HomeMy WebLinkAbout2016-04-05 Bd Comm minutes4b(7) 04-0
MINUTES APPROVED
BOARD OF ADJUSTMENT
FEBRUARY 17, 2016 — 5:15 PM
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Gene Chrischilles, Connie Goeb, Becky Soglin, Tim Weitzel
MEMBERS ABSENT: Larry Baker
STAFF PRESENT: Susan Dulek, Sarah Walz
OTHERS PRESENT: Mike Pugh, Roger Goetken, Ross Nusser, Mitch King, Steven
Moioffer, Casey Cook
CALL TO ORDER:
The meeting was called to order at 5:15 PM.
ROLL CALL:
A brief opening statement was read by Soglin outlining the role and purpose of the Board and
the procedures that would be followed during the meeting.
CONSIDERATION OF THE JANUARY 13, 2016 MEETING MINUTES:
Goeb moved to approve the January 13, 2016 minutes.
Chrischilles seconded the motion.
A vote was taken and the motion carried 4-0.
SPECIAL EXCEPTION ITEM EXC16-00016:
Discussion of an application submitted by Mitch King, for a special exception to allow a historic
preservation waiver reducing the minimum off-street parking requirement for a property located
in the High Density Multi -family (RM -44) zone 716 N. Dubuque Street.
Walz explained that last week the Board opened the public hearing but did not go through the
normal process, so this evening she will begin with the staff report and showed the location
map for the property. She noted that the RM -44 zone is the highest density residential zoning
designation in the City. In this situation the RM -44 zone is right next to a RM -8 zone which is a
single family zone. Walz reminded the Board that the special exception is to allow a fraternity
at the property as fraternities are an allowed use in the RM -44 zone. Based on the lot area, a
fraternity could have 21 residents but more the parking is required. The special exception is
needed is being requested because the property does not provide enough parking to allow that
number of residents. The applicant is seeking a reduction of the required parking through the
special exception and the historic preservation process.
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February 17, 2016
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She explained there are a number of other uses allowed in the RM -44 zone, multi -family,
rooming houses and assisted living are examples. This particular residential building was
originally constructed as a fraternity house and functioned as such until the late 1990's when it
was purchased for the current use—an assisted group living facility. It is a three story structure
with 21 rooms and two kitchens, shared bathrooms on each floor and laundry facilities in the
basement. The building itself takes up a large portion of the lot—a 6500 sq. ft. lot which is a
pretty small lot. Because the building takes up so much of the lot there are only two
conforming parking spaces, but there is room for two cars to stack, so legally four cars could
park on the property. Walz explained that The Board of Adjustment may grant a special
exception to waive or modify any dimensional or site development standards listed in this
article or in chapter 5 of this title or any approval criteria listed in chapter 4, article B of this title
that would prevent use or occupancy of a property designated as an Iowa City landmark or
registered on the national register of historic places. In addition to the general special
exception approval criteria set forth in chapter 4, article B of this title, the following approval
criteria must be met. The property is currently not a landmark, but the applicant has started
that process and went through the Historic Preservation Commission last week. The
Commission has recommended the property be registered as an Iowa City landmark.
Walz noted the current use of the building, an assisted group living facility, is one of the lowest
vehicle uses in the RM -44 zone due to the fact that residents in assisted living facilities don't
typically have personal vehicles. Staff believes there is very limited possibility for this building
to be reused as an assisted living facility because the building is not handicap accessible and
other limitations on the site for access. Other options for the property could be a multi -family
use, but that would require a number of changes to the interior of the building. Other uses
such as group living, rooming house, or fraternal living would allow the property to be occupied
without major changes to the floorplan. - - - -
The property is currently non -conforming with regard to parking. An assisted living facility of
this size requires 9 vehicle parking spaces to be conforming: one parking space for every three
residents, plus one parking space per employee based on the maximum number at the site at
any given time. Because properties such as this cannot come into compliance overnight, they
are granted what is called "ghost parking" which states the new use of the property cannot
have a higher demand for parking than the current use.
Walz explained that the applicant does not believe the property is financially feasible for the
uses that would require 9 parking spaces or fewer. This would allow just 12 roomers. The
applicant is arguing that the 21 roomers are needed to make the property financially feasible.
Given all the constraints on the property Staff feels confident that there needs to be some
flexibility to allow a new use in the building, one that would protect the historic preservation of
the building.
Walz went through the criteria for the special exception. The modification of waiver would help
to protect the historic aesthetic or cultural aspects of the property. The building was originally
constructed as a fraternity and it has gone through the first process of being declared a historic
landmark. The property is eligible to be declared a landmark, it is located in a zone that allows
fraternities, and the applicant has committed himself to a number of repairs to the building in
order to preserve its historic exterior (such as repairing the stucco, painting the exterior,
reroofing, repair of the exterior fire escape and removal of the deck on the north side of the
building). The applicant has also indicated that work done to secure the foundation of the
structure is needed and would be corrected before the building is occupied. The applicant
must obtain the certificate of appropriateness from the Historic Preservation Commission, and
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February 17, 2016
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that is in process. The specific proposed exception will not be detrimental to or endanger the
public health, safety, comfort or general welfare. A reduction in parking does not present a
safety concern or a threat to the public welfare, however, the modification does allow an
increase in density over what would otherwise be allowed by code, which raises other
safety concerns. Staff recommends that approval of a special exception to allow a
reduction in parking be subject to installation of an interior fire sprinkler system. While
such systems are not currently a building code requirement, the installation of a sprinkler
system will ensure the historic structure is less likely to be destroyed.
The specific proposed exception will not be injurious to the use and enjoyment of other
properties in the immediate vicinity and will not substantially diminish or impair property values
in the neighborhood. While the waiver for the parking requirements alleviates the burden of
parking, it does not reduce actual parking demand. Walz noted that the scarcity of on street
parking in this neighborhood has been an ongoing concern that is discussed in the Central
District Plan. The lack of on street parking may dissuade some residents from bringing cars to
campus but for those that do, it will displace other cars and that does add to the hardship of the
neighborhood. The applicant has proposed a number of remedies to encourage the use of
other forms of transportation, he is proposing to take off the exterior deck of the building and
create moped parking along that part of the building. Additionally he would create indoor
bicycle parking in the basement of the building. Other proposals to reduce parking demand
include holding fraternity meetings at the Iowa Memorial Union. Additionally the fraternity does
not allow alcohol in its facility. Staff did not feel both those items were enforceable from a City
aspect and knowing it will be a fraternity there will be a number of social activities at the facility.
Staff therefore would like to impose a restriction to the special exception stating that if there
were more than three convictions of disorderly house in an 18 month period the special
exception would be revoked and the waiver for parking would go away.
Establishment of the specific proposed exception will not impede the normal and orderly
development or improvement of the surrounding property for uses permitted in the zone in
which the property is located. The surrounding property is fully developed, however, there are
properties there may redevelop over time. There are several properties in the immediate
vicinity that are also fraternities. The neighborhood is a walkable distance from campus and is
in an area that provides ready access to both the Campus and Iowa City Transit Service.
Adequate utilities, access roads, drainage and/or necessary facilities have been or are being
provided. All necessary utilities and drainage are in place for the property.
Adequate measures have been or will be taken to provide ingress or egress designed so as to
minimize traffic congestion on public streets. The property has vehicle access from an alley
that runs between Brown and Dubuque Streets. This alley is quite narrow and cars parked or
waiting along the alley make it difficult to pass in the opposite direction. Again the applicant
has proposed measures to help alleviate the congestion.
Except for the specific regulations and standards applicable to the exception being considered,
the specific proposed exception, in all other respects, conforms to the applicable regulations or
standards of the zone in which it's to be located. Walz noted fraternal living is an allowed use
in the zone. The RM -44 zone allows a fraternal use of up to 21 roomers based on lot area and
square footage of the building so long as parking is provided. For comparison, rooming houses
in the RM -44 zone are allowed 1 roomer per 500 square feet of lot area or 13 roomers.
The proposed use will be consistent with the Comprehensive Plan, as amended. The subject
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February 17, 2016
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property falls into subarea A of the Central Planning District. While there is much discussion of
preserving multi -family homes in this area, there is no discussion of what to do. The plan
discusses maintaining a balance of renters and homeowners in the area, and there is little
doubt whatever goes into this property would be rental. The plan also talks about the
importance of historic preservation.
In summary, Walz stated the application is very complicated, it is located in a very high density
multi -family zone but is up against a medium density, single-family zones. Any opportunity for
the applicant to provide off-site parking has been researched and cannot be found. The
building was constructed as a fraternal use and retains that floorplan so having it stay a
fraternity or rooming house would be the easiest transition in terms of expense. It is in close
proximity to campus and several other fraternities are in the neighborhood. The historic
building contributes to the character of North Dubuque Street and with a landmark designation
it would be preserved. There is a covenant that preserves the property for 21 years but that is
not a permanent preservation of the property. The building has a large floor area and number
of bedrooms so there has to be some use that can make use of that space but not create an
environment of overuse of the space. Finally there is concern over the modifications being
sought. The applicant is seeking what is most likely the most intense use allowed in the zone
and the highest number of roomers allowed in the zone. There is a social function that goes
along with a fraternity, and that does bring additional people to the site. The scarcity of on
street parking is a concern of the neighborhood and one neighbor has written a letter to the
Board voicing their concern. There are concerns about disturbances that have been created
by other fraternities in the neighborhood. The adjacent property was a fraternity, but it is
currently taking a break, having been expelled by its own organization due to behavioral
issues. The applicant is attempting to address the parking issues as best as he can and Staff
has provided that additional condition regarding behavior that causes disturbance to the
neighborhood. At the January 12 meeting the Board granted a request to defer its
consideration to this special meeting where it hoped to have all five board members present
but due to unfortunate circumstances there are only four present. A vote of three is necessary
to approve. The Board has requested some additional information, the financial information
seems to indicate that with a fraternal use and a density of 21 residents the market value of the
property is $1.2 million. Staff has not had time to evaluate that information or discuss it.
Chrischilles discussed two items of importance to him, first being seeking an exception to a
parking requirement but being wrapped up into that exception is the historical preservation of
the property. So when this property originally became a 9 space parking requirement property
that was due to the assisted group living use? Walz confirmed that was the case. Chrischilles
noted that the property only had 4 parking spaces even at that time. He asked if that was an
exception or just due to it being an assisted living facility that it was allowed. Walz explained
that it was not an exception, the way non -conforming regulations work is when a property use
is changed from one use to another, as long as the new use that is being proposed does not
demand more parking than the current use, the property is allowed to transition to the new use.
So if they propose another use that only needed nine parking spaces, even if it's a different
use, not an assisted group living (say someone was going to convert this property to
apartments and only needed nine spaces) that would not require a special exception.
Chrischilles clarified his question asking that if the property use required nine spaces, but they
only had four available, why was that allowed. Walz said it wasn't granted a special exception,
it was allowable. Therefore if the current proposal was also a request that only needed nine
parking spaces they would be fine. Because the proposed use will require 16 parking spaces,
a special exception to reduce the parking requirement is necessary.
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February 17, 2016
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Chrischilles second point was in regards to the historical aspects of the property, in order to
obtain this special exception the property has to be declared a historic landmark. Walz
confirmed that was correct. If the City Council does not approve the landmark status this
application would be null and void. Walz noted that if the Board does not approve this
exception, or if the applicant withdraws his application, they will likely withdraw the landmark
status application. Dulek noted that there is currently a covenant on the property that states it
must be maintained for 21 years. Walz said what that means is the property owner cannot
demolish the building during that time period, and also any changes to the exterior of the
building would need to be approved by historic preservation. However after year 2024 those
requirements are no longer enforced.
Chrischilles also asked about the notation in the staff memo that states "to be clear a special
exception is not to allow a fraternal group living use". Not in essence but in practical terms if
the Board grants the special exception the intention is to allow a fraternal group to use the
property. Walz explained that a fraternity could use the space now as is, but only allowing
residents equal to the now allowable 9 parking spaces. The exception will allow more
residents to live in the property. The special exception is not to allow a fraternity, it is to reduce
the parking so there can be 21 residents in the facility. Chrischilles just wanted to confirm that
the intention of the applicant was to have a fraternity in the building and allow 21 residents to
live there. Walz confirmed that was the intention.
Goeb asked if the property had not changed from a fraternity to an assisted living facility group
home, this would not be an issue? Walz confirmed that is true. The way the non -conforming
regulations work is that when something is non -conforming on the property you are allowed to
change things as long as you are always reducing the non -conformity. In this case the non-
conformity is the parking. Over time uses change and it is the intent of the non -conforming
regulations that things become closer to conforming.
Goeb asked if other fraternities in the area were to change over to another use, and then later
change back to a fraternal use they might face the same parking issues. Walz stated that was
correct.
Soglin asked Walz to clarify the numbers when it states the 9 ghost spaces really allows for up
to 12 roomers. Walz clarified that 12 is the correct number, the report states 11, but it really is
12. Staff had originally calculated the parking based on one employee and later learned that
there were sometimes 2 employees on site.
Goeb asked how long the parking standard has been in place. Walz said the parking
standards were updated in 2005 with the Code update. Goeb asked if the requirement was
less, in other words with the Code update are there now fewer parking spaces needed per
residents. Walz said yes that is the trend.
Soglin invited the applicant to come forward and address the Board.
Mike Pugh spoke on behalf of the applicant Mitch King. He began by thanking Walz for her
staff report as it was very detailed and thorough. As the applicant they have the burden to
show that the requirements of the special exception under the historic preservation waiver as
well as the general requirements of a special exception have been satisfied. He wished to
reiterate some of the points in the Staff report summary that the specific provisions have been
satisfied as well as the general provisions have been satisfied. The fact that the property is
located in close proximity to campus as well as served by public transit. The building was
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February 17, 2016
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constructed as a fraternal living facility and retains the floor plan necessary to serve that use.
The property is in neighborhood where there are several other fraternities and historic fraternal
buildings. The property includes a historic building that contributes to the character of North
Dubuque Street and the near campus neighborhood. With the landmark designation the
building will be preserved and the applicant has committed to making certain repairs to
enhance the exterior and to extend the life of the building. This investment is not insubstantial
and will require the applicant to get a reasonable rental income to offset that investment. The
fraternity would be a long term tenant rather than individual tenants renting on a year to year
basis. The building has a large floor area and 21 bedrooms therefore limiting its use to 12
occupants has the potential to invite over occupancy or to not generate enough income to
maintain the building in good condition, historic or not. And finally the applicant has proposed
a number of remedies intended to reduce the on street parking demand generated by residents
and visitors to the site (moped parking, indoor bicycle parking, all official house events to be
held off site, no alcohol, etc.). The Staff has concluded and the applicant is requesting that the
Board find that requirements for the special exception has been satisfied.
Pugh noted that Casey Cook from Cook Appraisals will address the Board tonight on the
financial aspect of the property, specifically how many residents are needed in the property to
generate the income to maintain the property at historic landmark status. Pugh also pointed
out he feels the application fulfills public benefit. First is with a certain number of roomers or
occupants in the house it allows the property to achieve a historic landmark status, in that there
will be sufficient rate of return for the owner of the property in order to maintain the property at
the level it needs to be. Historic preservation of properties can be a very expensive endeavor.
Additionally the City is looking to improve their gateway to the City on Dubuque Street and this
property could be a real shining star in the gateway. The City is going to spend a great deal of
money upgrading Dubuque Street, upgrading the landscape and they really would not want
properties along Dubuque Street to be in a dilapidated condition. He also noted this property is
zoned RM -44, which is the highest density zone in the zoning code. The City should
discourage underutilization of property in these zones and along arterial streets. Pugh also
noted that this property for decades was utilized as a fraternity, it was constructed as a
fraternity, and presumably had 21 occupants for much of that time. And had the use of the
property not change in 1997 this application would not be necessary. He noted that according
to the code for a fraternal use it is 0.75 parking spaces per applicant whereas for an assisted
living group home it is a much lower requirement, only 1 parking spot per every three
bedrooms, and one for each staff person. So for 21 residents in an assisted living group facility
there is only a need for 7 spaces, plus 2 spaces for staff. He understands some of the issue
with a fraternal use is the level of social activity on the site, but that can be alleviated by holding
all their social functions off site.
Pugh also wanted to note the conditions that Staff is recommending, as part of the staff report.
He noted that all of the Staff conditions are acceptable to Mr. King which are:
• The applicant must secure a Local Historic Landmark Designation from the City of Iowa
City. (That process has started and received a favorable response at the last Historic
Preservation Commission meeting.)
• All changes to the properties exterior must meet Historic Preservation guidelines.
• The applicant must make those repairs and renovations to the exterior and foundation
of the structure as listed in this submittal (see attachment #7) as well as any repairs
deemed necessary by the Historic Preservation Commission.
• All aspects of the interior must meet code standard. (Mr. King will address the
several items in the building he will be updating.) Shared bathrooms must use
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February 17, 2016
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materials and fixtures of an institutional grade.
In the area where there is currently a deck, the applicant must install moped
parking stalls equal to at least one half of the residential occupancy of the building.
Designand installation of moped parking to be approved bythe Historic Preservation
Specialist.
The applicant must install interior bike storage on the ground floor level of the building
sufficient to store one bike per resident based on the maximum number of residents.
Pugh noted also the requirement regarding the disorderly conduct, that if three disorderly
conduct convictions happen within a 18 month period the special exception will be terminated,
Mr. King also agrees is reasonable and is willing to fulfill all the conditions. Pugh explained that
the risk for a property owner in this type of situation is very significant. Mr. King will be
spending a considerable amount of money purchasing and updating this property and in
essence will only have one tenant. If he loses that one tenant, the fraternity, he will go from full
occupancy to empty. He needs this exception to allow himself to take on the density of the
property to assure the rate of return on income to make this project financially feasible.
Finally Pugh submitted the documents that other speakers will go into more detail about. The
first four are Mr. Cook's reports. Exhibit five is Mr. Cook's CV for the Commission's use and
reference. Exhibit six is a breakdown of the renovation costs, both exterior and interior that is
expected to be completed by Mr. King. Finally exhibit seven is a summary of four years' worth
of police calls for this particular site and also other fraternities in the neighborhood.
Chrischilles noted that when Mr. Pugh was summarizing the Staff recommendations he did not
mention the first sentence where it states Staff recommends approval based on the condition of
allowing 13 residents at the property. It appears Mr. King is still wanting 21 residents on the
property for financial reasons. Chrischilles feels it is not the Boards responsibility to make sure
this project is financially viable. Their consideration is whether reducing the number of required
parking spaces to allow the intended use is a good use for the property. Pugh replied that Staff
has concluded the specific and special requirements of the special exception have been met,
and then go onto to state "while Staff concludes that additional residential density beyond 12
roomers is necessary in order to make a reasonable turn on the property Staff does not believe
the applicant has demonstrated 21 residents is necessary to do this. Staff believes additional
information is necessary to determine that the number of roomers is the minimum to allow the
property to maintain use and occupancy of the historic structure. Until such information is
provided Staff would recommend limiting the number of residential density to 13 roomers which
is the maximum size allowed by code for a rooming house based on the size of the lot". Pugh
noted that the reason the applicant asked for a deferral at the last meeting was so they could
gather the information Staff requested to show the need for the density of 21 roomers. He also
noted the financial viability is important for the Board because if the project is not financially
feasible, it's not going to happen. So to have a public benefit for a historic structure in the
gateway of Iowa City, there has to be a sufficient return on investment on the property.
Chrischilles noted that the public benefit has to be weighed against the possible detriments to
the surrounding neighborhood which isn't zoned as densely. Additionally Staff has not said
that if the applicant can provide the data they would then recommend the 21 roomers.
Roger Goedken (Executive Director, Successful Living) began by saying he has been with
Successful Living for about five years and for the past three years they have been thinking of
selling the Dubuque Street location. Last July their board approved the move towards selling
the Dubuque Street property. His organization works with adults with chronic mental illnesses
and every individual they serve is at or below 100% poverty level, with at most the social
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February 17, 2016
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security level of income or zero income. While there is a great need for housing for these type
of individuals they have found a house with 20 occupants is pretty unmanageable. They work
mostly from grants to manage and do the upkeep for the house. They have put more than
$70,000 into the house and what the Board will hear later is it will likely require $300,000 to
$400,000 to get the property up to more spec. There is a waitlist for the house, once their
board decided they would sell the house they reduced the occupancy to 10 residents. That
has caused a bit of a financial burden but is more manageable and necessary. Successful
Living then took out a line of credit for $90,000 to buffer the loss of income in the property
during the time to sell and then move the occupants into smaller housing. The structure they
currently have is called transitional housing and that allows them to provide staffing Monday
thru Friday 8:00 a.m. to 5:00 p.m. The housing they intend to move into will provide staffing 24
hours a day, seven days a week and perhaps more than one staff person at a time. That
would be a huge improvement for the residents of the house and there will also be a savings
for Successful Living to have a newer more updated house. Successful Living is also dealing
with the State of Iowa moving to reducing these type of larger housing institutions and the
Dubuque Street property qualifies as a larger housing institution. In 2013 the State of Iowa
passed Senate File 2813 which in parts states that "CMS (Center for Medicare Services) will
not reimburse for services provided in residential programs with more than 16 beds". There
have been several larger institutions around the State that have closed recently. Eventually
the State will require Successful Living to close the Dubuque Street location so that is why they
are being proactive and wanting to now move their residents into smaller housing units.
Goedken noted that over the past several years they have been pushed by Human Services to
move their residents to smaller alternative housing. He also noted they have had to deal with
police calls and have been asked to look for ways to reduce police calls to the property but
without the ability to have staffing there on nights and weekends it has been an issue. The
move to smaller housing with full-time staffing will help eliminate most of those police calls.
Goedken stated the house has 21 bedrooms but how the rooms are set up they could hold two
if not three persons in each room so the tenancy of the house when it was a fraternity was
likely higher. He noted the loss they have seen with having the rooms now unoccupied is
about $1500 per month which is significant and over time with that type of monthly loss will not
be able to maintain the house.
Chrischilles asked regarding the police calls what is the spectrum in terms of the calls, what
generates a call. Goedken said the calls can be a wide range of issues. Often it is because
one resident is not getting along with another resident.
Ross Nusser (broker and partner in Urban Acres Real Estate) is also a board member of
Successful Living and has been charged with marketing the Dubuque Street property. He
began by giving a brief overview of the sales process for 716 North Dubuque Street as well as
some of the challenges he faces with marketing the property. After approximately two years of
consideration the Board of Directors at Successful Living decided to pursue the sale at 716
North Dubuque Street in last July, early August. Initially there was a flood of interest, none of
which ended in an offer except one, which is the applicant. The types of interested parties
were developers, bed & breakfast owners, property management company owners, each of
which determined 716 North Dubuque Street was not financially feasible. For developers the
property was initially attractive, it's located in the highest density multi -family zone, and it's
directly adjacent to downtown. The reason developers ended up not being interested in this
property however is that the lot is too small to do much of anything with as well as there is a
significant expense to provide adequate parking below the structure were the structure to be
raised. Additionally there is the covenant that expires in 2024 and if it were feasible to
redevelop the property that covenant would be an additional hurdle. Nusser stated there were
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February 17, 2016
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two bed & breakfast owners that looked at the property and they determined the work needed
to transform the property from its current state was cost prohibitive. Additionally the current
rooms are far too small for such a use. He noted the bedrooms are probably 8x10. The
property management company owners, all but the applicant, have determined the cost for
repairs would not justify the investment. Nusser was at each showing of the property
personally and he explained to each showing that the list price was just a list price and the
property was very difficult to price because there were very few comparable sales. Successful
Living was always willing to look at any and all offers and that was made known at each
showing. Nusser also stated that when selling properties of this size, as well as the level of
disrepair, there are inheritly a limited number of potential buyers who are willing to take on such
a project. Nusser is certain that after around 30 showings, Successful Living has exhausted
the number of potential buyers in Iowa City.
Nusser also wanted to touch on the current use of the property, it is currently classified as
assisted group living. He commented on exhibit 7, which is the police call records, and stated
that Successful Living has generated 407 police calls in just under 4 years (or an average of
101 annually). There are currently 11 fraternities in the Iowa City area and they have
generated an average of 22 calls in the same 4 year period, or just 6 calls annually. He would
like to suggest that fraternal living is a less disruptive use to the surrounding neighborhood
than its current use and a representative from Kappa Sigma Fraternity will further address the
policies and procedures the fraternity has in place and clarify why a fraternity is likely less
disruptive than the current use. Nusser explained that finding the right buyer for this property
has proved extremely difficult. He feels confident that not only is the applicant the right buyer,
he is likely the only buyer for a property that is this difficult and unique.
Nusser noted that with regards to the police calls, there are parallels with fraternities and
Successful Living where Successful Living has had noise complaints, they have had fights in
progress, and the calls were not always just conflicts within the residents. That certainly was
the biggest part of it, but not all of it.
Mitch King (324 McLean Street) has a current contract on 716 North Dubuque Street to
purchase the property and is the applicant for the special exception. Since moving to Iowa City
in 2004 he has made several investments in property in the area, two of which were
condemned at the time and he renovated both at a level above standard. He has also done
significant renovations to 12 and 20-plex units, both to the interior and exterior of the buildings
and have further plans of ongoing updates. King has also purchased an office building for his
property management company in the new Riverfront Crossing District so he is very invested in
real estate and the future of Iowa City. Tonight he wants to discuss the building at 716 North
Dubuque Street, and as noted earlier last week the Historic Preservation Commission has
approved to have the building become a historic landmark. He wants to address the Board
tonight as to why a parking waiver should be granted to allow a fraternity with 21 occupants.
As a property manager and as an investor he understands what is needed to both enhance the
value property and increase profitability of the property. The project can be viable especially
when deferred maintenance and the need for updating are clearly present. 716 North
Dubuque Street currently has significant areas of deferred maintenance which if not addressed
in a timely manner will lead to exponential deterioration of the structure. King has put together
a list of needed repairs and improvements and the estimated costs that apply for the property
to obtain historic landmark status. There are interior and exterior repairs. For the exterior
repairs there are significant roof issues, to repair or to replace the roof it will be a $45,000 or
$50,000 investment and depending on the choice of materials it will change the look of the
historic outlay of the building. He has also committed to tuck pointing which is making so the
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February 17, 2016
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bricks and stone veneer don't doesn't fall off the house. He has gotten bids for $15,000 for that
repair. It is vital to ensure the integrity of the stone siding and the structural for longevity. The
sprinkler system, even though the sprinkler system is inside the house, there will be a need for
some water main construction to bring in a larger flow of water if need be. The most important
and imperative item on the exterior repair list is securing the foundation. He has made an
estimate of a bid, but he doesn't have the full grasp on the cost, it could be $10,000 or it could
be $100,000 it needs more research. The emergency exit deck and the front deck will cost
$3,000 to $4,000 to stabilize and repair. So total for the exterior work is between $138,000 and
$153,000. That is not including the windows, window replacements are not in the immediate
future, but currently there are vinyl windows there now and those do not meet historic
standards. Over time they will be replaced with wood windows that meet the historic
preservation standard and the estimated cost for those replacements will be $800 to $1000 a
piece.
With regards to the interior of the building King noted the building has not been updated in
years. To bring the building up to code and leasable condition the following would need to be
performed: first to gut and renovate the two kitchens in the building to standard would be
$45,000 to $50,000; to renovate the four restrooms would be $44,000 to $52,000; to replace
the flooring would be just over $32,000; drywall repair from roof leaks and other wear and tear
would be $12,000 to $14,000; new doors throughout the building would be $40,000 to $42,000;
updating electrical outlets would cost $12,000 to $14,000; to add a commercial water heater to
the building is $7,000 to $9,000; and this house is a hot water boiler system so it will be
$10,000 to $12,000 to either repair or replace it. So the total cost for interior updates would be
$224,000 to $253,000 with a grand total for all repairs between $262,000 and $407.000.
King noted he is willing to make this financial investment so that the interior is livable and so
that the building qualifies as a historic landmark. With this investment there is really only one
leasing option that makes this project financially feasible and that is leasing the building to a
fraternity. King stated he is sure the fraternity he has signed a lease with is the best possible
occupant for this property both in terms of financial viability and neighborhood cohesiveness.
The Kappa Sigma fraternity is the best possible fit due to its small numbers and the
neighborhood friendly bylaws. Their bylaws lay out very strict standards and mandates all
meetings and social gatherings are held off-site. They have been holding their weekly
fraternity meetings at the Iowa Memorial Union. The fraternity is also willing to agree to a
prohibition on vehicles if you live in the house. King noted they will also be providing a space
for bicycle parking in the basement of the building and outside. This group has been searching
for suitable housing for its members and would share in his goals to make this a long standing
relationship. As a group they have made numerous attempts to find additional off-site parking
to help alleviate the parking concern. These have included leasing parking from adjacent
property owners or buying parking space at the University of Iowa Hawk Lot, but each time
have been limited by City ordinance or code.
King stated that when he decided to buy into a property management company one area that
was important for him to emphasize was maintenance as it relates to protecting the owner's
investments and securing longevity for the property. His goal for 716 North Dubuque Street is
to bring the property up to standards immediately and continue to improve and replace non-
conforming current improvements to current more historic standards.
Chrischilles asked with regards to the searching for parking in the neighborhood if they
contacted the Terrace Arms, an apartment building at the corner of Dubuque Street and Brown
Street, when he was driving around the area he noticed they had a sign stating parking for rent.
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February 17, 2016
Page 11 of 22
King said he did not talk to that apartment complex, when they brought a lot of scenarios to
City Staff regarding parking options, such as the Hawk Lot, he was told that was not a viable
solution because it was not within proximity to the house.
Walz noted there is a separate special exception to reduce parking through off-site parking and
commercial renting of parking spots is not legal. To provide off-site parking you must do it in
the same zone. This would not preclude the fraternity from renting spots in the Hawk Lot, but
that approach—remote parking—does not satisfy the parking requirement. She noted the
applicant has looked exhaustively for parking options.
King said they are still looking at having the fraternity rent spots at the Hawk Lot, and that will
be a condition of their lease.
Walz asked about the removal of the deck to allow for moped parking. King replied that yes,
that they would remove the deck to make room for moped parking.
Chrischilles asked about the property at 730 North Dubuque Street, in the staff report it is noted
that it was once a fraternity that had been now converted into three condominium units. He
asked if that was not a viable option for the 716 North Dubuque Street property. King said he
has never been in the 730 North Dubuque Street property so he can't speak about that
property but to renovate the 716 North Dubuque property into condos would be probably
$800,000 at least, so no he does not believe that is a viable option.
Soglin asked if King was agreeable to all the staff recommendations and if he would be
agreeable to adding more bicycle parking to the outside of the building as well. King replied
that absolutely he is very dedicated to restoring this property to historic standards and will
follow whatever the City recommends and suggests. He will add moped and bicycle parking as
much as the lot will allow him.
Steven Moioffer (UI Senior) will be graduating in May with two bachelors of science, one in
biochemistry and one in human physiology. During his freshman year he and 55 other
gentlemen chartered Kappa Sigma here at the University of Iowa. They have grown in size
since then as well as their impact in the community has grown. Kappa Sigma's foundation is
built off of four pillars: leadership, the bond between friends and brothers; fellowship, the
obligation to do the right thing; scholarship, the primary responsibility and preparation for their
future; and service, which is our duty to support our fellow man by our actions. These four
principles are the foundation they as a fraternity have built their character off of and that they
continue to grow and develop by to one day not only be contributing members of society but be
great fathers, great husbands along with family members, great sons, and the person you
would like to be your neighbor. He is here tonight to discuss 716 North Dubuque Street and its
proposed use. In regards to the chapter meetings and social events he wants to assure all that
this will not become the next "animal house". In terms of their meetings, they currently
schedule and hold their weekly chapter meetings at the Iowa Memorial Union (IMU). Those
are scheduled at the IMU until the end of the 2015-2016 academic year. They plan to renew
the rental lease at the IMU for the 2016-2017 academic year as well. Additionally in regards to
social events the University of Iowa only allows non -alcohol events, all social events on chapter
properties must be dry meaning with no alcohol present under any circumstances. The
University does allow alcohol in the private rooms of fraternities for those residents who are
above the legal drinking age of 21. However Kappa Sigma Beta -Rho governing laws prohibit
any tobacco, alcohol or drug use on the property period. This is a zero -tolerance policy.
Moioffer also noted that having social events at the house is not really feasible and Kappa
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February 17, 2016
Page 12 of 22
Sigma plans to continue to contribute to Iowa City's economy by holding their events at local
restaurants and establishments that they have been able to establish long-term relationships
with.
With regards to parking spaces, Moioffer said Sigma Kappa will fully comply with whatever
rules and regulations are imposed by the City and their landlord. They have already alerted
their members that there are only two parking spots on site and they should not plan to bring
their cars to campus unless they choose to store them in the University Hawk Lot. If there are
only two spots at the house, one would be reserved for the house manager and the other
would be reserved for visitors, so none of the 21 residents would be given a parking spot.
Moioffer said his last point was in regards to the 21 tenants, one of the four pillars he previously
referenced was service to the community and service to the surrounding environment and
neighborhood. Having 21 able bodied young men in the neighborhood service to the
community is something they would take very seriously.
Chrischilles asked how many members were currently in Kappa Sigma. Moioffer said they
have roughly 90-100 members. Chrischilles asked where all these members live now.
Moioffer said they live off campus in various apartments or in the University housing dorms.
Soglin asked for clarification on social events, non-social events and meetings. She noted
Moioffer said there would be no meetings or social events held at the house, but what about
non-social events. Moioffer clarified they would not hold their chapter meetings at the house
and they would not plan any sort of large scale social event or even non-social event at the
house. An example of a non-social event they would have at the house is the ritual and
installation of officers which only includes the eight members.
Casey Cook (1 Oak Park Court) has been a resident of Iowa City since 1985. His CV has been
given to the Board to showcase his qualifications and he also pointed out that he sat on the
Iowa City Planning and Zoning Commission for six years and he enjoyed that because of all
the things he learned. With regards to parking, the intention of the zoning requirements is
three -fold in this case:
1. To preserve the property values for the subject and surrounding properties.
2. To preserve the structures with historical significance to the community.
3. The importance to not burden the neighborhood with too much density and too little
parking.
Those three points guided his research and analysis of this project. He first looked at the traffic
counts in this area, from 2006 — 2014 on Dubuque Street north of Ronalds Street and then
south of Ronalds Street as well as Church Street east of Dubuque Street and the traffic counts
were down 4%. While that is not a big decrease, between 2006 and 2014 there have been
population increases as well as enrollment increases at the University of Iowa. Therefore the
point is people are driving less. Cook contacted Dave Ricketts, who is the head of parking and
transportation at the University of Iowa, to see if there was any data on student usage of cars.
Ricketts said the Board of Regents require every student to file a permit if they bring a car to
campus. Between 2006 and 2015 when enrollments went up almost 6% the number of parking
permits for students dropped by 42%. The ratio of students enrolled to permits went from
approximately 20% to about 10%. Cook also looked into moped permits. The University of
Iowa does not distinguish between moped and motorcycle permits, but the usage of those
permits went from 400 in 2006 to more than double that in 2015. As a percentage of the
number of cars, in 2006 mopeds and motorcycles represented about 7% and nine years later
they represent over 24%. So there are some changes going on not only in the way cars are
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February 17, 2016
Page 13 of 22
utilized, how much they are utilized, and by whom. Students are more sensitive to things like
the cost of insurance, the price of having a car in Iowa City, and more environmentally attuned
than previous generations. The upshot of this trend is if someone has an apartment complex
within a mile of campus and you have more than one parking space for every two students in
the complex, it's too much. Cook explained that the point of these numbers is to say that if the
exception states there are 9 or 11 ghost parking spaces that is really enough to accommodate
the need due to these trends.
Chrischilles asked about the statistics from the University, and were those just for on -campus
students. Cook said that no, it is for all students that are enrolled. He noted that not all
students comply with the Regents requirement that all students get a permit. However, he was
interested in the trends and it did show there were very few number of permits issues with
regards to the number of students enrolled. Chrischilles noted that while yes the trends show
that the parking permits have gone down but there is no way to know the number of students
that don't register their cars.
Chrischilles also questioned Cook's statement that any complex within one mile of campus that
has one parking space for every two students is over kill means that the 9 spaces at this
location would cover 18 occupants, but those spaces are phantom spaces and not actual
parking spaces. Cook agreed and noted he learned about phantom parking spaces as a result
of this project. He believes there are options to offset the lack of parking at the location, such
as parking at the Hawk Lot or renting spaces in the RS -8 zone. These option just not are
allowable under the code as meeting the requirement criteria for parking. Cook also noted that
there are precedents of apartment complexes buying off-site parking spaces rather than
constructing them on-site. The City approves of this because of the goal to get density within
the downtown area.
Walz explained to the Board that there are areas in the downtown that pay a parking impact
fee, which is to pay for the construction of parking ramps, in lieu of having on-site parking. It
doesn't guarantee residents a spot in the parking ramp but it is meant to absorb the demand.
Chrischilles noted he is in favor of looking for options to satisfy the parking demands for this
property but if the City does not allow rental of parking spaces in RS -8 zones. Additionally the
residents can say they will use the Hawk Lot but can the Board require that as part of the
exception? Walz said using the Hawk Lot is great for storage and occasional usage of cars,
but it does not address the daily usage of cars—the desire to have a car close at hand. The
parking requirement is meant to address the minimum demand that are needed to fulfill the
daily usage needs for the property. She noted the parking standards are what they are and
they cannot be changed at this time. There are always examples where a regulation seems
inflexible for certain specific property situations. The policy regarding off-site parking was
created so that a multi -family development could not maximize its density by shifting their
parking requirements to an adjacent single-family zone. Chrischilles noted that while the
intentions of using Hawk Lot or not allowing members to have cars are admirable, over time the
convenience of having a car close by will prevail and there is no way to enforce this and the
neighborhood may suffer.
Cook reiterated that 25% of all the parking permits issued on campus are moped and
motorcycle and the property location can accommodate quite a bit of moped parking.
Cook then researched other rooming house that have sold to find value in order to preserve the
value of the property. He showed a table of sales of relatively old rooming houses and he
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February 17, 2016
Page 14 of 22
reduced the comparison to prices paid per bedroom and adjusted those sales for differences
with the subject property (716 North Dubuque Street). The bottom line shows the value one
would be expected to pay as provided by those market transactions. That means those sales
will range somewhere in between $45,000 and $55,000 per bedroom. That is what the market
would tell you that one could be expected to pay for the subject property. Therefore if there are
13 occupants then the market would expect one to pay $783,000 and with 21 occupants the
value goes $1.1 million. Cook explained there is a difference between a rooming house and a
fraternity house with exactly the same number of occupants. If the property fails to meet the
test of financial stability, maintenance suffers: the property becomes derelict, it becomes a
blighting influence impacting surrounding properties and this is exactly what the zoning
requirements are attempting to prevent. The property at 716 North Dubuque Street at its
current condition suffers from deferred maintenance of over $360,000. This is because the
current occupancy fails to be financially feasible, the owners have been forced to cut back on
the maintenance and the property has been going downhill for over 10 years. The next owner
not only must pay the acquisition costs but also cover this $360,000 plus in deferred
maintenance. More importantly the new owner must make certain to deal with future
maintenance in a timely and effective manner. Historic value is compromised as maintenance
is reduced. For example, the windows and the cost of replacing the windows. For historic
status not only do the windows need to be wooden windows, because older homes have
settled the windows are less than square and need to be custom made. There are between 50
and 60 windows in this property, and likely a cost of $1000 each to replace. Cook said this
property would never be financially feasible as a boarding house, a property of a large number
of unrelated occupants would be a management nightmare with chronic turnover and
vacancies. Utility costs would be impossible to control and the cost to separate utilities is
prohibited. For every vacant bedroom the costs go up and the income goes down. With 21
occupants in a rooming house there would be 25% turnover and vacancy and what you get in
rents from a rooming house is considerably less than the rents for a fraternity house. Taxes on
a fraternity house with 21 occupants would be in the $17,000 range and for a fraternity house
they will be about $33,000. Right now the property isn't generating any property taxes at all.
The utilities at a rooming house would run about $21,000 and the tenants would not have any
control over those utilities. With a fraternity there would be a single tenant who would be
handling all the utility costs. From a landlord or owner perspective that is significant in cost
savings. The net income difference from a rooming house to a fraternity house goes from
$35,000 to $114,000. The value to an investor of a rooming house is about $500,000 and the
value to the owner of a fraternity house is a little over three times that. The reason that is
important is because unless there is that kind of income for long-term sustainability you are not
in a position to buy the property, pay for the deferred maintenance and pay for the continued
maintenance that is necessary for historic preservation. If there is not a fraternity in the
property, then it is not a historically viable property.
Chrischilles asked what the indicated value has to do with anything other than the value to the
owner. Cook stated the value of the property is valuable to the City. The value of the property
sustains the tax base, makes it possible for the property to be designated as a historic
landmark, and to make sure the property does not become a blighting influence on the
surrounding properties. All of those things are critical in determining how many occupants that
can be on the property, and the property being a fraternity vs. a rooming house.
Weitzel asked why there needs to be 21 occupants rather than 13 and what the cost
deferential is. Cook said he does have an analysis of what the costs and income would be with
13 occupants as a rooming house and it doesn't generate enough income to pay the expenses.
There would be 8 bedrooms that would be sitting empty. With every empty bedroom the owner
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February 17, 2016
Page 15 of 22
is losing money because they still have to pay insurance, taxes, etc. on those empty bedrooms.
Soglin noted it would have been helpful to see the analysis of costs of a fraternity at 13
occupants vs. 21 occupants. She also noted in the expense ratios of a fraternity with 21
occupants is close to 36% and wondered what the upper limit would be, is it close to 40%.
Cook doesn't believe there is any easy rule of thumb but feels if a property is in the 35 to 40%
ratio of costs to expenses it should be viable. Goeb asked at 40% how many occupants would
there need to be. Cook felt it would be in the 18-19 occupant range. He noted this would be
the smallest fraternity house on campus at 21 occupants. He said it is reasonable to ask then
if the fraternity will be viable long term if there are less than 21 occupants, and that is a
decision for the Board to consider. For every occupant that is removed, it puts a great burden
on the remaining occupants and calls into the future viability of the property. Cook noted that a
fraternity at only 13 occupants will not work, it would be only 60% occupancy of the possible 21
rooms available. The expense ratio would go up to 45-50% and the property would then not be
viable. Cook pointed to the indicated value on the financial table, which shows the purchase of
the property, adding $360,000 worth of repairs, to get to the property worth. With 21 occupants
the property is worth $1.6 million as a fraternity. If the occupancy was cut back 10% (or down
to 19 occupants) it would reduce the worth $160,000. He said there is a tipping point where
the whole structure will come crashing down. A rooming house with 21 occupants, the value is
$500,000 that is 1/3 of what the total would be if it were a fraternity.
Weitzel asked what the actual cost to the owner would be to buy the property and fix it up
compared to the number of tenants it would take to allow that return on investment. Cook said
the cost would be approximately $1.2 million for the owner and therefore after the purchase
and improvements the value of the property is less than $1.2 million it would have not been a
good investment for the owner. A rooming house with 21 occupants is only a $500,000 value
and a fraternity with 21 occupants is a $1.6 million value.
Walz explained that the 13 occupants noted in the staff report was written prior to Staff having
the financial information. She noted Staff has not had the time to review the financial
information and make an updated recommendation.
Dulek stated to the Board that they can only use the evidence presented before them as
information to make their decision. They must weigh the evidence presented and understand
there is no evidence to the contrary being presented. They must also hear out all the evidence
and let the public hearing continue before any decisions are made.
In summary Cook stated he has presented the evidence to show the financial viability of the
property as well as the trends in parking and that the parking being requested is sufficient
based on current trends.
King returned to address the Board to touch on three points. First he noted that parking has
been a frustrating issue since day one and have exhausted every possible scenario. Second,
he stated that the reason they did not give an example of a fraternity with 13 occupants was
because that is not feasible, there would not be a fraternity if there could only be 13 occupants.
There are already signed documents that state there needs to be 21 occupants or the fraternity
walks away, as does King from purchasing the property. If King walks away from the property
then the historic landmark status of the property won't be met, the property will not be up kept
and the property will become an eyesore. Finally, he admitted he is not a financial expert and
with the financial viability does not mean just money into his pocket, it means financial viability
to sustain this property as a historic landmark. As an investor of course he wants some return
Board of Adjustment
February 17, 2016
Page 16 of 22
however the main goal is the viability of the property and to make this property a historic
landmark.
Nusser returned to clarify one thing for the Board, in discussing the purchase price of the
property and the value of the property. The purchase price of this property is $800,000 it is not
$1.2 million. The $1.2 million is the cost including the estimated repairs that are necessary so
that number may flex in either direction.
Goeb noted that this is being presented that as if this purchase is the only chance for this
property to sell and also become a historic landmark, but if the purchase price is reduced it
might become more viable for another buyer. She noted it is not the Board's responsibility to
bolster the value of the property. The Board is to decide on the parking and effect of parking
on the neighborhood.
Nusser agreed that if the purchase price was reduce significantly there might be more options
however, the Board of Directors for Successful Living decided that $800,000 is the bottom line
price they can take for the property. He also noted that with the 30 showings they did on the
property he does feel the buyers have been exhausted in this market.
Goedken addressed the Board again to say that over the past year he has had a lot of
interaction with the City of Iowa City and in May 2015 received an email not only encouraging
them to sell the Dubuque Street property and move into smaller housing. This move to smaller
housing is necessary, it must happen. If the property only sold for $400,000 they would end up
displacing over half the residents because they would not have the purchasing leverage for
new locations.
Chrischilles agrees with Goeb's comments regarding the unfair burden on the Board regarding
the financial responsibility of the property.
Soglin noted the first question to the Board in the specific standards is whether the density of
the property is necessary to preserve the property.
Pugh added that the applicant and the applicant's representatives are presenting facts. The
seller and the buyer have reached an arm's length contract, the fraternity and the proposed
buyer have reached an arm's length contract as well. The reality is the fraternity will not lease
the property if they are only allowed 13 residents to occupy. The current use of the property
allows 21 residents with the current parking, the only reason this is before the Board is
because the use of the property is changing.
Walz noted that with regards to parking there are several issues the Board needs to weigh.
Parking is in high demand in that neighborhood, and is hard to come by. Adding to that
demand is not desirable but determining the tipping point is important. However with parking
demand being what it is, and the difficult in finding parking, does offer some deterrent to people
for bringing a car to campus. Additionally the applicant has provided other options to tempt
residents to use other forms of transportation, moped and bicycle.
Chrischilles asked if there were any enforceable methods the City has to prevent the fraternity
from having 30 occupants rather than just 21. Walz said that yes, the rental inspector could
revoke their rental permit, and it is an annual inspection.
King addressed the Board again to reassure them he does have investment properties and
Board of Adjustment
February 17, 2016
Page 17 of 22
rental properties around town and does comply with all City policies and procedures. His
company will inspect the properties more than annually, so he would also know if the property
is over occupied.
Soglin noted the public hearing is open as a continuation from the previous meeting, if anyone
else is present and would like to speak they are invited to address the Board.
Prior to closing the public hearing the Board discussed the information presented to them and
needs to decide if they are wishing to make a decision or would like to defer for additional
information from Staff.
King noted that timing is an issue, the fraternity must know soon whether they will have the
property or if they need to lease other living spaces for their members.
Soglin noted that it wouldn't necessarily have to wait another month for a follow up meeting,
they could call a special meeting on the application once the information they might possibly
request is available.
All four members of the Board present agreed they had received enough information and
would not be requesting any further information from Staff.
Soglin then closed the public hearing
All four members of the Board present agreed they would vote on the application this evening
and not need a deferral.
Weitzel moved to approve EXC15-00016 discussion of an application submitted by Mitch
King, for a special exception to allow a historic preservation waiver reducing the
minimum off-street parking requirement for a property located in the High Density Multi-
family (RM -44) zone 716 N. Dubuque Street subject to the following conditions:
• The applicant must secure a Local Historic Landmark Designation from the City of
Iowa City.
• All changes to the properties exterior must meet Historic Preservation guidelines.
• The applicant must make those repairs and renovations to the exterior and
foundation of the structure as listed in this submittal (see attachment #7) as well
as any repairs deemed necessary by the Historic Preservation Commission.
• All aspects of the interior must meet code standard. Shared bathrooms must
use materials and fixtures of an institutional grade.
• In the area where there is currently a deck, the applicant must install moped
parking stalls equal to at least one half of the residential occupancy of the
building. Design and installation of moped parking to be approved by the Historic
Preservation Specialist.
• The applicant must install interior bike storage on the ground floor level of the
building sufficient to store one bike per resident based on the maximum number
of residents.
Chrischilles seconded the motion.
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February 17, 2016
Page 18 of 22
Weitzel stated he feels the standards have all been met.
Chrischilles noted a couple of comments regarding the standards. In the general standards,
the first standard, it states "a reduction of parking does not present a safety concern or a threat
to the public welfare" and he feels that is debatable. If there are more cars brought to that
neighborhood and they are parking on the streets it does affect those living in the
neighborhood. He also questioned standard two which Staff states "while the additional
parking demand generated by the residential density of this use being proposed may not on its
own have a significant impact on the property values, it does contribute to a situation that
diminish the quality of life of the neighborhood - especially for long term residents and owner
occupants for whom this is not a temporary situation." He feels that is Staff's opinion and that
he agrees with that opinion. He feels this could be injurious to the use and enjoyment of the
neighboring properties.
Weitzel said his opinion on that is the applicant has gone to great lengths to demonstrate how
they are going to make accommodations for parking options and alternative transportation
options. Additionally evidence has been presented to suggest the number of cars being used
is decreasing.
Soglin noted that perhaps they have not been given evidence to what is the tipping point for
parking in that area. She does feel there is evidence to show there is a clear trend moving
from cars to perhaps mopeds or bicycles. Additionally although they did receive one letter from
a person in the neighborhood, there was no one present this evening to raise any
neighborhood concerns.
Chrischilles also noted that general standard five "adequate measures have been or will be
taken to provide ingress or egress designed so as to minimize traffic congestion on public
streets" with this particular property and its setup with access being from that very narrow alley
makes it impossible to meet that standard in his opinion.
Walz clarified that condition five is stating or asking if the demand for parking is so intense that
this exception will cause congestion on the public street. Chrischilles thanked Walz for the
clarification.
Weitzel commented on the traffic implications that the evidence that was presented this
evening that showed the traffic flows have decreased so it might accommodate a little bit of an
increase. And with only four spaces at the property there won't likely be a lot of car traffic,
perhaps more moped traffic.
Goeb asked about the Staff memo and the statement that "the Board of Adjustment may waive
or adjust the minimum parking requirements provided the parking standards would prevent the
use or occupancy from being an Iowa City historic landmark" and she feels that is still has not
been proven that the restriction on the parking as it is now would prevent the use or occupancy
of the property and feels that specific standard has not been met.
Dulek asked if there were at least three votes in the affirmative from the Board that the general
criteria have been met.
Chrischilles said he is not satisfied that general standard number two has been met. He
quoted from the Staff report this exception would contribute to a situation that will diminish the
quality of the life for the neighborhood.
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February 17, 2016
Page 19 of 22
Walz noted that the Staff recommendation on general standard two does mention the potential
to contribute to a situation that will diminish the quality of life for the neighborhood but that the
"findings" for that criterion continue on and include the steps the applicant must take to alleviate
the situation by putting in the moped spaces and providing parking for 21 bicycles.
Soglin agreed that the addition of the moped and bicycle parking does assist with contributing
to the total parking equivalency.
Chrischilles said the two bullet points within that standard that state Kappa Sigma will rely on
rooms at the Iowa Memorial Union to hold weekly meetings and that there would be no major
social functions in the house concern him and if those two points could be made as conditions
on the approval of this exception, then he would be willing to approve this standard. Walz
replied that would be hard to enforce. A requirement that regular meetings must be held off-
site is fine, but to determine what is a social event is more difficult and something the City
would find difficult to enforce.
Chrischilles noted that if the condition on the approval would state that all regular chapter
meetings held by the fraternity must be held off-site was added, then he would feel the
standard is satisfied.
Therefore Dulek confirmed that there are three affirmative votes from the Board that the
general criteria have been met.
Onto the specific criteria standard 14 -28 -BA -1, Goeb restated her concern that the waiving of
the parking requirements prevents the user occupancy of the property as an Iowa City
landmark or registered on historic preservations. She believes the property can be a historic
landmark without granting more parking and making it a fraternity with either 13 or 21 people.
Soglin clarified that the question is whether the waiver will help preserve the property.
Dulek clarified that the historic landmark status is a way to waive the parking requirements. If
failing to do so would prevent the use or occupancy of the property designated as a historical
landmark or registered in the national registry. So the question is but for the waiver, you won't
have the use or occupancy of the building designated as a historic landmark.
Goeb stated she believes that not granting this parking waiver would not prevent this property
from still being able to become a historic landmark.
Weitzel said he feels that the evidence that has been presented shows that the only deal that is
on the table needs the waiver for the parking requirement to survive as a viable property and
therefore they are pursuing the historic waiver. This property needs a waiver for parking in
order to get enough density in the property in order to pay for the costs of the property.
Soglin pointed out that if the property had stayed a fraternity, and not transitioned into a
rooming house in the late 1990's, this entire discussion would be moot. She also feels it is a
way to preserve the property which is located in the gateway to Iowa City.
Goeb stated her point is the modification waiver is not necessary to preserve the historic or
cultural attributes of the property. She doesn't feel all possibilities have been exhausted and
feels there are other ways to preserve the property without impinging on the parking situation of
others. The evidence presented was not convincing.
Board of Adjustment
February 17, 2016
Page 20 of 22
Chrischilles stated under any possible usage the building would likely need these conditions.
Parking will always be an issue at this location and the historical preservation waiver is the only
way around the parking constrictions no matter what the usage.
Dulek confirmed that are three Board members who feel that the specific criteria have been
met.
Walz said the final issue before the Board then is the density number they wish to place on the
recommendation.
Chrischilles noted that the evidence presented showed the density must be at least 18 to be a
viable project, and he doesn't feel a difference between 18 and 21 is extreme.
Weitzel proposes the density should be 21 as the applicant has requested.
Soglin and Chrischilles both support that number.
Weitzel amended his motion to approve EXC15-00016 discussion of an application
submitted by Mitch King, for a special exception to allow a historic preservation waiver
reducing the minimum off-street parking requirement for a property located in the High
Density Multi -family (RM -44) zone 716 N. Dubuque Street and to allow up to 21 residents
of a group living use, subject to the following conditions:
• The applicant must secure a Local Historic Landmark Designation from the City of
Iowa City.
• All changes to the properties exterior must meet Historic Preservation guidelines.
• The applicant must make those repairs and renovations to the exterior and
foundation of the structure as listed in this submittal (see attachment #7) as well
as any repairs deemed necessary by the Historic Preservation Commission.
• All aspects of the interior must meet code standard. Shared bathrooms must
use materials and fixtures of an institutional grade.
• In the area where there is currently a deck, the applicant must install moped
parking stalls equal to at least one half of the residential occupancy of the
building. Design and installation of moped parking to be approved by the Historic
Preservation Specialist.
• The applicant must install interior bike storage on the ground floor level of the
building sufficient to store one bike per resident based on the maximum number
of residents.
• All regular chapter meetings held by the fraternity must be held at an off-site
location.
• If there are more than three convictions of disorderly house in an 18 month
period it will result in the loss of the waiver and then the property will revert to 12
residents maximum.
Board of Adjustment
February 17, 2016
Page 21 of 22
Dulek confirmed that the finding of facts have been satisfied with the discussion and the
amendments to the motion.
A vote was taken and the motion passed 3-1 (Goeb dissenting).
Soglin 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.
ADJOURNMENT:
Weitzel moved to adjourn.
The meeting was adjourned on a 4-0 vote.
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PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
,Hemi. Susan Craig • o.«..w 319-3563100 • i.. 319-3565494. wwwJepl o,g
BOARD OF TRUSTEES
Minutes of the Regular Meeting
February 25, 2016
4b(2)
FINAL APPROVED
Members Present: Diane Baker, Janet Freeman, Adam Ingersoll, Thomas Martin, Robin Paetzold,
Meredith Rich -Chappell, Jay Semel, Monique Washington.
Members Absent: John Beasley.
Staff Present: Terri Byers, Maeve Clark, Susan Craig, Anne Mangano, Patty McCarthy, Elyse Miller, Brent
Palmer, Angela Pilkington.
Guests Present: Rachel Black, Chelsee Bumann, Doyle Landry.
Call Meeting to Order. President Paetzold called the meeting to order at 5:01 pm.
Public Discussion. Mr. Landry talked about the Iowa mandated early literacy implementation for third
graders and the Summer Reading Program. He asked the City Council to understand the wise
investment of the bookmobile and getting materials to the people of Iowa City.
Terri Byers, President of AFSCME Local 183 announced that Library union members wholeheartedly
support the calendar that the Board will vote on later in the meeting.
Approval of Minutes.
The Minutes of the January 28, 2016, Library Board of Trustees meeting were reviewed. A motion to
approve the Minutes was made Ingersoll and seconded by Rich -Chappell. Motion carried 7/0.
Freeman in at 5:07 pm.
Unfinished Business.
Bookmobile. City Council directed City staff to put the bookmobile operating costs back into the
budget. Council will make a final vote on the FY17 budget at their March 1, 2016 meeting. Craig
believes we can streamline our purchase process by contracting for consulting services for the
bookmobile purchase in concert with City staff. There is money in the NOBU budget to pay for
consultancy services. After doing research, this is the only consultant who can help us write the RFP for
our bookmobile. Motion to approve staff negotiating a contract not to exceed to $14,900, including
visiting Iowa City, with the consultant was made by Martin and seconded by Baker.
Semel had a questions about the draft timeline for implementation. He asked what a beta test is and he
also asked about what a Title I school is. Beta test is a pilot, trial run of something, and Title 1 schools
are those with free reduced lunch, etc. The consultant is located in Wisconsin. Paetzold asked if he
would come to Iowa City. Paetzold and Ingersoll would like to see language that specifically states site
visits in the contract. Ingersoll would like to see this negotiated better and Craig believes this cost can
be reduced. Freeman asked how we learned about the consultant. Kara Logsden learned about him at a
bookmobile conference and was able to speak with him directly. Martin asked if a CDL will be required
to drive the bookmobile. Craig said yes and that our goal is to have at least six staff members who can
drive it. Washington suggested we contact some of the other libraries that the consultant provided.
Motion carried 8/0.
Ingersoll asked if the determination of vehicle routes and finalizing stops will be contentious. Craig
believes we will have a process in the summer, maybe through neighborhood associations, for example
to help identify locations. She said the obvious places are neighborhood centers, some schools, perhaps
retirement facilities like Legacy Pointe or Oaknoll. Paetzold said some of this was discussed during the
strategic planning process. Washington offered some suggestions of places a New York bookmobile
goes like farmers markets, parks, etc. Board members are excited about this.
New Business.
FY17 Calendar. The building calendar for the next fiscal year is set in February. Craig said the schedule is
complicated this year because some holidays fall on the weekend. When this happens, the City
designates a different weekday to be closed. Craig believes if we can be open we should be open but
believes the proposed calendar makes sense. A motion to approve the FY17 calendar as proposed was
made by Freeman and seconded by Washington. Motion carried 8/0.
Staff Reports.
Director's Report. Craig provided One Book Two Book brochures to Board members. This children's
literature conference begins Friday evening, with most activities at hotelVetro. Pilkington serves on the
Committee and ICPL Children's staff are active in the conference. Craig said the City of Iowa City is close
to adopting their new strategic plan; a link will be provided when it is available. Many library
accomplishments feed into the City's strategic plan. Craig reported our big capital project this year was
replacing HVAC controls. This project was mostly completed this week, and under budget. The UIHC
folks will be out of the basement rental space today. There have been two meetings with the architects
for the Merge space. Their plans need to be approved by ICPL and the City and they expect to be
issuing bids soon.
Departmental Reports:
Children's Services. 127 children have already signed up for One Thousand Books Before Kindergarten
(1KBB4K). Martin asked if Hills Bank still provides a book to every baby born in Iowa City. McCarthy and
Pilkington both said the Begin with Books program is still going strong and is greatly appreciated.
Volunteers help put these packages together and deliver them to every newborn at Mercy Hospital and
UIHC.
Collection Services. Paetzold asked if the circulating laptops are the most expensive items we have
circulated. Mangano said some of the Art to Go and Wii controllers were as expensive, if not more so.
The memory will be wiped each time a laptop is returned, and they will be serviced/maintained each
time, too. A parental signature is required for laptops checked out by persons under 18 because the
item is so expensive. We are interested in informing patrons where Wi-Fi is available to them and this
information will be provided with the circulating laptop. We are interested to see how patrons use the
laptops.
N
IT. Tune It Up is the new game on Mable the Table. It was rewarding to work with local programmers.
Development Office Report. McCarthy suggested people walk 19 steps from hotelVetro to the library
for the big Book End book sale this weekend. She thanked Baker for taking a shift at the wine tasting
event on Friday night. Five percent of the sales went to the Library, more than $429. Hy -Vee has invited
us to come back next year. Sunday, May 8, is the Looking Forward event. Freeman asked about the
Shelter House book sale and why it is scheduled so close to ours. McCarthy says this happens some
years and it is a sharing of the book wealth.
Spotlight on the Collection. No comments.
Miscellaneous. Craig included this information because some Iowa libraries are having bedbug issues.
Craig said ICPL is training staff in March; some staff have already taken a webinar. Craig is talking with
the Des Moines Public Library about their process. Freeman said this is a new twist on the word public.
President's Report. President Paetzold appointed a Nominating Committee, Martin, Ingersoll, and,
Baker. The Committee will coordinate and report to the Board at the May meeting.
Announcements from Members. None.
Committee Reports.
Foundation Members. Semel reported on the Foundation Board's strategic goals. The focus is on
developing corporate partners, planning events that generate more revenue and require less staff time,
and endowed bequests.
Communications. Paetzold informed Board members that the Civil Rights/Human Rights department is
taking its annual diversity poll. It is voluntary; members were encouraged to participate and place their
information in the envelope to be returned to Stefanie Bowers.
Disbursements.
The MasterCard expenditures for January, 2016 were reviewed. A motion to approve the disbursements
for January, 2016 was made by Ingersoll and seconded by Rich -Chappell. Motion carried 8/0.
Set Agenda Order for March Meeting.
Conduct in the Library policy.
Unattended Children policy.
Adjournment. A motion to adjourn the meeting was made by Martin and seconded by Freeman.
Motion carried 8/0. President Paetzold closed the meeting at 5:51 pm.
Respectfully submitted,
Elyse Miller
Board or Commission: ICPL Board of Trustees
ATTENDANCE RECORD
12 Month
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
Meati Dade
Name
Term
bofstion
4/23/15
5128/15
6/25/15
7/2$AS
8/27/IS
9/24/15
3W22/15
iUDAS
UA7AS
1/28j16
V25146
$a4/16
Diane Baker
6/30/19
O/E
X
X
X
X
X
O/E
O/E
X
O/E
X
X
John Beasley
6/30/21
Not on Board
X
X
X
X
X
X
X
O
O/E
Thomas Dean
6/30/15
X
X
X
Off Board
Janet Freeman
6/30/19
X
O/E
X
X
O
T=X
X
X
O/E
O/E
X
David Hamilton
6/30/15
O/E
O/E
X
Off Board
Adam Ingersoll
6/30/21
Not on Board
x
X
X
X
X
X
X
X
X
Tom Martin
6/30/17
X
X
X
X
X
O/E
X
X
X
X
X
X
Linzee Kull
McCra
6/30/15
X
X
X
Off Board
Robin Paetzold
6/30/17
X
X
Xx
x
X
X
X
x
x
x
X
Meredith
Rich -Chappell
6/30/17
X
X
X
X
O/E
X
X
X
X
X
X
O/E
Jay Semel
6/30/19
X
X
O/E
X
X
X
X
X
X
X
X
X
Monique
Washington
6/30/21
1
Not on Board
X
X
X
X
X
X
X
X
X
7
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
MINUTES — FINAL
CITY OF IOWA CITY CIVIL SERVICE COMMISSION
March 21, 2016 —11:00 a.m.
HELLING (LOBBY) CONFERENCE ROOM — CITY HALL
Members Present: Lyra Dickerson, Paul Hoffey, Jesse Case
Members Absent: None
Staff to the
Commission Present: Karen Jennings
Others Present: Chief Sam Hargadine,, Eric Goers
RECOMMENDATION TO COUNCIL (become effective only after separate Council
action):
None.
CALL TO ORDER:
The meeting was called to order at 11:00 a.m. Dickerson chaired the meeting.
ENTRY LEVEL POLICE OFFICER TESTING:
Following an opportunity to ask questions regarding the process proposed by staff in the
March 17, 2016 memo to the Commission, Hoffey moved to approve the process as
proposed and Case seconded. All were in favor. The Commissioners requested a
reminder of the testing time and location in the event any of them wish to observe.
POLICE CAPTAIN PROMOTIONAL PROCESS:
Following brief discussion, Hoffey moved to approve the process as proposed and Case
seconded. All were in favor. The Commission authorized Karen Jennings, Human
Resources Administrator to administer the promotional exam.
OLD BUSINESS:
None.
NEW BUSINESS:
None.
ADJOURNMENT:
Case moved to adjourn, Hoffey seconded, and the meeting was adjourned at 11:06 a.m.
Board/Commission: Civil Service Commission
ATTENDANCE RECORD
YEAR 2016
(Meeting Date)
NAME
TERM
EXPIRES
3/21/16
Lyra Dickerson
4/3/18
X
Paul Hoffe
414/16
X
Jesse Case
4/3/17
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No Meeting
--- = Not a Member
104-05-1
4)
MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
FEBRUARY 18, 2016 — 6:30 PM
SENIOR CENTER, ASSEMBLY ROOM
MEMBERS PRESENT: Peter Byler, Syndy Conger, Bob Lamkins, Jim Jacobson, Harry
Olmstead, Matthew Peirce, Emily Seiple
MEMBERS ABSENT: Michelle Bacon Curry, Dorothy Persson
STAFF PRESENT: Kris Ackerson, Tracy Hightshoe
OTHERS PRESENT: Karen DeGrout, Thomas McInerney, Elias Ortiz, Roger Lusala, Crissy
Canganelli, Tracy Achenbach, Stu Mullins, Genevieve Anglin, Maryann
Dennis, Ben Porush, Maggy Jares, Mark Patton
Byler called the meeting to order at 6:30 PM.
Ackerson noted that Stephanie Bowers recommended changing the wording on the recommendation to
Council regarding the housing vouchers. The new wording proposed is "a recommendation on including
housing choice voucher and other rental subsidies in the definition of public assistance source of income
under the Human Rights Ordinance."
Olmstead moved to approve the minutes of January 21, 2016 with that change.
Peirce seconded the motion.
A vote was taken and motion passed 7-0.
None.
STAFF/COMMISSION ANNOUNCEMENTS:
Ackerson said that they have received word that they will receive a little more HOME funding than
originally anticipated. There will be an additional $60,000 and he will resend out the scoring sheets with
the corrected amounts.
P
QUESTIOWANSWER SESSION:
Byler said the typical process is for the Commission to invite anyone up to answer questions or make any
additional comments regarding their applications.
Hightshoe noted that the City did do facility tours and Ackerson took pictures.
Housing and Community Development Commission
February 18, 2016
Page 2 of 8
Karen DeGrout (Arc of Southeast Iowa) is interested in funding for a facility that is not divided well to
serve kids of different ages at the same time. So their hope was to divide the lower level into three
classrooms and add a classroom in the upper level. There would also be some other changes needed in
the rest of the facility.
Byler asked if there was a previous application in another funding cycle for the basement. It was
acknowledged that there was an application for that last year. He asked if phase one is the division of the
basement and DeGrout confirmed that. Phase two is the restroom and carpeting in the basement.
DeGrout then explained that phase three is the upper level where they would take the conference room
and divide it out into a smaller conference room and another classroom. Byler asked if they divide the
basement in phase one, then really phase two of the new carpet would also need to be completed at the
same time. DeGrout replied that they could use the carpet that is already there to a certain extent. Byler
asked about the bids for the project, DeGrout said they received two bids for the lower level and one bid
for all three phases of the project. They have done business prior with one of the companies.
Olmstead asked about the matching funds and if those funds were contingent on getting all three phases
approved. DeGrout explained that is the amount they have available right now for the project regardless
of what the Commission approves.
Seiple noted the application states the organization will be self-supporting after this renovation. DeGrout
said that some of the services they would be able to bill through waivers and the daycare portion would
be funded by private funding (either families on a sliding fee scale or childcare assistance).
Jacobson asked what the major change programmatically would be once this project was complete.
DeGrout replied that right now they serve mostly junior high age children in after school programs. With
the remodel they would be able to open their facility up to other ages of childcare.
Thomas Mclnernev (CSC Child Care Center) explained that their project last year was mainly to get
accessibility to the basement. This year they have refined their application to be more detailed and also
noted the need for sprinkling in the building has arisen.
Byler asked about the addition, the ramp for accessibility is for the main building. McInerney replied that
the small addition is for an office for staff, who currently do not have any office space. McInerney
explained that they are currently maximizing every inch of the property for daycare of children and they
are maxed out at 30. So they are looking for an opportunity to double the amount of children/families they
can serve.
Byler asked about the cost of $75,000 for a ramp, noting a typical chair lift costs about $25,000 to
$35,000 so questions the cost of this project. McInerney noted the added benefit of having a ramp allows
them to occupy the basement, otherwise daycares are not allowed in basements. Code requires that any
classroom has to have a direct access to grade.
Ackerson noted they spoke with Development Services Division at the City and they noted that previously
when the daycare expanded the church they received a special exception with regards to the amount of
parking they have and configuration of the parking. So that is another consideration of expanding the
daycare, they would have to get another special exception for parking. McInerney said they have been
before the Board of Adjustment twice and have approval now for up to 30 and if they expand the daycare
with a diversified age group the parking should suffice.
Olmstead noted that one request the Commission had of the applicant was to be provided the figures for
each stage of the project. It appears there are three separate projects. McInerney said it's basically two,
because the restroom improvements are tied to the expansion and accessibility for the basement.
McInerney has spreadsheets that show the detail amounts.
Housing and Community Development Commission
February 18, 2016
Page 3 of 8
Peirce noted the ramp is going on the church and asked what percentage of the use of that ramp will be
by the daycare versus the church. McInerney said the church is only used on Sundays and the daycare is
Monday thru Friday.
Seiple noted the application mentioned some cultural acquisition classes or language classes. McInerney
replied that many of the people they serve are immigrants so they would be able to provide those
services to them.
Elias Ortiz (Domestic Violence Intervention Program) introduced himself as the director of shelter
services.
Byler noted that last year's grant was $116,000 and wanted to hear an update on that project. Ortiz said
they are still in the process of completing that project, it was a project to renovate the north and south
restrooms, and reconfiguring doors. The building was built in 1993 and the doors by code must be fire
safety doors, however the frames that were constructed were not constructed to hold those heavy of
doors. Ortiz said that project should be complete by the end of May. The construction schedule is
constantly changing because the shelter is always open and the need to work around residents.
Olmstead asked about the overall structure of the shelter. For example, he could not go upstairs because
of his mobility issues and wondered what the shelter would do with a resident with mobility issues. Ortiz
said the main floor does have a room specifically for someone who cannot use stairs; part of their intake
process is to ask if there are any physical limitations. He noted that part of the reason they are requesting
the asphalt repair so those with physical limitations can access the building from the parking lot rather
than going around to the front sidewalk.
Byler asked about the request for window replacement. Ortiz noted there are many aspects to the window
replacement, one is safety. The current windows are the old latch and crank system windows and most
aren't aligning correctly anymore so there are huge gushes of wind that come through. There is also a
safety issue with the windows that don't latch correctly and children could push them open and fall out.
He noted they have replaced about half of the windows upstairs already, paid through private grants and
fundraising, so that leaves about six windows upstairs to still replace, along with the entire main floor.
Ackerson noted that bunk beds are not an eligible CBDG expense so if this project was funded it would
be at $45,000.
Conger asked since DVIP is now serving eight counties, are they reaching out to all eight counties to
seek available funds. Ortiz replied that yes, they are constantly fundraising and looking for additional
funds from many sources.
Byler noted that DVIP had a five-year facilities plan made which he reviewed and encourages all partners
and organizations to get a similar plan for deferred maintenance it is very helpful.
Roger Lusala (Mayor's Youth Empowerment Program) is the executive director and explained that the
proposed project is really three pieces. The first piece is for safety of the people they serve and they have
noticed over the past few years there is a lot more traffic in that area. So they are looking to structure their
buildings differently, especially the entry to add more doors and also create a fob -key entry for the staff
with a buzz -in entry system for the public to maintain a safe environment for those inside. The second
part of the project is to replace the air conditioning units, and the third part is to deal with water coming
into the program area when there is rain or snow melting.
Byler asked if they had bids for these projects. Lusala said these were just general estimates because
they have a construction company on their Board that can give them general estimates and a property
manager that will actually do a lot of the work for them.
Housing and Community Development Commission
February 18, 2016
Page 4 of 8
Byler asked if this application could not be fully funded, then they would just take whatever available
funds given and complete the projects within the phases described. Lusala confirmed that was their
intention.
Conger asked if Lusala could break it down to how much of the funding would be for each phase of the
project. Lusala said it would be about $30,000 to take care of the safety issues, the estimates for the air
conditioning replacement is about $10,000 and the water issues would be about $15,000.
Byler asked about the $10,000 matching funds and Lusala said that was cash they had on hand.
He also noted they would use volunteer labor as much as possible for the projects as well.
Next up is the Shelter House application. Hightshoe noted that Crissy Canganelli (Executive Director,
Shelter House) is out of town but is on speaker phone to address questions. Tracy Achenbach (Executive
Director of the Housing Trust Fund of Johnson County) is present to field any questions as well.
Achenbach noted she is also a member of the Local Homelessness Coordinating Board and this has
really been an initiative of the Local Homelessness Coordinating Board for a couple of years now and the
Housing Trust Fund has contributed money for a person to work quarter -time to investigating, collecting
data on frequent users and looking into how we would proceed with this.
Olmstead noted he asked Canganelli for clarification on the money that Mark Moen has said would be
donated to the shelter. He has committed $10,000 annually over the next three years and that money is
going towards the extended winter projects.
Conger asked whether these units could be built over several years. Canganelli feels that won't make
sense as it will be a single building housing multiple units.
Achenbach stated that they chose 15 units because once data was collected it was evident that more
than 15 could really utilize this facility, but 15 was manageable.
Byler asked if a site has been located and Achenbach said they are investigating a couple different
options. Byler noted this is a great project that is pulling together many different entities.
Olmstead asked if the new location would have the same rules as they currently use, such as rules for
sobriety. Achenbach said this project is for permanent support housing but if the winter shelter is also
included in this project, the rules for that shelter would be the same as the other temporary shelter.
Conger asked how it would work to have a temporary winter shelter in the same location as permanent
support housing. Achenbach said the design would be as such so that they are really two separate
facilities within one building. Canganelli said ideally it would be two separate buildings but that would
have significant more costs so this was more of a practical approach.
Byler asked if there would be rent charged for the people that will live in the 15 units. Achenbach replied
that yes there would be a rental charge and it was addressed in the application with regards to the
Housing Authority. Canganelli added that the Housing Authority is a partner on this project and they are
committed to providing a priority for tenants in this building with rapid re -housing funds and housing
vouchers. Additionally once people have an address they can be enlisted into Medicaid services and that
would provide a funding source for their support services.
Jacobson asked what would happen to the other shelter space during the day or when it's not winter time.
Canganelli said it would provide a spot for day shelter services and it could be used for a meeting space
for other non -for -profits.
Seiple asked about the requirements for those that would be housed in the 15 units and if those criteria
were created based on what other communities have done in similar situations. Canganelli said that
criteria were developed through the coordination committee and that there would have to have been at
Housing and Community Development Commission
February 18, 2016
Page 5 of 8
least $50,000 of incurred expenses that have occurred within our community through the various
providers.
Canganelli noted that they have been invited by the White House Office of Science and Technology
Policy to participate in a research project. They will be looking at communities across the country that are
working with this high risk population and demonstrating the ability to keep these people out of jail and
emergent services and providing stability and homes. This is a great privilege to work with on this project
and have our community represented.
Stu Mullins (Executive Director, United Action for Youth) and Genevieve AagL (Business Director, United
Action for Youth) presented their application. Anglin noted that they have sold their properties on Iowa
Avenue and purchased a spot in Eastdale Mall and plan to move into that space at the end of April. She
stated that they spent about $1 million on purchase and renovation of the new space. The downstairs
space is currently a sporting goods store so that will need to be gutted and made into office space. The
upstairs space is what the application is addressing, it is currently office space and the renovation is to
rehab the office space to make it more usable for the transitional program living staff (who work with
homeless teens) and the teen parent staff.
Byler asked about the balance on the project, they are asking for $58,950 and they are contributing
$20,000 from the reserve of the sale of their Iowa Avenue property, so his question is what is happening
to the remainder of the profits from the sale of the property, and if an endowment is being created. Mullins
replied that yes, they are creating an endowment. Anglin said the properties were sold for $2.8 million and
$1 million of that went to paying off all their debt and they are spending about $1 million on the new
space. That will leave them with about $400,000 which is great but in reality that is not a lot of money
over time, so they are hoping to create a small endowment and to have a small reserve.
Byler noted that the bid from Skogman has a 35% overhead and questioned why it was so high. Anglin
broke down some of those expenses noting the cleanup and disposable and contractor fees as well as a
big chunk of the money is architecture fees for re -doing the front of the space. Byler also noted that
replacing all the lights and carpet are listed, which he does see as viable expenses. Ackerson noted that
the City does encourage the non -profits to hire architects and contractors knowing that those are specific
items that most non -profits have no expertise with.
Olmstead asked what percentage of the building will be used for administrative versus youth and what
time percentage they would have. Anglin said this particular space would be 100% staff that work directly
with youth, there would be no administrative staff that would work in this space. The administrative staff
will be downstairs and paid for out of the $1 million received from the sale of the property.
Maryann Dennis (Executive Director, The Housing Fellowship) presented the Community Housing
Development Organization (CHDO) funding for The Housing Fellowship, they are one of two CHDO's in
Johnson County and have been a CHDO since 1993. They can allocate up to 5% of their HOME
allocation to CHDOs. They do have to meet a series of criteria to be certified according to HUD to receive
CHDO funding. They must be a non-profit, part of their mission has to be to provide affordable housing,
1/3 of the governing board must represent the low income community, and no more than 1/3 of the
governing board can be public officials.
Byler stated then that the $16,000 requested goes to general operating costs for The Housing Fellowship
and Dennis confirmed that was correct.
Byler then moved onto the other request from The Housing Fellowship of $300,000. Dennis explained
that it is an application for land acquisition. They have identified a site that must remain confidential at this
time that would be for permanent affordable rental housing for families. The intent is to get the money to
at least make a purchase offer and then to apply for other sources of financing to complete a low-income
house tax credit project. Dennis said the project would be 28 townhomes.
Housing and Community Development Commission
February 18, 2016
Page 6 of 8
Ackerson asked about the pro forma and it appears in the first year there would be a negative cash flow.
Dennis said the financing would be separate and what they would probably do is waive the management
fees and such to make sure they would hit the benchmarks for the income ratio.
Hightshoe asked if they are not awarded tax credits but the Commission has awarded the funds, what
would The Housing Fellowship do. Dennis said they would not be able to pursue that particular land
without the tax credits so they would need to look for other land. They do not currently have a purchase
agreement.
Byler asked if the award was less than $300,000 would the project not be viable. Dennis of course would
appreciate the $300,000 but stated any amount would help.
Jacobson asked staff how long The Housing Fellowship can hold this money, or buy this property, and
then what happens if they don't get the tax credits. Dennis said the purchase agreement would be
contingent on receiving the tax credits. Hightshoe said if they don't get the tax credits then they have to
find another project.
Lamkins asked if the tax credits are something The Housing Fellowship will typically get. Dennis said it is
a very competitive process and it is also an expensive process. The last project they did the pre -
development costs were well over $100,000.
Ben Porush (3 Diamond Development) & Maa4v Jares (Lighten -Gale Group) presented their project.
Porush said it would be a senior low-income tax credit housing development. It will be 40 units with a mix
of 1- and 2 -bedroom units with the rents will be in the affordable ranges of $400-$900 depending on the
income range and the unit. They have applied for the housing tax credits and should find out the result of
that application within a few weeks.
Byler asked if the tax credit application is denied, is this project nullified. Porush said that unfortunately
yes, without the tax credits they cannot proceed.
Hightshoe noted that the City has already committed to $600,000 in local funds for this project.
Olmstead asked how many of the forty units would be affordable and Porush replied thirty-six.
Byler noted the applicant is putting in 2.5% equity ($190,000) and if they receive the $238,000 they are
asking for they would have 5.5% equity and still would get 6-7% return on their money. If they did not
receive the HOME funds, what are their other options? Porush said they are trying to offset how high the
land cost was and the project works without the HOME funds but it is very difficult. Jares said there would
be a deferred developer fee to cover whatever the remaining gap would be in funding and there is only a
certain percentage of fee that can be deferred. The developer fee is about $630,000 and there is a
maximum of half of that fee that can be deferred. Including that owner equity of $190,000 and the
$238,000 of HOME funds gets them very close to that maximum half of developer fee.
Byler asked if they have done similar project and how many. Porush said this is the sixth project of this
type, four in Illinois and one in Dubuque. The first project was completed in 2010.
Jacobson asked about the market for the tax credits and the project. Porush noted the market for the tax
credits is very healthy.
Mark Patton (Executive Director, Iowa Valley Habitat for Humanity) said this was a land acquisition for two
residential lots, locations to be determined.
Byler asked about compatibility of design for one of the homes that was built in the past. Patton said the
design standards calls for one more basic door than the Code does and the crew that built the house put
the door in the wrong place. It had the extra door but wasn't put where it was drawn.
Housing and Community Development Commission
February 18, 2016
Page 7 of 8
Byler noted in the last fiscal year Habitat for Humanity was awarded $70,000 and asked if that was also
for two lots. Patton confirmed it was. Both lots are on Prairie Du Chien, one has a completed house and
the other will begin construction in May. Patton said they build about 5 homes a year, but only two are
funded from HOME funds due to time restrictions.
Lamkins asked if they had the two lots picked out. Patton said they have a realtor looking, but since they
cannot do anything until the funds are available in July they have to be flexible. They do try to look for lots
outside of southeast Iowa City.
Olmstead asked if Patton could explain what happened to the Indigo Court project. Patton explained that
home was built before he started. The family failed and moved out of the community. They identified a
young mother and put her in the home under a lease purchase because she didn't have the hours in that
they normally require. During that time of the six-month lease purchase he came to find out it was out of
compliance so they refunded the money back to the City.
Roger Lusala (Mayor's Youth Empowerment Program) said this application is for a down payment for
another home.
Byler asked how many homes they own now. Lusala said they own eight and rent five. They prefer to own
so they can customize the home for each individual. Byler noted they did a great job with their previous
grant.
Byler announced that was all of the applications and they passed out the timeline to the applicants. Byler
said by Thursday, February 25th they would like to have the ranking sheets to Ackerson.
Ackerson mentioned that the Commission would meet again on March 10, the second Thursday in March
(because the third Thursday is during spring break).
ADJOURNMENT:
Olmstead moved to adjourn.
Jacobson seconded the motion.
A vote was taken and motion carried 7-0.
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MINUTES APPROVED
PARKS AND RECREATION COMMISSION
FEBRUARY 10, 2016
RECREATION CENTER — MEETING ROOM B
Members Present: Suzanne Bender, Larry Brown, Clay Claussen, Maggie Elliott, Wayne Fett, Cara
Hamann, Joe Younker
Members Absent: Lucie Laurian, Paul Roesler
Staff Present: Juli Seydell Johnson, Chad Dyson, Zac Hall, Tammy Neumann, Rae Lynn
Schepers
Others Present: Dell Holland
CALL TO ORDER
Chairman Claussen called the meeting to order at 5 p.m.
STAFF INTRODUCTION:
Seydell Johnson introduced Rae Lynn Schepers, Senior Maintenance Worker with the Forestry Division,
to the Commission. Schepers started working with the City in 1985 as a seasonal employee and
eventually moved to a full-time position in 1988. Since that time she has moved from pruning trees to
climbing trees to currently supervising a small forestry crew. She is an Iowa State grad who began her
career for a forestry department in Idaho for three years before returning to Iowa. Hall said that Schepers
is the brains behind the scenes in all aspects of forestry. Schepers explained that she works with
homeowners and contractors to help determine the best species of trees to be planted in a particular
location. Elliott asked Schepers what challenges she experiences with the City's need for more diverse
tree species, especially with the impending threat of emerald ash borer. Schepers said that when
experimenting with various species, it is easier to do so in a park setting than in the right-of-ways.
Younker asked what species she would recommend. She said that she likes the Coffee Tree as it does not
produce pods and is a good size (45'-50' high, 25'-30' wide). Claussen asked what some of the biggest
challenges are in her position. She said that she would like to be involved in the early planning processes
with developers as often times when utility lines, water mains and fiber optics are run, they are done so
without consideration of the space necessary to plant trees. He then asked what she likes best about her
job. She explained that the City keeps her on her toes and she likes the challenge. She also enjoys the
community and the people that she works with. Younker asked where the City purchases their trees.
Schepers explained that the City has a nursery on Scott Blvd. She further explained that keeping up a
nursery is very time consuming, therefore, some trees are purchased from local nurseries whose trees are
inspected and certified. Commission members thanked Schepers for attending the meeting and for her
continued dedication to the department as well as the City.
PARKS AND RECREATION COMMISSION
February 10, 2016
Page 2 of 7
NEW MEMBER INTRODUCTION:
Claussen introduced new commission member, Wayne Fett to the board. Fett explained that he grew up in
Iowa City, is a graduate of West High School and the University of Iowa and recently retired as the
Senior Associate Director of Recreation Services for the University of Iowa. He worked in Recreational
Services for 31 years where he managed outdoor recreation areas and outdoor sports programs, fitness
programs and all buildings west of the river. He is married and has two grown children and four
grandchildren. He is a cyclist and cross country ski enthusiast. Commission members welcomed Fett to
the board.
OTHER FORMAL ACTION:
Moved by Elliottseconded by Bentler, to approve the January 13 2016 minutes as written. Passed
7-0 (Laurian and Roesler absent).
PUBLIC DISCUSSION
None
RECREATION DIVISION REPORT:
Eastside Sports Complex Update: Dyson gave a presentation of the preliminary plans of the Eastside
Sports Complex. He reminded Commission that the City has contracted with Hitchcock Design Group
who has created two concept plans. Dyson pointed out that one of the goals of this project is to provide an
economic development opportunity for the region as it will provide services for all income levels and will
be unique to Iowa City. As the new Hoover Elementary School is built, there will be more opportunity for
development in the area in the future. Brown asked if when a development comes in if they are required
to designate space for bike paths and trails. Seydell Johnson and Hall both said that there is nothing
mandatory but that they generally do include plans for such. Brown expressed his desire to get some
means to cross the railroad tracks in that area. Hall noted that both of the concepts presented by Dyson
will show that the designer has taken that into consideration. Dyson explained that these two concepts are
really more to show the possible amenities. Claussen asked if they were going to investigate a way to
direct water offsite to the south side of the tracks. Seydell Johnson said while it isn't shown on these
concept plans, staff will be asking them for more details addressing this issue. Bentler addressed Brown's
question regarding trail development in any potential development to the north of this property, and
whether it should have a designated neighborhood open space area within the development plans. Seydell
Johnson said this is something that certainly can be looked at individually. Brown further stated that since
the developers are going to benefit from this that they should make some provisions. Both concepts show
12 total ball diamonds, however, in reviewing with staff the size suggested is thought to be too large.
Concepts also show two soccer/multi-use fields, a trail that loops around the perimeter, a gated entrance at
both ends for ticketing purposes during tournaments. Staff has worked with Planning on doing a parking
analysis. The concept shows a little over 500 parking spaces, however, staff feels this may be more than
what is necessary. Hall noted when comparing that number to City Park, which has parking from the west
side of the ball fields, around the stage and ponds, and parking along the river, there are a total of 555
parking stalls. There has been some discussion of including a small dog run as many tournament goers
bring their dogs with them. There would be concessions as well as playground areas and as well as group
seating options at both fields. Concept B shows the parking lot centralized, one less ball diamond and
does not allow as much space for soccer/multi use facilities. It has been suggested that there be an indoor
turf space that would accommodate indoor practices for all sports as well as restrooms, concessions and a
PARKS AND RECREATION COMMISSION
February 10, 2016
Page 3 of 7
possible in -door running track. Other amenities include basketball courts, otherwise is much the same as
concept A. Bender likes the idea of parking along the perimeter rather than central. Hamann likes the
variety of used that Concept B shows. Seydell Johnson said that this development would likely be built in
phases and that having two parking lots would allow for easier phasing. Dyson noted that at this time staff
would like to hear from Commission on their feelings about the amenities to be offered at the facility.
Hamann asked how long the proposed trail is. Seydell Johnson said it is long enough for a walk/run,
however, is not 5k, and may be 1-1.2 miles. Seydell Johnson and Dyson will meet with Hitchcock this
week who will be present at the March commission meeting.
Dek Hockey/Bettendorf Visit: Seydell Johnson, Hall and Dyson met with a Patrik Levesque of Quad City
DekHockey. Dek hockey is a variation of ice hockey, however, it is played outdoors on a tennis court like
surface and players where regular shoes instead of skates. Levesque is interested in partnering with Iowa
City Parks and Recreation. The Quad Cities started with one facility and have expanded to two in
Bettendorf with approximately 2000 players using the facilities. Staff explained that a dek hockey space
takes a little less than an acre of land. Dyson explained that staff sees this as a new trend in adult sports as
softball seems to be on the decline. It is a sport that can be played by all ages. Seydell Johnson said it
could offer intramural opportunities for middle school aged kids through adult participants. Levesque
explained that dek hockey offers an alternative option for kids who don't currently identify with a specific
sport. Dyson explained that while in the very early stages, if the department were to move forward, they
would enter into an agreement with Levesque. Levesque covers the hard costs including an annual fee so
there would be little to no costs paid by the City. Brown said that he simply could not support another
program where a fee is involved that would make it difficult for less fortunate families to become
involved. Dyson said they would set stipulations where they would offer scholarships to make sure that
no kid is turned away. Brown further expressed that as communities, states and governments go into the
future, they have to consider the lesser fortunate as he sees everyday where kids and/or families are
unable to participate in activities due to the fees.
While meeting with Bettendorf staff, Hall, Seydell Johnson and Dyson also toured their pickle ball courts.
Pickle ball is another sport that has become very popular and City staff is getting more and more requests
to reserve the current tennis courts for this activity. Staff had considered turning some of the tennis courts
at Mercer into pickle ball courts; however, after reviewing the courts in Bettendorf and discovering the
minimal cost involved, staff will revisit and look for a site to serve as stand-alone pickle ball court. The
resurfacing project will still take place this spring on the current tennis courts at Mercer but likely will no
longer have the added pickle ball lines added. Discussion will continue at a staff level.
Staffing: Dyson announced that the department is preparing to post their seasonal positions. The
department is developing a system in which positions are categorized. For example, a person would
apply for a seasonal aquatics position which would cover various positions within that category. Staff is
also reviewing current job prerequisites and making changes that may be creating barriers. For example,
they may be able to make changes to age restrictions in some positions. The department is also reviewing
minimum wage changes and current pay scales for the positions offered. Currently positions range from
$9 to $15/hr. Fett said he believes that the pay scales for the department are very competitive.
PARKS DIVISION REPORT
Willow Creek/Kiwanis Park Project Update: Hall noted that during the grading and over -seeding process
at the park, some drainage issues were found. HBK has provided staff with some solutions. Staff has
reviewed those options and has since passed them onto engineering for review. He is still hopeful that
they will meet the May deadline for the completion of phase one.
PARKS AND RECREATION COMMISSION
February 10, 2016
Page 4 of 7
Mercer Playground Redesign Update: All of the playground equipment has been delivered to the Park
Shop. Staff will hold a preconstruction meeting with the contractor in March and then will begin the
extraction of old equipment and site prep soon after. This will be the largest playground within the City's
park system.
Highland Park Update: Staff put a new shelter and new water fountain into the park earlier this fall, as
well as relocated some swings from Mercer to Highland Park. At that time there was no funding available
for additional playground equipment. However, Geoff Fruin, Assistant City Manager, Tracy Hightshoe,
Coordinator of Neighborhood Development Services, and Kris Ackerson, Planner for Community
Development, applied for reallocation of $25,000 in CDBG funds for this project. Staff met with the
neighborhood last week to discuss options for playground equipment. Voting results from the
neighborhood are available on the Lucas Farms Neighborhood Association Facebook page. Staff hopes to
have this playground installed before Memorial Day.
Forestry Update: Hall announced that there has been a confirmed case of emerald ash borer on University
of Iowa campus. The department has a plan in place and will proceed as already scheduled. Hall will
share more details with commission as they become available. Hall also mentioned that Council approved
funds in the FY 17 budget to complete a tree inventory of Iowa City. Staff is excited about this as it will
help tremendously in future planning.
Staffing: Hall reminded commission that Earlis Stockman, a 43 -year employee of the Parks department,
retired in January. The department conducted interviews and have selected Jarret Meade to fill that
position. Meade worked with Stockman for over 20 years and is very familiar with the parks system. This
in turn opened a Maintenance Worker III position. Staff has interviewed internal candidates and will
announce that selection soon.
After evaluating the position needs of the Parks Maintenance Division, Seydell Johnson and Hall are
proposing the deletion of a Maintenance Worker II position and adding one Maintenance I position to
staff. It has been determined that it would better serve the department to have a Parks Maintenance I
position whose responsibilities would cover evenings and weekend maintenance needs.
DIRECTORS REPORT:
Oakland Cemetery Columbarium Policies and Fees: Seydell Johnson explained that the Cherish
Columbarium, an infant columbarium that is located on the far east side of the cemetery, was built in
2010. This columbarium is capped with a bronze sculpture of a mother rocking her infant. The niches in
this columbarium are for the ashes of mothers who passed away during childbirth or babies/children who
have passed. The cost of the columbarium was $78,000 with the idea that it would sell out in seven years.
Unfortunately, none of these niches have been purchased since its installation. Therefore, staff would like
to relocate the sculpture and open up this columbarium for all ages. Several of them are large enough for
two individuals. In talking with area funeral homes, there are requests for dual spaces. This proposal will
have to go before City Council as it will involve a fee change. There will be no addition cost to the
department.
Commission Packet and Updates: Seydell Johnson said that she enjoyed meeting with each commission
member individually during the past month. She asked each member what they would like to see included
in the month Commission packets. Overall she gathered that members would like to see a more
streamlined packet. Therefore, she will meet with department staff to consider a new layout for these
PARKS AND RECREATION COMMISSION
February 10, 2016
Page 5 of 7
packets. Commission can expect that new format in their next packet and they will then be invited to
comment at the March meeting.
Correspondence:
• Move Naturally to the Market Survey Results: Hamann reported that in May of 2015 there was a
campaign encouraging customers to bike or walk to the farmers market. Those that did so were
given a $2 coupon to use at any of the vendor stalls. The Move Naturally to the Market Survey
was conducted in conjunction with this program. The survey was to evaluate the success of the
program and to get customer perspectives on biking and walking safety in the community. The
group surveyed 104 patrons which revealed that 50% of those biked to the market, 35% walked
and 15% drove/rode a vehicle. As mentioned, this survey evaluated customers' feelings on how
safe they feel while biking and/or walking in the Iowa City Area. Barriers for not biking or
walking to market were as follows: Distance, too much to carry, not enough time, safety
concerns, injury and other. The most popular answer to increasing safety for bikers and
pedestrians were to add more bike lanes, paths/trails and repair and maintain existing streets and
bike/pedestrian facilities.
Hamann announced that the Iowa City Metropolitan Planning Organization of Johnson County
(MPOJC) is working on updating their current bicycle master plan. There was some discussion
about the lack of transportation as a barrier to parks and recreation programming, especially
among low income families. Members agreed that with biking and walking being low-cost modes
of transportation, they would like to urge MPOJC to include a pedestrian master plan along with
the updates to the existing bicycle master plan. Hamann mentioned that there is an online survey
regarding the current bike master plan, however, she has some concerns about some not having
access to the survey. She asked for commission input. Fett mentioned that they might consider
going to the neighborhood centers in the area. Bentler suggested that offering a gift card to those
who take the survey may make it more enticing as well. Younker suggested that it may be
appropriate for a letter on behalf of the commission be written and sent to MPOJC suggesting that
they include a pedestrian plan along with the bicycle master plan. Hamann will write a memo and
send to Seydell Johnson for distribution and review.
Brown noted that many bicycles are left on bike racks around the city and never retrieved. The
Police Department collects those and many are sold at auction in Chicago. Brown talked to the
City last year about this and they gave him ten bikes to repair and distribute. He would like to see
the City develop a relationship with the bike library to offer this service with the idea that they
would take these bikes, make necessary repairs, and then distribute to the less fortunate rather
than shipping them out of Iowa City to sell.
• Iowa City Blue Zones Certification: Seydell Johnson announced that Iowa City was named a
certified Blue Zones Community this week. This new designation will be celebrated as part of the
Iowa City Freeze Fest scheduled for Saturday, February 20 at the Terry Trueblood Recreation
Area from 1 to 3 p.m. The Blue Zones celebration is scheduled at 2 p.m.
Seydell Johnson shared that she met with affiliate boards including Kickers, Iowa City Boys Baseball and
Iowa City Girls Softball. She noted that the Girls Softball board is virtually all new members who are
excited about working with Parks and Recreation staff. She said that she and Dyson received a lot of good
feedback from all of the groups and will keep the commission informed.
PARKS AND RECREATION COMMISSION
February 10, 2016
Page 6 of 7
CHAIRS REPORT:
Claussen reminded commission members that Tom Markus, City Manager, has taken a new position in
Lawrence, Kansas. He further noted that City Council will be making a decision as to whether to make
Geoff Fruin the interim City Manager. Claussen said he was fortunate to spend some time working with
Geoff and feels it is important that the Commission show their support in making that happen. He said
that he will personally be sending a letter in support of Fruin to the Council. Brown asked if the
Commission could do that as a board. Seydell Johnson suggested members to do so on an individual level
if they would like rather than an action of the Commission.
Claussen discussed the construction of the Chauncey and its effects on the farmers market. Seydell
Johnson said she is hoping to get a more definite timeline soon but there is nothing available as of this
meeting. She has been assured that the market will remain open during construction.
COMMISSION TIME/SUGGESTION FOR FUTURE AGENDA ITEMS:
Bender received an email from Jeff Biggers on behalf of the Ecopolis group. He shared that they would
like to have a forum to talk about revisions to the Parkview/Normandy drive area that is currently all city
owned property. They would like to see this area rebranded into something with gardens, fruit trees, etc.
and have asked Bender and Laurian to be a part of this forum on behalf of the Commission. Bender told
them that she would bring it up at tonight's commission meeting and perhaps add them to a future agenda.
She is not comfortable in becoming a part of the forum while being a Parks and Recreation Commission
member. Seydell Johnson expressed that she would like to reach out to them and invite them to a future
meeting to share their information.
ADJOURNMENT:
Moved by Elliott, seconded by Fett to adiourn the meeting at 6:40 a.m. Motion Passed 7-0
(Laurian and Roesler absent).
PARKS AND RECREATION COMMISSION
February 10, 2016
Page 7of7
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
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EXPIRES
Suzanne
1/1/17
X
X
X
X
O/E
X
X
X
O/E
X
X
X
X
Bender
David
1/1/15
X
O/E
O/E
X
X
X
X
X
X
X
O/E
Bourgeois
Larry Brown
1/1/18
O/E
X
X
X
X
X
X
X
O/E
X
O/E
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
O/E
X
X
X
X
X
X
X
X
X
X
Elliott
Wayne Fett
1/1/19
*
*
*
*
*
*
*
*
*
*
*
*
X
Cara
1/1/16
X
X
X
X
X
O/E
X
X
X
X
X
O/E
X
Hamann
Katie Jones
1/1/18
X
X
X
X
X
Lucie
1/1/15
X
X
X
X
X
O/E
O/E
X
X
X
X
X
O/E
Laurian
Paul Roesler
1/1/18
*
*
*
*
*
*
X
X
X
X
X
O/E
O/E
Joe Younker
1/1/16
X
X
X
O/E
X
O/E
O/E
X
X
X
X
X
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
CITY OF IOWA CITY
-T4 MEMORANDUM
Date: March 17, 2016
To: Mayor and City Council
From: John Yapp, Planning & Zoning Commission
Re: Recommendations from Planning & Zoning Commission
At their March 17, 2016 meeting the Planning & Zoning Commission approved the March 3rd
minutes with the following recommendation to the City Council:
By a vote of 7-0 the Commission recommends approval of REZ16-00014 an
application to designate 716 North Dubuque Street as an Iowa City Historic
Landmark.
Additional action (check one
No further action needed
Board or Commission is requesting Council direction
_X_ Agenda item will be prepared by staff for Council action - Done
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
MARCH 3, 2016 — 7:00 PM — FORMAL
EMMA HARVAT HALL — CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Ann Freerks, Mike Hensch,
Phoebe Martin, Max Parsons, Jodie Theobald
MEMBERS ABSENT: None
STAFF PRESENT: Sara Hektoen, Bob Miklo
OTHERS PRESENT: Ross Nusser
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 7-0 the Commission recommends approval of REZ16-00014 an application to
designate 716 North Dubuque Street as an Iowa City Historic Landmark.
Freerks called the meeting to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
There were none
REZONING ITEM (REZ16-00001):
Discussion of an application submitted by Ross Nusser for a rezoning to designate the property
at 716 N. Dubuque Street as a Historic Landmark.
Miklo began the staff report showing a photograph of the property. The building was built in the
early 1930's as a fraternity house and was used as a fraternity house up until the late 1990's
when it became an assisted living facility. It was built with 21 bedrooms, 2 kitchens, and shared
bathrooms. When it changed from a fraternity to an assisted living use it lost its right to a
fraternity because of its lack of parking. The property only has two parking spaces. Miklo
explained that there is a provision in the zoning code that allows landmark properties to be
considered for special exceptions to allow a reduction in the parking requirements.
The Historic Preservation Commission has reviewed the property and determined the property is
eligible to be a landmark. The building maintains much of its original character with only the
windows and a few minor changes to the landscaping have been made to the exterior.
The Board of Adjustment also reviewed the request for the special exception and did approve the
request with a number of conditions designed to ensure that there is an investment in the
property in exchange for the reduction in the parking, which is a significant bonus. Allowing the
use of the property as a fraternity should serve as an incentive to make improvements to
Planning and Zoning Commission
March 3, 2016 — Formal Meeting
Page 2 of 5
preserve the property in the long-term as a landmark.
The Planning and Zoning Commission's role in this process is to determine whether the
landmark designation complies with the Comprehensive Plan. The Central District Plan
encourages restoration of historic properties. Staff feels that the historical landmark designation
would conform to the Comprehensive Plan.
Staff recommends that REZ16-00014 an application to designate 716 North Dubuque Street
as an Iowa City Historic Landmark be approved.
Parsons asked about the boundaries for the Northside Historic District. Miklo said that
district begins a few lots to the east of this property, as does the Brown Street Historic
District. Miklo showed a map of the area.
Eastham asked about the Board of Adjustment's conditions imposed on the granting of
special exception, and asked if the Planning and Zoning Commission had any review over
those conditions. Hektoen replied that they do not.
Freerks opened the public discussion.
Ross Nusser (applicant) came forward to answer any questions from the Commission.
Hensch noted the concern about lack of parking and how that will be addressed. Nusser
explained that was addressed at the Board of Adjustment meeting. They have provided a
couple different parking solutions, one they will provide moped parking (one space for every
two occupants) in the area where the deck is now (the deck will be removed). They will also
provide indoor bicycle parking, and since this property is less than one mile from campus
they feel many will walk.
Freerks closed the public discussion.
Hensch moved to approve REZ16-00014 an application to designate 716 North
Dubuque Street as an Iowa City Historic Landmark.
Parsons seconded the motion.
Parsons believes this building has historical merits and is close in proximity to other
historical buildings.
Freerks noted there was discussion a few years back about where fraternities and sororities
could place themselves in the community and this appears to be a well thought out solution
to a number of issues. This is a path to stabilize and restore this building. She also noted
her agreement with the points outlined by the Board of Adjustment. She noted that it
provides for a revocation if there are problems such as a disorderly house. She encouraged
the owner to educate the students that live there that this is a special use that they have
been granted. A lot of people have worked toward making this possible. They have an
opportunity for a stable environment to live and enjoy community. That this can continue for
many years if well managed. She appreciated the applicant addressing the bicycle and
moped parking needs and encourage the owner to educate that students about how difficult
Planning and Zoning Commission
March 3, 2016 — Formal Meeting
Page 3 of 5
it would be to have a car here.
Eastham agreed that this building is an important structure along one of the gateways into
the city and it is a great way to have a plan to maintain its historic appearance for a use that
will be economically viable over the years. He commented on the conditions regarding
fraternity chapter meetings being held off-site and disorderly house convictions leading to the
loss of the special exception. He suspects that the owner will pay attention to them as the
project moves forward.
A vote was taken and the motion carried 7-0.
CONSIDERATION OF MEETING MINUTES: FEBRUARY 18, 2016
Hensch moved to approve the meeting minutes of February 18, 2016 with one change
noting that the link to Ed McMahon's talk should be forwarded to Council.
Martin seconded the motion.
A vote was taken and the motion passed 7-0.
ELECTION OF OFFICERS:
Martin nominated to elect Freerks as Chair of the Planning and Zoning Commission.
Theobald seconded that motion.
Freerks noted that two member's terms were expiring. Dyer can reapply for a second
term but Eastham has already served two full terms.
Theobald nominated Hensch for Vice Chair.
Martin seconded that motion.
Dyer nominated Parsons to be secretary.
Martin seconded that motion
A vote was taken and the motions carried 7-0.
PLANNING AND ZONING INFORMATION:
Miklo noted a national Planning and Zoning Commissioners meeting that is in Phoenix
Arizona, only one Commissioner can attend and if interested to let Miklo know.
Theobald mentioned she had gone to the Iowa State Shade Tree Short Course last week
and the key note speaker was from Germany and she went to several different
workshops that were community related; community tree plans, community tree
inventory, preserving trees in developments, and enacting municipal tree and street
Planning and Zoning Commission
March 3, 2016- Formal Meeting
Page 4 of 5
ordinances. She note that some local landscape architects were in attendance and
hoped that some of the practices would be applied in Iowa City.
ADJOURNMENT:
Theobald moved to adjourn.
Parsons seconded.
A vote was taken and motion carried 7-0.
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Approved Minutes
February 18, 2016
MINUTES
SENIOR CENTER COMMISSION
February 18, 2016
ROOM 209, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Jay Honohan, Margaret Reese, Jack Hobbs, Cheryl Clamon,
Mark Holbrook, Kathy Mitchell, Joy Beadleston
Members Absent: None
Staff Present: Linda Kopping, Kristin Kromray
Others Present:
CALL TO ORDER:
The meeting was called to order by Honohan at 4:00 PM.
RECOMMENDATIONS TO COUNCIL:
None.
APPROVAL OF MINUTES FROM JANUARY 14, 2016 MEETING:
Motion: To accept the minutes from the January 14, 2016 meeting. Motion
carried on a vote of 7/0. Hobbs/Mitchell
PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA:
None.
COMMISSION ASSIGNMENTS:
Honohan will attend an upcoming City Council meeting.
OPEARTIONAL OVERVIEW:
Human Rights Forms
Kopping distributed a demographic survey for commissioners to fill out.
Approved Minutes
February 18, 2016
Staff/Budget Updates
Kopping reported the half time fundraising position is in the budget and if
approved, the City would fund the position for two years at which time Friends of
the Center would begin to fund the position.
Strateaic Fundraising and Marketing Plan Progress
Honohan reported he and Kopping had met with Linda Wastyn regarding the
Friends of The Center board. They spoke about restructuring the board and
forming subcommittees. An effort to seek qualified individuals to serve on the
Friends of the Center board will be moving forward. Kopping noted that Wastyn is
very optimistic and that these goals are obtainable due to the participant base
and enthusiastic response from the survey results.
Kopping reported the afternoon receptionist position is open and that the job will
be posted shortly.
The summer program guide is due to the designer at the end of the month.
Benson and Hepker is designing the summer guide and will be creating a
template to be used for future program guides.
Staff is working on creating updated renewal letters and postcards.
NHB Update
Kopping reported that an updated draft of the agreement with New Horizon's
Band was received. The band copy fund is running low on funds. Kopping will
inform the band via letter regarding this.
Status of Alcohol Policy Review
The alcohol policy is currently being reviewed by the city attorney's office.
Future Use of Kitchen/Lobby/AR Update
Kopping reported that she has been working with the engineering department
since the fall on preparing an RFP. She originally thought the RFP would be
submitted by now but there have been some delays. Engineering thought that the
RFP would be distributed at the beginning of March. Kopping is concerned that
this will delay the ability to prepare budget requests for next fiscal year.
Kromray has been working with a church group who is interested in renting the
assembly room and two 2nd floor classrooms. They are hoping to use the Senior
PI
Approved Minutes
February 18, 2016
Center staring this summer and continuing each Sunday through next school
year.
COMMISSION DISCUSSION:
Kopping reported that she presented at the Board of Supervisors. She noted her
presentation was well received and that the Board of Supervisors indicated that
they would appreciate more frequent updates from the Senior Center. The
Commission discussed the possibly of senior center members or steering council
members going to the Board of Supervisors on a quarterly basis.
Honohan requested that election of officers be on the agenda next time.
Honohan suggested that Hobbs and Mitchell be on the nominating committee.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 7/0. Mitchell/Clamon.
Approved Minutes
February 18, 2016
Senior Center Commission
Attendance Record
Year 2015
Name
Term Expires
2/19/15
3/19/15
4/16/15
5/21/15
6/11/15
7/16/15
10/15/15111/19/15
12/17/1511/14/16.
2/18/16
Joy Beadleston
12/31/19
--
--
--
--
--
--
--
--
--
X
X
Cheryll Clamon
12/31/18
X
O/E
NM
X
X
X
X
X
NM
X
X
Chuck Felling
12/31/15
X
X
NM
X
X
X
X
X
NM
--
Jack Hobbs
12/31/16
X
X
NM
X
X
X
X
X
NM
X
X
Mark Holbrook
12/31/18
X
O/E
NM
X
X
X
X
X
NM
X
X
Jay Honohan
12/31/16
X
X
NM
X
X
X
X
O/E
NM
O/E
X
Kathy Mitchell
12/31/19
X
X
NM
X
O/E
X
X
X
NM
X
X
Margaret Reese
12/31/15
X
X
NM
X
X
X
X
X
NM
r X
X
Key: X= Present
O= Absent
O/E = Absent/Excused
NM= No meeting
-- = Not a member
APPROVED
IOWA CITY TELECOMMUNICATIONS COMMISSION
MONDAY, FEBRUARY 22,2016--5:30 P.M.
CITY CABLE TV OFFICE, 10 S. LINN ST. -TOWER PLACE PARKING FACILITY
MEMBERS PRESENT: Laura Bergus, Derek Johnk, Nick Kilburg, Bram Elias
MEMBERS ABSENT: Alexa Homewood
STAFF PRESENT: Ty Coleman, Mike Brau
OTHERS PRESENT: Josh Goding, Emily Light
SUMMARY OF DISCUSSION
Coleman said Grassley informed him the DOCSIS 3.1 tests in Columbia, MO are going well but
he could not provide an estimate on when the service would come to Iowa City. Goding reported
PATV found sponsors for the boys and girls City High vs. West High basketball games. PATV
staff have been providing special video production workshops for a local organization working
with junior high aged students. PATV is receiving payment for the workshops. Light reported
the Senior Center has been partnering with PATV to offer a series of video production
workshops at the Senior Center. Senior Center Television has been working on programs related
to the Senior Center's planned 35th anniversary celebration. Johnk asked if ImOn has taken any
measures to provide residential Internet or cable TV service and if they were aware the City had
a Telecommunications Commission. Coleman said ImOn is not particularly forthcoming with
their plans. City administration has informed them of their desire to provide service to the entire
community. Bergus asked if there was anything the Commission could do to clarify or confirm
that Mediacom understands they are now operating under a municipal franchise. Brau said it is
possible Mediacom has communicated with City administration or the City Attorney and the
Commission and Cable TV staff were not informed. Grassley has indicated he understands
Mediacom is now working under a municipal franchise. One indication of Mediacom's
understanding would be to determine if a letter of credit required by the municipal franchise has
been provided. The only known indication of Mediacom's understanding is Grassley's
statements at a previous Commission meeting. Bergus suggested the Cable TV Office provide
the City Attorney a list of the items that Mediacom should be made aware, including the
calculation of the franchise fee and the letter of credit. The build -out requirements might also be
included. Johnk said the City is entangled in a legal dispute with Mediacom, in part, because the
Commission was not consulted. Periodic presence of Fruin or the legal department at
Commission meetings would be a benefit to the City. Kilburg asked Coleman to invite a
representative from the legal department to the next meeting.
APPROVAL OF MINUTES
Bergus moved and Johnk seconded a motion to approve the January 26, 2016 minutes. The
motion passed unanimously.
ANNOUNCEMENTS OF COMMISSIONERS
None.
SHORT PUBLIC ANNOUNCEMENTS
None.
CONSUMER ISSUES
Coleman referred to the report in the meeting packet and noted that the long-running problem of
a potential subscriber not being able to get service to their house remains.
MEDIACOM REPORT
Coleman said Grassley informed him the DOCSIS 3.1 tests in Columbia, MO are going well but
he could not provide an estimate on when the service would come to Iowa City.
LOCAL ACCESS CHANNEL REPORTS
City Channel 4 had a written report in the meeting packet. Goding reported PATV found
sponsors for coverage of the boys and girls City High vs. West High basketball games. PATV
staff have been providing special video production workshops for a local organization working
with junior high aged students. PATV is receiving payment for the workshops. Light reported
the Senior Center has been partnering with PATV to offer a series of video production
workshops at the Senior Center. Senior Center Television has been working on programs related
to the Senior Center's planned 35th anniversary celebration. A lip-synched video to the number 1
song 35 years ago, "Celebrate", will feature members of many Senior Center programs. A video
on the history of the Senior Center is also being made featuring photos over the years and
interviews with long-time staff. Coleman reported the City Channel anticipates using more
University of Iowa interns during the summer. Staff will be shooting footage of some of the
major construction projects the City is undertaking. A virtual tour of some of the City parks is
also planned.
2016 TELECOMMUNICATIONS COMMISSION INITIATIVES
Kilburg read the list of ideas Commissioners had submitted by email and included in the meeting
packet. Johnk asked if ImOn has taken any measures to provide residential Internet or cable TV
service and if they were aware the City had a Telecommunications Commission. Coleman said
ImOn is not particularly forthcoming with their plans. Coleman said ImOn was provided a copy
of the broadband survey so they should be aware of the Commission's existence. City
administration has informed them of their desire to provide service to the entire community.
Bergus asked if there was anything the Commission could do to clarify or confirm that
Mediacom understands they are now operating under a municipal franchise. Bergus said the
Commission could communicate to the City Attorney that they might wish to confirm the date
when the municipal franchise became effective, as the calculation of franchise fees is affected.
Brau said it is possible Mediacom has communicated with City administration or the City
Attorney and the Commission and cable TV staff were not informed. Grassley has indicated he
understands Mediacom is now working under a municipal franchise. One indication of
Mediacom's understanding would be to determine if a letter of credit required by the municipal
franchise has been provided. The only known indication of Mediacom's understanding is
Grassley's statements at a previous Commission meeting. A letter could be sent to Mediacom
reminding them that certain revenue streams are subject to franchise fees under the municipal
franchise that were not under a state franchise and they should be included in the next franchise
fee payment. Mediacom's first franchise fee payment under the municipal franchise is expected
in the middle of April based on past experience, but is not required until 90 days after the quarter
ends. Elias said the Commission ought not be the body to send such a reminder letter. Bergus
suggested the Cable TV Office provide the City Attorney a list of the items that Mediacom
should be made aware, including the calculation of the franchise fee and the letter of credit. The
build -out requirements might also be included. Kilburg said Mediacom is likely aware of the
changes and it is also important for the City administration to be fully informed. Bergus said a
business Internet service survey had been mentioned in the past. It was agreed to take this up at
a later date. Kilberg noted that one item on the list of possible Commission initiatives is to
facilitate better communication between the City and potential providers. Kilburg said the
Commission should not get in between the City administration and ImOn, but there might be
ways to assist the City in such matters in the future. Brau said that in the past the Commission's
agenda always included a report from the legal department. For a stretch of time there were no
legal issues for the Commission and the legal department stopped attending meetings. Johnk
said the City is entangled in a legal dispute with Mediacom, in part, because the Commission
was not consulted. Periodic presence of Fruin or the legal department at Commission meetings
would be a benefit to the City. Kilburg asked Coleman to invite a representative from the legal
department to the next meeting.
ADJOURNMENT
Bergus moved and Elias seconded a motion to adjourn. The motion passed unanimously.
Adjournment was at 6:05 p.m.
Respectfully submitted,
1; 0�
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
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
11/23/15
X
X
olc
o/c
x
1/25/2016
o/c
X
X
X
x
2/22/2016
x
x
x
x
o/c
Gowder
3/28/2016
x
x
o/c
o
x
(X) = Present
(0) = Absent
(O/C) = Absent/Called (Excused)