HomeMy WebLinkAbout2016-06-06 Bd Comm minutesmrra
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PUBLIC LIBRARY
123 S. Linn St. •Iowa City, IA 52240
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BOARD OF TRUSTEES
Minutes of the Regular Meeting FINAL APPROVED
April 28, 2016
Members Present: Janet Freeman, Adam Ingersoll, Thomas Martin, Robin Paetzold, Meredith Rich -
Chappell, Monique Washington.
Members Absent: Diane Baker, John Beasley, lay Semel.
Staff Present: Terri Byers, Maeve Clark, Susan Craig, Melody Dworak, Kara Logsden, Patty McCarthy,
Elyse Miller, Brent Palmer, Angela Pilkington, Candice Smith.
Guests Present: None.
Call Meeting to Order. President Paetzold called the meeting to order at 5:04 pm.
Public Discussion. None.
Approval of Minutes.
The Minutes of the March 24, 2016, Library Board of Trustees meeting were reviewed. A motion to
approve the Minutes with the correction was made by Martin and seconded by Washington. Motion
carried 6/0.
Unfinished Business.
Bookmobile. Craig reported on the meeting she and Pilkington attended with the Antelope Lending
Library (Antelope) and Geoff Fruin. Craig said it was a good discussion in which Antelope described
their operation and we discussed our vision for our bookmobile. Fruin drafted a memo and a second
meeting will take place tomorrow with Fruin, Antelope, and ICPL staff. After this meeting, Fruin will
finalize a memo that will go to the City Council, presumably in June. If the City Council feels we have
complied with their direction, then the money for the bookmobile will be released. Some points
brought up in the discussion included collaboration in marketing each other's services as an area both
parties agreed upon. This summer ICPL staff could do a couple of visits with Antelope to see how their
service works. Craig suggested we might be able to do joint programming, perhaps both bookmobiles
could do programming at some location. There was discussion about whether we could do fundraising
together, however, the Friends Foundation Board cannot legally raise money for any entity other than
ICPL. Craig suggested, for example, there could be an occasion where a fundraising event could be
sponsored by a third party in which both bookmobiles participate. Craig said it is important to
acknowledge the work Antelope has done, and suggest ways we can work together. Antelope is
interested in joining the Public Libraries of Johnson County (PUC). Craig responded that PUC is
ineligible because it is a public library group and Antelope is not a public library. Craig said she would
facilitate Antelope attending a meeting and in fact, Antelope will attend the May PUC meeting.
Antelope was very interested in delivering holds placed from our catalog to patrons and Craig said she
would not recommend this to the Library Board because of issues related to patron records and the
logistics and communication. Craig believes we made a good faith effort. Craig will forward the Fruin
memo as soon as she receives it. June City Council meetings are 6/7 or 6/21; hopefully this will be
addressed at one of these meetings. The bookmobile consultant will be here next Tuesday to begin
work on drafting the RFP. The meeting will include the City staff person who will help us purchase the
vehicle. Washington asked about other things Antelope wanted. Craig said they shared where their
bookmobile will visit this summer. They preferred we did not visit the same sites they visit. We agreed
we will coordinate with them so we do not show up at the same time in the same place. Antelope had
an open house that Craig and Logsden attended. Two-thirds of their books are aimed at children, which
is different than what we are planning. Semel attended a City Council listening post last week. A
member of Librarians for Social Justice spoke against the funding for ICPL's bookmobile. Paetzold read
a synopsis of Semel's notes from the session. Paetzold said this also shows if Board members are
available to attend these listening posts, they should. Ingersoll asked if Craig is comfortable with the
meetings with Fruin. She said she is and feels he is trying to find ways for us to move forward together
and cooperate.
New Business.
Digital History Project. Smith and Dworak gave a demonstration of the website created to memorialize
the 2006 tornado. Martin asked if the project has an end date. Staff said we will keep this material up
indefinitely as part of the Digital History Project. Candice said the First United Methodist Church organ
items are starting to go up on the website. An Interactive quiz on music history in Iowa as part of the
Music is the Word project is coming soon. Paetzold asked if we collaborated with the State Historical
Society or the Johnson County Historical Society. We do, and some of our first photos came from the
Johnson County Historical Society when we started the Digital History project.
Library Board Policy #806: Meeting Room Policy. This is a regularly scheduled policy review. Freeman
asked about the ICN. Craig described ICN history. A motion to approve the policy with the changes
recommended by staff and the editorial change suggested by Freeman was made by Martin and
seconded by Washington. Motion carried 6/0.
Library Board Policy #814: Copyright. This is a regularly scheduled policy review. Craig believes public
libraries have a role to play to instruct others about copyright and she feels this is even more important
in the digital age. It is difficult to explain intellectual property, particularly to young people, who have
access to everything all the time. Ingersoll asked about the popup we used to have on our public
computers informing users about copyright. Staff felt this was a deterrent to access so it was decided to
go with the improved access at the sacrifice of some information, said Craig. Clark noted there are more
physical signs posted about copyright and we give notice to people about copyright. Ingersoll asked
how we would know if someone was downloading a lot of material. Logsden said we might see
someone ripping stacks of CDs or DVDs and that would be an indication, at which time we would say
something to the patron and ask them to desist. Freeman asked if we are legally protected. Craig said
we are protected by the signs and by our policy. A motion to approve the policy with the changes
recommended by staff was made by Ingersoll and seconded by Rich -Chappell. Motion carried 6/0.
Staff Reports.
Director's Report. The Open Access terms of agreement was included for the Board's information. Craig
said we participate as one of the conditions of receiving state funding. It benefits our patrons because
they can use any library that also participates in Reciprocal Borrowing. Our Teen Librarian applied for a
$5,000 grant from the ALA for the Great Stories Club. ICPL was one of 75 libraries awarded the grant.
Visser is collaborating with the teacher -librarian at Tate High School for a program that will take place
next school year. The Spring Window is at the printer and will be mailed shortly. Saturday, May 21, is the
Music is the Word finale with Catfish Keith on Pedestrian Plaza. Craig encourages everyone to attend
the free concert. Staff are meeting with Rachel Zuckerman, a University of Iowa student government
leader (see Correspondence) tomorrow morning. Six staff members attended the Public Library
Association annual conference in Denver, Colorado and have been sharing what they learned with staff
since they returned. Craig noted the lovely Volunteer Recognition reception last night and thanked
Washington, Martin, and Paetzold for attending. Nancy Sereduck was recognized for 6,000 hours of
service.
Departmental Reports:
Children's Services. No comments.
Collection Services. No comments.
IT. No comments.
Development Office Report. McCarthy expects Looking Forward will be a great event with 100
registered guests, so far, which is on target.
Spotlight on the Collection. No comments.
President's Report. President Paetzold appointed Ingersoll and Baker to the Foundation Board.
Announcements from Members. None.
Committee Reports.
Foundation Members. McCarthy reported the meeting focused on building the audience for the
Looking Forward event on May 8. The final Friends Foundation Board meeting of the year will be June 1.
New officers will be elected.
Communications. Email correspondence with Rachel Zuckerman. A meeting with staff has been
scheduled.
Quarterly Financial Reports. Board members reviewed the FY16 third-quarter receipts and
expenditures. Craig said our financials are on target.
Quarterly Use Reports. Board members reviewed the FY16 nine-month output measures, circulation by
area and agency, and circulation by type and format reports. Paetzold asked about fewer things
checked out. Craig said this is a national trend. Craig noted that adult programs are up, in part because
of Music is the Word programming.
Disbursements.
The MasterCard expenditures for March, 2016 were reviewed. A motion to approve the disbursements
for March, 2016 was made by Rich -Chappell and seconded by Ingersoll. Motion carried 6/0.
Set Agenda Order for May Meeting.
Bookmobile.
Adjournment. A motion to adjourn the meeting was made by Martin and seconded by Rich -Chappell.
Motion carried 6/0. President Paetzold closed the meeting at 6:07 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
Meeting Date
Name
Expiration
6/25/15
7/23/15
8/27/15
9/24/15
10/22/15
11/19/15
12/17/15
1/28/16
2/25/16
3/24/16
4/28/16
5/26/16
Diane Baker
6/30/19
X
X
X
X
O/E
O/E
X
O/E
X
X
O
X
John Beasley
6/30/21
Not on Board
X
X
X
X
X
X
X
0
O/E
O/E
O/E
Thomas Dean
6/30/15
X
Off Board
Janet Freeman
6/30/19
X
X
0
X
X
I X
X
O/E
O/E
X
X
X
David Hamilton
6/30/15
X
Off Board
Adam Ingersoll
6/30/21
Not on Board
X
X
X
X
X
X
X
X
X
X
X
Tom Martin
6/30/17
X
X
X
O/E
X
X
X
X
X
X
X
X
Linzee Kull
McCra
6/30/15
X
Off Board
Robin Paetzold
6/30/17
X
X
X
X
X
X
X
X
X
X
X
X
Meredith
Rich -Chappell
6/30/17
X
X
O/E
X
X
X
X
X
X
O/E
X
X
Jay Semel
6/30/19
O/E
X
X
X
X
X
X
X
X
X
O/E
X
Monique
Washington
6/30/21
Not on Board
X
X
X
X
X
X
X
X
X
X
X
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
FINAL/APPROVED
COMMUNITY POLICE REVIEW BOARD
MINUTES — February 17, 2016
3b(2)
CALL TO ORDER: Chair Melissa Jensen called the meeting to order at 5:32 P.M.
MEMBERS PRESENT: Royceann Porter, Joseph Treloar
MEMBERS ABSENT: Donald King, Mazahir Salih
STAFF PRESENT: Legal Counsel Ford, Staff Kellie Tuttle
STAFF ABSENT: None
OTHERS PRESENT: Captain Hart of the ICPD
RECOMMENDATIONS TO COUNCIL
None
CONSENT CALENDAR
Motion by Treloar, seconded by Porter, to adopt the consent calendar as presented or
amended.
• Minutes of the meeting on 01/20/16
• Minutes of the meeting on 01/25/16
• ICPD Memorandum (Quarterly Summary Report IAIR/CPRB, 4th Quarter 2015)
Motion carried, 3/0, King and Salih absent.
OLD BUSINESS
Community Forum — Tuttle went through the available dates at the library to hold the forum.
After discussion, the Board agreed on Tuesday, April 26th at 6:OO13M.
Tuttle also went over the process of how and where she will publicize the
forum and also stated she would forward the notice to Board members so
they could also post or email the notice giving the forum information.
Jensen stated she would still like to do some sort of short presentation at
the beginning of the forum, possibly just an overview of what the Board
does.
NEW BUSINESS
None.
PUBLIC DISCUSSION
None.
BOARD INFORMATION
None.
STAFF INFORMATION
None.
February 17, 2016
Page 2
TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to change)
• March 8, 2016, 5:30 PM, Helling Conference Rm
• April 12, 2016, 5:30 PM, Helling Conference Rm
• April 26, 2016, 6:00 PM, ICPL (Community Forum)
• May 10, 2016, 5:30 PM, Helling Conference Rm
• June 14, 2016, 5:30 PM, Helling Conference Rm
ADJOURNMENT
Motion for adjournment by Treloar, seconded by Porter.
Motion carried, 3/0, King and Salih absent.
Meeting adjourned at 5:41 P.M.
COMMUNITY POLICE REVIEW BOARD
ATTENDANCE RECORD
YEAR 2015-2016
(MeetingDate
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
TERM
2/10
3/10
4/7
4/28
5/20
6/16
7/20
9/8
10/12
12/16
1/20
1/25
2/17
NAME
EXP.
Melissa
9/1/16
X
X
X
X
X
X
X
X
X
X
X
X
X
Jensen
Joseph
9/1/17
X
X
X
O/E
X
X
X
X
X
X
X
X
X
Treloar
Royceann
9/1/16
O
X
X
X
O
O/E
O/E
O
X
O
X
X
X
Porter
Mazahir
9/1/17
X
O/E
X
X
O/E
O
O
X
O
O/E
O
X
O
Salih
Fidencio
9/1/15
X
X
O
X
X
X
X
---
---
---
---
---
---
Martinez
Donald
9/1/19
--
--
---
---
---
--
_
X
X
X
X
O
King
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
FINAL/APPROVE
mTnrTr-
COMMUNITY POLICE REVIEW BOARD 3
COMMUNITY FORUM
April 26, 2016,6:00 P.M.
IOWA CITY PUBLIC LIBRARY
123 South Linn Street, IC
CALL TO ORDER: Chair Melissa Jensen called the meeting to order at 6:00 P.M.
MEMBERS PRESENT: Melissa Jensen, Joseph Treloar, Royceann Porter,
Mazahir Salih, Donald King
MEMBERS ABSENT: None
STAFF PRESENT: Legal Counsel Patrick Ford and Staff Kellie Tuttle
(Transcriptions are available)
INTRODUCTION OF THE BOARD & BRIEF OVERVIEW.
CONSIDER MOTION TO ACCEPT CORRESPONDENCE AND/OR DOCUMENTS
None to accept.
PUBLIC
DISCUSSION The following individuals appeared before the CPRB:
Mike Smithey Iowa City
ADJOURNMENT
Meeting adjourned at 6:08 P.M.
(Forum Summary will be submitted to Council)
COMMUNITY POLICE REVIEW BOARD
ATTENDANCE RECORD
YEAR 2015-2016
(Me fing Date)
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
TERM
3/10
4/7
4/28
5/20
6/16
7/20
9/8
10/12
12/16
1/20
1/25
2/17
4/12
4/26
NAME
EXP.
Melissa
9/1/16
X
X
X
X
X
X
X
X
X
X
X
X
NM
X
Jensen
Joseph
9/1/17
X
X
O/E
X
X
X
X
X
X
X
X
X
NM
X
Treloar
Royceann
9/1/16
X
X
X
O
O/E
O/E
O
X
0
X
X
X
NM
X
Porter
Mazahir
9/1/17
O/E
X
X
O/E
0
O
X
O
0/E
O
X
O
NM
X
Salih
Fidencio
9/1/15
X
O
X
X
X
X
---
---
---
---
---
---
Martinez
Donald
9/1/19
---
---
--
---
---
---
---
X
X
X
X
0
NM
X
King
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
--- = Not a Member
3b(4)
MINUTES APPROVED
HISTORIC PRESERVATION COMMISSION
APRIL 14, 2016
EMMA J. HARVAT HALL
MEMBERS PRESENT: Esther Baker, Zach Builta, Gosia Clore, Sharon DeGraw, Andrew
Litton, Pam Michaud, Ben Sandell, Ginalie Swaim, Frank Wagner
MEMBERS ABSENT: Thomas Agran, Cecile Kuenzli
STAFF PRESENT: Jessica Bristow, Bob Miklo
OTHERS PRESENT: Mitch King, Alicia Trimble, Julie Weeks
RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action)
CALL TO ORDER: Chairperson Swaim called the meeting to order at 5:30 p.m.
At Swaim's request, each Commission member announced the district he/she represents or if
he/she is an at -large member. She welcomed the new Commission members.
PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA:
There was none.
CERTIFICATES OF APPROPRIATENESS:
613 Grant Street.
Bristow said this property is in the Longfellow Historic District. She showed a photographs of
the bungalow. Bristow showed the original exterior and the wall with a window in it that is
perpendicular to the outside wall. Bristow said the proposal is to remove the window from that
wall and put it on the outside.
Bristow showed where there will also be a door added. She said the owner plans to put a
gable -shaped entry -cover over the door, like the one that was approved for a house on Ronalds
Street. Bristow said this will obviously need at least a couple of steps. Bristow said the plan is
to put a small landing at the back door, and there will probably be about two steps. She said
that at that point, a railing is not required, but if the owner installs one, it would match the railing
on the front of the house.
Bristow said the front door is basically a full panel with an insert to make it an oval shape. She
said the owner found a salvage door that is a simpler version of that, which he plans to use.
Bristow said staff recommends approval of the project, subject to making certain that the stairs
and landing are approved by staff and the chair. She said it sounds like the owner plans to use
the railing that meets the guidelines.
MOTION: Wagner moved to approve a certificate of appropriateness for the project at
613 Grant Street as presented in the staff report with the following condition: the access
for the new door (step) to be approved by staff and chair. Baker seconded the motion.
The motion carried on a vote of 8-0 (Agran, Kuenzli, and Michaud absent).
HISTORIC PRESERVATION COMMISSION
April 14, 2016
Page 2 of 9
716 Dubuque Street
Bristow said this is the house that the Commission looked at as a potential historic landmark at
a previous meeting. She stated that the Board of Adjustment approved a special exception for a
historic preservation waiver of required parking and to allow a fraternity of up to 21 residents,
contingent on the applicant outlining a rehabilitation and maintenance plan to be approved by
the Historic Preservation Commission.
Bristow said staff went through the exterior of the property with the applicant and discussed
what would be needed to maintain and rehabilitate the property. She showed the historic
photographs and said that one of the things to note is the brick garden wall that originally went
along the alley side. It was removed some time ago.
Bristow stated that some of the work to be done includes tuck pointing and stabilizing the
masonry. She said the applicant has provided information about his tuck pointer and his
qualifications, which do meet the Secretary of the Interior Standards for Rehabilitation, based on
staff's opinion. Bristow said that the arch is falling in and will need to be rebuilt. She said the
top of the chimney will need to be rebuilt. Bristow said there are numerous places where tuck
pointing and stabilizing the masonry will need to take place.
Bristow said that currently there is a deck on the north side along the alley. She said the
applicant proposes to remove that deck and replace the wall to look similar to the original wall
along the alley. Bristow said that the space between the wall and the building will then become
bicycle and scooter parking. She said the bricks will be matched as will the design of the
historic wall. Bristow said the stairs there will be concrete, which they originally were. She said
the owner will put on a new railing to match the railing currently around the porch.
Bristow said one can see that there is a Tudor stucco and board portion on the second floor of
this porch. She said there are also some dormers in the roof that have asphalt shingles on
them currently. Bristow said the asphalt shingles are going to be removed and replaced with
hardi-plank with the stucco texture to be put on the wall with a board to mimic the stucco and
board pattern on the lower part.
Bristow said that portions of the trim are deteriorated. She showed photographs of this. Bristow
said that this will be repaired and replaced. She said that the front door is really too rotten to be
repaired at the bottom, so it will be replicated with a newly constructed door.
Bristow said that one of the other main things being done with this property is to remove the
asphalt shingles. She said the roof has leaks and other problems. Bristow stated that the
applicant has proposed a new material that mimics slate roofing. She said it appears to be
attractive and added that both a large sample and small sample are available for the
Commission members to examine.
Bristow said it is a recycled plastic material that would be used in the slate -like configuration.
She said that many of the Tudor homes, especially masonry ones, would have had a slate roof.
Bristow said it looks good, and the color looks really good in the sample, which is called the
cottage blend. Bristow said staff noticed a development up north of Oakdale with a roofs that
are also a plastic shingle material. She showed photographs of a type of shake shingle plastic
material. Bristow stated that one can see that, at least in this development, it has some color
problems, and there are some issues where it is warping. She said there is also a product that
would probably be considered the slate version of this material. Bristow said that all of the
HISTORIC PRESERVATION COMMISSION
April 14, 2016
Page 3 of 9
pieces shown in the photograph seem to be kind of cupping, and one can see that some of
them are kind of curling a little bit.
Bristow said staff has spoken to the applicant about this. She said the applicant believes that
this is a different material and that the material he is proposing is an improved product. Bristow
said that if the material were to fail or would have any of the issues seen in the other
installations, it would have to be replaced.
Bristow said it is up to the Commission to approve the material. Swaim asked about the
photograph and if it shows a relatively new roof that has faded poorly. Bristow responded that
they do not know exactly when it was installed. She said that the product the applicant brought
in does come in a slate or a wood shake version to give a texture and three-dimensional quality.
Bristow stated that both of the roofs in the photographs are the wood shake version. She said
she does not know that this is exactly the same product or manufacturer and does not know
when the roofs were installed.
Miklo pointed out that the reason staff has gone into so much detail about the roof is that the
guidelines call for genuine materials, and there is a list of approved materials, asphalt being one
of them. He stated, however, that the guidelines do allow the Commission, on a case by case
basis, to approve non -authentic materials. Miklo said that is what is being requested here. He
said that staff has a comfort level with this in that it looks good from a distance and even up
close. Miklo said initially staff had the concerns described by Bristow regarding coloration but
has been reassured that this is an improved version.
Miklo said that approval of this product is a Commission decision. He stated that if the
Commission does not approve this, then an alternate material such as asphalt shingles or metal
shingles would have to be considered. Miklo suggested that the Commission members take a
minute to examine the material more closely. He passed around a sample.
Miklo said there are several houses with this material in the development that staff looked at,
and staff took photographs of the worst-case scenario. He said the applicant talked to the
supplier of the material, and he may want to address this.
Miklo said that there is a schedule for replacing the windows, as noted in the report. He said
that they will not all be replaced all at once, but the windows facing Dubuque Street and the
windows on the north side will be replaced in the initial year.
Miklo stated that in subsequent years, additional windows will be replaced. He added that the
windows are not original but are vinyl replacement windows. Miklo said that one of the reasons
the Commission does not approve vinyl windows is that they do not have a long life span and
are not very sustainable. He believes the vinyl windows were put in during the last 20 years.
King said he is the applicant for this project and was available to answer any questions.
Swaim discussed the proposal calls for the use of painted number two pine for window trim
replacement is appropriate. Swaim said she has recently experienced how new wood does not
hold up like old wood does. She said this is a lot of trim to be replaced. Swaim asked if another
material would be a better good choice.
Wagner said that the pine boards do not last very long before rotting. He said that fiber cement
sheathing could be used in the stucco area. Wagner said that fir or vertical grain fir actually
HISTORIC PRESERVATION COMMISSION
April 14, 2016
Page 4 of 9
does better, as does southern yellow pine. He said that the number two pine boards off the
shelf at Menards won't last.
Miklo showed some areas on the photograph and asked if cedar would be an appropriate
material. Wagner responded that on that bed mold with the decoration, there are pine boards
that can be used, but that tends to rot. He said that one can use southern yellow pine that is a
little more expensive, but if it is painted and sealed properly, it will last
King said that when he first looked at this, he thought the trim was number two pine. He said
that after looking at it more closely, he found that basically all of the trim is cedar. King said he
would replace the rotted trim with cedar.
Regarding the roofing material proposed, Clore asked if the individual pieces are larger than
they would be with an asphalt shingle. King responded that what was seen is what they
stagger. He said that is the normal piece; they just overlap like asphalt shingles. Miklo said they
look to be about twice the size of asphalt shingles. He stated that a real slate roof, which Tudor
houses often had, would be similar to the size proposed.
Regarding the roof with discoloration, King said that is a totally different product. He referred to
a e-mail from the owner of the company making the product he proposes to use stating that the
company uses more UV in the product than in the past. King said they use more formula in the
product so that it stands up longer.
King said the company he plans to use is based in Washington, Iowa. He said the company
has worked on the Dwell building in the past year or so. King said the product has a very high
hail resistance.
King stated that one of the stipulations of the special exception was to remove the back deck to
add more parking.
Sandell said that the brick area that is original seems out of place compared to the rest of the
stone on the building. Bristow replied that it also had a brick surround on the front entry, and
there are some low stone piers with a little brick band. She said there is brick on the back and
brick on the chimney. Bristow said the back is a different color than the wall, but there are other
places on the building where it had brick. She said one photograph of the entry shows a low
brick wall between the two stone piers. Bristow said that the brick wall on the alley appears to
be original.
Miklo said brick was used as an accent and added that it would not have been unusual for a
Tudor building to have several materials, including brick, stone, stucco, and timber. He said this
is a good example of a Tudor building using all those materials.
Regarding the roof material, Sandell agreed that it looks good and thinks it will look even better
from a distance. He said that if the product fails over time, whether due to warping or
discoloration, replacement would be needed at that point anyway, and it would come back
before the Commission again.
Miklo said it might involve a staff level review. Bristow added that since it is a landmark, it would
call for an intermediate review, which would involve staff and the chair.
HISTORIC PRESERVATION COMMISSION
April 14, 2016
Page 5 of 9
Swaim asked what kind of warranty the roof would have. King replied that it has a 50 -year
warranty.
MOTION: Baker moved to approve a certificate of appropriateness for the project at 716
North Dubuque Street as presented in the staff report with the following conditions: trim
and stucco colors to be approved by staff and the brick match to be approved by staff.
Clore seconded the motion. The motion carried on a vote of 9-0 (Agran and Kuenzli
absent.
Miklo stated that, in the certificate itself, the use of cedar versus pine will be cited, and the
window schedule will also be spelled out.
King said that he has guaranteed 36 windows to be replaced right now. He asked, once he gets
into the work, if he notices one is worse for wear, does he need to come back before the
Commission.
Miklo said that Bristow could approve that administratively. Bristow stated that staffs only
concern was making sure that there is not a facade where there is one really obvious window
replacement and all the rest the same. Miklo said this approval will allow the applicant to
replace all the windows over time without having to come back.
REPORTS ON CERTIFICATES ISSUED BY CHAIR AND STAFF:
1118 East College Street .
Bristow said this involved an asphalt shingle roof replacement.
508 Church Street.
Bristow said this house has replacement storm windows on all of the double hung windows.
She said there are two original storm windows. Bristow said that all of the replacement storm
windows are going to be replaced. She said that the two original ones will remain, and all of the
big picture windows will remain.
530 Ronalds Street.
Bristow said there have been a few small projects here over the past year. She said the
membrane roofing on the porch will be replaced and any damaged siding above that as they re -
flash will also be replaced.
120 Fairchild Street.
Bristow said this is one of the historic landmarks. She said staff has been working with the new
owner, William Means, since last summer.
Bristow said the current project involves replacing the asphalt shingles, because there is quite a
bit of leaking. She said Means is replacing all the copper flashing and the copper valleys with
copper.
Bristow said Means is also having the chimneys repaired. She said the caps have been
replaced with new, smoother caps, and there was some discussion of replacing them like the
HISTORIC PRESERVATION COMMISSION
April 14, 2016
Page 6 of 9
historic photograph. Bristow said it is so difficult to tell what was there from the small
photograph that she told Means to go with what is there right now to simplify the project.
Bristow said that all of the K -style gutters will be replaced. She said that Means is going to
clean to remove some of the mold in the dark places under the overhangs and repaint the entire
house. Bristow said Means will do some work on the siding as needed. She said Means would
like to remove the porch infill where a room was added, put the main stairs back, and turn it
back into a single family home, but some of that is probably just not possible.
Bristow said there is a large carriage house that Means is also working on with the same type of
work. She commended Means for taking this on and said staff has been working on this with
him for some time.
MINOR REVIEW:
810 North Johnson Street
Bristow referred to the photograph showing five windows with arrows. She said a previous
owner replaced all of the original windows with metal storms so that there are not good double
hung windows there anymore but just storm windows on the inside and storm windows on the
outside.
Bristow said this project just uses sash packs to replace those interior storms with double hung
windows. She said they will match the divided light pattern on the other windows.
COMMISSION REPRESENTATION STATE CODE AMENDMENT:
Miklo said that the current State Code that allows cities to establish historic districts and historic
preservation commissions requires that each historic district have a representative on the
commission. He stated that this does not apply to conservation districts but only to historic
districts.
Miklo said that has been an issue in the past, and staff sees it as an issue going forward, in that
some of the districts are fairly small and there are not many residents, making it a small pool
from which to choose. He said therefore there has sometimes been difficulty finding people to
fill those positions, for example for the Jefferson Street District.
Miklo said that if more districts are added, the Commission would just become too large and
unwieldy. He said that for a number of years, the Preservation Plan has suggested lobbying the
State to change the law to specify a maximum number of district representatives or somehow
amend the State Code so that a new member is not required each time a district is added.
Miklo said that because this is a continuing issue, staff suggests contacting the State to ask for
consideration of such an amendment. He said that if the Commission agrees, the appropriate
course of action would be to authorize the chair to write a letter to the State Historic
Preservation Office asking for such an amendment.
Swaim said there are only 12 properties in the Woodlawn District, and many residents have
been on the Commission before. She said that since there is a new stipulation that a
Commission member may not serve more than two consecutive terms, finding a replacement in
some of the small districts is somewhat difficult.
HISTORIC PRESERVATION COMMISSION
April 14, 2016
Page 7 of 9
Swaim said she would like to draft the letter and get comments from the Commission. Miklo
said that staff could help come up with some language. He said that no action would be taken
until at least next year.
Sandell discussed adding districts in the future as properties get older and then not allowing
those districts certain representation. He asked if there is any kind of special work around for
that.
Miklo said the intent is not to not allow them to have a representative but to not require a
representative. He said there are at -large seats that could be appointed from new districts.
BY-LAW AMENDMENTS:
Miklo said the Commission recently recommended a couple of changes to the by-laws to the
City Council, and those are going forward independently. He said these by-law changes are the
result of some action the City Council has taken in terms of boards and commissions.
Miklo said there is no longer a requirement that commission members be registered voters, so
the language would align with that. He said that members do have to reside in Iowa City.
Miklo said the second amendment arises from the City Council deciding that rather than
appointing on a monthly basement, it will do commission appointments twice a year. He said
that in order to put this in sync with the calendar, as noted in the memo from the City Clerk's
Office, terms should expire in July instead of at the end of March in order to work with the
proposed appointment schedule.
Swaim asked if the twice a year schedule would result in staggered appointments. Miklo replied
that the terms would be the same, but the City Council would not be making appointments
throughout the year. He said that this would make all of the expiration dates the same, so the
City Council would not be appointing new members all the time. Miklo said that special
consideration may be given if someone resigns. Bristow said this would also keep the City from
having to advertise continually.
Michaud asked if all Historic Preservation Commission terms would be extended to July 1 of
their expiration year. Miklo confirmed this.
MOTION: Clore moved to approve the new, revised by-laws. Baker seconded the
motion. The motion carried on a vote of 9-0 (Aaran and Kuenzli absent).
CONSIDERATION OF MINUTES FOR MARCH 10, 2016:
MOTION: Wagner moved to approve the minutes of the Historic Preservation Commission's
March 10, 2016 meeting, as written. Litton seconded the motion. The motion carried on a vote
of 9-0 (Aaran and Kuenzli absent).
COMMISSION INFORMATION AND DISCUSSION
Swaim introduced Trimble as the Chair of Friends of Historic Preservation, which is undertaking
the move of the house on Iowa Avenue. Swaim asked for an update.
Trimble deferred to Bristow who is handling a lot of the details with the project. Trimble said the
concrete foundation will probably be poured on Friday. Bristow said the hole was dug earlier in
HISTORIC PRESERVATION COMMISSION
April 14, 2016
Page 8 of 9
the day. She added that footings will come first and then the forms for the walls will be put up
very quickly right after that.
Trimble said the house will probably be moved on May 4. Trimble said that Friends of Historic
Preservation owns the lot now, so everything is in place. She said she could use volunteers for
April 26, 27, and 28. Bristow said there will be a variety of activities or volunteers. She that
UAY, which currently occupies the homes, is having a garage sale on April 23, is finishing its
packing on April 25, and is moving on April 26 and 27, with the house to be moved being
emptied the morning of the 26. Bristow said then everything below the floor joists will need to
be removed as well as the remaining parts of the brick chimney. She said the porch floors will
need to be removed, with the porch roofs to be braced back to the wall. Bristow said the
installed storms and screens will need to be removed. She said the gutters should be removed.
Bristow said there are quite a few activities. She said the house movers will come in and begin
digging into the hill in the front of the house on the 28th. Bristow said the house movers have
told her that as long as the front porch is removed and water and gas are off and removed, then
things toward the back may be finished while they start in the front.
Bristow said the house movers will dig in and jack up the house, which is going to be 116,000
pounds. She said the bridge at Van Buren and Washington Streets has been calculated to
allow a maximum of five miles per hour.
Bristow said that MidAmerican Energy will engage three teams to cut and splice the power lines
as the house moves. She said that many people will lose power for the time the power is cut.
Bristow said that Friends of Historic Preservation will be sending postcards to those who will be
affected. She added that there will be no parking all along Washington, Van Buren, and College
Streets in the areas affected. Bristow said it will take about four hours on College Street to turn
the wheels back around and back onto the lot.
Trimble stated that the week the house is being moved, Friends of Historic Preservation will be
salvaging the other UAY house and could use volunteers to help with that. Trimble added that a
week from Saturday is the Craft Your Environment event at the East Side Recycling Center.
She said that every craft has to have some reused or recycled part.
Swaim said it would be great to have a video of this at the next awards program
ADJOURNMENT:
The meeting was adjourned at 6:23 p.m
Minutes submitted by Anne Schulte'
HISTORIC PRESERVATION COMMISSION
ATTENDANCE RECORD
2015-2016
NAME
TERM
EXP.
5114
6111
7/9
8113
9/10
10/8
11/12
12110
1114
2111
2/25
3112
4/14
AGRAN, THOMAS
3/29/17
X
X
X
X
O/E
X
X
X
O/E
X
X
O/E
BAKER, ESTHER
3/29118
X
X
X
X
X
X
O/E
X
X
X
X
X
X
BUILTA, ZACH
—
—
—
—
—
—
—
—
—
—
–
--
X
CLORE, GOSIA
3/29/17
O/E
O/E
0/E
X
O/E
X
X
X
O/E
X
O/E
X
X
DEGRAW, SHARON
—
—
—
—
—
—
—
—
—
—
—
--
X
KUENZLI, CECILE
---
—
---
-
—
—
—
O/E
LITTON, ANDREW
3129/17
X
X
X
O/E
X
X
X
X
X
X
X
X
X
MICHAUD, PAM
3/29/18
X
O/E
X
X
X
X
O/E
X
X
X
X
X
X
SANDELL, BEN
3/29/17
X
O/E
X
X
X
X
X
O/E
X
X
X
X
X
SWAIM, GINALIE
3/29/18
X
X
X
X
X
X
O/E
X
X
X
X
X
WAGNER, FRANK
3/29/18
O/E
X
O/E
0/E
O/E
X
O/E
X
X
X
X
X
X
KEY: X = Present
O = Absent
0/E = Absent/Excused
— = Not a Member
=1.®r CITY OF IOWA CITY 3
MEMORANDUM
Date: May 26, 2016
To: Mayor and City Council
From: Kris Ackerson, Community Development Planner
Re: Recommendations from Housing and Community Development Commission
At their May 19 meeting, the Housing and Community Development Commission approved the
April 21, 2016 meeting with the following recommendation to the City Council:
1. By a vote of 5-0 the Commission recommends approval of the Iowa City Housing
Authority FY16 Annual Report/Annual Plan.
2. By a vote of 5-0 the Commission recommends the reallocated FY17 CDBG and HOME
budget to City Council:
Housing
Requested Amount
Allocation
Recommendation
Re -Allocation
Recommendation
CHDO operations —THF
16,000
16,000
16,000
Diamond Senior Apartments
$237,636
Habitat for Humanity
80,000
MYEP
65,000
50,000
50,000
The Housing Fellowship
$300,000
$134,000
58,000
Shelter House Permanent Supportive Housing
$290,000
$250,000
275,000
Subtotal
$988,636
$450,000
$399,000
Public Facilities
Arc of SE Iowa
$160,000
51,000
CSCC Childcare
$145,000
DVIP Shelter
45,917
MYEP Facility
60,000
-
Shelter House Winter Shelter
$160,000
United Action for Youth
50,000
Subtotal
620,917
$51,000
Additional action (check one)
Board or Commission is requesting Council direction
_X_ Agenda items will be prepared by staff for Council action - Done
MINUTES
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
APRIL 21, 2016-6:30 PM
DALE HELLING CONFERENCE ROOM, CITY HALL
MEMBERS PRESENT: Peter Byler, Syndy Conger, Harry Olmstead, Matthew Peirce, Emily
Seiple
MEMBERS ABSENT: Bob Lamkins, Dorothy Persson
STAFF PRESENT: Kris Ackerson, Tracy Hightshoe, Steve Rackis
OTHERS PRESENT: Maryann Dennis, Mark Patton, Brian Loring, Bruce Teague, Crissy
Canganelli
FINAL
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 5-0 the Commission recommends approval of the Iowa City Housing Authority FY16 Annual
Report/Annual Plan.
By a vote of 5-0 the Commission recommends the reallocated FY17 CDBG and HOME budget to City
Council:
Housing
Requested Amount
Allocation
Recommendation
Re -Allocation
Recommendation
CHDOoperations —THF
$ 16,000
$ 16,000
$ 16,000
Diamond Senior Apartments
$237,636
$ --
Habitat for Humanity
$ 80,000
$ --
$ --
MYEP
$ 65,000
$ 50,000
$ 50,000
The Housing Fellowship
$300,000
$134,000
$ 58,000
Shelter House Permanent Supportive Housing
$290,000
$250,000
$275,000
Subtotal
$988,636
$450,000
$399,000
Public Facilities
Arc of SE Iowa
$160,000
$ --
$51,000
CSCC Childcare
$145,000
DVIP Shelter
45,917
$ --
$ --
MYEP Facility
$ 60,000
$ --
$ --
Shelter HouseWinter5helter
$160,000
$--
$ --
United Action for Youth
$ 50,000
$ --
$ --
Subtotal
$620,917
$ --
$ 51,000
CALL TO ORDER:
Byler called the meeting to order at 6:30 PM.
APPROVAL OF MARCH 10. 2016 MINUTES:
Peirce moved to approve the minutes of March 10, 2016 with minor edits. Conger seconded the motion. A
vote was taken and motion passed 5-0.
PUBLIC COMMENT:
None.
STAFF/COMMISSION ANNOUNCEMENTS:
Olmstead mentioned that the Affordable Housing Coalition will be hosting a conference June 17 and the
evening of the 161h there will be a get together so perhaps the Commission would want to change the
meeting time so they can attend. The conference on June 17 will be at the Radisson.
Ackerson provided an update, at the last meeting the Commission discussed the Community Serving
Community Daycare, and Persson suggested they meet with people from Home Ties, the daycare at the
Mennonite Church. Ackerson set up a meeting and they went to visit with them and the director of 4Cs,
which operates that daycare, said there is a lot of unmet demand for kids that have state childcare
assistance. They decided to apply for a special exception needed from the City and if that is approved
they will come back to the Commission for funding. The special exception relates to parking requirements
in the zoning code.
Ackerson also mentioned that the promotion of Community Development Week went well. There were
lots of donations that were taken to Shelter House. They also received letters from past CDBG recipients
who contacted the press and congressional leaders.
Ackerson also shared with the Commission some news articles. One was from the New York Times about
HUD not using criminal background checks as a way to select tenants. There was discussion on the City's
policy of looking back five years for criminal background checks, and helping to mitigate situations where
housing is denied.
Ackerson noted that the City is hosting five workshops at Kirkwood for people who are interested in
starting a business.
Hightshoe stated that City Council is going to start talking about affordable housing strategies and
therefore are hoping that two or three of the HCDC members would like to form a subcommittee to
create some recommendations for the whole Commission to hear in May and then forward onto City
Council.
CONSIDER A RECOMMENDATION TO CITY COUNCIL REGARDING APPROVAL OF THE IOWACITY
HOUSING AUTHORITY FY16 ANNUAL REPORT/ANNUAL PLAN:
Byler asked if anyone had any questions or comments about the plan. Byler asked Rackis if the list at the
end of the report was all applied to the previous 12 months. For example, the sale of the 18 units, and
the reallocation of the money to Scattered Site Housing, could Rackis share more information with the
Commission on that sale?
Rackis said that sometime in the 1990s the Housing Authority had the Broadway units that HAACP now
owns, 18 units, and the City sold them to HAACP to convert them from public housing to transitional
housing. The proceeds from that sale, the City has to use that money to develop additional public
housing. At the time it was a direct replacement of 18 units. $1.2 or $1.3 million is not going to get the
City 18 units in 2016. When they go to Council in June, they could propose to use those funds to expand
public housing, whether that be new construction or not. Rackis noted his preference would be to look at
neighborhoods where they do not have public housing units and buy homes that are for sale on the open
market, rehab them, and then convert them into the public housing stock with HUD's approval.
Byler asked if this was not the money that would be spent in the Chauncey Building, and Rackis
confirmed it was not. Rackis said this money has not been sitting in City accounts since the 1990s, HAACP
didn't pay off the loan of the purchase of the 18 units until about 7 years ago. The money that is going to
the Chauncey Building is the proceeds from the sale of the Scattered Site Public Housing units.
Byler asked about the $1.3 million reported in this action plan and what are the stipulations on the use of
those monies. Rackis said that money is to be used to replace the 18 public housing units, so it has to be
used for City ownership. Rackis explained uses for other funds could also be used in partnership for
public housing as well.
Rackis said the Iowa City Housing Authority has $2.9 million available and $1.0 million of that amount is
committed to the Chauncey.
Olmstead asked for clarification on the public housing waiting list versus the HCD waiting list and if a
person or family could be on both. Rackis confirmed they could, which is why he presents them separate
on the annual report.
Byler asked how they get more vouchers in a given year. Rackis said they don't, there are never any new
vouchers. The only new vouchers are the veterans support housing vouchers. The City just received
notice that they can apply for six additional HUD vouchers. Byler asked if someone moves to Iowa City
from another community what happens. Rackis said the City would either absorb that voucher and make
it one of our own or bill the other housing authority but it doesn't change the number of vouchers, it
becomes one of the 1215 the City is allocated. So by absorbing that voucher what it means is no new
person is taken off the waiting list and given a voucher. If project based voucher providers opt out of
their contract with HUD, the vouchers may be converted to tenant based vouchers.
Seiple asked about the home ownership program and if someone becomes a homeowner that voucher
cannot be used for rentals ever again. Rackis said yes, but they do have a cap of 3% of their 1215
vouchers to be used for home ownership. He also noted that most families on home ownership reach a
point where their income rises above the point where they will continue to qualify for assistance, and
then that voucher will be freed up. A homeownership voucher can be converted back to a rental,
provided the family has complied with the homeownership obligations and mortgage obligations.
Seiple asked how they calculate the utilization rate, and how it can be over 100%. Rackis said that is an
average; at any point in the year they could be over -utilized or under-utilized, so while they were at
101.3% when people go over the income for the program, they are counted in the program for 6 months
even though they are not receiving assistance.
Olmstead moved to approve the Iowa City Housing Authority FY16 Annual Report/Annual Plan. Pierce
seconded the motion. A vote was taken and the motion passed 5-0.
MONITORING REPORTS:
Mark Patton (Habitat for Humanity) gave a report on construction projects. He began with an update on
the two homes being built on Prairie Du Chien. Patton talked about the families that they serve and their
double blind selection process. Habitat is both the builder and the banker, and these are set up as 25 -
year mortgages. There is no interest on the mortgages. In the double blind selection process they had 75
applications last year and they were only able to pick 6. The applicants must have okay credit and cannot
have too much debt. They have found that immigrants are mostly picked because of their credit (or fear
of credit) whereas Americans have more debt. All the families are given a full year of financial classes and
financial counseling.
DISCUSSION OF FY16 PROJECTSTHAT HAVE NOT COMPLIED WITH THE 'UNSUCCESSFUL OR DELAYED
PROJECTS POLICY'
Ackerson explained that this is an annual review because HUD does not want the entitlement city sitting
on money and not having it spent. So the awarded projects that have not spent at least half their funds
by the middle of March are asked to come in and give an update to the Commission.
Ackerson explained that the Domestic Violence Intervention Program had only spent about $9,000 as of
mid-March because they had to re -bid their project twice, but now are about two-thirds through the
project.
Brian Loring (Broadway Neighborhood Center) discussed a calendar of their progress on their project.
One of the reasons for the delay on their project is because the construction involves building onto a
classroom, so in order to complete that construction they will need to move that classroom. They need to
wait until school lets out to have another classroom open up that they can use. The classroom they need
to use is at Grant Wood Elementary so once school is out they will move the Broadway classroom to
Grant Wood. Loring explained that they did the walk through for potential bidders last Friday, bid
opening is May 4, and construction is to begin May 23, with substantial completion by the end of August.
He explained that because it is a preschool classroom, they can begin in September rather than when
school starts in August so if the project goes a bit long they will be covered. The scope of the project is to
create a new entrance to the preschool that is in the basement of the Broadway building for easier access
to the preschool without having to go through the whole building. As part of the project they will need to
relocate the furnace and washer and dryer. The amount of the entire project will be approximately
$94,000.
Bruce Teague (Charm Homes LLC) explained that his grant to acquire two houses has been delayed due
to uncertainty in new Medicaid regulations. Since the April 1 implementation of the Medicaid changes
they have made announcements of the opening of housing units and are working on recruiting renters.
Teague noted he has two realtors looking for potential acquisitions but they are having difficulty finding
properties in the appropriate price range. The allocation for this project was approximately $61,500.
Byler asked if there was a date where it would become unfeasible for a closing to happen in time to
expend the funds. Hightshoe said because its CDBG funds the Commission can decide how long they
want to hold the funds for this project. If they have not found a property by June 30 then it will need to
be discussed.
REVIEW AND CONSIDER RECOMMENDATION TO CITY COUNCIL ON APPROVAL OF FY17
ANNUAL ACTION PLAN (ONLINE AT WWW.ICGOV.ORG/ACTIONPLAN)
Consider reallocation of FY17 proposed The Housing Fellowship Project: Byler explained that at the last
meeting the Commission funded four of twelve projects, including an allocation to The Housing
Fellowship Project of $134,000 for a tax credit application. The Housing Fellowship responded that they
were not confident they would be competitive for a tax credit award due to recent developments with
the program. THF submitted a suggestion to move The Housing Fellowship allocation into the Shelter
House allocation because The Housing Fellowship may end up partnering with the Shelter House in some
capacity.
Byler explained that the Commission can now decide how to reallocate these funds. There is still a
minimum amount of HOME funds that must be allocated to a Community Housing Development
Organization (CHDO) which would be $58,000. The Housing Fellowship was the sole CHDO to apply for
funds in this round. So the first question is what could be done with $58,000.
Byler noted that anytime money comes back to the Commission, he prefers to have a discussion amongst
all the applicants rather than just reallocate without input. Therefore he suggests $58,000 be allocated to
The Housing Fellowship to purchase a home and then take the remaining $76,000 into discussion for
review for any of the remaining projects.
Maryann Dennis (The Housing Fellowship) said they could buy a house with the $58,000.
Hightshoe explained that a recommended allocation needs to be decided at this meeting so the updated
FY17 Annual Action Plan can go to Council.
Crissv Canganelli (The Shelter House) addressed the Commissions questions regarding the scope of their
projects. Canganelli stated that no other funding sources have been committed yet. They have an
accepted purchase agreement for a property and are inquiring as to the maximum residential occupancy
of that property. They need to isolate the permanent housing component and not include the low barrier
shelter in the same building. They wish to just proceed with the housing. They are focusing on the chronic
homeless individuals. The total project cost will be $1.6 million and the cost will still be the same without
the winter shelter because they will still develop that space for common space. Canganelli spoke about
visiting organizations that provide housing first for chronic homeless in Charlotte. This is all on a single
site. They were extremely impressed with the design features of the facility and the security staffed on
the property 24/7. They also had office space for staff and nursing staff. There was discussion on the
design of the efficiency apartments planned and common space.
Byler asked if anyone on the Commission wanted to make a recommendation, noting that no public
facility was funded. There is $76,000 that can be allocated to any of the applicants.
Olmstead stated his recommendation for funding DVIP Shelter.
Ackerson shared the Commission rankings of the applications to assist with the discussion.
Dennis noted that the Iowa City Strategic Plan states support for the FUSE project. That has not been
noted in any previous City plan.
Conger shared her support of the FUSE project and committing the additional funds to that project.
Seiple also stated her support for the funds to go to the Shelter House to support the FUSE project.
Byler stated his preference is to fund either partially or fully the DVIP or Arc projects.
Pierce asked if granting $51,000 to Arc would support their projects and Ackerson and Hightshoe
believed it would be a good start.
Olmstead moved to reallocated FY17 CDBG and HOME budget allocations to City Council as:
Housing
Requested Amount
Allocation
Recommendation
Re -Allocation
Recommendation
CHDOoperations —THF
$ 16,000
$ 16,000
$ 16,000
Diamond Senior Apartments
$237,636
$ --
Habitat for Humanity
$ 80,000
$ --
$ --
MYEP
$ 65,000
$ 50,000
$ 50,000
The Housing Fellowship
$300,000
$134,000
$58,000
Shelter House Permanent Supportive Housing
$290,000
$250,000
$275,000
Subtotal
$988,636
$450,000
$399,000
Public Facilities
Arc of SE Iowa
$160,000
$ --
$51,000
CSCC Childcare
$145,000
$ --
$ --
DVIP Shelter
$ 45,917
$ --
$ --
MYEP Facility
$ 60,000
$ --
$ --
Shelter House Winter Shelter
$160,000
$ --
$ --
United Action for Youth
$ 50,000
$ --
$ --
Subtotal
$620,917
$ --
$ --
Pierce seconded the motion. A vote was taken and the motion passed 5-0.
REVIEW ALLOCATION PROCESS FOR CDBG. HOME. AND AID TO AGENCIES FUNDING AND
CONSIDER CREATING SUB -COMMITTEE
Byler made two specific suggestions for these allocation processes. One thought is to possibly allocate a
bit of money for applicants to work with an engineering firm to create a capital needs plan — all the plans
would be created by the same engineer from the same perspective. It would allow for a more consistent
analysis of the needs of all the different agencies' applications.
The other suggestion Byler has is to extend the funding round to two years so applicants can plan ahead
using their capital plan and have time to find matching funds.
Conger did voice concern about using an engineering firm would take away from the citizen aspect of this
Commission.
Olmstead thought perhaps they need to look at 0% loans and then extend it over a long period of time.
Hightshoe noted that is hard to do for public facilities because they will not have income to pay back
loans.
Byler asked if the Commission wanted to create a subcommittee to look into the allocation process more
orjust address this at a future meeting with the entire group. It was decided to put this item on a
summer agenda.
ADJOURNMENT:
Olmstead moved to adjourn. Peirce seconded the motion. A vote was taken and motion carried 5-0.
Housing and Community Development Commission
Attendance Record
Name
Term Exp.
6/18/15
9/17/15
10/22/15
11/19/15
1/21/16
2/18/16
3/10/16
4/21/16
Bacon Curry, Michelle
9/1/2016
X
X
0/E
0/E
X
0
0
---
Byler, Peter
9/1/2017
X
X
X
X
X
X
X
X
Conger, Syndy
9/1/2018
---
O/E
0/E
X
X
X
O/E
X
Jacobson, Jim
9/1/2017
O/E
X
0/E
X
X
X
X
---
Lamkins, Bob
9/1/2016
O/E
X
X
X
X
X
X
O/E
Olmstead, Harry
9/1/2018
---
—
—
--
X
X
X
X
Peirce, Matthew
9/1/2018
---
---
---
X
X
X
X
Persson, Dottie
9/1/2016
X
X
X
X
X
0/E
X
0/E
Seiple, Emily
9/1/2018
---
X
X
X
X
X
X
X
Key:
X = Present
0 = Absent
O/E = Absent/Excused
--- = Vacant
MTrs"Tr—
3�
Minutes
Human Rights Commission
April 18, 2016
Lobby Conference Room
APPROVED
Members Present: Joe D. Coulter, Eliza Willis, Orville Townsend Sr, Andrea Cohen, Kim
Hanrahan, Paul Retish, Shams Ghoneim.
Members Absent: Adil D. Adams.
Staff Present: Stefanie Bowers.
Others Present: Visitors from the Stanley Foundation.
Recommendations to Council: No.
Call to Order:
Ghoneim called the meeting to order at 5:30 pm.
Consideration of the Minutes from the March 15, 2016 Meetin Date:
Minutes will be updated to remove "with proper request' under Community Outreach and updated to
reflect Ghoneim "was elected Vice President for ACLU Iowa" in reports of Commissioners.
Motion Coulter, seconded by Retish. Motion passed 7-0.
Funding Request from University of Iowa Center for Human Rights for Praxis SAR Group
Funding was not approved for this request. The amount was high and the event only benefited a few in the
community.
Funding Request from Juneteenth
The event is a cultural celebration with many activities for the community to celebrate at no charge.
Funding in the amount of $300 was approved.
Motion Coulter, seconded by Willis. Motion passed 7-0.
Vendor Request for Iowa City Pride Celebration
Hanrahan, Coulter and Willis will staff the table.
Motion Coulter, seconded by Hanrahan. Motion passed 7-0.
Affordable Housing Conference
Cohen and Hanrahan will represent the Commission at this event.
Education Programming & Outreach
Ghoneim, Hanrahan, Townsend and Cohen (Retish alternate) will meet in the next few weeks to discuss
sponsoring a fall solidarity event.
Planning Committee for the Sixth Annual Juneteenth Celebration
The Juneteenth Celebration will include an awards night and many activities during the day. Willis is
representing the Commission on this Committee.
Council Outreach
Cohen will accept the proclamation for Holocaust Remembrance Day on Tuesday, May 3.
Conversations on Diversity
Hanrahan felt the event was informative. Retish would have preferred for the next steps to be outlined
with more follow up.
Youth Awards
Nominations are due April 22.
Strategic Planning Session
The session will be held in July. Location to be determined.
Human Rights Breakfast
Potential keynote speakers will be discussed at the May meeting.
Proclamations
The Iowa City Area Realtor's Association accepted the Fair Housing Proclamation on April 5.
Job Fair
A planning meeting for the fall fair should be scheduled in the near future.
Building Communities
Townsend spoke on the last Black Voices meeting and the concerns raised about Rose Oaks and how the
City should look into creating a policy that requires for new purchasers of multi -unit properties to
disclose their future intentions for the property.
University of Iowa Center for Human Rim
The Center has a seminar planned for Friday, April 22 on criminal justice reform here in Iowa.
Education
Retish gave an update on the most recent Iowa City Community School District's Equity Committee
meeting which included a discussion on creating more diversity in the staff at the district.
Commission Reports
Coulter spoke on a recent Powwow sponsored by the University of Iowa Native American Student
Association. Hanrahan mentioned the second annual LGBTQA Summit being held in Iowa City on April
30. Cohen asked Commissioners to keep the Rose Oaks situation on their radar.
Adjournment: 7:01 p.m
United Action for Youth, in partner
with theTeacher Leader Center pre
The Second Annual
LGBTQA Youth Summit
Open to LGBTQA youth, families, teachers and
the public
Saturday, April 30 11-4
Teacher Leader Center, Lindquist Center
240 South Madison St, Iowa City
Human Rights Commission
Attendance Record
Key
X = Present
O = Absent
O/E= Absent/Excused
— = Vacant
TERM
4/21
5/19
6/16
7/21
8/18
9/16
10/20
11/17
12/15
1/19
2/16
3/15
4/18
NAME
EXP.
15
15
IS
15
15
15
15
15
15
16
16
16
16
Joe D. Coulter
1/1/2019
X
X
X
WE
X
X
X
X
X
X
X
X
X
Atli] D.
1/1/2019
--
—
—
--
—
—
--
--
—
O/E
O
O/E
O
Adams
Eliza Jane
1/1/2019
--
—
--
—
---
--
--
--
—
X
O/E
X
X
Willis
Paul Relish
1/1/2017
X
X
X
X
X
X
X
X
X
O/E
X
X
X
Orville
1/12017
X
X
O/E
X
X
X
X
X
X
X
X
X
X
Townsend, Sr.
Andrea Cohen
1/1/2018
—
—
--
--
--
--
--
--
---
X
X
X
X
Kim
I/l/2018
X
X
O/E
X
X
X
X
X
X
X
X
O/E
X
Hanrahan
Shams
1/1/2018
X
X
X
X
X
X
O/E
X
X
O/E
X
X
X
Ohoneim
Key
X = Present
O = Absent
O/E= Absent/Excused
— = Vacant
06-06-1
3b(7)
MINUTES APPROVED
PARKS AND RECREATION COMMISSION
APRIL 13, 2016
RECREATION CENTER— MEETING ROOM B
Members Present: Suzanne Bentler, Larry Brown, Clay Claussen, Wayne Fett, Cara Hamann, Lucie
Laurian, Paul Roesler, Joe Younker
Members Absent: Maggie Elliott
Staff Present: Juli Seydell Johnson, Chad Dyson, Zac Hall, Kumi Morris, Tammy Neumann
Others Present: Sheila Boyd, Community Foundation of Johnson County; Del Holland
CALL TO ORDER
Chairman Claussen called the meeting to order at 5 p.m.
Seydell Johnson introduced Kumi Morris, who was recently hired for the department's Facilities
Manager. In this position, Monis will oversee all custodial, maintenance of all facilities as well as the
custodial staff and department building projects. Seydell Johnson mentioned that she is very happy to be
able to have Morris join the department as she has a great deal of knowledge and experience in public
works and engineering. In fact, Morris has been with the City for 17 years having worked in the Public
Works/Engineering Department previously. Morris noted that she grew up in Germany moving here
during her senior year in high school. She is a graduate of the University of Arizona and then received
her architecture degree at Iowa State. During her tenure with the City, she has managed a number of
building projects. A few of those include the construction of a new fire department facility, the Eastside
Recycling Center and the Animal Services building. At this point she is working to familiarize herself
with all of the building systems including HVAC. She noted that it is her goal to get all buildings on the
same type of systems. Currently there are a number of different suppliers for various systems. This makes
it more difficult to monitor. She will work closely with MidAmerican Energy during this process as they
offer some great rebates. Commission welcomed Morris to the department.
OTHER FORMAL ACTION:
Claussen noted that on page 3 of the March minutes, it was written that a motion passed 7-2. That motion
was passed 7-0.
Moved by Fett, seconded by Younker, to approve the March 9, 2016 minutes as amended. Passed 7-
0 (Elliott and Laurian absent).
PUBLIC DISCUSSION
None
Laurian arrived at 5:10 p.m.
PARKS AND RECREATION COMMISSION
April 13, 2016
Page 2 of 6
PARKS AND RECREATION FOUNDATION DISCUSSION
Seydell Johnson reminded Commission that they had asked to discuss the current and future status of the
Parks and Recreation Foundation. She explained that the Foundation was created in 1986 as a 501(c)3
organization with the goal of raising money to support department facilities and programs. The current
balance of the Foundation is $73,115.16 with $29,958.41 of that designated for specific parks projects.
She further noted that the Foundation currently pays $1,200 annually for tax preparation. The current
board members include Bruce Maurer, Clay Claussen, Jack Muller, John Westefeld, Jerry Raaz and Sarah
Walz. Tammy Neumann serves as secretary. Seydell Johnson asked that the Commission consider a
recommendation to transfer the funds, as well as the management of these funds, to the Community
Foundation of Johnson County.
Sheila Boyd with the Community Foundation of Johnson County was at the meeting to explain the
process for moving funds to their foundation. She explained that there are two types of funds that the
commission and/or foundation may want to consider. The first is a charitable giving fund. This allows
money to go in and out as needed, i.e. money would be donated for a park bench and then be taken out to
pay for that bench. Donors can give on-line to this type of fund. The second type is an endowment fund.
Endowment funds are set up for long term purposes and are invested in local companies by the
Community Foundation. Withdrawals can occur annually at a rate determined by the board. This rate has
been 5% every year for 16 years, however, the board has the option to change this rate at the end of each
fiscal year. There is a current fund that was set up by Dee and Pete Vanderhoef named the Iowa City
Parks and Preservation and Improvement Fund which has a current balance of $28,000. The minimum
balance for this fund before distribution is $100,000, as directed by the Vanderhoef s, Endowment funds
offer a 25% tax credit which is appealing to donors. The commission can recommend that Foundation
money be added to this existing endowment fund or create another. The Community Foundation would
take care of tax preparation, record keeping, sending out thank you letters to donors and will provide the
department with a quarterly report of fund activity.
Claussen asked how the Community Foundation determines which donors to approach when raising funds
for specific projects. Boyd explained that they keep a record of what areas donors are interested in to help
make that call. Laurian expressed her concern of only being able to withdraw 5% annually and that not
providing enough to do much. Seydell Johnson explained that this can resolved by using the charitable
giving fund for shorter term fund raising efforts. Fett asked what marketing methods the Community
Foundation uses. Boyd said they distribute information through financial planners, attorneys that work
with trusts, social media and through their Community Report. Bentler commented that as raising funds
becomes more essential to operations, that the 25% tax credit is a big incentive to donors of which the
current foundation cannot offer. Roesler said that Scheels works with the Community Foundation and has
been very pleased.
Seydell Johnson explained that if the funds are transferred to the Community Foundation, that the Iowa
City Parks and Recreation Foundation Board may still exist. Younker asked if the Foundation has had
any input. Seydell Johnson said they have not and recommends that the commission discuss first and then
she will take it to the Foundation. Another option is for the Foundation to decide to disband and then all
decisions about funds come to the Commission.
Moved by Younker, seconded by Fett, that Seydell Johnson discuss with the Foundation Board the
option of moving the current Parks and Recreation Foundation Funds to the Community
Foundation of Johnson County.
PARKS AND RECREATION COMMISSION
April 13, 2016
Page 3 of 6
Seydell Johnson will reach out the Foundation and report on their recommendation at the May
Commission meeting. She will also invite the Vanderhoefs to a future meeting to discuss their vision for
their endowment fund.
ROBERT A. LEE RECREATION CENTER OUTDOOR EDIBLE CLASSROOM:
Dyson reported that Parks and Recreation Staff have been working with Backyard Abundance to design
an outdoor classroom on the south lawn between the pool and Burlington Street. Backyard Abundance
applied for and received an Iowa Department Agriculture and Land Stewardship (IDALS) Specialty Crop
Block grant in the amount of $23,990 for this project. The edible classroom will provide a permanent
venue where specialty crop growers, chef, nutritionists and educators can conduct events that will inform
families about the health and economic benefits of specialty crops. Dyson provided commission with the
current concept plan designed by Fred Meyer with Backyard Abundance. Commission and staff visited
the space where this edible classroom will be placed. Dyson announced that there will be a ground
breaking event on Saturday, May 14. Fett wondered if this may qualify for a REAP grant. Seydell
Johnson said it is likely not a high enough dollar amount to warrant such a request. Dyson further noted
that the remaining costs would likely be a small enough dollar amount to be covered by department
operational funds. Laurian asked if Backyard Abundance would be in charge of maintenance of the area
in the future. Dyson explained that they will do some maintenance but it will also be kept up through the
departments Nature Awareness program, the same group that maintains the existing Children's Discovery
Garden on the north side of the Recreation Center. Claussen asked how people will see the garden. Dyson
said that Meyer has some ideas to do some vegetable shaped portholes in the existing fence or staff may
consider removing some of the existing panels to open up the area.
PZilly Y: RyZi]�i K XY�ZN /Yw 08WIIi1III11.111111
Dyson included a memo in the commission packet showing updates for three of the major sports affiliate
groups. These included updates for Kickers Soccer Club, Iowa City Boys Baseball and Iowa City Girls
Softball. Of note is that both Kickers and Boys Baseball have seen an increase in participants this season
Girls Softball is going through a board transition, however, the saw a good deal of registrations come in
after spring break. He reported that there are currently no real maintenance issues or concerns.
REPORT ON ITEMS FROM CITY STAFF
Recreation Division Superintendent (Chad Dyson):
• Dyson reported that the department continues to have boiler issues at Mercer. He is working with
maintenance staff to troubleshoot these issues.
• Dyson shared information about a new program that the department has developed in cooperation
with United Action for Youth and the Neighborhood Centers. This is a summer community
program for 7`s through 12`s graders. It is designed to engage that population of kids in activities
and introduce them to the programs that the department offers. This group will meet in the
evenings as this was determined to be the time frame where youth activities are currently lacking.
Dyson is currently working out transportation issues for those kids.
Parks Division Superintendent (Zac Hall):
• Hall said that while there had been a bit of delay in the installation of the playground at Mercer
Park, it is still slated to be done well before Memorial Day, which was the original goal for
completion. The hope we to have it complete by next Friday, April 22.
• Hall noted that work on installing back stops and work on the restrooms has began at Willow
Creek/Kiwanis Parks.
PARKS AND RECREATION COMMISSION
April 13, 2016
Page 4 of 6
• Hall stated that the public input process for Hickory Hill Park Master Plan went very well. They
also received some great information via Facebook and email.
• Hall reported that the department is in their busy hiring season at this time. He also reported that
there is currently a position posted internally for a Maintenance Worker I position and will be
posting another as of July 1. These positions will provide coverage on evenings and weekends.
Roesler said he noticed that goalposts were being removed from area parks. Hall reported that they are
being removed from parks where they are not being used. There is currently no plan to replace these.
Goalposts will remain, however, in parks where they are more heavily used.
Laurian asked for an update on prairie planting programs. Hall said that the department is continuing
work on these by attempting to find a good mix of seed. They are currently looking at buffalo grass
which is a mixture of Blue Grama and Curly Mesquite which requires less mowing and weeding.
Claussen asked for an update on the Riverfront Crossings project. Seydell Johnson said that the City is in
the process of choosing a consultant and are taking the design to the next level. They have interviewed 7
to 8 firms and are narrowing those down. She hopes that she will have more information in the next
couple of weeks.
Parks & Recreation Director (Juli Seydell Johnson):
• Seydell Johnson reported that she met with the Vision Iowa Board at the Park Lodge at the Terry
Trueblood Recreation Area. She said that the board was very impressed with the facility. She
reminded Commission that the City was awarded a $1.6 million dollar Vision Iowa grant for the
development of the Terry Trueblood Recreation Area.
• Seydell Johnson said she was approached by an Eagle Scout who is interested in building a "Ga-
ga pit." Ga-ga is a variation of dodge ball that is played within a large fenced area (usually an
octagon or hexagon) which is called a ga-ga pit. The game combines dodging, striking, running
and jumping with the hope of being the last person standing. Players are eliminated if they are hit
on or below the knee with the ball. She will invite him to come to a future meeting to present his
proposal.
• Seydell Johnson praised Dyson and Hall, as well as parks staff, for painting and installing the
yellow park benches in the Recreation lobby. She said they have been well received by the
public.
• Seydell Johnson noted that it has been a busy few weeks with garden plot registration and the
many community events and walk applications that have come in. She praised Neumann for
keeping it all running smoothly.
CHAIRS REPORT — CLAY CLAUSSEN
Claussen thanked Seydell Johnson for having Sheila Boyd present at tonight's meeting to talk about the
Community Foundation of Johnson County.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Laurian said she would like to hold more discussion on integrating fruit trees within the community.
Seydell Johnson said that staff is working to include edible landscaping within their designs.
Bender noted that she likes the new commission packet layout.
PARKS AND RECREATION COMMISSION
April 13, 2016
Page 5 of 6
Bentler also reported that she has had a couple of conversations regarding policies in place for the use of
event facilities, including the Ashton House and The Park Lodge at the Terry Trueblood Recreation Area.
One concern came from a person planning their wedding reception this fall and who asked to bring in
mini kegs with their home brew. She wondered why there is a policy that states no kegs are allowed. Her
second concern was from someone who wanted to reserve the Ashton House, however, moved their event
because live bands are not allowed at this location. Her third concern was that there is not a recycling
option at The Park Lodge. Seydell Johnson explained that she has made one change to the current alcohol
policy for event venues (now allowing cash bars) and will continue to review the policy and consider
Bentlers comments. She also explained that live bands are not allowed at Ashton House due to its close
proximity to other homes in the neighborhood. Renters may have Deejay's, however. Seydell will look
into the recycling issue at these facilities.
Roesler said he would like to have a conversation about Chadek Green Park and the amenities/facilities
that would be considered for this park. He had heard some ideas from the school board so would like to
have on record what that space is to be used for. Seydell Johnson stated that she believes the idea is to
keep it a green space, thus the name, Chadek Green Park. It was also noted that it was specifically noted
in Carl Chadek' s will to make this a community garden and green space.
Younker asked if there was an update on the demolition of homes around Creekside Park. Seydell
Johnson said that one will be done on May 1. She will update as necessary.
ADJOURNMENT
Moved by Roesler, seconded by Fett, to adjourn the meeting at 6:18 p.m. Motion passed 8-0 (Elliott
absent.
PARKS AND RECREATION COMMISSION
April 13, 2016
Page 6 of 6
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
to
kn.
'n
'n
.n.n
M
.0
.0
00
M
00
0�0
N
a
„may
Ny
Qi
M
O
a
M
TERM00
�
en
o
..
...
.r
Ne4
M
\
R
EXPIRES
Suzanne
1/1/17
X
X
O/E
X
X
X
O/E
X
X
X
X
X
X
Bentler
David
1/1/15
O/E
X
X
X
X
X
X
X
O/E
Bourgeois
Larry Brown
1/1/18
X
X
X
X
X
X
O/E
X
O/E
X
X
O/E
X
Clay
1/1/18
X
X
X
X
X
X
X
X
X
X
X
X
X
Claussen
Maggie
1/1/17
O/E
X
X
X
X
X
X
X
X
X
X
X
O/E
Elliott
Wayne Fett
1/1/19
*
*
*
*
*
*
*
*
*
*
X
X
X
Cara
1/1/16
X
X
X
O/E
X
X
X
X
X
O/E
X
X
X
Hamann
Katie Jones
1/1/18
X
X
X
Lucie
1/1/15
X
X
X
O/E
O/E
X
X
X
X
X
O/E
O/E
X
Laurian
Paul Roesler
1/1/18
*
*
*
*
X
X
X
X
X
O/E
O/E
X
X
Joe Younker
1/1/16
1 X
I O/E
X
O/E
O/E
X
X
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
3b(8)
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
MAY 5, 2016 — 7:00 PM — FORMAL
EMMA HARVAT HALL — CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Ann Freerks, Mike Hensch, Phoebe Martin, Max
Parsons, Mark Signs, Jodie Theobald
MEMBERS ABSENT:
STAFF PRESENT: Sara Hektoen, Bob Miklo
OTHERS PRESENT: Mark Seabold, Ken Rew, Paula Swygard, Howard Field
Freerks called the meeting to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
There were none
COMPREHENSIVE PLAN ITEM:
A public hearing for discussion of an amendment to the Comprehensive Plan for property
located north of Benton Street and west of Orchard Street to be included in the Downtown and
Riverfront Crossings Master Plan.
Miklo began the presentation showing illustrations to put the proposal into context. The property
in question is on the west side of Orchard Street, it abuts the current district line for the
Downtown and Riverfront Crossings area, and the proposal is to add the Orchard Street
properties to the Downtown and Riverfront Crossings Master Plan. Miklo explained there is a
transition from the more intense commercial uses on Riverside Drive to the residential uses on
Orchard Street. Miklo noted some of the new developments in process in the area. First being
the 90 unit apartment complex being built on Riverside Drive, second is the plans for a
convenience store with gas pumps to be built on the corner of Riverside Drive and Benton
Street.
The current Comprehensive Plan for this area is the Southwest District Plan, which was adopted
in 2002, and it addressed this part of the neighborhood specifically and showed the properties
on the west side of Orchard Street as appropriate for mixed-use development similar to what is
proposed for Riverfront Crossings. The Southwest District Plan indicates that there are small
apartment buildings and one single-family house at the end of Orchard Street which is
appropriate for low-density multifamily. There are also some other single-family or duplex
properties in this area. Two of the single family homes to be included in this amendment area
are owned by the applicant. There are a few buildings that were moved into the area in the
1960's and they do not have street frontage, the only access to those buildings are from a
gravel lane to the rear.
Planning and Zoning Commission
May 5, 2016 — Formal Meeting
Page 2 of 7
Miklo stated the zoning ordinance specifies items to consider when a comprehensive plan
amendment is being proposed. One is that since the current plan was adopted that
circumstances have changed or new information or factors have come to light that would
indicate that an amendment is warranted or in the public interest. Staff believes that is the case
here, since this plan was adapted showing this area as mixed-use the Riverfront Crossings Plan
has been developed directly to the east and there is extensive redevelopment in that area.
Next, the proposed amendment must be compatible with the policies or provisions of the larger
Comprehensive Plan including the District Plans. Miklo noted the Southwest District Plan does
have some policies that Staff believes apply and are compatible. One policy is to encourage
better quality of development and design and that could be achieved with the form-based code
that is part of the Riverfront Crossings Master Plan. However that must also be balanced with
other goals of the Southwest District Plan, so that is why it is important to note where the
boundary should be drawn. The District Plan recognizes that this neighborhood provides
affordable smaller single family housing, both rental and owner-occupied. That form of housing
is rare this close to downtown and the University. Because of that concern, the boundary line is
drawn as shown so that the potential redevelopment area does not move farther west into the
neighborhood.
Miklo explained that the applicant has submitted some concepts of how this area might develop
if the amendment is approved and the area is rezoned. Staff has addressed some concerns,
noting that the scale should be appropriate to the neighborhood, and the applicant has
answered those concerns with appropriate third floor setbacks and pedestrian streets. Miklo
shared the text Staff drafted based on some of the other subdistricts in the Riverfront Crossings
Plan.
Staff is recommending approval of CPA16-0002 an amendment to the Comprehensive Plan to
include the area north of Benton Street and west of Orchard Street in the Riverfront Crossing
Plan and the addition of the attached text describing the desired character of development to be
approved, that may need to be edited.
Parsons asked about the Metropolitan Planning Organization traffic study and if that has been
completed yet. Miklo replied that they did complete a study of the area, both with the existing
conditions and what might occur if this develops at a higher density. The preliminary
conclusions are that there may need to be some improvements to the intersection of Orchard
Street and Benton Street, perhaps adding turn lanes, and that would need to be negotiated in
the future with a possible rezoning.
Parson shared concern about the history of the area, and the three houses with no street
frontage. Miklo confirmed that would not be allowed today in the city. It is something that would
need to be resolved and need to find some mechanism for access if that area is not all
completely redeveloped.
Freerks opened the public hearing.
Mark Seabold (Shive Hattery Engineering) is working with M&W Properties who is the applicant
of this proposal. Seabold mentioned that while going through this process they worked very
closely with City Staff on what is appropriate for this zone and feels this comprehensive plan
amendment will create a buffer zone from the commercial properties to the smaller scale
residential. Seabold noted they did hold a neighborhood meeting last February and had four
Planning and Zoning Commission
May 5, 2016— Formal Meeting
Page 3 of 7
people show up. The comments in general were very positive about the project, the biggest
concern was the traffic study. Seabold believes this project will give Riverfront Crossings
another type of housing, a smaller townhome style of housing. The concept also has a lot of
pedestrian traffic built into it, and Seabold recognizes there is more work that needs to go into
the concept.
Ken Rew (302 West Benton Street) stated he has lived in this location for almost 40 years. His
concern is while they say they are creating a buffer zone from the commercial to the residential
on Orchard Street, where is his buffer from this development of multi -family high-density units.
This development will be directly in his backyard. It feels like this project is just to tear down the
older homes so big massive new structures can be built and more money can be made on the
new units. Rew noted he was not aware of the good neighbor meeting that was held in
February. He questions how it will really be a buffer, when these new townhomes will not be
seen by Riverside Drive, nor by Benton Street, so what is it buffering.
Paula Swyqard (426 Douglass Street) lives in the neighborhood, but is not directly affected by
this amendment, but it does affect the area she lives in. She did attend the neighborhood
meeting, and one of her biggest concerns is the traffic. She is aware they have done a traffic
study of that little area, but to get the whole picture they need to understand how the traffic flows
through the whole neighborhood. Swygard shared a map of the area that highlighted the traffic
"cut throughs" of the area. There won't just be the congestion on Benton Street and Orchard
Street with an increase in density, but people will continue through on Orchard Street to the
highway, and also cut through Hudson Street or Miller Avenue to get to the highway. There was
a traffic study done on those two streets several years ago which showed they already had high
traffic at that time. In addition Swygard noted that along Orchard Street, to the south of this
proposed area, is included in Riverfront Crossings, so there is potential for dense development
there (up to four stories) which will also add to the increased traffic of the area.
Swygard questioned when Miklo said that Orchard Court would probably be a pedestrian
walkway, so how would anyone who lived in that separate apartment building to the back have
access. Miklo noted that the concept plan shows a driveway that goes up to parking lot of that
apartment building. Swygard asked how many units would be in the new development, Miklo
was not sure and the applicant would have to address that.
Swygard noted the design is a very upscale design and is concerned if the design is fitting for
this neighborhood and the transition to the older homes in the area. Additionally this new
building would overlook a Kum & Go and those lights and that could affect any buyers or
potential residents of the building. Also Swygard wanted to mention that since Kum & Go will
only be one story, this building is not needed to create a buffer, maybe for the 90 unit building to
the north. Finally Swygard noted she was pleased with the mention of affordable housing for this
area as that is so necessary in Iowa City, but when people see this type of development
encroaching into neighborhoods they feel very threatened. In her neighborhood, which is
adjacent to this neighborhood, feel threatened by the power of the developers over the smaller
areas.
Howard Field (614 & 630 Orchard Court) noted that there are four four -unit apartments plus the
single family homes on Orchard Court. Field noted his concern is the development of 90 units
on the east side of Orchard Street and the ingress and egress of vehicles from that complex.
Miklo replied there will be an entrance on Orchard Street as well as one on Riverside Drive.
Field asked about the traffic flow to the new concept being proposed and Miklo said that would
Planning and Zoning Commission
May 5, 2016 — Formal Meeting
Page 4 of 7
be off Orchard Street, and also directly to Benton Street. Freerks noted that this concept is just
preliminary at this time, when a change is proposed for a comprehensive plan, the Commission
likes to see why and what the change could allow for in the future. Field stated the issue will be
the number of cars and traffic with all these new units on Orchard Street.
Field asked about the area his four unit apartment building is in. Miklo said it is currently zoned
low-density single-family with a planned development overlay which allowed the clustering of
units into buildings of four. If this comprehensive plan amendment is approved and then there is
a later zoning change, it is possible those buildings could be removed and redeveloped at a
higher density.
Field also noted he was not informed of the meeting that was held in February.
Seabold stated they used the City Assessor's listing of all the addresses in a 300 foot radius to
send letters out for the good neighbor meeting. With regards to the proposed concept and the
number of units in the concept they are thinking 60 units between the two buildings. 34 in one
building and 26 in the other. With regards to the scale of the building, in comparison to the four
story building going up on Riverside Drive, the scale of this building would be two story with a
step -back third story which makes the building not much taller than some of the other rooftops
along Benton Street. Perhaps buffer is not the right word, but it is to help the transition from the
commercial properties to the neighborhood.
Rew reiterated whether you call it a buffer or transition it is an infringement on the
neighborhood. Rew asked if the City would just take the houses so this new development could
be built. Hektoen said that is not what happens, it would all be a private transaction that the City
would not be involved in. Rew also noted concern about traffic in the area, and the increased
concern with these developments.
Freerks closed the public hearing.
Dyer moved to defer CPA16-0002 an amendment to the Comprehensive Plan to include
the area north of Benton Street and west of Orchard Street in the Riverfront Crossing
Plan to the next formal meeting on May 19.
Theobald seconded the motion.
Freerks noted it is not uncommon for the Commission to take two or more meetings when
deciding on a comprehensive plan amendment.
Hensch said the reasons for the deferral and the issues that need to be addressed should be
noted.
Freerks noted the rationale that this is a buffer or transition, the new concept building appears to
be very nice but the scale of that, concept questions the buffer or transition. In addition to scale
there needs to be discussion on setback, green space, landscaping, and the true transition or
buffer and if a building of this size addresses those concerns.
Theobald shared those concerns stating that in the proposed text for the amendment it
discusses "cottage clusters, townhomes, live -work townhomes..." end that does not translate
into a building of this scale. She also noted that perhaps there needs to be a buffer between the
Kum & Go and this project as well. It doesn't seem to be enough of a transition to the single
family neighborhood.
Planning and Zoning Commission
May 5, 2016— Formal Meeting
Page 5 of 7
Martin asked if in the Riverfront Crossings it mandates any development to have affordable
housing. Miklo noted that not currently, but there is a proposal that Staff will be presenting in
the future to discuss inclusionary zoning in Riverfront Crossings.
Freerks stated another concern is the large parking lot and how it will be viewed from
neighboring areas. There will need to be good solutions to lighting and screening.
Hensch stated since this is a comprehensive plan amendment and not a rezoning and since this
is a conceptual plan and not an actual plan, it appears all the language to cover the concerns
mentioned is in the proposed text. Freerks stated that she feels the proposed language needs
to be more specific and she is not comfortable approving it as is.
Miklo said something to consider is when looking at the Riverfront Crossings Plan it has
illustrations and perhaps the illustrations in this amendment could be updated to reflect the
concerns and show more detail.
Signs asked if a sign was posted for this amendment. Miklo said that signs are not posted for
comprehensive plan amendments, but they did notify all property owners within 300 feet. Signs
commented that he expected a larger neighborhood turnout given some of the other
developments that have previously been approved in that area, and the traffic issue keeps
coming up. Signs also noted he is troubled with the buffer/transition concept, he feels what is
already there is a perfect buffer/transition. It is a street full of two-story multi -family units, and
then everything to the west is one story houses. The Comprehensive Plan speaks to possible
mixed-use in this area, but the concept proposed is not mixed-use. Additionally to the south of
Benton Street there have been new homes built and others remodeled so one would not
anticipate any change in that area in the future as well. This proposal appears to be taking an
area that now houses 10 units and constructing 60 units, but is unclear of the logic for that.
Martin stated that even if the amendment is adopted, nothing has to happen to the area.
Freerks confirmed that however it becomes a green light for redevelopment.
Dyer noted that although they are not approving the concept, the shown concept does not have
much green space for the tenants and in Riverfront Crossings the townhomes should face a
pedestrian walkway with green space in the middle. There is also no other public parks nearby.
Signs stated he did like the idea of putting the parking in the buildings, and agrees with the
concern of lack of green space.
Parsons agreed and would be interested to see if some of the parking for the western building
could be underground and that area turned into green space.
Dyer also shared concern about this concept and keeping affordable housing in this area.
A vote was taken and the motion carried 7-0.
CONSIDERATION OF MEETING MINUTES: APRIL 21, 2016
Hensch moved to approve the meeting minutes of April 21, 2016.
Martin seconded the motion.
A vote was taken and the motion passed 7-0.
Planning and Zoning Commission
May 5, 2016— Formal Meeting
Page 6 of 7
PLANNING AND ZONING INFORMATION:
Miklo shared a memo that went to City Council explaining the topsoil policy.
Staff does have a draft proposal for consideration for inclusionary zoning for the Riverfront
Crossings area and would like to schedule an informal meeting to present the proposal and start
the discussion. They would like to have the meeting on May 16 at 5:00 pm or 5:30 pm. It was
decided to meet at 5:00 pm on Monday, May 16.
ADJOURNMENT:
Martin moved to adjourn.
Parsons seconded.
A vote was taken and motion carried 7-0.
PLANNING & ZONING COMMISSION
ATTENDANCE RECORD
2015-2016
FORMAL MEETING
INFORMAL MEETING
NAME
6/4
712
7116
816
8/20
9/3
9/17
10/1
10kXO/lE91::X
05/18
X
12/3
117
1/21
2119
3/3
3/17
417
4121
5/5
DYER, CAROLYN
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
EASTHAM, CHARLIE
X
O/E
X
X
X
X
X
X
X
X
X
X
X
X
X
X
—
FREERKS, ANN
X
X
O/E
X
X
X
X
X
X
X
O/E
X
X
X
X
X
X
HENSCH, MIKE
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
MARTIN, PHOEBE
X
X
X
X
X
X
O/E
O/E
X
X
X
X
X
X
X
X
X
PARSONS, MAX
X
X
X
X
X
X
X
X
X
X
lX
X7
O/E I
X
X
X
SIGNS, MARK
--
—
—
—
—
—
--
--
--
—
—
--
—
—
—
—
—i�x
—
X
THEOBALD, JODIE
X
X
X
O/E
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
INFORMAL MEETING
NAME
TERM
EXPIRES
5/18
DYER, CAROLYN
05/21
X
EASTHAM, CHARLIE
05/16
X
FREERKS, ANN
05/18
X
HENSCH, MIKE
05/20
X
MARTIN, PHOEBE
05/17
X
PARSONS, MAX
05/20
X
SIGNS, MARK
05/21
THEOBALD, JODIE
05/18
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
--- = Not a Member
3
MINUTES APPROVED
PUBLIC ART ADVISORY COMMITTEE
MARCH 4TH, 2016 — 3:30 PM
CITY MANAGER'S CONFERENCE ROOM — CITY HALL
MEMBERS PRESENT: Brent Westphal, Sayuri Sasaki Hemann, John Engelbrecht, Juli
Seydell-Johnson, Ron Knoche
NOT PRESENT: Bill Nusser, Tam Bryk
STAFF PRESENT: Marcia Bollinger, Calvin Hoff
PUBLIC PRESENT: Geoff Fruin
RECOMMENDATIONS TO THE CITY COUNCIL: (to become effective only after Council
action)
None
CALL TO ORDER:
Meeting called to order at 3:30pm.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
Geoff Fruin spoke regarding Pedestrian Mall renovation and the proposed public art project
"The Lens". He stated that the council did not provide support for the request to contribute to the
fundraiser for the project nor did they provide support for the project regardless of the
fundraising request. He noted that at this time there were no updates on the Blackhawk mini
park.
REVISED PUBLIC ART MATCHING FUND APPLICATION:
After working through the process with the initial applicants for the program in January, Marcia
felt that there needed to be adjustments to the application packet questions that provided the
PAAC with the information that they needed to evaluate the requests. She explained that the
new application features more questions in simpler language. It also differentiated between
physical and non-physical public art displays. The budget section of the new application has
also been simplified. The new application inquires as to how the broader Iowa City community
will be integrated, as well as how the success of the project will be gauged. A revision of the
temporary display policy was also included.
CONSIDERATION OF THE MINUTES OF THE FEBRUARY 4th, 2016 MEETING:
MOTION: John Engelbrecht moved to approve the February 4th, 2016 minutes. Brent Westphal
seconded. Motion passed unanimously.
UPDATES:
There were updates from Calvin Hoff regarding the Poetry in Public program. The number of
both adult and child submissions were given. The makeup of the new Poetry in Public review
committee was discussed as well.
OTHER:
John Engelbrecht asked if the group would like to invite Geoff Fruin back to discuss the city
council process further. The group agreed with this decision.
John Engelbrecht also inquired as to the source of the budget, which Marcia Bollinger explained
was from general funds.
ADJOURNMENT:
John Engelbrecht moved to adjourn the meeting. Sayuri Sasaki Hemann seconded. Meeting
adjourned at 4:30pm.
Public Art Advisory Committee
Attendance Record
2015-2016
Name
Tenn
Expires
11/6
12/4
2/5
3/5
5/8
6/4
7/16
2/4
3/3
Bodkin Bryk, Tam
01/01/19
X
X
X
X
X
X
O/E
x
O/E
Engelbrecht, John
01/01/18
X
X
X
X
X
O
X
x
X
Westphal, Brent
01/01/17
O/E
X
X
X
X
X
X
x
X
Nusser, Bill
01/01/17
X
O/E
O/E
O/E
O
O
X
O
O
He—mann, Sayuri Sasaki
01/01/18
1 X
x
X
Knoche, Ron
—
X
X
X
X
X
x
X
Moran, Mike
X
X
X
O/E
X
X
X
—
—
Seydell-Johnson, Juii
—
—
—
—
—
—
—
X
X
Key
X = Present
O = Absent
O/E = Absent/Excused
— = Not a member