is required by HUD and must be submitted within 90 days of the
end of the City's fiscal year, so it's due September 30. The report highlights how the City has
used their federal funds. Hightshoe noted there are two key tables in the report: the summary of
CDBG projects and HOME assisted projects. It identifies the project, how much was spent in the
fiscal year, beneficiaries served and leveraged funds. As a reminder beneficiary and leverage
information is only provided when the project is completed so as to not double count
accomplishments during the 5 -year plan.
Housing and Community Development Commission
September 17, 2015
Page 3 of 6
Signs observed that priority #3 speaks to increasing wages and economic self-sufficiency
around the housing issue. There was some mention of federal funds that we don't access as a
community and questioned what those funds do. He commented that the down payment
assistance was small and is there opportunity for more. Down payments are often the limitation
for folks in purchasing a home. Signs noted that under the Fair Housing Impediments they talk
about the need for inclusionary zoning, which was clearly laid out in the plan. He also noted that
assistance with the acquisition of land is an important issue for him, "it all starts with land" and
hopes the City can help with that. He would encourage that the affordable housing model be
reviewed again. He also pointed out some typos in the report, on page 33 the last line on item
#4 the word to should be two ("to rehab two affordable units"). He then noted on page 11 there
is a reference to City Staff meeting with the Greater Iowa Apartment Association that should be
Greater Iowa City Apartment Association.
Signs also wondered if we are leveraging enough, are our funds being used enough to leverage
other funds.
Byler asked about the treating of housing choice vouchers as a protected class and how that
can be enforced without asking landlords to lower the market rent. Hightshoe said we can't
make landlords charge lower rent, however the proposed ordinance wouldn't allow landlords to
advertise "Section 8 not accepted." The ordinance would make landlords use the same criteria
when accepting tenants. They can't accept someone who has a voucher simply based on the
voucher alone. That being said landlords can deny a tenant based on items such as credit
score, bad references, prior evictions, lack of security deposit, etc. Hightshoe stated the
proposed changes will not affect our voucher utilization rate, which is already high. Staff
believed it was the right thing to do. The Human Rights Commission recommended this addition
and staff will present the recommendation to City Council for approval sometime this fall.
Byler asked about the #2 Impediment which states, "The Affordable Housing Location Model is
a well-constructed effort to disperse certain types of assisted housing; however the model may
significantly reduce the parcels of land where new assisted rental housing may be built or
acquired." The recommendation is, "For projects that require compliance with the Affordable
Housing Location Model, the City should provide land and locations permitted by this model at
prices comparable to land at locations not permitted by this model. Alternatively, the City could
provide cash supplements from non-CDBG/HOME sources that offset land cost differentials to
such projects." Byler feels that is 100% unrealistic, the City doesn't have a pile of money to
assist with this.
Staff noted that CDBG funds are made available to help meet the gap of lot prices so homes
can be built or acquired. The Affordable Housing Location Model is intended to prevent all
affordable housing being built in one area or section of town. Many times lots in other parts of
town will be more expensive. City Council did review the importance of scattering affordable
housing with the outcome that possibly less housing may be built/acquired. The #2 Impediment
is just a recommendation that the City should try to do more and find additional funds for this
purpose.
Jacobson asked if there was a way to provide local tax credits as a subsidy method as opposed
to direct funds. Hightshoe said that the affordable housing providers in Iowa City are already tax
exempt. Byler said he spoke with the City Manager and he stated that if a developer did a mixed
income development the City would be amendable to consider a TIF on the market rate units to
help with the affordable units.
Byler's last comment on the report was in the tables where it talked about economic
Housing and Community Development Commission
September 17, 2015
Page 4 of 6
development. The numbers are very small. He noted that when improvement projects are noted
in the paper, the amounts can be deceiving so staff need to convey what the City actually
contributed, not just the whole project cost.
Bacon Curry asked about the goal for five new units of rental housing annually and goals of
construction of new rental housing, and were these goals met. Hightshoe said those numbers
were based on the five year plan, and the City exceeded the goals.
The commission discussed the lack of affordable housing and the hope that inclusionary zoning
will aid in getting more units into the community. There is a shortage of one -bedroom units in
the City as well so elderly clients of affordable housing have to use their vouchers on two-
bedroom units and pay more in rent than needed.
Jacobson moved to approve the FY15 Consolidated Annual Performance Evaluation
Report (CAPER). Lamkins seconded the motion. A vote was taken and the motion passed
7-0.
TENTATIVE SCHEDULE OF PROJECT MONITORING VISITS IN FY16:
Staff will invite entities to HCDC meetings to discuss the status of their projects:
• November 19
The Housing Fellowship
o FY15 Acquisitions on Dubuque Road and Abbey Lane
o FY15 Rehab of Keokuk Court and Hawaii Court
o FY16 CHDO Operating
Systems Unlimited
o FY16 Acquisition of three SRO units
Mayor's Youth
o FY16 Acquisitions on Shamrock Drive and Elmridge Avenue
• February 18
Habitat for Humanity
o FY15 Property acquisition and construction for two homes on Prairie Du Chien
Road
CHARM Homes
o FY16 Acquisition of eight single -room -occupancy (SRO) units
Shelter House
o FY15 Rapid Rehousing Program
• March 17
Neighborhood Centers of Johnson County
o FY16 Daycare operations (Aid to Agencies)
o FY16 Broadway Neighborhood Center Rehab
Domestic Violence Intervention Program
o FY16 Shelter operations (Aid to Agencies)
o FY16 Facility rehab
Crisis Center
o FY16 Emergency Assistance Program
Byler also said it is nice to tour the entities and welcomes Commission members to visit the
entities. Hightshoe said the March 17 visits will be moved to April. Also the Commission
members are welcome to tour the entities but cautions against groups larger than four as that
represents a quorum. Public meeting rules must be following if over four members. Staff can
assist with coordination.
Housing and Community Development Commission
September 17, 2015
Page 5 of 6
DISCUSSION AND RECOMMENDATION REGARDING WALDEN RIDGE PROPOSAL BY
SOUTHGATE DEVELOPMENT SERVICES:
Southgate Development Services requests to pay off their CDBG loan for the Wetherby Condos
South L.L.C. project and have these funds applied to the rehabilitation of units on Sylvan Glen
Court (Walden Ridge Townhomes) and requests City support for a Iowa Workforce Housing
Credit application.
Hightshoe explained that back in fiscal year 2011 there was windfall program income due to a
low-income housing tax credit project. So in 2011 the City allocated $900,000 to the Broadway
Wetherby Condos. $300,000 was a grant and $600,000 was a loan to be repaid. Southgate
rehabbed the whole complex and only one unit is currently vacant. Southgate also owns
apartments on Sylvan Glen Court (Walden Ridge Townhomes) and proposes paying back the
$600,000 loan they received early if it will be reallocated to the Walden Ridge rehab project.
They are requesting it as a grant. Staff is asking the Commission if they support the request for
further review and consideration. As with any housing project, staff would analyze the proforma
and make financing recommendations that may not be what the applicant requested. It is likely
after review, staff will recommend financing terms that include loan repayment.
Jacobson noted that this area is in the red zone so no more rental units could be acquired.
Southgate could rehab the 45 units they already have with the money. They would have to use
private funding to acquire and rehab the other units.
There was discussion on when Southgate was to originally pay back the $600,000 they owe and
why the City would be willing to grant them that money. Hightshoe said Southgate would have
to start making repayments in 2018 on the $600,000. Persson noted it is in the City's interest to
improve the Walden Ridge Townhome area to make those affordable houses attractive to the
neighborhood.
Signs noted he is working with a client that has been in conversations with Southgate about this
property. Hightshoe said Signs should recuse himself from the conversation and not vote on this
item.
The commission discussed how long the units would have to stay affordable if the money was
given by the City. Hightshoe said following the HOME guidelines it would be at least 10 years.
By a vote of 6-0-1 (Signs abstaining) the Commission recommends support of an application by
Southgate to repay their existing CDBG loan and apply it to the renovation of Walden Ridge
Townhomes subject to an application and staff review of the financial terms requested. These
items to be reviewed at their October HCDC meeting.
Lamkins departed the meeting.
ADJOURNMENT:
Jacobson moved to adjourn. Bacon Curry seconded the motion. A vote was taken and
motion carried 6-0.
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4b(3)
Minutes Approved
Human Rights Commission
September 16, 2015 — 5:30 PM
Helling Conference Room
Members Present: Kim Hanrahan, Orville Townsend Sr, Harry Olmstead, Paul Retish,
Shams Ghoneim, Edie Pierce -Thomas, Joe Coulter, Stella Hart.
Members Not Present: Ali Ahmed.
Staff Present: Stefanie Bowers.
Others Present: Alex Legeber.
Recommendations to Council: No.
Call to Order:
Coulter called the meeting to order at 5:30 p.m.
Consideration of the Minutes from the August 18, 2015 Meeting Date:
Olmstead noted one correction to the minutes under ADA Celebration. The word "has" should be
changed to "had".
Motion Olmstead, seconded by Ghoneim. Motion passed -7-0. (Pierce -Thomas not present).
Meeting Business
Commission Action Plan 2015
Education Programming
Hart has prepared the questions for panelists for the Affordable and Accessible Housing in Johnson
County program being held on October 5. Hanrahan will do the opening introduction, Olmstead will be
the moderator, and Hart will do the closing for the program.
(Pierce -Thomas present 5:38 pm)
Education Outreach
Ghoneim would like to discuss the possibility of hosting meetings with various organizations and
committees in the area. The meetings would allow the opportunity to let residents know their rights in a
variety of different areas such as discrimination. Bowers, Ghoneim,Townsend and Ahmed will meet in
the near future to discuss the best ways to organize around this idea.
Community Outreach
Hanrahan will email Bowers the questionnaire created in the spring of 2015 that asks a series of questions
as they relate to city services. At the next meeting Commissioners can decide if this questionnaire would
be useful to them as a tool to do outreach to the community. Commissioners could visit area organizations
and neighborhoods using the questionnaire as a guide to acquire feedback.
Council Outreach
Commissioners voted to submit three proclamations to the Mayor for his consideration: National Hispanic
Month (Hart), National Disabilities Awareness Month (Olmstead), National American Indian Heritage
Month (Coulter).
Motion Pierce -Thomas, seconded by Olmstead. Motion passed 8-0.
One Community, One Book -Just Mercy by Bryan Stevenson (September 30 & October 4)
Hanrahan, Olmstead, Retish and Hart will attend the book discussion on September 30.
Coulter plans on attending the formal discussion with author Bryan Stevenson on October 4.
Human Rights Awards Breakfast (October 28)
Hanrahan will do the introduction at the Breakfast, Olmstead will introduce the keynote speaker, Pierce -
Thomas will present the awards, and Coulter will do the closing.
Reports
Job Fair
The job and resource fair will be held on October 22 from 4:00-6:00 p.m. at the Eastdale Plaza.
Employers are currently being contacted and asked to participate in this event.
Building Communities
Townsend mentioned the reception held for newly hired Black administrators at the Iowa City
Community School District through The Black Voices Project.
Making Iowa City a Human Rights Community
Coulter reported that the last meeting held on this matter was very brief meeting and did not last long.
Another meeting should be scheduled in the future.
University of Iowa Center for Human Rights
The Center has several upcoming events which Ghoneim and Olmstead will forward to the Commission
as materials become available.
Education Subcommittee
At the last Iowa City Community School District Equity Committee meeting there was a presentation
from the principal of Tate High School who spoke on the programs offered at the school.
The Equity Committee plans to get more information on the trainings provided to all staff and teachers
throughout the District as it relates to diversity and conflict resolution.
Commission
Hart- October is Domestic Violence Awareness month.
Olmstead - Prairie Lights (Paul's Book Club) will be hosting a book discussion on Just Mercy in addition
to the one being held at the library on September 30. Olmstead believes it would be beneficial to have
Simon Andrew, Assistant to the City Manager, speak at a future Commission meeting about his role as
the ADA Coordinator. He also wished Hanrahan a happy belated birthday.
Townsend - Believes that the City Manager has been doing a lot to make things better and doing a good
job listening to the community.
Hanrahan - Reminded Commissioners to get out and vote for City Council.
N
Coulter - Asked that Commissioners read the Equity Report for the next meeting to offer any suggestions
on content or actions.
Ghoneim - Will be speaking with a visiting group from Venezela in the near future on voting rights. She
will also speak with youth in Kalona on October 2 about faith.
Bowers — Spoke on the Equity Report and other equity -related information that is available on the City's
website.
Adjournment: 6:54 p.m.
Next Regular Meeting — October 20, 2015 at 5:30 p.m.
Human Rights Commission
ATTENDANCE RECORD
YEAR 2014/2015
(Meetin¢ Date)
NAME
TERM
EXP.
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 1
9/16
15
Edie Pierce-
Thomas
1/1/2016
-
-
-
X
O/E
X
X
X
O/E
X
X
X
X
Joe D. Coulter
1/1/2016
X
X
X
X
X
X
X
X
X
X
O/E
X
X
Harry
Olmstead
1/1/2016
X
X
X
X
X
O/E
X
X
X
O/E
X
X
X
Paul Retish
1/1/2017
O/E
O/E
X
X
X
X
X
X
X
X
X
X
X
Ali Ahmed
1/1/2017
X
X
X
O
X
O/E
X
X
X
O/E
X
X
O/E
Orville
Townsend, Sr.
1/1/2017
X
X
X
X
X
X
X
X
X
O/E
X
X
X
Kim
Hanrahan
1/1/2018
X
X
X
X
X
X
X
X
X
O/E
X
X
X
Shams
Ghoneim
1/1/2018
X
X
X
O/E
X
O/E
X
X
X
X
X
X
X
Stella Hart
1/1/2018
X
X
X
X
X
X
X
X
O/E
X
X
X
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
-- = No longer a member
R = Resignation
4
4b(4)
QW4 IOWA CITY
PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
i), — Susan Wig •— 319-356-5200•— 319-3563494•ww 1cp1.or9
BOARD OF TRUSTEES
Minutes of the Regular Meeting FINAL APPROVED
September 24, 2015
Members Present: Diane Baker, John Beasley (in at 5:18 pm), Janet Freeman, Adam Ingersoll, Thomas
Martin, Robin Paetzold, Meredith Rich -Chappell, Jay Semel, Monique Washington.
Members Absent: None.
Staff Present: Terri Byers, Maeve Clark, Susan Craig, Kara Logsden, Patty McCarthy, Elyse Miller, Brent
Palmer, Angela Pilkington.
Guests Present: None.
Call Meeting to Order. President Paetzold called the meeting to order at 5:03 pm.
Public Discussion. None.
Approval of Minutes.
The Minutes of the August 27, 2015 Library Board of Trustees meeting were reviewed. A motion to
approve the Minutes was made by Rich -Chappell and seconded by Freeman. Motion carried 8/0.
New Business.
FY17 Budget. Craig said the budget is one of the most complicated items the Board discusses all year.
She described the different types of expenditures and receipts and the different accounts and their
purposes controlled by the Library Board. Finalizing the Library budget is dependent on the City
completing its part. The City will provide estimates in all accounts as a basic budget. We propose
changes to reflect current needs and circumstances. We expect to receive the City's preliminary budget
numbers on October 1, 2015.
Craig described how the budget changes based on our project sheets and other changes we make to
the beginning budget the City allocates to library accounts. These projects are what we propose to
enter into the budget. Each project sheets was discussed.
Bookmobile. The Bookmobile was discussed. Craig said it would be possible to use NOBLI funds to help
staff the bookmobile, which would lower the annual operating costs substantially. The first year of
operation will be a short operating year, therefore, annual operating funds for that year will also be
reduced. We had planned to request that rental income paid to the City be diverted from bond
payments to cover operating costs, however, it now looks like rental income may not be available.
Hourly Wages. Changes to the hourly wages scale will be needed in January, 2017 if the City adopts the
new county minimum wage. Craig said this will not have a large impact on our current budget line for
hourly employees. There was a significant carryover last year in our hourly wage account as we were not
fully staffed for the year.
Programming. Staff proposes increased support for children's, teens, and adult programming. Craig said
the library receives a lot of support from the community, however, the cost to provide programming
has increased and more programming is part of the new strategic plan.
Beasley in at 5:18 pm.
Catalog Records/Data Processing. Costs to purchase catalog records are going up. This is equivalent to
a "utility," like electricity or heating for our library. We use OCLC's Connexion, which provides
downloadable records for our catalog, and the ability to modify these data to fit ICPL's needs. Craig said
this must be funded. Staff also proposed funding new software for the public as an initial step in
opening a digital media lab.
Catalog Software. One of the major projects requested for FY17 is new catalog software. The patron
user experience with our catalog needs to be improved. There are products in the marketplace that can
help us do this. Our contract with Encore expires at the end of 2016 and needs to be renewed or
replaced. There are other multi -feature products in the marketplace and they cost more. It is in our
strategic plan to improve the catalog and we want to make a good investment in our next one.
Shelving. ICPL is the only one of the ten largest libraries in Iowa still cataloging graphic novels in non-
fiction. It is a strategic plan initiative to move these materials to their own shelves; children's graphic
novels downstairs, and adult graphic novels near the Young Adult (YA) collection upstairs. The new
shelving is a one-time cost.
Collection. A two percent increase to the collection budget is requested. ICPL still supports many
formats and has very high circulation. The City has cut our budget requests for the past two years for
materials; Craig feels strongly it needs to be increased this year.
Board members requested Craig rank the various projects. Board members left the meeting at 5:27 pm
for the annual Board photograph. Board members returned to Board Room at 5:30 pm.
Craig prioritized the catalog records/data processing, and the hourly wage increases as essential and
basic increases to operating costs. The bookmobile operating costs are very important. The new
bookmobile needs to be available to the community. She recommended asking the City for funds for
the full-time staff member and turning to our state and gift dollars for other permanent staff. One-time
projects can be moved out of the operating budget.
All agree the project sheets represent a significant investment and agree they reflect the plan priorities.
Semel asked about Craig's past record on funding requests with the City. Craig believes she is judicious
but feels her job is to make the case for needs. Craig said until the new property assessments come out
and the new rollback is established, the City will not know how much money it will have, in response to
a question from Freeman. Beasley asked if the City approves projects all together or case-by-case. Craig
said this has been done both ways. Craig believes the Library has been very fortunate in the support it
has received and we try to be reasonable in what we ask.
04
Motion to approve the operating budget requests as proposed by Craig was made by Ingersoll and
seconded by Beasley. Motion carried 9/0.
Non-operating budget proposals will include items from the list. Ingersoll and Rich -Chappell asked
about the balance in the NOBU account. Craig said it is usually about $400,000. This year is was higher
because several FY15 projects were moved to FY16. Typically we earn one year and spend the next and
try to maintain a healthy balance. Income varies, but was about $250,000 if FY15. There was discussion
about the NOBU item related to ICN. We want to upgrade the equipment in the room because we want
a more versatile system for people to use in the library and because the ICN meeting functionality is
expected to be discontinued. Craig said there are a few ongoing NOBU expenses, including some hours
for a part-time staff member. A motion to approve the proposed NOBU budget items with the
additional items identified in the budget proposal discussion was made by Ingersoll, with Beasley
seconding. Motion carried 9/0.
Staff Reports.
Director's Report. The UIHC lease for basement space runs until the end of December, 2015. The City is
expected to sign a short term lease for the first floor with the Iowa City Area Development Group
(ICAD), and then a lease will be negotiated for all of the space to begin January 1. Craig has provided
the City with the real expenses the Library incurs with any tenancy. Craig believes this will be a good use
for the space. The rental amount is currently between $130-140,000 in rent and $40,000 in taxes, in
response to a question from Semel. Craig said the City owns the Library and the Board of Trustees does
not have control over what happens there in response to a question from Semel. Martin asked if there
are any traffic estimates associated with the new project. Ingersoll said in his experience a place like this
is an enhancement to a downtown. Ingersoll feels the Library should not be penalized for this kind of
use of the space. Clark mentioned that EntreFest was held in the space and the whole area was busy
with people. Martin believes it will be a good sharing opportunity. Rich -Chappell asked about next
steps. Currently, the short term lease is being drafted; the City Manager is able to sign this lease
because the term is so short. Then, a long term lease will be written. Craig will schedule a time for Mark
Nolte of ICAD, to talk to the Board.
The Iowa City Book Festival is coming up next week. The Board supports this endeavor. Craig
encourages Board members to support the Iowa City UNESCO City of Literature and go to as many
festival offerings as they can.
Departmental Reports.
Adult Services. Paetzold asked if Clark was satisfied with the numbers for the summer. Clark said she
was. Semel asked if it would be overkill for a staff or Board member to say something briefly before a
speaker is introduced at a program for which we are the sponsor. Clark said this is a good idea and we
will do more of it.
Community & Access Services. No comments.
Development Office. The Book Gala is set for Sunday, 11/15/15, 6:30 to 8:00 pm, at Prairie Lights
Bookstore. This is the only fundraiser for which Prairie Lights closes its doors and donates a portion of
the proceeds to the Friends Foundation. Friends Foundation members will be there to help during the
fundraiser.
Business Office Annual Report. No comments.
Facilities Services Annual Report. No comments.
3
Spotlight on the Collection. No comments.
Miscellaneous. No comments.
President's Report. President Paetzold thanked Craig for including the diversity information in the
packet. Paetzold wants members to know that we are able to ask people to come speak to the Board
about topics of interest and significance to the library.
Announcements from Members. Beasley went to the Music is the Word (MITW) Revue on Sunday, and
enjoyed the show very much. The Revue helped him realize the mission of the Library is to provide
opportunities and venues to different types of learning and information and for the Library to be a
leader in the community. Library involvement in MITW makes perfect sense to him. Beasley's favorite
was Combined Effort Theatre Men's Choir. Logsden pointed out two of the choir members are library
volunteers. Craig reminded everyone that all of the musicians donated their time. McCarthy said 280
persons were there, in response to a question by Martin.
Committee Reports.
Foundation Members. The Foundation Board's last meeting was a planning session. Semel said the
facilitator asked members two questions: Why is the Library is so great? Why does the Library need
help? The group broke into smaller groups to discuss two goals: how to strengthen the Board and how
to increase fundraising. A new strategic plan will be developed this year.
Baker said the planning meeting was one of the most interesting she's attended and it helped put
everything together for her. Follow-up with small donors and people who attend lectures was
discussed. Cultivating more activity from sporadic givers, targeting new populations such as young
people, parents, and older people as segments of the library society was also discussed.
The FY16 Memo of Understanding between the Iowa City Public Library Friends Foundation Board of
Directors and the Iowa City Public Library Board of Trustees was presented to the President Paetzold to
sign. This is an annual occurrence and requires no Board action.
Communications. None.
Disbursements.
The MasterCard expenditures for August, 2015 were reviewed. A motion to approve the disbursements
for August, 2015 was made by Martin and seconded by Beasley. Motion carried 9/0.
Set Agenda Order for October Meeting.
Budget.
Goals/Statistics.
Policy Review.
Adjournment. A motion to adjourn the meeting was made by Freeman and seconded by Rich
Chappell. Motion carried 9/0. President Paetzold closed the meeting at 6:35 p.m.
Respectfully submitted,
Elyse Miller
4
Board or Commission: ICPL Board of Trustees
ATTENDANCE RECORD
12 Month
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
Meed Date
Name
T ration
Exo
10/16114 11/20/14
12/18/14
1/22/15
2/2aA1S'
3/26/15
4/23/15
S/28/15
8/25/15
7/23/15
V27/33
9/24/i5
-
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
O
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
Mc ray
6/30/15
X
X
X
O
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
O/E
X
X
X
O/E
X
X
X
X
Monique
Washington
6/30/21
I
Not on Board
I
X
X
r
X
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
4b(5)
mm��
MINUTES APPROVED
PARKS AND RECREATION COMMISSION
SEPTEMBER 9, 2015
ROBERT A. LEE COMMUNITY RECREATION CENTER — MEETING ROOM B
Members Present: Suzanne Bender, David Bourgeois, Larry Brown, Clay Claussen, Maggie Elliott,
Cara Hamann, Lucie Laurian, Paul Roesler, Joe Younker
Members Absent: None
Staff Present: Mike Moran, Chad Dyson, Zac Hall
Others Present: Steve Schuette
CALL TO ORDER
Chairman Claussen called the meeting to order at 5 p.m.
OTHER FORMAL ACTION:
Moved by Elliott, seconded by Bourgeois, to approve the August 12, 2015 minutes as written.
Passed 9-0.
PUBLIC DISCUSSION:
Steve Schuette was present to discuss his concern regarding comments noted in the Parks and Recreation
Commission minutes of June 10, 2015. He said it was stated at the meeting that the article that was in the
Press Citzen regarding Iowa City Girls Softball and their concerns regarding proposed fee changes for
their use of fields, was confusing and included untrue statements. Schuette asked that he receive a letter
from the commission listing their specific concerns. Claussen told Schuette that he would not be receiving
a letter from the commission. He also reminded Schuette of their recent discussion where Schuette said
he felt ambushed by the Press Citizen. Claussen said that he wants to move forward. He admitted that he
had some concerns about the online petition and the way it was addressed, however, feels that this is in
the past. Schuette again stated that he would like some specifics. Younker said that his recollection was
that there were some concerns; however, it was determined by the commission that no further action was
necessary. Claussen said that he thought that the article in the Press Citizen casts a negative light towards
the Commission and thought that it was a misrepresentation of what was going on. He said that
insinuating that the raising of fees for Iowa City Girls Softball's use of the fields to put money back in the
City's coffer was inappropriate. Schuette said that he would like some bullet points so that he may
address these concerns. Claussen reminded Schuette that in previous meetings the Commission asked
Iowa City Girls Softball for a copy of their budget including expenses and this was never done. Schuette
mentioned to Claussen that Josh O'Leary asked him for a quote and didn't approach anyone else.
Claussen felt it was a very one-sided article and that is why he had an issue. Schuette said he is looking
for the inaccuracies. Claussen said that as a result of the proposed fees, the Parks and Recreation
Department has created the Youth Sports Council. Their goal is to have a direct line of communication
with affiliate groups and to create a common agenda so that everyone is going in the same direction.
Younker further stated that the Commission is not looking for a response from Girls Softball. Schuette
said that he would like an opportunity to respond to the inaccuracies and provide correct information to
the Commission. Younker referred him to the minutes of the June meeting to read what those comments
were.
PARKS AND RECREATION COMMISSION
September 9, 2015
Page 2 of 6
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action):
None
LOWER CITY PARK MASTER PLAN — CONFLUENCE
Due to a conflict in their schedule, Confluence had to cancel tonight's presentation. The public meeting
scheduled for Thursday, September 10 was also cancelled. Therefore, Moran, Hall and Dyson met to
review a couple of concept plans themselves. They will meet with Confluence next week to go over those
to see if they are heading in the direction that staff hopes they are. This concept should be available at the
Commission's October 14 meeting. Comments from Commission will be collected from Confluence and
presented in their presentation to the public. Brown asked if Commission will be able to get feedback
from the public meeting. Moran will pass that request on to Confluence.
PARK TOUR:
Moran thanked commission for being flexible in scheduling the park tour. This will allow him to attend
prior to his retiring. The tour is scheduled for Monday, September 14 at 4 p.m. Some of the areas he
suggested to tour included Hickory Hill Park, Fairmeadows Park, Tower Court Park, Reno Street Park,
Hickory Trail Park, Chadek Green Park, Highland Park, Willow Creek and the Eastside Sports Complex
location.
INTERIM DIRECTOR:
Moran announced that Geoff Fruin, the Assistant City Manager, will serve as the interim director for the
Parks and Recreation Department. Fruin was present at tonight's meeting. He stated that this is a very
attractive position and expects there to be a good applicant pool. He will update the Commission
regarding the number of applicants in October. Laurian asked if the Commission would be able to be
informed of the backgrounds of the final applicant pool. Fruin said he would look into that. He hopes to
be done with the interview process by the October meeting. Claussen will serve on the interview
committee. Claussen asked commission members to let him know if there are any questions they would
like him to include in the interview.
RECREATION DIVISION REPORT:
Scheduling: Dyson noted that the program supervisors and he will be attending a training presented by
the Johnson County Extension office on how to deal with difficult children. The City is also hosting
diversity training for staff. This training is mandatory for all City employees. Dyson also announced that
the department will be adjusting some staff schedules to better serve the public. This will include having
full-time permanent staff available at the Recreation Center to cover evening hours.
Special Olympics: Dyson announced that the school district has discontinued their Special Olympics
programming for students. They have struggled in the last several years with programs as they had one
coach resign and have not been successful in filling that position. They approached the Recreation Center
proposing that we take on additional participants. Recreation staff is enthusiastically agreeable to this.
Two parent meetings have been scheduled. Staff hopes to expand their programs offered as they expect to
have some younger children participate.
Youth Sports Council: The group has held their second meeting. This meeting primarily focused on
developing a sponsorship packet. Staff and the council are working on determining what can and cannot
PARKS AND RECREATION COMMISSION
September 9, 2015
Page 3 of 6
be included in the packet. The group will continue working on a marketing campaign. They discussed
whether to flow funds through the Parks and Recreation Foundation or whether to use the Johnson
County Community Foundation. This has yet to be determined. He feels that the council is moving in a
forward direction.
Swim Lesson Scholarship Golf Outing: This Friday, September 11, the annual Swim Lesson Scholarship
Golf Outing will take place at Pleasant Valley Golf Course. This program is to raise money to offer
scholarships for swimming lessons to low income children. Matthew Eckhardt, Program Supervisor, has
worked tireless on this event. He is working with the school district to identify kids in need. This past
year the department presented 40 children with scholarships.
Brown asked Dyson if he knows what the revenue was from City Park Pool for this season. Dyson does
not know off the top of his head but he did note that the numbers are down due to inclement weather. The
department took a more aggressive stance on closing the pool during low participant times. The splash
pads will remain open through September 13.
Elliott noted that she heard Opitz and Eckhardt on the radio and she commended them for a job well done.
PARKS DIVISION REPORT
Mercer Park: Hall said that they have finalized the proposal and presentations for the playground at
Mercer. The next step involves working with Engineering and putting the installation of the equipment
out to bid. He will have more information available in October.
Tower Court: Staff has installed two benches in the park recently. The neighbors are extremely happy
with the park. The spray pad is a huge hit. A new playground has been installed. Next will be the
installation of a new drinking fountain but staff may have to hold off until spring as the water is shut off
in the parks in October.
Emerald Ash Borer Update: Hall noted that there have been some false identifiers that have come in.
Staff is continuing education on the subject. They are working on a diversity of species in the plan to omit
future infestations of diseases. The response plan will be included in the CIP. Staff will start working with
Purchasing in the next month to draft contracts for ash tree removal.
Memorial Bench Program: The memorial bench program has really taken off recently. Staff has six bench
installations scheduled for Waterworks Park. Brown asked how much it is to purchase a bench. Hall said
it is $1000 for bench only, $1,200 for a bench with a plaque. Staff has also placed two benches at Tower
Court, two at Hickory Trail and three at Hickory Hill in the last four months.
Cross -Country Course: Regina School staff approached City staff requesting that they consider creating a
cross-country course at Kickers Soccer Park. The school is not going to have access to the University's
course for the next two years. Staff worked together and has implanted a course that runs through a
prairie area and through the soccer park at the north end. There were 400 runners from various high
schools using the course during a recent meet. This is something new for the Parks and Recreation
Department and required very minimal funds from the City. The schools will share in the cost of their use
of the course. This will generate about $150 per use for the City which will cover paint and labor costs.
Bentler said that she noticed that some prairies in the lower City Park/Normandy Drive area has been
mowed and wondered what precipitated this. Hall reported that these areas had been too labor intensive
to manage. Hall is working with Earthview Environmental and the City's horticulturist to identify the
PARKS AND RECREATION COMMISSION
September 9, 2015
Page 4 of 6
areas that were benefiting the most from these prairies. These areas were not doing well from a prairie
standpoint.
DIRECTORS REPORT:
Cell Phone Proposal: Moran reminded commission that they had some discussion this past year regarding
a proposal from Verizon to install a cell phone tower in Oak Grove Park. Commission initially approved
their proposal. The process then went before the City Manager and could eventually go to the Board of
Adjustment. After looking further into the contract it was realized that Verizon had approached the
railroad property owners, however, they wanted too much money. City Manager has written a letter to
Verizon letting them know that the City is no longer interested. Verizon responded with an email to
Moran asking if the City would consider re -negotiating. Moran will also inform them that the City is no
longer interested. Verizon does have the option of still taking their request to the Board of Adjustment;
however, staff will deny the permit.
CII' Process: Moran announced that the City's CIP process has begun. Commission will be asked for
their input regarding the prioritization of the Parks and Recreation proposed projects. Commission will
be provided with a list of CII' projects that are currently being worked on and will also update them on
staff recommendations. After the CII' part is complete, City will then begin the budget process.
Commission Member Terms: Moran reminded both Hamann and Younker that their terms will expire in
January of 2016. If they are interested in reapplying, they will need to submit their applications by
October 14 at S p.m. to the City Clerk's Office.
Do Pg ark Update: The pond restoration is not moving as quickly as staff had hoped, but is progressing.
They have removed dirt and are moving this to the site of the previous water treatment facility. Riprap
has been put in place and looks good. Next step will include placing the concrete for the windmill. They
will reseed where dirt has been dug up.
Last Meeting: Moran noted that this will be his last Commission meeting. He expressed his enjoyment in
working with the commission and thanked all for their participation.
Brown asked if there is any way that the City can generate revenue by using solar or wind energy in
various facilities, such as The Park Lodge at The Terry Trueblood Recreation Area. It was noted that the
capitol cost can be so high that it doesn't provide a good rate of return. Although, Moran said it would
certainly be worth looking into. Fruin said that the City has had conversations with Moxie and other
vendors. He said that he can update the commission with information. The City has to determine if this
is in their best interest. It is difficult to project the cost of energy for a 20 year time frame to allow
comparisons. Brown asked if solar is better than wind power. Fruin stated that opportunities for
significant wind energy generation are much more limited compared to solar.
CE AIRS REPORT:
Claussen commended Moran for his years of service to the department, the commission and the
community.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Bourgeois stated that the next director will need to be a great people person and will need to like working
with the neighborhoods, further stating that Moran has been an expert.
PARKS AND RECREATION COMMISSION
September 9, 2015
Page 5 of 6
Elliott told Moran that as someone who has recently retired she has nothing but good things to say about
it.
Hamann stated she has continued to be impressed with all the projects that Moran manages and thanked
him for his service.
Laurian also stated that she has been impressed with Moran's patience over the years.
Brown hopes to see Moran as a future member of the commission. He further stated that the community
owes Moran a lot.
Younker seconded other commission members' statements commending Moran. He said he is very
impressed with the scope of his job, from managing expansive construction projects in the parks down to
handling campers in the parks.
Bentler said that she echoes other commissioner comments and thanked Moran for his service and said
that the will be missed.
Roesler stated that he has known Moran for a long time and as someone who has grown up in this
community, he really enjoys the parks. He said he was looking forward to working with Moran on the
Commission and was sorry to hear he was leaving so soon after Roesler was appointed.
ADJOURNMENT:
Moved by Bourgeois, seconded by Roesler, to adiourn the meeting at 6:05 p.m. Motion passed 9-0.
PARKS AND RECREATION COMMISSION
September 9, 2015
Page 6 of 6
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
TERM
`t
;
o
00
c
°�°
oo
M
ao
0o
N
Q,
EXPHtE
`o
S
Suzanne
1/1/17
X
X
X
X
X
X
X
X
X
O/E
X
X
X
Bentler
David
1/1/15
X
X
X
X
X
X
O/E
O/E
X
X
X
X
X
Bourgeois
Larry Brown
1/1/18
X
X
X
X
X
O/E
X
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
X
X
X
O/E
X
X
X
O/E
X
X
X
X
X
Elliott
Cara
1/1/16
X
X
X
X
O/E
X
X
X
X
X
O/E
X
X
Hamann
Katie Jones
1/1/18
X
X
X
X
O/E
X
X
X
X
X
Lucie
1/1/15
X
O/E
X
X
X
X
X
X
X
X
O/E
O/E
X
Laurian
Paul Roesler
1/1/18
*
*
*
*
*
*
*
*
*
*
*
X
X
Joe Younker
1/1/16
X
X
X
X
X
X
X
X
O/E
X
O/E
O/E
X
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
MINUTES
PLANNING AND ZONING COMMISSION
OCTOBER 1, 2015 — 7:00 PM — FORMAL
EMMA J. HARVAT HALL, CITY HALL
APPROVED
MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Ann Freerks, Mike Hensch,
Max Parsons, Jodie Theobald
MEMBERS ABSENT: Phoebe Martin
STAFF PRESENT: Wendy Ford, Sara Hektoen, Bob Miklo
OTHERS PRESENT: Mike Pugh, Steve Gordon, Mark Signs, Emily Seibel, Nancy Bird,
Karen Kubby
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 6-0 the Commission recommends the denial REZ15-00019 a rezoning from Interim
Development Multifamily (ID -RM) zone for 38.49 acres and Rural Residential (RR1) zone for
3.52 acres to Medium Density Multifamily (RM -20) zone for property located south of Lehman
Avenue, east of Soccer Park Road.
By a vote of 6-0 the Commission recommends the Proposed Renewal and Expansion of the
Self -Supported Municipal Improvement District for Downtown Iowa City petition be
recommended for approval and the Evaluative Report herein be forwarded to the City Council
for their consideration.
The meeting was called to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
There were none
REZONING ITEM (REZ15-00019):
Discussion of an application submitted by Pugh Hagan Prahm PLC for a rezoning from Interim
Development Multifamily (ID -RM) zone for 38.49 acres and Rural Residential (RR1) zone for
3.52 acres to Medium Density Multifamily (RM -20) zone for property located south of Lehman
Avenue, east of Soccer Park Road.
Miklo began the staff report showing some images including a map showing the location of the
property and aerial photographs. Staff reviewed the application request for compliance with the
Comprehensive Plan, both the existing South District Plan which was adopted in 1997 and the
proposed South District Plan that the Commission recommended approval to the City Council
who will review that proposal in October. The current plan shows the property as being
appropriate for single family development towards the southern portion of the property
transitioning to smaller lot single family duplexes to the north then onto townhouses adjacent to
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 2 of 14
Lehman Avenue. The proposed South District Plan to be considered by the Council shows a
very similar land -use pattern plan for the future of this area. Both Plans have policies against
concentrating large areas of multi -family in any one neighborhood. As detailed in the staff
report the proposal is to zone approximately 40 acres to Medium Density Multi -family (RM -20),
which could result in 600 to 1000 multi -family dwelling units on this property.
Miklo explained that both the existing and proposed South District Plans indicate that multi-
family development should only occur where there is infrastructure (street access, sewer, water
and other utilities) and where there is access to goods and services such as shopping centers
and public transit. The larger Comprehensive Plan that covers the entire City also promotes
contiguous development, the idea is to grow out and not leap past large areas and then
develop. Miklo explained that the proposed multi -family zoning on this property does not
comply with these policies of the Comprehensive Plans, it is in an area that does not have
adequate street access, transit services, or access to commercial areas that is necessary to
support large areas of multi -family development.
Miklo said that applicant indicated a willingness to contribute to the cost of improving Lehman
Avenue but suggests that the City and also the neighboring property owner should also
contribute to that cost. Miklo stated that the City does not have a good method for forcing an
adjacent property owner to participate in construction improvements to Lehman Avenue. There
is an assessment process but it is very difficult to impose and has not been used in decades.
For these reasons Staff recommends that an application submitted by Pugh Hagen Prahm PLC
for a rezoningfrom Interim Development Multifamily (ID -RM) zone for 38.49 acres and Rural
Residential (RR1) zone for 3.52 acres to Medium Density Multifamily (RM -20) zone for
property located south of Lehman Avenue, east of Soccer Park Road be denied.
Eastham asked if the City has funded developments of roads for projects in the past, specifically
mentioning Foster Road when the Peninsula Development was constructed. Miklo explained
that the City built Foster Road for many reasons not just that one development. The City
needed access to water wells from the new water plant was one main reason for that road
improvement. He also noted that is not an isolated rural area, but adjacent to Dubuque Street.
Hensch mentioned the application claims that the City is committed to rezoning this area to RM -
20 eventually and wondered what that entailed. Miklo explained that when the property was
annexed into the City in the early 90's and that property as well as some surrounding areas
were discussed as possible developments. The applicant had asked that the subject portion of
the annexation tract he zoned Low Density Multifamily (RM -12). The northern portion of what
was Sycamore Farms that was adjacent to City infrastructure was approved for a combination of
zones. The northern portion that is adjacent to Highway 6 was zone RM -20 the middle area was
zoned for manufactured housing and the northwest area was zoned RS -8. But the City decide
not to zoned the southern portion as to RS -8 and RM -12 as requested by the applicant at the
time due to the need for wetlands preservation and lack of infrastructure. The property was
recommended to be zoned ID -RM which indicates the possibility of multi -family but is not a
guarantee. During the annexation process the applicant changed their application form RM -12
to ask for RM -20. Staff has reviewed minutes and staff reports from that time and notes that
there was concern at that time of concentrating a large area of multi -family in this area on the
part of both staff and the Planning and Zoning Commission. So the property was eventually
zoned ID rather than RM -20 that the applicant requested. Miklo explained that the ID code in
the zoning code it states it can be considered for future rezoning once infrastructure is in place
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 3 of 14
but that zoning should comply with the Comprehensive Plan.
Eastham asked about infrastructure and if water and sewer was available to this location. Miklo
said it is fairly close and the applicant would need to extend the water and sewer lines to the
property.
Eastham also asked about the concept and concern about leap frogging development and if
Staff felt development should not occur on Lehman Avenue. Miklo explained that Staff feels
development should not occur on Lehman Avenue until the road is brought up to City standards.
Freerks asked Miklo to talk about the RR1, which is the wetlands or conservation district, and is
there a designation that will protect that area. Miklo stated during the initial annexation process
it was determined that area was a jurisdictional wetland and should not be developed and that
is why it was zoned RR1 the City's lowest density and there was also a conservation easement
put in place indicating it would not be developed and the wetlands would be restored. The
space could be used for open space or for trails to serve the Sycamore Farms development.
Miklo also noted that in addition to the conservation easement there are also federal restrictions
on wetlands that would prohibit development.
Hensch asked if Lehman Avenue was chip -seal pavement or if part was gravel. Miklo said it
would be chip -sealed to soccer road and is gravel beyond that.
Freerks opened the public hearing.
Mike Pugh noted he was before the Commission a few weeks ago for the discussion on the
amendment to the South District Plan and at that time was objecting to the land -use designation
colors on the maps for this property that showed it as only low to medium density development
along Lehman Avenue and the southern portion was slated as single-family. As articulated at
that time the history of the property and what was discussed at the time of annexation was the
reason for the objection. It was stated at the South District Amendment discussion that the
land -use map is not a zoning map it is more of a navigation for future development and what
may go on that property in the future. The process for the City is to have general concepts they
try to follow. The Commission noted that those shades on the map were not zoning and they
would only discuss zoning when specific applications came forward. So Pugh said his clients
decided to submit an application for the zoning they believe they were promised back at the
time of annexation.
Pugh said that when this property was annexed it was part of a 400 and some acre piece of
property, 190 acres is part of the conservation easement and wetlands. The property in the
application tonight was to be RM -12 per those annexation documents, and the property to the
east was a RS -8 request. During the annexation negotiations the City requested and the
property owners agreed that area be set aside for a conservation easement. Pugh does not
agree that it cannot be developed, it could be developed, even as a jurisdiction wetland, it would
just need mitigation to develop. So since the applicant agreed to the conservation easement
they asked the City to take the RM -12 piece and make it RM -20 so they could make up the
number of units they would be losing from not developing the wetlands area. That would then
justify the economics of the development.
Pugh does agree that the correct designation was ID because at that time the property was not
ready for development. He noted that IDRS was available back then as a designation and the
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 4 of 14
City agreed this property would be appropriate for multi -family zoning. Per the Comprehensive
Plan it says multi -family should be located in an area that is adjacent to open areas. This
property is surrounded by open areas, the Sycamore Greenway, the soccer fields, the
wastewater treatment plant, and Pleasant Valley Golf Course.
Pugh noted with regard the Lehman Avenue the applicant is fully prepared as part of a
conditional rezoning to assist with the improvements to Lehman Avenue. The water and sewer
are available to serve the property. With regards to the contribution from the neighbors, Pugh
respectfully disagrees with Miklo that this type of contribution does not happen. Pugh says it
happens frequently when subdivision documents are drawn up. He noted Lower West Branch
Road as an example.
Pugh stated that the current zoning of the property is really more important than what is shown
on the land -use map of the proposed South District Plan, the property is zoned IDRM which
means the future intended use is for a multi -family zoning. So the application is really just
asking for the ID to be removed with a conditional zoning stating adequate infrastructure be
brought to the site. Pugh also stated that the conditional zoning agreement was a valid
agreement negotiated over a long period of time between the property owner and the City and
consideration was given to the City as part of the obligations by the owner (set aside area for
construction of a school, construction of a trial, set aside 190 acres for conservation) and the
owners have complied with all their obligations. Pugh reiterated they would like the ID
designation removed from the zoning and the zoning changed to RM -20.
Freerks clarified that the conditional zoning agreement from 1994 was for the entire 400 acres,
not just the property in question on this application. Pugh agreed.
Eastham asked what the development concepts might be for the property. Pugh replied they
are thinking of a mixed-use housing (similar to the Peninsula), a variety of different housing
stock, but predominately multi -family zoning. He said he is interested in hearing what type of
housing the Commission would like to see on that property. He knows affordable housing is a
big issue for the City and the developer is wanting to construct affordable units. They have not
gotten a concept of layouts developed yet.
Miklo noted that with regards to improvements to Lehman Avenue and having neighboring
properties contribute to that: he said that Lower West Branch Road was in the Capital
Improvement Program and the City up fronted the cost of building it and was able to collect
contributions from as development occurred. But Lehman Avenue is not in the Capital
Improvements Program and it is not a priority at this time, there are more pressing infrastructure
needs like McCollister Boulevard, which if built would encourage development to occur out from
the edge of current neighborhoods rather than leap frog out to the far edge of the city.
Freeks asked if the developer would be willing to do all the street improvements on Lehman
Avenue themselves. Pugh said that he would have to ask his clients, but they really just want
what is fair and feel the adjacent property owners who will benefit from the improvements
should contribute.
Hensch asked if the applicants at the time of the annexation regarded the IDRM as a guarantee
that in the future it would be rezoned as RM and not just as a possibility. Pugh said yes, during
the negotiations they discussed they needed so many units on the property to make it
economically feasible to allow 190 acres to go into conservation.
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 5 of 14
Freerks asked if the area that was purchased by the City for the wetlands area was purchased
at fair market value. Miklo said part was purchased after the annexation and part was put into
a conservation easement.
Miklo noted that in terms of any guarantee this land would be zoned multi -family staff reviewed
minutes and staff reports and those clearly note the property was premature for development
because of lack of infrastructure and indicated when infrastructure was in place the zoning,
whether multi -family or single-family could be examined at that time.
Hektoen stated the staff report points out that future zoning cannot be guaranteed. Contract
zoning violates public policy, the zoning power is a police power which means that the City
Council needs to be able to respond to health, safety, welfare issues as they appear at the time
they are considering the application. The 1994 Council could not bind the 2015 Council to any
particular zoning designation. The City was not enjoined or otherwise encumbered to consider
this application based on anything other than the current Comprehensive Plan and the current
conditions as they exist today. Hektoen said there is not vested interest in a zoning designation
until development has begun.
Pugh noted the vested rights is a complicated process and his clients have a vest interest in the
whole 400 acres. The property to the north up by Highway 6 was developed in belief that a
multi -family zoning would be on the southern portion of the property.
Eastham asked about the sequence of development and what is the Staffs plan for
development in this area. If McCollister Boulevard is an important step in the process, would no
development happen until that is complete? Miklo said the development could occur if it
complies with the Comprehensive Plan. He noted that McCollister Boulevard will allow the area
west of Sycamore Street to develop and will also provide better street access to the new school
and surrounding neighborhoods. He said that in addition to the infrastructure investment the
ongoing cost of providing services such as police, fire and snow removal needed to considered.
Hensch asked if either McCollister Boulevard or Lehman Avenue are in the City's construction
plans. Miklo said neither are at this time but Staff plans to make a proposal for Council to
consider in January to add a portion of McCollister Boulevard in the next few years.
Parsons asked where the nearest bus stop would be to this development. Miklo replied the
nearest bus stop is on Sycamore Street about a mile and a half away.
Pugh said that bus service should follow development so the bus service can come once the
development is there. Freerks said many would disagree, but agreed with Pugh that is a small
piece of the puzzle.
Steve Gordon (AM Management) works with the owners of this property. He noted that as part
of the initial annexation there was 190 acres set aside in a conservation easement, it's still
privately owned but in an easement that doesn't allow development or construction. As part of
the condemnation by the City for the Sycamore Greenway project the City purchased about 30
acres, 10 acres was from that 190 (so about 180 left privately owned) and 20 acres was from
the IDRM section.
Mark Signs (1925 Hollywood Boulevard) began by stating he has no financial interest in this
project but wanted to share a couple things. First the South District Plan needs to have more
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 6 of 14
high density areas and we need more throughout the City if we are ever going to meet the
demand for affordable housing. With this particular property, yes there is a "leap frog" issue
which can be a problem with infrastructure but from a reality standpoint there are not any large
parcels of land closer to do a large scale project, and if it was it would be highly expensive.
Signs noted that this piece of property is not an ideal piece of property, it's next to the sewage
treatment plant so the reality that the south end would be single family homes is wishful
thinking. This is a prime location for high density. He also added that another problem with the
"leap frog idea is once another development is in the area, they will not want high density next
to them. High density will not be built after single family is already in the area, the high density
needs to be there first. He again reiterated that the city needs multi -family and there are not a
lot of options for where multi -family can be built. Signs said he plans to review all the
comprehensive plans for the City to see if any promote high density because he feels none do
and therefore there is not an option for building high density affordable housing in this city.
Signs noted that there has been conversation tonight and in past meetings about what was said,
or promised, or negotiated between the property owner and the City for this property and in the
Staff report they are very careful to say there is no documentation of such negotiations. Signs
said it is often the case that conversations are not documented and to look at the agreement
there is no benefit to the land owner, there is no documented incentive for them to have
annexed in the whole 420 acres at one time. They gave up conservation land, set aside land for
a school, and got nothing in return so it only seems sensible that they thought they had this
zoning in the future, that would be their only benefit.
Freerks asked if part of the annexation was the Saddlebrook development. Miklo said that yes
25 acres of multi -family zoning adjacent to Highway 6, manufactured housing and RS -8 zoning
were all part of the annexation.
Emily Seibel (47 Valley Avenue #7) stated she has lived in Iowa City for six years and is an
urban planning student at The University of Iowa and has spent a significant amount of time
over the past couple months looking at comprehensive plans and zoning ordinances for
assignments. She noted that present needs of the City make this land very interesting. In the
Staff memo there were a couple quotes from the Comprehensive Plan; "the South District will
be single-family residential. However, neighborhoods will also contain areas where low to
medium density multifamily, town house and duplex style housing will mix compatibly with
single-family housing..." Also mentioned is to "encourage compact, efficient development that is
contiguous and connected to existing neighborhoods..." and then goes onto state "Encourage
a diversity of housing options in all neighborhoods. Concentrate new development in areas
contiguous to existing neighborhoods where it is most cost effective to extend infrastructure and
services." Seibel noted that statement is repeated several times throughout the 1997
Comprehensive Plan document and the 2013 update. The Staff memo also states that the
proposed and future South District Plan sees the property in question as appropriate for single-
family, duplexes and townhomes. She commented on the City Council work session that was
held a month ago where a presentation was shown on how the current zoning ordinance does
allow for density adjustments in single-family density homes such as small lot sizes, zero lot
homes, duplexes permitted on corners. However Seibel noted that in that same work session
Councilors noted that these type of developments are not happening in residential
neighborhoods. Councilor Payne noted that she believes this could be due to lack of
incentivized on the part of developers and residential neighborhoods. Seibel believes unless
the City takes certain steps that will continue to be the case and as presented by Mark Signs
there will be very few or no support for building multi -family complexes contiguous to single-
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 7 of 14
family neighborhoods. It is extremely hard to find affordable land already next to single-family
developments unless there are intentional steps taken by the City. It is not diversity and not
providing for the needs of the city. As a planning student she does find building complexes far
from the center of the city a bit concerning due to environmental concerns and putting people far
from services but because of the need perhaps a hard compromise needs to be made. Seibel
stated she was tired of hearing and reading about the need for diverse housing and then not
seeing it happen in reality. Not just affordable housing that meets 60-80% AMI but also for
reasonable housing for young professionals that cannot afford to live in a 15 story building going
up downtown. She also said it is difficult to accept as a resident that a comprehensive plan will
be edited and amended to provide for downtown developments in Riverfront Crossings but is
much less willing to look at multi -family housing in a county with a vacancy of less than 1 %. If
this development isn't the "one", what will be? What is the City going to do to provide multi-
family options that are contiguous within the entire city?
Freerks closed the public discussion.
Eastham moved to defer this item until the next meeting for more consideration.
Dyer seconded the motion.
Eastman stated that the history of what the owners of this property and the City negotiated in
the past is of a concern to him and is not sure that is a consideration the Commission needs to
be concerned with because of the Comprehensive Plans that do include this area. Eastham
would like Staff to bring forward alternate acceptable development. Freerks was unsure that
was something Staff should be asked to do. Hektoen said the applicant could be requested to
do so, and Eastham agreed that would suffice.
Freerks stated she is often in agreement for taking time to make a decision but in this case it is
a huge area of RM -20. Hawks Ridge is 230 units, Lakeside is 400 units so that is 630 units and
this area would have the density of those two put together and more (up to 1000) and doesn't
feel that is quality living. She is not opposed to multi -family and when they talk about diversity
of housing that doesn't mean 40 acres of multi -family density.
Hensch asked if RM -20 of this size, 40 acres, was in any other area of the city. Miklo said the
northern part of Saddlebrook was about 20 acres of multi -family. Hensch is unsure of the
reason for the deferral. Eastham feels this area could be used in a way similar to the Peninsula
neighborhood, which is not RM -20. Hensch asked what is the current zoning in the Peninsula.
Miklo stated the underlying zoning is RS -5 (5 units per acre) with a planned development that
allowed the clustering of development.
Freerks noted that multi -family could be in this area, just perhaps not the quantity and mass.
A vote was taken and the motion was denied 1-5 (Eastham voting in the affirmative).
Theobald moved to approve REZ16-00019 a rezoning from Interim Development
Multifamily (ID -RM) zone for 38.49 acres and Rural Residential (RR1) zone for 3.52 acres
to Medium Density Multifamily (RM -20) zone for property located south of Lehman
Avenue, east of Soccer Park Road.
Eastham seconded the motion.
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 8 of 14
Hensch stated it would have been nice to see a plan from the applicant not just a rezoning.
Parson agrees he is uneasy putting a blanket RM -20 over 40 acres of land.
Theobald noted she lives between two large multi -family complexes and doesn't feel it is good
planning and the Comprehensive Plan is trying to discourage that. The current Comprehensive
Plan talks about a diversity of housing in this area. Additionally when there are other needs in
the City to address first, such as McCollister Boulevard and development along that road, and
this application is out of sequence and not a good idea.
Eastham stated that RM -20 does not fulfill the goals of the area. He doesn't have a problem
with the out of sequence nature of this application, there have been other developments such as
the Peninsula that have been out of sequence and away from commercial development and City
infrastructure. Eastham noted that he believes the owners will have to pay for the updates and
extension of Lehman Avenue themselves. He feels a concept of 800 units on this 40 acre is too
much, something more like 400 units would be better, well designed with a mix of housing
types.
Freerks noted that this area of the city is very important and the City has poured time and
money into the planning of this area. It is growing and now has a new school. She feels more
thought needs to be put into this application and not just a blanket RM -20 designation. That
designation is not listening to what the community wants nor what the Comprehensive Plan
states.
Parsons agreed, thinking perhaps after McCollister Boulevard is extended things might change
but as it sits right now this area is not ready for development.
A vote was taken and the motion failed (0-6).
OTHER BUSINESS:
Consider a recommendation on the Proposed Renewal and Expansion of the Self -Supported
Municipal Improvement District for Downtown Iowa City.
Ford stated that the City has received and City Council has forwarded for your review a petition
by property owners within a Proposed SSMID Renewal and Expansion District. Staff is
recommending the Planning and Zoning Commission review of the petition for "merit and
feasibility" and to submit an evaluative report to the City Council. Ford explained that the
procedure for adopting a SSMID, or renewing a SSMID requires first verifying the signatures,
the amount of signatures, and the valuation of the property represented by those signatures.
Staff has completed that verification and found that the minimum thresholds have been met.
Next Council refers the SSMID to the Planning and Zoning Commission for an evaluative report
on the merits and feasibility of the project (or SSMID). After Council then receives the
evaluative report they will set a public hearing and the notice is published along with the
requisite notification by registered or certified mail to all of the property owners within that
district. Then finally, not less than 30 days after Council has set the public hearing, a public
hearing is held and the ordinance could be adopted at that point.
Ford noted at this time it appears that if the Commission were to forward a recommendation to
City Council a public hearing could be set for as soon as November 10 and a final adoption date
could be as soon as December 15.
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 9 of 14
Ford said a SSMID is a self-imposed taxing district that levies an extra tax on properties within a
specified district. Ford showed a map of two areas, one was the larger original SSMID area that
was adopted in 2011, operations for which began in 2012 and that was a four-year SSMID
ordinance. The four years is coming due and the owners within the district are proposing an
expansion of their district. The second map showed the new proposed area. Ford explained
that this renewal and expansion petition asks to reestablish and expand the district, it proposes
a new term, a longer term of 10 years. It proposes to continue at the same tax rate for five
years, which was $2 per $1000 valuation and then for the second five years to go up to a
maximum of $2.50 per $1000 valuation. Noted in the petition is the work of the Iowa City
Downtown District (which is the official name of the Iowa City Self -Supported Municipal
Improvement District) which involves marketing activities, including advertising, campaigns and
communication materials; providing miscellaneous business support services; establishment
and promotion of special events, festivals, and activities; establishing databases, providing
space referrals and assistance.
Ford said the next part of the petition goes into the representative board members for the
SSMID, they are proposing to increase the size of their board from 19 to 25 members so that
there are more aspects of the community represented. They propose owners representing
property owners of different values, businesses of different sizes and type, the Northside, a non-
profit or cultural entity, a University of Iowa member, up to four other stakeholders of the district
and up to seven ex -officio members.
The final part of the petition Ford explained asks the same question as in 2011 because part of
the District is located within the boundaries of a TIF district, it is also the intent of the petition
that the City will reimburse the District for any SSMID levy captured against TIF properties
within the District. To accomplish this, the amount of funds which would have been derived from
the annual SSMID levy against TIF properties within the District, if the District were not located
within such TIF districts shall be made available to the SSMID district.
Staff is recommending this District petition be recommended for approval and the Evaluative
Report herein be forwarded to the City Council for their consideration. The draft evaluative
report answers the following questions:
Whether the property in the proposed district meets all of the criteria established in
Section 386.3(1):
a. The Iowa City Downtown Self Supported Municipal Improvement District petition
appears to meet the minimum requirements of Iowa Code Section 386.3(1),
which states that a district shall: 1) be compromised of contiguous property,
zoned for commercial or industrial uses and be located wholly within the
boundaries of the city, 2) be given a descriptive name containing the words "self-
supporting municipal improvement district': and 3) be comprised of property
related in some manner.
b. The Proposed SSMID Renewal and Expansion District is comprised of
contiguous property zoned for commercial use (CB -10, CB -5 and CB -2) and is
within the boundaries of the City of Iowa City. The petition states that the
Proposed District is entitled "Iowa City Downtown Self Supported Municipal
Improvement District." Finally, the property within the District is related in that it is
physically located in downtown Iowa City, is contiguous, and serves as a
commercial hub for the community.
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 10 of 14
2. Whether the petition submitted is sufficiently clear and contains the requisite number of
signatures from property owners representing the necessary assessed value of all the
taxable property within the proposed district:
a. The Proposed SSMID Renewal and Expansion District petition provides detailed
explanations of the operations of the SSMID and the requirements of SSM/0
property owners. Staff has reviewed the petition and verifies that it contains
signatures from at least 25 percent of all property owners and that they represent
at least 25 percent of the assessed value of all the taxable property within the
Proposed District, per Iowa Code Section 386.3(2)(a). The petition achieved 55
percent of the property owners and 75 percent of the valuations of property.
Those numbers exceeded what was gained in 2011.
3. Whether the petition sufficiently describes the boundaries of the district or provides a
consolidated description of the property contained therein:
a. The petition provides a legal description of the boundaries of the existing District
and of proposed expanded District, as well as a map indicating the parcels of
land included within the Existing and Proposed Expanded Districts.
4. Whether a maximum rate of tax that may be imposed upon the property within the
district and the purposes for which it may be levied are set forth:
a. The petition maintains a tax rate of $2 per $1,000 of assessed value for the first
five years of a ten year renewal period and establishes a rate of $2.50 per $1,000
for the second five years of the renewal period. This meets the requirement of
Iowa Code Section 386.3(2)(d). The petition states that the purpose of the tax is
to provide new, additional or enhanced services within the Proposed SSMID
Renewal and Expansion District.
5. Whether the purpose of the district is adequately described, as well as any
improvements or other project activities that may be the subject of the petition;
a. As stated in Item 4, the petition states that the purpose of the Proposed District is
to provide for new, additional or enhanced services within the Proposed District.
In particular, revenues collected for the Operating Fund may be used for the
following projects:
i. Development and management of activities in support of marketing,
business retention and attraction, including establishment of databases,
space referrals and assistance, media and advertising campaigns and
communication materials, establishment and promotion of special events,
festivals and activities, and a contingency fund for extraordinary
expenses;
ii. Physical or other improvements designed to enhance the image and
appearance of the Proposed SSMID Renewal and Expansion District,
including lighting improvements, seasonal and decorative enhancements,
signage, banners, landscaping and public art;
iii. To employ an Executive Director and staff who shall work for the Board of
Directors to manage the work of the SSMID and to fulfill the intent of the
Petition and Ordinance establish the SSMID.
6. Whether the Proposed SSMID Renewal and Expansion District or improvements would
conflict with any existing laws, plans or City policies, including comprehensive plans,
zoning ordinances, local or regional development plans or programs, local, state or
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 11 of 14
federal laws or regulations or other established special districts:
a. The operational functions and marketing that can occur under the existing and
proposed expanded District do not appear to conflict with any existing laws, plans
or policies.
b. The existing and proposed expanded District overlaps with the existing City -
University Project I Urban Renewal Area. As proposed, the SSMID petition does
not conflict with the goals or purposes of the City -University Project I Urban
Renewal Area.
c. It is noted in the petition the intention that, notwithstanding the fact that a part of
the proposed SSMID district is located within the City -University TIF district, the
amount of funds which would be derived from the annual SSM!D levy from
properties within the TIF district be made available annually for the SSMID
activities and that the City take all actions necessary to accomplish this purpose,
including the allocation of a portion of the incremental property taxes which are
attributable to properties within the proposed district.
7. Whether the taxes proposed will be sufficient to pay the anticipated costs or other
expenses:
a. The estimated revenue generated from the SSMID is upwards of $328,000 per
year, an amount sufficient to employ an Executive Director and staff, as well as
to cover costs associated with marketing campaigns, operational costs, and
physical improvements to the Proposed SSMID Renewal and Expansion District.
(Additionally, the University of Iowa has increased its commitment from $100,000
to $185,000 per year in support of SSMID activities.)
8. Whether the formation of the district is consistent with or in furtherance of other
identifiable City policies or goals:
a. The City Council's adopted Strategic Plan and Priorities for 2014-2015 include
commitments to a strong urban core, healthy neighborhoods and involvement in
strategic economic development activities. In direct alignment with these
priorities, the District petition states that activities will include business
recruitment, increase of consumer traffic, improve cleanliness, safety, lighting,
and beautification, all which directly benefit the property, businesses and
residents within the district and indirectly benefit the entire community with a
healthier, cleaner and more vibrant downtown.
b. Iowa City's Comprehensive Plan notes the importance of keeping downtown
Iowa City vibrant, including the need to upgrade and improve physical amenities
downtown. In particular, the Comprehensive Plan suggests a combination of
public and private efforts, including those by downtown businesses and property
owners, to ensure continued vitality of downtown Iowa City. The District petition
states that one of the purposes of the SSM/0 is to provide physical
enhancements, or beautification, to improve the image and appearance of the
Proposed District.
c. In addition, the adoption by the City Council of the 21 -Only ordinance in 2010 is
resulting in changes in the commercial landscape of downtown Iowa City. The
Proposed SSMID Renewal and Expansion District petition notes a major purpose
of the SSMID is to provide development and management services, including
marketing, business retention and attraction for the District. These activities will
help to promote future growth in downtown Iowa City.
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 12 of 14
Freerks asked if the expanded area to the east includes the fire station, police station and the
recreation center since they are City municipals.
Freerks opened the public hearing.
Nancy Bird (Executive Director, Iowa City Downtown District) stated that the expanded
boundary area helps to expand what is thought of as the downtown area and that it was
important to have the City Hall and Civic Center as part of the downtown. When marketing they
talk about locations and entities. They are noted as being in the geographical area, although
the City municipals do not pay taxes towards the SSMID. Also the Business Manager for The
University of Iowa sits on the board and works closely to ensure that the new UI buildings are
green and add value to the downtown area and need to be included in the boundary of what is
considered downtown. Bird said they worked with property owners and businesses and asked
whether they wanted to be part of downtown and included in what the SSMID was
accomplishing. Bird also said it was important to include the historic homes, for example those
on Jefferson Street, in the area, as that was also a good marketing point. Bird noted that
corridors in areas must include both sides of the street, so for example when wanting to include
The University of Iowa's new Voxman Music Building they needed to include Burlington Street
as a corridor so both sides of the street would be considered downtown. Therefore the
boundary line follows the parcel line on the south side of Burlington Street. Following the parcel
lines cannot be done on some blocks, on Van Buren Street it is all one parcel for the whole
length so then rather than leaving the recreation center and City Hall which are downtown out,
they included them in the boundary up to the next street. Ford noted that residential uses and
public uses are not taxed as part of the SSMID.
Eastham mentioned he has spoken with some small business owners who are located outside
the SSMID, particularly to the south, say that they are unlikely to be able to relocate their
business into a new development building that is to replace the current building they are in.
Could the SSMID assist those owners if they tried to relocate into the SSMID district. Bird
replied yes. They are a 501(c)(6) organization, a non-profit, working to change or improve the
perception of downtown Iowa City, clean and green and safe initiatives, and work to improve
and bring more diverse retail to downtown. They believe it is important to invest in retail and
small businesses that want to be downtown.
Hensch said one of the elements of the petition was the City would reimburse the Downtown
District for any of the SSMID levy that is captured against TIF properties and asked if that was
new for the upcoming 10 years or was that part of the previous 5 year plan as well. He also
asked how much money that would be and if the City was okay with being encumbered with that
amount. Bird said that clause was in the 2011 plan. She is not sure what the amount is but it is
important because with a SSMID all properties are paying into the fund, not just a few select
businesses. Ford noted that the City is aware of the cost for paying the TIF portion of the
SSMID and is willing to pay it.
Dyer asked then if the City is funding the TIF properties twice, once paying the TIF and then the
SSMID. Ford explained that no, any developer would pay the extra $2 per $1000 on their
project and that amount would go to the SSMID and they would only receive a credit for the TIF
portion.
Karen Kubby (downtown business owner) stated there is nowhere else she could leverage the
extra $600 per year she pays to equal the half a million dollars of SSMID money, The University
of Iowa contribution and other fundraising contributions, it is the best value for a small business
owner. This was a way for the private sector to step up and not expect the City to do everything
Planning and Zoning Commission
October 1, 2015 — Formal Meeting
Page 13 of 14
for them. The City already invests almost half a million dollars per year in operations of
downtown (snow plowing, street cleaning, etc.) and this is a way for the businesses to step up
and do something for themselves. Kubby stated she was amazed by the number of businesses
that signed the petition this time but believes it is because they are very accountable to their
membership. They have followed through with promises and shown accomplishments. She
asked the Commission to recommend to Council to approve the SSMID for another 10 years.
Eastham asked if the SSMID was audited. Kubby replied that yes, as a non-profit it is best
practice to do that auditing. Bird noted it was an external group that comes in to complete the
audit and they provide a financial review to the City. Additionally the City receives the financials
monthly, midterm and end of year reports. Kubby noted that while they would like to do a full
audit every year the amount of money that costs it would eat up a staff person's salary and
benefits.
Freerks closed the public hearing.
Hensch moved to recommend Proposed Renewal and Expansion of the Self -Supported
Municipal Improvement District for Downtown Iowa City petition be recommended for
approval and the Evaluative Report herein be forwarded to the City Council for their
consideration.
Parsons seconded the motion.
Freerks noted this petition shows the hard work to gain approval from so many and commends
the downtown group for wanting to do this.
Hensch noted he is also very impressed that the business owners ban together and impose a
tax on themselves to improve the downtown.
Hektoen asked the Commission to disclose if any member or spouse of a member owns
property in the petition area. No Commissioner had any interests in this area.
A vote was taken and the motion carried 6-0.
CONSIDERATION OF MEETING MINUTES: SEPTEMBER 17, 2015
Eastham moved to approve the meeting minutes of September 17, 2015 with minor
edits.
Parsons seconded the motion.
A vote was taken and the motion passed 6-0.
PLANNING AND ZONING INFORMATION:
Miklo noted that the packet included a memo regarding the State Property Tax Reform for their
information. Hensch noted it was sobering reading to see what the State legislature's impact on
the City will be.
ADJOURNMENT:
Theobald moved to adjourn.
Hensch seconded.
A vote was taken and motion carried 6-0.
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APPROVED
IOWA CITY TELECOMMUNICATIONS COMMISSION
MONDAY, SEPTEMBER 28,2015--5:30 P.M.
CITY CABLE TV OFFICE, 10 S. LINN ST. -TOWER PLACE PARKING FACILITY
MEMBERS PRESENT: Derek Johnk, Laura Bergus, Nick Kilburg, Alexa Homewood, Bram
Elias
MEMBERS ABSENT:
STAFF PRESENT: Ty Coleman, Mike Brau
OTHERS PRESENT: Josh Goding, Emily Light, Bond Drager
SUMMARY OF DISCUSSION
Goding reported PATV recently partnered with the Little Village in an interview with Bernie Sanders.
PATV shot footage of the Iowa Woman's Music Festival. Several City High football games have been
live streamed. The most recent game was also carried live on PATV using the internet to backhaul the
signal to the studio. PATV had 7 local sponsors underwrite 4 of the games. Light reported Senior
Center TV they recently held a music video release party for the video shot of the Family Folk
Machine recording. The video is available on YouTube and will be on the access channels as well.
On Oct. 29th SCTV will hold an open screening of some of their recent work. Plans for producing a
news magazine program are underway. Segments in the program could include many of the activities
at the Senior Center such as the bands, the theater group, a cooking demonstration, artist interviews,
and segments from the Iowa City history lectures. There is enough material for a couple shows. The
goal is to have one episode per month. The Senior Center is also planning to host a PATV guidelines
workshop at the Senior Center to encourage greater participation. Coleman reported Katie Linder has
been hired as a Special Projects Coordinator to replace Mary Bryant. Linder has a background in TV
news and extensive writing experience. The Iowa Utilities Board has sent a notice to Mediacom
regarding their recent order to reinstate the municipal franchise giving them 20 days to respond. ImOn
recently indicated to the city manger's office a serious intent to enter the Iowa City market. ImOn has
not filed an application with the Iowa Utilities Board. Mediacom could revert to a state franchise as
soon as ImOn applies. ImOn has indicated they may be applying for a franchise by the end of the year.
ImOn has indicated they would like to start service in a limited area by the end of the year. The City
has expressed that they are interested in a company that would serve the entire community.
Homewood asked if there are any regulations that require universal service. Brau said the state
franchise prohibits exclusion based on income, but it is unclear how that requirement might be applied.
Coleman said Metronet appears to be backing off their interest in serving Iowa City. Elias asked for a
memo from the City Attorney's Office where the city stands regarding the municipal franchise once
Mediacom responds to the IUB order. Johnk suggested that the city pursue getting a developers
license for ios for the Apple TV application and mobile devices for the access channels.
APPROVAL OF MINUTES
Kilburg moved and Homewood seconded a motion to approve the amended August 24, 2015 minutes.
The motion passed unanimously.
ANNOUNCEMENTS OF COMMISSIONERS
None.
SHORT PUBLIC ANNOUNCEMENTS
None.
CONSUMER ISSUES
Homewood asked if the complaint from last month about Mediacom failing to provide service to a new
home. Coleman said he was told by Mediacom that the home would be wired on Oct. 9th. Coleman
noted that if Mediacom were operating under a municipal franchise, they would be subject to a daily
$250 fine for noncompliance.
MEDIACOM REPORT
Coleman said that he had nothing to report.
LOCAL ACCESS CHANNEL REPORTS
Homewood noted the City Channel had a report in the meeting packet. The library provided a written
report at the meeting and PATV emailed a report to Commissioners earlier in the day. Goding
reported PATV recently partnered with the Little Village in an interview with Bernie Sanders. PATV
shot footage of the Iowa Woman's Music Festival. Several City High football games have been live
streamed. The most recent game was also carried live on PATV using the internet to backhaul the
signal to the studio. PATV had 7 local sponsors underwrite 4 of the games. Light reported Senior
Center TV they recently held a music video release party for the video shot of the Family Folk
Machine recording. The video is available on YouTube and will be on the access channels as well.
On Oct. 29th SCTV will hold an open screening of some of their recent work. Plans for producing a
news magazine program are underway. Segments in the program could include many of the activities
at the Senior Center such as the bands, the theater group, a cooking demonstration, artist interviews,
and segments from the Iowa City history lectures. There is enough material for a couple shows. The
goal is to have one episode per month. The Senior Center is also planning to host a PATV guidelines
workshop at the Senior Center to encourage greater participation. Coleman reported Katie Linder has
been hired as a Special Projects Coordinator to replace Mary Bryant. Linder has a background in TV
news and extensive writing experience. The Iowa Utilities Board has sent a notice to Mediacom
regarding their recent order to reinstate the municipal franchise giving them 20 days to respond. ImOn
recently indicated to the city manger's office a serious intent to enter the Iowa City market. ImOn has
not filed an application with the Iowa Utilities Board. Mediacom could revert to a state franchise as
soon as ImOn applies. ImOn has indicated they may be applying for a franchise by the end of the year.
ImOn has indicated they would like to start service in a limited area by the end of the year. The City
has expressed that they are interested in a company that would serve the entire community.
Homewood asked if there are any regulations that require universal service. Brau said the state
franchise prohibits exclusion based on income, but it is unclear how that requirement might be applied.
Coleman said Metronet appears to be backing off their interest in serving Iowa City. Elias asked for a
memo from the City Attorney's Office where the city stands regarding the municipal franchise once
Mediacom responds to the IUB order. Johnk suggested that the city pursue getting a developers
license for ios for the Apple TV application and mobile devices for the access channels.
ADJOURNMENT
Homewood moved and Kilburg seconded a motion to adjourn. The motion passed unanimously.
Adjournment was at 5:57 p.m.
Respectfully submitted,
Michael Brau
Cable TV Administrative Aide
TELECOMMUNICATIONS COMMISSION
12 MONTH ATTENDANCE RECORD
(X) = Present
(0) = Absent
(O/C) = Absent/Called (Excused)
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
olc
X
2/23/15
x
x
x
x
X
3/23/15
X
X
X
X
X
Johnk
4/27/15
x
x
plc
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
10/16/15
X
X
X
X
x
(X) = Present
(0) = Absent
(O/C) = Absent/Called (Excused)