HomeMy WebLinkAbout2016-12-06 Bd Comm minutes4b(1)
MINUTES APPROVED
BOARD OF ADJUSTMENT
OCTOBER 12, 2016 — 5:15 PM
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Larry Baker, Gene Chrischilles, Connie Goeb, Becky Soglin, Tim
Weitzel
MEMBERS ABSENT:
STAFF PRESENT: Susan Dulek, Sarah Walz
OTHERS PRESENT: Mark Bulechek, Duane Musser, Rick Streb
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.
SPECIAL EXCEPTION ITEM EXC16-00007:
Discussion of an application submitted by Mark Bulechek for a special exception to reduce the
front principal building setback for property located in the Low Density Single -Family (RS -5)
zone at 9 Forest Glen.
Walz began the staff report showing a map of the area to show. Walz explained that it is not a
traditional street design with a uniform setback along the street, the houses are turned at
various angles and in some cases the garages are set forward of the houses. In this instance
setback averaging applies, requiring a deeper setback than the standard 20 feet. The applicant
is proposing a new addition to enlarge two existing small bathrooms at the front of the house to
make them handicapped accessible. Walz explained that there is practical difficulty in
accomplishing this in part because the street is actually at a higher elevation than the house. In
order to work with most of the existing floor plan and the existing plumbing it makes sense to
extend the bathrooms at the front of the house rather than to reorient them to the back of the
house. Walz reviewed the purpose of the setback standards. The proposed addition does not
contradict any of the purposes and will not reduce separation between adjacent homes.
However, because the addition faces the street, Staff recommends that Board include a
condition that the new addition have windows (clerestory windows) along the front face of the
addition.
Walz stated that staff recommended approval the special exception to reduce the front principal
setback allow a 10 x 17 foot home addition for the property, subject to the following conditions:
• Substantial compliance with the floor plan submitted.
• Inclusion of windows on the front face of the home addition, requiring one window per
bathroom.
Board of Adjustment
October 12, 2016
Page 2 of 8
Baker opened the public hearing.
Mark Bulecheck (9 Forest Glen) came forward to answer any questions from the Board.
Baker asked Bulecheck if he had any problems with the Staff recommendation regarding the
windows. Bulecheck replied that he is fine with complying with that condition.
Baker closed the public hearing.
Weitzel noted that the Staff Report outlines the special difficulties with this particular application
Goeb stated that when she drove by the property it appears as if this addition will be fairly well
disguised due to the elevation of the street in relation to the house.
Goeb moved to approve EXC16-00007, a special exception seeking to reduce the front
principal setback allow a 10 x 17 foot home addition for property located in the Low -
Density Single -Family (RS -5) zone at 9 Forest Glen, subject to the following conditions:
• Substantial compliance with the floor plan submitted.
• Inclusion of windows on the front face of the home addition -one per bathroom.
Chrischilles seconded the motion.
Weitzel stated regarding agenda item EXC16-00007 he concurs with the findings set forth in the
Staff Report of October 12, 2016 and conclude the general and specific criteria are satisfied, in
particular that the situation is peculiar to the property in that the topography limits an addition to
the rear and the existing plumbing makes such an addition practically difficult. Furthermore the
existing setbacks are not consistent and other buildings have elements that project from the
front and the elevation plain. The reduction of the setback requirement can be accommodated
safely under the existing lot and does not reduce privacy between the subject property and
abutting property.
A vote was taken and the motion passed 5-0.
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.
SPECIAL EXCEPTION ITEM EXC16-00009:
Discussion of an application submitted by Tom Streb for a special exception to allow expansion
of an existing Quick Vehicle Servicing use located in the Neighborhood Commercial (CN -1)
zone located at 2221 Rochester Avenue.
Walz showed an aerial view of the subject property, noting that the gas station is located in the
CN -1 zone and that zone includes requirements that pedestrian oriented development, with
buildings facing the street. The zone is intended for small scale businesses that serve the
surrounding neighborhood, not regional or city-wide serving shopping areas. For that reason,
expansion of a Quick Vehicle Servicing requires a special exception. This application does not
expand or alter the building so there is not an opportunity to reorient the site in that manner
envisioned in the code. However, the applicant has addressed other elements of the they did
site and bring it closer into compliance with the current regulations.
Board of Adjustment
October 12, 2016
Page 3 of 8
Walz explained that the applicant is seeking to extend the gasoline service portion of the
business and add a new canopy. The existing canopy is approximately 50 feet long and the
new one would be almost 90 feet in length. There would also be the addition of another
gasoline pump, currently there are two gas pumps present; the addition would allow for six
vehicles to access the pumping area simultaneously. This will require a change in configuration
and improvements will include some additional landscape screening, removal of concrete in
some areas and installing more landscaping, and extension of the sidewalk and reduction of
parking along that sidewalk area and moving the dumpster to be tucked behind the building.
The applicant has moved the required bike parking rack to an area that is just off the sidewalk.
Walz showed pictures of the site and noted that Staff did not see any issues with the proposed
expansion. The applicant will have to meet all the City's requirements with regards to lighting of
the canopy. New gasoline tank storage is permitted through the DNR with the Fire Department
provides comment. Walz stated that the site plan that was submitted meets the standards of
the setback of this area from the adjacent residential zones. The residential zone across the
street is the site of Regina Educational Center and a single-family house to the north and east.
There are additional commercial properties between the site and any other residential properties
to the west and south.
Walz stated that the southernmost loading space in the service area, currently appears to
extend into a parking aisle that is shared by other properties in the commercial center. Staff
recommends that the site plan be modified to better define and separate the vehicle fueling area
from the shared aisle. This may be accomplished in one of two ways: (1) reorient the fueling
spaces to make them perpendicular rather than angled spaces; or (2) extend the landscaped
island (located west of the fueling area) to better define the edge of the shared aisle. A detailed
landscaping plan must be reviewed to determine compliance with the S2 screening standard.
Staff recommends approval of the special exception to allow the expansion of the Quick Vehicle
Servicing Use in the Neighborhood Commercial subject to the following conditions:
• Substantial compliance with the site plan submitted with the following alternations:
o Staff approval of a detailed S2 landscaping plan for areas to the north and west
of the parking and vehicle fueling area.
o Modification of the fueling stalls or landscaped island to better define and
separate the shared aisle from the fueling area.
Soglin asked about the area to the south of the existing building and how it would be accessed
since it is being blocked by the sidewalk. Walz showed on the photo how one would drive into
the area and access the parking.
Soglin asked about the height of the canopy and if it would be the same as the existing canopy.
Walz stated the applicant can answer that question.
Soglin noted that under the standard regarding Quick Vehicle Servicing, item C states "fuel
dispensing equipment must be set back at least ten feet (10') from any street right of way and at
least seventy feet (70') from any residential zone boundary" and there is housing in the building
nearby. Walz explained that statement is only for residential zone. Soglin asked what kind of
protection is available for the rental units that are in the area. Walz showed measurements on
the site plan indicating that the dwelling units units will be more than ninety (90') feet from the
fuel pumps.
Soglin asked what the normal hours allowed for this gas station, could it be open 24 hours,
Board of Adjustment
October 12, 2016
Page 4 of 8
which she understands might be a question for the applicant. She also questions the sign, not
knowing if that can be part of this discussion, and feels vehicle need to be across the sidewalk
to see around that sign. Soglin questioned moving of the dumpster, she noted when she visited
the site she saw a garbage dumpster as well as a recycling bin, but the application talks of only
one dumpster and it appears the spot they are indicating to move it to seems inaccessible for
the garbage truck. Walz said Staff did look at that, and it will have to be worked out by the
applicant and their dumpster company. Soglin asked how close the dumpster could be to a
neighboring property and Walz said it can abut as long as there is proper screening.
Chrischilles asked if there was anything from the City's perspective that the applicant couldn't
make this a drive-through type filling station, get rid of the median strip. Walz said that, because
it is a shared drive, there must be a setback from a shared drive.
Baker asked about the diagram, and the southernmost pump that goes over the line, and what
that line represents. Walz said that line is the setback for the canopy from the adjacent property
to the east. Baker asked if the parking spaces were striped and Walz said they were. Baker
stated there was a legal requirement that the parking space be a certain depth, so the space in-
between the parking is a shared driveway and is there a specific required width for that shared
driveway. Walz said there is a minimum width but this one is larger than the minimum.
Baker discussed the configuration of the gas pump spaces, how they would be accessed.
Finally he questioned the wording of the Staff recommendation and "modification of the fueling
stalls or landscaped island to better define and separate the shared aisle from the fueling area'
where does that get settled beyond the decision of the Board. Walz said it would be approved
by Staff, however if the Board saw fit to approve a specific modification they may make that a
condition of approval.
Baker opened the public hearing and invited a representative from the Applicant to come
forward and address the Board.
Duane Musser (MMS Consultants) addressed the Board on behalf of the Applicant, his firm
prepared the site plan and survey. He stated that the intent of the angled approach to the gas
pumps is to try to control traffic so there is not someone pulling through at the same time
someone else is backing out. After doing several convenience store site plans over the years
they find that one can pull through those angled spots and go around to avoid backing out into
traffic. They eliminated several parking spaces to make that flow better and to circulate a clock-
wise rotation. Musser also noted that the minimum for a shared driveway is 22 feet and this
driveway is in excess of 26 feet. He also said they are in agreement to remove the concrete
and add the raised landscaping and moving the bike rack. With regards to the dumpster, the
current location doesn't meet any design standards or codes, they are just in the middle of the
parking lot and not screened. It will be either the owners or the trash-haulers responsibility to
get the new dumpster out of the enclosure, roll it out and to the garbage truck. That is common
at other businesses. Musser stated they also reconfigured this plan as right now there are no
safe ways to get from parking south up to the store, but by extending the sidewalk they are
providing that pedestrian access.
Soglin asked for more information about the dumpster location, noting there is not room there
for two dumpsters (trash and recycling). Musser explained it would be only one dumpster.
Soglin stated her concern about the residential units close by the dumpster, with regards to
odors and noise.
Board of Adjustment
October 12, 2016
Page 5 of S
Soglin asked about the canopy height and Musser confirmed it would be the same height at the
current canopy.
Walz added some additional information regarding the dumpster issue. The building setback,
as shown on the site plan, is more than 16 feet and the relocation of the dumpster is a zoning
requirement and if they change the site they have to move and screen the dumpster to comply.
Soglin questioned the angle of the gas pumps and noted that all spaces would have to back out.
Musser disagreed and said the landscaping is far enough away that a vehicle can go forward
and turn left to exit the pumping station.
Chrischilles asked about the transformer pad that is currently located in the space, and if there
was anything on that pad. Musser stated there is a transformer on that pad and it will stay in the
same spot. Chrischilles questioned if it would block the dumpsters and Musser doesn't believe
it will.
Rick Streb (2221 Rochester Avenue) came forward to answer the questions about the dumpster
location and access. Streb said that they will have a dumpster that rolls, it will be on wheels,
and be able to be moved out into the parking lot to the dumpster truck for disposal. Streb also
confirmed they would just have the one dumpster, they will use their recycling facilities at
another location for recycling needs.
Baker closed the public hearing.
Chrischilles noted his concern about the shared driveway, he feels there is room to maneuver
through as Musser indicated, but is worried about the space on the south that intrudes into the
shared driveway, it could be a conflict.
Soglin also is concerned about the maneuverability around the gas pumps.
Streb was called back to the podium to address that question and he noted it is not uncommon
to have this configuration and they are confident that especially smaller vehicles will be able to
pull through and that is why they are angled as shown. Soglin asked where in Iowa City there is
a gas station with angled pumps. Streb stated he does not have a station with this
configuration, but he has been to other sites where this configuration works. The gas company
actually set up this configuration, and they have done a lot of research and assures them this is
common and will work.
Baker wondered whether they are trying to direct traffic by using the slanted drive-through from
north to south—he asked how this would affect vehicles entering the commercial site form First
Avenue vs. Rochester. Streb explained they are trying to make it convenient and most of the
traffic does come from Rochester. Streb stated they looked at many possibilities, but this
configuration seems to work the best.
Musser added that they also had to remember that they must get a full size semi -truck into the
space to fill the tanks and with this plan they are trying to make that easier and more convenient
as well.
Weitzel moved to approve EXC16-00009, a special exception to allow the expansion of
the Quick Vehicle Servicing Use in the Neighborhood Commercial (CN -1) zone at 2221
Rochester Avenue, subject to the following condition:
Board of Adjustment
October 12, 2016
Page 6 of S
• Substantial compliance with the site plan submitted with the following
alternations:
o Staff approval of a detailed S2 landscaping plan for areas to the north and
west of the parking and vehicle fueling area.
o Staff approval of modification of the fueling stalls or landscaped island to
better define and separate the shared aisle from the fueling area.
Chrischilles seconded the motion.
Chrischilles asked about the motion and what is the Board then saying about the orientation of
the gas pumps and the landscaping. Will there be landscaping to the southernmost stall. Walz
said that second sub condition clarifies that. The Board can decide they like the current
configuration and remove that second condition, or keep the condition and state they would like
a modification.
Chrischilles stated the potential trade-off in safety due to the better traffic flow versus the slight
overhang into the shared driveway (which still allows for the required width of the shared drive)
means the way it is currently shown on the site plan is satisfactory, it allows for a better traffic
flow. Therefore he feels that second condition can be removed, and not modification is
necessary.
Weitzel stated he would agree with that as a friendly amendment to his motion.
Soglin still has concerns, and would have liked to see examples of where this configuration has
worked. Her concern is safety and thinks the access should be consistent, either always
backing out of the spaces or always pulling forward, but to have both options could cause
issues. She also feels there hasn't been enough information provided on other options, or even
the need as to why an increase in pumps.
Weitzel withdrew his first motion, Chrischilles withdrew his second, and Weitzel stated a new
motion:
Weitzel moved to approve EXC16-00009, a special exception to allow the expansion of
the Quick Vehicle Servicing Use in the Neighborhood Commercial (CN -1) zone at 2221
Rochester Avenue, subject to the following condition:
Substantial compliance with the site plan submitted with the following
alternation:
o Staff approval of a detailed S2 landscaping plan for areas to the north and
west of the parking and vehicle fueling area.
Chrischilles seconded the motion.
Goeb asked about the sign on Rochester Avenue, and if that will remain as is. Dulek said it can
only be addressed if it is tied to one of the standards, or a safety concern. Baker stated he does
not see a problem with the sign. Soglin said she did have a problem seeing traffic coming
without pulling into the sidewalk. Baker asked if the sign is currently conforming. Walz cannot
verify that at this time. Soglin said that is her concern. Dulek said she would have to know if
the sign was grandfathered in if it is found to be non -conforming. She will look into that issue
and the City would take care of any non -conforming issues.
Musser noted that there is currently no plan to replace the sign and there would be an expense
opposition to relocating the sign.
Board of Adjustment
October 12, 2016
Page 7 of 8
Soglin stated that the sign issue is related to general safety and welfare and does have safety
concerns to the public due to additional traffic to the site.
Soglin moved to amend the motion to add that if the sign is found to be non -conforming
that it be brought into conformance and does not impede the vision of the sidewalk.
Goeb seconded the amendment.
The Board voted on the amendment, and it was added by a 5-0 vote.
Chrischilles stated regarding agenda item EXC16-00009 he concurs with the findings set forth in
the Staff Report of October 12, 2016 and conclude 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 altered as our findings with acceptance of this proposal.
Soglin expressed concern about the design of the fuel pump spaces and asked that the owners
be attentive to any problems that might arise once this is built. She stated that it would have
been helpful to have examples that this configuration has worked at other gas stations. Soglin
added her finding under general standard 1 that the sign has the potential to obstruct views of
the sidewalk and is therefore a public safety issue, especially as there are many school children
in this area.
A vote was taken and the motion passed 41 (Soglin 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 INFORMATION:
Walz stated that the Board will be hearing from the attorney that represents them in the Lusk
Avenue case with an update. Baker added that the attorney has said that although the Board's
written statements were part of the public record, anyone can access them through the City
Clerk's office, but the Board should not individually provide those opinions to anyone.
ADJOURNMENT:
Weitzel moved to adjourn this meeting.
A vote was taken and the motion passed 5-0.
BOARD OF ADJUSTMENT
ATTENDANCE RECORD
NAME
TERM EXP.
12/16
1/13
2117
319
4113
6115
7/13
8/10
9114
9121
9130
10112
BAKER, LARRY
1/1/2017
X
X
O/E
X
X
X
X
X
X
X
X
X
GOEB, CONNIE
1/1/2020
X
X
X
X
X
X
X
X
X
X
O/E
X
GRENIS, BROCK
1/112016
X
-
-
-
-
CHRISCHILLES, T. GENE
1/1/2019
X
X
X
X
X
O/E
X
X
X
X
X
X
SOGLIN, BECKY
1/1/2018
X
X
X
X
O/E
X
X
X
X
X
X
X
WEITZEL, TIM
1/1/2021
--
-
X
X
X
X
X
X
X
X
X
X
KEY: X=Present
O = Absent
01E = Absent/Excused
— = Not a Member
4b(2)
MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
OCTOBER 20, 2016 — 6:30 PM
DALE HELLING CONFERENCE ROOM, CITY HALL
MEMBERS PRESENT: Peter Byler, Syndy Conger, Christine Harms, John McKinstry, Dorothy
Persson, Emily Seiple
MEMBERS ABSENT: Bob Lamkins, Harry Olmstead, Paula Vaughan
STAFF PRESENT: Tracy Hightshoe, Stan Laverman
OTHERS PRESENT: Bruce Teague, Else Daus
RECOMMENDATIONS TO CITY COUNCIL:
None
CALL TO ORDER:
Byler called the meeting to order at 6:30 PM.
APPROVAL OF SEPTEMBER 15, 2016 MINUTES:
Conger moved to approve the minutes of September 15, 2016 with corrections. Persson seconded
the motion. A vote was taken and motion passed 6-0.
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
None
DISCUSS RECENT INSPECTION FINDINGS AT CHARM HOMES PROPERTY:
The Commission received the report in their packets, however Hightshoe noted the packet didn't include
the senior housing inspector's email to Council, but that was in the Council packet.
Byler began by acknowledging the letter that Ms. Metzger wrote and thanked her for sharing this
information with the Commission. There were some very genuine concerns expressed in her letter and as
the stewards of the HOME and CDBG funds this Commission needs to be vigilant about these matters.
Byler noted the responses from Bruce Teague and Stan Laverman explained things fairly well.
Hightshoe stated that the City has worked to resolve this issue. The City inspects every multi -family
property every other year, unless there is a complaint. Hightshoe noted that especially with SRO units
(housing for people with disabilities, especially those with mental disabilities) there may be a need to
inspect more frequently, so maybe moving to an annual inspection. There is a concern that some in the
SRO units might have barriers to filing a complaint. Hightshoe stated this is not based on one particular
provider or case, the City has been aware that they may need to be in those houses more than every
other year.
Byler asked about the program change by HUD on July 1, 2014 and whether prior to that time non -
affordable units were inspected every two years and affordable units were every year. Laverman
confirmed that was true. If a resident had a voucher the unit would have to be inspected every year.
Therefore the City would be in some of these buildings multiple times a year due to the inspection cycle
(not every unit would be on the same cycle). Byler asked if a landlord was renting to non -voucher holders
then the inspection would be every two years. Laverman confirmed that was correct. Byler then asked
when this new change went into effect and housing with assistance from the federal government was
Housing and Community Development Commission
October 20, 2016
Page 2 of 5
inspected every two years, was the housing inspection department downsized, or was there any savings
with this new policy. Laverman stated the City had seen an increase in rental units so instead of adding
new staff to adjust, this new policy allowed them to keep current staffing and be able to realize savings
with this new policy. Byler asked how many people do housing inspections. Laverman replied that there
are four full-time inspectors and himself as the supervisor. Laverman noted he does some inspections but
handles the nuisance complaints and oversees a % time person that takes care of most of the complaints.
Byler questioned what effect it would have on staffing if the City Council decided that units with federal
assistance needed to be inspected every year. Laverman stated that they would need to hire new
positions regardless, due to the continued growth of rental properties in Iowa City but they do have staff
they could train to help with inspections as well. There has been a shift in efficiency due to technology —
they now use iPads — that allows them to access data in the field.
Laverman noted that he is supportive of yearly inspections for fraternity/sorority houses as well, if a
change to the policy was to be made.
Byler noted he is hesitant to propose a firm rule of yearly inspections without an analysis of the costs
associated. Persson agreed.
Seiple asked about role of the CHARM Homes staff in reporting complaints.
Bruce Teague (CHARM Homes) stated that nothing has changed in their policies or reporting guidelines.
In this particular situation, the complaint that was raised, he was not notified until he received the call from
the City (Laverman) so he was not notified by the client or guardian. If he had, he could have addressed
the situation right away. Teague stated he doesn't feel there was any neglect because he was not made
aware of the situation. He noted that when they looked into this situation they just looked at the problem
area and not the whole house, and perhaps in the future that will be a change in policy to look throughout
an entire property to make sure there are no other issues. Teague expressed his deep concern that no
one should have to live in unfit conditions (filth or mold) and his organization will address it.
Persson asked if Teague has staff that can go around the buildings and check for issues. Teague said
staff is actually in the homes 24 hours per day and can check for issues such as water in basements after
rains. Most homes have sump pumps, so typically that controls the issue, but this is something they will
need to be more aware of in the future.
Byler asked if the caretaker (person on staff 24 hours/day) goes into the living quarters or if they are just
out in the common areas. Teague said that typically in all SRO living environments the private rooms are
the client's private rooms. Some clients may allow staff into their rooms but some may not.
Harms commented on this noting her daughter worked for Caring Hands for almost five years and was
very shocked by this incident. Her daughter said in the past if there were any issues all they ever had to
do was call and someone came right over and took care of it.
Persson noted that in the last cycle the Commission gave money to an organization who had a water in
the basement issue and feels the Commission should not be giving money to renovation projects that do
not have a basement that is well taken care of. Hightshoe noted that the Commission did give money to
that organization for another project, but not for the site in which Persson is concerned.
There was a consensus for staff to provide more information about inspecting rooming houses, SRO units
and fraternity/sorority houses more than every other year. Plan to place on the December HCDC agenda.
They will consider a recommendation to City Council at that time.
DISCUSS $100,000 IN SURPLUS CDBG FUNDS:
Hightshoe noted that due to program income and carryover funds, the City has a surplus of approximately
$100,000 in CDBG funds available to program. The funds will be added to FY18 funds allocated this
winter.
Housing and Community Development Commission
October 20, 2016
Page 3 of 5
Byler asked for an estimate of the total budget for FY18. Hightshoe said they are anticipating the same
amount of federal funds as received last year. That is good news, because they are usually told to plan
for a five- to ten -percent decrease annually.
CONSIDER AMENDMENTS TO FY2016-2020 CITY STEPS:
Hightshoe stated Staff met with clients at Iowa City Compassion and the mobile health clinic at Broadway
Neighborhood Center and the summary of those meetings was attached to the Commission's packets.
Hightshoe noted that most of what they heard at those meetings is already a priority. Translation services
were cited as a need, as well.
Persson questioned if the City has tapped into the availability of multiple ethnicities at the University that
could provide translation services. Hightshoe remarked that for Spanish it is fairly easy to assist, but for
example the Congo has 400 dialects and each dialect is very distinct so trying to find a translator can be
difficult.
The Commission discussed possible ideas for assistance for translation services among various agencies
and this will continue to be a priority and something the Commission will encourage the partners to look
at.
a. Facilitate tenants' ability to report housing codeviolations
b. Promote benefits of subsidized housing programs to landlords and developers
Seiple asked for this to be clarified and that education needs to be a priority.
Byler asked about the current process for reporting housing code violations. Laverman said there is a
web portal (www.icgov.org/lCgovXpress) available, or one can call into the housing office, or there is a
mobile app available on Apple or Android. The app is easy to use, just click on new issue. There is the
ability to add photos. All complaints go immediately to Laverman or the appropriate City department.
Byler asked how many complaints the housing department typically receives. Laverman said he can get
the Commission a list but would estimate 2,000 to 3,000 complaints per year. Those include tall grass or
snow on the sidewalk types of complaints, as well. He said when someone is actually complaining about
a substandard condition in their home, those typically are direct phone calls to his office. Laverman will
ask if they have already informed the landlord and ninety percent of the time they have not. The first step
has to be to allow the landlord a reasonable amount of time to correct the issue before the City can get
involved. Once the landlord is aware of the situation about 85% of the complaints get solved via that
route.
Persson noted that confirms Seiple's request for more education. There needs to be education for renters
(students and others), especially since Iowa City has a large number of first-time renters.
Laverman stated the City has tried multiple ways to reach renters but it can be difficult and often it is later
in the year and leases for the following year have already been signed. They do make presentations to
the University Student Government once a year. They also reach out to student legal services and go on
KRUI (student radio) to try to reach the students.
The Commissioners discussed getting more housing information on the University's student websites and
housing websites. Laverman said he has tried. There is also a need for information for renters outside of
the University community as well. Harms suggested producing a bookmark with housing information that
can be distributed and made available at public buildings. Persson noted that once a year there is an
insert with the water bill that lists City departments and phone numbers that is very helpful.
Hightshoe said they do have a flyer they give out to the landlord association every month to help with
Housing and Community Development Commission
October 20, 2016
Page 4 of 5
education for landlords on changes such a voucher changes.
Byler suggested that the Commission write a letter of support for the City to take with them the next time
they meet with the University on housing and websites.
STAFF/COMMISSION COMMENT:
Hightshoe mentioned that the Towncrest Senior Housing developer contacted her and said they are
hoping for a closing on November 15. She will keep the Commission informed of when a groundbreaking
ceremony will take place.
ADJOURNMENT:
Persson moved to adjourn. Seiple seconded the motion. A vote was taken and motion carried 6-0.
Housing and Community Development Commission
October 20, 2016
Page 5 of 5
Housing and Community Development Commission
Attendance Record
Name
Terms Exp.
11/19
1/21
2118
3110
4121
5/19
6/16
8/18
9115
10120
Byler, Peter
7/1/17
X
X
X
X
X
X
X
X
X
X
Conger, Syndy
7/1/18
X
X
X
OIE
X
O/E
O/E
X
X
X
Harms, Christine
711/19
---
—
—
X
X
X
X
X
Lamkins, Bob
7/1/19
X
X
X
X
O/E
X
O/E
O/E
X
O/E
McKinstry, John
7/1/17
—
---
---
X
X
O/E
O/E
X
Olmstead, Harry
7/1/18
---
X
X
X
X
X
X
X
X
O/E
Persson, Dottie
7/1/17
X
X
O/E
X
O/E
X
X
X
X
X
Seiple, Emily
7/1/18
X
X
X
X
X
X
X
X
X
X
Vaughan, Paula
7/1/19
--
—
---
---
X
X
O/E
Key:
X
= Present
O
= Absent
O/E
= Absent/Excused
---
= Vacant
CITY OF IOWA CITY 4b(3)
MEMORANDUM
Date: November 19, 2015
To: Mayor and City Council
From: Stefanie Bowers, Staff to the Human Rights Commission
Re: Recommendation from the Human Rights Commission
At their October 18, 2016 meeting the Human Rights Commission voted unanimously (6-0) to
make the following recommendation to the City Council:
Amend the by-laws of the Iowa City Human Rights Commission to replace the phrase "men and
women" with "persons" to be consistent with §2-2-3 of the Human Rights Ordinance. See
attached memo from Human Rights Coordinator. A vote was taken and passed unanimously.
Additional action (check one)
No further action needed.
Board or Commission is requesting Council direction
Agenda item will be prepared by staff for Council action
S:RECform.doc
Minutes
Human Rights Commission
October 18, 2016
Lobby Conference Room
APPROVED
Members Present: Eliza Willis, Andrea Cohen, Paul Retish, Shams Ghoneim, Adil
Adams, Kim Hanrahan, Joe D. Coulter, D'Angelo Bailey, Barbara
Kutzko.
Staff Present: Stefanie Bowers.
Recommendations to City Council:
Yes. Amend the by-laws of the Iowa City Human Rights Commission to replace the phrase "men and
women" with "persons" to be consistent with §2-2-3 of the Human Rights Ordinance. See attached memo
from Human Rights Coordinator.
Call to Order:
Ghoneim called the meeting to order at 5:30 PM.
Approval of September 20, 2016 Minutes:
Coulter moved to approve the minutes; the motion was seconded by Willis with a friendly amendment to
add the word "possibly" to the sentence on participation by speakerphone to the award selection
committee under Human Rights Breakfast. A vote was taken and the motion passed 9-0.
Introduction of New Commission Members:
Commissioners went around the room to introduce and welcome the two newest members, Barbara
Kutzko and D'Angelo Bailey.
Amendment to the By -Laws for the Human Rights Commission:
Coulter moved to approve the amendment to the Human Rights by-laws to replace the phrase "men and
women" with "persons" to be consistent with §2-2-3 of the Human Rights Ordinance; the motion was
seconded by Willis. A vote was taken and the motion passed 9-0.
Celebrating the World's Children:
The Commission donated its two complimentary tickets to persons who would not otherwise be able to
attend this event due to the price of the tickets. The event is scheduled for Sunday, October 23 at the
University of Iowa Athletic Club.
Proclamations:
Adams will accept on behalf of the Commission the proclamation for National Disability Employment
Awareness Month at the Council meeting of October 18. Bailey will accept the proclamation for National
American Indian Heritage Month at the Council meeting of November 1.
Human Rights Breakfast:
The recipients of this year's awards were announced and the Commission will recognize each on October
26. Diane Finnerty, Assistant Provost for Faculty at the University of Iowa, will deliver the keynote
address.
Ad Hoc Committee on Know Your Rights:
Willis, Adams, Cohen and Hanrahan will meet in the near future to plan a series of workshops. Event
topics may include domestic violence law and child abuse law.
Building and Crossing Bridges Together:
The event was a great success. The turnout for the afternoon session was very strong. However, the
evening session did not have as many attendees. Ghoneim is planning a post planning committee meeting
to follow up on the event and will also report back on evaluations of the event from participants, attendees
and planners.
Ad Hoc Committee on Why Vote? What's in it for Me:
Willis provided an update on this series which included an event at Aspire and New Creations
International Church. Willis would like to see this specific type of programming continue particularly
during election season.
Iowa City Community School District Equity Committee:
Retish reported that the October meeting was canceled as it was scheduled over Yom Kippur. Retish
would like to see the Commission do outreach to organizations to address the scheduling of meetings over
religious holidays. The Ad Hoc Committee on Know Your Rights will discuss ways in which the
Commission can address this concern.
University of Iowa Center for Human Rights Advisory Board:
Ghoneim reported that the next meeting is scheduled for November 29. The event on "Being Muslim in
America" has been rescheduled for November 3.
Reports of Commissioners:
Coulter requested for the Commission, at its November meeting, to discuss making a recommendation to
the Council to recognize Indigenous People's Day; noting that there are some states and cities across the
nation that observe it as an alternative to recognizing Columbus Day.
Ghoneim will participate in the 1" round of interviews for candidates selected to interview for the position
of Police Chief.
Kutzko mentioned that she serves on the Diversity and Social Justice Committee for the University of
Iowa School of Social Work and it will be hosting an open forum on sexual harassment.
Adams attended a United Nations Johnson County event that was held at Pheasant Ridge earlier in the
month and thought it was a well-planned program.
Retish spoke on a group of parents who are organizing to create support for youth with disabilities in the
work force.
Cohen has recently been appointed to the University of Iowa Center for Human Rights Advisory Board.
Adjournment: 7:04 PM.
' r Agenda Item Sa
fir.-��
CITY OF IOWA CITY
`��'�'� MEMORANDUM
Date: October 7. 2010
To: Human Rights Commission
From: Stefanie Bowers Sn 1 , � 1�
Re: Amend the By -Laws of the Iowa City Human Rights Commission
IntroductigOMM round:
The Human Rr'gits OniinToo was given a comprehensive update In December, 2015.
At that tkrte, reference to `housing accommodation" was removed, as the term had no
counterpart In the Fair Housing Act. The phrase was replaced with'dwailing.' However,
we were notified by the codifier that a few stray refereno s to °housing accommodation'
remained In the Ordinance.
Because
e the these references needed to be removed and replaced with 'dwalling," we also
had portunity to address another issue. The phrase "men and women was used
In descrill I desired appointments to the Commission. Given Iowa C'rty'a commitment
to human dgh(e for all, including those of all gender Identities we felt that replaclng
'men and women' wfth 'person was more Inclusive and better reflected the spirit of
the City.
Recommendation:
Amend the by-laws of the Iowa CV Human Rights Commission to replace the phrase
'men and women' with 'persons to be consistent with the §2-2-3 Human Rights
Ordinance.
BY-LAWS OF THE IOWA CITY HUMAN RIGHTS COMMIMON
�..ATICL.E 1 THE COMISSION
Section A The name of this ohgamlu6on Is the Iowa Cky Hunan Rights Commssion, referredlo in
these By -Laws as the Commission. The Conenlsstop is sutarized by the City Cornu of the City of
lows City through Municipal Ordinance Nu bw 034105, eiiecft dab December 18, 2003.
ARTICLE 2 PURPOSE
Section A As stated In Section 2-1-2 of the City Code.
Section B. The purpose of the Cormilsslon bb provide for eumxrtlon wlthln the Cly of lava Cly, the
policies of the Iowa Civl Rights Act of 1085 and the Federal Civil Rights Act. The Commission also
promolles cooperation between the Cir of tows City and the State and Federal agencies enforohg thaw
G1:1t1PTi�
Sscft A Dudes of the Cammbabn shah include. l) dbae *uft Information, educate the public on
Moo d'lsc thdm and cid Vis, and provide the enbreernent necessary to further tike goals of lie
2 of the City Cade; 2) cooperate within tris limits of any appropriations made for Ib operation, with other
agencies or orgarhtratlore, both pubic end privals, whose purposes are not inconelstant with these of
Title 2 of the City Code, 3) plan and conduct program designed to al ninete racial, religious, cugcral
and other intergroup bnsions, and 4) educate Bre We on Illegal diaatNnation.
ARTICLE 4 MEMBERSHIP
section A The lows City Hunan.Rights Commission stall consist of nine (9) members, appointed by
voth of the Cly Council. AE members shall be qusiitled electors of the City of lows City, Iowa, sett 5hal4
serve as such without mnpereaft but std be entitled to the necessary expenses, including travexng
expeneee kwumed in the dkcherge of u%* duties.
Section B. . Appohib nenb shrill tales Into nxhrafdertettorn erendwremen of the varices, raciM, re8gious,
culwal, social and economic groupa in the City.
Members shag aerie fora farm of three (3) years end thema@er isdY• a sureeww has
bow appolrded.
Section D. Orktihtion for members, Including furxdlons, dulles end nesponsibiAtles, shall be
conducted by the staff uaelgned to to Comminlon.
Seftn E .Corrmisslprers ere expetaed to attand bvehro (12) regutsdy scheduled monthly meetings
during the calendwyaw, The Chairperson or Hunan Rlghts Coordinator shall be notibd of an absence
prior to any meeting.
Section F. Three (3) consecutlw, uregdal ned absences of a member from regular meatings shall
' nesuit in a recommendation to the Cly Courdt from the CommWon tD discharge said member and
..VW a now member.
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,auusw a tons ul tunq patldxaun e43IIB q soap Raw ipunoo all a Wotu As Io uuat pagdxam
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Section 0. Commisslon officers shall sat the agenda pvvided are
coni ww.
..►otion E. A quorum shall consist offive (5) Commissloners. A mejo* of present and voting
members shelf be necessary to pass a motion. The Chairperson shall vote as a member.
Section F. The rules in the current edition of Roberts Rules of Order Newly Revised shall, govern the
Commission in all cam to which they are applicable and in which May ale hot Inconsistent with these
bylaws- and any special rules or order the Commission may adopt.
Section O. No Ton al sctiac shall be talon on item not on the agenda.
Section H. Tkne ahali be made "fable dtft all regular meetings for public comment on items not
on the agenda Commentators stag address the Commission for no more than 5 minutes,
Commisalones slap notongege In discussion vdth the publfoconcerning said items.
Section I. Tkne shall be made avagable during at regular meetings for Commiaaloner reports of
items not on the agenda. Commissioners shag not engage in disauaion with one another concerning
said reports.
Sadion J. The Commission's Secretary andfor destanee shag record all activities and statements
made at Commission mee* g% hereafter known as minutes of the melding. AN Comm*mlon records
shall be public except those exdcided pursuant to loam Code, Chapter 22; City Code, Section 2-2-4.
ARTICLE 7 SUBCOMMRTEES
( xdlon A. Formation of subcommittees shall be by m*dty vola of the Comxnhsslon In whatever
subjectarea, orwhetever manber•ot oomni ttees, ladeemed neounary. The conimbee(e) shall conslgt
of no more then four members.
ARTICLE S AMENDMENTS
Section A. The By taws can be amended at any regular Commission mailing by am** vote,
provided that the amendment las been submifted In editing to the Commleaton throe (S) days prior to
the meeting at which ft Is to be acted upon and such amendment Is not In coftAid NAh the Human Rights
Ordkrance, as amended.
Indigenous Peoples' Day
(From; Wiklpedia)
Columbus Day
Non -observance
The U.S. states of Hawaii, Alaska Oregon South Dakota. and Vermont do not recognize Columbus Day
at all; however, Hawaii, South Dakota, and Vermont mark the day with an alternative holiday or
observance. Hawaii celebrates Discoverers' Day, which commemorates the Polynesian discoverers of
Hawaii on4he same date, the second Monday of October,11911101 though the name change has not ended
protest related to the observance of Columbus' discoveryAll The state government does not treat either
Columbus Day or Discoverers' Day as a legal holiday; 21 state, city and county government offices and
schools are open for business. Similarly, in 2016, Vermont started celebrating "Indigenous People's Day"
Instead of Columbus Day. Because this change was made by Governor Peter Shumlin's executive
Proclamation . it only applies for 2016. In the future it would have to be issued by the sitting governor on
a yearly basis, or officially changed by the legislature in order to become permanentAM On the other
hand, South Dakota celebrates the day as an official state holiday known as "Native American Day"
ratherthan Columbus Day. 2° Oregon does not recognize Columbus Day, neither as a holiday nor a
commemoration; schools and public offices remain open!M Two additional states, Iowa and Nevada, do
not celebrate Columbus Day as an official holiday, but the states' respective governors are "authorized
and requested" by statute to proclaim the day each year,[Ml
Several other states have removed Columbus Day as a paid holiday for government workers while still
maintaining Columbus Day either as a day of recognition or a legal holiday for other purposes. These
include California and Texas 1171126112911301
The city of Berkeley, California, has replaced Columbus Day with Indigenous People's Day since 1992,D'
a move which has been followed by multiple other localities including Sebastopol and Santa Cruz
California; Dane County. Wisconsin; Minneapolis -Saint Paul, Minnesota; Seattle, Washington; Missoula.
Montana; Cambridge, Massachusetts; Denver, Colorado; and Phoenix. Arizona .[?a11321r33113I1r391r361 Various
tribal governments in Oklahoma designate the day "Native American Day", or name the day after their
own tribe. "
Human Rights Commission
Attendance Record
Key
X = Present
O = Absent
O/E= Absent/Excused
R = Resigned
--- = Vacant
TERM
11/17
12/15
1/19
2/16
3/15
4/18
5/17
6/21
7/7
7/19
8/16
9/20
10/18
NAME
EXP.
15
15
16
16
16
16
16
16
16
16
16
16
16
Joe D. Coulter
1/1/2019
X
X
X
X
X
X
O/E
X
X
O/E
X
O/E
X
AdiI D.
1/1/2019
--
---
O/E
O
O/E
O
X
X
X
X
XX
X
Adams
Eliza Jane
1/1/2019
---
--
X
O/E
X
X
X
X
X
X
X
X
X
Willis
Paul Retish
1/1/2017
X
X
O/E
X
X
X
X
X
X
X
X
X
X
Orville
1/1/2017
X
X
X
X
X
X
X
X
X
X
R
R
R
Townsend, Sr.
Karol Krotz
1/1/2017
---
—
--
---
---
--
O
O
O
R
R
R
R
Andrea Cohen
1/1/2018
--
--
X
X
X
X
X
X
X
X
X
X
X
Kim
1/1/2018
X
X
X
X
O/E
X
X
X
X
X
O
X
X
Hanrahan
Shams
1/1/2018
X
X
O/E
X
X
X
X
X
X
X
X
X
X
Ghoneim
Barbara
1/1/2020
--
---
--
--
---
---
---
---
--
--
--
—
X
Kutzko
D'Angelo
1/1/2020
---
--
---
--
---
---
--
---
---
---
---
--
X
Bailey
Key
X = Present
O = Absent
O/E= Absent/Excused
R = Resigned
--- = Vacant
4b(4)
ioww IOWA CITY
Aqzel� PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
vS n4agw3191%5] -u. 3193W54 Kp4og
BOARD OF TRUSTEES
Minutes of the Regular Meeting FINAL APPROVED
October 27. 2016
Members Present: Diane Baker, John Beasley (in at 5:10 pm) Janet Freeman, Thomas Martin, Robin
Paetzold, Meredith Rich -Chappell, Jay Semel, Monique Washington.
Members Absent: Adam Ingersoll.
Staff Present: Maeve Clark, Susan Craig, Kara Logsden, Anne Mangano, Patty McCarthy, Elyse Miller,
Brent Palmer (in at 5:09), Angela Pilkington.
Guests Present: None.
Call Meeting to Order. President Semel called the meeting to order at 5:00 p.m.
Public Discussion. None.
Approval of Minutes.
The minutes of the September 22, 2016 Library Board of Trustees meeting were reviewed. A motion to
approve the Minutes was made by Freeman and seconded by Washington. Motion carried 7/0.
Items to be discussed.
Bookmobile Update. A couple of options for the exterior bookmobile wrap were presented to the
Board. A motion to wrap the bookmobile in the blue option was made by Baker and seconded by
Washington. Motion carried 8/0. A staff group is going to visit Skokie Public Library tomorrow; they
have one main building, one bookmobile, use the same automation system we do, and have a
comparable population.
FY18 Budget Process. The library's budget request is at the City. The next step will be when Susan meets
on 11/3 with the City Manager and Finance department. The Finance Director said the City is waiting for
the state rollback numbers to complete the budget. This has an impact on the amount of the City levy.
Policy #815: Internet Use. This is a regularly scheduled policy review. There was discussion about
hotspots. Palmer explained they are small devices that provide standalone internet access. Semel asked
about filters on the computers. Craig said we do not filter internet content but images may be limited if
the secure and comfortable environment of the library is affected. Craig said this is a grey area. A
motion to approve the policy as amended by staff was made by Martin and seconded by Rich -Chappell.
Motion carried 8/0.
Staff Reports.
Director's Report. Craig talked about the change to the agenda format, recommended by the City Clerk,
which combines and renames "New" and "Old Business' to "Items for Discussion/Action." The architects
were here to help us with three projects, including revisioning and redesigning Meeting Room D, which
will happen this year. The other two projects for next fiscal year, creating a more upper elementary age
designated space in the Children's Room, and reconfiguring the Computer Lab to provide additional
options for technology use and more flexibility. Craig said the Iowa City Book Festival was very
successful. Events took place at ICPL, throughout the City, and in Coralville. Craig said it gets bigger and
better every year and is proud we are part of it. Martin asked about the State Library budget. Craig said
there was a cut this year and next year depends on the Legislature. Craig will let Board members know
the date for the December Legislative Reception which will be held in Tiffin at the Springmier Library.
Departmental Reports:
Children's Services. No comments.
Collection Services. No comments.
1T Services. No comments.
Development Office. McCarthy said invitations to the Book Gala/Arts & Crafts Bazaar were mailed and
Board members should have received them. Something new this year for the Book Gala: If you enjoy a
meal before or after the Book Gala at the Pullman Diner and let them know you are attending, you will
receive a 10% discount. Craig and McCarthy are strolling down memory lane, looking at photos in
preparation for celebrating the 25' anniversary of the Friends Foundation.
Spotlight on the Collection. No comments.
Miscellaneous. No comments.
President's Report. No report.
Announcements from Members. Martin served Free Lunch at the Crisis Center and sat with some of
the guests, one of whom was very complimentary of the Library and its staff. Washington was moved by
the book, "Invisible Hawkeyes", about integration at the University of Iowa in the period 1930-1960.
Committee Reports.
Foundation Members. No report.
Communications.
Letter from Joan Nashelsky, University of Iowa Center for Human Rights.
Email from Eleanor Dilkes to Kellsie Pepponi.
Quarterly Financial Reports.
Freeman asked about counter sales. Craig said these are things like bags and t -shirts sold at the Help
Desk. In response to a question by Freeman about Open Access/Access Plus/Enrich Iowa, Craig said this
is the state funding received annually. The Legislature appropriates a set amount of money which is
then divided between all the eligible libraries.
Quarterly Use Reports.
No questions.
Disbursements.
The MasterCard expenditures for September, 2016 were reviewed. A motion to approve the
disbursements for September, 2016 was made by Washington and seconded by Rich -Chappell. Motion
carried 8/0.
Set Agenda Order for November Meeting.
Collection Development policy.
Craig reminded Board members the meeting is November is the third Thursday of the month,
November 17, 2016.
Adjournment. A motion to adjourn the meeting was made by Freeman and seconded by Rich -
Chappell. Motion carried 8/0. President Semel closed the meeting at 6:00 p.m.
Respectfully submitted,
Elyse Miller
Board or Commission: ICPL Board of Trustees
ATTENDANCE RECORD
12 Month
KEY:
X = Present
0 = Absent
O/E = Absent/Excused
NM = No meeting
MeetingDate
Name
Ez inTetion
/17/35
1/28/16
2/25/16
3/24/16
4/28/16
5/26/16
6/23/16
7/28/16
8/25/16
9/22/16
10/27/16
11/17/16
Diane Baker
6/30/19
X
O/E
X
X
0
X
X
O/E
X
X
X
O/E
John Beasley
6/30/21
X
X
0
O/E
O/E
O/E
X
X
O/E
O/E
X
X
Janet Freeman
6/30/19
X
O/E
O/E
X
X
X
X
O/E
X
X
X
X
Adam Ingersoll
6/30/21
X
X
X
X
X
X
X
X
X
O/E
O/E
X
Tom Martin
6/30/17
X
X
X
X
X
X
X
X
X
X
X
O/E
Robin Paetzold
6/30/17
X
X
X
X
X
X
X
X
X
O/E
X
X
Meredith
Rich -Chappell
6/30/17
X
X
X
O/E
X
X
X
X
X
X
X
X
Jay Semel
6/30/19
X
X
X
X
O/E
X
X
X
X
X
X
X
Monique
Washington
6/30/21
X
X
X
X
X
X
X
X
X
X
X
X
KEY:
X = Present
0 = Absent
O/E = Absent/Excused
NM = No meeting
4b(5)
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
OCTOBER 20, 2016 — 5:30 PM — FORMAL MEETING
HELLING CONFERENCE ROOM — CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Mike Hensch, Ann Freerks, Max Parsons, Mark
Signs, Jodie Theobald
MEMBERS ABSENT: Phoebe Martin
STAFF PRESENT: Tracy Hightshoe, John Yapp
OTHERS PRESENT:
Freerks called the meeting to order at 5:30 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
There were none
PRESENTATION OF AFFORDABLE HOUSING ACTION PLAN:
Hightshoe presented and discussed the Affordable Housing Action Plan which includes 15
affordable housing strategies that the City Council approved at their September meeting.
Hightshoe explained that affordable housing is considered those under 80% of median income
for home ownership and people under 60% for rentals. Overall to be considered affordable is
for a family to be paying less than 30% of their income on housing. The need for affordable
housing in Iowa City keeps rising over the years. Hightshoe showed data on the needs versus
the inventory of affordable housing in Iowa City.
Yapp noted this presentation is being made to the Commission because there are many code
amendments as part of this larger plan which will make their way in front of the Commission,
and it will help put those code amendments into the larger context of the strategy. Hightshoe
gave an overview of the Affordable Housing Strategy.
Freerks asked about the goal of keeping families with children in the same home for stability,
and why isn't there an incentive to stay put and not allow the housing vouchers to transfer to
new locations. Hightshoe agreed that stability is important, but it is a federal program to allow
tenants to move. She noted it is rare for families to move frequently once they are settled in a
home.
There was discussion about tenant displacement and assistance. Freerks asked about how it
would work if it were a student housing unit that was being torn down. Yapp said that if more
than 12 units are being torn down, it does not matter if the tenants are students or household
families, then the tenant displacement policy would take effect.
Freerks asked about rooming houses and Yapp stated that under the Code a rooming house is
Planning and Zoning Commission
October 20, 2016 — Formal Meeting
Page 2 of 4
considered one household because they share a kitchen. So he would need to follow up on that
situation because it could affect more than 12 tenants. Rooming houses typically rent a 'room'
to each tenant, so that each room might be able to be considered a household in a rooming
house situation.
Hightshoe noted that developers have said the City's design standards can be an obstacle for
constructing affordable housing so the City will be looking into a review of the design standards.
Freerks cautioned against varying the design standards noting they were put in place because
the City was told the multi -family design standards in Iowa City are weak compared to other
communities. Yapp said the multi -family design standards have evolved over the past 10-15
years and have gotten stricter with the goal (especially in the older neighborhoods) is for the
project to fit into the neighborhoods and be constructed with high quality materials. Yapp said
the concern is the design standards add costs. Freerks agreed, but commented that looking at
some of the older multi -family buildings in the City shows why those design standards are
necessary.
Theobald asked about rentals and over occupancy and how that is enforced. Hightshoe said
when the City hears complaints they do investigate about over -occupancy, but the City does
have to give notice to landlords so a lot of times when the landlords are given notice they have
time to move out some of the beds.
Dyer asked about tiny houses if they could be used for affordable housing. Yapp said those
could be used for affordable housing however tiny houses have to be hooked up to water and
sewer and if it is not then it's considered a recreational vehicle. Dyer said that in some areas
they have placed tiny houses in areas to help with homelessness.
Freerks stated her concern about the use of duplexes and triplexes as the City had just
undergone extensive zoning code amendments about use of duplexes in residential areas.
Yapp said this would be factored into a form -based code item, so with a form -based code
duplexes and triplexes could be allowed, according to location and design criteria in a Form
Based Code.
Parsons asked why the Council wanted to include the Northside in the request for proposal for
form -based code (in addition to the Alexander School area). Yapp said there was perhaps an
opportunity to add housing diversity to the Northside. Yapp noted most of the Northside is
covered by historical or conservation overlays. Freerks added she feels the Council should
rethink adding the Northside to this request.
Freerks stated it would be great if the school district and other communities (Coralville and
North Liberty) would also be on board with this type of affordable housing plan because it
cannot truly be successful as a community until everyone is a part of it.
Signs added that he knows there is pressure on Coralville (and North Liberty to a lesser extent)
to do more with affordable housing and the Affordable Housing Coalition will be working on
those fronts heavily in the upcoming years. The approach the Affordable Housing Coalition
needs to take with the other communities is to give them an assortment of ideas and that
process will likely begin in Coralville soon. Hightshoe noted that she did a similar presentation
to a joint meeting with representative from Coralville and North Liberty and they seemed very
interested in the ideas Iowa City had to share.
Planning and Zoning Commission
October 20, 2016— Formal Meeting
Page 3 of 4
Signs added that the thing about affordable housing is everyone agrees communities need it,
however no one wants it in their neighborhood. So how is a community to fill the need for 2200
units if no one wants them in their neighborhood?
The Commissioners thanked Hightshoe for the presentation.
CONSIDERATION OF MEETING MINUTES: OCTOBER 6, 2016
Hensch moved to approve the meeting minutes of October 6, 2016 with changes.
Parsons seconded the motion.
A vote was taken and the motion passed 6-0.
PLANNING AND ZONING INFORMATION:
Yapp noted that on agendas instead of listing 'other business" it will be listed as
"Planning and Zoning Information" per a directive of the legal department. "Other
Business' is vague and implies there may be other official business, when the intent is
for this part of the agenda to be for sharing of information.
Yapp also referred to a flyer for a presentation by Jeff Speck, a renowned advocate for
walkability, who will be lecturing in Iowa City on October 24.
ADJOURNMENT:
Parsons moved to adjourn.
Hensch seconded.
A vote was taken and motion carried 6-0.
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FINAL
MINUTES
PUBLIC ART ADVISORY COMMITTEE
SEPTEMBER 15TH, 2016 — 3:30 PM
CITY MANAGER'S CONFERENCE ROOM — CITY HALL
MEMBERS PRESENT: Sayuri Sasaki Hemann, John Engelbrecht, Ron Knoche, Brent
Westphal
NOT PRESENT: Juli Seydell-Johnson, Bill Nusser, Tam Bryk
STAFF PRESENT: Marcia Bollinger
PUBLIC PRESENT: None
CALL TO ORDER:
Meeting called to order at 3:30pm.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
There was no public comment of items not on the agenda.
DISCUSSION ON FY17 PUBLIC ART PROGRAM BUDGET
Bollinger discussed the project of the pedestrian tunnel between Sheridan and Kirkwood hear
adjacent to the Longfellow trail and shared photos to show current state of tunnel. She said that
the Park Superintendent Zac Hall, approached her a year or more ago about the goal of
creating something that would be respected, preventing it from being tagged. Bollinger stated
that its length, 60-80 feet, would need to be considered when thinking of the budget and
expressed the desire to get kids involved in the project. The second project mentioned was the
mural wall in the Robert A. Lee Recreation Center that was completed in 1983. Bollinger
confirmed that she spoke with the original artist, Hani Elkadi, who understood the need for
something more fresh and dynamic. Bollinger said the goal was to create something more
interactive that incorporated the STEAM curriculum and mentioned that it was a large space and
so that it may cost more. She said the Rec had no funding to match any public art funds. Lastly,
she brought up the matching fund program and said $15,000 was available. The committee
agreed to prioritize the Longfellow Tunnel and Recreation Center Mural projects and to identify
a budget. Engelbrecht stated he believed the tunnel would inevitably be tagged again and
suggested permitting it as a free tagging zone. He mentioned the idea of partnering with a
school in the neighborhood such as City High, SEJH, Tate, or Kirkwood and helping support
them through funds but essentially it would be the schools responsibility. Bollinger stated she
would make contact with art teachers and ask what they would expect for compensation. The
committee decided to allocate a budget of $4000 to the mural wall that could be readjusted if
necessary. It was decided that once that was figured out they would see what was left for the
matching funds.
PUBLIC ART MATCHING FUND - REVIEW PROCESS
Bollinger stated three applications had a connection with Public Space One and because 2
members out of 5 public members were associated with PS1 it made a significant impact on the
decision making of projects. She stated she did research with the city attorney's office about
whether there were any options about creating it in a manner that Engelbrecht and Sasaki
Hemann could still participate in the process but there seemed to be no options. She said
another option was to come up with a method by which Engelbrecht and Sasaki Hemann could
have involvement from a distance with projects but not host them in their facility or fund them
and figure out a way for artists to apply without any connection. Knoche inquired about who
brought up the conflict of interest. Bollinger responded Engelbrecht and Sasaki Hemann.
Knoche said they have both been responsible about not putting their projects above others.
Bollinger stated it could be perceived that way by others. Knoche asked if the concern was not
that they were on the board but that they would be part of the decision making on the funding.
Bollinger said yes and Knoche stated he believed they could work around the conflict. Bollinger
mentioned they could open up the membership and that there needed to be 5 public members
and 2 of them need to have an art affiliation. Knoche asked if there was a rule set by council to
determine membership or if they could decide to increase membership. Marcia said they would
need to go through council to do that. Engelbrecht said Westpahl's and Nusser's terms ended in
January. Bollinger stated they needed to start thinking about recruitment. Bollinger concluded
that next month they would talk about what feedback she gets from teachers, commission size,
and more ideas on the rec center wall and how it could be framed.
OTHER:
Sasaki Hemann said the Mind Travelers Aquarium was up at the UIHC and that she had one
workshop already with the patient's library that was broadcasted live throughout UIHC on their
patients' channel. She mentioned her reception was next Friday from 5:30-6:30pm at the
fountain lobby followed by refreshments and a hangout session at RVSP from 6:30-8:OOpm.
Sasaki Hemann said she that Wednesday she had another story time that would be
broadcasted from 10:30-11:30am and that she was working on having more public workshops
at the fountain lobby. She said the patient's library could deliver materials so that patients could
make jelly fish themselves. Bollinger asked how many patients were participating. Sasaki
Hemann said there were ten for story hour with guardians included. She said it was a small
group she could manage but that she wanted more public workshops so that people, 8 years or
older, could drop by.
ADJOURNMENT:
Engelbrecht moved to adjourn the meeting. Knoche seconded. Meeting adjourned at 4:15 PM.
Public Art Advisory Committee
Attendance Record
2015-2016
Name
Term
Expires
2/4
3/3
5/5
8/4
9/15
Bodkin Bryk, Tam
01/01/19
x
O/E
x
x
O/E
Engelbrecht, John
01/01/18
x
X
x
O/E
X
Westphal, Brent
01/01/17
x
X
x
x
X
Nusser, Bill
01/01/17
O
O
O
X
O/E
Hemann, Sayuri Sasaki
01/01/18
x
X
X
X
X
Knoche, Ron
x
X
X
X
X
Seydell-Johnson, Juli
X
X
X
X
O/E
Key
X = Present
0 = Absent
O/E = Absent/Excused
--- = Not a member
m7rz =-
4b(7)
RULES COMMITTEE MEETING
MINUTES
November 30, 2016
Helling Conference Room
7:30 AM
Committee Members Present: Botchway, Dickens
Staff Members Present: Karr
Human Rights Commission By -Laws
City Clerk Karr noted the request for changes as outlined in materials distributed; and
reported these mirrored changes done recently by ordinance in the Human Rights section
of the City Code.
The Rules Committee recommended the by-laws be approved as presented.
Meeting adjourned 7:35 AM
BY-LAWS OF THE IOWA CITY HUMAN RIGHTS COMMISSION
ARTICLE 1 THE COMMISSION
Section A. The name of this organization is the Iowa City Human Rights Commission, referred to in
these By -Laws as the Commission. The Commission is authorized by the City Council of the City of
Iowa City through Municipal Ordinance Number 03-4105, effective date December 16, 2003.
ARTICLE 2 PURPOSE
Section A. As stated in Section 2-1-2 of the City Code.
Section B. The purpose of the Commission is to provide for execution within the City of Iowa City, the
policies of the Iowa Civil Rights Act of 1965 and the Federal Civil Rights Act. The Commission also
promotes cooperation between the City of Iowa City and the State and Federal agencies enforcing these
acts.
ARTICLE 3 DUTIES
Section A. Duties of the Commission shall include: 1) disseminate information, educate the public on
illegal discrimination and civil rights, and provide the enforcement necessary to further the goals of Title 2
of the City Code; 2) cooperate within the limits of any appropriations made for its operation, with other
agencies or organizations, both public and private, whose purposes are not inconsistent with those of
Title 2 of the City Code; 3) plan and conduct programs designed to eliminate racial, religious, cultural and
other intergroup tensions; and 4) educate the public on illegal discrimination.
ARTICLE 4 MEMBERSHIP
Section A. The Iowa City Human Rights Commission shall consist of nine (9) members, appointed by
vote of the City Council. All members shall be elioibleguaGGe4 electors of the City of Iowa City, Iowa, and d_ M--ttea: Smk th:wyh
shall serve as such without compensation but shall be entitled to the necessary expenses, including
traveling expenses incurred in the discharge of their duties.
Section B. Appointments shall take into consideration Persons p8R,8Ad women of the e_various racial, ------ Far:retted: Stnkem: xigh
religious, cultural, social and economic groups in the City.
Section C. Members shall serve for a term of three (3) years and thereafter until a successor has
been appointed.
Section D. Orientation for members, including functions, duties and responsibilities, shall be
conducted by the staff assigned to the Commission.
Section E. Commissioners are expected to attend twelve (12) regularly scheduled monthly meetings
during the calendar year. The Chairperson or Human Rights Coordinator shall be noted of an absence
prior to any meeting.
Section F. Three (3) consecutive, unexplained absences of a member from regular meetings shall
result in a recommendation to the City Council from the Commission to discharge said member and
appoint a new member.
Section G. Four unexplained 4 absent in a 12 month period shall result in F°^"'tted'so-uonvagh
a recommendation to the City Council from the Commission to discharge said member and appoint a
new member.
Section H. If a position becomes vacant by reason of resignation or otherwise and results in an
unexpired term of six months or less, the Council may choose to fill the unexpired term in such a manner
that the appointee shall continue in the position not only through the unexpired term but also through
subsequent regular term.
ARTICLE 5 OFFICERS
Section A. The Commission shall have three (3) officers: Chairperson, Vice Chairperson and
Secretary.
Section B. Officers shall perform the duties set forth in these by-laws.
Section C. The Chairperson and Vice -Chairperson shall be elected from the Commission's
membership at its regular January meeting for a one (1) year term.
Section D. The Secretary shall be selected at the January meeting for a one (1) year term. The
Secretary may, but need not be, a Commissioner.
Section E. The Commission shall fill vacancies among its officers for the remainder of an unexpired
term.
Section F. Chairperson. The Chairperson, when present, shall preside at all meetings of the
Commission, appoint committees, pa&spesiel meeting and in general, perform all duties incident to the rurnwttea: Snðrough
office of the Chairperson and such other duties as may be prescribed by the members from time to time.
Section G. Vice -Chairperson. In the absence of the Chairperson or in the event of his/her death or
inability or refusal to act, the Vice -Chairperson shall perform the duties of the Chairperson and when so
acting shall have all the powers of and be subject to all the restrictions upon the Chairperson.
Section H. Secretary. The Secretary shall be responsible for keeping the official minutes of the
Commission, filing the minutes and official documents and such other duties as may be prescribed by
the members from time to time.
ARTICLE 6 MEETINGS
Section A. At least one (1) regular meeting shall be held each month.
Section B. The Chairperson, Vice Chairperson, or any three (3) Commissioners may call a special
meeting.
Section C. Meetings shall be held in an accessible, public meeting place. Notices of meetings
(agenda) for all regular and special meetings shall be posted and distributed to members and the media
at least 24 hours before any meeting is held. All provisions of the State Open Meeting Law shall be
followed. The Chairperson or a designated representative, together with appropriate members of the
City staff shall prepare an agenda for all meetings.
Section D. Commission officers shall set the agenda provided Commissioner suggestions
are considered.
Section E. A quorum shall consist of five (5) Commissioners. A majority of present and
voting members shall be necessary to pass a motion. The Chairperson shall vote as a
member.
Section F. The rules in the current edition of Roberts Rules of Order Newly Revised shall govern
the Commission in all cases to which they are applicable and in which they are not inconsistent with
these bylaws and any special rules or order the Commission may adopt.
Section G. No formal action shall betaken on items not on the agenda.
Section H. Time shall be made available during all regular meetings for public comment on items
not on the agenda. Commentators shall address the Commission for no more than 5 minutes.
Commissioners shall not engage in discussion with the public concerning said items.
Section I. Time shall be made available during all regular meetings for Commissioner reports of
items not on the agenda. Commissioners shall not engage in discussion with one another
concerning said reports.
Section J. The Commission's Secretary and/or designee shall record all activities and statements
made at Commission meetings, hereafter known as minutes of the meeting. All Commission
records shall be public except those excluded pursuant to Iowa Code, Chapter 22; City Code,
Section 2-2-4.
U A i MKCL--ill-1*]d11J,II a 14*.
Section A. Formation of subcommittees shall be by majority vote of the Commission in whatever
subject area, or whatever number of committees, is deemed necessary. The committee(s) shall
consist of no more than four members.
ARTICLE 8 AMENDMENTS
Section A. The By -Laws can be amended at any regular Commission meeting by a majority vote,
provided that the amendment has been submitted in writing to the Commission three (3) days prior
to the meeting at which it is to be acted upon and such amendment is not in conflict with the Human
Rights Ordinance, as amended.-
MINUTES — FINAL
CITY OF IOWA CITY CIVIL SERVICE
December 2, 2016 — 8:15a.m.
HELLING (LOBBY) CONFERENCE ROOM — CITY HALL
Members Present: Lyra Dickerson, Jesse Case, Rick Wyss
Members Absent: None
Staff to the
Commission Present: Karen Jennings, Tracy Robinson
Others Present: Geoff Fruin, Eleanor Dilkes
Late Handouts Distributed
(Date)
RECOMMENDATION TO COUNCIL (become effective only after separate Council
action):
None.
CALL TO ORDER:
Dickerson called the meeting to order at 8:15a.m.
CERTIFICATION OF HIRING LIST FOR THE POSITION OF POLICE CHIEF:
Jennings summarized the recruitment process, which was consistent with the process
previously approved by the Commission. After a brief discussion, Wyss moved and Case
seconded that the list be certified as presented. All were in favor.
ADJOURNMENT:
Case moved to adjourn, Wyss seconded, all were in favor and the meeting was adjourned
at 8:24 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
7/13/16
7/29/16
12/2/16
Lyra Dickerson
4/3/18
X
X
X
X
X
X
Paul Hoffe
4/4/16
X
---
---
---
---
---
Jesse Case
4/3/17
X .
O/E
O/E
X
X
X
Rick Wyss
4/4120
---
X
X
X
O/E
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
NM = No Meeting
--- = Not a Member
December 2, 2016
TO: The Honorable Mayor and the City Council
RE: Civil Service Certified List — POLICE CHIEF
- -16a-.
CITY OF IOWA CITY
410 East Washington Street
Iowa City, Iowa 52240-1826
(3 19) 356-5000
(319) 356-5009 FAX
www.lcgov.org
We, the undersigned members of the Civil Service Commission for Iowa City, Iowa, do hereby certify the
following named person as eligible for the position of Police Chief.
Jody Matherly
IOWA CITY CIVIL SERVICE COMMISSION
0 - .W. �.
Lyra VO Dickerson, Chair
� �f -
Jesse Case
Richard Wyss
ATTEST:
Marmn K. Karr, City Clerk