HomeMy WebLinkAbout2017-07-18 Bd Comm minutesMarch 16, 2017
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MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
MARCH 16, 2017 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Julie Bockenstedt, Minnetta Gardinier (arrived 6:15 P.M.), Robert Libby,
Chris Ogren
Members Absent: A. Jacob Odgaard
Staff Present: Michael Tharp, Eric Goers
Others Present: Matt Wolford, David Hughes, Carl Byers, Laura Routh, Caroline Dieterle
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
DETERMINE QUORUM:
The meeting was called to order at 6:04 P.M. by Acting Chair Libby. Ogren nominated
Bockenstedt to be the Temporary Secretary for this meeting. Libby seconded the
motion. The motion carried 2-0, Bockenstedt abstaining; Gardinier and Odgaard absent.
APPROVAL OF MINUTES:
Minutes from the February 16 meeting were reviewed. Ogren moved to accept the minutes
of the February 16, 2017, meeting as presented. Bockenstedt seconded the motion. The
motion carried 3-0, Gardinier and Odgaard absent.
PUBLIC DISCUSSION:
Caroline Dieterle asked for clarification of the strategic plan that was in recent minutes, to which
Tharp responded. He noted that he may have attached the Airport's strategic plan to recent
minutes, as the Commission is currently looking to contract with someone to lead their strategic
planning process. Dieterle continued speaking to this topic, more specifically the difference
between a strategic plan and a master plan. Tharp responded, giving examples of what each
plan does basically.
ITEMS FOR DISCUSSION/ACTION:
a. Strategic Plan — Tharp stated that the subcommittee is currently still evaluating
proposals and that he would like to request they defer this to next month's
meeting for discussion. Dieterle asked if Tharp could share the names of those
who submitted bids and he declined to do so at this time.
1. Finalist interviews (if necessary)
March 16, 2017
Page z
2. Consider a resolution approving a contract for strategic
planning services -
b. FAA/IDOT Projects: AECOM / David Hughes
i. Obstruction Mitigation — Hughes stated that they heard back from the
FAA on some of the items they were awaiting responses to. Task Order
#6 will allow AECOM to move forward with the environmental assessment
portion. Dieterle asked what would be involved in this assessment and
Hughes responded.
1. Consider a resolution approving task order with AECOM for an
Environmental Assessment — Ogren moved to approve
Resolution #A17-02, approving Task Order #6 with AECOM
for an Environmental Assessment. Libby seconded the
motion. The motion carried 3-0, Gardinier and Odgaard
absent.
ii. South Taxiway Extension — Hughes then spoke to this project, noting
that they are ready to move forward with the public hearing portion so
they can start the advertising.
1. Public Hearing — Libby opened the public hearing. Laura Routh
spoke to this project, noting that she reviewed the documents
related to this project. She asked questions of the Commission,
one being what was driving this project. Tharp noted that demand
is the main driver. Questions were also asked of how this project
would be financed, to which Tharp responded. Routh noted that
she also has several budget -related questions. First she spoke to
the master plan and the dates of when certain items are expected
to take place. Libby then closed the public hearing.
2. Consider a resolution approving plans, specifications, and form of
contract for the South Taxiway Extension — Gardinier moved to
approve Resolution #A17-03, approving plans, specifications,
and form of contract for the South Taxiway Extension. Ogren
seconded the motion. The motion carried 4-0, Odgaard
absent.
iii. North T -Hangar Restroom — Hughes stated that the variance was
granted from the City and therefore a unisex bathroom can be built.
1. Consider a resolution approving task order with AECOM for
design, bid, construction related services — Ogren moved to
approve Resolution #A17-04, approving Task Order #7 with
AECOM for design, bid, construction related services.
Bockenstedt seconded the motion. The motion carried 4-0,
Odgaard absent.
C. Airport Operations
i. Budget — Tharp stated that there is one major project left in this budget
year, the underground fuel monitoring system for the University's hangar.
He noted that if need be there will be something on next month's agenda.
ii. Management—Tharp spoke to what projects might be pushed forward
for the DOT's grant program. Some of the projects that might be doable
under this program are: increasing parking by the terminal building;
pushing a WVFi signal into the hangar areas; retrofitting of doors in
hangar A.
March 16, 2017
Page 3
d. FBO / Flight Training Reports
I. Jet Air — Matt Wolford with Jet Air spoke to Members next. He shared
the monthly maintenance reports for all of February and the first part of
March. He spoke to some of the highlights in these reports and
responded to Member questions. He noted that the Jet Air self-service
pump needed a new motherboard.
In regards to Jet Air, Wolford stated that they have been keeping busy
with sales and maintenance, etc. They will be picking up a plane in Italy
and bringing it back to the shop. Wolford then responded to questions
from Members and the audience in regards to Jet Air's business. One
area under question was fuel sales and who gets a cut from the sales.
e. Commission Members' Reports — Gardinier stated that they got their plane
back from Spencer and everything is a 'go' for them. Libby noted that the
disaster drill is set for Wednesday, May 17, from 8:00 A.M. to 11:00 A.M. He
further explained what this drill will entail.
f. Staff Report — Tharp shared that he took a trip to the Johnson Space Center
while on his vacation.
g. 100 Year Anniversary Committee — Ogren filled Members in on what the
committee has done so far. Tharp stated that they are moving forward and he
noted a survey that they are doing in their planning process. Members briefly
discussed how they would like to handle this survey. It was decided that each
Member would work on the survey and then bring it to the next meeting for
review.
Consider a motion to adjourn to executive session to evaluate the
professional competency of individuals whose appointment, hiring,
performance or discharge is being considered when necessary to prevent
needless and irreparable injury to that individuals' reputations and those
individuals requested a closed session — Tharp stated that he is not sure
where Odgaard is with this process and he asked Members if they would like to
defer to next month. All those present agreed to do this.
Evaluation of Airport Operations Specialist — (see above, Item h)
SET NEXT REGULAR MEETING FOR:
The next regular meeting of the Airport Commission will be held on Thursday, April 20, 2017,
at 6:00 P.M. in the Airport Terminal Building. Gardinier noted that she will not be in attendance
for this meeting.
ADJOURN:
Bockenstedt moved to adjourn the meeting at 6:56 P.M. Gardinier seconded the motion.
The motion carried 4-0, Odgaard absent.
March 16, 2017
Page a
CHAIRPERSON DATE
March 16, 2017
Page 5
Airport Commission
ATTENDANCE RECORD
2017
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
TERM
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Minnetta
07/01/19
O
Gardinier
/
X
X
X
E
X
X
X
X
X
X
X
X
X
X
X
Chris Ogren
07/01/18
O
O
X
X
E
X
X
X
E
X
X
X
X
X
X
X
X
A.Jacob
07/01/18
O
Odgaard
/
O/
X
X
E
X
X
X
X
X
X
X
X
X
X
X
E
Julie
07/01/17
O
O
O
Bockenstedt
/
I
I
X
E
X
X
X
E
X
E
X
X
X
X
X
X
X
Robert Libby
07/01/20
o
O
N
I
l
M
X
X
X
X
E
X
X
O
O
E
X
X
X
X
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
Apd120,2017
Page 1
MINUTES
IOWA CITY AIRPORT COMMISSION
APRIL 20, 2017 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Robert Libby, A. Jacob Odgaard, Chris Ogren
Members Absent: Julie Bockenstedt, Minnetta Gardinier
Staff Present: Michael Tharp, Eric Goers
FINAL
Others Present: Matt Wolford, David Hughes, Laura Routh, Caroline Dieterle
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
DETERMINE QUORUM:
The meeting was called to order at 6:00 P.M. by Chair Odgaard.
APPROVAL OF MINUTES:
Minutes from the March 16, 2017, meeting were reviewed. Ogren moved to accept the
minutes of the March 16, 2017, meeting as presented. Libby seconded the motion. The
motion carried 3-0, Bockenstedt and Gardinier absent.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION/ACTION:
a. Strategic Plan — Tharp spoke briefly to the strategic plan process and how the
subcommittee handled this. Four proposals were received. Only one of the firms
who submitted a proposal was above the 80 points assessed by the
subcommittee, and this was Bailey Leadership Initiative. Tharp noted that the
Commission can either accept or reject this proposal. He suggested the
Commission invite Bailey Leadership Initiative to their next meeting, should they
accept their proposal, so that they can get a better idea of what they are
expecting from this process. Members briefly discussed the proposal that is
being considered. Tharp and Libby both noted their approval of the proposal
from Bailey Leadership Initiative, with Tharp adding that both Bailey and
Davidson are familiar with Iowa City due to their previous involvement with the
City. Tharp then responded to Member questions regarding the evaluation
process. After the vote was taken, an audience member asked that the
3b(2)
April 20, 2017
Page 2
perspectives of the neighborhood and the taxpayer be included as part of the
strategic planning process. Tharp noted that in the proposal it does show the
use of surveys in obtaining public input. Members noted that when they meet
with Bailey Leadership Initiative, they can specify what should be in the survey so
that this input is gathered.
i. Consider a resolution authorizing Chair to sign an agreement —
Odgaard moved to approve Resolution #A17-05, authorizing the
Chair to sign an agreement with Bailey Leadership Initiative. Ogren
seconded the motion. The motion carried 3-0, Bockenstedt and
Gardinier absent.
b. FAA/IDOT Projects: AECOM / David Hughes
i. Obstruction Mitigation — Hughes stated that they have prepared a grant
application with the FAA and once approval is given, they will be able to
move forward here. The grants are due to the FAA on May 1, according
to Tharp.
ii. South Taxiway Extension — Hughes stated that they received four bids
since the last meeting, with the low bid being slightly above the engineer's
estimate, but still within the grant amount. The recommendation is to
award the project to Metro Pavers. Tharp stated that he was in contact
with Gardinier regarding this and that she shared her disapproval of the
contract being awarded to Metro. Ogren spoke to the letter from AECOM
that is in their packet, where it says 'extend the parking apron,' asking if
this isn't from another project. Hughes agreed, noting that he had missed
this when he was putting the letter together.
1. Consider a resolution accepting bids and awarding project —
Ogren moved to approve Resolution #A17-06, awarding the
project to Metro Pavers. Odgaard seconded the motion. The
motion carried 3-0, Bockenstedt and Gardinier absent.
iii. North T -Hangar Restroom — Hughes stated that he expects the design
team to pick up this project again in the next week, now that all of the
steps have been taken to get this reduced to a single restroom. The plan
would be to set the public hearing at the next Commission meeting.
iv. FY2018 Iowa DOT —Office of Aviation Grant Application —Tharp
stated that the call letter for the program is out now and that applications
are due Friday, April 28. He noted that there are two programs they
applied for — general aviation vertical infrastructure and the airport
improvement program. The general aviation vertical infrastructure is
something that is allocated every year by the legislature, according to
Tharp, with this year's allocation expected to be around $500,000 for the
state. Typically it has been around $750,000. The two projects that
Tharp has applied for from this program include LED lighting for the
University hangar and the maintenance shop. This is roughly a $68,000
project, with $58,000 being requested from the State. He also spoke to
hangar door replacement, noting that the Airport would need to come up
with a much larger match as the grant program is capped at $75,000.
Tharp continued to speak to various projects around the Airport, many of
which are tenant -driven, such as wi-fi, that could be achieved. Speaking
to the AIP program, Tharp stated that he is going to recommend sticking
with the parking lot extensions. Members spoke to how often the parking
lot is full, with Tharp noting that it happens more frequently.
Apd120,2017
Page 3
C. Airport Operations
i. Budget — Tharp stated that he did the math to take out the balances that
were associated with hangar commitments. This puts them at about
$241,000 of revenue and $243,000 of expenses. He added that the
report this month does not have the farm income of about $27,000 added
to it. Tharp highlighted some other areas of the budget as well.
ii. Management —
1. Annual Report — Tharp stated that he will be emailing the
Members a copy of the draft annual report. He noted that it will basically
summarize what they have done during this time period. He asked that
Members take some time to review the draft and to send him any
comments or suggestions they have. Tharp stated that he would like to
be able to get a consensus on this at the next meeting.
d. FBO / Flight Training Reports
L Jet Air — Matt Wolford with Jet Air addressed Members next. He shared
the monthly maintenance reports first, highlighting some items for them.
New fencing needs to be installed along Riverside Drive, after being hit by
a motorist. Wolford stated that they put up snow fencing as a temporary
barrier, as they start the process of obtaining a contractor. Continuing
with the April report, Wolford noted that they are mowing almost daily
right now as the grass is really growing. Then speaking to the Jet Air side
of things, Wolford stated that they have been busy as usual. Sales have
been going well for them still. Maintenance and flights are continuing at a
good pace, as well. He noted that Jet Air will be sponsoring a conference
on 'business travel' this next month at the Kirkwood campus in Cedar
Rapids.
e. Commission Members' Reports — Libby stated that the disaster drill is May 17
at 8:00 A.M., with a review on the 18''. Ogren asked if Members should be
present at this drill and Libby noted that he will definitely be present. Odgaard
suggested they obtain a video of the drill. Ogren thanked Jet Air for her husband
passing his check ride. She also thanked Odgaard for being at the airport when
her husband landed and reminding him to call her.
Staff Report — None.
g. 100 Year Anniversary Committee — Tharp stated that they are still at the initial
survey stage. Ogren shared they received a survey from Fuel to complete.
h. Consider a motion to adjourn to executive session to evaluate the
professional competency of individuals whose appointment, hiring,
performance or discharge is being considered when necessary to prevent
needless and irreparable injury to that individuals' reputations and those
individuals requested a closed session — Evaluation of Airport Operations
Specialist
I. Consider a resolution to approve settlement of pending litigation — Ogren
moved to approve Resolution #A17-07, approving settlement of pending
Apri120, 2017
Page 4
litigation. Odgaard seconded the motion. The motion carried 3-0,
Bockenstedt and Gardinier absent. Ogren moved that Operations
Specialist Mike Tharp be granted the cost -of -living adjustment granted to
all other City employees for the period between now and his next
evaluation. Odgaard seconded the motion. The motion carried 3-0,
Bockenstedt and Gardinier absent.
SET NEXT REGULAR MEETING FOR:
The next regular meeting of the Airport Commission will be held on Thursday. May 18, 2017. at
6:00 P.M. in the Airport Terminal Building. Odgaard will not be at the next meeting. Tharp will
check with Bockenstedt and Gardinier on their schedules.
ADJOURN:
Ogren moved to adjourn the meeting at 7:20 P.M. Libby seconded the motion. The
motion carried 3-0, Bockenstedt and Gardinier absent.
CHAIRPERSON DATE
April 20, 2017
Page 5
Airport Commission
ATTENDANCE RECORD
2016-2017
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
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07/01/19
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X
X
X
X
X
X
X
X
X
X
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Chris Ogren
07/01/18
O
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I
X
E
X
X
X
E
X
X
X
X
X
X
X
X
X
A.Jacob
07/01/18
O/
O/
Odgaard
X
E
X
X
X
X
X
X
X
X
X
X
X
E
X
Julie
07/01/17
O
O
Bockenstedt
O/
/
1
O/
E
X
X
X
E
X
E
X
X
X
X
X
X
X
E
Robert Libby
07/01/20
O
O
X
X
X
X
E
X
X
O
O
E
X
X
X
X
X
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
May 25, 2017 3b(3)
Page 1
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
MAY 25, 2017 — 5:30 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Julie Bockenstedt, Robert Libby, A. Jacob Odgaard, Chris Ogren
Members Absent: Minnetta Gardinier
Staff Present: Michael Tharp, Eric Goers
Others Present: Matt Wolford, David Hughes, Laura Routh, Caroline Dieterle
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate
action):
None.
DETERMINE QUORUM:
The meeting was called to order at 5:31 P.M. by Chair Odgaard.
APPROVAL OF MINUTES:
Minutes from the April 20, 2017, meeting were reviewed. Bockenstedt stated that she would be
abstaining from the discussion and vote, as she was not in attendance at this meeting. Ogren
referred to Item G on the third page, under the 100 -Year Anniversary Committee comments.
Where it says 'Ogren shared the draft they have so far.' She noted that she does not have a
draft and that she is unsure where this comment came from. She suggested changing this to
'Ogren suggested a process for completing the survey.' Tharp stated that he will go back and
listen to the recording to see what was actually said here and will make the needed change.
Ogren also noted under Item A, Strategic Plan, the word 'firm's' should be just 'firms.' Also, on
page two, at the bottom, 'Tharp noting that it happens quite often anymore.' Ogren stated that
this sentence is constructed oddly, and that something more like '....happens quite often now,'
or'...happens quite often,' would make more sense. Ogren moved to accept the minutes of
the April 20, 2017, meeting as amended. Libby seconded the motion. The motion carried
3-0; Bockenstedt abstaining and Gardinier absent.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION/ACTION:
a. Strategic Plan — Tharp first introduced Regenia Bailey and Jeff Davidson to the
Members. He noted that they are here to help the Commission with their
May 25, 2017
Page 2
strategic planning process. Bailey began by giving Members a brief history of
her background and involvement with the City of Iowa City. Davidson then
addressed Members, stating that he is excited to be back at the Airport to help
with this process. He also gave Members a brief history of his background.
Bailey then asked if Members would also share something about themselves,
especially what motivated each of them to serve on the Airport Commission.
Ogren began by sharing her occupational background and her interest in
aviation. She noted that her husband is currently building an airplane in their
garage. She added that she was looking for a way to get involved in the city and
that this commission was a good fit for her. Bockenstedt spoke next, sharing that
her dad has flown for many years and that she has a pilot's license herself.
Being fairly new to the community, the Airport Commission was a good fit for her
as well. Odgaard stated that he joined the commission when a former member,
who was his neighbor, passed away. Odgaard is a flight instructor and had been
training his neighbor at that time. Libby stated that he runs a small business in
Iowa City and is a pilot himself. He grew up in Ecuador and flew in the jungles
over there. Odgaard then added that another thing that made him want to join
the commission was the lack of knowledge people in the community even had
about the Airport. Davidson noted that one of the goals from the previous
strategic plan was just that, educating the public on the Airport. He asked if any
progress has been made in this area. Odgaard responded that not enough
progress has been made, in his opinion. He believes the Airport is a real 'jewel'
to the community and that more people should take advantage of it. Davidson
asked Ogren if she thought any progress had been made in this area. She
responded that she isn't sure she could answer that question, but that her own
awareness has increased since being on the commission. Matt Wolford with Jet
Air stated that they can see changes in people's perception when calling a taxi
cab company, for example. Sometimes the cab company thinks they mean the
Cedar Rapids Airport, and then they tell them that there is an airport in Iowa City
too. He claimed that businesses in the community seem to be more cognizant of
the Airport now. Members continued to discuss community awareness of the
Airport, with Ogren stating that the 'Fly Iowa' event three years ago seemed to
shed some light on the Airport.
Davidson then spoke to the assets of the Airport, such as the location itself and
the conference room in the Airport Terminal building. Ogren noted that next year
will be the 100 -year anniversary of the Airport, and that this will be a great
opportunity to get the word out about the Airport. Bailey stated that with these
things in mind, visibility, communication, and marketing will undoubtedly be a big
part of the Commission's strategic plan. She then noted that this evening what
they would like to do is go through the process itself, get some further detail from
Members, and then look at the Airport in context to land use. Bailey noted that in
beginning the process, they will look at where they are now, where they want to
go, and where they want to be in five years, by setting goals and objectives. She
stated that the strategic plan has a context, not only with land use but also with
the master plan that was recently completed. Bailey noted that not only is it the
Airport's plans that are looked at but also the City's, namely the Comprehensive
Plan and the City Council's strategic plan.
Moving on, Bailey spoke to the 'environmental scan' approach, which involves
stakeholder and public input involving an online survey. Davidson asked that
May 25, 2017
Page 3
Members let them know of any specific groups they would like to target. He
noted that during the previous strategic plan process, he was asked to
specifically reach out to pilots and neighborhood associations. Referring to the
recent master planning process, Bailey asked if the Commission wants them to
survey the same groups or use the information from the master plan process.
She added that this information is fairly current and that it would be pertinent to
what they are doing. Members agreed that using the information already
gathered would be a good idea, given that the master plan is the backdrop for the
strategic planning. Continuing, Bailey noted that they are planning to give
surveys to both staff and Commission Members, as well as conduct one-on-one
interviews with Commission Members, staff, and the City Manager. This will be
part of the stakeholder input. Members also discussed various boards and
commissions within the City, and the Council itself, as possible groups to reach
out to for input. The City Council and Planning and Zoning were two specific
groups discussed. Members also discussed the University of Iowa and the
relevance of the Airport to their various departments. Bailey stated that once the
survey data is collected, it will be turned into a SWOT (strengths, weaknesses,
opportunities, and threats) matrix for Members to review.
Davidson asked what Members hope to get out of this process, if anything,
besides a five-year strategic plan. Odgaard stated that he believes it comes
down to 'image' and others agreed. He and Bailey briefly reviewed their proposal
and what is included in this process. Bailey stated that looking into what other
airports are doing will be very beneficial to them as they move through this
planning process. The conversation then moved to land use. Davidson shared
some history of the Airport with Members, noting that in the 1990s there was a
perceived threat of the Airport being relocated. A study was conducted at that
time, and what came out of that study was that the Airport would remain, and that
it would stay where it is and be approximately the same size. Members agreed
that this is still the case. Davidson then moved on to the South Central District
Plan, which is the governing document for the City's Comprehensive Plan
governing the area where the Airport is located. He gave Members some history
behind the City's comprehensive planning process, specifically how the district
plans are more neighborhood -centered. In the South Central Plan, Davidson
pointed out that the Airport is the driving force to all of the other land use issues
in the district. He also spoke to the flood plain issues and how the flood of 2008
created some changes in the area. Davidson also spoke about the Riverfront
Crossings area, stating that there will be a large amount of growth in that district
in the coming years. He noted that the Airport's existence was taken into
consideration, as far as building heights, when the Riverfront Crossings Plan was
being created. He added that if FAA regulations should change in the future, so
too would Riverfront Crossings.
Bailey then wrapped up the discussion, stating that next they will be developing
the online survey, which should be launched next week. This will be heavily
promoted, according to Bailey, with outreach to the various groups that were
discussed. At the next meeting then, Bailey stated that she hopes to have the
results of those surveys. Between now and the next Commission meeting, one-
on-one interviews will be scheduled with the Commission Members, Tharp, and
the City Manager. Bailey asked if Members felt this process would work, and
Odgaard responded that he believes this is the direction they want to go.
May 25, 2017
Page 4
b. FAA/IDOT Projects: AECOM / David Hughes (MOVED ITEM UP BEFORE
STRATEGIC PLAN DISCUSSION.)
i. Obstruction Mitigation — Hughes stated that they are still coordinating
with the FAA planner on this item.
fl. South Taxiway Extension — Hughes noted that the pre -construction
conference took place earlier in the day. Metro Pavers is ready to start,
but they are waiting to hear from one of their subcontractors first.
iii. North T -Hangar Restroom — Hughes stated that the plans and
specifications are ready for this project. There will be some changes to
the sewer system, according to Hughes, which have added some
additional charges.
1. Consider a resolution setting a public hearing on plans,
specifications, and form of contract — Bockenstedt moved to
accept Resolution #A17-08, setting a public hearing on plans,
specifications, and form of contract. Ogren seconded the
motion. The motion carried 4-0, Gardinier absent.
C. Airport Operations
I. Budget — Tharp stated that he does not have much to share on this, that
nothing has really changed since last month. He added that they will
have some additional expenses on the electrical supplies line, due to the
fact that they have finally used up the old lighting fixtures from the
decommissioned runway 18-30 and have had to order some new ones.
Tharp reminded Members that the fiscal year will end at the end of June.
ii. Management —
1. Annual Report — Tharp stated that the report was in the meeting
packet and that he has incorporated those comments he received. He
asked if anyone had anything else to add, as he plans to finalize this as
soon as possible.
2. Airport — Tharp stated that this is a reminder that Bockenstedt's
term will be expiring at the end of June.
iii. Events
1. Emergency Response Drill — Tharp spoke to this item, thanking
Libby for kicking it off and getting things going. He stated that basically it
was hosted by the Airport and the Johnson County EMA, with all three
hospitals in the area participating, along with Johnson County
Ambulance, CARE, EMT, Southeast; a class of EMS students from
Kirkwood; the Medical Examiner's office; police; Jet Air; and even a
couple Commission Members were in attendance. Tharp stated that he
believes it was a good exercise, although there were a couple 'hiccups'
along the way. He briefly explained some of these hiccups, noting that it
began with calling 9-1-1 to begin the exercise. Ogren stated that she was
in attendance and heard some police talking about how they did not even
know the layout of the Airport, which she found troubling. She stated that
every year they should have police and fire do a visit, so that they are
aware of the layout at the Airport, should an emergency arise. Others
agreed, and Libby stated that he would like to be involved in this. Tharp
noted that codes needed for entry are a part of the County's Emergency
Response Plan, which is updated whenever something changes. Tharp
stated that he then participated in the Cedar Rapids' Airport drill as an
May 25, 2017
Page 5
observer. Members continued to discuss the need for these types of
drills, with many agreeing they should be done every three years.
2. Young Eagles — Tharp noted that this event takes place June 10.
They will be working with the EAA Chapter representing Cedar Rapids
and Iowa City. The event runs 9:00 A.M. to noon that day. Ogren stated
that she will be present at this event, and Odgaard stated that he will try
to come out as well.
d. FBO / Flight Training Reports (MOVED ITEM UP BEFORE AIRPORT
OPERATIONS DISCUSSION.)
I. Jet Air — Matt Wolford with Jet Air shared the monthly maintenance
reports with Members. He noted that since the April meeting they have
readied all of the mowers and put the broom on the yellow truck. Other
maintenance items included branch and garbage pickup around the
Airport, painting in the lobby, and other miscellaneous tasks. Ogren
asked if it is normal for the location hosting a disaster drill to pay for the
catering afterwards. Wolford and Tharp both stated that there will most
likely be some reimbursement here from others involved. Libby agreed,
stating that Emergency Management may reimburse them some. He
added that he can look into this matter further.
As for Jet Air's business, Wolford stated that they have been keeping very
busy. They have several charter contracts that they are rebidding for
local services. The hangar construction is progressing well and he
shared his excitement over the new door that has been installed. He also
shared that Jet Air is bringing in a larger plane that will be housed in Iowa
City. Wolford also spoke briefly about an aerial survey group that is
leasing one of their 172 single -engines. The group will be strapping a
camera on the bottom of the plane and will then be flying around five or
six different states, all the while shooting crop footage. They will then
come back approximately every three weeks throughout the summer,
according to Wolford, and do the same thing. He then noted that a Lear
brought in a patient from Hawaii, after refueling in California.
e. Commission Members' Reports — None.
f. Staff Report — Tharp stated that he will be out of the office tomorrow.
g. 100 Year Anniversary Committee — Ogren stated that they have a long survey
they need to complete, and that last week she shared various portions of it with
the other subcommittee members. She also shared that she was researching
something recently at the University and came across a University news bulletin
from 1929, saying there were changes at the Airport.
SET NEXT REGULAR MEETING FOR:
The next regular meeting of the Airport Commission will be held on Thursday, June 15, 2017,
at 6:00 P.M. in the Airport Terminal Building. Tharp noted that Gardinier will be heading out for
the Air Race Classic around that time. He will check with her to see what her availability is.
Libby stated that the following week would actually work better for him, as did Ogren.
May 25, 2017
Page 6
ADJOURN:
Ogren moved to adjourn the meeting at 6:00 P.M. Libby seconded the motion. The
motion carried 4-0, Gardinier absent.
CHAIRPERSON DATE
May 25, 2017
Page 7
Airport Commission
ATTENDANCE RECORD
2017
Ke.,
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
TERM
o
0
0
0
0
o
0
0
0
0
0
NAME
EXP.
(n
co
0
0
m
m
rn
rn
o
N
01
Q1
O)
0)
0
01
W
T
QI
V
V
V
V
V
Minnetta
07/01/19
0/
O/
0/'
Gardinier
X
E
X
X
X
X
X
X
X
X
X
X
E
E
Chris Ogren
07/01/18
O
O/
/
E
X
X
X
E
X
X
X
X
X
X
X
X
X
A.Jacob
07/01/18
0/
0/
Odgaard
E
X
X
X
X
X
X
X
X
X
X
E
X
X
Julie
07/01/17
O
O
Bockenstedt
/
/
0/
X
X
X
E
X
E
X
X
X
X
X
X
E
X
Robert
07/01/20
O
Libby
/
01
X
X
X
E
X
X
O
O
E
X
X
X
X
X
Ke.,
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
Z b(4)
MINUTES APPROVED
BOARD OF ADJUSTMENT
MAY 10, 2017 — 5:15 PM
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Gene Chrischilles, Connie Goeb, Bryce Parker, Becky Soglin, Tim
Weitzel
MEMBERS ABSENT:
STAFF PRESENT: Susan Dulek, Sarah Walz
OTHERS PRESENT: Doug Bottroff, Dave McCauley
CALL TO ORDER:
The meeting was called to order at 5:15 PM.
ROLL CALL:
A brief opening statement was read by Soglin outlining the role and purpose of the Board and
the procedures that would be followed during the meeting.
CONSIDER THE APRIL 12, 2017 MINUTES:
Goeb moved to approve the minutes of April 12, 2017. Weitzel seconded the motion.
A vote was taken and the motion carried 5-0.
SPECIAL EXCEPTION ITEM EXC17-00003:
Discussion of an application submitted on behalf of Regina Catholic Educational Center to allow
the expansion of a General Education Facility in the Low Density Single -Family (RS -5) zone at
2140 Rochester Avenue.
Soglin noted that she lives on Rita Lyn Court, the cul-de-sac across the way from Regina, but
has no direct knowledge of the application and therefore there is no conflict of interest.
Walz began the staff report noting that the Board considered a special exception on this
property last month. She showed a site map of the area and noted the school is located in the
RS -5 zone and has RS -5 zoning on two sides (west and south), Hickory Hill Park is to the north,
and multi -family zones to the east. There is also some neighborhood commercial to the south
and east of the site. The Regina Catholic Educational Center is categorized as a General
Education Use -a use that is permitted in residential zones (similar to churches and daycares) by
special exception only. In April, the Board of Adjustment approved a special exception to allow
an approximately 12,900 square foot building to house an athletic training facility. The applicant
is now seeking a special exception to allow an 18,500 square foot addition to the school building
and an expansion of the parking areas north and south of the building. The School is
Board of Adjustment
May 10, 2017
Page 2 of 9
requesting the special exception first, and if approved then will begin raising funds. Therefore
the expansion has not yet been designed, but they have a basic footprint and a basic idea of
what they would propose. The addition will be on the back of the school, and not street facing.
The school is also seeking to expand its parking areas to provide 57 additional spaces -53
spaces in the south lot, which faces onto Rochester Avenue; 4 additional spaces in the north lot,
adjacent to the new athletic building. This parking expansion will be beyond the minimum
parking requirement and also as part of their circulation requirement they are widening a curb
cut onto Rochester Avenue. Walz reminded the Board that at last month's meeting it was
discussed designing a new secondary access drive to First Avenue. The City has long
encouraged Regina to provide this secondary access in order to alleviate congestion at the
intersection of First Avenue and Rochester Avenue during peak hours.
Walz noted there was a question from one of the Board members about this use. The applicant
has indicated that the goal of the expansion, and related renovations within the existing building,
to bring the school building up-to-date with modern standards for educational facilities and to
allow expansion of Regina's early childhood program. The early childhood program use is
considered an accessory use and does need a special exception. However since it will be part
of this bigger project, it is included in the overall special exception as the criteria for the
expansion of a General Education Facility exception is more strenuous than that of just having
an early childhood program in the zone.
Walz reviewed the standards required for a General Education Use facility. The first is regarding
setbacks. The Regina school buildings more than satisfy the required setbacks. Even with the
new addition they will continue to exceed the minimum required setbacks. The second specific
criteria is that the proposed use will be designed to be compatible with adjacent uses. The
criteria gives the Board a lot of latitude to look at various aspects. Walz did point out that she
mentions stormwater under the general criteria, but it probably fits better under this specific
criteria. There are some stormwater issues on the site that the City has been trying to resolve
for some years, and now is a good time with this special exception application to get those
issues resolved. The City Parks Department will work with Regina and prior to paving the south
parking area, Regina will need to come up with a plan to address the stormwater runoff issue
and must be signed off by the Director of the Parks Department.
Walz next discussed the parking issues. The applicant proposes to create 53 additional parking
spaces and have submitted a parking study to the Board. In addition to the special exception, in
order to have the parking between the street and the school building the applicant had to go
through the Minor Modification process, which they have done and secured the Minor
Modification. Walz continued by noting there are two matters to address, one is exceeding the
minimum parking and secondly the placement of the parking. Regina has indicated that they
have a number of events during which the parking demand outstrips the supply. That is pretty
standard at all schools, when there are events a certain number of parking must be
accommodated on the surrounding streets. The additional parking spaces requested are
intended to more closely align with actual current demand for parking on the site. Walz also
noted that currently during large events cars often park in the drop-off circle and fire lane and on
grassy areas that line the parking lots. Walz showed on the map how parking is
accommodated on streets in the surrounding neighborhoods. Woodridge Avenue and Winston
Drive provide the nearest opportunities for on -street parking with a pedestrian connection
directly to the west edge of the Regina property, near the athletic fields. Rita Lyn Court, an
approximately 700 -foot cul-de-sac provides some additional on -street parking capacity. Most
other nearby streets are located no less than a quarter mile from the school building, and some
(especially those to the northeast) are not easily accessible to the site due to topography. The
additional parking is being proposed on the south side of the school because other areas are
Board of Adjustment
May 10, 2017
Page 3 of 9
needed for stormwater management and there are other topographic constraints. Therefore
Staff does believe some additional parking is appropriate, and it is appropriate to have it in the
front of the school. Staff has requested that Regina keep as much green space as possible
between the front property line and the parking area. The parking area will have landscape
screening and a retaining wall approximately three feet in height.
The next standard, the proposed use will not have significant adverse effects on the livability of
nearby residential uses due to noise, glare from lights, late night operations, odors, and litter.
Regina functions like other school sites: there are occasional evening events, but not late night
hours. In addition they will be providing the screening for the parking and with the addition of
the new access driveway they will be reducing the impact of the parking area in neighborhoods
Walz next discussed if the proposed use is located in a residential zone or in the central
planning district, it must comply with the multi -family site development standards. Walz stated
that because the addition is on the back of the building they are not held to the standard for
buildings. The multi -family design standards do require that parking is behind the buildings but
because this is an existing site, and given the topography and constraints on the site, they
secured a Minor Modification to allow the parking.
Walz moved onto the General Standards. First, the specific proposed exception will not be
detrimental to or endanger the public health, safety, comfort or general welfare. There will be a
number of improvements to the site with new sidewalk connections through the parking areas.
Walz showed the pedestrian pathways and noted with the larger site there will be a new
sidewalk that will come up the access drive and that will need to be connected to the entrance
of the new addition. Walz reiterated that the goal is to maintain as much green space between
the parking screening and the sidewalks.
The second general standard, the specific proposed exception will not be injurious to the use
and enjoyment of other property in the immediate vicinity and will not substantially diminish or
impair property values in the neighborhood. By maintaining the 20 foot setback for the parking
area will assist with meeting this standard. Walz restated the stormwater runoff issue and how
Regina is working with the City to resolve that issues.
Next, 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. Walz stated that the findings under the first two general criteria
meet this. She noted the City also discussed previously how Regina is an asset to the
neighborhood.
Adequate utilities, access roads, drainage and/or necessary facilities have been or are being
provided. Once again the stormwater issue is being addressed, AND the access drive is
intended to reduce congestion at the Rochester intersection.
General criteria number five is adequate measures have been or will be taken to provide ingress
or egress designed so as to minimize traffic congestion on public streets. Walz reiterated that
will be accomplished through the creation of the new access drive. Walz showed a picture of
the area and explained that the two driveways that are on Rochester Avenue have specific
uses. The east access drive is entrance only and the other is an exiting drive only. That is not
a requirement of the City, it is just what Regina has done for its own circulation needs. Regina
is changing that to have both drives entrance and exits and the applicant can address how that
will change the circulation on their site. Walz also explained the pedestrian crossings for access
to the school, and that crossing guards are provided.
Board of Adjustment
May 10, 2017
Page 4 of 9
Walz stated with the final two general criteria, first except for the specific regulations and
standards applicable to the exception being considered, the specific proposed exception, in all
other respects, conforms to the applicable regulations or standards of the zone in which it is to
be located, there are a number of things Regina will have to bring up to Code standard (lighting
on the building and parking lot, parking area screening, screening required along driveways,
improvement of stormwater drainage, and sidewalk access to the rear entrance). And finally the
proposed use must be consistent with the Comprehensive Plan as amended. The
Comprehensive Plan encourages educational facilities in residential zones so long as they fit
within the neighborhood.
Staff recommends approval of a special exception for the expansion of a general educational
facility to allow a school building addition of approximately 18,500 square feet and expansion of
the parking areas to allow up to 300 parking spaces, subject to the following conditions:
a. Completion of a secondary drive access to First Avenue prior to issuance of a building
permit for the new school addition;
b. Substantial compliance with the plans and elevations submitted with this application;
c. The parking area setback along Rochester Avenue should be set back no less than 20
feet from the street right-of-way line (south property line) in order to preserve as many
mature trees as possible, and mature trees that are removed should be replaced in
consultation with planning staff;
d. North and south parking areas and drives must be brought into conformance with all
parking standards, including paving, screening, shade trees, pedestrian access, and
lighting;
e. Bicycle parking must be provided in conformance with code standards; and
f. Prior to paving of the south parking area (near Rochester Ave), the applicant must
submit a plan to and receive approval from the Park and Recreation Director to address
stormwater runoff concerns at the north end of the Regina property; and
g. Prior to a permit being issued for the building addition, the stormwater plan must be
implemented, inspected, and approved by the Parks and Recreation Director.
The term of this special exception should be extended to 2 years to allow Regina the
opportunity to complete the fundraising for the school expansion.
Goeb asked about the sequence of events. Walz explained Regina would first like to construct
the parking area this summer, as that would allow them to stage things for both the athletic
facility they are building and for the eventual addition to the school. Then hopefully in the next
year to two years build the addition, and once the addition is built, finish the improvements to
the rear parking area. Goeb asked when the First Avenue drive is to be completed. Walz said
the intent is to do the access drive as soon as possible, before any other improvements.
Parker asked if Staff was recommending the curb cut be widen or if that was the Applicant.
Walz stated the Applicant was requesting it and to do so they must get a permit from the City
Engineer who will address safety and other issues. It is part of the exception because it is part
of the expansion.
Soglin asked if there would be room for three lanes of traffic with that expanded curb cut and
Walz confirmed there would. The Applicant will address the traffic circulations.
Soglin next asked about preserving as many mature trees but there is a notation that the
evergreens will likely be taken out. Walz said some would, but perhaps not all.
Soglin opened the public hearing and asked the Applicant to come forward.
Board of Adjustment
May 10, 2017
Page 5 of 9
Doug Bottorff (2005 Rochester Court) represents Shive Hattery and is a Regina parent. He
stated they did hold a neighborhood meeting (Soglin stated she did not attend that meeting so
there would be no conflict of interest) and received positive feedback at that meeting. Bottorff
acknowledged the questions about traffic circulation and will also speak about the south parking
lot. He first showed the existing traffic circulation, and explained the drop off points and where
there is congestion. He then showed the proposed new routing which will help alleviate the
congestion and less traffic through the preschool age areas of the school. Additionally there will
be a new dedicated bus drop off area. With the new site circulation they will have 150 cars on
First Avenue in the morning and 200 exiting cars onto North First Avenue in the afternoon, but
that alleviates all those cars from adding to traffic on Rochester Avenue.
Soglin raised concern about the intersection with three lanes (one going in, two out exiting either
left or right) because currently if someone is at the intersection of Rita Lyn Court and Rochester
Avenue they cannot make a left hand turn onto Rochester due to all the traffic exiting Regina.
She also stated concern about the other access point on Rochester Avenue and cars exiting to
the east right into a walkway.
Bottorff showed the traffic counts for the area and noted the new system will alleviate the
concentration of traffic from just one exit.
Soglin noted that widening the curb cut allows for more traffic at that entrance/exit and now
there will be three vehicles maneuvering through the area rather than the current two. Bottorff
stated by widening the curb cut they can accommodate the bus traffic as well. Soglin asked if
after this is in place for a bit and if problems arise they will revisit and Bottorff confirmed that
would absolutely happen.
Goeb asked about the sequence of all the projects. Bottorff said they will begin with the new
access road off First Avenue, then next is the south parking lot and they hope to accomplish
both this summer. The north parking lot modifications will happen with the construction of the
addition, which they plan to start designing this fall.
Bottorff addressed the south parking lot and acknowledged they worked very hard to keep the
20 foot buffer (from the parking lot to the property line) but there is one area on the far east side
where it will only be 19 feet. However, by doing that they are saving some trees.
Soglin stated Bottorff has addressed what the preferred traffic flows will be, but there is no
prohibiting mechanism for someone to use whatever entrance/exit they wish. Bottorff confirmed
that was the case, but they will communicate with the parents, students and guests the
preferred traffic flows.
Parker asked if there was any signage for parking along Woodridge Avenue. Walz responded
that the only signage for parking would be what the City puts up, such as prohibiting parking.
Parker asked about special events, to let the public know they can park on Woodridge Avenue.
Bottorff stated they do not use signage to direct parking to Woodridge Avenue or any
surrounding neighborhood.
Parker also asked Bottorff to comment on the screening around the retaining wall. Bottorff said
they are required by Code to have 35 plantings with a third of them greater than four feet with
no requirement on where they are. Bottorff said they will meet that requirement. Walz noted
that the screening requirement is for lighting and to designate an area, it is not required to block
the view of the area, so it doesn't have to be a solid screen.
Board of Adjustment
May 10, 2017
Page 6 of 9
Dave McCauley (420 North First Avenue) and the driveway to his condominium complex will be
right across the road from where the new access road will be. His concern is that First Avenue
is already difficult to get on and off of certain times of the day. He also drives along Rochester
Avenue and feels it is much easier to deal with than First Avenue. On First Avenue traffic is
often backed up all the way down to Hickory Hill Park. He is concerned about adding more
traffic to that area. He questions where the approval for that new access road came from, as it
appears to already be done, but before additional parking is approved for this site it would be
beneficial to first see how the traffic on First Avenue will be affected by this new access road.
McCauley referenced a mailing he received that states the secondary access drive will alleviate
the congestion at the Rochester and First Avenue intersection as only north bound traffic may
enter. Walz acknowledged that was an error, and should read only south bound traffic may
enter the access road. This access road should help with the stacked southbound traffic on
First Avenue as any of the traffic to Regina can turn into Regina at the access road rather than
going up to Rochester Avenue to enter Regina.
Soglin raised the question of where the approval for the drive comes from, as it doesn't come
through this Board. Walz stated that throughout the years Regina has come before this Board
for special exceptions for smaller projects and at each of those meetings the City has stated
their desire for Regina to provide a secondary access as the only way to the site is off
Rochester Avenue. Regina finally has acquired the property needed to achieve the secondary
access. Walz explained that this is a City directive. Soglin asked if it were ever a condition
placed on a special exception granted and Walz confirmed it was not.
Soglin asked if McCauley was able to attend the Good Neighbor Meeting. He said he did not as
he felt that was not the place to state his concern about the driveway and it should be
addressed to this Board and the City not Regina.
Chrischilles asked if McCauley was concerned about peak time traffic in the morning only.
McCauley stated there was concern for afternoon traffic as well. Walz confirmed there is a
period of the morning where First Avenue is quite backed up and the idea is that the access
drive will get those people headed to Regina off First Avenue prior to waiting to turn onto
Rochester Avenue.
Soglin closed the public hearing.
Soglin noted that Staff added conditions a -g on the exception and the Board could add another
condition regarding the sidewalk. Parker acknowledged that is covered by the Code. Walz
stated the Code requires either a four or five foot sidewalk but often schools decide to build a
wider sidewalk for their own convenience.
Goeb asked about condition c and if the Board needs to do anything about the "no less than 20
feet" to acknowledge the Applicant admitted one area is only 19 feet. Dulek stated the Board
should acknowledge the 19 feet so it is on record. Walz said it could say "with the exception of
an area on the east end of the parking lot" and that should suffice. Walz said the City is most
concerned with maintaining a sense of screening and separation, and it was more of a goal to
preserve the trees to the west. Weitzel pointed out that there aren't many trees at that corner
and being able to save the ones there is important.
Goeb recommends approval of a special exception EXC17-000003 for the expansion of a
general educational facility to allow a school building addition of approximately 18,500
square feet and expansion of the parking areas to allow up to 300 parking spaces,
subject to the following conditions:
Board of Adjustment
May 10, 2017
Page 7 of 9
a. Completion of a secondary drive access to First Avenue prior to issuance of a
building permit for the new school addition;
b. Substantial compliance with the plans submitted with this application;
c. The parking area setback along Rochester Avenue should be set back no less
than 20 feet from the street right-of-way line (south property line - with the
exception of a small area on the east end of the south parking lot) in order to
preserve as many mature trees as possible, and mature trees that are removed
should be replaced in consultation with planning staff;
d. North and south parking areas and drives must be brought into conformance
with all parking standards, including paving, screening, shade trees, pedestrian
access, and lighting;
e. Bicycle parking must be provided in conformance with code standards; and
f. Prior to paving of the south parking area (near Rochester Ave), the applicant
must submit a plan to and receive approval from the Park and Recreation
Director to address stormwater runoff concerns at the north end of the Regina
property; and
g. Prior to a permit being issued for the building addition, the stormwater plan must
be implemented, inspected, and approved by the Parks and Recreation Director.
The term of this special exception should be extended to 2 years to allow Regina the
opportunity to complete the fundraising for the school expansion.
Chrischilles seconded the motion.
Weitzel agreed with the motion and added that traffic is always a complicated issue.
Weitzel stated that regarding agenda item EXC17-00003 he concurs with the findings set forth
in the Staff report of May 10, 2017 as amended tonight in the motion, and conclude the general
and specific criteria are satisfied, particularly that the new access drive will help alleviate
congestion at the intersection of Rochester and First Avenues, the parking will be brought into
compliance with design standards, and the request to expand parking beyond the minimum is
reasonable based on information submitted to Staff. So 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.
Soglin added that the Applicant has reached out to the neighbors and neighbors have had
opportunities to share their views.
A vote was taken and the motion carried 5-0.
Soglin 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:
Board update regarding a previously approved special exception (EXC16-00009) allowing
expansion of an existing Quick Vehicle Servicing use located in the Neighborhood Commercial
(CN -1) zone located at 2221 Rochester Avenue. At its April meeting a board member had
requested follow-up regarding the site plan that was approved vs. what was actually installed.
Walz showed the site plan approved for the project and what the site looked like prior to the
Board of Adjustment
May 10, 2017
Page 8 of 9
special exception. The plan did call for reduction in green space but additional screening.
Soglin raised the concern that the screening didn't look correct, there was added rock to the
site, as well as concern about amplified sound from the site. Walz stated that inspectors went
out to the site and issued a violation. The Applicant is in the process of improving the area that
was filled in with rock as well as modifying the area with the dead vegetation. The Applicant has
installed the compliant bicycle parking and turned off the amplified sound at the gas pumps.
Additionally the Applicant moved the sign that was in violation.
ADJOURNMENT:
Goeb moved to adjourn this meeting.
Weitzel seconded the motion.
A vote was taken and the motion passed 5-0
ATTENDANCE RECORD
NAME
TERM EXP.
6/15
7/13
8/10
9/14
9/21
9/30
10/12
11/9
12/14
1/11
4/12
5/10
PARKER, BRYCE
1/1/2022
--
--
--
--
--
--
--
--
--
X
O/E
X
GOEB, CONNIE
1/1/2020
X
X
X
X
X
O/E
X
X
X
X
X
X
CHRISCHILLES, T. GENE
1/1/2019
O/E
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
X
X
WEITZEL, TIM
1/1/2021
X
X
X
X
X
X
XX
X
X
X
X
KEY: X=Present
O = Absent
O/E = Absent/Excused
-- = Not a Member
3b(5)
MINUTES APPROVED
HISTORIC PRESERVATION COMMISSION
MAY 11, 2017
EMMA J. HARVAT HALL
MEMBERS PRESENT: Thomas Agran, Esther Baker, Kevin Boyd, Zach Builta, Gosia
Clore, Andrew Litton, Pam Michaud, Ginalie Swaim, Frank
Wagner
MEMBERS ABSENT: Sharon DeGraw, Cecile Kuenzli
STAFF PRESENT: Jessica Bristow, Bob Miklo
OTHERS PRESENT: Kate Corcoran, Dan Lammers
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:
Swaim stated that Friends of Historic Preservation is having a second garage sale. She said it
will be May 19, 20, and 21 at the Houser -Metzger House. Corcoran from Friends of Historic
Preservation said they are welcoming any items that people would like to donate. She added
that the Parade of Historic Homes will be held on May 28 from 12 to 4.
CERTIFICATE OF APPROPRIATENESS:
812 South Summit Street.
Bristow said this property is the Deluxe Bakery on the south side of the Summit Street Historic
District. She said the property began as a single-family home, and the grocer who lived there
had his grocery in the home. Bristow said the storefront was then built on the side, and the
grocery was moved there.
Bristow said that many things have happened with this property.. She said that there was a fiber
arts store in this location, and it is now a bakery.
Bristow said that the current project is to move the circulation between floors to the exterior of
the building, making it easier, safer, and providing a little more room inside the kitchen. She
said this might involve the removal of the window on the back. Bristow said that the window on
the back will be located inside a cooler. She said that just blocking it off on the inside and then
using spandrel glass has been discussed, but she thinks the possibility of removing this window
in the application is a good call, just because this could end up with condensation and other
issues.
Bristow stated that the window is not really part of any kind of alignment or arrangement of
windows. She said it would not make much difference to the back of the house to just remove
it.
HISTORIC PRESERVATION COMMISSION
May 11, 2017
Page 2 of 8
Bristow said that the little porch that is around the side also is not original. She said that is the
entry to the apartment on the second floor. Bristow said the proposal includes removing the
porch and the door that is there.
Bristow showed a photograph of the porch and door. She said the new addition will be coming
out of the building in roughly the area of the dashed lines (near the center of the north side).
Bristow showed the windows that will be removed and moved to the exterior of the new addition.
Bristow said the entry to the apartment will no longer be on the back of the building but will be
on the front of the addition. She said it will give the apartment kind of a street presence.
Bristow showed the plans and showed a drawing of the new addition on the side. She showed
the stairs coming in, the open porch, and where the tenant will go up to the second floor.
Bristow showed the area where some remodeling will be done, because of the fact that the
basement stairs are in the vicinity and need work. She said that a lot of the impetus for the
project has to do with the safety and ease of transporting products needed for the bakery.
Bristow showed where the coolers go and where the second floor entry is. She showed the
stairs going up that will be removed. Bristow showed how the basement under the bakery
would be accessed.
Bristow showed the view from the north. She said that only the next door neighbor will actually
ever be able to see this view, because of the proximity of the houses. Bristow said they have
worked on coming up with a T-shaped plan. She said the addition is just another gable end that
will be projecting off of the north. Bristow said it has been kept under the ridge of the main
house, because it looked too overpowering when it was the same height. She said that
changes the slope of the roof on the new addition, and that is acceptable because it is a
subordinate addition to the house.
Bristow said this would have the same lap siding that is found on the rest of the house. She
showed the two windows that will be moved out. Bristow said there will be some kind of shed
roof over the new apartment entry.
Bristow said the addition will be about 18 inches shorter than the main house. She said it will
have matching roof material. Bristow said that because of the stair arrangement, the door is off
to the side a little bit. She said this is acceptable in such a small projection.
Bristow said the materials should all match the existing. She said there is a change that the
owners might do some siding repair and fixing things on the main building as they go along.
Bristow said the recommended motion for this includes approval of the door product information
by staff and chair, as well as the design of the entry canopy roof at the new apartment entry.
She said they would not want to have something where the sloped gable end is flat and flush
with the fascia on the roof side. Bristow said that they could project it beyond a little bit, and
they are also looking at an example where it actually is open in the triangular area. She said
that working out exactly what the roofline does at this entry canpoy is something that could be
reviewed by staff and chair.
Michaud asked how many away feet away from the lot line the proposed stair tower would be.
Bristow said they have to maintain the three-foot setback. She asked Lammers if there would
have to be a minor modification approved for this.
HISTORIC PRESERVATION COMMISSION
May 11, 2017
Page 3 of 8
Lammers stated that he works for Lammers Construction. He responded that this has to remain
at the five-foot offset from the property line. Lammers said that right now that allows them to
have approximately an eight -foot wide addition. He said he would like to pull it up as close as
possible so that there is adequate room inside.
As far as the setback from Summit Street, Lammers said that will kind of depend on where one
can enter the second floor and also where it goes down into the basement. He said those stairs
have to be set up, and it won't be centered on the north side but will be moved back toward the
east, probably about three feet off center.
Corcoran said she lives near this house in the same neighborhood. She said this request by the
owner was part of another request that was made to the Planning and Zoning Commission to
zone this commercial.
Corcoran said she believes this use was grandfathered in long ago. She said it was a grocery
store in the 50s and has always had a commercial use. Corcoran said the owner recently
requested that the property have a full zoning change to commercial so that she could put in an
accessible entrance. She said that overall the owner wants to improve the building. Corcoran
said it is really a neighborhood center for those who live in the area.
MOTION: Baker moved to approve a certificate of appropriateness for the project at 812
South Summit Street as presented in the application with the following conditions: door
product information for the addition to be approved by staff and chair and roof design for
the apartment entry to be approved by staff and chair. Clore seconded the motion. The
motion carried on a vote of 9-0 (DeGraw and Kuenzli absent).
8 Bella Vista Place
Bristow showed a photograph of the house with some of the recent front work done. She said
this application is for work on the back. Bristow showed a sketch of the plan.
Bristow said that in 2004, the Commission approved an alteration for this house that was looked
at when the Commission approved the work for the front. She said that included a low brick wall
and more extensive patio. Bristow said that some of that work will occur now, after many years
of delay.
Bristow said the current application is to remove the existing garage, which is on and possibly
over the property line to the south, and replace it with a two -car garage with a breezeway
connection to the house at the kitchen door. She said the application includes plans to reinstall
and rebuild the entry canopy over the central back door that goes down into the basement and
put a porch roof over the raised porch that is in the back.
Bristow showed a photograph of the garage as seen from the front of the house. She said the
garage was built about five years after the house. Bristow said it is an historic garage but does
not have much character and has been altered. She said the garage is very small and very
boxy. Bristow said the garage bricks do not match the house, and the garage roof overhang
and slope do not match the house. She said it does not share any combination of
characteristics that would make it work with the house. Bristow said the garage exists, but it
could be improved.
HISTORIC PRESERVATION COMMISSION
May 11, 2017
Page 4 of 8
Bristow showed a photograph of the back of the house. She showed where the breezeway
would connect to the back kitchen door. Bristow showed where the new entry canopy over the
back door would be re -installed. She showed a roofline on the back of the house that
delineates where at one time there was a screen porch on the back of the house. Bristow said
the proposal is to put a roof back over the porch.
Bristow stated that the bricks would clad the concrete at the back porch. She said the design
will also include columns that would work with the design of the second floor porch columns so
that they are tied together.
Bristow showed a side view from the north, as one is looking back toward the garage and the
house. She said the new garage will be moved seven feet closer, and it will also be larger with
the breezeway connection.
Bristow showed a drawing of what is basically the same view but also showing the side of the
house. She said there is now a brick that was found when the front work was done that is a
pretty good match for the brick on the house. Bristow said on the garage there will be brick with
a stone band and stucco in roughly the same proportion as on the house.
Bristow said the breezeway would have a door to the north. She said it will be mostly open
windows and glass, following the language of some of the other windows on the house. Bristow
pointed out the columns on the porch again, which will be designed to kind of match the
columns on the second floor.
Bristow showed a view from the back, which shows the small garage and the garage clearly
going over the property line. She said the new garage will be moved a full seven feet off of the
property line, which will also be good for the neighboring property owners.
Bristow pointed out the new garage with some kind of painted wood, carriage -style paneled
door, but not paneled as modern doors would be. She said it is not yet known what the door
would be, so that would be one of the conditions - approval of the door and window product
information. Bristow said the applicant has talked about using Jeld-Wen Windows, which would
be appropriate here.
Bristow showed the railing and columns to be on the back porch, with the brick around the
bottom of the concrete slab.
Bristow said the conditions she would add to this include approval of the window and the door
product material. She said staff has been discussing the configuration of the canopy over the
rear entry. Bristow said that how the roofline is designed should also be approved by staff and
chair.
Agran said there have been discussions about people asking to remove garages in Goose
Town and in the North Side area. He said that it has been very difficult if not impossible for
them to remove those garages. Male said this project sounds great and he agrees that this
would be a nicer garage, but when people approach Commission members about trying to build
something nicer, there is a precedence of having to retain the garage somewhere else on the
property. He said this case sets up an interesting precedent.
Miklo stated that, over a longer period of time, the Commission has approved similar situations
where a one -car garage has been removed for a two -car garage. He said that for one particular
HISTORIC PRESERVATION COMMISSION
May 11, 2017
Page 5 of 8
case in Goose Town, the owners wanted to remove their garage and not replace it. Miklo said
the distinction there is that garages often add to the value of a property and make it more
attractive to owners as well as renters. He said that in some situations, garages kind of form a
demarcation and help divide properties, almost like a privacy fence.
Miklo said that approving this would not be a precedent. He said that in the long term, the
Commission has approved similar applications. Miklo said that some of the other garages the
Commission has looked at have had some unique or special characteristics, whereas this one
does not.
Agran said that is what he thought was important in this situation. He said that this garage did
not originally look this way and that the brick cladding happened much later. Agran said the
Commission usually discusses whether a structure is contributing so that rather than saying he
does not think this garage is all that great, it is important to use language to describe this based
on the kinds of determinations the Commission makes. He said that because of alterations to
the garage, it is not as much of a contributing structure, and the original, historic integrity of the
building is no longer intact so that this replacement seems like a logical change.
Michaud said she understands maintaining the proportion of stucco to brick on the garage
addition. She said, however, that the garage will be about the height of the brick on the main
house so that it might look more unified to have the brick all the way up. Michaud said it might
look more substantial.
Swaim said she disagreed in that she sees the stucco and the brick as a defining characteristic
of this house. She said it seems that the garage as proposed would have a similar proportion of
the brick and the stucco as the house.
Agran said he thinks that by connecting the buildings with the breezeway, it really puts them
much more in conversation with each other rather than having the garage be an independent,
subservient structure. He said he agrees with Swaim that it puts the garage in more of an
architectural conversation with the building.
Boyd asked Bristow to review what would be proposed for staff and chair review. Bristow
suggested that it would include doors, including the garage door, and windows; and the roofline
at the entry canopy. Miklo said there would likely be two motions: one to allow the demolition of
the garage and the second to approve the proposed work.
MOTION: Agran moved to approve the demolition of the garage at 8 Bella Vista Place.
Baker seconded the motion. The motion carried on a vote of 8-0 (DeGraw and Kuenzli
absent, Wanner abstaining).
Wagner stated that the brick used for the repair work on the front is actually reclaimed brick
from a school house near Dubuque, Iowa.
MOTION: Boyd moved to approve a certificate of appropriateness for the project at 8
Bella Vista Place, as presented in the application, with the following conditions: all
windows and doors, including the garage doors; and the roofline at the entry canopy to
have staff and chair approval. Baker seconded the motion. The motion carried on a
vote of 8-0 (DeGraw and Kuenzli absent. Wagner abstaining).
HISTORIC PRESERVATION COMMISSION
May 11, 2017
Page 6 of 8
619 North Johnson Street.
Bristow stated that this house is almost at the south end of the Brown Street Historic District on
Johnson Street. She said this was probably a Queen Anne house with that entry porch original.
Bristow said the house has been purchased by the University Partnership and will have some
work done on it.
Bristow said that as part of the current work, some windows will be replaced. She said the
sashes are not that bad, but the stud pocket between the two windows where the weights go is
so rotten that the City thinks it might go to the first floor. Bristow said that another window is so
far out of square that the sash, once the window is opened, requires a hammer to move it back
down. She said she therefore finds the replacement of this pair of windows to be completely
acceptable.
Bristow showed a location on the second floor where there is a window that also should be
replaced. She stated that the sill in the frame of the window is rotten. Bristow said that all of the
windows seem to be original and some will remain.
Bristow said that some of the railing is missing, so that will all be replaced. She said staff has
suggested using just square spindles so that they look a little more substantial.
Bristow said that the house has vinyl siding, which is going to remain at this point. She said that
on the north side, where there is a narrow driveway, it is possible that the applicants may want
to replace the window so that they can have something with a higher sill for a kitchen counter to
go under the window. Bristow said that work might not happen, but the applicants would like
approval for that, if possible.
Bristow stated that in the back of the house, there is a door, stair, and canopy that would go in
and go to a stair that goes up to the second floor. She said that this is completely unnecessary
now, so the proposal is to completely remove it. Bristow showed an entry that goes to the
basement and said that it will remain for now. She showed the other entry to the back of the
house.
Bristow said the applicants are surveying the property to find out exactly where the property line
is. She said there is a retaining wall here that is degraded and also a problem with the fence.
Bristow said that once the property line is determined, the retaining wall and the fence will be
rebuilt.
Bristow said she believes window materials should be approved by staff. Swaim asked to see
the image of the back of the property with the deck -like structure and asked if it will remain.
Bristow said that it will remain for now. She added that the back yard is paved with paver
stones; there is no grass.
Swaim asked about the deck near the fence on the far left and if that also needs to stay.
Bristow said the deck wraps all the way around. She said that currently, all of that is going to
remain.
Swaim said it is interesting that the fish scale is still there. Bristow agreed and said that there is
gable on all four sides with fish scale in that. Swaim asked if the shutters will remain. Bristow
said she suggested to the applicants that the shutters should be removed, since they are only
on two windows.
HISTORIC PRESERVATION COMMISSION
May 11, 2017
Page 7 of 8
MOTION: Boyd moved to approve a certificate of appropriateness for the project at 619
North Johnson Street as presented in the application with the following conditions: door
product information to be approved by staff and window product information to be
approved by staff. Clore seconded the motion. The motion carried on a vote of 9-0
(DeGraw and Kuenzli absent).
REPORTS ON CERTIFICATES ISSUED BY CHAIR AND STAFF:
Certificate of No Material Effect - Chair and Staff Review.
1132 East Burlington Street.
Bristow said that this project moved from minor review status to certificate of no material effect,
because windows planned for replacement will now just be repaired.
Minor Review - Staff Review.
640 South Lucas Street.
Bristow said the project involves a long railing and stair. She said the owner has a pre -cast
concrete stair with no landing. Bristow said there will be a wood stair with a wood railing, and
the lower railing will be replaced with black -painted aluminum railing that has a lot of the same
feel as a typical wood railing.
CONSIDERATION OF MINUTES FOR APRIL 13,2017:
MOTION: Baker moved to approve the minutes of the Historic Preservation Commission's April
13, 2017 meeting, as written. Michaud seconded the motion. The motion carried on a vote of
9-0 (DeGraw and Kuenzli absent).
COMMISSION INFORMATION AND DISCUSSION:
Preservation Summit - Fort Dodge, IA - June 8-10, 2017.
Bristow asked any Commission members interested in attending to let her know.
Unitarian Universalist Church and the Augusta Place Development.
Bristow referred to the Press -Citizen article on the Unitarian Church. She showed a rendering
of the development with the church in place and another further down Iowa Avenue looking
straight at the townhouse.
Swaim said the article notes that the building will be called Augusta Place, named after Augusta
Chapin, a pioneer woman minister in the United States.
Bristow said that the first thing the developer has to do is to make this a local landmark, which
will come before the Commission at some point.
Bristow said that June 15 is a date change for the June meeting because of the Preservation
Summit. She said that the meeting will be in the Helling Conference Room.
ADJOURNMENT:
The meeting was adjourned at 6:08 p.m
Minutes submitted by Anne Schulte
HISTORIC PRESERVATION COMMISSION
ATTENDANCE RECORD
2016-2017
NAME
TERM
EXP.
5/12
6/9
7/14
8/11
918
10/13
11110
1218
1/12
219
319
4113
5111
AGRAN, THOMAS
7/1/17
X
X
O/E
CIE
X
X
X
X
X
X
CIE
X
X
BAKER, ESTHER
7/1/18
X
X
X
X
X
X
CIE
X
X
X
CIE
X
X
BOYD, KEVIN
7/1/17
—
—
—
—
X
X
X
CIE
X
X
X
X
X
BUILTA, ZACH
7/1/19
X
X
X
X
X
X
X
X
CIE
X
X
CIE
X
CLORE, GOSIA
7/1/17
X
CIE
X
X
X
CIE
X
X
X
CIE
X
X
X
DEGRAW, SHARON
711/19
X
X
X
CIE
X
CIE
X
X
X
X
X
X
KUENZLI, CECILE
711/19
CIE
X
X
X
X
X
X
X
CIE
X
X
O/E
LITTON, ANDREW
7/1/17
CIE
CIE
X
CIE
X
X
CIE
CIE
X
X
X
O/E
X
MICHAUD, PAM
711/18
X
X
X
CIE
X
X
X
X
X
X
X
X
X
SWAIM, GINALIE
7/1118
X
X
X
X
X
X
X
CIE
CIE
X
X
X
X
WAGNER, FRANK
7/1/18
X
X
X
X
X
CIE
X
X
X
X
X
X
X
KEY: X = Present
O = Absent
CIE = Absent/Excused
— = Not a Member
3b(6)
MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
APRIL 20, 2017 — 6:30 PM
SENIOR CENTER, ROOM 202
MEMBERS PRESENT: Peter Byler, Syndy Conger, Christine Harms, Harry
Olmstead, Dorothy Persson, Emily Seiple, Paula Vaughan
MEMBERS ABSENT: Bob Lamkins, John McKinstry
STAFF PRESENT: Tracy Hightshoe
OTHERS PRESENT: Maryann Dennis, Chris Villhauer
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 7-0 the Commission recommends to amend the FY17 Annual Action Plan to
allocate all the FY17 HOME returned funds (Shelter House - $250,000) to the following
eligible projects (recommended as FY18 projects, but can proceed immediately) $200,000
ICHA — Tenant Based Rent Assistance and $50,000 to Habitat for Humanity —Affordable
Homeownership.
By a vote of 7-0 the Commission recommends altering the March 7 CDBG/HOME budget
HCDC recommendation to City Council by removing the two HOME projects (ICHA—
Tenant Based Rent Assistance and Habitat for Humanity) from the FY18 Annual Action
Plan and altering the HOME budget. Congress has not passed a budget yet and Iowa City
has not received their final entitlement amount. As the City is expecting additional cuts to
HOME, HCDC recommends the following HOME budget:
• Successful Living: $36,000
• The Housing Fellowship Rehab: $97,000
• The Housing Fellowship CHDO Operations: $7,000
• Housing Rehab: $90,000 (Council set-aside)
• HOME admin: $25,500 (Council set-aside)
• Total HOME budget: $255,500
If the final HOME budget exceeds the estimated HOME budget by $20,000, the available
HOME funds will be allocated to The Housing Fellowship. If less than $255,500, the
projects will receive a pro -rated reduction. If the final HOME budget is more than $275,500,
staff will have another funding round for HOME funds. No applicant will receive less than
the original March 7 HCDC recommendation if another funding round is needed.
If the CDBG recommendation is within 20% of the estimate, the amount will be prorated to
each project (increase or decrease) up to the requested amount if an increase.
CALL MEETING TO ORDER:
Byler called the meeting to order at 6:30 PM.
Housing and Community Development Commission
April 20, 2017
Page 2 of 8
APPROVAL OF THE MARCH 7, 2017 MINUTES:
Hightshoe noted that in the conversation about Successful Living and why it had to be
CDBG funds the reason is based on deciding if a project is financially feasible throughout
the affordability period without Medicaid payments for housing support services. Is the
amount of rent collected, just rent, enough for them to operate affordable housing and be
financially stable for the whole compliance period?
Paragraph in minutes should read: Byler began with the Successful Living project and
noted there are six commissioners that agreed to fully fund that project. Hightshoe noted
that should be funded under CBDG funds as it may not be HOME eligible. Project must
demonstrate feasibility over the whole compliance period without the support of Medicaid
payments for support services. She has called HUD to inquire and that was verified.
Conger noted some grammatical errors throughout the minutes.
Olmstead moved to approve the minutes of March 7, 2017 with edits. Vaughn
seconded the motion. A vote was taken and the motion passed 7-0.
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
None.
MONITORING REPORTS:
Bilam Properties, LLC: Chris Villhauer (Director of Property Management, Southgate
Companies) presented an update to the Commission. He stated they are on schedule with
their project and will be done in the May timeframe. The feedback they have received from
the townhouses that have been completed has been positive and the tenants are enjoying
their new homes.
Persson asked if this was the property off Mormon Trek, Villhauer confirmed it was, and
how many of the units have now been upgraded. Villhauer stated they are updating 40
units with this current grant, and own 53 total units in the complex. Of the 13 not being
updated at this time, some have had work done on them previously and others will have
work done in the near future.
Hightshoe explained that Bilam Properties, LLC received a $600,000 loan and they have
spent all but around $100,000.
Byler asked if they are moving tenants out of the apartments while renovating and then
moving them back in. Villhauer said they gave tenants the option of moving to another unit
in the complex and then moving back in once renovated, or just moving to a different unit
permanently.
Byler asked if anyone has had their lease expire and renewed since they have been in a
newly renovated unit and did their rent increase. Villhauer stated they did not raise any of
the rents for the units, and all the lease renewals they are doing for August there will also
not be any rent increase.
Housing and Community Development Commission
April 20, 2017
Page 3 of 8
Olmstead asked if any of the units were accessible, Villhauer stated they are not. Hightshoe
added the bedrooms are upstairs in the units.
Byler asked if they do all their work in-house and Villhauer said they generally subcontract
out and that is part of the reason why the process has been a little slower.
The Housing Fellowship: Maryann Dennis (Executive Director) started her report noting
the Sabin Townhomes are under construction, scheduled to be ready for rental in August.
Hightshoe asked when they will close on the purchase of those units. Dennis believes they
will close on their three units sometime in July.
Dennis next discussed the rehab on the houses on Dover and Wayne Streets. Both are
complete. There was a thank you note from the tenants of those units in the
Commissioners' packets. Those tenants have lived in that property since 1998 and are
thrilled with the updates. Dennis noted that The Housing Fellowship had to invest quite a
bit of money into the Dover Street house and there are some huge overgrown trees that
need considerable work and they are waiting on the weather to cooperate with finishing
that project.
Regarding the FY17 money, they have not yet utilized it. That $58,000 was intended to
purchase one property but with the market in Iowa City and the location model makes it
difficult. If they purchase one property it will likely have to be a condominium and the issue
with The Housing Fellowship purchasing condominiums is the condo association fees and
because the rents are capped. The Fellowship does own several condominiums, but the
budget this year just for condo fees is $80,000 so therefore they would prefer to try and not
buy another condo. Those fees are unpredictable, and the older condos can have
assessments as well. Dennis would prefer if the Commission would allow them to look for
land; they have identified three possible sites in Iowa City with the hopes of submitting a
low-income house tax credit application to build on the site. So the $58,000 would be for a
land acquisition.
Hightshoe stated that the City has to commit the funds and if this year goes by without the
funds being used and The Housing Fellowship doesn't get the tax credit in November, there
is no time to allocate the funds to something else. It would be an issue of timing that
Hightshoe would need to review and she will work with The Housing Fellowship to see
what can be achieved.
Persson asked how long The Housing Fellowship would hold the land before being able to
build. Dennis said when you apply for the tax credit they must have control of the land, and
the application for the tax credit is due in November and awarded in March. Then typically
it is not until fall that the construction begins, once all due diligence is complete. Hightshoe
stated that is her concern, if The Housing Fellowship does not get the tax credit in March,
we only have until July 31 to commit the funds. We would have to have a project ready to
go (site secured, environmental review done, underwriting and market analysis done, etc.)
to commit these funds by July or HUD will recapture those funds.
Dennis noted that with the FY18 money The Housing Fellowship hopes to receive ($86,000
pending Council approval), that project also includes money from The Housing Trust Fund,
Housing and Community Development Commission
April 20, 2017
Page 4 of 8
which has not been awarded yet. So the backup plan could be, if the Commission agrees,
the $86,000 is for five units and they could go up to almost $125,000 for those five units,
and then find another house to rehab.
Persson asked if The Housing Fellowship could meet the timelines with the backup plan.
Dennis confirmed for rehabs absolutely. Dennis added that the properties that they just
released had other properties in that agreement that could be used for rehab.
Byler commented on the original $58,000 to buy a home, at the meeting where the
Commission allocated those funds it came to light, for example, why Successful Living has
an easier time providing houses than The Housing Fellowship is because they are SRO
units and the rents are like $2,800 for a four-bedroom unit. Byler asked why The Housing
Fellowship couldn't rehab a house to have three individuals in one house in an effort to
achieve lower rents for each SRO unit. Hightshoe noted that The Housing Fellowship
focuses on families while Successful Living focuses on individuals. Byler understands but
noted that the housing costs are continuing to go up and the rents are not.
Byler stated he is fine with what The Housing Fellowship wants to do with the $58,000 and
the rest of the Commissioners were also in agreement. Hightshoe said once The Housing
Fellowship states their preference, rehab. or land acquisition, staff will prepare an Action
Plan amendment.
Dennis said she will find out the allocation from the Rehab Trust Fund next week. They
have three possible land sites and they could do between 24 and 30 units.
Mayor's Youth Empowerment Program: Hightshoe noted that Kari Wilken (Director of
Resources, Mayors Youth Employment Program) could not be at the meeting tonight but
sent an update via email to Kris Ackerson that Hightshoe will forward to the Commission.
Shelter House: Hightshoe gave a quick update. Rapid Rehousing Program (tenant based
rental assistance) was increased to $90,000 because of the Rose Oaks situation and they
have spent all but $11,000. The grant was to end in November 2016, but entered an
amendment to extend till December 2017 to expend all the funds. Tenant based rent
assistance takes time to spend as assistance goes out each month, not in one large payment.
The FUSE land acquisition declined their award and returned the $250,000 back to the
City. They already own the land. Shelter House chose not to accept the HOME award
because when they discussed the project with the Iowa Finance Authority (IFA) they were
told that IFA did not want to combine local HOME dollars and National Trust Fund dollars
on the same project.
Byler asked if it was IFA's preference or requirement. Hightshoe said there is no law, but
IFA told Shelter House they prefer an application that does not combine HOME funds with
Trust Fund dollars.
CONSIDER A RECOMMENDATION TO CITY COUNCIL REGARDING
PROPOSED FY2017 ANNUAL ACTION PLAN AMENDMENT #1:
Housing and Community Development Commission
April 20, 2017
Page 5 of 8
Hightshoe explained that the City administers two programs; CDBG and HOME. While
HUD programs they have different rules. On May 2 of each year HUD reviews CDBG
timeliness. The City can't have more than 1.5 times their entitlement funds in their line of
credit as of May 2 or the City must enter a "workout plan" to ensure the funds are spent on
a timely basis. Hightshoe stated the City does not anticipate any problems meeting this
deadline this year.
The HOME program does not go by an expenditure ratio. Instead, funds must be committed
by a certain date. There are two years to commit HOME funds but if the City has received
more program income than anticipated it doesn't always match what is programmed out. If
after two years if the dollars have not been committed HUD will take the funds back and
will reallocate to another community. Therefore the City always tries to make sure HUD
never recaptures any of the HOME funds. The word commit has a very specific meaning in
the HOME program. A site must be secured, environmental review done, underwriting and
marketing analysis completed, all sources of funds known and committed and an agreement
entered to "commit" funds.
So therefore when Shelter House declined their $250,000 award, staff looked at what
projects could be committed by July 31 as we have a HOME commitment shortfall. This
needs to be resolved by July 31. Habitat for Humanity has a site with an option to buy, and
the money can be committed as soon as the environmental review is complete. The other
option is tenant based rent assistance, it is environmentally exempt, and that could be
committed instantly. It also doesn't need underwriting analysis because tenant based rent
assistance is exempt. Those two projects would be $220,000. This would be more than
enough to meet our HOME commitment shortfall. These projects would be moved from the
FY18 Action Plan to FY17. That would leave $30,000 to allocate for FY18. Hightshoe noted
that the City still has not received their HUD budget, and they cannot submit an Annual
Action Plan to HUD without the budget, so they are in a holding pattern. HUD anticipates
CDBG to be approximately the same with perhaps a small cut; however they anticipate cuts
to the HOME program. Staff would like to get the Annual Action Plan ready so once they
receive the HUD budget they can immediately submit the Plan to Council for approval.
However, it may not be fair to have another funding round to request submissions for
HOME funds only to find out that the City doesn't receive enough HOME funds to cover the
full recommendation.
When the Commission voted on the FY18 Annual Action Plan they made the
recommendation that if the available funds are within 20% of the allocations all will be
adjusted accordingly, if it is greater than a 20% differential the Commission will reconvene.
Hightshoe is now suggesting for more guidance from the Commission on whether the 20%
would be for the CDBG projects and a different recommendation for the HOME projects
knowing now that the budget they predicted will likely be less for HOME.
Seiple noted that two of the HOME projects in FY18 are now being funded in FY17 by the
Shelter House monies. Hightshoe confirmed that was true.
Byler stated that with the tenant based rent assistance money, Steve Rackis indicated that
money would basically sit there until such time it was needed. Hightshoe stated they have
four years to spend it. Persson noted that Rackis stated he would likely need all that money
Housing and Community Development Commission
April 20, 2017
Page 6 of 6
and it would be spent. Hightshoe said there are 2,000 people on the waitlist, that money
can be spent.
Olmstead suggested giving tenant based rent assistance $200,000 and Habitat for
Humanity $20,000.
Seiple asked about the other $30,000. Hightshoe stated that Habitat for Humanity can only
proceed with one of their homes immediately which is why the other $30,000 could be
carried over to FY18.
Persson asked if any of the money could be moved down to public facilities. Hightshoe
confirmed they could not because it was HOME money. The CDBG recommendations are
proceeding how the Commission recommended at the March meeting, it is the HOME
money that is being redistributed.
The Commission discussed the $30,000 and whether to allocate it now rather than carry it
over to FY18. Byler wondered if more money was given to Habitat for Humanity if they
could find another lot to purchase. Byler would prefer to commit the additional $30,000.
Olmstead was in agreement but wanted to make sure the $30,000 was allocated to where it
could meet the most need, if there are so many on the waitlist for housing perhaps the
funds should go there.
Olmstead moved to amend the FY17 Annual Action Plan to allocate all the FY17
HOME returned funds (Shelter House - $250,000) to the following eligible projects
(previously recommended as FY18 projects, but can proceed immediately)
$200,000 to the Iowa City Housing Authority for Tenant Based Rent Assistance and
$50,000 to Habitat for Humanity — Affordable Homeownership. This
recommendation will be submitted to City Council for consideration and
approval. Persson seconded the motion. Vote was taken and the motion passed 7-0.
REVIEW AND CONSIDER RECOMMENDATION TO CITY COUNCIL ON
APPROVAL OF FY18 ANNUAL ACTION PLAN
Byler noted that with the amendment to the FY17 Annual Action Plan it changes the
recommended awards to the FY18 Annual Action Plan HOME funds. The options are to 1)
allocate a bunch of money with no guarantee the City will even receive those monies, 2)
allocate no additional money now and when the budget is determined the partners can ask
for more money; or 3) allocate the $140,000 from the awards that were moved to FY17.
Hightshoe noted that if they lower the HOME allocation to $140,000 (does not include set
asides) that changes the administration funds — admin is 10% of the entitlement amount
plus 10% of program income. If the entitlement amount is drastically lower, the CHDO
application only gets 5% of that amount (HOME requirement that CHDO operating does
not exceed 5% of the entitlement amount). Therefore it is better to recommend a
percentage (5%) for The Housing Fellowship CHDO operating allocation rather than an
amount, so it adjusts accordingly with the funds received.
Conger moved to alter the March 7 CDBG/HOME budget HCDC recommendation
to City Council by removing the two HOME projects (ICHA — Tenant Based Rent
Assistance and Habitat for Humanity) from the FY18 Annual Action Plan and
Housing and Community Development Commission
April 20, 2017
Page 7 of 8
altering the HOME budget. Congress has not passed a budget yet and Iowa City
has not received their final entitlement amount. As the City is expecting
additional cuts to HOME, HCDC recommends the following HOME budget:
Successful Living $36,000, The Housing Fellowship Rehab - $97,000, CHDO
Operations $7,000, Housing Rehab. $90,000 (Council set-aside), HOME admin:
$25,500 (Council set-aside). Total HOME budget $255,500. If the final HOME
budget exceeds the estimated HOME budget by $20,000, the available HOME
funds will be allocated to The Housing Fellowship. If the grant is less than
$255,500, the projects will receive a pro -rated amount. If the final HOME budget
is more than $275,500, staff will have another funding round for HOME funds. No
applicant will receive less than the original March 7 HCDC recommendation if
another funding round is needed.
If the CDBG recommendation is within 20% of the estimate, the amount will be
prorated to each project (increase or decrease) up to the requested amount if an
increase.
Olmstead seconded the motion and it passed with a vote 7-0.
Hightshoe stated that last year the City held the "So you want to start a business" series for
primarily early stage entrepreneurs and due to its success it will be offered again this year,
partnering with Kirkwood Community College and other community businesses. It will be a
half-day event at Kirkwood on Saturday, May 20. They already have 25 participants
registered.
Olmstead announced that Sally Scott will be leaving the Coalition at the end of June. If
anyone is interested please let him know.
There was a thank you note included in the Commissioner's packets.
ADJOURNMENT:
Olmstead moved to adjourn. Persson seconded the motion. Meeting adjourned.
Housing and Community Development Commission
Attendance Record
Name
Terms Exp.
5/19
6/16
8/18
9/15
10/20
11/17
12/15
1/19
2/9
2/16
3/7
4/20
Byler, Peter
7/1/17
X
X
X
X
X
X
X
X
O/E
X
X
X
Conger, Syndy
7/1/18
O/E
O/E
X
X
O/E
X
X
X
O/E
X
X
X
Harms, Christine
7/1/19
X
X
X
X
X
X
X
X
X
X
X
X
Lamkins, Bob
7/1/19
X
O/E
O/E
X
O/E
X
O/E
X
O/E
X
X
O/E
McKinstry, John
7/1/17
X
X
O/E
O/E
X
X
X
X
X
X
X
O/E
Olmstead, Harry
7/1/18
X
X
X
X
O/E
X
X
X
X
X
X
X
Persson, Dottie
7/1/17
X
X
X
X
X
X
X
X
X
X
X
X
Seiple, Emily
7/1/18
X
X
X
X
X
X
X
X
X
X
X
X
Vaughan, Paula
7/1/19
---
---
X
X
X
X
X
X
X
X
Key.
X
= Present
O
= Absent
O/E
= Absent/Excused
---
= Vacant
3b(7)
loww IOWA CITY
y� PUBLIC LIBRARY
123 S. Linn St. •Iowa City, IA 52240
rrn SusenCMg•nw 31Y3363]W .,u 3143WNW.www.kplpg
BOARD OF TRUSTEES
Minutes of the Regular Meeting
May 25, 2017
FINAL APPROVED
Members Present: Diane Baker, John Beasley (in at 5:05 pm), Janet Freeman (in at 5:10 pm), Adam
Ingersoll (by phone), Tom Martin, Robin Paetzold, Meredith Rich -Chappell, Jay Semel,
Monique Washington.
Members Absent: None.
Staff Present: Maeve Clark, Susan Craig, Alyssa Hanson, Anne Mangano, Patty McCarthy, Elyse Miller,
Brent Palmer, Angela Pilkington.
Guests Present: Carol Kirsch, incoming Board member, Kellee Forkenbrock, incoming Board member.
Call Meeting to Order. President Semel called the meeting to order at 5:00 p.m.
Public Discussion. Two incoming Board members are visiting the meeting and introduced themselves.
Approval of Minutes.
The minutes of the April 27, 2017 Library Board of Trustees meeting were reviewed. A motion to
approve the Minutes was made by Rich -Chappell and seconded by Washington. Motion carried 7/0.
Items to be discussed.
Election of Officers. A slate of officers for FY18 was presented by the Nominating Committee: Martin,
representing the Nominating Committee presented the slate: President, Jay Semel, Vice -President,
Monique Washington, Secretary, Janet Freeman. A motion to approve the slate of officers was made by
Ingersoll and seconded by Baker. Motion carried 7/0.
Art Gallery. Craig has spoken with our architect about the design required for the meeting room hallway
to operate as an art gallery. Work planned for the Children's Room and the Computer Lab could be
combined with the art gallery. The architect will get back to us. Other steps needed are to revise several
policies, including the Art Advisory Committee policy to update their duties, and the Display Policy.
Craig said we will work with the City's public art person and we have several templates for contracts
from other libraries with art galleries. Today, Craig learned that MERGEjust put up an art exhibit and
plans to continue to do so and spoke with them briefly about it. Washington asked when we will begin
this process. Craig said if the work is incorporated with the other building work, optimistically the
timeline would be later November -December next year. If we miss that time frame, we will need to wait
until next April, after tax season, (when the Computer Lab is used heavily) to be completed. If we move
ahead we hope to be part of gallery walk, the first Friday of the months of March, June, and October.
Martin asked if there will be art in the gallery all the time orjust when there is a show. Craig said having
art shows back to back is more complicated than it seems. There are fewer problems putting up and
taking down shows when there is more time between them. She is recommending three shows a year.
Beasley mentioned the MERGE space and is open to a dialogue with them about a cooperative effort.
He does not think two art galleries are needed. Craig said shejust found out about this today and has
put out some feelers. Rich -Chappell asked if the Art Advisory Committee has been informed of the
changes to their mission. Craig said not yet, although one member was on the committee that toured
the building.
New website. Alyssa Hanson, our Web Specialist, discussed the library's website upgrades. We moved to
a new platform and made many content edits. The website will continue to change. Hanson said we are
building the foundation so we can continue to find new ways to engage patrons through our website.
One of the major updates is the navigation of the website from the side of the page to the top of the
page, which is standard for websites. Hanson said one of the ways we helped identify patron needs for
the website was using a card sort to help in the naming of categories. The contrast of text and its
readability were important considerations in the update. Hanson said current usage data helped drive
the update. She said a majority of people go to the catalog, check their account, and look for new
items. In response, we moved new items to the top of the page on a scroller. Patrons are also interested
in our e -content. Now it is all collocated and easy to find. The home page has a footer with pertinent
information about contacting us, our address, etc., an industry standard. Hanson said another home
page highlight is new materials, with the ability to filter for type, etc. Sometime in June the site will be
switched and you will see the new home page.
Paetzold asked about the search banner, Hanson said the banner is not complete but one will be able
to search in a number of ways when it is finished. Hanson showed Board members the revised Event
Manager, the Library's overall scheduling mechanism and calendar. It is easy to read, update and is
much more responsive than the previous iteration. Additionally, Event Manager looks good on mobile
phones. Other changes include moving our featured events up front to promote them better. Website
statistics led us to identify that people really wanted to know about our new items. Martin asked how
often new items will be updated. Palmer and Hanson said they will be refreshed once a week. The icon
for a new item goes directly to the specific material when you click on it. Paetzold asked how a person
navigates to the calendar. Hanson said using the Calendar category will get you to Event Manager, as
will the Services and Meeting room categories. Hanson is also updating the kid and teen pages of the
website to have them emulate the rest of the new website. Hanson noted these pages are static and do
not have as much information as they could, which is another thing we are working on.
Semel asked about patron complaints about our website. Hanson said the number one thing in the
survey was the default search on our home page was for our website instead of our catalog. Hanson
changed this right away which made patrons happy. There were also comments about readability, small
text size, and items buried a few levels deep. Hanson and Palmer have tried to emphasize to staff that
this is a process and changes will keep on coming. Event Manager is a home grown, custom-made
software module we spent a lot of time building and is heavily used. Maintaining and updating this
software is time intensive. Martin asked if we created the website or if we purchased a shell from
another company. Hanson said our website is built on open source software with a great community of
users and is much easier and moldable than a commercial product. The new look and feel is still
evolving. Hanson said it has been a transition with the redesign. She related that a 180 transition to
something new throws users off guard but gradual, slower change is more palatable and less
overwhelming when rolled out to both internal and external customers. Hanson has been making
changes all along the way so that the "new" website will still feel familiar, despite all of the changes we
make.
Board members left at 5:37 for a tour of the Pelzer mural, Meeting Room D, and the alley mural.
Board members returned at 5:51 pm.
Staff Reports.
Director's Report. Two Library Board of Trustees members were appointed by City Council. The County
Representative will be announced next week. Craig said last night's Pelzer program was great with 62
attendees. Manufacturer representatives are here working on necessary changes to the Bookmobile.
Craig expects we will be back to our schedule on Tuesday morning and the regular summer schedule
begins June 2. Paetzold asked if these are core problems with the vehicle. Craig believes the
manufacturer received the bid and wanted to upgrade the box, but as this is the first time they have
done this there are some challenges they did not anticipate in the new scheme. Paetzold asked if
leakage at the window level is included in the warranty if the fix fails and is a problem again and
wonders how long the manufacturer will back this. Craig is unsure. Mr. Weaver appealed directly to
Craig and wishes to appeal his ban from the library. An appointment to meet on Friday at the City
Attorney's office was made. Craig said if the appeal is denied, the matter could come to the Library
Board of Trustees. Semel asked if this process is set down somewhere. Craig said yes, it first goes to the
Library Director, and then to the Board of Trustees as final arbiter. Freeman asked if he will regain
regular patron status if the appeal is accepted. Paetzold said his rights to use the library are not wiped
away. Paetzold asked if the appeal was in writing or oral. Craig said he is limited to 20 minutes and the
City Attorney will take notes. Craig passed around the game cards for the Summer Reading Programs.
Washington appreciated the bookmobile route on the back of the Window.
Departmental Reports.
Adult Services. No comments.
Community & Access Services. No comments.
Development Office. McCarthy said the next Eat Out to Read event is at Motley Cow on June 7. She said
it is bittersweet as the restaurant is closing on 6/17 and McCarthy is grateful were able to work with
them one last time. McCarthy is putting together materials for Friend's Foundation Board meeting next
week. Semel asked how fundraising is going. McCarthy said it is a challenging time for everyone who is
fundraising. Ingersoll said the Englert and Film Scene are also fundraising as is the UI Museum.
McCarthy said we are trying to be more creative. Washington asked about the hours at Motley Cow;
McCarthy said 5-9.
Volunteer Recognition report. Four volunteers were recognized for 1000 hours of service.
Spotlight on the Collection. No comments.
Miscellaneous. No comments.
President's Report. Semel said being the President of the Library Board is more exciting than he
anticipated.
Announcements from Members. Freeman said the Evaluating Committee is working hard. She
believes this year is particularly significant because it is nearing the end of Craig's tenure and Board
members need to think really hard about what the Director really does and what the Director needs.
Freeman believes this is very significant to the library's future. Beasley asked if MERGE could come and
talk to the Board about what they do. Craig said there is an open house at MERGE on 6/15 from 3-6 pm.
Craig briefly described MERGE in response to a question from Freeman. Ingersoll said it is an
entrepreneurial enterprise. Beasley asked if we could invite them to our June meeting. Paetzold
reminded that the June meeting is the director's evaluation and perhaps July would be a better time to
invite them. Craig said we will invite them. Ingersoll believes there are ways we can collaborate with
MERGE we have not yet thought about. Craig believes there are opportunities for us. Pilkington offered
that we worked with them for STEAM Fest. Martin asked if recently retired members could be invited to
this. Paetzold said this may be her last meeting and wished to thank everyone.
Committee Reports.
Foundation Members. None.
Communications. Email to City Council from James A Weaver.
Disbursements.
The MasterCard expenditures for April, 2017 were reviewed. A motion to approve the disbursements for
April, 2017 was made by Martin and seconded by Freeman. Motion carried 9/0.
Set Agenda Order for June Meeting.
Director evaluation.
Board annual report to the City draft.
Adjournment. A motion to adjourn the meeting was made by Washington and seconded by Rich -
Chappell. Motion carried 9/0. President Semel closed the meeting at 6:16 p.m.
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
MeetingDate
Name.
Term tion
ExpirDiane
7/28/16
8/25/16
9/22/16
10/27/16
11/17/16
12/15/16
1/26/17
2/23/17
3/23/17
04/27/17
5/25/17
6/22/17
Baker
6/30/19
O/E
X
X
X
O/E
X
X
O/E
O/E
O/E
X
X
John Beasley
6/30/21
X
O/E
O/E
X
X
X
X
X
X
X
X
X
Janet Freeman
6/30/19
O/E
X
X
X
X
O/E
O/E
X
X
X
X
X
Adam Ingersoll
6/30/21
X
X
O/E
O/E
X
X
X
X
X
X
X
O/E
Tom Martin
6/30/17
X
X
X
X
O/E
X
X
X
X
X
X
X
Robin Paetzold
6/30/17
X
X
O/E
X
X
X
X
X
X
X
X
O/E
Meredith
Rich -Chappell
6/30/17
X
X
X
X
X
X
X
X
X
X
X
X
Jay Semel
6/30/19
X
X
X
X
X
X
X
X
X
X
X
X
Monique
Washington
6/30/21
X
X
X
X
X
O/E
O/E
X
X
X
X
O/E
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
1 07-1
Approved Minutes 3b(8)
March 16, 2017
MINUTES
SENIOR CENTER COMMISSION
MARCH 16, 2017
ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Mark Holbrook, Kathy Mitchell, Cheryl Clamon, Lorraine
Dorfman, Margaret Reese
Members Absent: None
Staff Present: Linda Kopping, Emily Edrington
Others Present: None
CALL TO ORDER:
The meeting was called to order by Holbrook at 4:00 PM.
RECOMMENDATIONS TO COUNCIL:
None.
APPROVAL OF MINUTES FROM FEBRUARY 16, 2017 MEETING:
Motion: To accept the minutes from the February 16, 2017 meeting as
amended. Motion carried on a vote of 5/0. Mitchell/Holbrook
PUBLIC DISCUSSION:
None.
DISCUSSION OF COMMISSION VISITS AND ALTERNATIVES:
Reese will attend the Board of Supervisors meeting on April 6 instead of March
30. She will be talking about National Healthcare Decisions Day on behalf of
Honoring Your Wishes, as well as provide Senior Center updates.
Clamon tentatively plans to attend the City Council meeting on March 21.
SPACE ARRANGEMENT WITH TRAIL:
Kopping gave an update on the Senior Center's agreement to provide shared
office space to TRAIL (Tools and Resources for Active Independent Living). The
executive director of TRAIL will be sharing an office with the Senior Center's half-
time Development Specialist in room 201. A partnership with TRAIL will be
Approved Minutes
March 16, 2017
beneficial to both organizations. Dorfman noted that this new organization is
modeled after the Village to Village concept with three components: volunteer
assistance with household chores and basic services, referrals to vetted local
service providers, and the coordination of social activities. Mitchell expressed a
concern that there may be financial barriers for the most needy to utilize this
membership -based service. Dorfman noted that there will be low-income
discounts available. Kopping told the group that the organizers of TRAIL are very
enthusiastic and well -coordinated.
MEMBER ENGAGEMENT FAIR TABLE:
The annual meeting this year will take the form of a member engagement fair on
April 13 from 2 - 3:30 PM. Rather than a sit-down lecture event, it will be more of
an open house with information tables for each leadership group (Commission,
Steering Council, Program Committee, Membership Committee, Steering Council
voting). The event will begin with musical entertainment by vocalist, Kristin
DeGrazia. To staff the Commission table, Mark Holbrook will join Kathy Mitchell
from 2 — 3 PM. Clamon and Dorfman will staff the table from 3 — 3:30 PM.
Mitchell noted that there are many long-time Senior Center members who do not
understand the purpose and function of the Commission. Mitchell and Kopping
will work together to plan the Commission table's theme and decor. Some
suggestions for engagement tactics included: a top 10 list, quiz, crossword
puzzle, trivia contest, games, etc. Reese suggested making a fun organizational
chart infographic that illustrates the purpose of each body within the Senior
Center and how their work and resources flow together.
Kopping suggested we use this event to promote the vacancies on the
Commission.
Kopping discussed the need for additional Commission applicants and the
importance of communicating the value and function of the Commission. She
noted that we can promote the fact that the Commission is involved in leadership
and decision making that guides the direction of the Senior Center as a whole
Clamon said that she believes that the majority of participants want to come to
The Center, participate in activities that they enjoy, and then go home. The only
time that most people get involved is when there is a problem or crisis.
The Commission needs to discuss not only what it has accomplished, but to think
about what it wants to do, possibly establishing annual goals. Clamon noted that
at this point the Commission does not have specific tasks that it is engrossed in.
Suggested that we identify some projects/goals we can work on proactively, such
as the kitchen development, reaccreditation, or broader goals such as increasing
diversity of The Center participant base.
Approved Minutes
March 16, 2017
OPERATIONAL OVERVIEW:
We have hired a half-time Development Specialist, Ashley Lindley. She will begin
March 29. She graduated from the University of Iowa with a bachelor's degree in
journalism and a certificate in development and philanthropic communication.
She has worked for two years as an AmeriCorps vista for United Action for
Youth. As Ashley takes over the work related to fundraising, Kopping will be able
to transfer her attention to reaccreditation. Kopping has asked Linda Wastyn to
work with Ashley to set goals for the coming year and get to work.
Kopping provided an overview of the events surrounding Zachary Benedict's
visit, including a tour of Iowa City, a City staff roundtable, a master class with the
UI School of Urban and Regional Planning, and finally a public lecture and panel
discussion at the Senior Center. The events were successfully received and well
attended. Staff reports were discussed.
COMMISSION DISCUSSION:
Reese summarized a discussion earlier in the meeting by saying that the Senior
Center Commission needs to establish annual goals, which will be created under
the guidance of the Senior Center staff and disseminated among participants.
Ideas for immediate goals include:
- Reaccreditation
Kitchen renovation
- Increasing Senior Center membership
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 5/0. Holbrook/Clamon.
Approved Minutes
March 16, 2017
Senior Center Commission
Attendance Record
Year 2016
Name
Term Expires
5/19/1616/11/16
6/16/16
7/21/16
8/18/16
9/15/16
10/20/16
11/17/16
12/8/16
1/19/17
2/16/17
3/16/17
Joy Beadleston
12/31/19
O/E
X
NM
O/E
—
--
--
--
--
--
--
--
Cheryll Clamon
12/31/18
O/E
X
NM
X
X
X
NM
X
X
X
X
X
Lorraine Dorfman
12/31/19
—
—
—
—
—
--
--
--
--
X
X
X
Jack Hobbs
12/31/16
X
X
NM
X
O/E
O/E
NM
X
O/E
--
--
--
Mark Holbrook
12/31/18
X
O/E
NM
X
X
X
NM
X
X
X
X
X
Jay Honohan
12/31/16
X
X
NM
X
X
X
NM
X
X
—
—
—
Kathy Mitchell
12/31/19
X
X
NM
O/E
X
X
NM
X
X
X
X
X
Margaret Reese
12/31/17
O/E
X
NM
X
X
X
NM
X
O/E
X
X
X
Key: X = Present
0 = Absent
O/E= Absent/Excused
NM= No meeting
—= Not a member
La
b(9)
APPROVED
Minutes
Iowa City Telecommunications Commission
May 22, 2017 — 5:30 P.M.
City of Iowa City Cable TV Office, 10 S. Linn St. - Tower Place, Level 3A
Call to Order: Meeting called to order at 5:30 P.M.
Members Present: Nick Kilburg, Laura Bergus, Derek Johnk, Paul Gowder
Members Absent:
Staff Present: Ty Coleman
Others Present: Gerardo Sandoval
Recommendations to Council: None
Approval of Minutes:
Kilburg moved and Gowder seconded a motion to approve the April 24, 2017 minutes as
presented. The motion passed unanimously.
Announcements of Commissioners:
None
Short Public Announcements:
None
Consumer Issues:
Johnk noted there were no issues that had not been resolved. Kilburg expressed some
concern with regard to an issue in the Consumer Issues Report for the month of April
2017, wherein a customer was told he would be charged to access billing statements he
requested from the previous year. Johnk said he would be interested in looking further
into the issue if in the future it is reported that a customer was charged for accessing older
records.
Mediacom Report:
Coleman reported that he had received documents from Mediacom that included an old
version of the letter of credit required per the franchise agreement with Mediacom, but
noted that it did not appear to indicate Mediacom had returned the letter of credit to the
City. Coleman said he would investigate further and commented that the letter of credit
would be needed in a case where Mediacom had violated a term of the local franchise and
had not been able to rectify the situation within the process and timeline specified in the
agreement.
APPROVED
Local Access Reports:
Sandoval mentioned PATV's upcoming June 2, 2017 Bike -in -Theatre event. PATV had
collaborated with the Iowa City Bike Library and Think Bicycles to promote the event.
Sandoval also mentioned the upcoming "I Drag for PATV" fundraising event at Studio
13 on June 28, 2017.
Sandoval referred to some new shows that had been actively producing at PATV,
including shows such as "Intermission," "Little Lady President," and "Time for Soup."
Johnk suggested Sandoval connect with Liberty High School to promote PATV's video
production opportunities. Sandoval said that the Liberty High principal had been on the
program "Education Exchange."
City Cable TV Office Report:
Coleman said the Cable TV Office would be working with Ashten Hayes of the Iowa
City Police Department to highlight a number of summer safety tips.
Coleman also noted that the Cable TV Office had been working in collaboration with
North Liberty and Coralville's TV production offices to put together a short promotional
video for the United Way of Johnson and Washington Counties.
Municipal Broadband Feasibility:
Coleman said he had not yet heard about the potential timeline for scheduling a meeting
between the Commission and the Iowa City City Council regarding municipal broadband.
Coleman said he would follow up with the appropriate staff in order to obtain an
estimation of the date for such a meeting.
Adjournment:
Bergus moved and Gowder seconded a motion to adjourn. The motion passed
unanimously. Adjournment was at 5:46 p.m.
TELECOMMUNICATIONS COMMISSION
12 -MONTH ATTENDANCE RECORD
(x) = Present
(o) = Absent
(o/c) = Absent/Called (Excused)
Gowder
Bergus
Kilburg
Johnk
Homewood
07/25/2016
o
x
x
x
o/c
08/29/2016
x
x
x
x
x
resignation
09/26/2016
x
x
x
o
vacant
10/24/2016
x
x
x
x
vacant
11/26/2016
Meeting not held
due to lack of
quorum.
12/12/2016
x
x
o/c
x
vacant
01/23/2017
o/c
x
x
x
vacant
02/27/2017
Meeting not held
due to lack of
quorum.
03/27/2017
x
x
x
o/c
vacant
04/24/2017
x
x
x
x
vacant
05/22/2017
x
x
x
x
vacant
06/26/2017
o/c
x
x
x
vacant
(x) = Present
(o) = Absent
(o/c) = Absent/Called (Excused)