HomeMy WebLinkAbout2016-07-05 Bd Comm minutes2
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MINUTES APPROVED
BOARD OF ADJUSTMENT
APRIL 13, 2016 — 5:15 PM
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Larry Baker, Gene Chrischilles, Connie Goeb, Tim Weitzel
MEMBERS ABSENT: Becky Soglin
STAFF PRESENT: Susan Dulek, Sarah Walz
OTHERS PRESENT: Brian Flynn, Pat Barta, Aaron Doubet
CALL TO ORDER:
The meeting was called to order at 5:15 PM.
ROLL CALL:
A brief opening statement was read by Baker outlining the role and purpose of the Board and
the procedures that would be followed the meeting.
CONSIDERATION OF THE MARCH 9. 2016 MEETING MINUTES
Chrischilles moved to approve the minutes of March 9, 2016.
Weitzel seconded the motion.
A vote was taken and the motion passed 4-0.
SPECIAL EXCEPTION ITEM (EXC16-00002):
Discussion of an application for a special exception submitted on behalf of Joe's Place to allow
a Rooftop Service Area for property located in the Central Business District (CB -10) zone at
115 and 117 Iowa Avenue.
Walz began the staff report showing an aerial view of the property indicating the zoning
designations of the surrounding properties. Joe's Place consists of three store fronts, and the
proposed rooftop service area is above two of those, 115 and 117 Iowa Avenue. The opposite
side of Iowa Avenue and Clinton Street is the P-2 zone, which is the University of Iowa. Other
surrounding areas are CB -10 zones.
Walz explained this is the first application the Board has received under this new ordinance to
allow rooftop service areas. The subject property is in the Downtown District and CB -10 zone.
The purpose of the CB -10 zone is to allow for a wide range of retail, service, office and high
density residential uses and to support a healthy and vibrant commercial area and allow the
development of a mix of uses often with residential or office uses above store front commercial
uses. Walz noted that in 2015 the Zoning Code was amended to allow rooftop service areas
(RSA) as an accessory use in a number of zones and each of those zones has its own criteria
Board of Adjustment
April 13, 2016
Page 2 of 12
for the standards it has to meet to be allowed. In the CB -10 zone RSAs are allowed
provisionally for hospitality oriented uses (hotels), commercial recreational, and eating
establishments (restaurants). RSAs for drinking establishments (bars) are allowed under the
special exception process. Joe's Place is a drinking establishment.
RSAs are an accessory use—an outdoor gathering space on the rooftop, or upper floor terrace
of a building that is open to the public. If the RSA is an accessory to an establishment that is
licensed by the State to sell alcohol it is considered a type of outdoor service area, so that
brings in additional regulations that have to do with the serving of alcohol. So there can be a
RSA that doesn't serve alcohol, but when it is a rooftop service area that does serve alcohol a
number of other provisions apply.
The applicant, Joe's Place, is seeking a special exception to allow a rooftop service area above
the existing drinking establishment. Walz showed photos and sketches of the building and
where the RSA would be and the views of the surrounding areas. The applicant is proposing to
construct a wooden deck on the rooftops of 115 and 117 Iowa Avenue to provide a little over
1200 square feet of open air seating. The proposed area will be elevated slightly above the
existing roof, so that the floor area will be even across the rooftop of the two buildings. They will
be using some of the 2°' floor area of the building at 115 Iowa Avenue to create the necessary
restrooms, and the service area of the bar (where the employees would be) is in the interior of
the building as well (so it can be locked up at night) but all the area where the customers will be
served is on the exterior of the building. The proposed RSA would serve concession style food
and beverages and the proposed hours of operation would be 3 pm to 2 am with no amplified
sound after midnight. Amplified sound is permitted on the exterior of the building for rooftop
service areas by temporary permit only and live music is not permitted.
Walz next discussed the specific standards. The RSA shall meet all building and fire code
requirements, be ADA compliant, include elevator service, and have accessible restrooms
provided. There will be an elevator to make the RSA handicap accessible. The route back to
the elevator from the ground floor will be inspected at the time the building inspections are done
to confirm it is an accessible route. Access to the second floor will be via an interior stairwell
and the elevator. In terms of emergency egress, there is an outdoor stairwell that would go
down by the exterior beer garden at the back of 119 Iowa Avenue. Customers won't have
access to the interior of the building but it is possible if there was an emergency there is an
additional stairwell that is shared by a neighboring building that could be accessed as well.
The RSA shall be designed in an attractive manner that will not detract from adjacent uses, and
will prevent nuisance and safety issues. The site plan that was provided shows the layout of the
proposed RSA and Walz showed some views of the outside of the buildings and explained how
the RSA would be constructed and laid out. The RSA will be setback 40 feet from the front of
the building and there will be 4 foot tall metal panels so it won't be visible from the street. The 5 -
foot metal panels will also be installed on the parapet wall so the RSA will be screened from the
views of the buildings to the east. Along the remaining perimeter area, railings 4 feet in height
will prevent customers from falling or entering onto other rooftop areas or adjacent structures.
Walz also noted that the property at 113 Iowa Avenue has no upper floor use.
The RSA shall be located directly adjacent to or above the use to which it is accessory and
there shall not be other uses located on floors in between the RSA and the use to which it is
accessory. This RSA is directly above the bar area at 115 and 117 Iowa Avenue and there are
no other uses located between.
Board of Adjustment
April 13, 2016
Page 3 of 12
The RSA must be set back from adjacent upper floor uses and the edge of the roof and
screened and completely enclosed within a decorative fence or wall. Walz confirmed that is the
case on the eastern wall of the building that will face towards the Basta building.
The proposed RSA must be set back a minimum of 10 feet from the street facing edge of the
roof. Walz confirmed it will be setback more than 40 feet from the street facing edge.
The lighting must comply with the Outdoor Lighting Standards. Walz noted typically this is
included in the special exception because it is a requirement of the special exception. The
lighting plan has not been submitted yet but will be as part of the building permit process and it
must comply with the City standards.
No signs shall be allowed in or on the exterior wall or fence of the RSA that are within public
view. Walz explained that no signs are being proposed for the RSA, the applicant has indicated
that there may be television screens in the area around the bar but those should not be visible
from the public street or the adjacent residential uses.
For RSAs that are also outdoor service areas, there must be an RSA management plan in place
and at least one employee must be designated to monitor the safety and compliance of the RSA
during hours of operation. Walz showed the Board the management plan that was submitted
with the application and it indicates the hours of operation, no amplified sound after midnight, all
customers will be carded at entry to the bar, all customers will only be able to access the rooftop
from the interior stairs or elevator, and at least two to eight employees will staff the upper bar at
all times and there will be a floating crowd control manager that monitors the entire bar. To
ensure that the RSA is managed appropriately over time, the City Code states that if nuisance
or safety issues arise, the City may require immediate changes to the management plan and/or
the number of monitors to remedy the situation and reserves the right to suspend or revoke the
RSA permit. Staff recommends reiterating this as a condition of the special exception. This is
important so that the condition is clear to the current owner, but also any future owner as the
RSA is allow to transfer with ownership.
In the CB -10 zone, where the building containing the RSA abuts or is directly across a public
alley from a property containing upper floor residential uses or hotel rooms that have windows
facing the RSA, there are limits on the hours of operation. In this case the alley to the rear is
not a public alley, it is a private alley.
If alcohol is being served, food service must be provided. Prior to approval of an RSA, the
applicant must submit evidence indicating how this requirement will be met. In this situation the
applicant intends to sell food concession style, so people would order at the bar area, food
would be available in the RSA but not in the lower floors of the bar.
Dulek explained the noise conditions, starting with amplified sound. The way the ordinance
reads is amplified sound is not allowed escept by a temporary use permit. Therefore from the
Board's standpoint, the Board cannot limit amplified sound, because it does not exist. Non
amplified sound is allowed, but there must be a plan by the applicant to address the noise. The
temporary use permit will be a City Staff decision, and it will be an annual permit review that
Staff can revoke at any time if there are nuisance issues. The Board has no jurisdiction over
that.
Goeb asked if amplified sound is permitted by the temporary use permit, why live music is not
allowed. Dulek said that was discussed during the ordinance approval process last year but did
not know the specifics.
Board of Adjustment
April 13, 2016
Page 4 of 12
Walz continued and discussed other noise outside of amplified sound. Given the distance of
this RSA and other adjacent upper floor uses, the screening to the east, and that the CB -10
zone is a zone where a certain amount of noise is anticipated, it will not create a significant
disturbance to the neighborhood.
Dulek noted the ordinance states the design of the RSA must minimize the area of noise, so it
must be designed with that in mind.
Chrischilles asked if there were apartments above the Basta restaurant. Walz confirmed there
were, and that is why the screening will be mounted on the parapet wall on the east of the RSA.
Walz noted additional special exception approval criteria for nonconforming drinking
establishments. An RSA accessory to a nonconforming drinking establishment may be allowed
by special exception provided it meets the general approval criteria and the additional approval
criteria The RSA shall be located directly above and contiguous to the licensed drinking
establishment. This RSA meets that requirement, it is directly above the bar.
There shall be no horizontal expansion of the licensed drinking establishment. The proposed
RSA is located above the existing bar area. There is no horizontal expansion of the use.
There shall be no increase in interior floor area or interior occupant load. This is met, all of the
customers, except those using the restroom (which is an allowable exception) will be on the
exterior of the building as shown on the floor plan.
Walz noted the general standards follow from the specific standards. She noted general criteria
number 3: the establishment of the specific proposed exception will not impede the normal and
orderly development and improvement of the surrounding property for uses permitted in the
zone in which such property is located. That is not just for what is currently there, but what
could be in the area in the future. The subject property is located in the Central Business
District of the Downtown District and it is intended to allow for high density mixed uses and to be
an entertainment area in Iowa City. The zone is intended to provide a healthy and vibrant
commercial core with a mix of uses. RSAs were added as an allowed use in the zone in order
to obtain more diverse seasonal opportunities similar to what the City has with sidewalk cafes.
Staff believes with appropriate controls and amplified sound administered through a temporary
use permit the proposed use would be compatible with surrounding development and would be
an attractive development to the downtown environment. Walz stated that this is addressed in
the Comprehensive Plan, that this be a vibrant area. Downtown is a growing area with lots of
activities and as the population grows and the university grows, providing new and unique
venues is a good thing for downtown.
Staff is recommending approval of EXC16-00002, a special exception to allow at Rooftop
Service Area in the Central Business (CB -10) zone located above 115 and 117 Iowa Avenue
subject to the following conditions:
Substantial compliance with the site plan submitted.
• No solid roof shall be constructed over any portion of the outdoor service area.
Amplified sound is allowed by temporary use permit only.
No live music or live performance permitted.
A lighting plan must be in compliance with the Zoning Ordinance and approved by
the Building Official prior to issuance of a building permit.
Handicapped accessible routes must be maintained between the front entrance and
elevator and between the elevator and second floor restrooms.
Board of Adjustment
April 13, 2016
Page 5 of 12
Substantial compliance with the management plan, requiring no fewer than 2
employees present on the rooftop at all times, and one crowd control manager for the
entire bar/business.
As per City Code, if nuisance or safety issues arise, the City may require
immediate changes to the management plan and/or the number of monitors to
remedy the situation and may suspend or revoke the Outdoor Service Area
permit.
Food service must be provided during all hours of operation
Baker noted for the audience that the Board has no preparation meetings, so this is the only
opportunity the Board has to ask questions about the report in front of them. The Board is not
allowed to talk to the public or each other regarding this application outside of this meeting.
Chrischilles asked about the railings that will be 4 feet in height, what material will they be
composed of and how are they constructed. Walz showed on the applicant's packet a rendering
of the material and fencing that will be used for the railings.
Goeb asked how the hours of the RSA are decided upon and Walz explained those are the
allowable hours for a bar under the ordinance, and the currently hours of operation for Joe's
Place. Goeb asked if Joe's Place was to change their hours of operation, would that also
change the hours of operation for the RSA. Walz said yes, if the Board does not restrict the
RSA. Dulek noted that 10 am is the earliest a RSA can be open and 2 am is the latest under
the Code.
Chrischilles asked if the RSA would be a non-smoking area. Walz confirmed it would be non-
smoking.
Chrischilles noted that on page 4 of the report, item number 2, it refers to "The portion of the
outdoor seating area located above 115 Iowa Avenue is set back approximately 30 feet from the
rear of the building. Screening is not indicated in this area, which overlooks a private alley." And
wondered why there would be no screening back there. Walz said that portion of the roof will
have railings, and a large portion of the area will be screened by the elevator structure. She
also noted there is only a small part of seating in that area, most of the roof in that area will be
preserved for the HVAC units.
Goeb questioned the sturdiness of the roof with all the extra weight. Walz explained that will the
construction of the decking on top of the roof, it is almost as if they are constructing a whole new
roof that will support the additional weight.
Chrischilles asked about the standard that states "Amplified sound may be restricted or
prohibited during public events, festivals or concerts" and who determines if it will be restricted.
Dulek said the City could restrict amplified sound during times like Jazz Fest and will be noted in
the temporary use permit. Chrischilles asked how that would be enforced. Dulek said they
temporary use permit holders would be notified when the City is restricting or prohibiting their
amplified sound.
Chrischilles noted that City Staff are the only ones that can issue the temporary use permit for
amplified sound, and questioned then if City Staff could alter the permit to allow amplified sound
past midnight, or make if end at a time earlier than midnight. Dulek said that the ordinance
approved by Council says that midnight is the latest, but a temporary permit could be issued
that states amplified sound must end prior to midnight. Chrischilles asked if the Board felt that
Board of Adjustment
April 13, 2016
Page 6 of 12
midnight was too late, do they have any authority to enforce that. Dulek said the concern can
be noted in the minutes, but cannot be part of the exception.
Goeb asked how it came about that sidewalk cafes that serve alcohol have more leniency than
what is being issued to the RSA. Walz commented that the sidewalk cafes do have restrictions
placed on them in terms of hours of operation and amplified sound, and are on an annual permit
system. Dulek noted that sidewalk cafes are on City right-of-ways and not on private property
so they are regulated through an annual easement agreement and they pay for the use of that
space. Walz noted the RSA will require the property owner to make a significant financial
investment into their property and therefore it was decided they should not be on a yearly permit
basis.
Baker asked why amplified sound is allowed but not lived music. Dulek answered that was a
decision the Council made in passing this ordinance. Baker asked about other live performance.
Dulek confirmed that the Code only says "no live music" and Walz said they added the condition
of no live performance given the scale of the RSA in this application. The Board can decide to
remove that condition.
Baker asked if they could install televisions on the RSA, and Walz confirmed they may. Baker
asked if the volume of the televisions would be a separate issue than the volume of the
amplified sound. Walz said that would be considered amplified sound. Baker asked if the
televisions would be wired into the sound system. Walz said either way it is considered
amplified sound. Dulek said the volume of the televisions will be enforced through the
temporary use permit.
Baker pointed out under the design criteria 'The RSA shall be designed in an attractive manner
that will not detract from adjacent uses, and will prevent nuisance and safety issues. The
applicant shall submit a design plan with the application for an RSA that, at a minimum,
specifies and illustrates the proposed size, dimensions, setbacks from adjacent buildings and
roof edges, occupancy load, layout, landscaping elements, access routes, elevator, and
accessible bathrooms. RSAs shall meet the following minimum standards. If a special
exception is required, the board of adjustment may impose additional or more restrictive
conditions to mitigate any anticipated externalities, including, but not limited to,
restrictions on hours of operation, lighting, size, occupancy load, and setback and
screening requirements." Baker questioned why the Board has purview to change all other
conditions except sound amplification. Dulek confirmed that the ordinance is written such that
the Board is not allowed to consider amplified sound, that the City Council wished for that to be
an administrative decision.
Chrischilles asked about the temporary use permit, and when that would be issued. Dulek said
that after the Board makes a decision, regardless of the decision, no amplified sound is allowed.
If the RSA applicant wishes to have amplified sound, they must apply for a temporary use
permit. Other examples of temporary use permits used around Iowa City are for the fall Regina
Fun Festival, or for the HyVee lawn centers. These temporary permits are for a use that is not
normally allowed in the zoning code, and the zoning code does not allow a RSA to have
amplified sound. Therefore the only way to get amplified sound is to obtain a temporary use
permit. A temporary use permit is not a special exception, a special exception is permanent
whereas a temporary use permit has a finite time limit.
Baker asked how the City will measure the grounds for revoking a temporary use permit. Dulek
noted she would find the provision in the Code and share it with the Board. Chrischilles asked
Board of Adjustment
April 13, 2016
Page 7 of 12
about the rooftop at FilmScene and Walz said that was different because it is not a drinking
establishment. It is an entertainment venue, not a restaurant or bar.
Baker noted also in the standards it notes "Amplified sound may be restricted or prohibited
during public events, festivals or concerts" and asked if the applicant is operating the sound
system at a level that was approved by the staff in the temporary use permit, why would it be
prohibited during these other events. Dulek noted they could say no amplified sound at all
during such events as Jazz Fest or Arts Fest. Baker questions then if it can't be used during
those events because it can be heard and interfere with those events, then why allow it at all.
Dulek said it will depend on the event and the RSA location as to whether it will interfere with
other events. She noted that is why they use the temporary use permit process, because of its
flexibility.
Baker opened the public hearing and asked the applicant to come forward to address and
answer questions of the Board.
Brian Flynn (Joe's Place) began by stating the difference between a drinking establishment (that
serves food) and a restaurant (that serves alcohol) is that a drinking establishment is open until
2 am. Restaurant licenses only allow them to be open until midnight.
Chrischilles asked if this particular RSA is for a drinking establishment. Walz and Flynn both
confirmed that was correct. Walz noted that is why it requires a special exception.
Goeb asked about the hours of operation. She noted a drinking establishment can be open
from the hours of 6 am to 2 am but wondered what the hours of Joe's Place are. Flynn
responded that currently they open at noon, perhaps earlier on weekends especially on football
weekends which can sometimes be as early at S am. Goeb asked then what the hours of the
RSA would be, it appears in the report to be from 3 pm to 2 am. Walz said that was part of the
management plan submitted by the applicant. Flynn noted there are several items in that
management plan that do not work for their business operations.
The two employees on the rooftop at all times logistically doesn't work if there isn't the business
on the rooftop to support the need for two employees up there. Goeb asked more specifically
about the hours of operation for the RSA and with respect to football game Saturdays. Flynn
noted that for special events, such as football games, they might open the RSA earlier than 3
pm. Walz confirmed that if the Board approves this application without restrictions, the applicant
can have the RSA open anytime within their normal hours of operation.
Chrischilles asked how the applicant would monitor the number of people on the rooftop. Flynn
said they use security to make sure they stay within the limits of the occupancy of the area. It
will be easily controlled since there is a single set of stairs up to the area.
Chrischilles noted that the applicant has done a good job with their proposal and planning.
However he is bothered by a couple of items. One being since this is on a roof, there is a safety
concern. The other issue is the amplified sound, however the Board has no jurisdiction on that
issue. In terms of the safety, he is concerned about the 4 foot railings and they look as if they
could easily be climbed over. Flynn noted that is the basic idea of what will be used, however
they will likely use something with more screening because the view of the HVAC systems is not
attractive. He noted that his establishment 30 Hop in Coralville has never had an issue with
someone trying to climb over the rail. Chrischilles noted the clientele is different. Walz noted
that the Board can impose conditions on the special exception to state certain materials are
used for the railings, or they must be at a certain height.
Board of Adjustment
April 13, 2016
Page 8 of 12
Chrischilles asked how far is the edge of this RSA with respect to the beer garden below (in
terms of throwing things). Walz showed the area, the RSA is directly above the beer garden.
Pat Barta (contractor) noted that with regards to the screening, the architect didn't totally
understand where the contractor wanted the perforated fence. The perforated fence is
supposed to run across the back of the RSA to screen the HVAC equipment. He also noted
there would be a masonry wall behind the bar area.
Weitzel asked if they discussed with the architects the sound proofing properties of the
screening that is indicated on the drawings.
Aaron Doubet (DB Acoustics, Marion, Iowa) said the actual panel in the railing would not control
sound very well, but if there are issues an absorbent panel for sound control can be sandwiched
between the perforated panels.
Baker asked if there would be a maximum sound level set that staff could not go above. Doubet
said they would set an adaptive volume level with a maximum, he can put microphones in the
space that will measure the ambient noise of the space and that can control individual speakers.
So for example if the north end of the RSA is populated heavily the speakers in that area will
automatically be raised to a level predetermined above the ambient noise level, but other
speakers on the RSA will not change. The system is programmed so staff do not need to worry
about changes. There will be an override to turn it off, but not necessarily to turn it back on.
Doubet noted that with regards to the televisions, the sound is only controlled through the sound
system, it is not controlled at individual televisions. This will control from having a blaring
television, it is hard -wired controlled through the sound system. So the same standards and
systems that apply to the music volumes will apply to the television volumes.
Baker asked if the music upstairs would be the same music as downstairs. Doubet said it
doesn't have to be, it can be completely separate or tie in.
Doubet also explained that with the sound system they can direct sound certain ways. Where
Basta and the apartments above are, no sound will be directed towards that area, all sound will
be transferred away.
Baker asked about exit safety from the RSA and if an employee has to access the exterior
emergency exit to get people out. Barta explained that the existing outdoor patio has an 8 foot
fence that has a crash bar system for emergency exit. On the roof they will have a similar
system, there will be a gate to the exterior stairs that will have the crash bar system. Those
exterior stairs egress into the private alley. Flynn noted that staff monitors those exits to make
sure people aren't entering through those emergency exits. Baker asked about stairway widths.
Barta explained that the Code requires a minimum width for stairways depending on the
occupancy.
Weitzel asked about monitoring occupancies and the management plan, which states a
minimum of two people. Flynn responded that the number of staff on the RSA will depend on
the number of occupants. Dulek said the owner/applicant can decide what the adequate
management plan is and there is a need for reasonable flexibility. If the reasonable
expectations are not met, they may not be able to get the temporary use permit or alcohol
permit.
Board of Adjustment
April 13, 2016
Page 9 of 12
Goeb indicated the part of the staff report where it says "while staff is not aware of any proposed
heat sources being proposed at this time, heat sources would be requiredto meet Fire Code and
Building Code, and would be inspected" and wanted to verify that if the applicant wanted to add
propane heaters to the rooftop it would have to meet the Fire Codes. Flynn noted that at 30
Hop in Coralville they do have the propane heaters and the sprinkler system on the roof covers
that area. Walz said this language was added just for assurance that if an heat source or open
flame was added, Fire Codes would be followed, the applicant has not indicated they will use
propane heaters at this time.
Baker asked about the rooftop space and if there would be dancing space on the rooftop. Flynn
said that every year when they apply for a liquor license they need to indicate whether or not
there will be dancing at the establishment. Barta noted the floor construction would not change
if there were to be dancing, the proposed design could handle that activity.
Baker closed the public hearing.
Dulek replied to the earlier question of revocation and enforcement of the temporary use permit.
The outdoor service area, the permission to sell and consume alcohol outside, is completely
within Council discretion and if there is a violation or Council has issues with it, Staff can
recommend to Council it should be suspended or terminated, and the appeal goes through
Council. With the temporary use permit, if Staff feels the permitee is in violation of the terms,
Staff will say it should be suspended or revoked, and the appeal of that decision comes to the
Board of Adjustment.
The Board and Staff discussed the amplified noise with no live music versus live performance
issues and also the levels of decibel noise and how it will be regulated by the temporary use
permit.
Goeb moved for the approval of EXC16-00002, a special exception to allow at Rooftop
Service Area in the Central Business (CB -10) zone located above 116 and 117 Iowa
Avenue subject to the following conditions:
• Substantial compliance with the site plan submitted.
• No solid roof shall be constructed over any portion of the outdoor service area.
• Amplified sound is allowed by temporary use permit only.
• No live music or live performance permitted.
A lighting plan must be in compliance with the Zoning Ordinance and approved
by the Building Official prior to issuance of a building permit.
• Handicapped accessible routes must be maintained between the front entrance
and elevator and between the elevator and second floor restrooms.
• Substantial compliance with the management plan, requiring no fewer than 2
employees present on the rooftop at all times, and one crowd control manager
for the entire bar/business.
• As per City Code, if nuisance or safety issues arise, the City may
require immediate changes to the management plan and/or the number
of monitors to remedy the situation and may suspend or revoke the
Outdoor Service Area permit.
• Food service must be provided during all hours of operation.
Weitzel seconded the motion.
Board of Adjustment
April 13, 2016
Page 10 of 12
Chrischilles moved to amend the motion with an additional condition that the site plan include
the perforated metal screening is used in all areas where there is screening to be located, and
should be at least 5 feet in height above the floor.
Goeb seconded the amendment.
Baker and Weitzel both understand the concern, but are not compelled to add that condition.
Weitzel noted it is an unnecessary expense and there has been no proof of a problem.
Chrischilles noted that the contractor said it would actually be cheaper since it would be
uniformity of product. Chrischilles said he does not want the railing concept shown on the
architect's site plan to be used, he believes the railing invites people to climb over it.
Weitzel also noted the code already indicates what the minimum screening and railing is
necessary for safety and asking for the 5 feet is above the requirement.
Goeb noted that not only for safety, but for aesthetic reasons it will look better to have a
consistent product around the whole rooftop.
Baker noted that once the Board opens up adding a foot to the minimum standard that then
opens up the conversation as to why not add two and so forth. The safety standards are in
place already for a reason.
Since the amendment did not receive the support of three members of the Board, it will not be
added to the motion.
Baker called the question and asked for a finding of facts
Weitzel stated regarding agenda item EXC16-00002 he concurs with the findings set forth in the
Staff Report of April 13, 2016 and concluded the general and specific criteria are satisfied.
Unless amended or opposed by another Board member he recommends that the Board adopt
the findings in the Staff Report as our findings with acceptance of this proposal.
Weitzel specifically noted in the Staff report it was compelling that the specific standards
addressed everything that was required by code and other uses in the area will be preserved.
Baker noted that the inability of the Board to consider sound mitigation or amplification issues is
an issue that needs to be reconsidered. The findings of the Staff, based on the limitations the
Board have, he does concur.
Chrischilles stated he opposed based on the findings in the Staff Report because he feels they
could do a better job with regards to the safety of the project.
Goeb seconded the findings of fact.
A vote was taken and the motion passed 3-1 (Chrischilles dissenting).
Baker stated the motion declared approved, any person who wishes to appeal this decision to a
court of record may do so within 30 days after this decision is filed with the City Clerk's Office.
Board of Adjustment
April 13, 2016
Page 11 of 12
BOARD OF ADJUSTMENT INFORMATION:
Walz noted that the Board had drafted a letter to the City Council in January regarding rental
properties located in the flood plain. Staff has proposed a remedy for that in which all rental
properties located in the flood plain are identified on a map that will be attached to the rental
disclosure form so people can see whether the property they are renting is in a flood plain.
Baker stated with regards to the Board not being able to discuss or weigh in on the issue of
sound amplification he would like a rationale as to why.
Goeb also asked for a clarification on the live music issue.
ADJOURNMENT:
Weitzel moved to adjourn.
A vote was taken and the motion passed 4-0.
BOARD OF ADJUSTMENT
ATTENDANCE RECORD
NAME
TERM EXP.
4/8
5/13
6/10
8/12
9/14
10/14
12/16
1/13
2/17
3/9
4/13
BAKER, LARRY
1/1/2017
X
X
X
X
X
X
X
X
O/E
X
X
GOEB, CONNIE
1/1/2020
X
X
X
X
X
X
X
X
X
X
X
GRENIS, BROCK
1/1/2016
O/E
X
O/E
X
X
O/E
X
—
CHRISCHILLES, T. GENE
1/1/2019
X
X
X
X
X
X
X
X
X
X
X
SOGLIN, BECKY
1/1/2018
X
X
X
X
X
X
X
X
X
X
O/E
WEITZEL, TIM
1/1/2021
—
—
—
—
—
—
—
—
X
X
X
KEY: X = Present
0 = Absent
0/E = Absent/Excused
— = Not a Member
-a 77x3
AW4 IOWA CITY 26(2)
f�i PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
rn5 nCrag •Hare 319,3% SM w 319356"91 —.kplaq
BOARD OF TRUSTEES
Minutes of the Regular Meeting FINAL APPROVED
May 26, 2016
Members Present: Diane Baker, Janet Freeman, Adam Ingersoll, Thomas Martin, Robin Paetzold,
Meredith Rich -Chappell, Jay Semel, Monique Washington.
Members Absent: John Beasley.
Staff Present: Maeve Clark, Susan Craig, Kara Logsden, Patty McCarthy, Elyse Miller, Brent Palmer,
Angela Pilkington.
Guests Present: None.
Call Meeting to Order. President Paetzold called the meeting to order at 5:02 pm.
Public Discussion. None.
Approval of Minutes.
The Minutes of the April 28, 2016, Library Board of Trustees meeting were reviewed. A motion to
approve the Minutes was made by Ingersoll and seconded by Freeman. Motion carried 8/0. Ingersoll
asked about John Beasley. Paetzold said she would follow up.
Unfinished Business.
Bookmobile. Craig, Semel and Paetzold attended the City Council meeting at which time Council
approved the funding for the bookmobile. Craig invited Antelope Lending Library's (Antelope) director
to the Public Libraries of Johnson County (PUC) meeting earlier this month. Also, Craig posted
Antelope's summer bookmobile schedule on the Library's blog about the bookmobile. April 12, 2017, is
National Bookmobile Day and we hope to have a bookmobile festival in Iowa City that will include
Antelope. Craig asked Board members how involved they want to be in determining the bookmobile
stops. There was discussion about the availability of rest rooms, and severe weather access at potential
stops. Members suggested retirement facilities, schools, mobile home courts, neighborhood centers as
options to consider. Semel said when he spoke to the Mayor he hoped the bookmobile would provide
access to underserved areas. Faith Academy and summer camps were suggested by Washington.
Freeman asked if we have information about library card users and perhaps the bookmobile could go
where people don't use their cards frequently. Craig said maps provided by the consultant showed
library card penetration everywhere in Iowa City and it would be difficult to figure out who wasn't using
a card. Older and younger people who may have transportation issues are target populations said Craig.
Roosevelt School was suggested by Freeman. Martin feels the Board does not need to make the
decisions about where the bookmobile goes but needs to be kept involved in why the decision was
made to go somewhere. It is hoped we will be able to be flexible with where the bookmobile will go
depending on the time of year, school in session versus summer, for example. Martin said other libraries
are watching Iowa City to see how the bookmobile progresses. Craig said we are very excited and ready
to get going. Ingersoll was surprised our vehicle does not require the driver to have a CDL. Chassis and
weight determine that said Logsden.
New Business.
Election of Officers. Nominating Committee Chair Martin stated the slate of officers put forward by the
Nominating Committee is Semel for President, Washington for Vice President, with Freeman serving as
Secretary for a second term. A motion to accept the slate of officers was made by Martin and seconded
by Ingersoll.
Motion carried 8/0.
Art Advisory Committee. Paetzold asked how long a term is on the Art Advisory Committee. Craig said
three years. A motion to approve the two recommended candidates for the Art Advisory Committee
was made by Rich -Chappell and seconded by Martin. Motion carried 8/0.
Amend NOBU Budget. Craig said NOBU expenditures are typically approved in July. However, this year,
there is some direct state aid money left and these funds must be used in the year they are received.
Craig seeks approval to spend the unused portion of this money to replace our main power backup
system and to replace office desk chairs. Freeman asked if the State will require an accounting of how
the money was spent. Craig said yes, she provides a report identifying how the money is expended. A
motion to approve the use of the Enrich Iowa Funds for the power backup and office desk chairs was
made by Ingersoll and seconded by Baker. Motion carried 8/0.
Summer Reading Program 2016. Pilkington demonstrated the Summer Reading Program (SRP) website.
Paetzold was pleased to note the logos for program sponsors on the website. Users can register
exclusively online this year for the first time. Families and summer camps can be linked this year, which
has many advantages in addition to saving lots of time for those who take advantage of it. This year we
are using a new program, Beanstack, which also provides book lists for SRP users. Another feature
allows users to keep a personal log of all the books read. North Liberty Community Library and
Coralville Public libraries are also using Beanstack. We are moving toward being able to gather data
uniformly to help share with our schools. There are game cards for participants of all ages which were
distributed to Board members. Reading and exercise are components of SRP this year, said Clark. SRP
begins Tuesday, 5/31/16. A reminder that Saturday, 6/4 is Children's Day and there will be 14 different
organizations which will have booths at the event. There will be entertainment from 10-3. Craig said
ICPL participates in the national SRP theme. This provides access to graphics and other features that all
libraries can use. Materials are available at a reduced rate because of State Library support.
Staff Reports.
Director's Report. Craig included the article about Charlie Robinson in the packet because he was a
great influence on librarianship, and on her, and she wished to share this with the Board. Craig,
Logsden, and Paulios met with Rachel Zuckerman and three other UI students to talk about having
graduate counseling students in psychology and sociology help with outreach to homeless individuals
who might benefit from counseling. It was suggested that a place might be identified in the library
where people could talk to counselors. Craig said having a faculty member involved in the project really
helps. We will follow-up if the students are able to organize some hours of service in the fall. Yesterday
was our last Music is the Word program. The Catfish Keith finale was last Saturday. Craig said both the
2
community and staff really embraced this project. It was unlike any other project the library had
previously done in its breadth and has been both memorable and successful. ICPL applied for a
Convention and Visitors Bureau grant for $5000 for a Friday/Saturday'Family STEAM festival next May
with the Downtown District, the Iowa City Community School District, Little Village, Merge, and other
partners. We hope to bring the Magic School Bus to Iowa City. CBJ online announced that protostudios
was awarded $1.5M by Iowa Economic Development Authority so the Merge space is moving forward.
Merge is hoping for additional money from the federal government.
Departmental Reports:
Adult Services. VITA has been going for 30 -some years. Clark said we used to stay open until midnight
on 4/15 assisting people with their taxes; we even took the returns to the post office in Iowa City, and
later drove them to Cedar Rapids when Iowa City did not stay open until midnight. Now all returns are
filed online and it is much more efficient.
Community & Access Services. Craig emphasized how easy it is to use the Summer Library Bus for
children and the adults who accompany them to the library during the summer.
Development Office Report. McCarthy thanked Baker, Semel, and Ingersoll for attending the Looking
Forward fundraiser. The event was more successful than last year's. The committee will debrief on it
tomorrow. It is the summer reading program prize solicitation time and the cash value of the prizes
received so far is in excess of $125,000, said McCarthy. Many sponsors also make cash contributions.
Semel asks how many people attended Looking Forward: McCarthy said 92 persons attended this year,
and 89 attended last year. She said there were more reservations made last year, but fewer people were
present. The presenter said he would be delighted to come back to talk to us and Board members were
impressed with his knowledge of the subject and his delivery. McCarthy is working on the packet for the
annual meeting. Paetzold asked about Mary Gilbert. McCarthy said the timing for Mary Gilbert's gift was
synchronous with when we began discussion about the bookmobile and since she wanted her gift to
benefit as many people as possible, this is a good way to honor her and her gift to the library.
Volunteer Recognition. Craig said the Volunteer recognition event was lovely as always.
Spotlight on the Collection. No comments.
Miscellaneous. No comments.
President's Report. No comments.
Announcements from Members. Martin commented on the Bettendorf Library's water pipe break
causing $1M worth of damage. The library will reopen 5/31 with limited access. Martin suggested
sending an official note of support and see if there is anything ICPL may be able to help them with.
Freeman would like the Board to send a letter to their Board of Trustees.
Committee Reports.
Foundation Members.
Communications. None.
Disbursements.
The MasterCard expenditures for April, 2016 were reviewed. A motion to approve the disbursements for
April, 2016 was made by Ingersoll and seconded by Rich -Chappell. Motion carried 8/0.
Set Agenda Order for June Meeting.
Director's Evaluation
Board Annual report.
Adjournment. A motion to adjourn the meeting was made by Baker and seconded by Martin. Motion
carried 8/0. President Paetzold closed the meeting at 6:08 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
Term
Ex iration
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
6/23/16
Diane Baker
6/30/19
X
X
X
O/E
O/E
X
O/E
X
X
O
x
X
John Beasley
6/30/21
X
X
X
X
x
x
x
O
O/E
O/E
O/E
X
Janet Freeman
6/30/19
X
O
X
X
X
X
O/E
O/E
X
X
X
X
Adam Ingersoll
6/30/21
X
x
x
X
X
X
X
X
X
x
x
x
Tom Martin
6/30/17
X
x
O/E
X
X
X
X
X
x
X
x
X
Robin Paetzold
6/30/17
X
X
X
X
X
x
x
x
X
X
x
X
Meredith
Rich -Chappell
6/30/17
X
O/E
X
X
X
x
X
x
O/E
X
x
X
Jay Semel
6/30/19
X
x
X
X
X
X
X
X
x
O/E
X
X
Monique
Washin ton
6/30/21
X
X
x
X
X
X
X
X
x
X
X
x
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
MSTSSTr-
2b(3)
MINUTES — FINAL
CITY OF IOWA CITY CIVIL SERVICE COMMISSION
June 23, 2016 — 8:15 a.m.
HELLING (LOBBY) CONFERENCE ROOM — CITY HALL
Members Present: Lyra Dickerson, Rick Wyss
Members Absent: Jesse Case
Staff to the
Commission Present: Karen Jennings, Tracy Robinson
Others Present: None
RECOMMENDATION TO COUNCIL (become effective only after separate Council
action):
None.
CALL TO ORDER:
The meeting was called to order at 8:15 a.m. Dickerson chaired the meeting.
POLICE CHIEF RECRUITMENT:
After a brief discussion, Wyss moved to approve the process proposed by staff in the
June 21, 2016 memo to the Commission. Dickerson seconded, and all were in favor.
OLD BUSINESS:
Jennings stated that Police Officer testing was conducted on June 11`h and interviews will
be held the week of July 11`h.
None.
ADJOURNMENT:
Wyss moved to adjourn, Dickerson seconded, all were in favor and the meeting was
adjourned at 8:32 a.m.
Board/Commission: Civil Service Commission
ATTENDANCE RECORD
YEAR 2016
(Meeting Date)
NAME
TERM
EXPIRES
3/21/16
5/5/16
6/23/16
Lyra Dickerson
4/3/18
X
X
X
Paul Hoffe
4/4/16
X
---
Jesse Case
4/3/17
X
O/E
O/E
Rick Wyss
4/4/20
X
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No Meeting
--- = Not a Member
��
2b(4)
MINUTES APPROVED
HISTORIC PRESERVATION COMMISSION
MAY 12, 2016
EMMA J. HARVAT HALL
MEMBERS PRESENT: Thomas Agran, Esther Baker, Zach Builta, Gosia Clore, Sharon
DeGraw, Pam Michaud, Ben Sandell, Ginalie Swaim, Frank
Wagner
MEMBERS ABSENT: Cecile Kuenzli, Andrew Litton
STAFF PRESENT: Jessica Bristow, Bob Miklo
OTHERS PRESENT:
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.
PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA:
There was none.
CERTIFICATES OF APPROPRIATENESS:
608 Grant Street.
Bristow said this property is a Mediterranean -style house in the Longfellow Historic District. She
said the stucco house was built about 1925-1930. Bristow said the metal railing on the balcony
on the second floor is a hallmark of this style.
Bristow showed where there have been several additions, sided with shingle siding, on the back
of the house. She said the application is to take the deck, which was previously approved by
the Commission, extend it outwards, and turn it into a screened porch.
Bristow said a roof would be added that would meet just under the gutter line. She said she
spoke with the owner about extending it not only out towards one but also into the space. The
contractor, Marty McCafferty, said it will just come straight east. Bristow said the drawings are
therefore accurate.
Bristow said this will have a low slope roof and charcoal -colored screens, and all of the
structural elements and frames for the screens will be covered with cedar to be stained to match
the house. She showed where the stairs will be pushed out.
Bristow said that at the time of the application, the only thing staff really had a question about
was the skirting. She said that since then, staff has spoken with the contractor, who has spoken
to the applicants, and they are looking at doing a horizontal, narrow and wide alternating pattern
of boards that would also be stained to match the siding. Bristow said the recommended motion
included something about approving a skirting by staff and chair later, but if this is something
the Commission would approve, that would not have to be done.
HISTORIC PRESERVATION COMMISSION
May 12, 2016
Page 2 of 7
Sandell asked about the roof material for the add on. Bristow said she assumes it will be a
membrane roof with a gutter system. She showed the area that will be the new roof.
MOTION: Baker moved to approve a certificate of appropriateness for the project at 608
Grant Street as presented in the application. Clore seconded the motion. The motion
carried on a vote of 8-0 (Kuenzli. Litton, and Wagner absent).
Swaim noted that Frank Wagner arrived.
818 North Linn Street.
Bristow said this property is in the Brown Street Historic District. She stated that it is a
foursquare with prairie-style detailing.
Bristow said the application is to remove the gang of three windows on the north side. She said
they are not visible from the street, and there are no windows above them. Bristow said the
owners want to replace them with a gang of four windows, with stud pockets in between the
windows to divide them up, similar to other windows on the property. She said that around the
corner from that, the owners will put in an opening for a pair of wider, double hung windows.
Bristow added that around the corner from that on the south face, the owners will take a door
that is on the interior of the porch and make it an exterior door.
Bristow said there is an updated plan drawing since the time of the staff report. She said it
shows the four ganged windows along the bottom as represented in the manufacturer's type
drawing. Bristow showed on the drawing where the pair of double hung windows would be.
She said they are at two different scales.
Bristow showed the new location for the door.
Swaim asked about the stud pocket. Bristow answered that basically it is a little pocket that is in
between the frames of the windows so that a wood member such as a two by four can be put in
so that the windows are not just butted up against each other. Wagner commented that that is
where the window weights would have been.
MOTION: Sandell moved to approve a certificate of appropriateness for the project at
818 North Linn Street as presented in the application. Baker seconded the motion. The
motion carried on a vote of 9-0 (Kuenzli and Litton absent).
804 Iowa Avenue
Bristow stated that this house is in the College Hill Conservation District on the corner of Iowa
Avenue and Lucas Street, facing Lucas. She said it is the Chi Omega house.
Bristow showed different views of the house. She said the project involves removing the
retaining wall area that is below grade and the wall that is adjacent to it on the back of the house
and move the structure out, creating a new retaining wall further out. Bristow said the space
would be enclosed as part of the dining hall inside, and a deck would be put over the top of it.
She said that closer to the Iowa Avenue side, better access to the lower level and the rest of the
building would be created.
HISTORIC PRESERVATION COMMISSION
May 12, 2016
Page 3 of 7
Bristow said that on the first floor, the applicant would remove the four windows that are not
original and are deteriorated and replace them with double hung windows that better match the
others on that end that are the nine over nine pattern. She said they would also replace the
windows that are deteriorated in the lower level, but everything would be moved out there.
Bristow showed the demolition plan with the area that is below grade. She referred to the
retaining wall location and where everything will be moved out. Bristow pointed out where new
space has been captured. She showed the ground level plan with the new deck, some ramps,
stairs, and a patio that are also part of this project.
Bristow stated that at grade, around the deck, there will be a railing design as seen on the front
of the house and mimicking that in the back. She said that some of the handrail guidelines do
not need to be met, because this is less than 30 inches above grade.
Bristow showed the current east elevation, with a typical railing. She showed how it will look
after the project is completed, with some ramping and some of the new railing. Bristow showed
the French doors that mimic the French doors on the other side and the windows to be
replaced.
MOTION: Michaud moved to approve a certificate of appropriateness for the project at
804 Iowa Avenue as presented in the application. Baker seconded the motion. The
618 East Davenport Street
Bristow stated that this property is in the Goose Town Horace Man Conservation District and is
the rectory for St. Wenceslaus Church. She said it is Italianate and was built about 1882 by
Joseph Koza.
Bristow said the building has a previous addition close to the church with a gable that is
probably pitched higher than the original church. She said the project is to take the existing
porch area behind that and extend it about another five feet toward the east. Bristow said it
would have a hip roof so that it would not have the monumental appearance of the other
addition. She said it will have a hip that comes straight out to the east like it is a gable and will
then clip off with a hip. Bristow said it will not really look much different from the front.
Bristow said it will all be screened in, and all the wood material will be painted white. She said it
will not have the board and batten on it any more. Bristow said it will have a door that faces
toward the bay on the side. She said it will only extend out a total width of ten feet, because the
hedge is supposed to remain.
Bristow said the applicant will paint to match the trim. She showed the plan and where the part
of the existing rectory is not really to scale. Bristow said it will be ten feet by sixteen nine. She
said it will have the look in the middle of a gable.
Regarding the roof plan that staff asked the applicant for, Bristow said it shows that there is a
hip, and some of the original shed roof will be retained. She said staff was concerned that if
there is a hip and the water was just sloping right into the rectory that there would be a water
problem. Bristow said the applicant therefore plans to keep that part of the shed roof so that the
water leads out away from the building.
HISTORIC PRESERVATION COMMISSION
May 12, 2016
Page 4 of 7
Swaim said the photograph showing the nine windows shows the bottom six as blocked off.
Miklo said that will be retained inside the screened porch to keep it as a breezeway.
Agran asked if the roofline would not go above the sill on the window. Bristow confirmed this.
She said the peak of the roof will come out somewhere near the center of the whole and will just
come straight out. Bristow said it slopes down in two directions but will be less of a slope than
is there, just because it will have a greater distance and can't go above the sill.
Michaud asked if it will have a membrane roof. Wagner said the plan calls for asphalt shingles.
Bristow said some of that is still in the works, and the applicant might find that there is not
enough slope for asphalt shingles. Bristow said that since this would not be overly visible and if
it does have a lower slope, it would probably be acceptable to use a membrane roof here.
Sandell asked for some background on the previous add-ons on the property. Miklo said that
was done in the mid-1980s, before this was in a conservation district. Sandell said the previous
additions seem like dramatic departures from the original architecture.
Bristow said that because this is a screened porch, it will have less wall surface, so it will not
have the impact that the board and batten siding has. She said there is not too much to be
done about this, since it happened prior.
MOTION: Agran moved to approve a certificate of appropriateness for the project at 618
Davenport Street as presented in the application with the following conditions: exterior
wood to be painted to match the trim on the house and staff and chair approval of the
roof plan and materials. Clore second the motion. The motion carried on a vote of 9-0
(Kuenzli and Litton absent).
Swaim mentioned that several of the applications were created using an on-line application
form. She said this was created by Bristow to streamline the process.
REPORTS ON CERTIFICATES ISSUED BY CHAIR AND STAFF:
Certificate of No Material Effect - Chair and Staff Review
510 Grant Street .
Bristow said this house in the Longfellow District is having the deck/guardrail replaced. She
added that it is currently heavily deteriorated. Bristow said it will be replaced with wood material
to match what is there.
414 North Van Buren
Bristow stated that the owners plan to replace the roof membrane on the bump out. She said
the roof membrane does not require approval, because this is in a conservation district - the
Goose Town Horace Mann Conservation District. Bristow said, however, the railing around that
roof is heavily deteriorated, so that needed to be reviewed. She said the owners are replacing
the railing with a wood material painted to match the existing.
1121 Burlinaton Street
Bristow said this house is in the College Hill Conservation District. She stated that part of the
porch floor and the railing are to be replaced. Bristow said the owners are doing a minimal
HISTORIC PRESERVATION COMMISSION
May 12, 2016
Page 5 of 7
I
replacement of the structure. She said the railing will match the railing in the guidelines, not the
railing that is currently on the stairs. Miklo said that everything will be painted.
Minor Review - Preapproved Item - Staff Review
838 Dearborn Street.
Bristow said this house has aluminum storm windows, and they will all be replaced with storm
windows that have been previously approved. She said they will all be dark to match what they
should have for the sashes originally.
827 Rundell Street.
Bristow said this house has been before the Commission a few times. She said the owners are
adding a minimal pipe railing to the front stairs.
747 Grant Street.
Bristow said this house has concrete steps in the back that are to be replaced with wood and a
wood railing.
CONSIDERATION OF MINUTES FOR APRIL 14,2016:
MOTION: Baker moved to approve the minutes of the Historic Preservation Commission's April
14, 2016 meeting, as written. Wagner seconded the motion. The motion carried on a vote of 9-
0 (Kuenzli and Litton absent) .
COMMISSION INFORMATION AND DISCUSSION:
Report on Ned Ashton Site Improvements.
Miklo said the Ned Ashton house is in City Park. He said that the house and the surrounding
property were acquired after 2008 as part of the flood buyout.
Miklo said that all of the other houses purchased as part of that program were demolished and
removed. He said that because this house is on the National Register, it was retained and is
now used as a park shelter/conference center. Miklo said the Commission reviewed the
addition of the ramp a few years ago.
Miklo said the proposal is to redo the patio in the back. He said it is fairly small and is broken up
flagstone. Miklo said it would be replaced with a larger, more functional patio in the same style
as what was there before. He said there would also be the addition of a dumpster with a small
screen around it.
Miklo said that even though this is on the National Register and is City -owned, it is not yet a
landmark. He said staff wanted the Commission to know what is going on here.
Swaim asked if the house can be used for private events. Miklo confirmed this and said it has
been used for weddings, parties, family reunions, etc.
Update on Grant Wood Art Colony Fence.
Bristow showed some photographs of the almost -complete fence. She said that the entire fence
is in, and workers have been installing the stone under it. Bristow said the two stone markers
that were part of the original gate plan have recently been installed.
HISTORIC PRESERVATION COMMISSION
May 12, 2016
Page 6 of 7
Letter from CLG Coordinator.
Swaim said the letter involved an annual evaluation and came from Paula Moore at the State
Historic Preservation Office. Miklo said the letter also made reference to the Preservation
Conference in Davenport on September 15 and 17. He said the City would pay the expenses of
one or two Commission members to attend, and anyone interested should let him know.
Update on Houser -Metzger House Move.
Miklo thanked Bristow and Alicia Trimble for all of the work they did to make this house move
possible.
Bristow showed photographs of the process of the house move. She showed the house on its
new site and pointed out how well it fits in with the neighboring houses.
Bristow showed a video about the move from the Iowa City Press -Citizen's website.
Baker asked what the next steps are for the house. Bristow said that a lot of grading needs to
be done, and the foundation needs to be filled in where there was blocking. She said that some
of the basement windows from the original location were salvaged, and they will go into some of
the holes where there were beams.
Bristow said the whole front section is open. She said that will all be filled in with concrete
block. Bristow said there are two places where the beams stuck out in the back, and that will be
filled in with block.
Bristow said that once that is done, and after the furnace is installed; grading will be done, the
window wells will be poured, and the porch piers will be poured. She said then the windows will
be installed, and she is still looking for someone to do that work.
Bristow said that Wagner is going to work on the porches. She said a cellar door cover needs
to be built.
Bristow said the inside work will then begin. She said the chimney was removed, because it
was already non-functional. Bristow said the fireplace will be turned into a gas fireplace. She
said that wall will be built back, and the mantel and tile surround will be put back.
Bristow said there still needs to be window repair, floor refinishing, and plumbing work. She
said the exterior really needs to be painted. Bristow said there were some small cracks in the
plaster. She said there is a lot of work to be done to get the house back to where it was before
the move.
Swaim stated that a letter from the Commission will go out to thank everyone for their efforts
ADJOURNMENT:
The meeting was adjourned at 6:15 p.m.
Minutes submitted by Anne Schulte
HISTORIC PRESERVATION
ATTENDANCE RECORD
2015-2016
NAME
TERM
EXP.
6111
7/9
8/13
9/10
10/8
11/12
12/10
1/14
2/11
2/25
3/10
4/14
5/12
AGRAN, THOMAS
3/29/17
X
X
X
O/E
X
X
X
0/E
X
X
O/E
X
BAKER, ESTHER
3/29/18
X
X
X
X
X
O/E
X
X
X
X
X
X
X
BUILTA, ZACH
3/29/19
—
—
—
—
—
—
—
—
—
—
—
X
X
CLORE, GOSIA
3/29/17
1 0/E
0/E
X
O/E
X
X
X
O/E
X
O/E
X
X
X
DEGRAW, SHARON
3/29/19
—
—
—
--
—
—
—
—
—
—
—
X
X
KUENZLI, CECILE
3/29/19
—
—
—
—
—
—
—
—
—
—
—
0/E
O/E
LITTON, ANDREW
3/29/17
X
X
O/E
X
X
X
X
X
X
X
X
X
O/E
MICHAUD, PAM
3/29/18
0/E
X
X
X
X
O/E
X
X
X
X
X
X
X
SANDELL, BEN
3/29/17
O/E
X
X
X
X
X
O/E
X
X
X
X
X
X
SWAIM, GINALIE
3/29118
X
X
X
X
X
O/E
X
X
X
X
X
X
WAGNER, FRANK
3/29/18
X
O/E
O/E
O/E
X
O/E
X
X
X
X
X
X
X
KEY: X = Present
0 = Absent
O/E = Absent/Excused
— = Not a Member
2b(5)
MINUTES FINAL
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
MAY 19, 2016 — 6:30 PM
DALE HELLING CONFERENCE ROOM, CITY HALL
MEMBERS PRESENT: Peter Byler, Christine Harms, Bob Lamkins, John McKinstry,
Harry Olmstead, Dorothy Persson, Emily Seiple
MEMBERS ABSENT: Syndy Conger, Matthew Peirce
STAFF PRESENT: Kris Ackerson, Tracy Hightshoe
OTHERS PRESENT: Charlie Eastham
CALL TO ORDER:
Byler called the meeting to order at 6:30 PM.
APPROVAL OF APRIL 21. 2016 MINUTES:
Olmstead moved to approve the minutes of April 21, 2016 with minor edits.
Lamkins seconded the motion.
A vote was taken and motion passed 7-0.
Eastham addressed the Commission and noted that in the agenda packet there is a crime free
release addendum document that is apparently from Southgate Property Management and
wondered if that would be on the agenda for discussion this evening. Byler said it is not on the
agenda, there had been a question raised so Staff attached this documentation as informational.
Since it is not on the agenda the Commission cannot have substantial discussion regarding the
document. Eastham noted for the Commission's interest he read the addendum and assumes
Southgate is using this document, however that should be clarified, and also this addendum
should be compared to the HUD Office of General Council Standard for Fair Housing Act to the
use of criminal records by providers of housing and real estate -related transactions. Eastham
stated in his opinion this document is not in compliance with the HUD directive and standards.
Eastham suggests the Commission take some steps to review this addendum, perhaps referring
it to the Human Rights Commission or to the Council for review especially if Southgate is using
this addendum for any properties that have received public assistance monies. Byler suggested
Eastham contact Staff to discuss, but also suggested that the Commission put this topic on a
future agenda for discussion.
Ackerson noted that typically during the summer they do not hold Commission meetings every
month, so likely the next meeting will be in July. However, City Manager will be presenting to the
City Council a list of funding strategies and ways to move forward regarding affordable housing
Housing and Community Development Commission
May 19, 2016
Page 2 of 5
and Staff is anticipating that to done in the beginning of June. Therefore if the Commission
wishes to meet in June, please let him know. Olmstead noted that if they do meet in June
perhaps to change the time to after 7pm due to a social gathering for the Johnson County
Affordable Housing Coalition at The Mill that evening. Hightshoe encouraged Commission
members to go to the work session where the Council outlines affordable housing strategies and
possible financing sources.
Hightshoe also mentioned the "So you want to start a business" series started last Saturday and
they had 30 attendees, and 1/3 of those were persons of color. The next workshop already has
over 40 people signed up.
Byler said because there will be at least two agenda items, they should hold a June meeting.
Persson agreed and noted the Human Rights Commission will also be having another one of
their educational sessions which is very beneficial.
Byler noted some handouts that were provided by Seiple that are housing statements from
various housing organizations throughout the community that they will be submitting to City
Council. Byler said that when talking to City Staff the focus is mainly on sources of funding for
land banking. He questioned if as a Commission do they want to make a statement to officially
submit to the Council in the minutes or to affirm any of the statements from other organizations
Persson feels that the Commission should make a statement to Council to take a very serious
look at all these proposals.
Byler agreed noting that the document that the Affordable Homes Coalition put together is
extensive and well written so perhaps the Commission should endorse this proposal to Council.
McKinstry stated he is familiar with the Coalition and the Consultation of Religious Communities
and is comfortable supporting both those proposals.
Persson noted that the League of Women Voters also puts together solid documents, and they
are all coming from reputable groups in the community.
Byler mentioned while he supports the CRC proposal, he doesn't necessary support all four
bullet points in the document feeling some might be detriments to housing in general getting
built.
Persson and McKinstry both stated that over the past twenty years the supply of affordable
housing had decreased while the demand has increased.
Olmstead suggested they look at combining the Affordable Housing Coalition along with the CRC
proposals in a recommendation because there are items in the CRC that do not appear in the
Coalition's document.
Olmstead moved that the Commission accept the recommendations of the Iowa City Affordable
Housing action plan and the CRC's action plan.
Housing and Community Development Commission
May 19, 2016
Page 3 of 5
Persson amended the motion to add an encouragement for Council to consider these documents
very seriously.
Olmstead seconded the amendment
Seiple noted that in the documents they reference covenants and feels that is something new
and why have an ordinance if the covenants can override the ordinance. Ackerson said it is a
property rights issue to create an understanding amongst all the neighbors about what the
neighborhood wants to allow. Hightshoe said the reference to covenants is to state that
subdivisions cannot restrict covenants so much to disallow affordable housing, but is unsure if
that can be achieved, can the City tell a developer what they can or cannot do with their property
She said they will ask the City Attorney for clarification on this.
Lamkins noted he is uncomfortable approving anything because they just received these
documents at this meeting and have not had adequate time to review them. Hightshoe agreed
and said perhaps it should be on the next agenda for discussion after review.
Olmstead withdrew his motion
Persson withdrew her amendment.
Olmstead noted his concern about residential TIFs and feels that should also be discussed at the
next meeting. He also has concerns about the ADA requirements of 30%.
Ackerson said he would email out the PowerPoint presentation and notes that were prepared on
this topic so that can also be reviewed and then discussed at the next meeting.
DISCUSS CAPITAL IMPROVEMENT PLANNING FOR PUBLIC FACILITIES:
Byler stated that he met with Ackerson and Hightshoe to discuss this topic. The question is if the
Commission would like to encourage all the groups that apply for funding make longer term
capital plans. Byler's idea was to find one engineer that the City could split the costs with the
non -profits to create a five-year capital improvement plan. Having the same engineer do all the
plans for the non-profit partners would help the Commission have all the information to make
informed funding decisions.
Lamkins asked what the benefit for the non-profit would be to spend the additional money since
their applications still need to be considered amongst all the others. Byler said that the
Commission would likely give more credence to the applications where the five-year capital plan
was included so that would be the incentive for the non-profit. The benefit is for the engineer to
help clarify for the non-profit what their priorities and plans should be. What has happened is if
the City doesn't fund a particular application, the next year the same organization will reapply,
but for a completely different project whereas if they had a five-year plan the City could prioritize
funding's and make sure monies are available for projects in future years. Additionally Byler
noted that the cost estimates that the non -profits present in their applications are inaccurate and
having the engineering firm would help correct that issue as well.
Olmstead is concerned that non -profits are unable to afford even half of the engineering firm
cost.
Housing and Community Development Commission
May 19, 2016
Page 4 of 5
Persson acknowledged that having an engineer's help is beneficial to the non-profit as well as
the Commission to make sure the project is complete and appropriate for the non-profit.
Byler also noted he believes having a five-year capital plan helps non -profits plan their
fundraising goals and in turn can help with receiving City funding if they can provide matching
funds.
Olmstead asked about using a City engineer so the non -profits don't have to pay for the services.
Ackerson said that the City engineers charge their time to the particular capital improvement
project they are working on. If they do not have a project to bill, it would be a cost the City would
have to absorb. Additionally having an engineering firm that regularly does capital improvement
plans would lend a different level of expertise rather than using a city engineer.
Olmstead suggested another idea would be to tap into the university's engineering school.
Olmstead suggested even finding an engineer who would volunteer their services.
Byler said a request for proposal would be sent to the local engineering firms and the
engineering school could be included in that. Because of the nature of the project, there may be
some firms that will offer their services at a discount. Byler will put together the request for
proposal and send it out to see if this is even feasible.
ADJOURNMENT:
Olmstead moved to adjourn. Persson seconded the motion. A vote was taken and motion carried
7-0.
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
6/18/15
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
X
Conger, Syndy
9/1/2018
---
0/E
0/E
X
X
X
0/E
X
O/E
Harms, Christine
9/1/2016
---
---
---
---
---
---
---
X
Jacobson, Jim
9/1/2017
O/E
X
0/E
X
X
X
X
---
---
Lamkins, Bob
9/1/2016
0/E
X
X
X
X
X
X
O/E
X
McKinstry, John
9/1/2017
---
---
---
---
---
---
---
---
X
Olmstead, Harry
9/1/2018
---
---
—
X
X
X
X
X
Peirce, Matthew
9/1/2018
--
---
---
—
X
X
X
X
0/E
Persson, Dottie
9/1/2016
X
X
X
X
X
0/E
X
0/E
X
Seiple, Emily
9/1/2018
---
X
X
X
X
X
X
X
X
Kev:
X = Present
0 = Absent
0/E = Absent/Excused
-- = Vacant
mm-Trm-
APPROVED 2
Minutes
Human Rights Commission
May 17, 2016
Lobby Conference Room
Members Present: Eliza Willis, Orville Townsend Sr, Andrea Cohen, Kim Hanrahan, Paul
Retish, Shams Ghoncim, Adil Adams.
Members Absent: Joe D. Coulter, Karol Krum
Staff Present: Stefanie Bowers.
Recommendations to Council: No.
Call to Order: Ghoneim called the meeting to order at 5:32.
Minutes from the April 18, 2016 meeting date were approved. Motion Hanrahan, seconded by Townsend.
Motion passed 7-0.
Co-sponsors for the upcoming Solidarity event to date include the Center for Human Rights, Consultation
of Religious Communities, Johnson County Board of Supervisors, United Nations Association Iowa
Chapter, and the Muslim Public Affair Council.
Bowers will draft correspondence for Council on a resolution in support of LGBTQ communities.
Motion Ghoneim, seconded by Hanrahan. Motion passed 7-0.
Bios for possible keynotes speakers for the Breakfast will be provided in the next Commission packet.
Suggestions so far are Sally Scott, Katrina Sanders, Zac Wahl and Diane Finnerty,
Bowers and Retish will meet with the Sheraton staff to discuss the possibility of hosting a fall job fair at
the location.
The University of Iowa Center for Human Rights is seeking new advisory board members
Townsend reported on the upcoming Reentry Program Fundraiser being held at the First Baptist Church
on May 21.
Hanrahan spoke on the School District's recent Climate Survey. The results are available on the District's
website. She will also participate in the Civil Rights Tour with Henri Harper and youth in the community.
Ghoneim reported on the recent talk given by Iowa Civil Rights Activist Mary Beth Tinker at the Iowa
City Public Library.
Adjournment: 6:49 p.m.
Human Rights Commission
Attendance Record
NAME
TERM
EXP.
5/19
15
6/16
15
7/21
IS
8/18
15
9/16
i5
1020
15
11117
IS
12/15
IS
1/19
16
2/16
16
3/15
16
4/18
16
5/17
16
Joe D. Coulter
1/12019
X
X
O/E
X
X
X
X
X
X
X
X
X
O/E
Adil D.
Adams
1/1/2019
—
—
—
--
--
—
—
-__
O/E
O
O/P.
O
X
Eliza Jane
Willis
1/1/2019
--
—
—•
__
___-
__
_
.__
X
O/E
X
X
X
Paul Retish
1/12017
X
X
X
X
X
X
X
X
O/E
X
X
X
X
Orville
Townsend, Sr.
1/1/2017
X
O/E
X
X
X
X
X
X
X
X
X
X
X
Andrea Cohen
1/1/2016
--
---
--
--
__
—
__
X
X
X
X
X
Kim
Hanrahan
1112018
X
O/E
X
X
X
X
X
X
X
X
O/E
X
X
Shams
Ghoneim
1/1/2018
X
X
X
X
X
O/E
X
X
OIE
X
X
X
X
Karol Krotz
1/12017
--
—
--
--
---
—
—
—
--
—
•••
—
O
Key
X = Present
O = Absent
O/E= Absent/Excused
-- = Vacant
'aTffl-Tg�
2b(7)
MINUTES APPROVED
PARKS AND RECREATION COMMISSION
MAY 11, 2016
MERCER PARK AQUATIC CENTER/SCANLON GYMNASIUM — P & G ROOM
Members Present: Suzanne Bentler, Larry Brown, Clay Claussen, Maggie Elliott, Wayne Fett, Cara
Hamann, Lucie Laurian, Paul Roesler, Joe Younker
Members Absent: None
Staff Present: Juli Seydell Johnson, Chad Dyson, Matt Eidahl, Zac Hall, Tammy Neumann
Others Present: Jennifer Carpe, Brett Douglas, Genus Landscape Architects, Ella Fast, Hannah
Fast, Sam Fast, Steve Rohrbach, Genus Landscape Architects
RIBBON CUTTING AT NEW MERCER PARK PLAYGROUND:
Commission members met at the new playground at Mercer Park where a ribbon cutting ceremony
commenced. The event was hosted by the Parks and Recreation Department with lemonade and popcorn
served. There was a good turnout for this event.
CALL TO ORDER
Chairman Claussen called the meeting to order at 5:13
STAFF INTRODUCTION:
Seydell Johnson introduced Matt Eidahl, Program Supervisor for Youth Sports and Teen Programs, to the
Commission. Eidahl has worked for the department for 16 years. He is a graduate of Coe College and has
experience working with at risk youth while employed at the Cedar Rapids Boys and Girls Club. He also
worked at the YMCA in Marion prior to his employment with the Iowa City Recreation Center. In this
position, he manages youth sports programming for preschool aged children through sixth grade in both
individual and team sports. Eidahl also manages special events that are held at Mercer. Elliott
commended Eidahl for always being available to patrons of the Mercer Park Aquatic Center and also
complemented the staff at Mercer. Claussen mentioned that he has sponsored both T -Ball and flag
football teams, which are programs run by Eidahl. Eidahl confirmed that sponsorships are always
welcome.
OTHER FORMAL ACTION:
Moved by Fett, seconded by Laurian, to approve the April 13, 2016 minutes as written. Passed 9-0.
PUBLIC DISCUSSION
None
PARKS AND RECREATION COMMISSION
May 11, 2016
Page 2 of 6
EAGLE SCOUT PROJECT PRESENTATION — SAM FAST:
Eagle Scout Sam Fast was present at tonight's meeting to present his request to complete his Eagle Scout
project by constructing a Gaga Pit in a city park. Fast distributed photos and the rules of the game to
Commission members. He described a Gaga Pit as an octagonal enclosed area that would have walls
made of treated lumber and a surface of crushed limestone. The game is similar to dodge -ball except the
ball is hit or slapped with an open hand. If a player is hit below the knees with the ball or the ball is
caught, that player is out of the game. The last player standing is the winner of that round. Fast shared
that he has attended many scout camps that have Gaga Pits and they are by far the most popular activity
amongst the campers. He further noted that it is a game that can be played by almost any age and any skill
level. The game can be played with as little as 3 people or as many as 20. Fast had suggested that a pit be
placed in Upper City Park. Laurian and Roesler agreed that this would be a good location. Brown
suggested that Lower City Park may be the better choice as there may be siblings of kids playing in ball
tournaments that could take advantage of the facility. Seydell Johnson said that staff has concerns about
City Park as the location and will be discussing alternate possibilities with Fast in the near future. Elliott
asked how people will know what the facility is for when they come upon it. Fast said that there would be
a sign on the outside of the pit. Brown asked what kind of a ball is used. Fast said generally it is a kick-
ball. Laurian asked if there could be an entrance made low enough for smaller children to enter. Fast
included a photo of one with such an option. It was agreed that this certainly could be part of the plan.
Seydell Johnson noted that all of the funding for this project will be provided by Fast as part of his Eagle
Scout project requirements.
Moved by Younker, seconded by Fett, that department staff work with Eaele Scout Fast to
determine an appropriate location for a Gaga Pit within a city park. Passed 9-0.
CHAUNCEY SWAN PARK PLAN — BRETT DOUGLAS, GENUS LANDSCAPE ARCHITECT
Seydell Johnson reminded Commission that Chauncey Swan Park located at 405 E. Washington Street
will be closed for a time so that the ground may be used as a staging area for the construction of The
Chauncey. The developer of the building has agreed to redesign and rebuild the park for public use at the
end of the construction project and has agreed to fund the redevelopment up to $500,000. Brett Douglass
from Genus Landscaping was present at tonight's meeting to present the plan for Chauncey Swan Park
reconstruction. Douglas noted that the construction will begin in November of this year and will run
through 2019. He further noted that for the time frame of March through October the west side of the park
will be blocked from construction and left available for Farmers Market use. Douglas presented
renderings that show the park in its completion which included items such as street trees, planting areas
with one to include a tranquil space, a seating wall, bike racks, drinking fountain including a dog
fountain, concrete paving, sloped lawn with irrigation and a terrace garden to name a few. He also
mentioned that there will be electrical outlets placed throughout as well as a possible crosswalk from the
park to City Hall providing a safer crossing for pedestrians. Discussion ensued about the possibility of
planting trees in the future in the open green space area. Rohrbach from Genus said that it would be
possible to plant trees over the geothermal wells; however, the plan was to leave this area open for
activities in the park. Claussen asked Hall if he saw any issues with the park being shaded a great deal of
the time. Hall said he really could not comment on that at this time. Douglas noted that the irrigation
system should keep the vegetation in good condition. Laurian suggested that perhaps plants that would
PARKS AND RECREATION COMMISSION
May 11, 2016
Page 3 of 6
not require irrigation be planted, thereby eliminating the need. Douglas responded that while that could be
an option, there are some areas that will be pretty tight so would suggest that the irrigation system still be
installed as planned. Laurian mentioned concerns about noise from Gilbert Street during the showing of
movies. She suggested that Council designate an area of the park to build a future structure that could
serve as a sound buffer. Seydell Johnson expressed her concern about space restrictions. Rohrbach
commented that the trees planted along Gilbert St. as well as the seating walls, will provide a buffer.
Laurian also asked if the pathway from the west could be extended eastward through the park allowing
for easier wheelchair access. Douglas said that the slope of the land may prevent this; however, he will
take a closer look. He further noted that ADA requirements will be met. Laurian has asked to see the plan
for the geothermal wells wondering if they can be placed closer together. Seydell Johnson said that the
agreement for well placement has already been agreed upon. Laurian would like to see the square footage
that was designated for this project, asking if the plan includes the ally. Seydell Johnson believes that the
development includes the ally. Rohrbach confirmed that it is a part of the agreement with the City. There
was some discussion regarding the cost of the stairs and whether or not the construction of such is part of
the cost to restore the park or if this will be included in the building budget. Seydell Johnson will look
into this and report back. Brown said that he likes the plan and that the developer has done a goad job in
the process. He feels it will be a great draw for the community. Seydell Johnson explained that this is
somewhat of an unusual process as much of the project has already been agreed upon. She further
explained that tonight is for Commission to review and give any input to refine the plan. Claussen noted
that like Laurian, he too had the understanding that trees could not be planted in the park due to the
underground geothermal wells. Other commission members concurred. Claussen said that he likes the
plan, likes the green space and the terracing. Laurian agrees that there are wonderful parts of the plan, but
now appears that there doesn't have to be a lawn area. Younker requested that a City staff member
present the agreement between the City and the developer at a future meeting. Seydell Johnson said that
her understanding is that the lawn area was agreed upon. Claussen stated that this is a park and that it can
be changed over time but at this point there has to be a starting point and that there can be no more
roadblocks as the project is going to move forward. Planting trees can certainly be part of a future plan.
Roesler finds the open lawn concept will provide a great place for activities, perhaps may even offer a
more appealing location for events such as the Friday Night Concert Series. Douglas said that the intent of
the plan is flexibility. He also stated that the public has requested an open green space in the Pedestrian
Mall which has not been able to be done. He believes that with its proximity to downtown, this space will
meet that need. Seydell Johnson agreed that this space will provide a place for many different activities.
Bentler commented that she would like to see permeable pavers used as they would be a better option
than adding an expensive irrigation system. Rohrbach said that the irrigation concept came in late but was
found not to be all that expensive. He further noted that this is a LEED project and will have green roofs
on most of the buildings.
Elliott departed the meeting at 6 p.m.
Laurian said she would like to see more research done on the placement of geothermal wells. Hamann
said that the Commission was misled when told that trees could not be planted in the park due to the
underground geothermal wells. Fett said that he would like to close the discussion for tonight and have
staff present the agreement at a future meeting as stated earlier by Younker. Other members agreed.
PARKS AND RECREATION COMMISSION
May 11, 2016
Page 4 of 6
PARKS & RECREATION FOUNDATION INFORMATION:
Seydell Johnson noted that as a follow-up to the April Parks and Recreation Commission meeting,
members of the Foundation met on Thursday, May 5, to discuss the possibility of redirecting funds to the
Community Foundation of Johnson County. The Foundation unanimously agreed that this is in the best
interest of the department and also agreed to dissolve the current Parks and Recreation Foundation. The
current balance in the Foundation is $73,115.16, of which $29,958.41 is designated for specific projects.
The Foundation will spend the designated funds and transfer the rest to the Community Foundation. The
Community Foundation offers an opportunity for the foundation funds to be administered under a much
larger umbrella. Seydell Johnson has followed up with the City Attorney to get a final opinion and is
awaiting a response. Claussen noted that the commission will still have an active role in future
fundraising plans.
REPORT ON ITEMS FROM CITY STAFF
Recreation Division Superintendent (Chad Dyson):
• Dyson said he and other staff were very pleased with the turnout for the ribbon cutting for the
new playground at Mercer Park.
• Dyson reported that department staff is very busy preparing for summer programs. Staff is
prepping City Park Pool for its Memorial Day weekend opening, as well as the splash pads and
spray pad. Day camp registration is going very well.
• Dyson reminded Commission that the funding for the Playgrounds program was reduced last
season, thereby making it necessary to eliminate several locations. He was happy to announce
that the program will return this season as funding is again available.
Parks Division Superintendent (Zac Hall):
• Hall announced that the department has hired Steve Erickson for a parks maintenance position.
He transfers from Transportation Services and has an environmental service background and a
history working in park districts. Hall said that the department will hire a second maintenance
worker in July.
• Hall announced that the first Party in the Park event will be at Glendale Park on June 2 from 6:30
to 8 p.m. Members were encouraged to attend.
• Hall received great comments from those who attended the Vicious Circle Disc Golf Tournament
that was held at the Peninsula course in Iowa City. The organizer said that they had the largest
turnout ever with 100 players attending. One of the players is a top ten touring professional who
stated that he was very impressed with how well the City worked with the group. They mentioned
that they will be looking into hosting a larger regional tournament in Iowa City in the future.
Parks & Recreation Director (Juli Seydell Johnson):
• Seydell Johnson announced that the Hickory Hill Master Plan public input meeting is scheduled
for May 15 from 2-3:30 p.m. in the Hickory Hill Park shelter at the south park entrance, 1439
Bloomington Street. Rain location is the Recreation Center Social Hall. There will also be a
public input meeting for Happy Hollow Park on Wednesday, May 25 from 4:45-5:45 p.m. at the
park. There will also be a meeting scheduled in the near future for Frauenholtz Miller Park.
PARKS AND RECREATION COMMISSION
May 11, 2016
Page 5 of 6
CHAIRS REPORT — CLAY CLAUSSEN
Claussen would like to invite Jim Glasgow and David Bourgeois to the next Commission meeting to give
the group an update on the pond at Thomberry Dog Park.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Younker commended staff for a job well done on the Mercer playground stating it is a huge hit with his
daughter.
Hamann asked for a follow-up on the recycling at parks and event venues discussion from last month.
Seydell Johnson will invite Jennifer Jordan, Recycling Coordinator, to a future meeting.
Hamann was questioning what concerns The Avacentre has about allowing kegs at event facilities.
Seydell Johnson said that they have experienced difficulty with maintaining demeanor and clean up at
parties where kegs have been allowed. Seydell Johnson said that she will continue to explore this option.
Bentler thought that the smaller kegs should be allowed and that perhaps it needs to be determined if this
rule is deterring people from renting the facilities.
Fett mentioned that he too would like to have more discussion about recycling options for public
facilities.
Bentler wanted to draw attention to a letter that was enclosed in the packet. This is a letter from Robert
McKay regarding the preservation of woodland wildflowers at City Park. He is encouraging staff and
commission to plan so that the least amount of damage is done to this area.
Laurian said that she is very impressed with the Hickory Hill plan. She has heard positive comments
about the dog park pond as well.
Roesler said that his family too is really enjoying the new Mercer playground. He said that it is the only
playground where he has seen kids waiting in line to play. Seydell Johnson added that the Optimist Club
has donated $2000 for the renovation of the fire truck at Mercer.
Brown asked about some cabling that is being run through City Park from above. Hall said that this is part
of the utility work for the Gateway project.
Hamann mentioned the Bike Boulevard program that will be riding from City High to the Farmers Market
on May 21. A temporary bike lane will be set up on College Street from 8 a.m. to noon. The route will
begin at City High and end at the Farmers' Market at Chauncey Swan Park. The goal is to encourage
people to push for a more bike -friendly city and to educate the community on bike safety. The group will
also hand out educational material at both ends of the route.
Hamann also reminded Commission of the Move Naturally to the Market program. When a person walks
or rides their bike to the market, they will receive a $2 coupon to use at the market. This program will run
Saturdays in May.
Laurian noted that Iowa City Mayor Jim Throgmortan issued a "Regenerative City Day" proclamation at
a recent City Council meeting. This proclamation states that the city "must take decisive action to
significantly reduce community-based greenhouse gas emission.: The goals of a "Regenerative City" is
PARKS AND RECREATION COMMISSION
May 11, 2016
Page 6 of 6
to plant native prairies and trees to store carbon in the soils; expand urban agriculture to power the city
and neighborhoods efficiently through green building designs and renewable energy.
ADJOURNMENT
Moved by Bentley seconded by Hamann, to adjourn the meetine at 6:45 p.m. Motion passed 8-0
(Elliott absent).
PARKS AND RECREATION COMMISSION
May 11, 2016
Page 7 of 6
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
n
km
in
to
in
M
e
v
e
1
e
TERM
en
00
o
N
a
.ter
a
n
o
a
M
ra
EXPIRE
S
Suzanne
1/1/17
X
O/E
X
X
X
O/E
X
X
X
X
X
X
X
Bentler
David
1/1/15
X
X
X
X
X
X
X
O/E
Bourgeois
Larry Brown
1/1/18
X
X
X
X
X
O/E
X
O/E
X
X
O/E
X
X
Clay
1/1/18
X
X
X
X
X
X
X
X
X
X
X
X
X
Claussen
Maggie
1/1/17
X
X
X
X
X
X
X
X
X
X
X
O/E
X
Elliott
Wayne Felt
1/1/19
*
*
*
*
*
*
*
*
*
X
X
X
X
Cara
1/1/16
X
X
O/E
X
X
X
X
X
O/E
X
X
X
X
Hamann
Katie Jones
1/1/18
X
X
*
Lucie
1/1/15
X
X
O/E
O/E
X
X
X
X
X
O/E
O/E
X
X
Laurian
Paul Roesler
1/1/18
*
*
*
X
X
X
X
X
O/E
O/E
X
X
X
Joe Younker
1/1/16
O/E
X
O/E
O/E
X
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
i7-
2b(8)
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
MAY 16, 2016 — 5:00 PM —INFORMAL MEETING
HELLING CONFERENCE ROOM — CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Mike Hensch, Phoebe Martin, Max Parsons, Mark
Signs, Jodie Theobald
MEMBERS ABSENT: Ann Freerks
STAFF PRESENT: Doug Boothroy, Sara Hektoen, Bob Miklo, John Yapp
Hensch called the meeting to order at 5:00 PM.
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 stated that the applicant has requested to defer this item until the June 2 meeting. Staff
has met with the applicant and gone over the questions and concerns raised at the last meeting.
The applicant is revising their plans to address those concerns. At Thursdays meeting the
Commission will open the public hearing and then defer this item until the June 2 meeting.
CODE AMENDEMENT ITEMS:
1. Discussion of amendments to City Code Section 14-2G to adopt a Riverfront
Crossings Inclusionary Housing (IH) Ordinance.
Boothroy stated they have been working on this ordinance for a while and noted that when the
City adopted the Riverfront Crossings area they created a "Neighborhood of Opportunity" by
significantly raising the residential density and by allowing residential where previously it was not
allowed. The City is also creating a major city park and doing infrastructure upgrades so the City
is taking a significant interest and investment in this area. One of the goals of the Riverfront
Crossings area is for it to be a walkable area and an inclusive environment with regards to
housing. At the time the Council adopted this overlay there was the conversation regarding
inclusionary housing and rather than suggesting affordable housing in this area, make it a
mandatory requirement. The Council asked Staff to put together an ad-hoc work committee of
various stakeholders to see if there was common ground between these various interests. Staff
knew they needed the support of those who work in the housing industry, for-profit and not -for -
profits developers, and advocates, to come to an agreement to the principles would be the basis
for the inclusionary housing requirement. Boothroy said the committee came up with seven
Planning and Zoning Commission
May 16, 2016 — Informal Meeting
Page 2 of 8
principles (included in the memo that was in the Commissioners packets) that were
recommended to the City Council to serve as a basis for the development of a Riverfront
Crossings Inclusionary Housing requirement. What was critical to the requirement was that this
inclusionary housing requirement only apply to the Riverfront Crossings area which is
appropriate because it is the area of the city where there is the most potential for housing growth.
The Council was pleased to see that there was unanimous agreement amongst the committee
and directed Staff to move forward with the ordinance that is being presented now. Boothroy
said the committee spent a lot of time looking at all the parameters and principles and those on
the committee have considerable amount of experience in the community producing affordable
housing, working with affordable housing, and understanding affordable housing, what works and
what doesn't work.
Boothroy noted that out of this process came two recommendations: one regarding TIF (tax
increment financing) of affordable housing and the committee recommends that on TIF projects
the set-aside would be 15% of the number of units being provided be affordable and would have
to be so for 20 years. What is important about that recommendation is it is the floor, the Council
will have the ability depending on a project to perhaps do a 20% for 30 years TIF if desired. The
Council has now adopted the committee's recommendation with regards to financing of public
projects, so every project that comes before Council now that has public money in it must
provide a minimum of 15% of number of units being affordable for a minimum of 20 years. With
regards to the second recommendation for the Riverfront Crossings area, it is that only
developments that do not use public financing (TIF) would have a requirement that 10% of the
units must be affordable for 10 years. Because of the scale of projects that will be in the
Riverfront Crossings area, the City is expecting a number of them to ask for TIF funding and
those will be handled by a developer's agreement and approved by the Council and must include
the minimum of 15% of affordable housing for 20 years. For other projects that will not be
publicly subsidized 10% of the units must be affordable for 10 years, which is a compromise
between the developers and the non -for -profits on the committee. One of the concerns was if we
set aside too high a percentage of units or too high number of years it could have a chilling effect
on development in the Riverfront Crossings area. The committee did not want to discourage
development of affordable housing for projects that did not have public funding. The other
realization was that a lot of projects will have public funding.
Signs discussed the points of contention and wondered about a project that has less than 10
units not being included in the inclusionary housing ordinance. Boothroy said part of the
challenge is if the amount is less than 10% it becomes more of a challenge to meet that
affordability. In other ordinance situations this formula has worked well. With 10 units, the 10%
would be 1 unit, which is reasonable. Having Brad Langguth from Hills Bank on the committee
was helpful because he knew the numbers of a project's profitability. Everyone is aware that all
projects must make a profit, in the TIF projects the City is financing the affordable housing
portion, but in the other projects if the developer can't make a profit, they can't build the units,
and then they can't provide the affordable housing.
Hensch asked about some of the incentives for the developer, such as the parking requirements
being waived. Also if a developer includes inclusionary housing they can get a height bonus up
to five stories. Boothroy said the height bonus was already in the Riverfront Crossings zoning.
Boothroy said the only significant incentive was the reduction in parking which will allow for
greater density and to maximize the cost on the project which will provide for more affordable
housing. Hensch noted that while one of the goals of Riverfront Crossings is to make it a
Planning and Zoning Commission
May 16, 2016—Informal Meeting
Page 3 of 8
walkable community but the truth is there is an overabundance of automobiles in Iowa City and
not having parking available may be an issue. Boothroy said the reduction in parking is for the
affordable units only and the hope is that over time since this is a mixed-use area close the
downtown and campus there will be employment opportunities in this neighborhood so the
automobile won't be as important for the occupants because they will be able to stay within the
area for all their needs.
Theobald noted that the grocery stores in this area (Bread Garden, Pioneer Co-op) are not
necessarily affordable for someone who is living in this area for the affordable housing. Boothroy
agreed they might not be but as the flavor of the neighborhood changes and more mixed-use is
in the area there will be more types of uses they can benefit from.
Boothroy stated that when the committee made their initial recommendation they were not aware
that the State Code prohibits rent control. So the committee had to revise their recommendation
(as discussed on page 2 of his memo) and list options for achieving affordable housing. So
instead of requiring a rental property, the developer is allowed to choose how they meet the
affordable housing requirement at the time of upzoning. By requiring these options the City is
not requiring the developer to have rental housing, it is their choice. Not every developer will
want to do upzoning, but for those that do they will have to choose how they will achieve
affordable housing. There are three options they can do without having to go to the City and ask
for a special determination.
1. On-site owner occupied affordable housing;
2. On-site rental affordable housing; or
3. Fee -in -lieu contribution to an affordable housing fund
Hensch asked if someone wishes to upzone a particular parcel but were unwilling to do any
inclusionary housing the zoning would be denied. Boothroy confirmed that was correct.
Hektoen noted that which method of affordability the developer chooses to pursue is their option.
Boothroy noted that anytime a developer does not comply with the zoning parameters set forth in
the Code they are not granted building permits. This inclusionary housing will be a parameter in
this zone. He also noted that because of the form -based code of Riverfront Crossings there will
be many options for developers as well as since the area was formally zoned for more industrial
and commercial uses, the ability now to upzone to high density residential and mixed -uses is a
benefit for developers.
Dyer asked for the reason for excepting elder apartments regardless of income. Boothroy said
just to encourage more elderly housing close to downtown where more services are.
Theobald asked for more information on how the 10 years was agreed upon. Boothroy said it
was similar to how the 10% was agreed upon, the financial feasibility of the project. The longer
the period of time, the more it costs the developer over lost revenue. However near the end of
the time frame of the ordinance there is a monitoring clause that will allow the City to see if there
is a need for a change in the parameters.
Parsons asked if this was the first in the State for requiring inclusionary housing. Boothroy
confirmed that it is. Parsons asked if there were other areas of the Country that have done this.
Planning and Zoning Commission
May 16, 2016— Informal Meeting
Page 4 of 8
Boothroy said there are quite a few areas along the east and west coasts that have done it,
some areas of Chicago, and in Colorado such as Boulder. Parsons noted he would be
interested in learning what these other Cities have learned from putting such ordinances in place.
Signs noted he was a member of the Johnson County Affordable Housing Coalition and is
concerned because Iowa City is the most expensive market in the state, and why other
communities don't do inclusionary housing is because they have plenty of affordable housing
available. Additionally with regards to senior housing, he is aware of several senior housing
projects in development right now and they are all high-end senior housing, so where will the
affordable senior projects be. Boothroy noted there is an affordable senior housing project being
built in Towncrest now.
Signs asked about the 60% AMI for rentals and the 110% for the owner -occupied housing will be
used versus not having the 30% of income be the threshold. Boothroy said 60% was chosen
because 80% doesn't really address the low-income rental housing market in Johnson County.
80% AMI is almost market rate. 60% or less is the standard the committee decided upon to
address low-income. The committee did not like the idea of blending, or allowing individuals that
were not considered low-income to benefit from this type of housing. With regards to the
affordable owner -occupied the Homebuilders Association were adamant about a minimum of
110% as based on experience of affordable housing providers who have had difficulty qualifying
low income households with lower than 100% AMI for mortgages.
Hensch noted that upkeep to a home can be an issue for low-income homeowners. Boothroy
agreed that there can be difficulty maintaining a home as well as paying property taxes, which
will go up and incomes may not.
Dyer asked about these owner -occupied units, they will likely be condos and therefore have a
condo association fee. Boothroy stated that was taken into consideration when the 110% AMI
was agreed upon.
Parsons asked who would manage these apartments, the non-profit or the City. Hektoen said
they would be managed like any other rental, the non-profit may enter into a lease agreement
with the apartment management company or landlord and assist with verifying the income
qualifications. Boothroy acknowledged that every year the HUD qualifications for income
verification are reviewed through tenants income tax returns.
Boothroy discussed the Fee -in -Lieu option and pointed out it is an equal option to rental or home
ownerships and because it is part of the upzoning the fee would have to be used to subsidize
affordable housing only in the Riverfront Crossings area. The consultant that reviews all the
City's development projects for TIF agreements created the model for the fee structure. Itis not
a replacement cost, but rather the difference between affordable and market. Using that model
the fair market value in the Riverfront Crossings area for a Fee -in -Lieu will be $80,872 per unit.
The fee is reviewed biennially by the Council.
Boothroy explained the rest of the memo discusses some details that state the units must be
comparable to those at market rate. There is discussion on the income verification, and how the
goal was to make this process similar to how the City administers HOME/CDBG funds with
procedures and staffing that is already in place.
Planning and Zoning Commission
May 16, 2016—Informal Meeting
Page 5 of 8
Boothroy noted there is a typo in the memo, City Council amended the Economic Development
Policy on May 3 not on May 17.
2. Discussion of amendments to City Code Title 14 to adopt amendments related to
establishing a Community Service — Long Term Housing use, and establishing
parking, density, and provisional and special exception criteria for said use.
Yapp explained that this item came to the City from staff at the Shelter House and for the past
year or so they have been pursuing the idea of a project of a FUSE (Frequent User System
Engagement) or Housing First project. FUSE refers to people who are chronically homeless
(homeless for a year or more and in and out of local institutions frequently). Other parts of the
Country have taken a Housing First approach which is instead of trying to deal with these people
in the separate institutions (justice system, medical, human service agencies) the philosophy
was housing first, provide them with a safe, stable place to live then start to deal with the other
aspects that are going on in their life that have caused them to be homeless with the goal that
eventually they would be able to move on into their own apartment. What was found was
providing the housing first was much more economical than the costs incurred with hospitals,
justice systems, and other human service agencies. Therefore, led by the Shelter house, along
with other human service agencies and medical fields, they have been developing a project to
provide multi -family housing and efficiency apartments for the chronically homeless in Iowa City
and Johnson County. One of the struggles with this project was finding a location. When the City
Staff began looking through zoning codes and standards, they found that the codes and
standards were not appropriate for what Shelter House wanted to do, including density and
parking. None of the individuals will have a car upon moving into this facility, and estimate
maybe one in five might own a vehicle once their lives stabilize. The other factor was density,
currently in the commercial zones there is a one unit per 2,725 square foot of lot area. What
Shelter House would like to do is efficiencies, so a higher density than the Code currently allows.
Additionally the City did not have a description of this type of use in the Zoning Code. There is a
description for standard multi -family development, for a rooming house (but this is not a rooming
house), and for assisted living and group housing. This use would be individual efficiency
apartments but in a setting with management and security and community and office space for
the residents and other community members.
Staff is proposing a new use category. Currently the General Code does have a category called
Community Service Uses (where shelters are defined in the Zoning Code). Shelters are defined
as short-term housing where tenancy may be arranged for periods of less than one month when
operated by a public or nonprofit agency. So Staff is proposing adding to the Community Service
Uses the following `The use may provide tenancy for long-term housing for persons with
disabilities when operated by a public or nonprofit agency." The parking standard and the
density standard would only apply when it is a community service use operated by a public or
nonprofit agency, in other words this would not apply to any private multi -family apartments.
Yapp noted that the phrase "for persons with disabilities" means that the chronically homeless
that enter into this facility must have a diagnosed disability, in other words they are not people
who are homeless by choice. The name of the use that is proposed would be: Community
Service - Long term housing. Staff chose not to call this Housing First because that is just one
type of model and other models may come forth in the future that also provide long term housing
for homeless or persons with disabilities.
Planning and Zoning Commission
May 16, 2016—Informal Meeting
Page 6 of 8
Yapp explained that regarding density, as he mentioned in commercial zones residential density
is currently limited to one unit per 2,275 square feet of lot area regardless of unit size, regardless
of number of bedrooms. Yapp referenced the memo in the Commissioner's' packets where there
is a table showing the comparisons of densities that currently exist in the community. Staff is
recommending one unit per 900 square foot of lot area. For a''/: acre lot that would result in 24
units, which is consistent with rooming house density in the medium multi -family zones.
Yapp noted regarding parking, initially people moving into this facility would not have vehicles
and discussed exempting residential units from parking all together, but the concern is that the
building will likely be there longer than the use and didn't want to create a functionally obsolete
building or property if this FUSE/Housing First program fails or is wildly successful and move on
to bigger properties. Therefore to ensure there will be some minimum amount of parking on the
property they used the guidelines they use for assisted living facilities with one parking spot per
three beds. That ensures there is some parking on the property. There is a process in the City
Code where a group can request a special exception from the Board of Adjustment to reduce the
minimum parking requirement by up to 50% for'unique circumstances.' The use will also have
community space and offices and Staff is not recommending any parking reduction for those
particular uses and that requirement is one parking space per 300 square feet.
Yapp then discussed where such a Community Service — Long Term Housing facility should be
permitted. He noted this type of use has elements consistent with community service uses
(supportive services, and it has office & community room components); it has elements that are
consistent with multi -family uses (the apartments themselves); and it has elements consistent
with assisted living in that the occupants must have a disability. In the memo there is a table
showing the commercial zones where these types of uses are permitted. Staff is recommending
that the Community Service — Long Term Housing facility be allowed as a provisional use in the
Commercial Office, Intensive Commercial, and Community Commercial zones as well as the CB -
2 and CB -5 zones. Additionally staff is recommending if the facility is adjacent to or across the
street from a single family residential zone, a special exception be required. It was discussed
that perhaps a special exception was needed regardless of the zone or zone adjacent but
because this use is geared towards people with disabilities, who are a protected class, making
the use subject to a public hearing and a Board of Adjustment decision was troublesome.
Hensch asked about the definition of disability. Yapp said they must be diagnosis with a
disability and they follow the federal definition of disability.
Dyar asked if there was an estimate of what number of people would be in need of this service
have a diagnosis of a disability. Yapp was uncertain, but said people from Shelter House would
be at the meeting on Thursday and could help answer such questions.
Yapp next discussed the proposed provisional use criteria, this use (Community Service — Long
Term Housing) would be added to the provisional use chapter. It would be stated that in the
Commercial Office, Intensive Commercial, and Community Commercial zones a minimum of 900
square feet per lot area and the dwellings must be efficiency or one -bedroom units. For the CB -
2 and CB -5 zones they propose the same density that exists for dwellings currently in those
zones. In regards to management plan required, Yapp said this is similar language to what is in
the code currently for shelters in that the applicant must submit a site plan and a management
plan that addresses potential nuisances such as loitering, noise, lighting, late night operations,
odors, outdoor storage and litter. The management plan must include plans for controlling those
Planning and Zoning Commission
May 16, 2016—Informal Meeting
Page 7 of 8
potential nuisances, provisions for onsite 24/7 management and/or security, and a conflict
resolution procedure to resolve nuisances if they occur. For example, if a neighbor complains
about something, there needs to be a conflict resolution procedure written into their management
plan for how to address any concerns. The site plan/management plan must be submitted
concurrently to the City or if a special exception is required with the special exception application.
A special exception is required if the property is across the street or adjacent to a single family
residential zone. With regards to neighborhood meetings, in this situation it is recommended to
be required. For other rezoning and special exception situations the City encourages but does
not require a good neighbor meeting, but because of the type of project it would be required in
this situation and the owner/operator must provide copies of their management plan and contact
information for the management team. Yapp stated that the site and building material standards
follow what is in the Code now for shelter uses, with the addition that up to 50% of the first floor
may be occupied by residential use. The primary use of the first floor should still be office and
community space, consistent with the commercial zone.
Yapp included some articles in the Commissioner's packets regarding Housing First project for
review.
Yapp said Staff would be prepared to answer the disability questions on Thursday.
Dyer asked if this was being listed as multi -family because that is what is anticipated to being
built, because in other parts of the country smaller houses have been used. Yapp confirmed it is
multi -family because that is what is proposed at this time, but added that if a small house was
owned by a nonprofit agency it could be occupied by this population without having to make any
code amendments, it would just be considered a rental house and be required to maintain a
rental permit.
PLANNING AND ZONING INFORMATION:
Yapp noted that Dan Perolek, a form -based code expert, will be here on May 24. When the City
developed the South District Plan there was conversation about the "missing middle'. Dan
Perolek is the person that coined the term "missing middle". Yapp noted that the public session
with Dan Perolek at the library will be videotaped. He will be doing a workshop with Staff and
the Homebuilders Association at 1:30 on Tuesday and the public presentation will be at the
library at 7:00.
ADJOURNMENT:
Dyer moved to adjourn.
Parsons seconded.
A vote was taken and motion carried 6-0.
PLANNING 8, ZONING COMMISSION
ATTENDANCE RECORD
2016-2016
FORMAL MEETING
INFORMAL MEETING
NAME
7/2
7116
816
8/20
913
9/17
10/1
10/15
11/5
11/19
1213
1/7
1/21
2/19
313
3117
417
4/21
515
DYER, CAROLYN
X
X
X
X
X
X
X
X
X
X
X
X
X
X I
X
X
X
X
X
EASTHAM, CHARLIE
O/E
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
—
FREERKS, ANN
X
O/E
X
X
X
X
X
X
O/E
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
X
X
MARTIN, PHOEBE
X
X
X
X
X
O/E
O/E
X
O/E
X
X
X
X
X
X
X
X
X
X
PARSONS, MAX
X
I X I
X
X
X
X
X
X
X
O/E
X
X
X
X
X
O/E
X
X
X
SIGNS, MARK—
—
-
—
--
--
-
—
—
--
LX
--
-
-
-
--
X
THEOBALD, JODIE
X
X
O/E
X
X
X
X
X
X
XI
X I
X
X
X
I X I
X
I X
X
INFORMAL MEETING
NAME
TERM
EXPIRES
5/16
DYER, CAROLYN
05/21
X
FREERKS, ANN
05/18
O/E
HENSCH, MIKE
05/20
X
MARTIN, PHOEBE
05/17
X
PARSONS, MAX
05/20
X
SIGNS, MARK
05/21
X
THEOBALD, JODIE
05/18
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
--- = Not a Member
r
d, CITY OF IOWA CITY 2b(9)
MEMORANDUM _
Date: June 17, 2016
To: Mayor and City Council
From: John Yapp, Planning & Zoning Commission
Re: Recommendations from Planning & Zoning Commission
At their June 2, 2016 meeting the Planning & Zoning Commission approved the May 19th
minutes with the following recommendations to the City Council:
1. By a vote of 6-0 the Commission recommended adoption of amendments to City Code
Section 14-2G to adopt a Riverfront Crossings Inclusionary Housing (IH) Ordinance.
2. By a vote of 6-0 the Commission recommended amendments to City Code Title 14 to
adopt amendments related to establishing a Community Service — Long Term Housing
use, and establishing parking, density, and provisional and special exception criteria for
said use.
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
_X_ Agenda item will be prepared by staff for Council action - Done
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
MAY 19, 2016 — 7:00 PM — FORMAL MEETING
EMMA HARVAT HALL — CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Mike Hensch, Phoebe Martin, Max Parsons, Mark
Signs, Jodie Theobald
MEMBERS ABSENT: Ann Freerks
STAFF PRESENT: Doug Boothroy, Sara Hektoen, Bob Miklo, John Yapp
OTHERS PRESENT: Cheryl Cruise, Charlie Eastham, Maryann Dennis, Crissy
Canganelli
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 6-0 the Commission recommended adoption of amendments to City Code Section 14-
2G to adopt a Riverfront Crossings Inclusionary Housing (IH) Ordinance.
By a vote of 6-0 the Commission recommended amendments to City Code Title 14 to adopt
amendments related to establishing a Community Service — Long Term Housing use, and
establishing parking, density, and provisional and special exception criteria for said use.
CALL TO ORDER:
Hensch 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.
Hensch stated that the applicant has requested this item be deferred until June 2.
Theobald moved to defer this item until the June 2 meeting.
Signs seconded the motion.
A vote was taken and the motion passed 6-0.
CODE AMENDEMENT ITEMS:
1. Discussion of amendments to City Code Section 114-2G to adopt a Riverfront Crossings
Inclusionary Housing (IH) Ordinance.
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
MAY 19, 2016 — 7:00 PM — FORMAL MEETING
EMMA HARVAT HALL — CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Mike Hensch, Phoebe Martin, Max Parsons, Mark
Signs, Jodie Theobald
MEMBERS ABSENT: Ann Freerks
STAFF PRESENT: Doug Boothroy, Sara Hektoen, Bob Miklo, John Yapp
OTHERS PRESENT: Cheryl Cruise, Charlie Eastham, Maryann Dennis, Crissy
Canganelli
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 6-0 the Commission recommended adoption of amendments to City Code Section 14-
2G to adopt a Riverfront Crossings Inclusionary Housing (IH) Ordinance.
By a vote of 6-0 the Commission recommended amendments to City Code Title 14 to adopt
amendments related to establishing a Community Service — Long Term Housing use, and
establishing parking, density, and provisional and special exception criteria for said use.
CALL TO ORDER:
Hensch 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.
Hensch stated that the applicant has requested this item be deferred until June 2.
Theobald moved to defer this Item until the June 2 meeting.
Signs seconded the motion.
A vote was taken and the motion passed 6-0.
CODE AMENDEMENT ITEMS:
1. Discussion of amendments to City Code Section 14-2G to adopt a Riverfront Crossings
Inclusionary Housing (IH) Ordinance.
Planning and Zoning Commission
May 19, 2016 — Formal Meeting
Page 2 of 10
Boothroy began with some history of how this amendment proposal came to be. This amendment
would apply Inclusionary Housing only to the area of Riverfront Crossings, no other areas of the
City. When the City adopted the Riverfront Crossings District several years ago there was some
discussion at the Council of having a requirement for affordable housing that would be required as
a part of proposed developments. So as developments come before the City for approval, they
would be responsible as part of the upzoning to include some affordable housing. Each
development of 10 units or more would be required to provide some affordable housing. At the
Council meeting there was discussion on whether there was support in the community for this.
Therefore an ad-hoc work committee was created made up of stakeholders that are involved in the
development process and affordable housing advocates and providers. The committee consisted
of a couple of representatives from the Homebuilders Association, a member from Hills Bank for a
financial perspective, affordable housing advocates from the Housing Fellowship and the Housing
Trust Fund. All these parties were brought together to use their knowledge to see if common
ground could be found and it was important from the Council's point of view that all decisions were
unanimous regarding an affordable housing inclusionary ordinance. This group met over a period
of six months and did reach a unanimous position of seven principles everyone felt the affordable
housing ordinance should be based on. The seven principles were shared with City Council who
accepted the recommended seven principles and unanimously directed Staff to proceed with
developing an affordable housing ordinance based on those seven principals only for the Riverfront
Crossings District.
Boothroy explained that in the area that became the Riverfront Crossings District, what the City did
was change the capacity potential of this area. The area is central to the City, close to downtown,
and is designated to develop under a form -based code as a walkable, mixed-use and (if the
Inclusionary Housing Ordinance is adopted) a mixed -income area. Therefore one of the provisions
was that in the Riverfront Crossings area when property is upzoned to a Riverfront Crossings
zoning designation the potential development capacity is greater. This area is now allowing
residential uses where they were once not permitted. This area will also include a new park and
improvements of streets in the area to make the area more attractive to development. Because
the City believes this area has such growth potential they want to tap into that potential and
capacity and provide affordable housing. Boothroy stated the other thing that has happened in this
area is land values have gone up so it is important to have some housing that is affordable
because otherwise it would all be more expensive.
Boothroy then discussed the seven principles guiding this proposed ordinance. The first is
provision of inclusionary housingshould bemandatory, notvoluntary noting that when a
property is upzoned to the Riverfront Crossings Zone that is when a developer would have to
choose how they would meet the affordable housing requirement. The second principle, which
was already adopted by the Council at their May 3 meeting, a percentage of units ina
development should beset aside for housing that is affordable for an established
period of time.
When the City participates financially in a development, 15% of the residential units must
be affordable for a minimum term of 20 years, or the life of the TIF, or term of developer's
agreement, whichever is longer. This policy is in effect for any development in the City
where TIF funds are used. This is the floor, the percentage or years can be greater.
When the City is not participating financially in a development, 10% of the residential units
must be affordable for a minimum term of 10 years. This recommendation by the
committee seemed fair because the higher the number of years, or the percentage, the
more difficulty it would to finance the project.
Planning and Zoning Commission
May 19, 2016—Formal Meeting
Page 3 of 10
Boothroy noted that most of the development in Riverfront Crossings will be more expensive larger
buildings with more units. The third principle project size should be considered and a threshold
established for a set- aside requirement. The Committee decided upon a development size
threshold that developments that include 10 or more residential units are subject to the set-aside
requirement. Again due to the development forecast of Riverfront Crossings it is expected that
most developments will be larger than 10 units. If a development is below 10 units it is more
difficult to meet an affordable housing requirement because the project is just too small to support
that kind of requirement. Boothroy noted that at the time of upzoning the developer will have three
options that are defined in the fourth principle the method used to meet the affordability
requirement is the developers option. The options are: Option one is on-site rental
affordable housing, option two is on-site affordable owner -occupied affordable housing, or
option three is to pay a fee in lieu of offering on-site affordable housing for the purposes of
providing affordable housing support elsewhere in the Riverfront Crossings area. Boothroy
explained that these options are necessary due to the State's preemption of rent control.
Boothroy said the fifth option is Alternatives to on-site affordable housing and/or fee -in -
lieu should be provided. If the developer can show that on-site affordable housing cannot be
accommodated, there are alternatives including donation of land or provision of affordable
housing at another location in the Riverfront Crossings District. The sixth principle is funds
created from'fee-in-lieu'contributionsshould be used to create an Affordable Housing
Fund for the sole purpose of supporting affordable housing in the Riverfront Crossings
area). The fee -in -lieu can be used for down payment assistance, or other grants/low
interestlor forgivable loans to local nonprofit affordable housing agencies to assist with
affordable housing in Riverfront Crossings. Finally, the seventh principle discusses qualifying
income levels (affordable housing should be provided to households of a qualifying
income level). It was decided upon that Income Target would be:
Renters: Not to exceed 60% of Area Median Income (AMI). With a TIF project, the City may
negotiate affordability level (i.e. some units at a lower percentage than 60% AMI).
Owners: Not to exceed 110% AMI. With a TI F project, the City may negotiate affordability level
(i.e. some units at a lower percentage than 110%AMI).
Elderly/Disabled: Developments designed and utilized for elderly/disabled are not required to
provide an affordable housing set-aside.
Boothroy explained inclusionary housing must be comparable in style and size of other housing in
the area. It must also be distributed throughout a development, not clustered in one area or floor.
An incentive that is also included in the ordinance is that for the affordable units there will be no
parking requirement would be required under the Code.
Parsons asked about rental units and if the existing tenants would be grandfathered in once their
affordable housing term expires (at year 10). Boothroy said that there is no control on that so after
the 10 year affordable term the rents could then go up to market value.
Theobald asked about the no parking requirement, and if after 10 years there is a number of units
that become market rate housing what impact with the no parking have. Boothroy said because
the Riverfront Crossings is a planned area that hopefully will be sustainable with commercial mixed
in with residential there won't be a need for vehicles.
Yapp confirmed that the goal is for this to be a walkable neighborhood where people do not rely on
their vehicles. However if someone is in a unit without a parking space, and desires storage for a
Planning and Zoning Commission
May 19, 2016 — Formal Meeting
Page 4 of 10
vehicle, there is a City parking facility in Riverfront Crossings already and another is being
constructed.
Theobald asked about the fee -in -lieu and if a developer chooses a fee -in -lieu why the fees must be
used in Riverfront Crossings. Boothroy explained it is much like park land dedication fees, the fee
is being generated for that particular area. The fee is for affordable housing and a goal of that
particular zoning classification. Theobald feels that the fee could be used to encourage more
development of affordable housing in other parts of town. Boothroy said there are other funds that
can be used within the City to encourage affordable housing throughout, this ordinance is to keep
the affordable housing in this District. Hektoen confirmed that one of the functions of the Riverfront
Crossings Zone is to create affordable housing so the monies need to be reinvested in that
neighborhood. Boothroy did note that the fee piece would be a resolution approved by Council and
reviewed on a regular basis.
Dyer asked for an example of an inability of a developer to provide affordable housing. Boothroy
said it is set up to be a tough standard to meet. Yapp said there could be a developer that will not
request TIF financing and can show through their financials that they just cannot make the project
work with that affordable housing requirement — in that case the ordinance provides alternatives.
Signs asked why high-end senior living is excluded from this ordinance. Boothroy said the
Riverfront Crossings Code already encourages affordable senior housing.
Hensch opened the public hearing.
Cheryl Cruise (905 Bluffwood Drive) is a retired child psychiatric nurse practitioner but is also
involved in a small family business that rents apartments. She has been around rental housing in
Iowa City since the 1970's. She started reading extensively about affordable housing and
inclusionary housing and what is the AMI and where does it come from. When reading
Census.gov she became alarmed they are only getting 1.5% of people surveyed. Cruise shared
with the Commission data that shows the Johnson County medium income is $55,000 to $65,000
and there is a range with a margin of error. HUD gets median family incomes from separating out
the people that are related to each other, families, and that is why the number is so high. HUD
takes the family number from two years ago for a family of four and adds a cost of living escalator.
HUD then says 90% of that number is a family of three, 80% is a family of two and 70% is a family
of one. However there really are no families of one, they are all non -families. Cruise feels when
setting policies it is important to note how few numbers are available in which to use to set the
policy. Cruise also shared with the Commission the Cost Burden data because cost burden is
important to inclusionary and affordable housing. The definition of affordable housing is to not pay
more than 30% of your income for housing. From this data it shows that almost half of the people
of Johnson County are 18-24 years old. Another 27% are graduate students, young professions,
and young people just starting out and about 27% of them are cost burden. The numbers are
skewed by the large number of 18-24 year olds. The committee thought the 60% AMI was a better
number because it was lower and that is true and it is the number low-income tax projects use.
Cruise believes that 30% of income is the better number to use rather than fair -market rent. Fair -
market rents are calculated from about 100 units in any given year, and only two-bedroom units, it
doesn't represent any one -bedroom or studio units.
Charlie Eastham (953 Canton Street) suggests to the Commission to approve the recommendation
for this ordinance. He has a lot of respect for the members of the ad-hoc committee that created
this recommendation. He also agrees with Cruise regarding the proper way to calculate an
Planning and Zoning Commission
May 19, 2016— Formal Meeting
Page 5 of 10
affordable rent. Eastham is concerned about the period of time for the non -subsidized
developments, feeling it should be a permanent term of affordability.
Cruise wanted to clarify using the 30% versus fair -market rent and stated this needs to be set up to
be a model for other parts of the City and the County. The University of Iowa Institute for
Sustainable Communities is working with Council now as well and having consistency amongst all
constituencies would make sense.
Maryann Dennis (1307 Rochester Avenue) works for the Housing Fellowship and was on the ad-
hoc committee that created this proposed ordinance. Dennis appreciates what Cruise is saying
and agrees they don't want anyone to pay more than 30% of their income for housing costs. For
affordable homeownership that is figured into mortgage and lending policies. As a landlord, if they
don't know what the income is then it is hard to cash-flow a rental project. The Housing Fellowship
owns a 171 units scattered around Johnson County and tenants must be under a certain income
level depending on funding source (some are 80% some are 60% and some are 40%) last year the
average for incomes for all of their tenants in 2015 was $22,019 per year. Now if those folks pay
only 30% of their income for rent they cannot cash-flow the project. So in order to do her proforma
she needs to know how much rent she will get. Dennis closed by saying she appreciates the work
her colleagues and Staff have done on this proposal and hopes the Commission will support the
ordinance.
Hensch closed the public hearing
Dyer moved to recommend adoption of amendments to City Code Section 14-213 to adopt a
Riverfront Crossings Inclusionary Housing (IH) Ordinance.
Parsons seconded the motion.
Dyer noted that she feels this is something that has been needed in Iowa City for quite some time
and this is a great beginning. Perhaps some point in the future the discussion of extending the
duration of affordability can happen, but permanent affordably might just be too big of a bite to take
at this time. Dyer also stated that the 30% issues seems to have to do with the occupant of a
property and specific rental rates are what the landlord or owner deals with.
Theobald is happy to see this proposal but also shares concern about what will happen after 10
years. However agrees this is a start and the committee has put in a lot of hard work. She also
hopes this will someday expand to the entire community.
Martin shared her concern about possible subpar or cheaper built projects due to this ordinance,
but does support it.
Hensch said he is a big fan of Riverfront Crossings and form -based zoning of mixed-use and
walkability. Adding in this mixed -income just rounds out the area and hope it does become a
model for other areas and cities.
Signs noted his appreciation of all the data provided but perhaps has a different interpretation. He
feels the data shows the need for housing at the 30% or below level of AMI. Looking specifically at
the age householder by rent chart and looking at the 30 to 30.9 group and the 35+ group are the
largest in each group of rents paid. That just reinforces the need to address the 60% group.
Parsons agreed this is a great starting point and because it is the first in the State it will need to be
Planning and Zoning Commission
May 19, 2016— Formal Meeting
Page 6 of 10
open for changes and adjustments. He is ready to support this and thanks City Staff and the ad-
hoc committee for their work on this proposal.
A vote was taken and the motion carried 6-0.
2. Discussion of amendments to City Code Title 14 to adopt amendments related to
establishing a Community Service — Long Term Housing use, and establishing parking,
density, and provisional and special exception criteria for said use.
Yapp explained that over the past year or so there have been a group in the community meeting to
put together what is called a Housing First project for FUSE (Frequent Users System Engagement)
clients. FUSE refers to chronically homeless individuals who are frequent uses of local institutions,
including the justice system, human service agencies, and medical services including emergency
rooms. Housing First refers to a model that has started in other parts of the country where instead
of treatment model that emphasizes treating the symptoms and moving individuals from being
homeless to a housing shelter and then eventually to transitional housing and then hopefully to
independent housing, Housing First emphasizes as a very first step providing safe and secure
housing for these individuals. One of the things the local human service agencies have struggled
with is trying to find an appropriate location for such a use. In meeting with those agencies and
looking through the Iowa City Zoning Code it became clear that there is not a clear use
classification for such a use and that the density and parking requirements are designed more for
typical households not for FUSE clients. So Staff has been working to develop a Code
Amendment. FUSE clients are the chronically homeless. The Department of Housing and Urban
Development defines the chronically homeless as someone who has a disability and has been
living in a place not meant for human habitation, in an emergency shelter or safe haven for the last
12 months continuously or at least on four occasions in the last three years totally 12 months.
Yapp addressed of the questions the Commission had at the work session Monday which was the
definition of disability. Federal laws define a person with a disability as "any person that has a
physical or mental impairment that substantially limits one or more life activities, has a record of
such impairment, or is regarded as having such an impairment". Yapp noted the definition goes on
to say that these impairments include hearing, mobility, visual impairments, chronic alcoholism,
chronic mental illness, AIDS or AIDS related complex, and mental retardation. He explained that
the HUD definition of a chronic homeless person does note that the person has a disability.
Yapp next discussed the proposal. What Staff is proposing is establishing a new use category
called Community Service — Long Term Housing. The Zoning Code currently has a broad category
called Community Service Uses and refers to a typical community service use like a community
center or a housing center, which is defined as short-term housing. So Staff proposes adding a
definition for Community Service — Long Term Housing which would be "long term housing for
persons with a disability operated by a public or nonprofit agency". So a private multi -family
housing complex would not be able to take advantage of the density or parking exceptions, it would
have to be owned by a nonprofit agency and serve persons with disabilities. Yapp explained with
regards to density, currently in commercial zones residential density is limited to one unit per 2,725
square feet of lot area regardless of the size of the unit. Staff reviewed densities in other Iowa City
Zones and is recommending a density of one unit per 900 square feet of lot area and that the units
be efficiency and/or one -bedroom units. The one unit per 900 square feet lot area is consistent
with rooming house density in a medium -density multi -family zone. So this would not be the
highest density residential uses the City has nor is it the lowest. Yapp explained that with regards
to parking Staff recommends one parking space per three units, or three beds. That is consistent
with the parking requirement for assisted living facilities. The use would also have some office
Planning and Zoning Commission
May 19, 2016— Formal Meeting
Page 7 of 10
space and community room space in the building. Staff does not recommend any parking
reduction for that part of the use. The parking requirement for office space and community room
space is one parking space per 300 square feet. Staff did not want to recommend reducing the
parking requirement too much due to concerns that it would make the property functionally
obsolete for other uses in the future. Yapp noted that because the proposed use would have
qualities in it of multi -family residential housing, community room and office space, and similar to
an assisted living facility Staff recommends this use be allowed in certain commercial zones. It is
recommended to be allowed as a provisional use in the Commercial Office, Intensive Commercial,
and Community Commercial zones as well as the CB -2 and CB -5 zones. Originally staff was
recommending if the facility is adjacent to or across the street from a single family residential zone,
a special exception be required. After some conversations with Staff they are now proposing a
special exception be required if it is within 200 feet of a single family zone. The 200 feet is more
consistent with other similar uses in the Code and it is also consistent with the minimum distance
under State Code for notification requirements. Yapp explained that as proposed it would be a
provisional use meaning that certain provisions would need to be met before the use could be
established. Those provisions include a requirement for a management plan that is consistent with
management plans that are required for shelter uses. The management plan would need to
include a plan to address any potential nuisances such as loitering, littering, noise, etc. Staff is
also recommending that a neighborhood meeting be required prior to the site plan being approved.
He explained that with most rezoning applications and special exception applications the City
encourages but does not require a neighborhood meeting. Due to the particular unique use of this
living they are recommending a neighborhood meeting be required both to share the management
plan and to set up the lines of communication. Yapp stated that the facility must maintain a rental
permit, as it would be considered rental housing. With the rental permit it would be subject to
periodic inspections by City Staff. Staff also recommends that up to 50% of the first floor be able to
be occupied by residential uses. That gives the managers of the facility a little more flexibility of
where they put residential uses and then can have some residential uses adjacent to the
community space and office spaces.
Martin asked about the definition of disability and that it states chronic alcoholism but no other
substances. Hektoen said for the Commission to not get distracted by the definition, that will be a
decision that the operator of this type of facility will make and if tenants qualify for their services.
Yapp noted there was a question at the work session Monday night regarding the percentage of
the homeless population that may have a disability and the Human Agency Staff will be able to
address that question.
Hensch opened the public hearing
Crissy Canganelli (2307 E. Washington Street) is the Executive Director of Shelter House wanted
to be available to answer any questions the Commission had.
Dyer asked if there was a specific plan for developing such a facility. Canganelli said that they
have been working on a plan for about two years. They took a site visit of a facility in Charlotte
South Carolina and were positively impacted by the facility there. They have met with Neumann
Monson who have agreed to donate 100% of the architectural services for the project. HBK will
be providing the civil engineering services. They are still developing a design for the project, but
are anticipating a two-story building that will include the efficiency apartments. Canganelli said
they had to wait until the Commission and Council approve this amendment before they could
confirm the number of units because they need to know their ability to develop the piece of
Planning and Zoning Commission
May 19, 2016— Formal Meeting
Page 8 of 10
property they are looking at. The facility would include community spaces, a library, a computer
room, meeting room, offices spaces, a nurse's station, and accommodations like that. Canganelli
also noted it would be a secure facility; their intention is to have onsite security as a safe guard for
the residents.
Hensch asked if there are other facilities in Iowa that are similar to this. Canganelli said there may
be facilities because this is a model of supportive housing, what is different about this project and
what would be unique for the State of Iowa is that it is made available on a Housing First approach.
The Housing First approach represents a paradigm shift that is slow to appear in the Midwest and
has not been implemented in the State of Iowa, we would be the first and a model for the State.
Dyer asked about families, would studios and one -bedroom units be adequate to house a family.
Canganelli said they are not intending to make these units or building available to families. With
this being the first foray into Housing First the Housing Coalition providers agreed to prioritize
chronically homeless and specifically people who are qualifying in that cohort known as frequent
users of public services as jail or emergency rooms only to end up back on the street. Canganelli
said they did a case study of four individuals and that they are averaging about $139,000 in
unreimbursed expenditures to live and die on the streets of our community.
Theobald noted that it was presented that the individuals have to have an actual diagnosis and
wondered if it was known how many people are out on the streets that wouldn't have a diagnosis.
Canganelli said she does not have an exact percentage but it is substantial and they have the
resources to help establish the diagnosis. Yapp added that overall about 40% of the adult clients
at Shelter House suffer from a disability; about 26% of the adult clients were chronically homeless.
Martin asked what those number actually look like. 40% is how many people. Canganelli said the
40% of adults that Shelter House has served is 40% of about 650 people.
Hensch asked if there was an estimate of how many chronically homeless there are in this area.
Canganelli said she knows there are 20-25 people living on the streets at any point in time, the low
barrier shelter in the winter averaged 32 people per night, and almost without exception those
people are chronically homeless. It can be a moving target.
Hensch asked how many units are in their proposed project. Canganelli said they hope to have up
to 24 units.
Hensch closed the public hearing.
Parsons moved to approve the amendments to City Code Title 14 to adopt amendments
related to establishing a Community Service — Long Term Housing use, and establishing
parking, density, and provisional and special exception criteria for said use.
Theobald seconded the motion.
Theobald expressed her gratitude to see a possibility of such a project.
Signs agreed, noting that he once worked with the homeless youth center in Des Moines and
providing that initial stability is very important.
Dyer noted she has followed report from other communities where this approach has been taken
and they seem to be almost universally successful.
Hensch echoed Dyer's comments and sees the need for this dramatically
A vote was taken and the motion carried 6-0.
Planning and Zoning Commission
May 19, 2016—Formal Meeting
Page 9 of 10
CONSIDERATION OF MEETING MINUTES: MAY 5. 2016
Parsons moved to approve the meeting minutes of May 5, 2016.
Martin seconded the motion.
A vote was taken and the motion passed 6-0.
PLANNING AND ZONING INFORMATION:
Yapp noted that Dan Perolek, a form -based code expert, and will be here on May 24. When the
City developed the South District Plan there was conversation about the "missing middle". Dan
Perolek is the person that coined the term "missing middle". Yapp noted that the public session
with Dan Perolek at the library will be videotaped. He will be doing a workshop with Staff and the
Homebuilders Association at 1:30 on Tuesday and the public presentation will be at the library at
7:00.
ADJOURNMENT:
Parsons moved to adjourn.
Theobald seconded.
A vote was taken and motion carried 6-0.
PLANNING & ZONING COMMISSION
ATTENDANCE RECORD
2015-2016
FORMAL MEETING
INFORMAL MEETING
NAME
7/2
7/16
816
8120
9/3
9117
10/1
10/15
11/5
11/19
12/3
1/7
1121
2119
313
3/17
417
4121
515
5119
DYER, CAROLYN
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
EASTHAM, CHARLIE
O/E
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
—
—
FREERKS, ANN
X
O/E
X
X
X
X
X
X
O/E
X
X
X
O/E
X
X
X
X
X
X
O/E
HENSCH, MIKE
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
MARTIN, PHOEBE
X
X
X
X
X
O/E
O/E
X
O/E
X
X
X
X
X
X
X
X
X
X
X
PARSONS, MAX
X
X
X
X
X
X
X
X
X
O/E
X
X
X
X
X
O/E
X
X
X
X
SIGNS, MARK
—
—
—
—
—
—
—
X
X
I
THEOBALD, JODIE
X
X
01E
X
X
I X I
X
I X
X
X I
X I
X
I X
I X I
X
I X I
X
X I
X
X
INFORMAL MEETING
NAME
TERM
EXPIRES
5/16
DYER, CAROLYN
05/21
X
FREERKS, ANN
05/18
O/E
HENSCH, MIKE
05/20
X
MARTIN, PHOEBE
05/17
X
PARSONS, MAX
05/20
X
SIGNS, MARK
05/21
X
THEOBALD, JODIE
05/18
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
--- = Not a Member
Approved Minutes
March 17, 2016
MINUTES
SENIOR CENTER COMMISSION
March 17, 2016
ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Jay Honohan, Margaret Reese, Cheryl Clamon, Mark
Holbrook, Kathy Mitchell, Joy Beadleston
Members Absent: Jack Hobbs
Staff Present: Linda Kopping, Kristin Kromray, Michelle Buhman
Others Present: None
CALL TO ORDER:
The meeting was called to order by Honohan at 4:00 PM.
RECOMMENDATIONS TO COUNCIL:
None.
APPROVAL OF MINUTES FROM FEBRUARY 18.2016 MEETING:
Motion: To accept the minutes as amended from the February 18, 2016
meeting. Motion carried on a vote of 6/0. Reece/Mitchell
PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA:
None.
COMMISSION ASSIGNMENTS:
Honohan will attend an upcoming City Council meeting and Board of Supervisors
REVIEW OF ALCHOHOL POLICY:
Kopping reported that the alcohol policy had been approved by the city attorney's
office. She said while the plan is to move forward with the remodel of the lobby,
assembly room and kitchen it will be some time (at least 18 months) before it is
completed due to the budget cycle. The senior center will need an interim plan.
She asked the commission to consider a number of options for between now and
when the remodel is finished. She distributed a document that described various
options.
2b(10)
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March 17, 2016
Option one is to have the staff manage alcohol rentals and maintain current
programs in the AR. This option may bring in more rentals but with the current
programming, availability would be limited to Friday nights and one Saturday per
month. Senior Center staff would have to be onsite during alcohol rentals and the
Senior Center does not currently have the correct equipment (tables and chairs)
to hold large events. There is concern that due to lack of knowledge and training
of staff in this area there is some risk that a renter would not have a good
experience.
Option two would be that staff manage the alcohol rentals and modify current
programming. This would require eliminating Saturday classes and dances to
increase rental opportunities. There are the same staffing and equipment
concerns here — and they would likely become more complex. While this may
increase the rent ability of the space, is the time and effort worth it for the limited
duration before the area goes under construction?
Option three would have a management company oversee the weekend AR
rentals with the possibility of alcohol. This option would eliminate the staffing
concerns and increase the rent ability, but would likely necessitate the need to
cancel Senior Center sponsored programming.
The last option is to postpone allowing alcohol rentals until after the remodel is
complete. Renting the AR would continue as it has now — on a very limited basis.
In addition to planning the remodel and procurement of appropriate equipment
(tables and chairs) this additional time could be used to develop protocols and a
marketing plan for the space.
Honohan stated that he thought the Senior Center should not put current staff in
the position of handling alcohol rentals. He suggested that AvaCenter be
approached to give a bid on the current room with its limitations before they
should move forward with a plan. Clamon said she thought reputation was very
important and that if someone were to have a bad rental experience the word of
mouth could be damaging to future rentals. Beadleston asked if the rotating art
work on the walls would be allowed to be taken down. Kopping said that staff has
talked about this and that art would not be moved for events. Mitchell noted that
there are many public programs such as Gallery Walks and City of Literature
events that bring many community members into the building and that she thinks
it is important to continue some of these programs. Holbrook asked if it would be
possible for Friends of the Center fundraising events at the Senior Center that
served alcohol, but not have the policy in place for any other rental. Kopping
answered that that would be a possibility.
Motion: To seek a bid from AvaCenter on the cost of managing the
Assembly Room during the interim period before remodeling. Motion
carried on a vote of 610. Holbrook/Clamon.
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March 17, 2016
Kopping asked for a recommendation on how much the Assembly Room should
be rented for during this time. The commission discussed various fee and deposit
options.
Motion: To have staff set fees and policies that are comparative to the
Recreation Department. Motion carried on a vote of 6/0. Holbrook/Clamon
Kopping reported that the current policy states members received a 40%
discount on room rental fees. Commissioners wanted to know how often this
member benefit was used. Kromray answered that it has only been used a
handful of times over the last 5 years. Beadleston wondered if a smaller discount
would be reasonable. Commissioners discussed the pros and cons of this.
Motion: To discontinue membership discounts for room rentals as of July
15t, 2016. Motion carried on a vote of 6/0. Mitchell/Holbrook
Honohan questioned number 9 on the alcohol policy. He was concerned that a
specific dollar amount was not listed on the amount of insurance that is required.
He suggested that it the dollar amount ($1,000,000) should be listed in this item
as it is in item number 10.
Kopping reported that the RFP for the assembly room and kitchen have yet to be
sent out.
Operational Overview
Commissioners are invited to a May 7th strategic planning meeting from 9am-
3pm. Kopping said she was hoping to have this meeting at the Eastside
Recycling Center. More details will be forthcoming.
A lunch and learn program for volunteer committee groups will be held on April
6m at city hall. Invitations will be sent out shortly.
Kopping and Honohan met with Linda Wastyn to discuss the restructuring of the
Friends of the Center. Also discussed was a new website for Friends of the
Center.
Kromray noted that the Senior Center's annual meeting will be held on May 18th
in the afternoon.
COMMISSION DISCUSSION:
Mitchell reported that she spoke with commissioner Hobbs and their officer
nominations are:
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March 17, 2016
Chair: Jay Honohan
Vice Chair: Mark Holbrook
Secretary: Kathy Mitchell
Motion: To accept the slate of officers as nominated. Motion carried on a
vote of 610. Reese/Clamon.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 6/0. Mitchell/Clamon.
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March 17, 2016
Senior Center Commission
Attendance Record
Year2015
Name
Term Ex fires
4/16/15
5/21/15
6/11/15
7/16/15
10/15/15
11/19/15
12/17/15
1/14/16
2/18/16
3/17/16
Joy Beadleston
12131/19
--
--
—
—
—
—
—
X
X
X
Cheryll Clamon
12/31/18
NM
X
X
X
X
X
NM
X
X
X
Chuck Felling
12/31/15
NM
X
X
X
X
X
NM
—
—
—
Jack Hobbs
12/31/16
NM
X
X
X
X
X
NM
X
X
O/E
Mark Holbrook
12/31/18
NM
X
X
X
X
X
NM
X
X
X
Jay Honohan
12/31/16
NM
X
X
X
X
O/E
NM
O/E
X
X
Kathy Mitchell
12/31/19
NM
X
O/E
X
X
X
NM
X
X
X
Margaret Reese
12/31/15
NM
X
X
X
X
X
NM
X
X
X
Key: X = Present
O = Absent
O/E = Absent/Excused
NM= No meeting
—= Not a member