HomeMy WebLinkAbout2017-11-06 Bd Comm minutesJuly 20, 2017
Page 1
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
JULY 20, 2017 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Minnetta Gardinier, Christopher Lawrence, Robert Libby, A. Jacob
Odgaard, Chris Ogren
Staff Present: Michael Tharp, Eric Goers
11-06-17
4b(1)
Others Present: Matt Wolford, David Hughes, Regenia Bailey, Jeff Davidson, Laura Routh
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
DETERMINE QUORUM:
Odgaard called the meeting to order at 6:02 P.M.
ELECTION OF OFFICERS:
First the election of officers took place. Odgaard noted that they need to elect a new
Chairperson and a new Secretary. Ogren moved to nominate Bob Libby as new
Chairperson. Odgaard seconded the motion. The motion carried 4-0, Gardinier absent.
Second, the position of Secretary was discussed. Libby nominated Chris Lawrence as new
Secretary. Ogren seconded the motion. The motion carried 4-0, Gardinier absent.
APPROVAL OF MINUTES:
New Chair Libby began with a discussion of the minutes from the June 27, 2017, meeting.
Ogren moved to accept the minutes of the June 27, 2017, meeting as presented.
Odgaard seconded the motion. The motion carried 4-0, Gardinier absent.
PUBLIC DISCUSSION:
None.
a. FAA/IDOT Projects: AECOM / David Hughes
i. Obstruction Mitigation — Hughes stated that since the last meeting, they
did receive the official grant from the FAA. The first part of the process
should take about a month, according to Hughes.
July 20, 2017
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ii. South Taxiway Extension — Hughes noted that the taxiway is now
paved and that the contractor is in the process of completing storm
sewers and grading. The plan is to reopen this to traffic within the next
week.
iii. North T -Hangar Restroom — (Gardiner arrived during discussion)
Hughes stated that they took bids today, with eight potential bidders.
Only two bids were received and were more than double the estimate,
according to Hughes. He added that they are recommending rejection of
the bids. Goers shared that he has looked into this and found other
departments within the City running into the same thing. There is so
much work right now in the Iowa City area that contractors are bidding at
very high numbers.
1. Consider Resolution A17-12 accepting bids and awarding
contract — Ogren moved to reject the bids received. Odgaard
seconded the motion. The motion carried 5-0.
b. Strategic Plan — Jeff Davidson began the strategic planning discussion for the
evening. He stated that he likes to begin these sessions by restating why they
are there to begin with, which is: The goal is to create a management tool for
them to use for the next five years, and to get themselves to a place in five years
where they want to be, from where they are right now. He then turned the
discussion over to Regenia Bailey. She spoke to the mission statement and
what it does, and also the vision statement, which is a more aspirational
statement. Bailey began to review the various drafted options, noting that
changes were made in accordance with the Commission's previous discussions.
She noted that verbiage from previous statements has been carried through to
these as well. After reviewing the various options, Bailey asked what Members
thought and if they favored any option in particular. Odgaard asked if it wouldn't
be better to have just one sentence, and Bailey noted that many times it is done
that way. Gardinier stated that one sentence is typically too long and people get
lost in reading it. The discussion centered around draft option 1 and how they
might change the wording there. "It" was suggested to be used in the first
sentence, but after a brief discussion, Members agreed that having "The Airport"
sounds better.
The discussion then turned to the vision statement, with Davidson now leading
the discussion. He noted that the vision statement is what they see in the future,
if the organization is successful. He began to review the three draft options that
were prepared, noting that of the three, he thinks there is an important distinction
to one of them. He asked what Members' thoughts are regarding these options.
Odgaard responded, noting that the first draft brings up a new concept in
stakeholders. It was noted that this is the statement that used to be the mission
statement. Davidson noted that the one thing he believes to be important about
the first option is the strategic goals of the City. He briefly explained how the City
adopted strategic planning goals, around the time when Bailey was on Council
and Davidson was in Planning, and how these goals need to flow throughout the
organization. Any City Council agenda item, for example, should be consistent
with the goals of the strategic plan that the Council has adopted. Davidson
stated that he believes there is value in stating that the 'vision of the Iowa City
Municipal Airport is to be consistent with the City's strategic plan and the goals
that the elected officials for this community set forth.' Goers spoke briefly to this
July 20, 2017
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topic, noting that the City does want the Airport's strategic plan to line up with the
City's, as Davidson has stated. Tharp noted that he also received this message,
that the Council would be appreciative of the Airport's goals and objectives
aligning with the City's goals and objectives. He added that he did print off the
Council's strategic plan for the Commission to review. Discussion ensued, with
Tharp responding to Member questions and concerns, and giving them some
history on the Council's strategic plan. Bailey then spoke to the Council's
strategic plans and how they have changed over the years, especially when a
new Council has been seated.
Davidson again asked if Members had any questions regarding the three vision
statement drafts. Ogren spoke to the second draft, noting that she does not like
the wording "is viewed." She stated that it sounds like they want to change their
image. She suggested taking the third draft and adding strategic goals. The
wording she suggested was: The Iowa City Municipal Airport supports the
strategic goals of the City of Iowa City, and is an integral community asset that
contributes to the region's economic vitality and invokes community pride. The
other Members agreed to this wording. Gardinier then spoke to the second draft,
stating that most of the community doesn't even know about the Airport. Bailey
noted that this one is more aspirational in nature.
Next the discussion centered around the public survey and the Airport
Commission survey results. Bailey stated that Members need to keep in mind
that the survey was to get a sense of the strengths and weaknesses of the
Airport in order to use in the SWOT analysis. The public survey was available for
10 days at the beginning of June and was promoted heavily through the City's
Communication Department with a press release, and Facebook and Twitter
posts, according to Bailey. She stated that 575 public surveys were returned.
She briefly highlighted some of the respondent data for Members, such as 464 of
the 575 were Iowa City residents or 81 %, and 70% of those were east of the
Iowa River and 30% were west of the river. Continuing, Bailey stated that the
largest category of respondents were non-users of the Airport. She spoke to
some of the various categories of respondents and the percent of respondents in
each of these.
Looking at the statement, 'The Iowa City Municipal Airport contributes to the
quality of life in Iowa City,' with 5 being strongly agree or 1 being strong disagree,
and 3 being no opinion. Of the respondents, frequent users came in at strongly
agree and agree, with periodic users coming in with agree. Non-users basically
had no opinion. Members discussed some of the survey results, with Bailey
responding to their questions. Bailey then shared the responses when the
statement, 'The Iowa City Municipal Airport contributes to the economic impact
vitality of Iowa City,' was posed. A list of strengths was compiled from both the
public surveys and the Commission surveys, according to Bailey. She stated
that in response to the question, 'What does the Iowa City Municipal Airport do
well?' responses ranged from 'services' being a popular topic, to 'diverse aviation
community.' Odgaard asked Bailey for some clarification of the 'service'
category. She noted that this refers to things like flight instruction, self-service
fuel, FBO services, wi-fi in terminal, charter service, and courtesy car. Bailey
continued to review some of the comments received before moving on to 'diverse
aviation community.' She reviewed some of the comments, noting that location
July 20, 2017
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was noted as a strength as the Airport is 'self-contained and very accessible,'
'easy to get to downtown.' Odgaard asked what kind of comments were seen in
regards to safety. Bailey responded that the comments were 'managing traffic
and flight patterns well,' and 'a good safety record.'
Bailey then spoke to 'weaknesses or needs improvement' items. She stated that
this came from the question, "What doe the Iowa City Municipal Airport need to
improve?" There were 45 comments linked to 'facilities,' 'public
awareness/marketing' at 45 comments, and 'noise' came in with 30. She noted
there was a huge gap as there were then 12 comments about events. Some of
the comments regarding 'weaknesses,' included 'lack of hangar space,'
'technology,' 'no wi-fi to the hangars,' and 'instrument and precision approaches.'
Bailey stated there were also some comments about maintenance of hangars
and maintenance of runways. Gardinier asked for some clarification of
responses, to which Bailey responded. The 'public awareness marketing' portion
netted a response that, 'The Iowa City Municipal Airport does not do a good job
in sharing information as to what they are actually doing.' Matt Wolford with Jet
Air asked for some clarification on the number of actual responses, and Bailey
spoke to the percentages received. Under the topic of 'opportunities,' Bailey
stated that they only asked for the Commission's response on this one. She then
shared what the Commission's responses were. The Airport being a 'community
space,' was a big one; 'facility improvement,' 'growth of air traffic,' and some
mention of the 'South Aviation Commerce Park' were given, as well as 'attract
businesses and expand services..' Bailey addressed some of the events that
were suggested that the Airport host , such as the 100 -year anniversary
celebration, using Airport space for aviation -related educational training, and the
sponsoring of more community events. More hangars was a big one under
'facility improvement.' 'Increasing medical traffic,' and also 'transient aircraft,'
was mentioned, along with 'increasing businesses' at the Airport.
The discussion continued, with Bailey speaking to the change in pilot
demographics, that it is an aging population. She noted that she was unable to
find much data on this, but that Tharp stated he had some information for her to
read. Bailey added that this is something to consider when it comes to things like
services and flight instruction. 'Obstruction mitigation' was noted as a challenge
for the Airport. Other comments included 'expanding,' 'relocating,'
'misinformation about the amount the City subsidizes for the Airport,' 'frustration
linked to noise, low-flying planes.' Another comment was that the Airport was a
'playground for the wealthy' and that there was a 'better use of tax dollars.'
Bailey stated there were 121 comments in the additional comment section, which
she thought was a good turnout. Davidson reminded the Commission that the
last time they did this they received only 27 comments from the public. Bailey
spoke highly of the Communication Department's involvement and suggestions
in the process.
Odgaard then asked what Bailey and Davidson would take from this data to use
as a message, in just a sentence or two, to put into the strategic plan. Davidson
noted how they handled this portion the last time a strategic plan was done. He
noted that their main task is going to be developing the goals and objectives at
the next Commission meeting. For the remainder of this evening, however,
Davidson noted they would like to go through the existing goals and objectives,
July 20, 2017
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as this is where they will start from. Beginning the list, Davidson noted the first
goal of, 'Maintain effective management structure and strong communication with
the City Council and City Administration.' He added that this goal is from the
original plan, dating back to 2006. He gave a brief history of how it came about.
He stated that he and Bailey believe tremendous progress has been made on
this one. He stated that there are, however, a few things they cannot ignore, with
one being with this relationship is the notion of succession planning. The Council
will be changing over time, Tharp's position will eventually change, etc. The
notion is to keep this relationship with the City a healthy one. As for'funding and
increase/growth....', Davidson added that there has been tremendous
improvement here as well. The operating subsidy has gone from roughly
$100,00 to $10,000 to 20,000. 'Increase use of Airport for aviation and other
community uses,' is one that Bailey and Davidson plan to look at the specific
strategies under this and make sure there are things relevant now for the
upcoming five years. 'Increase the usefulness of the Airport for economic
development,' one that Davidson stated has seen some progress but that there is
more room for improvement here. 'Upgrade taxiways, runways, and other Airport
infrastructure,' Davidson stated that on the aviation side of things, these issues
have been addressed with much progress made in the past few years.
Tharp spoke to some of these issues as well, noting the facility improvements
that have taken place. Davidson noted that a final comment was 'enhance
appearance, curb appeal, accessibility, develop public viewing area.' Davidson
asked if Members had any comments regarding the existing goals. Members
began to discuss their views, noting that the first item has been addressed. The
second item, according to Gardinier, should be reframed. Members continued to
discuss what portions of this they would like to see included. Davidson noted
that they can work on this area and bring it back to Members at the next meeting.
Bailey asked if there was anything else Members wanted them to include with
their work as they move forward on the next draft. Tharp stated that he will put a
memo together using the previous goals and that he can address what they have
done with respect to each one over the past five years or so. Davidson spoke
briefly to some of the short-term ideas they may want to consider. Gardinier
asked if the survey results are available, and Bailey stated they are. She noted
that she has a .pdf of the the results, somewhere around 30 to 40 pages, that
she can send to Members. Davidson stated that if there are any items such as
technological advances that are coming to the Airport, that the Members should
let them know so they can factor in such projects. Bailey asked if there are other
trends being seen in aviation, besides the aging population, that might also be a
factor.
C. Airport Operations
I. Budget — Tharp stated that they are officially into the FY18 budget year.
He has worked with the Purchase Department and they have ordered the
stacking chairs he wanted to have available for community events, and
also chairs for the conference table. Tharp noted that the State has
released a draft of the FY18 aviation program. Iowa City did not make
the list, according to Tharp. He had the chance to speak with a State
programmer on this, and the IT project that was applied for was a no-go,
as was parking lot paving. Tharp responded to Member questions and
concerns, noting that it appears there was not enough funding to go
July 20, 2017
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around. Tharp noted the need for more parking and he stated that he is
recommending they move ahead with the parking lot project, paying for it
themselves. The project was estimated to cost $45,000, which included
about $8,000 worth of engineering. Tharp added that he could see the
State funding shrinking even more in the future. Gardinier asked about
the larger crowds at the Airport recently and Tharp noted charters and
also community groups using the conference room. Tharp stated that if
the Members are okay with it, he will continue conversations with Public
Works and see if they can come up with an actual project for the
Commission to consider.
ii. Management — Tharp stated that he and Josh have done the annual
hangar walk-throughs. Ultimately 59 T -hangars, nine that need wire
replacement, four that need upper door seals, 11 need bottom door seals,
and several doors with random issues. In three hangars the lights were
not working. Tharp stated that he does not have pricing at this point, but
that he is getting numbers together to see what costs may be.
An issue that was brought up last month was having flat screens on the
walls in the terminal. Tharp stated that he spoke with Jet Air's IT person
recently to talk about this idea and they came up with putting two 40 -inch
TVs on the corner of each bay so they can be seen from most every
angle. Various things can play throughout the day, using mini -computers
to serve as the 'brains' of the set-up. Costs are estimated to be around
$800 for the TVs and everything needed to set this up. Members spoke
briefly to what type of programming they would like to see on these
screens. Tharp stated that if the Commission is okay with this, they will
move ahead with the project.
iii. Events
1. Sertoma — Tharp stated that this is still planned for August 201.
He is working with the groups involved to make sure they have
enough parking in the areas where it is typically needed.
Gardinier asked where the taxiway project will be when Sertoma
starts and Tharp responded. He noted that the taxiway will be
open, but that they will not have time to get grass going yet. He
and Wolford have talked about using straw or something like that
if necessary.
Tharp noted that he and Goers, along with Risk Management and
Engineering at the City, have had a couple of discussions about
adding a handrail. They have had a second person trip and fall in
this area. Goers also spoke to the situation, noting that there is no
code requirement on this, but it was felt that a handrail would be a
visual cue to people to prevent them from tripping. Preliminary
estimates put this project around $1,000, according to Tharp.
There may also be some ADA issues, but it should be fairly
straightforward. Members continued to discuss such a railing and
whether they would want to include the ramp area in this project.
Members suggested getting estimates for both options, and
agreed that if the total cost is under $2,000 Tharp should move
forward with the project.
July 20, 2017
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FBO / Flight Training Reports
L Jet Air— Matt Wolford began with sharing the monthly reports. He stated
that the main maintenance task has been mowing and weeding. They
have also been busy with seeding around the new hangar, hoping to get
something to start growing before the Sertoma event. Wolford then
spoke to the Sertoma event and how they plan to use the new hangar as
part of that. Gardinier asked Wolford if he has ever talked with the
Children's Museum about having some type of exhibit at the Sertoma
event. Wolford stated that he is not aware of any communication with
them. Tharp stated that they have suggested this to the Sertoma group in
the past, but that they are the ones planning it. Everyone agreed that it
would be a good idea. The discussion continued, with Members talking
about the Sertoma event and other events for the community that are
held at the Airport throughout the year.
Wolford then spoke to Jet Air and their business. He has hired a new
flight instructor, adding that she graduated from Purdue's aviation
program. Also, one of Jet Air's line guys just received his pilot's license.
In the shop, Wolford noted that he has hired another mechanic.
Continuing, Wolford stated that today he went to an auction and they
ended up buying a lot of things, such as an old fire truck from the Quad
City Air Show. He continued to share with Members some of the other
items that Jet Air purchased. Charter flights have been keeping them
busy, as has sending new pilots for training.
e. Commission Members' Reports — Ogren noted that she will be at Osh Kosh
through Tuesday. Gardinier stated that she is driving to Osh Kosh on Sunday.
She also added that she recently returned from San Antonio and that Stinson
Field is a pretty cool airport that she would highly recommend.
Staff Report — None.
g. 100 -year Anniversary Committee — Ogren stated that there has been no
movement here due to other obligations.
SET NEXT REGULAR MEETING FOR:
The next regular meeting of the Airport Commission will be held on Thursday. August 17,
2017. at 6:00 P.M. in the Airport Terminal Building.
NEW HANGAR TOUR: Commission members along with staff, and Matt Wolford walked to the
new hangar that had recently been built. Wolford described to members the size of aircraft
which could be fit, and demonstrated the hydraulic door of the hangar. Members asked
questions about the hangar to which Wolford responded. Wolford also showed to those present
aircraft which had been parked nearby that were newly based at the airport.
ADJOURN:
July 20, 2017
Page 8
Ogren moved to adjourn the meeting at 8:24 P.M. Gardinier seconded the motion. The
motion carried 5-0.
CHAIRPERSON DATE
July 20, 2017
Page 9
Airport Commission
ATTENDANCE RECORD
2017-2018
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
TERM
0
0
0
0
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+
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O
O
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0
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NAME
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0
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W 0
07
O
Oi
Qi
V
V
V
V
V
V
V
Minnetta
07/01/19
O/
O/
Gardinier
X
X
X
X
X
X
X
X
X
X
E
'E
X
X
Chris Ogren
07/01/18
/
X
X
E
X
X
X
X
X
X
X
X
X
X
X
A.Jacob
07/01/18
O/
Odgaard
X
X
X
X
X
X
X
X
X
E
X
X
X
X
Julie
07/01/17
O
Bockenstedt
//
O/
O/
N
X
E
X
E
X
X
X
X
X
X
E
X
E
M
Robert Libby
07/01/20
O
O
I
I
Ol
X
E
X
X
O
O
E
X
X
X
X
X
E
X
Christopher
07/01/21
N
N
N
N
N
N
N
N
N
Lawrence
NM
M
IV
U
M
M
M
NM
NM
NM
M
M
M
X
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
Z4b(2)
-06-17
August 17, 2017
Page 1
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
AUGUST 17, 2017 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Minnetta Gardinier, Christopher Lawrence, Robert Libby, A. Jacob
Odgaard, Chris Ogren
Staff Present: Michael Tharp, Eric Goers
Others Present: Matt Wolford, David Hughes, Regenia Bailey, Jeff Davidson
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate
action):
None.
DETERMINE QUORUM:
Chairperson Libby called the meeting to order at 6:01 P.M.
APPROVAL OF MINUTES:
Libby began with a discussion of the minutes from the July 20, 2017, meeting. Ogren moved
to accept the minutes of the July 20, 2017, meeting as presented. Lawrence seconded
the motion. The motion carried 5-0.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION/ACTION:
a. FAA/IDOT Projects: AECOM / David Hughes
L Obstruction Mitigation — Hughes stated that the contractor has about
another week before they finish up on this project. He hopes to be able to
submit this to the FAA by the end of the month. Hughes added that they
are still awaiting the overall schedule and hope to have this by the end of
the month as well. Odgaard asked why it takes so long for the FAA to
complete their portion, and Hughes responded, noting that this is just the
way the government process goes.
ii. South Taxiway Extension — Hughes moved on to the south taxiway
extension project, noting that this has been completed. He added that
everything looks good and there are no issues to contend with.
1. Consider a resolution accepting work — Gardinier moved to
approve Resolution #A17-13, accepting the south taxiway extension
August 17, 2017
Page 2
work as complete. Ogren seconded the motion. The motion carried
5-0.
iii. North T -Hangar Restroom — Hughes noted that he made several calls
and left messages, with only one return call, in regards to bids for this
project. He stated that the one return call was also the highest bid they
received on this project from Calacci Construction and that they told him
that the bid as presented was written down wrong, that it should be more
in the $107,000 range. Hughes continued, stating that during their
conversation, John Calacci stated that a 'bare bones' project would be
$80,000 to $90,000, on what had originally been estimated to be a
$50,000 project. Members asked why the big difference in costs and
Hughes responded that it has to be due to the large amount of
construction in the Iowa City area currently. Gardinier asked if the City
has a department that takes care of these types of projects, and Attorney
Goers responded that the City would also bid out on a project like this.
He added that when the City does office renovations, for example, they
bid out for the work and follow the same procedures as the Commission.
Gardinier asked for clarification on the bidding process and Hughes
responded, noting that the project was advertised through the newspaper,
the City web site, and the Council of City Governments. Hughes
attempted to explain the high bid prices received and why this tends to
happens when local contractors are already swamped with work. Wolford
with Jet Air stated that the local plumber who does work for them stated
that the project looked 'too complex' for him. Tharp stated that one thing
he and Hughes have discussed with regard to rebidding this project is
that they could go back and make some changes, such as just having the
restroom 'roughed in' and then finishing it themselves. Members
continued to discuss this project and how they would like to proceed in
getting it completed. Questions were asked of Tharp and Hughes on
delaying the bid process until spring, with Tharp stating that he has talked
to the State and has walked them through the anticipated plan. He added
that they were agreeable to work with the Airport to see this project
through to completion. Wolford asked if the City has a set of plans that
they use when the Parks Department puts a restroom/building in the
City's parks. Hughes asked Attorney Goers if Parks would have such
plans, and if they do the restrooms in the parks as a separate entity.
Goers responded that he would be glad to find out the answers to these
questions, if the Commission would like him to. Hughes stated that since
they have some time on this project, he can look into getting some
information from Dallas County on the pre -fab they have on the bike trail,
as well as talk to the Parks Department at the City about the restrooms in
the parks. Jeff Davidson stated that he knows of a custom-built restroom,
also on a bike trail, that cost around $250,000.
b. Strategic Plan — Jeff Davidson began the evening's strategic planning
discussion. He reminded Members what the goal of the strategic planning is and
how the addition of 'success indicators' will be of great help to them in measuring
progress. He stated that first he would like to have Tharp go over the annual
report that was recently completed. Tharp began by sharing a summary of the
accomplishments of the last five-year strategic plan. He explained how he laid
out the summary, noting that he tried to show the steps for achieving each of
August 17, 2017
Page 3
these goals. Tharp began going through the summary, addressing each of the
accomplishments by explaining how these were met and what steps were taken
in each. Tharp added that with the reduction of their outstanding debt, the
support that was previously needed to maintain operations has been reduced.
He noted that the various grant programs are what help to keep aviation going,
adding that several projects over the years were supported with both federal and
state dollars.
Continuing, Tharp spoke to the various events that have taken place at the
Airport and the continued plan to host these. He also spoke to the conference
room in the terminal building and the increased interest in using it for meetings.
Working with Jet Air, Tharp noted the various Chamber of Commerce events
they have hosted together, as well as with ICAD and other community groups.
He also noted how these groups are important when it comes to economic
development at the Airport. With the updating and improving of Airport
infrastructure, Tharp noted the opportunities for more businesses to use the
Airport, and also to bring more businesses to the Iowa City area.
Davidson then continued, noting that a lot of what Tharp just reviewed is what
they will be continuing to work on in the new five-year plan. He added that he
and Bailey believe they should be able to wrap things up by October, November
at the latest. He stated that they would like to walk through the draft goals,
strategies, and success indicators today, giving Members the next month in
which to review these and pass along any comments. At the September
meeting, the Commission could review the draft plan, and if no changes are
needed, the final plan could be adopted at the October meeting. The final step
then, according to Davidson, would be for the Commission to present the report
to the City Council. Looking first at the Mission Statement, Davidson noted that
this is the reason for the organization's existence. The Vision Statement then,
according to Davidson, is what the Commission sees in the future, if the Iowa
City Municipal Airport is successful. Davidson asked if Members had any final
changes they would like to make to these two sections. Speaking to the SWOT
analysis, Davidson noted the survey results that were received this time around.
Moving to, the goals as outlined by Tharp, Davidson noted that with the first goal
they have made tremendous accomplishments here. This is also one of the
goals that they believe should continue to be part of the strategic plan. The
second goal, according to Davidson, is another that needs to continue, with the
South Aviation Commerce Park out there as a distant goal. The third and fourth
goals are ones that need to be addressed in the next five years, as well, and
those will be included in the new plan. The fifth goal is one that can definitely be
checked off the list, according to Davidson. The runway extension and all that
went along with it has been very successful. The final goal is one that Davidson
also noted as staying in the new plan.
Bailey then moved on to reviewing draft goals that they have prepared for the
Members' to respond to. The first goal is 'Continue strong communication with
the City Council, City administration,' with the addition of 'Seek opportunities to
collaborate with other City departments.' She further noted that using the
strength of the City and the various departments could open up opportunities for
August 17, 2017
Page a
collaboration. Continuing with the goals: 'Develop and maintain adequate
funding mechanisms for Airport operations and facility improvements and
maintenance;' 'Increasing the use of the Airport for aviation and other community
uses,' again another carry-over from the previous strategic plan; 'Maintain the
safety and aesthetic appeal of the Airport infrastructure;' and 'Implement the
Airport's Master Plan.' Bailey noted that the Commission will want to keep the
master plan in front of them, along with the strategic plan, as they work with
Tharp on the various projects they want to complete.
After a brief review of the goals, Bailey moved into more detail on each one. She
touched on the issue of having the Airport's strategic plan line up with the City
Council's strategic plan. She emphasized the importance of collaborating with
other City departments, and perhaps even other entities within the County, which
would align them with the Council's plan. Bailey continued showing the linkages
between the Airport's plan and the Council's plan, noting that it will be important
to point these out when they present their plan to the Council. This then led her
to review the strategies needed to reach these goals. Speaking to the City
Council's plan and the issue of communication, Bailey stated that at least
quarterly a Commission Member or the Operations Specialist needs to attend a
Council meeting to give them an update. She noted why this is a good thing,
pointing out that these meetings are televised, thus giving the Airport even more
exposure to the public. Members then spoke to this, agreeing that they should
take part in attending Council meetings and presenting an update.
Continuing, Bailey spoke to a new strategy - 'Provide a tour of the Airport and
Airport facilities to City Council Members and City Council candidates in election
years.' She added that this is an election year. She emphasized the importance
of having the Commission Members involved, not just the Airport Specialist.
Another new strategy -'Once a Commission Member is affirmed, they should
appear before the Council.' Bailey noted how this would then give a face to the
newly appointed position, introducing the person to Council during the
'Community Comment' portion of their meeting. Speaking to the Parks and
Recreation's newly completed master plan, Bailey noted that for this side of town,
it is identified as having a lack of parkland and green space. She stated that
perhaps there is an opportunity to collaborate on making the viewing area more
of a green space for the area.
Speaking to the success indicators, Bailey gave some examples of this, such as,
'Did you present the strategic plan to the City Council?' Another example given
was, 'Did we prepare the annual report and present it within two months of the
end of the fiscal year?' Bailey reiterated that these are items they can check off
as they are completed, thus giving them a way to measure the progress. She
continued to work through some ideas for success indicators for each of the
goals, emphasizing ways to keep things current as the Airport operations move
ahead. Under the funding sources goal, Bailey stated that private funding might
be a source as well, if such would even be available. She then spoke to Airport
revenue covering Airport operational expenses, as well as receiving adequate
grant funding to upgrade and maintain high-quality facilities. Looking at
increasing usage at the Airport, both aviation related and not, Bailey stated that
they will need to communicate more. There needs to be some type of marketing
plan and messaging that will need to take place, in order to increase such usage.
August 17, 2017
Page 5
Using the upcoming 1001 anniversary celebration, Bailey noted that this is a
perfect example of how they will need to increase promotion of the Airport and
any events taking place there. This might be a place for collaboration with the
City's Communications Department. The City's Economic Development staff
would be another avenue for possible collaboration, according to Bailey.
Davidson and Bailey both spoke to how Economic Development might be able to
play a role in increased business at the Airport.
Moving on to the goal of maintaining the safety and aesthetic appeal of the
Airport infrastructure, Bailey brought up the issue of needing a sidewalk along
Riverside Drive and how the Airport might want to advocate for this getting done.
Members spoke to the nearby trail system and the possibility of bringing that
across the road. She briefly touched on aesthetics at the Airport and the viewing
area, and then wrapped up the draft goal discussion. Davidson asked that the
Members give some thought to what has been proposed and submit any
comments or questions to Tharp, who can then forward them on to Bailey and
Davidson. Members spoke again to possible collaboration with the Parks
Department and working together to upgrade the viewing area at the Airport.
They also touched again on increasing events at the Airport, citing examples
such as monthly bar-b-que cookouts and other family events.
C. Airport Operations
I. Budget — Tharp stated that they have received a quote on painting the
three T -hangars on the north side. The estimate is about $6,000 per
building. He added that he would like to get a few more quotes before
they make a final decision. Tharp stated that he has been working with
Ted, Jet Air's IT person, on getting flat screens going on the main floor of
the terminal building. Another capital project in the works is the
replacement upgrade of the tank monitoring station in the University
hangar. Tharp stated that he has an initial quote of about $12,000 and he
is reaching out for more quotes here as well.
1. 2017-2018 T -Hangar Rates — Tharp stated that anyone who is a
current T -hangar tenant would need to recuse themselves from
this part of the discussion. Gardinier and Libby recused
themselves at this point. Continuing, Tharp stated that he did his
usual surveying of other Airports to see what they are currently
charging and everyone has stayed flat on their rates, except for
one airport who had a $10 increase. He shared what he is
experiencing with his waiting list and added that it is taking him
longer to fill these. Tharp stated that his recommendation for T -
hangar rates is to keep them the same. He noted that if they were
to adjust for inflation, it would be roughly a 5% increase. It was
two years ago that an adjustment was made to the south T -
hangars, according to Tharp. Ogren stated that she agrees with
Tharp's recommendation, as did the other Members, Odgaard and
Lawrence. Tharp added that with a decrease in mowing, as the
seasons change, he would like to take advantage of Jet Air's
maintenance people being able to help with hangar maintenance
items, such as door seals and upgrading to LED lighting.
ii. Management — None.
iii. Events
August 17, 2017
Page 6
Pancake Breakfast — Tharp stated that the pancake breakfast is
officially being put on by the Optimist Club, as was touched on
earlier in the evening. He added that the SERTOMA group, after
disbanding, has basically joined in with the Optimist Club.
Gardinier asked if there has been much advertising done for it,
and Tharp responded that he did hear a radio ad earlier today in
fact. Wolford added that it appears there will be more going on
during this year's breakfast, such as the bookmobile being present
and the Children's Museum. Tharp explained some other
changes, such as with parking, that will be taking place this year.
Tharp noted that a few weeks ago he was able to participate with
the University when Senator Ernst was in town. She took a tour of
the University's lab while here.
d. FBO / Flight Training Reports
L Jet Air— Matt Wolford shared the monthly maintenance reports with
Members. He noted some of the highlights for them, with mowing topping
the list, along with weeding and preparing for the pancake breakfast.
Gardinier asked what the board at the terminal building refers to and
Wolford explained what this entailed. Libby stated that the Jet Air crew
has been doing a great job around the Airport.
Wolford also spoke about his part-time help being gone now that school is
back in session. He recently hired one full-time worker and may have a
few part-time positions open soon. Charters, sales, and maintenance
have all been about the same, according to Wolford, and everyone is
keeping busy. He also shared that they have hired several new pilots,
including one to work as a flight instructor. Wolford stated that they hope
to get wi-fi going to the new hangar soon, as well as security cameras.
Gardinier asked about the overgrown shrubbery by the highway and if it
could be removed and replaced with something nicer. Tharp responded
that he can look into this and that he will put this on the agenda for next
month's meeting.
e. Commission Members' Reports — Gardinier stated that she will be flying
somewhere to watch the eclipse. Members briefly spoke to this. Tharp noted
that he may be interested in doing this as well. Ogren stated that Oshkosh had a
good event this year and that she saw Gardinier at the show. Lawrence stated
that it was a good show, as he also attended.
Staff Report — Tharp stated that August 28-30 is the Four States Regional
Conference in Kansas City that he will be attending. September 15-18, Tharp
will be off that Friday and Monday for a four-day weekend. He again spoke to
the eclipse and the possibility of going somewhere to see it.
g. 100 -year Anniversary Committee — Ogren stated that today she received
Tharp's responses and they agreed the committee should try to meet as a group
and go over the questions before the next Commission meeting. After some
discussion, the subcommittee agreed to meet on Monday, September 11.
August 17, 2017
Page 7
SET NEXT REGULAR MEETING FOR:
The next regular meeting of the Airport Commission will be held on Thursday. September 21.
2017. at 6:00 P.M. in the Airport Terminal Building.
ADJOURN:
Ogren moved to adjourn the meeting at 8:15 P.M. Lawrence seconded the motion. The
motion carried 5-0.
CHAIRPERSON DATE
August 17, 2017
Page 8
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
o
0
0
0
0
0
0
0
0
W
A
Of
T
V
00
NAME
EXP.
N
o
m
m
m
0
C11
-4
0
01
O
m
a)
V
V
V
V
V
V
V
V
Minnetta
07/01/19
O/
O/
Gardinier
X
X
X
X
X
X
X
E
'E
X
X
X
Chris Ogren
07/01/18
X
X
X
X
X
X
X
X
X
X
X
X
A.Jacob
07/01/18
0/
Odgaard
X
X
X
X
X
X
E
X
X
X
XX
Julie
07/01/17
O/
O/
N
N
Bockenstedt
O/E
X
X
X
X
X
X
E
X
E
M
M
Robert Libby
07/01/20
O
/
O/
X
O
O
E
X
X
X
X
X
E
X
X
Christopher
07/01/21
N
N
N
N
N
N
N
Lawrence
NM
NM
M
M
M
M
NM
M
M
M
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
September 21, 2017
Page 1 4b(3)
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
SEPTEMBER 21, 2017 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Christopher Lawrence, Robert Libby, A. Jacob Odgaard, Chris Ogren
Members Absent: Minnetta Gardinier
Staff Present: Michael Tharp, Eric Goers
Others Present: Matt Wolford, David Hughes, Regenia Bailey, Jeff Davidson, Barb
Peterson
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
DETERMINE QUORUM:
Chairperson Libby called the meeting to order at 6:00 P.M., after declaring a quorum.
APPROVAL OF MINUTES:
Libby began with a discussion of the minutes from the August 17, 2017, meeting. Odgaard
moved to accept the minutes of the August 17, 2017, meeting as presented. Ogren
seconded the motion. The motion carried 4-0, Gardinier absent.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION/ACTION:
a. Event Host Request for Alcohol — Tharp stated that the Shelter House is
working with Jet Air to host an event at the Airport on October 13, and that they
would like to be able to serve alcohol at this event. He noted that staff is
recommending approval of this request. The event will be held in Jet Air's new
hangar, hangar N. Members briefly discussed the need to look at their policy
concerning such requests, for both public and private events. The vote was
unanimous to allow the request for alcohol to go forward.
b. Strategic Plan — Bailey began the discussion with Members, stating that
tonight's goal is to confirm the goals, strategies, and success indicators that were
discussed at the previous meeting. She shared the draft document with
Members, noting that on the front it says '2019-2023.' She also made the
September 21, 2017
Page z
suggestion of having a group photo with everyone, noting how the Council has
done this with their plan. Davidson then began walking the Commission through
the draft plan, beginning by reiterating how the Airport's plan is consistent with
the City Council's strategic plan goals. He stated that this is something the
Commission will want to highlight with the Council. Starting with the first goal —
continue strong communication with the City Council, City Administration; seek
opportunities to collaborate with other City departments — Davidson noted that
this goal is one that was stressed the most 10 years ago when the initial plan
was done, in order to improve relations with the City. He stated that everyone
has done a great job rectifying this situation, but that it is something they should
still continue. The City Council's goal of 'enhancing community engagement and
inter -governmental relations' is directly related to this goal. At this point
Davidson asked the Chair if he should continue going through each goal at this
point. The question was asked if there were any significant changes from the
last meeting, and Davidson stated that they were not, that they did not receive
any new information to add to the strategic plan.
Continuing, Davidson highlighted some specific areas for Members. On the third
bullet, it states that 'at least quarterly an Airport Commission Member or Airport
Operations Specialist will attend City Council meeting and give an update on
activities.' He asked if 'quarterly' is the timeframe the Commission would like to
keep here. Members briefly discussed this, with Tharp giving suggestions on
how they might want to handle this. After continued discussion, Members agreed
that'at least twice per year' should cover regular updates, with more being added
if necessary. Davidson then spoke to the visibility of the Airport and ways to let
the public know about them. Moving on to the success indicators, Davidson
noted that this will give Members a more complete plan. Speaking to the annual
report presentation to the Council, Davidson noted that this would give them a
deadline of September 15t. He asked if this is okay or if Members want to make
changes here. Tharp spoke to this, noting that typically he does the annual
report in February and explained why it works out better for the Airport to do this.
After some discussion, Members agreed that it should remain 'within two months
of the end of the calendar year,' instead of the 'fiscal year.'
Moving to the second goal — develop and maintain adequate funding
mechanisms for Airport operations, facility improvements, and maintenance —
which is consistent with the Council's goal of 'maintain a solid financial
foundation.' Speaking to the amount of funding received from the City itself,
Davidson asked Members if they feel they need a percentage in here or not.
Members discussed this issue, with Lawrence noting that he believes they should
leave this in the goal, that there is a general perception in the public that airports
consume a lot more local funds than they actually do. Members agreed that they
would like to have the 10% here, with the wording of 'Airport's operating budget'
added. Ogren questioned the use of 'adequate funding' in this goal, and also the
strategy of 'increase revenue.' She stated that they have done this and she
questioned what the expectation is in terms of this. Continuing, she noted that
while increasing revenue is a good thing, she questioned how much of that is
what they are working towards versus providing a good service. Bailey
suggested the wording: 'maintain adequate revenue generated by Airport
operations by regularly reviewing and revising.'
September 21, 2017
Page 3
The third goal — increase use of the Airport for aviation and other community
uses — is related to the Council's goal of 'enhancing community engagement and
inter -government relations.' Davidson stated that in reading through the
strategies, he believes the Commission may want to consider bringing in
someone who has expertise in marketing strategies. Speaking to the success
indicators, Davidson noted that to accurately measure some of these goals, data
will need to be collected. Speaking to the final bullet point, at least two new
economic development ventures at the Airport within the next five years, he
asked if this is realistic or not. Bailey stated that this would most likely involve
some specific type recruitment, where perhaps a brainstorming type of meeting
with the City's economic development coordinator could take place. Ogren
questioned this goal, stating that it may be more work than they think. Bailey
then suggested the wording of 'pursue' these economic development ventures.
Members briefly discussed this idea and agreed to these changes.
The fourth goal — maintain the safety and aesthetic appeal of the Airport and
Airport infrastructure — Davidson noted that this is the non -aviation side of
operations. This includes such things as sidewalks, painting of hangars,
landscaping, as well as the parkland greenspace they have discussed. Ogren
suggested they specify which hangars would be painted, as it would be the north
hangars. She also questioned the idea of 'regular painting' of the hangars being
realistic. Discussion then took place among Members regarding this issue. They
agreed that if they were to make this a budget priority, it would then get done
regularly, which has not been the case in the past. The Commission also agreed
that aesthetics are what will help bring additional business.
Moving to the final goal — Airport master plan — Davidson stated that this is fairly
straightforward. He asked if Members had any questions or comments at this
point. Odgaard noted that the Airport's 100 -year anniversary is coming up next
year and that he did not see this anywhere in the goals. It was noted that the
strategic plan is for 2019, and the celebration/anniversary is in 2018. Bailey
pointed out that in the 'marketing plan,' it does mention that a celebration will be
taking place. Continuing, Bailey stated that they will make the changes that the
Commission discussed today and will then get the updated version to Members.
The target is to adopt the strategic plan at the October meeting, unless there are
additional changes needed.
C. FAA/IDOT Projects: AECOM / David Hughes
I. Obstruction Mitigation
1. Environmental Assessment - Hughes first gave Members some
background on the environmental assessment (EA) and how they got to
this point. He noted that this was proposed in July of 2017, with the EA
process slated to be completed in May of 2018. Hughes stated that the
process got off to a late start, as the grant did not come in until mid-July.
At this point the initial submittal has been made to the FAA. He spoke
further to this, noting how the recently completed master plan addresses
the obstruction mitigation issues. Speaking to the first phase of the
environmental process, Hughes noted that there is an architectural and
historic component. He shared information from this report, noting the
history of the Airport itself. Continuing, Hughes stated that the FAA has
done their initial assessment of the documents and that they are ready to
September 21, 2017
Page 4
forward them on to the State Historic Preservation Office. The EA is
expected to be ready for public input by the end of the year. Tharp then
spoke to the November/December timeframe, noting that there will be
public hearings and neighborhood meetings held at that time. He expects
to have more information regarding these meetings by next month's
Commission meeting. The discussion continued, mainly along the lines
of funding that is expected to be available at both the state and federal
level.
ii. North T -hangar restroom — Hughes stated that they plan to bring this up
again at the November meeting so they can begin the bidding process.
d. Airport Operations
i. Budget — Tharp stated that the FYI budget season is rapidly
approaching. He suggested the subcommittee meet, especially in light of
the master plan and strategic plan goals that have recently been
completed. He noted that they should probably look at some of these
goals and see how they can fit them into the budget. Obtaining pricing
estimates and other such data will be necessary in order to prioritize
these goals. Tharp stated that they may need to have a special work
session in order to approve what the Airport would be submitting to City
Hall for their FYI budget. After further discussion, Members set a
budget work session for Thursday, October 5 at 6:00 P.M.
ii. Management -
1. Front (Riverside Drive) Greenspace — Tharp then spoke to this
issue, noting that the Commission had shown an interest in making some
changes to the area that fronts Riverside Drive. He noted that to the
south there is some overgrown shrubbery that isn't too bad, but as you go
north the area is very closed in with growth. Odgaard suggested they add
another Airport sign, like the current one. Tharp stated that he will try to
get some pricing together prior to the budget meeting. Members
continued to share their ideas on how they might improve the aesthetics
around the front entrance and grounds of the Airport.
iii. Events — Tharp stated that other than Shelter House's event in October,
nothing else is planned for the rest of the year at this point. He spoke
briefly to the pancake breakfast, noting that it was a success again this
year.
e. FBO / Flight Training Reports
L Jet Air — Matt Wolford with Jet Air began with the monthly maintenance
reports for August and September. He highlighted some items for
Members — extra trimming and getting ready for the pancake breakfast;
picking up trash; filling in of holes and ruts; cleaned the floors in hangar
N/M; and replaced hangar 20's door knob. Moving to September, one big
item was painting of the men's restroom in the terminal building.
Speaking to Jet Air, Wolford noted the upcoming Shelter House event in
October. He shared that Jet Air will have a booth, through their fuel
supplier, at the upcoming aviation conference. Wolford noted that this
conference is the largest in the world. This year the event is being held in
Las Vegas, October 10 —12. He also spoke to some upcoming ground
school programs they are planning. Continuing, Wolford stated that they
September 21, 2017
Page 5
are keeping busy with all aspects of their business. He added that they
have hired two more pilots, one based out of Illinois and the other lives in
West Branch.
Commission Members' Reports — None.
g. Staff Report — Tharp spoke about the upcoming Council orientation meeting. He
believes the time is 5:30 to 7:30 P.M. at the Eastside Recycling Center. It is
basically a candidate orientation meeting where the City department heads will
speak about their departments and what they do in relation to the city.
h. 100 -year Anniversary Committee — Ogren stated that the fuel survey was sent
off earlier this week. Tharp stated that in the next few weeks he would like to
have another meeting so they can put a vision to this event and start to move
forward.
SET NEXT REGULAR MEETING FOR:
The next regular meeting of the Airport Commission will be held on Thursday. October 19,
2017, at 6:00 P.M. in the Airport Terminal Building. The special budget work session will be
Thursday. October 5, 2017, at 6:00 P.M.
ADJOURN:
Ogren moved to adjourn the meeting at 7:35 P.M. Odgaard seconded the motion. The
motion carried 4-0, Gardinier absent.
CHAIRPERSON DATE
September 21, 2017
Page 6
Airport Commission
ATTENDANCE RECORD
2016-2017
Key.
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
TERM
N
N
w
a00
N
rn
m
m
NAME
EXP.
r
N
rn
N
o
N
ia
=
N
o
N
Ol
A
V
V
J
J
V
V
J
V
V
Minnetta
07101/19
O
Gardinier
O/
O/
/
X
X
X
X
X
E
E
X
X
X
E
Chris Ogren
07/01/18
X
X
X
X
X
X
X
X
X
X
X
A.Jacob
07/01/18
0/
X
Odgaard
X
X
X
X
E
X
X
X
X
X
Julie
07/01/17
O/
O/
N
N
N
Bockenstedt
X
X
X
X
X
E
X
E
M
M
M
Robert Libby
07/01/20
O/
X
O
O/E
X
X
X
X
X
E
X
X
Christopher
07/01/21
N
N
N
N
N
X
Lawrence
M
NM
NM
NM
M
M
M
M
X
X
Key.
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
September 21, 2017
Page 7
NM = Not a Member at this time
October 5, 2017
Page 1
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
OCTOBER 5, 2017 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Christopher Lawrence, Robert Libby, A. Jacob Odgaard, Chris Ogren,
Minnetta Gardinier
Members Absent:
Staff Present:
Others Present:
None.
Michael Tharp
Matt Wolford,
DETERMINE QUORUM:
Chairperson Libby called the meeting to order at 6:02 P.M., after declaring a quorum.
ITEMS FOR DISCUSSION/ACTION:
11-06-17
4b(4)
Budget work session — Tharp discussed the FY2019 budget process with Commission
members. Tharp then discussed the details and projects the Commission had been recently
discussion. Commission members asked Tharp questions regarding the budget and projects to
which he responded. Commission members voted by consensus to prioritize work on the
viewing area, Riverside Drive entryway, and re -painting the North t -hangars as priority projects
to be completed by June 1, 2018. Tharp stated he would have final budget submittals ready for
the regular Commission meeting.
ADJOURN:
Ogren moved to adjourn the meeting at 7:30 P.M. Odgaard seconded the motion. The
motion carried 5-0.
CHAIRPERSON DATE
October 5, 2017
Page 2
Airport Commission
ATTENDANCE RECORD
2016-2017
Key.
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
TERM
�
N
0
0
N
0
W
0
A
0
N
0
01
0
V
0
00
0
fD
O
NAME
EXP.
.�+
Z!
R
N
o
N
N
N
o
N
O
4
OI
01
J
J
V
V
V
J
V
J
V
V
Minnetta
07/01/19
O
Gardinier
O/
Ol
I
X
X
X
X
X
E
E
X
X
X
E
X
Chris Ogren
07/01/18
X
X
X
X
X
X
X
X
X
X
X
X
A.Jacob
07/01/18
O/
Odgaard
X
X
X
X
E
X
X
X
X
X
X
X
Julie
07/01/17
O/
O/
N
N
N
N
Bockenstedt
X
X
X
X
X
E
X
E
M
M
M
M
Robert Libby
07/01/20
O/
O
O/E
X
X
X
X
X
E
X
X
X
X
Christopher
07/01/21
N
N
N
N
N
Lawrence
M
NM
NM
NM
M
M
M
M
X
X
X
X
Key.
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
October 5, 2017
Page 3
NM = Not a Member at this time
4b(5)
MINUTES
BOARD OF ADJUSTMENT
JULY12,2017
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT:
MEMBERS ABSENT:
STAFF PRESENT:
OTHERS PRESENT:
Gene Chrischilles, Becky Soglin, Tim Weitzel
Connie Goeb, Bryce Parker
Susan Dulek, Sarah Walz
Vicky Stadther
The meeting was called to order at 5:15 PM.
ROLL CALL:
APPROVED
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.
Chrischilles moved to approve the minutes of June 14, 2017.
Weitzel seconded the motion.
A vote was taken and the motion carried 30.
@] 211111 WI1431 Ga�IQ�I�IdI
Discussion of an application submitted by McDonald's USA LLC for a special exception to
allow the expansion of a drive-through facility in the Community Commercial (CC -2) zone at
1861 Lower Muscatine Road.
Walz explained that the area where McDonald's is located is part of the larger Iowa City
Marketplace Shopping Center (formerly the Sycamore Mall) and the entire area is zoned CC -2.
Across the street to the east is an industrial zone and other CC -2 properties. There is
residential properties some distance to the north and west, but not directly adjacent. Walz
showed images of the site. Access to the McDonald's is through the Marketplace driveway
system and not directly off the public street. The McDonald's has operated in this location with
a drive-through for more than two decades and there have been no issues to date. However
Walz explained there are aspects of the McDonald's site and overall Marketplace site that
don't meet current zoning standards including a lack of a setback from the public right-of-way
(the current standard requires a minimum of 10 feet with landscaping to provide better
separation from vehicle and pedestrian areas).
Board of Adjustment
July 12, 2017
Page 2 of 6
Weitzel asked if the setback was to be 10 feet from the sidewalk. Walz stated it is to be 10
feet back from the property line and currently the parking area goes right to the sidewalk
(which is the property line) and there is no setback or green space.
Walz continued and noted that right now there is not a pedestrian route to the restaurant (the
shopping center also lacks a pedestrian route). Walz pointed out that as part of the TIF
financing agreement was granted in phases and in the next phase they will be required to
provide pedestrian access to the shopping center and that will need to be completed by the
end of this year. She added that of all the businesses in the shopping center area, McDonald's
has probably the most landscaping. Additionally with the improvement of Lower Muscatine
Road better sidewalk access and ADA curb cuts were provided.
Walz discussed the specific standards beginning with Access and Circulation which states
wherever possible and practical, drive-through lanes shall be accessed from secondary
streets, alleys, or shared cross access drives. Access to and from the McDonald's site is
from a shared driveway system that provides vehicle circulation through the shopping center.
There is no driveway directly to Lower Muscatine Road, the adjacent public street from the
McDonald's lot. The applicant has indicated that the redesign of the drive-through is intended to
discourage cars from entering the site from the north. This includes better defining the north
drive by reducing the amount of paving (currently used for parking spaces), slightly extending
the north landscaped area to the rear of the building, and adding the island for the second order
board.
The next standard is to provide for safe pedestrian movement, the number and width of curb
cuts serving the use may be limited. A proposal for a new curb cut on any street is subject to
the standards and restrictions in the Zoning Code. Walz noted that no new curb cuts are
requested.
The third standard is an adequate number of stacking spaces must be provided and a minimum
of six (6) stacking spaces is recommended for drive-through facilities. The submitted site plan
shows space for 6 cars to stack between the Final pickup window and the order board. Two cars
may access the order board with an additional two stacking behind before any parking spaces
are blocked along the McDonald's driveway.
The fourth specific standard states that sufficient on site signage and pavement markings shall
be provided to indicate direction of vehicular travel, pedestrian crossings, stop signs, no
entrance areas, etc. Walz noted that the site plan materials submitted by the applicant indicate
pavement markings and signage marking the drive through, including drive direction. The
pedestrian route across the parking area drive is marked with a 5 -foot wide striped lane.
The next specific standard states that in the CB -2 zone and in all subdistricts of the Riverfront
Crossings, drive-through lanes and service windows must be located on a nonstreet-facing
facade. In all other locations (and this is considered an other location) where drive-throughs are
allowed, this location standard must be met. The drive-through lanes are located toward the
rear of the building and shopping center parking areas. Service windows are located on the
south side of the building, facing away from the public street. They are also providing additional
landscaping.
Drive-through lanes must be set back at least ten feet (110') from adjacent lot lines and public
rights of way, which is met in this situation in the area of the drive-through. It could not be done
in other areas of the lot due to lose of parking spaces. They have eliminated 11 parking spaces
to increase the setback area.
Board of Adjustment
July 12, 2017
Page 3 of 6
Walz reiterated that McDonald's meets the standards regarding screening and windows being
nonstreet-facing as well as stacking lanes to minimize car idling.
Stacking spaces, driveways, and drive-through windows shall be located to minimize potential
for vehicular and pedestrian conflict. Walz stated the concern is always the pedestrian areas,
so Staff has suggested that the pedestrian access area being expanded such that the drive
does not widen out to 18 feet until cars or trucks are clear of the pedestrian route.
Walz noted the next two standards are regarding lighting and noise. The lighting must meet
current design standards in the Zoning Code. Loud speakers if allowed, should be located and
directed to minimize disturbance to adjacent uses.
Walz stated the Board could read the general standards in the report, but noted Staff
acknowledges the purpose of the extra ordering lane is to move things through efficiently so as
part of a special exception they look at the site to see what can be done to bring the site as
close to Code as possible. In this case McDonald's has improved the setback, added
landscaping to the site, and improved the pedestrian access to the site.
Staff recommends approval of EXC17-00005 to allow a second order board and lane for the
drive-through for property located at 1861 Lower Muscatine Road, subject to the following
conditions:
• Substantial compliance with the site plan submitted with additional recommendations
of staff for preserving or replacing existing large shade trees and narrowing the
bypass lane in the area adjacent to the pedestrian route.
• All lighting and signage for the property must comply with current zoning code
standards for the zone in which the property is located.
Chrischilles asked if the new setback would extend the entire length of the property. Walz
confirmed that and stated that Staff felt that meeting the setbacks in the drive-through area was
sufficient as to meet the setback in other areas would eliminate too much parking.
Chrischilles asked if there could be a provision for a "do not enter" sign at the northern exit lane.
Walz said there is an arrow directing traffic as well as an island to direct traffic flow.
Chrischilles asked if there were any signage or notation of the pedestrian crossing at the
southern entrance. Walz said there is pavement markings but no signage. This is standard in
commercial sites. Chrischilles asked if vehicles were legally required to stop if someone is in
that pavement crosswalk. Dulek replied not legally, the City's traffic regulations are for public
right-of-ways, not within private properties.
Chrischilles asked about the Staff recommendation of Substantial Compliance and what defines
substantial. Walz explained that means that the landscaping that is shown is provided, the
setback is provided, and the walkway is designed as on the site plan. Minor modifications can
happen but nothing that would change the intent of what is being approved.
Soglin questioned the two ADA parking spaces and asked where the ADA spaces were
previously. Walz said they used to be in front of the doorway, and are being moved to the north
just a bit. Soglin asked if there was concern about those spaces being moved closer to where
the stacking is for the drive-through. Walz said they only look at the issue of availability for ADA
access from the vehicle to the building, if they have to wait a bit to pull in or out of the space
with their vehicle that is not a concern.
Board of Adjustment
July 12, 2017
Page 4 of 6
Soglin asked how typical it is for the loading/unloading area next to ADA spaces also be used
as a walkway for other pedestrians as a route to the entrance of a building. Walz stated it is not
atypical.
Soglin opened the public hearing.
Vicky Stadther (McDonald's USA, LLC) is the area construction manager out of the Midwest
regional office.
Chrischilles asked what the reasoning for moving the handicap spaces to the north was.
Stadther stated it was to integrate it with the pedestrian walk and they like to do that where
possible to keep the setbacks and the correct slopes to be ADA compliant.
Weitzel asked how long this McDonald's has been in this location. Stadther is unsure of the
exact date, but thought 30-40 years.
Chrischilles asked about the 18 -foot driveway to the north and if they were going to make that a
one-way. Stadther said it currently is a one-way, the island is angled to force one-way traffic.
Soglin closed the public hearing.
The Board discussed the matter briefly.
Weitzel stated he understands the problems with the setbacks due to the age of the buildings
and feels it is not reasonable to require more than what is in the Staff report at this time.
Chrischilles agrees but noted he would like to see signage prior to the pedestrian crossing.
Soglin agrees and feels that is a prudent thing to do. She also feels there should be a do not
enter sign at the north end.
Weitzel is not in favor of the additional signage, stating that if someone ignores the markings on
the pavement, they will also likely ignore signage. Furthermore he noted that they would also
be regulating signage in an area that doesn't normally require it.
Walz explained that if the Board feels strongly about signage they can require it, it would not be
City signage, McDonald's could customize the signage, but it could be added.
Weitzel stated he was okay with the other visual cues but he would support the signage.
Weitzel moved to approve EXC17-00005 to allow a second order board and lane for the
drive-through for property located at 1861 Lower Muscatine Road, subject to the
following conditions:
• Substantial compliance with the site plan submitted with additional
recommendations of staff for preserving or replacing existing large shade trees
and narrowing the bypass lane in the area adjacent to the pedestrian route.
• All lighting and signage for the property must comply with current zoning code
standards for the zone in which the property is located.
• Adding a sign to alert vehicles of the pedestrian crossing and flow of traffic
including a "do not enter" sign at the northern drive.
Chrischilles seconded the motion.
Board of Adjustment
July 12, 2017
Page 5 of 6
Weitzel stated that regarding agenda item EXC17-00005 he concurs with the findings set forth
in the Staff report of July 12, 2017 with the addition of the signage requirements and concludes
the general and specific criteria are satisfied.
A vote was taken and the motion carried 3-0.
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:
Walz noted she doesn't have any applications for August yet but will keep the Board posted
Chrischilles asked to add to an upcoming agenda the topic of reordering of the agenda so that
there are two periods of discussion. One immediately after Staff report and before public
hearing and another period of discussion after public hearing to discuss if all points were
clarified. Walz said the period of asking Staff questions is the point where the Board can get
clarification on the Staff report and bring up areas of concern.
Dulek will review the process procedures. She noted the point of a public hearing was to gather
all the information and for the Board to have a blank slate prior to the public talking.
ADJOURNMENT:
Weitzel moved to adjourn this meeting.
A vote was taken and the motion passed 3-0.
Meeting adjourned at 6:08 PM.
BOARD OF ADJUSTMENT
ATTENDANCE RECORD
NAME
TERM EXP.
8/10
9/14
9/21
9/30
10112
11/9
12/14
1/11
4/12
5/10
6/14
7112
PARKER, BRYCE
1/1/2022
—
--
--
--
--
—
--
X
O/E
X
X
O/E
GOEB, CONNIE
1/1/2020
X
X
X
O/E
X
X
X
X
X
X
X
O/E
CHRISCHILLES, T. GENE
1/1/2019
X
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
X
X
X
X
X
X
KEY: X = Present
O = Absent
O/E = AbsentlExcused
— = Not a Member
MINUTES APPROVED
HISTORIC PRESERVATION COMMISSION
AUGUST 10, 2017
MEMBERS PRESENT: Thomas Agran, Esther Baker, Kevin Boyd, Zach Builta, Sharon
DeGraw, G. T. Karr, Ginalie Swaim, Frank Wagner
MEMBERS ABSENT: Gosia Clore, Cecile Kuenzli, Pam Michaud
STAFF PRESENT: Jessica Bristow, Bob Miklo
OTHERS PRESENT:
RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action)
CALL TO ORDER: Chairperson Swaim called the meeting to order at 5:30 p.m.
PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA:
There was none.
CERTIFICATE OF APPROPRIATENESS:
641 South Governor Street.
Bristow said this bungalow is in the Governor -Lucas Street Conservation District. She said that
it has all of its original siding and windows and has a little bump out on the side.
Bristow showed an area where the applicant would like to build a small studio/outbuilding. She
then showed where it would be three feet from the property line on one side and three feet from
the rear fence.
Bristow said the applicant came to staff early on and was shown some of the barn -kind of
buildings in the historic districts, partly because building the simple pyramid or gable -roof
garage structure that is in the guidelines really would not fit the owner's needs, because this
would be a studio space. Bristow said that the proposed structure would sit in the back of the
lot.
Bristow said that the street and the house are about five feet above the grade of the proposed
outbuilding. She said that the ridgeline on the outbuilding is proposed to be about 20 feet, while
the house has a ridgeline at 24 feet, but it is also another five feet above. Bristow said the
outbuilding will therefore be sitting downhill at the back of the property.
Bristow said there has never been a garage on this site. She said that although there is a
driveway that is aimed in the general direction of the new structure, it won't be readily visible
because of other landscaping and pergolas on the property.
Bristow showed the drawing of the front, east view. She referred to a handout, showing a few
changes that have been made since the agenda was distributed. Bristow said this is a two-story
structure with a board and batten siding above and all the way around on the other side. She
said there will be ship -lap type siding on the lower level. Bristow said there will be a sliding barn
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 2 of 14
door, and the rail that it is on makes the definition between the two levels and the siding. She
said that the door has been moved over a little bit from where it was originally located.
Bristow said the owner would like a 16 by 24 interior space, so adding six-inch walls on each
side makes the exterior footprint 17 by 25. She said that originally the owner had a two -foot
extension on the roof that has been reduced to one foot. Bristow said the reason for that is that
by going three feet from the property line on each side, one can only extend the roof one foot
into that space. She stated that the owner can't really move the building over the four feet as
discussed in the packet because of an adjacent tree that he does not want to take down.
Bristow showed a double hung window that would match the configuration of the windows on
the house. She showed a small gang of windows that would let in a little bit more light in the
upper half. Bristow said that the applicant proposes to find salvage window for the windows in
the structure and to build the sliding door also using salvage windows and material.
Bristow showed the south -facing view. She said that the building is sitting on a little bit of an
extended concrete slab so that there is some space outside to sit or work. Bristow stated that
the owner has also created a projection of the roofline by four feet on that side, which would
have been the front, overhanging that barn door. She said that at staffs suggestion, the owner
has added skylights to help get a little bit more light inside. Bristow said the skylights would
have to follow the guidelines, specifically the section on mass and rooflines and using a metal -
framed skylight in the appropriate location and not on a street -facing view, which will not be the
case here, since this is an outbuilding in the back.
Bristow stated that the applicant has a door already on hand that he wishes to use. She said
that he would paint it to match the trim color that is proposed.
Bristow showed where the applicant has lowered a window and where it used to be. She
showed the window with which it now aligns. Bristow said it has the full board and batten siding.
Bristow showed the north view near the property line with the neighbor. She said there are no
windows because of code issues, but the owner included some skylights. Bristow showed the
west view facing the alley. She said that it is not an accessible alley, and this side of the
structure does not have any windows either.
Bristow showed some drawings of the proposed structure. She said the owner would like to
keep a kind of weathered cedar look, using green trim and blending some of the trim and other
elements with the house.
Regarding the overhang issue, Miklo said the original design was two feet, but the zoning code
only allows a foot overhang or a foot projection into the side yard setback of three feet at the
property line to adjoining properties.
MOTION: Agran moved to approve a certificate of appropriateness for the project at 641
South Governor Street, as presented in the application. Baker seconded the motion. The
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 3 of 14
314 South Summit Street
Swaim said that when the Commission is being asked to allow demolition of a building, a couple
of things have to happen. She said that first it has to be shown that the building is unsound and
irretrievable. Swaim said the second requirement is that the building that is being proposed as
a replacement is architecturally appropriate for the lot and is sympathetic to the house.
Swaim said that once discussion of the garage demolition is initiated, she will ask for a
consensus regarding the demolition of the garage. She said the Commission will not vote on it
then, because what is being proposed to replace it has to be approved before the demolition
can be approved.
Bristow said this house is in the north end of the Summit Street Historic District. She said it
looks like a foursquare, but it is known that because of changes made on the interior and
exterior, the house is much older than the site inventory says, at least 15 to 30 years older.
Bristow said the house was originally a Queen Anne of some kind. She said that some of the
evidence of that is on the south side and some is in the shape of it. Bristow showed a whole
area of the front of the house that she said would have been originally stepped back. She said
it was built back out to create the kind of modern foursquare with Craftsman elements. She said
that is also evidenced in the windows, in that these are much taller, narrower windows than one
would normally see on a foursquare.
Regarding the existing garage, Bristow said it is a two -car garage that is listed on the site
inventory as non-contributing. She said the garage is in extremely dangerous condition.
Bristow said that on the front, the garage just looks like it is rotting, but one can see a lot of light
coming through. She said there is a base of the wall that is totally rotted away.
Bristow said that once one started repairing this, it would be all new anyway. She stated that it
does not meet the owners' needs, and staff really feels that this building is structurally unsound
and should be taken down.
Bristow showed the site plan and where the existing garage is located. She said that the
proposed garage would be a straight shot in on the driveway. Bristow said the brick driveway
has been taken up and is all on pallets so that it can be relaid. She stated that it was removed
so that the construction traffic for the house and garage would not damage it any further.
Bristow said the two -car garage would have an accessory apartment and a carport. She said
that the hipped roof would echo the hipped roof on the house, and the projection is also a hip.
Bristow said the projection allows a little bit of differentiation for the accessory apartment
entrance, as it is stepped back from the facade.
Bristow said the windows would be similar to the windows on the house, as would the inverted
scalloped trim. She said that currently, for the carport, the trim and the deck are scheduled to
match the front of the new plans for the house, with columns to match those in the new plans.
Bristow said they are also appropriate with the existing columns.
Bristow said that the square spindles like this would be an appropriate railing on this deck,
whether or not it matched the house. She said that it is probably the simplest railing that one
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 4 of 14
could have, and that would be appropriate on this kind of carport area. Bristow said the
columns are acceptable.
Regarding the garage doors, Bristow said they look partially like panel doors, but they have
windows. She said that what would be appropriate here would either be a flat panel door with
no windows or more of a carriage house style door, if the owners want windows. Bristow said
that product information has not yet been provided for the garage doors, so that would be one of
the conditions staff would like to see on approval of the garage.
Bristow said that staff has seen the window product information, and it is an acceptable window.
She said it is wood and simple, as is appropriate for these new windows.
Bristow showed the side view, pointing out where the projected section is drawn darker so that
the recessed section that is the main garage is a little bit lighter behind. She added that this
would all have gutters to match what is proposed to be on the house - copper, half -round
gutters.
Bristow showed the windows similar to the house here. She said that the door product
information has been submitted. Bristow said that those would match what is proposed for the
house and would be a three-quarter light with a single panel below.
Bristow showed the rear of the proposed building, where there is a single window for a kitchen -
like space inside. She showed where there are a few more windows to allow light in on the
south side, including some on the garage.
Bristow showed the overall plan for a simple garage, with stairs up to an accessory apartment
and then just a simple accessory apartment with exterior deck.
Bristow said that beyond approving the doors, staff feels it would be very acceptable to remove
the existing garage and that the proposal for replacement is an acceptable plan.
Swaim asked the applicant if they had anything to add regarding the garage. They did not.
Swaim asked for discussion regarding whether the Commission should allow the garage to be
demolished.
Baker stated that, based on the photographs, it is pretty clear that there is nothing salvageable
with the garage. DeGraw said she agreed.
Agran said that in addition, the building was non-contributing to begin with. Boyd said he
agreed.
MOTION: Baker moved to approve a certificate of appropriateness for the garage
demolition at 314 South Summit Street, as presented in the application. DeGraw
seconded the motion. The motion carried on a vote of 8-0 (Clore, Kuenzli, and Michaud
absent.
Swaim asked for discussion regarding the construction of the new garage.
MOTION: Agran moved to approve a certificate of appropriateness for the construction
of the new garage with accessory apartment and carport at 314 South Summit Street, as
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 5 of 14
presented in the application, with the following condition: the garage door product
material is to be approved by staff and chair. DeGraw seconded the motion. The motion
carried on a vote of 8-0 (Clore, Kuenzli, and Michaud absent).
Regarding the house, Bristow showed the demolition drawing that was included in the
Commission's packet and also showed a photograph that is clearer. She said that this project
includes removal of the dormer that faces north. Bristow said the dormer would be replaced
with a dormer that instead has three windows. She showed where the current stair up to the
second floor is located, saying that the owners want to add a second stair up to the attic in that
location.
Bristow said the project would also remove the two-story porch in the back and the single -story
addition, along with some work on the front porch. She showed the windows that would be
removed and reorganized in a much more regular pattern. Bristow said this is due partly to
interior plan changes. She stated that some of them might not originally have been where they
were anyway because of the addition. Bristow showed one particular window and stated that
staff recommends that if it can be moved and salvaged, because it is just moving over slightly,
that it be done that way.
Bristow showed a bump out on another view that is probably a remnant from the house's Queen
Anne days. She said that because of plan changes and because it does not relate to the roof
properly above, staff recommends approval of the applicant's proposal to remove that.
Bristow showed the single -story addition and the two-story sun porch and lower open porch.
She stated that the sun porch does kind of show up on the Sanborn Map so that it might be
historic, but it is heavily damaged. Bristow said that rebuilding this would be entirely
appropriate. She said that generally, the locations of the windows on the back will be
reorganized a little bit.
Bristow showed how the new area would look once the one-story addition is removed and there
is a regular pattern of windows, with one possibly just being moved over. She showed part of
what one would see in the second -story sun room.
Bristow showed all of the windows in the main part of the house that will be assessed as to
whether they can be rehabilitated. She said staff suggested the assessment instead of just
replacing all of the windows. Bristow said that most of the windows appear to have a storm
window that needs to be replaced, but the windows themselves should be repaired instead.
Bristow showed the demolition for the back of the house. She said that because it is taking off
the whole sun porch, it is really extensive.
Bristow said that one of the things not in the staff report is the fact that this would remove a
chimney. She said the guidelines discuss not removing an important chimney - one that is
really architecturally significant. Bristow said that this chimney is on the back, but there is
another chimney that is much more prominent and has a little bit of architectural character to it.
She said the chimney to be removed does not, and it is in the sun porch area that is going to be
removed anyway, so staff would recommend allowing removal of that chimney.
Bristow said there is the one-story addition being removed as well as the two-story area. She
showed the area that will become and the open porch and the part that will also be removed.
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 6 of 14
Bristow said the drawings show removing the little side porch and reconstructing it. She stated
that staff actually recommends only doing the work needed to put new footings under it and
retaining any of the material that is not in bad repair.
Bristow showed an image demonstrating that the new sun porch would have a paneled base.
She said that currently there is siding there. Bristow said that the new windows would be similar
to those on the house and a little bit longer than the ones currently in the sun porch, making the
area below the windows smaller. She said that putting it back in kind of a paneled siding
configuration seems appropriate.
Bristow showed the new columns on the porch under the sunroom. She showed the two
columns that currently exist and said that staff recommend retaining them if they are in good
enough, workable condition and then just remaking two new columns to match them instead of
replacing all of them.
Bristow stated that the whole house will be reroofed so that the house and garage will match.
She said that, as with the garage, there will be new copper gutters on the whole house. Bristow
added that all of the windows on the back part of the house are new windows, and the door is
also a new door. She said that with this build -out being an addition, she did not think there
would be an historic door on the back anyway.
Bristow showed the south side of the house and the side porch. She said the stair railing to the
side porch is new and not historic. Bristow said that the plan currently proposes to remove the
short balustrade around the porch and remove the non -historic railing and the stairs and change
the stair configuration so that it is a stair that wraps all the way around the porch. She said that
then it would not need a handrail at all, but that would involve removing the balustrade.
Bristow said that the spacing does seem to match the spindled architrave above, but staff does
not know if this is an original railing and feels that it is probably not. She said the spindles are a
little bit too narrow for what one normally sees, but staff does recommend keeping the spindled
architrave and column as just one of those elements of the history of the house. Bristow said
that currently the drawings show replacing that with brackets to match what is happening in the
back.
Bristow said that this house has had multiple periods of work done on it. She said that the
guidelines discuss letting that show and remain as the story of the house's history. Bristow said
that changing the one door, however, to be a full height door is definitely an acceptable move
that staff would like to see.
Bristow showed the front of the house and said that the demolition would involve all of the porch
structure. She said there is a slope on the porch where the whole column and pier have been
sinking quite a bit. Bristow said that the Commission did approve the replacement of the roof
product and the ceiling underneath because of some storm damage in the past year. She said,
however, that other structural repairs were not made at that time.
Bristow said that currently what is being proposed is to fix the foundation problems at the pier
and make sure the other one is fine and to remove the panelized balustrade and replace it with
simple, square spindles. She said the owners want to change this condition for a couple of
reasons. Bristow said staff also feels that the arch is not as sophisticated of a design as many
of those types of arches when they were put on houses originally. She said that it has a very
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 7 of 14
great span, and it dives into the sidewall a bit more awkwardly than one sees in many of the
foursquares that have an arch like this.
Bristow added that it is very, very dark on the porch. She said that part of the applicants'
interest with the front porch work is to increase the amount of light that comes in through the
front. Bristow said that to do that, the applicants would remove the astragal and put it up at the
point where the beam rests or the columns and remove one part of the arch, creating a flat
beam on tapered columns. She showed an example of that.
Bristow said staff feels that if the balustrade could remain and the material was sound, the
panelized balustrade is again another aspect of the history of the house. She said that at the
same time, the applicants would like to get more light in, and that would help make the area
darker. Bristow showed some photographs of the porch, which show that it is fairly dark and
that it seems to have a really low beam across the front.
Bristow showed the proposed new front porch. She stated that all of the stone work at the piers
and the stairs is original, and the owners propose to remove the paint. Bristow showed the
proposed new front door with a three quarter panel and the single panel below. She showed all
of the windows that would be assessed for repair. Bristow said that a couple of them on the
porch don't have storm windows at all.
Bristow said the question is about the balustrade. She said staff feels that either could be
acceptable. Bristow said that she could see making an exception to remove the balustrade to
let the light in as a possibility. She said that would be for the Commission to discuss.
Bristow said that she put some possible things for the Commission to talk about in the motion.
She said that if anything is not there that the Commission wants to include, it should be included
in the motion.
Agran said the staff recommendation includes replacement of the porch floors with vertical grain
Douglas fir. He asked if there is a reason that is being specified and that alternatives are not
included.
Bristow responded that was added because the guidelines do recommend that as the material.
She said that the Commission has occasionally approved, depending on the situation,
alternative materials. Bristow said that unless the applicants want to present an alternate wood
product, that would be the only one staff would recommend.
Agran said the phrase "false history" is used in terms of deciding which elements of the history
of this house staff is determining to be "false history" or real history. He said it strikes him as
strange that staff would say that we should hold on to certain elements from a certain era of this
house but would allow the removal of other things.
Agran said he is trying to think about this in terms of someone looking to change something in
the future. He asked about the balustrade on the front and the logic behind allowing the
removal of that. Agran said someone could say that is not in character with the house, but this
house has an ambiguous character because it has changed so much over time.
Bristow responded that generally, if a feature is historic and is salvageable or could be repaired,
it should be retained. She said after that, it is a matter of if there is an exception then for an
individual item to not retain it.
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 8 of 14
Bristow said that with the side porch and the short little balustrade, there could be some
question about whether that is original or was put on by the most recent owner before the
current owners. She said that because a more recent owner just kind of did things, it is entirely
possible that owner put that railing on. Bristow said that is not known as a fact, but if the
previous owner put it on, it would not have been within an historic time frame, it would not be
considered historic, because it would have happened within probably the last 40 years.
Bristow said she agrees that there is some awkwardness in that, and that some of those things
have not been resolved. She said that if there is a condition that could warrant it to be replaced,
then that condition could be used.
Miklo said that, regarding the back porches, because they tell the story of the earlier Queen
Anne house that was damaged by fire and heavily remodeled, to keep those as evidence of the
earlier architecture is important. In terms of the front porch and a false sense of history, he
stated that the front porch that is proposed looks very much like a porch that would have been
built in the early 1900s, and it is almost interchangeable in terms of design for the period as the
existing porch. Miklo said that is why staff felt comfortable with going with a simplified version.
He said it is not adding another era or element to the house that isn't there.
DeGraw said this would look nice with the style of the balustrade that is going on the garage on
the balcony. She said it looks like they would match, if they went with spindles. Bristow agreed
and said that is what is shown.
Agran said he has no problem with spindles but was just curious about what it means if the
Commission makes this exception. He said that the exception is based not on the integrity of
the material but the whim of the owner. Agran said he wanted to understand the rationale.
Miklo said there are some structural issues as well with the front porch. He said that the front
porch, except for the roof, has to be taken off and rebuilt.
Bristow showed the image in which the whole corner has settled. She said staff does not know
what the condition of this is. Bristow said she would assume that there is rot there but has not
poked around in it to see. She said that kind of exception could be written so that if the
balustrade is shown to be rotten beyond repair and needs to be replaced, replacing it with
spindles instead would be acceptable.
Swaim said that the piece that makes the broad band an actual arch appears to be original.
Bristow said she did not think that has had any changes for a long time.
Agran said that part of the character of this house is that owners did things that they thought
looked modern in their own era. He said that would not be allowed anymore, so that if one
wanted to do something to modernize the house, none of the things that have been done to this
house could be done. Agran said that there is something there that he could see from a
homeowner's perspective as confusing - that the Commission is celebrating and honoring
awkward changes and stylistic changes that occurred to this house over time, in terms of the
recommendations by staff, but also very strictly prohibiting all kinds of other things of our own
era.
Agran said this particular house is an example of this house not being a museum piece. He
said he just wanted to understand what the precedent is that is set when one says that he would
like the feel of this to be different. Agran said he can see, for instance, wanting to have more
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 9 of 14
light in a house and wanting to put way more windows on one side. He said that it starts to get
subjective.
Miklo said that it is somewhat subjective in that there is a judgment call here. He said that if one
follows the strictest guidelines, one would say that the front porch should be rebuilt as is.
Agran said he does not believe that is what should happen because of other examples that exist
already. He said he can see this coming up later - someone saying this is okay, because the
Commission said it was okay here. Miklo said that each property the Commission reviews is
individual, and the Commission does not set precedent.
Bristow said that allowing this for this house does not mean the neighbor could proceed with the
same thing. She stated that each house is judged individually, and this project is very
complicated, because this house has an extensive addition/remodel history. Bristow said it is
also complicated because of the extent of the proposed work. She said that it is true that if one
wanted to follow the guidelines absolutely to the letter, the porch should be rebuilt as it is.
Agran said he is asking too that if one is following the guidelines to the letter, should this be
rebuilt as a Queen Anne. He said he understands that it should not, but that is what he is trying
to get at. Agran asked at what point Commission makes a distinction. Bristow answered that if
something is over 50 years old, it is historic and is part of the history of the house.
Agran asked if an addition put on in 1967 is therefore part of the historic character of the house.
He said that possibly an addition put on in 1967 might be what is being taken off here in the rear
single -story addition. Bristow said that might be correct.
Agran asked if there is a time span on each of these properties, for example on Summit Street,
because now an addition from 1967 would be considered historic. Miklo said that an addition
from 1967 might be 50 years old, but that does not necessarily make it historic. He said that it
would also have to have other characteristics. Miklo said that an addition put on by a home
carpenter would not have the same value as one that was designed by an architect. He said
that they have to each be judged individually.
Agran said the additions that were put on this house to turn it into a foursquare for reasons of
fashion or modernization or whatever are now part of the history of the house. He said he
wondered at what point is one going to say that we are going to stop honoring the history of the
house.
Bristow said that the important thing to remember is each district has its period of significance.
She stated that an addition that was put on after the period of significance might just not be
considered historic because it is outside of the period of significance of the district. The period of
significance for a district determines the dates by which "Historic" is determined.
Builta said that if the process was strictly objective to the point at which a computer could decide
these issues, there would be no need for the Commission. He said these types of discussions
are why the Commission exists.
MOTION: Wagner moved to approve a certificate of appropriateness for the renovation
of the house at 314 South Summit Street, as presented in the application, with the
following conditions: the south side porch including trim detail is retained instead of
removed but the porch railing may be removed, the stairs may be reconfigured, and
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 10 of 14
porch footings may be added; all porch floors that are replaced use vertical -grained
Douglas fir; paint removal to the existing porch piers follows the Secretary of the
Interior's Standards for Rehabilitation for the removal of paint on masonry; and any
windows that are determined to be deteriorated beyond repair are reviewed by staff and
chair for approval of replacement prior to their removal. Karr seconded the motion. The
motion carried on a vote of 8-0 (Clore, Kuenzli, and Michaud absent).
REPORTS ON CERTIFICATES ISSUED BY CHAIR AND STAFF:
Certificate of No Material Effect - Chair and Staff Review.
314 South Summit Street.
Bristow said this project was for reparation of the side foundation. She said that when it was
repaired, some of the existing stone was able to be reused.
Bristow said that currently it shows a poured concrete wall below one row of stone. She said
that the grade will be raised because of a bad drainage problem so that what shows will be
stone that was originally there.
26 East Market Street.
Bristow stated that this is the Old Brick property. She showed the north addition and where
there is a condition with mulch next to parking.
Bristow said excavating all of this and pouring some new foundation wall has been approved.
She said there has been a problem with water pouring in to the lower level and the basement.
447 South Summit Street.
Bristow said this project involved a rear chimney that was still in use. She said the owners are
reconstructing the chimney entirely.
Bristow said there is also a 1920s side chimney. She said the owners were instructed that they
could use brick to match the side chimney or match the original chimney. Bristow stated that
none of the brick could have been reused because of its poor condition.
408 Fairchild.
Bristow said this property has a new, small outbuilding. She said that all of the cedar shake
shingles in the gable ends have been replaced.
Bristow said that the contractor noted that he used the cement board cedar shakes on the
outbuilding and real cedar shakes on the gables. She said he told her that the real cedar
shakes will be much easier to install.
415 Brown Street.
Bristow stated that reroofing for this house was approved last year. She said the owners found
someone to repair the internal gutters and any of the rotten trim.
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 11 of 14
Bristow said there are some areas where there were downspouts that were removed on the
internal gutters. She stated that the owners are putting those downspouts back in, because
they are needed for capacity of the gutter.
728 Fairchild Street.
Bristow said the project involves the reconstruction of some of the windows that were so rotten
that they did not have parts of the frames any more.
Minor Review - Staff Review.
828 Dearborn Street.
Bristow said the owners are replacing all of the windows that are in the 1970s addition on the
back with something that will match the historic windows. She added that they are replacing the
storm windows mostly on the sides and on the second floor on the back for something that is
operable so that they don't have to switch out storms and screens all the time. Bristow said the
owners are retaining all of the storm windows on the front of the house and a few right around
the corner on the front.
409 Grant Street.
Bristow said that this house is completely non -historic. She said it has some wood siding and
trim, which the owners are replacing. Bristow said the material is similar to the Azek that the
Commission has approved in the past.
815 East Bloomington Street.
Bristow said that the front steps and some of the balustrade were rotten and will be replaced.
She said it will have closed risers when it is done.
1601 Center Street.
Bristow said that this is believed to be a Moffitt house. She said the house had a replacement
set of casement windows in the front. Bristow said the replacements were rotten and
deteriorating so will have to be replaced again. She said the new windows will be double hung
windows that will match all of the other replacement windows on the house.
125 North Gilbert Street.
Bristow said this house has metal siding. She stated that the porch is being reconstructed.
Bristow showed the stucco balustrades and said this is therefore going for stucco.
839 Roosevelt Street.
Bristow said this house has a small, non -historic front step. She said the owners are replacing it
with concrete in a more square but still layer cake type of configuration. Bristow said the current
step was really rotten.
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 12 of 14
625 Davenport Street.
Bristow stated that the owners are replacing the railing. She referred to photographs of the
neighboring house that used to be a twin to this one.
Bristow showed the house that is still contributing, because it still has the original front
configuration. She then showed the one that was opened up and was made into a duplex and
is therefore now non-contributing. Bristow said the owners will put in a railing that will not rot
and will meet the guidelines.
721 Brown Street.
Bristow said that the rear foundation wall in the corner of this property is falling apart and is
being reconstructed. She said that the deck is supported partly on the concrete wall that is
falling in, so that is also being replaced.
1029 Court Street.
Bristow stated that this house is non-contributing, possibly because of some additions on the
back. She said that it has an extensive deck, some of which will be repaired to match what is
there, which meets the guidelines.
Bristow said that off to the other side, the owners are adding a landing and some steps down
and another landing on to that side of the property. She pointed out that there are some grade
changes in this yard.
723-725 South Seventh Avenue.
Bristow said this is a completely modern 1970s house in the Dearborn Street Conservation
District. She said the owners plan to put on a new rear deck. Bristow said staff is allowing the
modern deck configuration, because this is a modern house.
Intermediate Review - Chair and Staff Review.
827 Brown Street.
Bristow showed the driveway as it was. She said that the owners are widening the curb cut a
little and basically moving it over so that it aligns better with the garage.
104 East Jefferson Street.
Bristow stated that this is a non -historic property. She showed the old monument sign and said
the building will have a new monument sign. Bristow said the new sign will not have the raw
aluminum case anymore and will go better with the architecture.
CONSIDERATION OF MINUTES FOR JULY 31, 2017:
Swaim stated that on page four, paragraph two, line two should be changed to read, "...in any
community are often threatened when a congregation wants a larger space..."
HISTORIC PRESERVATION COMMISSION
August 10, 2017
Page 13 of 14
MOTION: Boyd moved to approve the minutes of the Historic Preservation Commission's July
31, 2017 meeting, as amended. Baker seconded the motion. The motion carried on a vote of
8-0 (Clore. Kuenzli, and Michaud absent).
COMMISSION INFORMATION AND DISCUSSION:
Preserve Iowa Summit.
Staff asked to table this item to a later meeting.
Brochure: Preserving Black History in Iowa City: Tate Arms and the Iowa Federation Home.
Swaim said that Sylvia Bochner, the staff intern, put this brochure together regarding the civil
rights grant. She said the Commission is looking for more stories from people who lived in
these houses.
Downtown Survey:
Swaim said that the Commission members received information regarding a downtown survey.
She said that Alexa McDowell will be working on this for the Commission.
Bristow said that on Tuesday, September 12, at 5:30 p.m. at the Englert Theater, McDowell will
talk about the process of reviewing the 2001 downtown survey and updating it. She said she
will answer questions regarding historic preservation from the public.
Bristow said staff would like as many people to attend as possible.
Boyd asked where this event fits into the timeline of things being done in terms of the downtown
assessment. Miklo replied that this would be the kickoff event - the first meeting to announce
the project, its goals, and how it will proceed. He said the process will take approximately one
year.
ADJOURNMENT:
The meeting was adjourned at 6:28 p.m.
Minutes submitted by Anne Schulte
HISTORIC PRESERVATION COMMISSION
ATTENDANCE RECORD
2016-2017
NAME
TERM
EXP.
8111
918
10/13
11/10
1218
1/12
219
3/9
4/13
5111
6/15
7/31
8/10
AGRAN, THOMAS
7/1/20
O/E
X
X
X
X
X
X
O/E
X
X
X
X
X
BAKER, ESTHER
7/1/18
X
X
X
O/E
X
X
X
O/E
X
X
X
X
X
BOYD, KEVIN
711/20
—
X
X
X
O/E
X
X
X
X
X
X
O/E
X
BUILTA, ZACH
7/1/19
X
X
X
X
X
O/E
X
X
O/E
X
X
O/E
X
CLORE, GOSIA
7/1/20
X
X
O/E
X
X
X
O/E
X
X
X
X
X
O/E
DEGRAW, SHARON
7/1/19
O/E
X
O/E
X
X
X
X
X
X
O/E
X
X
X
KARR, G. T.
7/1/20
—
—
—
—
—
—
—
—
—
—
—
X
X
KUENZLI, CECILE
711/19
X
X
X
X
X
O/E
X
X
O/E
O/E
X
O/E
O/E
MICHAUD, PAM
7/1/18
O/E
X
X
X
X
X
X
X
X
X
X
X
01E
SWAIM, GINALIE
7/1/18
X
X
X
X
0/E
0/E
X
X
X
X
X
X
X
WAGNER, FRANK
7/1118
X
X
O/E
X
X
X
X
X
X
X
O/E
O/E
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
— = Not a Member
4b(7)
MINUTES APPROVED
HISTORIC PRESERVATION COMMISSION
EMMA HARVAT HALL
SEPTEMBER 14, 2017
MEMBERS PRESENT: Thomas Agran, Esther Baker, Zach Builta, Gosia Clore, Sharon
DeGraw, G. T. Karr, Cecile Kuenzli, Pam Michaud, Ginalie Swaim
MEMBERS ABSENT: Frank Wagner, Kevin Boyd
STAFF PRESENT: Jessica Bristow, Bob Miklo
OTHERS PRESENT:
RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action)
CALL TO ORDER: Chairperson Swaim called the meeting to order at 5:30 p.m.
PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA:
There was none.
CERTIFICATE OF APPROPRIATENESS:
330 North Gilbert Street.
Bristow said this house is a non -historic house, at least it was at the time the district was
formed, on the south edge of the North Side Historic District. She stated that it was built about
1953. Bristow said it has a few touches of mid-century modern and is part of post -World War II
infill. She said the house has a projecting second floor and an attached garage. Bristow
showed where there is a small basement window.
Bristow showed the north/Davenport Street side. She said there are currently two small
basement windows along here. Bristow said there is an addition on the back with a small bay
window and a big limestone chimney.
Bristow stated that the application is to remove one of the existing basement windows on the
north side and install an egress window and a window well. She said that typically, one likes to
see these on the back or on the non -street side of the house. Bristow said that because the
addition is on the back and the attached garage is on the south side, this house does not have
another option other than this north side.
Bristow said that typically, the window well should be made of the same material as the
foundation. She said that here it is a block, but putting in some kind of a poured concrete
window well would be acceptable. Bristow said that since the siding extends all the way to
grade on this house, staff would like to see the top of the window well that projects above grade
to be a material that somehow works with the siding on the house. She said that since a wood
lap will not be used, staff has suggested either trying to match the stone-like brick that is on the
front face or to match the limestone on the back, which may be easier. Bristow said the
applicant has agreed to match one of those. She said that a double hung window will be used.
HISTORIC PRESERVATION COMMISSION
September 14, 2017
Page 2 of 7
Bristow said that because there is obviously a little bit of a divot in the grade near the window,
the owners will be repairing that a little bit and anchoring the basement wall back into the
ground. She said it is bowing in a little bit and is apparently in danger of collapsing on this side.
Bristow said that staff recommends approval of this project, even though it does have an egress
window on the north side, because of the fact that there are not really any other better
alternatives for the location.
Karr asked if the double hung window will meet the egress requirements in the building code.
Bristow replied that the owners are actually going to use a casement window that has a division
to look like a double hung window.
MOTION: DeGraw moved to approve a certificate of appropriateness for the project at
330 North Gilbert as presented in the application and revised as described in the staff
report with the following condition: that the exposed portion of the egress window well
is clad in stone or brick matching either the material on the front or back of the house.
Clore seconded the motion. The motion carried on a vote of 9-0 (Boyd and Wapner
absent.
418 North Gilbert Street.
Bristow stated that this house is also in the North Side Historic District. She said that it is a key,
contributing property.
Bristow said this project involves the garage. She stated that the survey showed that the house
was moved in order to build either the post office on the corner of Linn and Washington or an
apartment building across Washington Street from the post office, because there was a row of
houses with this footprint in that area originally.
Bristow showed where the garage is located behind the house. She stated that it is a very small
garage built out of a rock cut block. Bristow showed the area of the wall that is bowing out and
has a large crack. She said that some of the foundation is failing.
Bristow said that the contractor is proposing to rebuild the wall and then actually wrap the block
around on each side of the front face. She said it would be one block that they would tooth in,
and there will be a mixture of existing block and new block to match.
Bristow said that would then reduce the size of the area for a garage door. She said that
currently, there is a very small garage anyway; each door is only eight feet wide. Bristow said
staff finds that it would be acceptable for this, especially since it is an alley -facing garage, to use
one garage door that spans the whole 14 feet that will be left. She said that the new garage
door would not have windows, but it would be modeled on the type of one garage door that
looks more like a pair of folding garage doors.
Bristow said the owners would like to use part of the Courtyard Collection at Dan's Overhead
Doors. She showed a photograph of the basic door but said that the proportions are a little
different than what one would end up with. Bristow showed a diagram that is pretty much to
scale in terms of the single door looking like a pair of garage doors with no window. She said
staff would be working with the applicant to figure out where the window is under the piece of
plywood and replace it if it is broken.
HISTORIC PRESERVATION COMMISSION
September 14, 2017
Page 3 of 7
Bristow said staff recommends allowing a change in the structure of this garage, because it is
necessary to stabilize it. She said that therefore reduces the size of the door and results in staff
recommending a single door instead of two.
Clore asked if it is known when the house was moved. Bristow responded that it was built in
1896 and moved in 1904.
MOTION: Builta moved to approve a certificate of appropriateness for the project at 418
North Gilbert Street as presented in the application and staff report with the following
conditions: 1) the matching concrete block will be approved by staff and chair, 2) the
final garage door will be approved by staff and chair, and 3) a replacement window, if
necessary, for the east window will be approved by staff and chair. Karr seconded the
motion. The motion carried on a vote of 9-0 (Boyd and Wagner absent).
REPORTS ON CERTIFICATES ISSUED BY CHAIR AND STAFF
Certificate of No Material Effect - Chair and Staff Review.
828 Church Street
Bristow said this house is in the northeast corner of the Goosetown/Horace Mann Conservation
District. She said the house is getting new storm windows, which do not need review, but there
will also be reconstruction of some of the wood window sills, which involves a certificate of no
material effect.
221 Fairchild Street
Bristow stated that this house is in the North Side Historic District. She said the house will be
getting new roof shingles.
816 East College Street.
Bristow said this house has a porch that really needs some pier repair. She said the whole
column, including the porch floor, is sinking. Bristow said the pier will be repaired, and the wood
will be replaced with wood to match existing.
Minor Review - Staff Review.
521 North Van Buren Street
Bristow stated that this house had many of its windows replaced prior to the formation of the
Goosetown/Horace Mann District, except for two windows on the side and the large front
window. She said staff approved replacing the two side windows to match the rest.
Bristow said the large front window is unusual, however, because it is a double hung with an
uneven sash size, and it is actually operable. She said staff convinced the owners to go ahead
and rehab that window. Bristow said the contractor is looking for an operable storm, but they
may just put a fixed storm in it.
HISTORIC PRESERVATION COMMISSION
September 14, 2017
Page 4 of 7
223 South Dodae Street
Bristow said this house has always had a mixture of original windows and replacement
windows. She stated that it is slowly getting rid of some very deteriorated windows and some
older replacement windows. Bristow said the dormer on the Burlington Street side is really
rotted out and is getting critters in there. She said the owners are replacing that window.
613 Grant Street
Bristow said this house just needed new site stairs and railing. She said staff went out to review
the new stairs, because for a while the new concrete stairs had big concrete sidewalls that were
not appropriate. Bristow said the contractor repaired the sidewalls so that they now work
correctly. She said the owner will be putting a simple, black, metal handrail on that.
CONSIDERATION OF MINUTES FOR AUGUST 10, 2017:
MOTION: Agran moved to approve the minutes of the Historic Preservation Commission's
August 10, 2017 meeting, as written. Builta seconded the motion. The motion carried on a
vote of 9-0 (Bovd and Waaner absent).
COMMISSION INFORMATION AND DISCUSSION:
Iowa Citv Downtown District Update with Alexa McDowell
McDowell gave an update on the Downtown District. She said that the primary component is a
re-survey/update of the 2001 Survey and Evaluation for the purpose of determining whether or
not an historic district still remains and, if so, what those boundaries would be, and also for
differentiating contributing from non-contributing resources.
McDowell said the site work and photography work has all been done on that. She said her
research staff has completed the initial updates of all of the inventories, with the exception of a
handful of them that are a little confusing in terms of how they were recorded or counted
previously. McDowell said that by and large, that work is therefore done.
McDowell said what remains about that piece is for her to go through and do a very thorough
comparison against the work that was done in 2001. She said she has spent a lot of time
downtown looking and evaluating the properties but will be taking a look at the images and the
text that Marlys Svendsen prepared when she evaluated the properties.
McDowell said her aim is to have a preliminary statement or material presentation by the middle
of October about whether a district exists or not. She said it will be something that she will be
looking for feedback about from the Commission.
McDowell said the other part of this involves conversations with a variety of people, ranging
from developers, architects, University personnel, preservationists, and business people. She
said she received an initial list of names from the City, the downtown district, and
preservationists, so that there would be a good cross-section of perspectives.
McDowell said one thing that is clear about this is that everyone recognizes that the heart of the
downtown is the historic buildings. She said there is very clearly a conversation about how to
HISTORIC PRESERVATION COMMISSION
September 14, 2017
Page 5 of 7
accommodate change and protect the historic buildings at the same time and about how this
gets very complicated.
McDowell said that conversation continues. She stated that at this point, she will be
concentrating on defining the district, if it exists, and what those structures are. McDowell said
that is the big piece, because at that point one can begin to talk about what comes next.
McDowell said she will be back multiple times by the end of October. She invited Commission
members to reach out to her through the City to provide thoughts and feedback.
Miklo said that City Channel 4 did tape the recent event regarding the downtown at the Englert.
He said that once that is available, staff will send the Commission members a link to watch the
video.
McDowell said that she will be doing two more presentations. She said that one will be directed
to downtown business and property owners to answer questions about National Register
requirements, etc.
Discussion of 109 East Market Street - Sanxav-Gilmore House.
Swaim said there is not an application regarding this property at this time, so there is no
decision or action for the Commission to take. She said there will not be public discussion, but
this is really just to share what is known at this point with the Commission.
Swaim said that two weeks ago, the Press Citizen disclosed that the University hopes to
purchase this lot, not the building but the lot, from Gloria Dei Lutheran Church, which uses it for
offices and its campus ministry. She said the article stated that the University is conducting a
feasibility study regarding building on this lot and three adjoining lots that are on Clinton Street.
Swaim stated that in early 2015, the Commission recommended that the Planning and Zoning
Commission pay special attention to this house when considering amendments to the
Comprehensive Plan (Central Planning District), since the Commission considers the house the
number one priority for landmark status. She said that consequently, the City Council amended
its Comprehensive Plan because of the recommendation to support the preservation of 109
Market Street.
Swaim said that the packet included a brief write-up on the history of this house, which is known
as the Sanxay-Gilmore House. She stated that the significance of the house lies in four facts.
Swaim said the house is associated with a very early family in Iowa City's history in terms of
business and culture - the Sanxay family.
Swaim said the house is also associated with Eugene Gilmore, who was the University
President during the very active building period in the University's history in the 1930s. Swaim
said that Gilmore and his wife lived in the house from 1946 onward for some years.
Swaim said it is perhaps the earliest and one of the strongest examples of Greek Revival
domestic architecture. She said it has a lot of Italianate details as well.
Swaim stated that the building has always been dated to 1855 -1860, but there is some
indication that it may well have been built as early as 1843, which would make it the oldest
HISTORIC PRESERVATION COMMISSION
September 14, 2017
Page 6 of 7
house in what was then the city limits of Iowa City. She said it is therefore a significant house in
all four respects.
Swaim said there were subsequent articles after that first one in the Press -Citizen that said that
the church would like to move this house to the immediate west of the building at 130 Jefferson,
the Park House Hotel, the building with the mansard roof. She said the article stated that the
University would help cover the cost of moving.
Swaim said she is extremely pleased to see that the University and the church both really want
to save this house, and she could not agree more. She said that the green space, where they
propose to move this house, is part of 130 Jefferson, the Park House Hotel. Swaim said the
Hotel was built in 1850 and served as a hotel when Iowa City was still the State capital. She
said it later became a boarding and day school for girls and was called St. Agatha's female
seminary until 1909. Swaim said it was then a women's dormitory for a while, and then it
became Berkeley Apartments and so on.
Swaim stated that there is historical evidence that this space to the west of the building, where
the trees are, has been historically a green space. She said that nothing of substance has ever
been built on it. Swaim said there are very few examples of that kind of open space from the
original town.
Miklo said that because this is part of both a National Register and local historic district, if
something were to be moved or built on this site, it would require the Commission's approval for
any construction. He said that staff has raised the question with the State Historic Preservation
Office, who reminded staff once again that it is a National Register District so staff would want to
consult with the National Park Service.
Miklo stated that there is some concern that moving a building to or building on this site would
have an adverse effect on the two adjacent buildings: the Park House Hotel and the historic
convent to the west, so it would be looked at very carefully. He said that no decisions have
been made, and in fact, there is no proposal before the Commission to construct on this site.
Miklo said that some caution has been raised, however, that it will have to be looked into with
the concern of not having an effect on an adjacent historic site. He said staff wants to put it out
there that there would be some concern about any potential construction on this particular site.
Swaim stated that from a preservation viewpoint, the very best practice is to leave a building
where it is - where the history happened. She said that the hope is to explore all avenues for
this house. Swaim said she is very excited that everyone seems to want to keep this house.
She said that all avenues will be explored with the University and with the church, and the
Commission will be kept informed as all of this unfolds.
ADJOURNMENT:
The meeting was adjourned at 5:56 p.m
Minutes submitted by Anne Schulte
HISTORIC PRESERVATION COMMISSION
ATTENDANCE RECORD
Kfiilr&411F.3
NAME
TERM
EXP.
9/8
10113
11110
12/8
1112
2/9
319
4113
5/11
6/15
7/31
8110
9/14
AGRAN, THOMAS
7/1/20
X
X
X
X
X
X
O/E
X
X
X
X
X
X
BAKER, ESTHER
7/1/18
X
X
O/E
X
X
X
O/E
X
X
X
X
X
X
BOYD, KEVIN
711/20
X
X
X
O/E
X
X
X
X
X
X
O/E
X
BUILTA, ZACH
711/19
X
X
X
X
O/E
X
X
O/E
X
X
O/E
X
X
CLORE, GOSIA
7/1/20
X
0/E
X
X
X
O/E
X
X
X
X
X
O/E
X
DEGRAW, SHARON
711/19
X
O/E
X
X
X
X
X
X
O/E
X
X
X
X
KARR, G. T.
7/1120
—
—
—
—
—
—
—
—
X
X
X
KUENZLI, CECILE
7/1/19
X
X
X
X
O/E
X
X
O/E
O/E
X
O/E
O/E
X
MICHAUD, PAM
7/1118
X
X
X
X
X
X
X
X
X
X
X
O/E
X
SWAIM, GINALIE
7/1/18
X
X
X
O/E
O/E
X
X
X
X
X
X
X
X
WAGNER, FRANK
7/1118
X
O/E
X
X
X
X
X
X
X
O/E
O/E
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
-- = Not a Member
r
CITY OF IOWA CITY 4b(8)
MEMORANDUM
Date: October 31, 2017
To: Mayor and City Council
From: Kris Ackerson, Community Development Planner
Re: Recommendations from Housing and Community Development Commission
At their October 30th meeting, the Housing and Community Development Commission
approved the September 21, 2017 meeting with the following recommendations to the City
Council:
By a vote of 8-0 the Commission recommends commitment of $330,000 in local funds to
Low Income Housing Tax Credit project proposed by Del Ray Ridge LP.
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
_X_ Agenda item will be prepared by staff for Council action
MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
SEPTEMBER 21, 2017 - 6:30 PM
SENIOR CENTER, ROOM 202
MEMBERS PRESENT: Syndy Conger, Charlie Eastham, Vanessa Fixmer-Oraiz, Christine
Harms, John McKinstry, Harry Olmstead, Maria Padron, Paula
Vaughan
MEMBERS ABSENT: Bob Lamkins
STAFF PRESENT: Kris Ackerson, Tracy Hightshoe
OTHERS PRESENT: Maryann Dennis, Megan Carr, Nikki Sand
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 8-0 the Commission recommends commitment of $330,000 in local funds to Low Income
Housing Tax Credit project proposed by Del Ray Ridge LP.
CALL MEETING TO ORDER:
Olmstead called the meeting to order at 6:30 PM.
APPROVAL OF THE AUGUST 17. 2017 MINUTES:
Eastham moved to approve the minutes of August 17, 2017. Harms seconded the motion. A
vote was taken and the motion passed 7-0. (Maria Padron not present for the vote).
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
Maryann Dennis (The Housing Fellowship) stated that the annual meeting of the Johnson County
Affordable Homes Coalition will be Friday, September 29 at noon in room 203 of the Johnson County
Health and Human Services Building.
TENTATIVE SCHEDULE OF PROJECT MONITORING VISITS IN FY18:
Ackerson shared the schedule for the projects that have already been funded in the packet
and will invite the project sponsors to update the Commission.
Eastham asked if the Commission would receive a summary of the project application and
the work that is expected to be completed. Ackerson said he could distribute the applications
to the Commissioners for review.
CONSIDER A RECOMMENDATION TO CI_TY COUNCIL REGARDING
COMMITMENT OF LOCAL FUNDS TO PROPOSED LO_W-INCOME HOUSING TAX
CREDITPROJECTS:
Ackerson noted that at the last meeting the Commission discussed the City has set aside local
funds to award to developers who are proposing low income housing tax credit projects.
Ackerson stated that the funds that were set aside last year were not allocated so those funds
have been added to the funds to be allocated this year for a total of $330,000 to a project, or
multiple projects. Ackerson said they received two proposals, which were distributed to the
Commission. Ackerson reviewed a table in the meeting packet with basic information about
each proposal:
Housing and Community Development Commission
August 17, 2017
Page 2 of 9
Del Rey Limited Sand Companies,
Project Partnership Inc
Planning district Downtown North East
Units
Affordable
Market rate
Rezoning required
Project cost
City funds requested
Target demographic
Sidewalk access
Transit service
Walking distance to elem.
28 50
20 TBD
3 TBD
No Yes
$5,813,496 $10,441,216
$330,000 $330,000
Low income families Low income families
Yes
Yes
Yes
Yes
0.9 miles 0.9 miles
Eastham noted that the table doesn't indicate site control for either of the projects. Hightshoe
replied that site control is not required for the application to the City, it will be required at the
time the developer applies to IFA (Iowa Finance Authority). Site control means that the
developer has a purchase offer or owns the site. Eastham asked if property zoning was required
as part of the application process and Ackerson replied it was not.
Vaughn noted that on the Sand Companies, Inc. application it doesn't indicated how many of
the units will be affordable, so when will that be decided.
Megan Carr (Sand Development, LLC) stated that they are proposing 49 units, 5 would be
market rate units and the remaining 44 would be affordable units. 30, 40, and 60 percent
income rent limits for the tax credit units. They are still finalizing how many units will be in
each category but the latest projections are five 30% units, eight 40% units, and thirty-one 60%
units. Padron asked what the percentages mean. Carr stated the rent limit is based on the
percentage of the area median income of the tenant so how much the rent can be including all
utilities. Olmstead asked if they would be accepting Housing Choice Voucher tenants and Carr
confirmed they would. Carr also stated they have the 5 market rate units to gain a higher score
in the IFA ratings for funding.
Eastham asked what the actual rents would be for each level of units. Carr stated the rents are
projected to be:
Unit type
Range
1 bedroom (8 total)
$448-$940
2 bedroom (17 total)
$532-$1120
3 bedroom (18 total)
$619-$1300
4 bedroom (6 total)
$741-$1400
Housing and Community Development Commission
August 17, 2017
Page 3 of 9
Carr stated with regards to utilities the tenants are responsible for electric. Sand Companies
will provide heat, Wi-Fi internet, water, and underground parking. There will be balconies on
all the units and full appliance package (including washer and dryers in units). All units will be
accessible and they will meet the requirements for IFA.
Olmstead asked if the units would have one-year leases and Carr confirmed they would and
security deposits would be equal to one-month rent.
Vaughn asked if there was an existing transit service to the area already. Carr stated that
there is not currently but when meeting with the City they noted the land parcel is on a major
roadway so there is a potential of expansion of bus service to the area, but there was no
guarantee. Padron noted that it is a very busy street and dangerous for bicycle traffic. Ackerson
noted that there is a bus stop on Scott Boulevard about three blocks from the proposed site.
Hightshoe noted that the area is indicated in the Comprehensive Plan to accommodate multi-
family, the parcel is not currently zoned that but since it is near a major arterial road it is a
location that can be zoned multi -family.
Carr stated that Sand Companies has developed over 30 low income tax credit properties over
the last 20 years and are currently in the process of building a site in Coralville at the old
Lantern Park Nursing Home site that should be open in November. It will be a senior
community but with the similar mix of 30, 40 and 60 percent units.
Eastham asked if a rezoning application has been submitted yet for this site. Carr stated they
have not because IFA does not require the rezoning to happen prior to the application and they
do plan to have more discussions with the City in the coming weeks to determine the next steps.
She noted that the current owners of the site have not annexed the property into the City as
there are certain tax implications if they were to annex and rezone the property prior to the
sale.
Eastham asked how many buildings would be on the site. Carr said they are submitting the
application for one building however would like to add a second building in the future. They are
only purchasing on section of the site, the current property will be divided into three parts. The
current home on the property will be one parcel and Sand Companies will own just the northern
parcel. There will be roadways added to connect all the properties to other streets north/south
and east/west.
Eastham asked what the length of affordability are they offering, Carr replied 30 years. Carr
noted that in all the time they have been doing this they have only had one building come out of
compliance. It was a 15 -year building and when they were allocating credits they went back
into that building and did renovations to put in back into compliance for another 30 years. All
properties have an annual inspection and their goal is to keep the buildings affordable for
eternity, not just the 30 years.
Maryann Dennis (The Housing Fellowship) discussed the Del Ray Ridge LP proposal. They will
also be applying to IFA for the non-profit set-aside tax credits which is required by the IRS
(10% of all of the credits awarded in the United States are automatically set-aside for qualified
non -profits). Dennis noted they have a signed letter of intent with the seller and the property is
already zoned correctly. The development team is ready and they have already received
$800,000 from the Johnson County Housing Trust Fund for the land acquisition. She noted that
the new qualifications required by IFA does not award any points on the application for local
Housing and Community Development Commission
August 17, 2017
Page 4 of 9
government assistance. Dennis said it is a small site in the Riverfront Crossings District (628
South Dubuque Street) so there is the affordable housing requirement additionally for the
Riverfront Crossings District.
Eastham asked about site control. Dennis stated they have a willing seller and a letter of intent
and will have a purchase option by the application date.
Eastham stated Del Ray included a rent table in their application and he has a few questions
regarding the proposed interest rate on the City's LIHTC funds perhaps a lower interest rate
for the Trust Fund to better reduce the rents on some of the units. Dennis said the Trust Fund
is not likely to reduce their interest rate, but if the City wanted to that would be great.
Dennis noted that as far as affordability, it is required that the units remain affordable for 30
years. After the 15 years when the syndicators and investors are out there is a rule for the right
of first refusal for a qualified nonprofit to purchase those units. Therefore The Housing
Fellowship fully intends to purchase the units to make sure they remain affordable for the life
of the property. Dennis noted there is a table in the Commissioners' packets that shows the rent
breakdown for the units. These amounts are what are proposed now, by the time they are
rented up it will be 2019 so it could change a bit.
RENT BREAKDOWN
Eastham asked if Dennis could talk about The Housing Fellowships experience with the
demand for one bedroom versus two bedroom units. Dennis replied that currently they do not
own any one bedroom units and they receive a lot of calls for one bedroom units. They currently
own two, three, and four bedroom units and their vacancy rates run annually under four
percent. Dennis confirmed that all the units would be equipped with all appliances including a
washer and dryer in each unit. Dennis noted that the State agency that awards the credits has
a large detailed application that is scored by points and it is very competitive. She noted it is
also very expensive to even apply for the credits. The decisions are based on points, so each
applicant wants to include everything in their project they can to gain the most points on their
applications.
Vaughn asked Carr to speak about the size of the units for the Sand Companies project since
The Housing Fellowship had their listed in their application. Carr replied that their one
bedrooms 718 square feet, two bedrooms are 1100 square feet, three bedrooms are 1400 square
feet, and four bedrooms are 1700 square feet. She added that the one bedroom units will have
Max
Average
Low Income
%Low
Net Rent
Regulated
Utility
Stabilized
Sq.
Units
Income
#of Units
Monthly
Rent
Allowance
Annual Rent
Footage
1 bedroom A
60%
10
S
$16
$
816
59
$
97,920
S
650
3 bedroom B
409x.
3
S
525
$
525
59
$
18,900
$
650
1 bedroom C
30%
1
S
379
S
379
59
$
4,548
5
659
2 bedroom A
60"h
3
5
965
5
965
85
$
34,740
5
800
2 bedroom B
40%
2
$
615
5
615
85
5
14,760
S
800
2 bedroom C
3
1
5
440
S
440
85
$
5,280
S
800
Market Units
1 bedroom A
2
$
11000
S
24,000
650
2 bedroom A
6
$
1500
5
108,000
800
Eastham asked if Dennis could talk about The Housing Fellowships experience with the
demand for one bedroom versus two bedroom units. Dennis replied that currently they do not
own any one bedroom units and they receive a lot of calls for one bedroom units. They currently
own two, three, and four bedroom units and their vacancy rates run annually under four
percent. Dennis confirmed that all the units would be equipped with all appliances including a
washer and dryer in each unit. Dennis noted that the State agency that awards the credits has
a large detailed application that is scored by points and it is very competitive. She noted it is
also very expensive to even apply for the credits. The decisions are based on points, so each
applicant wants to include everything in their project they can to gain the most points on their
applications.
Vaughn asked Carr to speak about the size of the units for the Sand Companies project since
The Housing Fellowship had their listed in their application. Carr replied that their one
bedrooms 718 square feet, two bedrooms are 1100 square feet, three bedrooms are 1400 square
feet, and four bedrooms are 1700 square feet. She added that the one bedroom units will have
Housing and Community Development Commission
August 17, 2017
Page 5 of 9
just one bathroom but all other units will have two bathrooms and that all units will have
patios or balconies.
Padron noted that the Sand Companies project has a playground for children and asked if The
Housing Fellowship project would as well. Dennis replied that their project will not have a
dedicated children play area as since they are one and two bedroom units they do not anticipate
a lot of children.
Eastham moved to recommend commitment of local funds to the proposed Low -Income
Housing Tax Credit project submitted by the Del Ray Ridge LP. Vaughn seconded the
motion. A vote was taken and the motion passed 8-0.
Padron noted that the other application (Sand Companies) has no bus service to their project and
that is a concern. Hightshoe acknowledged that is true, but when the City looks at land banking for
affordable housing the fringe areas are where they look because while there might not be transit
service now, in 10-15 years when the area is built out there likely will be adequate transit service.
Eastham noted that if the concern is the fringe areas being developed without affordable housing
included then City Council should commit to including that in development areas.
Eastham discussed the City interest rate on the project and suggests that Council reduce the City's
interest rate to 0% and have the applicant reduce the rents so they really are affordable noting that
people making less than $20,000 per year still could not afford these units. Hightshoe noted that the
City does not require the applicant to pay interest on the funds, the applicant put it in their
application.
Dennis commented that the way the credits are allocated so the investors can enjoy the income tax
credits they receive and if there is a grant in the funding sources that is not an eligible basis for the
investors to receive the credit. Therefore, the funding has to be some type of loan, but it could be a
0% loan. However, until the final project budget is finalized she cannot guarantee even with the 0%
loan can they make the rents affordable to an individual making less than $20,000 per year.
CONSIDER APPROVAL OF THE FY17 CONSOLIDATED ANNUAL PERFORMANCE &
EVALUATION REPORT (CAPER) — ONLINE ATWWW.ICGOV.ORG/ACTIONPLAN
Ackerson noted that the Consolidated Annual Performance & Evaluation Report is something Staff
compiles at the end of every fiscal year. At the beginning of each fiscal year the Commission awards
funds and Staff then tracks projects that are funded in the Annual Action Plan. At the end of the
year this report is provided as a summary of the projects to the Commission, HUD, and the public to
show how the funds were used and what was accomplished. The document has been published for
two weeks for public comment, once approved by the Commission it will be filed with HUD. The
report includes two tables that summarize the CDBG and HOME projects and show at -a -glance what
has been accomplished.
Fixmer-Oraiz questioned the table on page 8 regarding racial and ethnic composition of families
assisted and that it states it meets the requirements and have been successfully marketed to African
American households but none of the families assisted were African American or people of color
except Hispanic and Not Hispanic. Hightshoe noted the table does not that 2100 African American
citizens are assisted under the CDBG funding, but none were assisted under HOME funding.
Hightshoe noted the difference is the City does owner -occupied housing rehab with the HOME
funding and typically they see almost all white households, occasionally a Hispanic household but
rarely get African American homeowners that apply for that program. CDBG funding is used for
rental assistance and that is where they see more African American applications. The census shows
Housing and Community Development Commission
August 17, 2017
Page 6 of 9
a higher percentage of white population in our City as well as a lot of the owner -occupied rehab
housing is for elderly and that percentage of white population is even higher.
Fixmer-Oraiz asked how the program is marketed. Ackerson said every project is a bit different.
Some are through referrals such as the Mayor's Youth program, System's Unlimited, etc. Hightshoe
noted that when the Habitat for Humanity units are report, those are often persons of color.
Eastham asked if the CAPER was to report on projects still in progress and Hightshoe said they only
report on projects completed in that fiscal year.
Vaughn asked if there was any re-evaluation done on how many successful projects were completed
and how many were assisted by the projects. Ackerson explained that the annual action plans are
part of a five-year consolidated plan (the current plan will go through 2020) and at the time of
drafting a new consolidated plan is when all the data will be compiled and reviewed. Hightshoe
noted the affordable housing chart (on page 15) just shows the one-year goals and FY17 projects.
Currently there are 133 affordable units underway, yet to be finished and under the HOME program
they are given four years to complete projects.
Eastham suggested that the City publish a report showing each project in progress, the beneficiary,
and funding. Ackerson said he can export from the system a report showing race, ethnicity, and
income. He noted this will also be part of the Assessment of Fair Housing that will provide data for
the next five-year consolidated plan.
Fixmer-Oraiz moved to approve the FY17 Consolidated Annual Performance & Evaluation
Report (CAPER) with edits discussed, Harms seconded the motion, a vote was taken and
the motion passed 8-0.
UPDATE ON INVEST HEALTH INITIATIVE:
Hightshoe noted that last year the City applied to the Robert Wood Johnson Foundation (one of the
largest healthcare foundations in the United States) for an Invest Health Grant. Out of 180 cities
that applied, they selected fifty and Iowa City was chosen. There are five members on the Iowa City
committee. Hightshoe represents the City as one of the members on the committee, there is a person
from The University of Iowa College of Public Health, someone from The University of Iowa
Hospitals and Clinics, Pauline Taylor from the Iowa City Council, and Maryann Dennis from The
Housing Fellowship as the community development housing specialist. Their application to Invest
Health was based on the idea to improve neighborhoods. They concentrated on asthma and mental
health and looked at poverty data (where they are living), concentration of minorities, and the data
regarding emergency visits to The University of Iowa Hospitals for asthma. The committee overlaid
this information on a map and four neighborhoods had concentrations. The areas we are
concentrating efforts on are: Pheasant Ridge, Towncrest, Broadway, and Hilltop mobile home park.
Hightshoe noted that according to the school district, asthma is highest in the Lemme and Lincoln
elementary attendance areas but those are not the same children going to the emergency rooms with
severe persistent chronic asthma problems. The committee worked with a bunch of stakeholders in
the community (the University, medical provides, free medical clinic, neighborhood advocates, etc.)
and they surveyed three of the neighborhoods (they were unable to survey Pheasant Ridge because
they could not take on that capacity) of over 600 households and received responses from about 20%.
The surveys showed that people have financial stress, they are worried about their housing, and in
some neighborhoods over 50% of the folks are stressed, angry, depressed, or suffer from other mental
health issues. Some of the neighborhoods also reported issues with mold, peat infestations, and other
things that trigger asthma and respiratory problems. Hightshoe will circulate the summary of the
survey results with the Commission as some of the responses were surprising. For example, for
mental health issues, the primary contact for some of the respondents were their church minister or
Housing and Community Development Commission
August 17, 2017
Page 7 of 9
pastor (not a health professional). Hightshoe noted that it wasn't all bad, but there were some
problems in the neighborhoods. One area was social isolation, as seen in the Broadway neighborhood
(30% didn't know who their neighbors were). The committee has been brainstorming with the
stakeholders group on how to move forward. In December they need to have a pipeline of projects
prepared that will address the problems they have identified and then they must present their
business plan to obtain funding. They have been working with Iowa City Compassion to prioritize
the issues and narrowed the list to a top 20 that could be addressed reasonably with the resources
available. The committee then took that list of 20 projects to the neighborhoods to see what they
would prefer and no matter where they presented this list, the top five were the same each time. (1)
Affordable daycare centers; (2) more decent and safe affordable homes without rent increases; (3)
safe place for activities in immediate neighborhoods for small children; (4) center for those with
mental health and substance abuse issues and; (5) promote public art and events in neighborhoods.
After those five were identified the committee looked at their capacity and what they could present
for funding, they narrowed it down to three projects and now are discussing how they develop these
three projects with a business plan and a way forward. Those three projects are (1) behavior access
center (an alternative to jail or emergency room); (2) affordable daycare and improving the birth to
five year child care system as it is such a huge financial stress for working citizens. They are
working with Kirkwood, the County, and other stakeholders for a public space. And; (3) working with
a College of Nursing adjunct faculty member and using the building on Arthur Street to provide a
holistic service for those with chronic mental illness in both counseling services and primary care. So
the committee is looking at these three projects and working on getting business plans in place to
present to the Invest Health people in December.
Hightshoe noted that along with these three projects, they are also looking at what they might be
able to do on a local level. This partnership with The University of Iowa College of Public Health and
UIHC has allowed them to also create two initiatives recently. (1) The Free Wheels initiative where
Police, Neighborhood Services, and World of Bikes worked together and 15 low-income junior high
kids could receive 15 bikes the police had impounded and World of Bikes had fixed up. World of
Bikes also taught the kids bike safety, safe routes to school, and how to maintain the bikes. The City
provided the kids with helmets and locks. The Police have indicated they will be taking this program
over and sustaining it year after year. (2) They applied to The Housing Trust Fund of Johnson
County for a Healthy Homes grant and was awarded $75,000 and are partnering with the College of
Nursing to identify children with asthma and have a qualified healthy home air quality inspector go
with a nurse to the home to inspect the house and the nurse will provide in-home asthma care
instructions. They have five applicants so far and will see how the process goes.
Hightshoe also stated that with the daycare idea the City is taking part in The Bloomberg
Challenge. Former New York City Mayor Bloomberg has a foundation where they give money
through a competition showing new initiative to help others. The City is going to enter their daycare
idea into this competition.
UPDATE ON ANNUAL INPUT FOR CONSOLIDATED PLAN - IC COMPASSION BACK -
TO -SCHOOL EVENT:
Ackerson noted that it was an event that they attended and used it as a source to survey for the
Invest Health initiative grants discussed above.
Padron as a new member of the Commission introduced herself and told a little about herself.
Housing and Community Development Commission
August 17, 2017
Page 8 of 9
Hightshoe stated at the Council's last work session meeting they address zoning occupancy changes
due to the State no longer allowing cities to zone by familial status (not allowing more than three
unrelated persons in one home). Council is questioning what they can now to maintain neighborhood
stabilization and most concerned about student housing in the single family and duplexes in the
downtown area. This will likely be on the agenda for the next meeting to see if the Commission has
any recommendations.
CORRESPONDENCE:
None.
ADJOURNMENT:
Eastham moved to adjourned. Vaughn seconded, a vote was taken and the motion passed.
Housing and Community Development Commission
September 21, 2017
Page 9 of 9
Housing and Community Development Commission
Attendance Record
2017-2018
Name
Terms
Exp.
10/20
11/17
12/15
1/19
2/9
2/16
3/7
4/20
6/15
8/17
9/21
Conger, Syndy
7/1/2018
O/E
X
X
X
O/E
X
X
X
X
X
X
Eastham, Charlie
7/1/2020
---
---
---
---
---
---
---
---
---
X
X
Fixmer-Oraiz,
Vanessa
7/1/2020
---
---
---
---
---
X
X
Harms, Christine
7/1/2019
X
X
X
X
X
X
X
X
X
X
X
Lamkins, Bob
7/1/2019
O/E
X
0/E
X
O/E
X
X
O/E
X
X
O/E
McKinstry, John
7/1/2020
X
X
X
X
X
X
X
O/E
X
X
X
Olmstead, Harry
7/1/2018
0/E
X
X
X
X
X
X
X
X
X
X
Padron, Maria
7/1/2018
---
---
---
---
---
---
---
---
---
O/E
X
Vaughan, Paula
7/1/2019
O/E
X
X
X
X
X
X
X
X
X
X
Key:
X = Present
0 = Absent
O/E=Absent/Excused
--- = Vacant or prior commissioner
11-06-17
Minutes for the Human Rights Commission 4b(9)
Regular Meeting
September 19, 2017
Helling Conference Room
410 E. Washington Street
Iowa City, IA 52240
1. Call to Order
Chair Hanrahan called the meeting to order at 5:33 PM.
Commission Members Present:
Jeff Falk, Adil Adams, Kim Hanrahan, Eliza Willis, Barbara Kutzko, Joe Coulter, Shams
Ghoneim, Andrea Cohen.
Commission Members Not Present:
Tahuanty Pena.'
Staff Present:
Stefanie Bowers.
Others Present:
Jean Lloyd -Jones, Maria Padron, Jean-Paul Mugemuzi.
2. Recommendations to City Council: None.
3. Funding Request for Community Forums to Make All Children Matter.
The request includes sponsorship for three events each that brings violence against children
into the light and encourages protection of the right to childhood and livable futures. The
programs are being held September 21, October 21, and December 10. Commissioner
Coulter moved to fund the request at $200; the motion was seconded by Commission Vice
Chair Willis. A vote was taken and the motion passed 5-1. (Hanrahan in the negative and
Cohen and Ghoneim abstaining due to conflict of interest).
4. Funding Request for Celebrating the World's Children.
The request includes sponsorship of a program being held October 22 that highlights the
rich diversity of Johnson County, saluting United Nations agencies that benefit children and
families around the world, and to support the United Nations International Children's
Emergency Fund (UNICEF). Commissioner Coulter moved to fund the request at $100; the
motion was seconded by Willis. A vote was taken and the motion passed 5-2. (Hanrahan,
Falk in the negative and Cohen abstaining due to conflict of interest).
5. Funding Request for Refugee and Immigrant Recognition Dinner.
The request includes sponsorship of the refugee/immigrant recognition dinner aimed at
building awareness and respect between the growing refugee/immigrant populations in the
community and elected officials. The event is scheduled for October 14 and will be held in
North Liberty. Commissioner Coulter moved to fund the request at $200; the motion was
seconded by Ghoneim. A vote was taken and the motion passed 6-2. (Hanrahan and Falk in
the negative). Commission Chair Hanrahan and Commissioner Adams will attend the event
on behalf of the Commission.
Minutes for the Human Rights Commission
Regular Meeting
September 19, 2017
Halling Conference Room
410 E. Washington Street
Iowa City, IA 52240
6. Indigenous Peoples Proclamation to City Council.
Commissioner Coulter will reach out to the Native American Council and Student
Association at the University of Iowa for representatives to accept the proclamation on
behalf of the Commission at the City Council formal meeting date of October 3. Staff will
reach out to Commissioner Pena to see if he is also available to accept the proclamation
that evening. Staff will check on noting this declaration on the City's calendar for Monday,
October 9.
7. Report on Job & Resource Fair.
Staff reported that there were 30 employers at the event held on September 12. It is
estimated that the fair drew about 200 attendees.
8. Approval of August 16, 2017, Regular Meeting Minutes:
Commissioner Ghoneim moved to approve the minutes; the motion was seconded by Vice
Chair Willis. A vote was taken and the motion passed 7-0. (Adams not present for the vote).
9. The Social Justice Racial Equity Grant Process and Evaluation Rubric for FY18:
Staff will be sending the final draft to the Communications Office to make the updates to the
pdf for Commissioners to review at their October meeting.
10. Report on National Hispanic Heritage Month Proclamation.
Commissioner Kutzko accepted the proclamation on behalf of the Human Rights
Commission at the September 5 City Council formal meeting.
11. Rapid Response Team
The subcommittee will meet in the near future to discuss next steps.
12. Human Rights Annual Award Breakfast:
Commission Chair Hanrahan and Commissioners Pena and Willis will serve on the
subcommittee to select award recipients. Commissioner Ghoneim will provide welcoming
remarks, Commission Chair Hanrahan will introduce Jean Lloyd -Jones, Commission Vice
Chair Willis will present the awards, and Kutzko will close the program. The breakfast will be
held on October 25 and Jean Lloyd -Jones will serve as the keynote speaker.
13. University of Iowa's Center for Human Rights Advisory Committee:
The Center has a three part community forum on Making All Children Matter. The events
include Setting the Stage (September 21, 2017), Recording Experiences & Responses
(October 21, 2017), and The Right to a Livable Future: Making All Children Matter
(December 10, 2017). Staff will resend the information on the programs to the Commission.
The Center also recently held programs on the Role of Transformative Education in
Successful Reentry. The purpose of the programs was to show how communities can
support access to (higher) education and employment opportunities for Iowa's currently
incarcerated men and women.
Minutes for the Human Rights Commission
Regular Meeting
September 19, 2017
Helling Conference Room
410 E. Washington Street
Iowa City, IA 52240
14. Building and Crossing Bridges Together:
The subcommittee has a tentative date of December 10 to hold a program, but will work with
staff on next steps and the feasibility of continuing the program.
15. Iowa City Community School District Equity Committee:
The District's taskforce, with the specific charge of looking at the LGBTQ culture and
environment for students in its schools, will convene four different days and times for the
group to meet with students and the community. The taskforce was convened in response to
the 2017 Iowa City Community School District Student Experiences of School Climate
Report and survey data that revealed a consistent pattern of disparities in student
experiences for non -binary gender identified and LGB identified students. More information
on the report can be located at http://ppc.uiowa.edu/social-policy/study/Igbtq-student-
experiences-iowa-city-com m unity -school -district.
16. Announcements from Commissioners:
Willis has been working with the League of Women Voters on voter registration events
around Iowa City including at the Broadway Neighborhood Center.
Cohen spoke on the United Nations Association Iowa Chapter's launch of Empower Her -Kits
set for October 24. The initiative includes an Empower -Her Pad-Palooza Sew-A-Thon and
an Empower -Her Donation Drive.
Adams recently attended a forum in support of Iowa City council candidate Mazahir Salih.
Hanrahan plans on attending the Butterfly Mosque book discussion being held at the Iowa
City Public Library on September 23.
Ghoneim recently participated in a panel discussion sponsored by the University of Iowa
School of Social Work on end of life matters. Ghoneim represented the Islamic faith; other
panelist represented Buddhism and Judaism.
17. Announcements from Staff:
Next regular meeting date Tuesday, October 17 at 5:30 PM.
Adjournment: The meeting was adjourned at 7:06 PM.
Minutes for the Human Rights Commission
Regular Meeting
September 19, 2017
Helling Conference Room
410 E. Washington Street
Iowa City, IA 52240
Member Attendance Sheet
Member
Term Exp.
1/17/17
2/21/17
3/14/17
4/25/2017
5/16/17
6/20/17
7/18/17
8/16/17
9/19/17
B. Kutzko
1/2020
Present
Present
Present
Present
Present
Excused
Present
Present
Present
J. Falk
1/2020
Present
Present
Present
Present
Present
Present
Present
Present
Present
T. Pena
1/2020
----
---
Present
Present
Present
Present
Present
Excused
J.Coulter
1/2019
Present
Present
Excused
Present
Present
Present
Excused
Present
Present
A. Adams
1/2019
Present
Present
Present
Present
Present
Present
Present
Present
Present
E. Willis
1/2019
Present
Present
Present
Present
Excused
Present
Present
Present
Present
A.Cohen
1/2018
Present
Present
Present
Excused
Present
Ezcused
Excused
Present
Present
K. Hanrahan
1/2018
Present
Present
Present
Excused
Present
Present
Present
Present
Present
S. Ghoneim
1 1/2018
Present
Present
Present
Present
Excused
Present
Excused
Present
Present
11-06-17
4b(10)
s�s IOWA CITY
fi PUBLIC LIBRARY
123 S. Linn St. •Iowa City, IA 52240
v. Suun Cnlg wa )141H))ror.. )19)SbHMxvwxplwq
BOARD OF TRUSTEES
Minutes of the Regular Meeting
September 28, 2017
FINAL APPROVED
Members Present: John Beasley, Kellee Forkenbrock, Janet Freeman, Adam Ingersoll, Carol Kirsch,
Robin Paetzold, Jay Semel, Monique Washington.
Members Absent. Diane Baker.
Staff Present: Terri Byers, Maeve Clark, Susan Craig, Kara Logsden, Anne Mangano, Patty McCarthy,
Elyse Miller, Brent Palmer, Angela Pilkington.
Guests Present: None.
Call Meeting to Order. President Semel called the meeting to order at 5:00 p.m.
Public Discussion. None.
Approval of Minutes.
The minutes of the August 24, 2017 Library Board of Trustees meeting were reviewed. A motion to
approve the Minutes was made by Forkenbrock and seconded by Kirsch. Motion carried 8/0.
Items to be discussed.
Board members and staff left the Board Room to tour the MERGE space at 5:06 pm, and returned at
5:40 pm.
FY19 Budget Request. The City is releasing information to departments this week; requested budget is
approved by the Board in September, submitted to the City in October. There is still time to revisit the
budget at the October meeting. Craig said we should know about the state rollback in mid-October
which will enable the City to calculate property tax income. Craig believes the City is concerned about
state actions that may negatively affect the City budget and does not think this is the year to request
new services. We are still reckoning with the hourly staff budget after the wage increase last January; we
are requesting a 3% increase this year. Craig said the increase in the professional services area is a result
of the City's changed policies for background checks for potential staff and volunteers, and funds for
the director's search process. Craig said the east side book returns need to be replaced and are also
included. Craig explained the differences between the operating budget and the CIP budget. Ingersoll
asked what a staff wish list would look like. Craig said staff didn't spend much time talking about it.
Craig said she would say the Bookmobile is understaffed and there will be demands there as we go
forward but we can do with what we have. She also mentioned having a dedicated teen services person
to devote more staff time to teen needs. She said staffing is the most expensive item in the budget and
she is not expecting any staff increases after adding a position last year. Paetzold asked about having a
flood alarm system to avoid problems like we experienced in the Children's Room. Craig said this was a
specific sewer line problem. Beasley said the bookmobile is a resounding success and he is not opposed
to asking for the bookmobile to operate at 100% instead of 75% as it currently does, and perhaps
Council could be approached for funding. Craig does not believe this is a good time to do this. Ingersoll
believes a multi-year case might be a good idea. Craig said the Digital Media Lab may also require
more staffing. MERGE has a four year lease with a four year extension, after which the expansion of the
Children's Room can be considered. A motion to approve the FY19 budget request as presented was
made by Freeman and seconded by Ingersoll. Motion carried 8/0.
Staff Reports.
Director's Report. Craig reported that Nancy Holland is retiring from the Children's Room tomorrow.
Nancy has worked with the toys and other materials in the Children's Room for many years, and as a
retirement gift to the library, Nancy purchased a washer and dryer. Craig said she was happy to accept
the gift, particularly because of the bedbug issue. Lynn Mennenga, who works with our At Home and
jail outreach programs, is also retiring tomorrow. The City Manager set up a meeting on Tuesday night
for City department heads to meet with City Council candidates. Craig said it was a good event. Officer
David Schwindt, the downtown Police liaison, is moving to a new position. Officer Colin Fowler is taking
his place. ICPL is sponsoring a Hello/Goodbye event next Thursday morning for them. Everyone is
welcome.
Departmental Reports.
Adult Services. Clark said people recently laid off from Mercy Hospital were able to take advantage of
the resume writing programs in the Computer Lab.
Community & Access Services. Lisa Lucas, head of the National Book Foundation, is in town from New
York for a couple of programs. She visited the bookmobile and tweeted about it. Craig said we hosted
lunch for her and she reported many people told her not to miss ICPL on her trip.
Development Office. McCarthy said the Foundation Board is focusing on the bookmobile and being
ready to respond to implications resulting from city and state taxes, as well as the renovation that will
change the Computer Lab into the Digital Media Lab. McCarthy said there were 60 attendees at the
Plaza Towers ICPL Rocks My Block fundraiser on Saturday.
Business Office Annual Report. No comments.
Facilities Services Annual Report. No comments.
Spotlight on the Collection. No comments.
Miscellaneous. No comments.
President's Report. Semel said his children honored him and his late wife by contributing to the library
because it is a place they and their mom loved. He thinks it is great that they still think of the library.
Announcements from Members. Members thanked Semel for hosting the annual dinner in his home.
Freeman has information on the last State Librarian employment search that may be useful. Paetzold
encouraged everyone to read Michael Gorman's "Our Enduring Values;' and thinks it might be a good
idea to have a reading and discussion on the basic library issues discussed in it. The book was identified
to Paetzold by the School of Library and Information Science as a book one would want trustees to
read, particularly as we head into a director search. Craig said we could purchase the book. Semel said
having a bibliography for board members would be helpful. Ingersoll wondered if there are outside
experts in the community who could assist in the director search. Craig said she and Semel are just
beginning to discuss this. Semel said it would be good to begin in October.
Committee Reports.
Foundation Members. Ingersoll reported that he and Baker saw the Digital History presentation at the
last meeting. Wes Beary is this year's President of the Friends Foundation Board and he is working on
engaging the Board. The FY18 strategic plan is mostly about recruiting new donors, and requesting
increased contributions from current donors. The strategic plan is focusing on new measures for board
member engagement.
Communications. Email from Mary Gravitt about the discard/free shelf.
Disbursements.
The MasterCard expenditures for August, 2017 were reviewed. A motion to approve the disbursements
for August, 2017 was made by Kirsch and seconded by Washington. Motion carried 8/0.
Set Agenda Order for October Meeting.
Director search.
Personnel policies.
Adjournment. A motion to adjourn the meeting was made by Ingersoll and seconded by Washington.
Motion carried 8/0. President Semel closed the meeting at 6:37 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
Expiration
11/17/16
12/15/16
1/26/17
2/23/17
3/23/17
04/27/17
5/25/17
6/22/17
7/27/17
8/24/17
9/28/17
10/26/17
Diane Baker
6/30/19
X
O/E
X
X
O/E
O/E
0/E
X
X
X
X
X
John Beasley
6/30/21
X
X
X
X
X
X
X
X
X
X
x
x
Kellee
Forkenbrock
6/30/23
Not on Board
O/E
X
X
X
Janet Freeman
6/30/19
X
X
O/E
O/E
X
X
X
X
X
X
X
X
Adam Ingersoll
6/30/21
O/E
X
X
X
X
X
X
X
O/E
O/E
X
0
Carol Kirsch
6/30/23
Not on Board
X
X
X
X
Tom Martin
6/30/17
X
X
O/E
X
X
X
X
X
Off Board
Robin Paetzold
6/30/17
X
X
X
X
X
X
X
X
0/E
X
X
X
Meredith
Rich -Chappell
6/30/17
X
X
X
X
X
X
X
X
Off Board
Jay Semel
6/30/19
X
X
X
X
X
X
X
X
X
X
X
X
Monique
Washington
6/30/21
X
X
O/E
O/E
X
X
X
X
O/E
0
X
X
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
11-06-17
4b(11)
MINUTES APPROVED
SEPTEMBER 13, 2017
RECREATION CENTER — MEETING ROOM B
Members Present: Suzanne Bentler, Larry Brown, Clay Claussen, Wayne Fett, Cara Hamann, Lucie
Laurian, Angie Smith, Jamie Venzon, Joe Younker
Members Absent: None
Staff Present: Juli Seydell Johnson, Chad Dyson, Zac Hall
Others Present: Del Holland
CALL TO ORDER
Chairman Claussen called the meeting to order at 5:00 p.m.
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action):
None
OTHER FORMAL ACTION:
Moved by Brown, seconded by Fett, to approve the August 9, 2017 minutes as written. Passed 5-0
(Bentler, Hamann, Laurian & Smith absent).
Bentler, Hamann, Laurian and Smith arrived at 5:02.
PUBLIC DISCUSSION
None
PARK CH' BUDGET REVIEW — JULI SEYDELL JOHNSON:
Seydell Johnson presented the CIP Budget to commission. The presentation is attached to these minutes.
Commission comments are included below.
Riverfront Crossings Development: Laurian mentioned that there is currently no barrier between the park
development and the highway and wondered if that is in the plan. Seydell Johnson said that there will be
plantings and that the park is far enough from the road that is should not be an issue.
Lower City Park Playground: Laurian asked if the playground would be relocated. Seydell Johnson
explained that it likely would not meet current playground safety regulations. Laurian asked if
playgrounds can be recycled.
Upper City Park Shelter Replacement: Laurian asked if the shelter/s were being replaced due to age or
due to rotting. Seydell Johnson explained that it is due to a little of both as well as accessibility issues.
PARKS AND RECREATION COMMISSION
September 13, 2017
Page 2
City Park: Brown asked how the raising of Dubuque Street will affect the park, specifically in regards to
flooding. Laurian said that while she was able to get information regarding elevation she does not have
the hydrology report. The bridge should let the water flower faster and keep it away from the park.
Eastside Sports Complex: Claussen noted that there is a lot of new construction off of Rochester which
will likely increase the need for such a venue. Laurian asked if there has been a survey or an analysis
done to determine the expected use of the fields. She also noted that baseball is down nationally, while
soccer is up. Seydell Johnson stated that if this project is approved, athletic field needs would be
reassessed at that time. Seydell Johnson also said that the department has budgeted for trees to plant as a
buffer along the railroad tracks in this area. Laurian asked why not go ahead and plant them now. Seydell
Johnson explained that this project is not yet in the budget and there are other locations that are a higher
priority at this time.
TTRA Single Track Bike Trail Development: Hall explained that throughout the years, the department
has received increased interest from the biking community for off-road biking areas. Laurian asked if this
would be parallel to the existing path or closer to the river. Hall answered that it would likely be closer to
the river on the west side.
Kiwanis Park Shelter & Playground Replacement: Laurian asked what is wrong with the condition of the
existing shelter. Seydell Johnson explained that there is not much concern at this time but there likely will
be in five years.
Laurian asked why the department is replacing everything and not repairing what is already there. Seydell
Johnson said that a typical lifespan of a park structure is 20 years. There have been a number of times
where these structures have been repaired over the years. Eventually it becomes necessary to replace
them. She also noted that it was part of the Parks Master Plan to assess the condition of all structures. The
budget recommendations are based on the evaluation.
Pedestrian Mall Reconstruction: Bentler asked why this was such a big ticket item for the Parks
Department. Seydell Johnson said that it has more to do with the history of the department which
including Central Business District maintenance and that it was not moved out of the Parks budget when
the division was transferred to Transportation Services. She further noted that the department has had
input regarding the design. Laurian asked if commission would get to see the design. Seydell Johnson
said that a number of public meetings were held over the summer, but the design would not be presented
to the commission.
Recycling: Hamann asked if recycling plans would be included in the Parks or the general City budget.
Seydell Johnson explained that there is a line item titled Parks Annual Improvements and recycling falls
within that category. She also noted that new park designs will include recycling.
Claussen asked if there would be a final version of the CIP budget that the Commission will need to
approve. Seydell Johnson stated that this meeting is the Commission's chance to give input. The plan
still needs to be presented and discussed with staff before it makes its way to Council in December or
January. Final approval will come in January.
Laurian noted that she is concerned about the amount of money being spent in replacing park structures.
She feels it could be better spent on items such as trails, streams, plantings, creating butterfly habitats, etc.
Seydell Johnson said that the wear on these buildings is difficult to see in the photos presented tonight.
The determination was based on the assessment that was done in preparation for the Parks Master Plan. A
number of the ADA concerns have to be addressed sooner than later. Fett noted that in his experience,
often times it is less expensive to replace than to maintain. Seydell Johnson said that the department will
PARKS AND RECREATION COMMISSION
September 13, 2017
Page 3
review the structures individually as they come up. Claussen noted that the money needs to be asked for
so that the funds are available when repairs/replacements become necessary.
Laurian asked about the progress of land acquisition on the west side. Seydell Johnson said that a west
district park is listed in the 2020 budget. Claussen asked if there were any thoughts given to the old poor
farm property. Seydell Johnson said not to date but that future plans for this property may change the
need for a park. Staff will keep this in mind.
Recreation Division Superintendent — Chad Dvson
Dyson reported that the department is transitioning into its fall programming. He also mentioned that
there are several new programs this fall including night hikes at Hickory Hill Park, a wilderness survival
course, gaga instruction and more. He noted that the splash pads have all closed and that City Park Pool
will close at the end of September. He announced that the annual Halloween Carnival and Parade will be
moved to Mercer Park/Scanlon Gymnasium due to construction occurring at the Robert A. Lee
Recreation Center.
Dyson announced that the Social Justice/Equity Program Supervisor, RaQuishia Harrington, in
cooperation with Red Zone, has created a drop-in flag football program at Mercer Park named the Red
Shirt program. Thirty-six kids participated on opening night. Staff will continue working with the
Neighborhood Services and Broadway Center to assist with transportation to the games.
Younker asked how the gaga instruction went the evening before. Dyson said it went well and that there
are now signs in place explaining the rules of the game.
Parks Division Superintendent — Zac Hall
Pheasant Hill Park: Hall noted that the gaga pits are a hit. Staff is finishing up some minor site work.
Upper City Park: Staff will begin the installation of anew playground at upper City Park.
Ashton House: The Project Green REAP project is wrapping up. Items remaining are some minor clean-
up projects, some additional planting and completion of the pergola.
Staffm : Parks staff has finished interviewing for a fulltime parks maintenance position and will extend
an offer soon.
Vandalism: Hall noted that the department has seen an increase of vandalism in the parks recently
including a trash can that was set on fire at Oak Grove Park.
Tree Inventory: Tree inventory has moved to the trail systems. They will also be collecting data on
planting sites for the City. Lower West Branch Road and Camp Cardinal Road have already been added
to the inventory list as planting sites. The contract with the inventory company has been extended into the
winter. They should be complete by this time next year, if not sooner. Seydell Johnson remarked that the
data collected to date has already been useful. Hamann asked if the inventory includes what years trees
will be planted. Hall reported that it hasn't been included to date, but will be with the addition of planting
sites added.
Claussen asked who maintains the trails at Hickory Hill Park. Hall reported that it is a combination of
staff, the Friends of Hickory Hill and other volunteers. He also noted that AmeriCorps volunteers are
PARKS AND RECREATION COMMISSION
September 13, 2017
Page 4
working on invasive species removal within the park. Claussen noted that there is a small tree that is lying
across the trail near the entrance. Hall will follow-up.
Laurian asked if the ash tree infestation has progressed. Hall noted that that there has only been one
active infestation on a community tree, however, the University has found more.
Parks and Recreation Director — Juli Seydell Johnson
Alcohol Policy: Seydell Johnson announced that the Council had approved the first two reading of an
ordinance change request to allow alcohol in limited spaces within parks. However it did not pass a third
reading due to University of Iowa concerns that were expressed. This will be put on hold for now.
Parks Master Plan Update: Seydell Johnson said that a revised plan has been placed on the web and
suggested that commission members recycle the previous copy. Council will be asked to approve this
plan in the near future. The staff will soon start the process to change an ordinance that will designate
parks and trails as smoke-free zones.
Next Commission Meeting: Commission will be invited to attend a REAP Assembly scheduled at the
Park Lodge at the Terry Trueblood Recreation Area on Thursday, October 12 in place of their regularly
scheduled meeting on October 11. Prior to this meeting there will be a ribbon cutting ceremony at Ashton
House revealing the landscaping and patio improvements. Commission will be invited to this as well.
CHAIRS REPORT
No report
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Younker noted that the Old Fashioned Carnival Night at City Park was a big hit.
Brown asked that the commission discuss setting policies for bike trail use. He has noted that there are a
lot of people walking the trails that are startled by approaching bikers who do not announce themselves.
This will be placed on a future agenda. Seydell Johnson said that staff can research some options with the
MPO Department to get their input as well.
Laurian expressed her excitement about the new Red Shirt program, as the need for such programs have
been discussed many times by commission.
ADJOURNMENT:
Moved by Fett, seconded by Younker, to adjourn the meeting at 6:04 p.m. Motion passed 9-0.
PARKS AND RECREATION COMMISSION
September 13, 2017
Page 5
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
NAME
D
r
n
r
TERM
EXPIRES
Suzanne
1/1/17
X
X
O/E
X
NM
X
X
X
.
X
X
X
Bender
Larry Brown
1/1/18
X
X
X
X
NM
O/E
X
X
LQ
X
O/E
X
Clay
1/1/18
X
X
X
X
NM
X
X
X
LQ
X
X
X
Claussen
Maggie
1/1/17
X
O/E
X
Elliott
Wayne Fett
1/1/19
O/E
X
X
X
NM
X
X
X
LQ
X
X
X
Cara
1/1/20
X
X
X
O/E
NM
X
X
X
LQ
X
X
X
Hamann
Lucie
1/1/10
X
X
X
X
NM
X
X
X
LQ
*
O/E
X
Laurian
Paul Roesler
1/1/18
X
X
O/E
Angie Smith
1/1/18
*
*
*
*
*
O/E
X
X
LQ
X
X
X
Jamie
1/1/20
*
*
*
X
NM
X
X
X
LQ
X
XX
Venzon
IX
Joe Younker
1/1/20
O/E
X
X
X
NM
O/E
X
X
LQ
X
X
KEY: X = Present O = Absent O/E = Absent/Excused
NM = No meeting LQ = No meeting due to lack of quorum
* = Not a member at this time
moi r
11-06-17
CITY OF IOWA CITY 4b(12)
MEMORANDUM
Date: October 19, 2017
To: Mayor and City Council
From: Bob Miklo, Planning & Zoning Commission
Re: Recommendations from Planning & Zoning Commission
At their September 7, 2017 meeting the Planning & Zoning Commission approved the August
17 minutes with the following recommendation to the City Council:
By a vote of 6-0 the Commission recommends approval of REZ17-00010 and SUB17-
00007, a one lot subdivision and a rezoning of approximately 2.4 acres of land from
Medium Density Single Family Residential (RS -8) to Planned Development Overlay
(OPD -8) for property located along the north side of Dodge Street Court, subject to
resolution of minor technical deficiencies and discrepancies on the preliminary plat and
planned development plan and subject to the following conditions:
a. Owner shall dedicate sufficient land along the entire property frontage to widen the
Dodge Street Court right-of-way to 50 feet as a part of the final plat and planned
development plan.
b. Development on the subject properties shall be designed to drain on-site storm water
away from Dodge Street Court to the extent possible and shall be designed to
prevent erosion in the steep ravines and on abutting properties. The City Engineer
shall review and approve the drainage plan as a part of the construction drawings for
the final plat and planned development plan to ensure these conditions are
addressed.
c. Building designs shall be reviewed and approved by the City's Design Review
Committee to ensure compliance with the planned development standards for
townhouse -style buildings.
2. By a vote of 6-0 the Commission recommends approval of SUB17-00009, an
application submitted by Watts Group Construction for a preliminary plat of Country
Clubs Estates Seventh and Eighth Additions, an 81 -lot, 27.95 -acre residential
subdivision located of Rohret Road west of Lake Shore Drive.
3. By a vote of 6-0 the Commission recommends approval of SUB17-00012, an application
submitted by Linda Lovik for a preliminary plat of Lovik First Subdivision, a 3 -lot, 11 -acre
residential subdivision located at 4665 Herbert Hoover Highway SE.
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
_X_ Agenda item will be prepared by staff for Council action - Done
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
AUGUST 17, 2017 — 7:00 PM — FORMAL MEETING
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Carolyn Dyer Mike Hensch, Phoebe Martin, Max Parsons, Mark
Signs, Jodie Theobald
MEMBERS ABSENT: Ann Freerks
STAFF PRESENT: Sylvia Bochner, Sue Dulek, Bob Miklo
OTHERS PRESENT: Alan MacVey. Clifton Young, Ron Amelon, David Tokuhisa,
Brenda Scott, John Niemeyer, Kolleen Shields, Scott Ritter
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 6-0 the Commission recommends approval of REZ17-00010 and SUB17-
00007, a one lot subdivision and a rezoning of approximately 2.4 acres of land from
Medium Density Single Family Residential (RS -8) to Planned Development Overlay (OPD -
8) for property located along the north side of Dodge Street Court, subject to resolution
of minor technical deficiencies and discrepancies on the preliminary plat and planned
development plan and subject to the following conditions:
a. Owner shall dedicate sufficient land along the entire property frontage to widen
the Dodge Street Court right-of-way to 50 feet as a part of the final plat and
planned development plan.
b. Development on the subject properties shall be designed to drain on-site storm
water away from Dodge Street Court to the extent possible and shall be designed
to prevent erosion in the steep ravines and on abutting properties. The City
Engineer shall review and approve the drainage plan as a part of the construction
drawings for the final plat and planned development plan to ensure these
conditions are addressed.
c. Building designs shall be reviewed and approved by the City's Design Review
Committee to ensure compliance with the planned development standards for
townhouse -style buildings.
By a vote of 6-0 the Commission recommends approval of SUB17-00009, an application
submitted by Watts Group Construction for a preliminary plat of Country Clubs
Estates Seventh and Eighth Additions, an 81 -lot, 27.95 -acre residential subdivision
located of Rohret Road west of Lake Shore Drive.
By a vote of 6-0 the Commission recommends approval of SUB17-00012, an application
submitted by Linda Lovik for a preliminary plat of Lovik First Subdivision, a 3 -lot, 11 -acre
residential subdivision located at 4665 Herbert Hoover Highway SE.
Hensch called the meeting to order at 7:00 PM.
Planning and Zoning Commission
August 17, 2017 — Formal Meeting
Page 2 of 12
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
None.
REZONING/DEVELOPMENT ITEM (REZ17-00008/SUB17-00007):
Discussion of an application submitted by Build to Suit for a rezoning of approximately 2.4 acres
from Medium Density Single Family Residential (RS -8) zone to Planned Development Overlay -
Medium Density Single Family Residential (OPD -8) zone and a preliminary plat of Focus First
Addition, a 1 -lot, 2.4 -acre residential subdivision with 7 townhouse style dwelling units located
on Dodge Street Court.
Miklo began by showing images of the property, located on North Dodge Street Court east of
Conklin Lane. The area to the west is zoned Low Density Multifamily (RM -12), the subject
property is zoned Medium Density Single Family (RS -8), and the property to the south is zoned
High Density Single Family (RS -12). The proposal is to change the zoning from RS -8 to
Medium Density Single Family with a Planned Development Overlay (OPD -8). Miklo explained
the purpose of the planned development overlay is to allow clustering of housing units into
smaller compact areas. So rather than building seven single family lots on this property the
proposal is to cluster them into two buildings, one with four units and one with three units. By
doing this the wooden ravines and steep slopes on the property can be preserved as open
space.
Miklo noted there is a list of approved criteria in the Zoning Code that should be considered
whenever a planned development overlay is proposed. The first is that the density is in
character with the neighborhood. As noted this property is zoned RS -8 which allows up to eight
dwelling units per acre. Miklo stated that with the amount of open space preserved on this site
the development would actually be three units per acre, so well within the range permitted by
zoning. Next the development should be in characteristic with other developments in the
neighborhood. There are several townhouses directly to the west of the subject property and a
multi -family building also to the west. There are single family homes to the south and east, and
duplexes also to the south. Staff believes that these seven townhouses arranged in this pattern
would be compatible and similar in character to the other properties in the neighborhood. He
said they would also be similar in terms of building mass and scale. Miklo stated they must
also consider open space, there is a considerable amount of open space being preserved on
this property as a result of the proposal to cluster the units.
The next item to consider is traffic and pedestrian circulation. The vehicular access for this
property would primarily come off of Dodge Street through the existing multi -family development
and through a rear lane where there would be driveway access to garages within the
townhouses. There would be a pedestrian access from Dodge Street Court and the sidewalk
extended. It may be possible that some visitors may choose to use Dodge Street Court for
parking, but there will be additional visitor parking provided on this property as well as rear door
way so there would be no reason to have to approach the building from Dodge Street Court.
Miklo noted that the right-of-way for Dodge Street Court is fairly narrow so staff is proposing as
a condition of this zoning that additional right-of-way be dedicated to bring it up to the minimum
of 50 feet.
As noted, this property does contain steep slopes and woodlands, and the majority of those will
be preserved. The homeowners association for this development would be required to maintain
that open space.
Planning and Zoning Commission
August 17, 2017—Formal Meeting
Page 3 of 12
Additionally the Commission is being asked to approve the preliminary plat for this proposal.
That would result in the dedication of the street right-of-way and also contains information about
stormwater management. Miklo stated that the City Engineer has not yet signed off on the
stormwater plan but is in agreement with it conceptually. The goal is to direct stormwater to the
ravine to the north. To prevent erosion in the ravine from the more concentrated flow, additional
measures may need to be taken beyond what is shown on the preliminary plat. As a condition
of approval Staff is recommending that the City Engineer sign off on the grading plan.
Miklo stated they have received revised elevation plans and noted that the Code does require
the masonry extend along the entire two feet on all sides of the building to protect building
siding from lawnmowers and other damage. That will also need to be revised prior to this item
going to Council for approval.
Staff recommends approval of REZ17-00010 and SUB17-00007, a one lot subdivision and a
rezoning of approximately 2.4 acres of land from Medium Density Single Family Residential
(RS -8) to Planned Development Overlay (OPD -8) for property located along the north side of
Dodge Street Court, subject to resolution of minor technical deficiencies and discrepancies on
the preliminary plat and planned development plan and subject to the following conditions:
a. Owner shall dedicate sufficient land along the entire property frontage to widen the
Dodge Street Court right-of-way to 50 feet as a part of the final plat and planned
development plan.
b. Development on the subject properties shall be designed to drain on-site storm water
away from Dodge Street Court to the extent possible and shall be designed to prevent
erosion in the steep ravines and on abutting properties. The City Engineer shall review
and approve the drainage plan as a part of the construction drawings for the final plat
and planned development plan to ensure these conditions are addressed.
c. Building designs shall be reviewed and approved by the City's Design Review
Committee to ensure compliance with the planned development standards for
townhouse -style buildings.
With those conditions Staff finds with the rezoning and preliminary plat meet the Comprehensive
Plan for this area and is consistent with the general character of the neighborhood.
Martin asked about land dedicated to be open space, what are the requirements for that space?
Can it never be built upon? Miklo answered that with this planned development they will specify
that only these seven units will be allowed to be built and the rest will remain permanent open
space. Only if it comes back before Planning & Zoning and City Council could it be reexamined
for additional building. Miklo does not anticipate that happening given the topography of this
area.
Signs asked if there were two single family homes at the end of the street. Miklo confirmed
there were single family homes and a series of duplexes in that area.
Theobald asked about the good neighbor meeting and if there was a report of that meeting.
Miklo said the applicant could comment on the meeting.
Theobald asked if there was anything that needed to be added to this recommendation
regarding the access and driveway for the single family house at the end of the street. Miklo
said the engineers have looked at it, currently the driveway crosses the property (there is no
easement) so the applicant has agreed to formalize the easement and grant rights to that
property for use of the driveway.
Planning and Zoning Commission
August 17, 2017 — Formal Meeting
Page 4 of 12
Hensch opened the public discussion.
Alan MacVey (1124 Conklin Lane) questioned if the street (Dodge Street Court) was going to be
widened. Miklo stated that at this time there are no improvements planned for the street other
than putting in a sidewalk. It is the right-of-way, or easement that the City would own that is
being widened to 50 feet meaning more land is dedicated to City ownership. MacVey stated his
concern that with the addition of the townhouses along that road even though they all have
access from Dodge Street a lot of them park on the street anyway, and now we are adding
seven more which makes it quite crowded. The street is narrow and does not have great
pavement. MacVey noted this concern did come up in the good neighbor meeting as well. He
would like to see some improvements to that street.
Clifton Young (1124 Dodge Street Court) stated that what the developer is doing is fine. He is
just concerned about the traffic added to the street and the issues with drainage on the street.
He pays $5 a month for drainage fee to the City and his driveway keeps getting eroded by the
water that runs down from the slope of the street. He hopes they can fix the drainage issues.
Hensch closed the public discussion.
Signs move to recommend approval of REZ17-00010 and SUB17-00007, a one lot
subdivision and a rezoning of approximately 2.4 acres of land from Medium Density
Single Family Residential (RS -8) to Planned Development Overlay (OPD -8) for property
located along the north side of Dodge Street Court, subject to resolution of minor
technical deficiencies and discrepancies on the preliminary plat and planned
development plan and subject to the following conditions:
d. Owner shall dedicate sufficient land along the entire property frontage to widen
the Dodge Street Court right-of-way to 50 feet as a part of the final plat and
planned development plan.
e. Development on the subject properties shall be designed to drain on-site storm
water away from Dodge Street Court to the extent possible and shall be designed
to prevent erosion in the steep ravines and on abutting properties. The City
Engineer shall review and approve the drainage plan as a part of the construction
drawings for the final plat and planned development plan to ensure these
conditions are addressed.
f. Building designs shall be reviewed and approved by the City's Design Review
Committee to ensure compliance with the planned development standards for
townhouse -style buildings.
Parsons seconded the motion.
Signs noted that it appears that the intent of the developer is to deal with the drainage issues so
hopefully that will alleviate the neighbors' concerns. Additionally the density seems appropriate.
Theobald is concerned that the conditions listed do not include the issue of the driveway, just
the steep slopes to the north. Miklo said the plan shows the driveway being paved and so by
the Commission adopting this plan the driveway up to the property line will be paved. The
adjacent owner would need to make arrangements to pave the driveway on their own property if
they wished. He also noted that the City Engineers believe that the drainage can be improved
with implementation of this plan.
A vote was taken and the motion passed 6-0.
Planning and Zoning Commission
August 17, 2017—Formal Meeting
Page 5 of 12
DEVELOPMENT ITEM ISUB17-000091:
Discussion of an application submitted by Watts Group Construction for a preliminary plat of
Country Club Estates Seventh and Eighth Additions, a 27.95 -acre, 81 -lot residential subdivision
located north of Rohret Road and west of Lake Shore Drive.
Bochner presented the Staff report and began by showing pictures of the subject property. This
area is in the process of being rezoned from Rural Residential (RR -1) and Interim Development
Single -Family Residential (ID -RS) to Low Density Single -Family Residential (RS -5). The
applicant used the "Good Neighbor Policy". A Good Neighbor Meeting and Open House was
held on May 25. The subject area is located within the Weber Subarea of the Southwest District
Plan. The Southwest District Plan indicates that the undeveloped portion of the Country Club
Estates property is suitable for low-density single-family residential development, with a density
of 2-8 dwelling units per acre. This plan show approximately 3 dwelling units per acre, so it falls
within the Plan's range. The subject area is in the process of being rezoned to Low Density
Single -Family Residential (RS -5), a zone which is primarily intended to provide housing for
individual households. In this zone, the minimum lot size is 8,000 square feet. However, Section
14 -2A -7A of the zoning code provides a density bonus that reduces minimum lot size for
dwellings whose vehicular access to garages and off-street parking is restricted to an alley or
private rear lane. Under this provision, minimum lot size is reduced to 6,000 square feet and in
this subdivision, the lots along Rohret Road are in compliance with this provision.
According to the subdivision regulations, block faces along local and collector streets should be
between 300 and 600 feet and on arterial streets, the subdivision regulations state that blocks
should be longer than 600 feet. All the streets in this proposed development met that
requirement except for Sedona Street but because it is longer than recommended there is a
pedestrian access trail. The two new streets created in this subdivision are Sedona Street and
Yuma Drive. Tumbleweed Terrace will be extended into this subdivision from a prior
development. All of these streets meet the subdivision regulations of having a 60 foot right-of-
way and a minimum 26 foot street width. The subdivision also includes a private residential
alley behind the lots on Rohret Road. Because the alley is an 1100 foot, unimpeded straight
road, the preliminary plat includes traffic calming devices to prevent speeding and protect
pedestrians. These include two speed tables and a raised crosswalk for the connecting
pedestrian trail.
The subdivision includes two outlets that provide access easements and open space, which will
be deeded to the Country Club Estates Homeowners' Association. To prevent issues with
double frontages for lots 72-81, Slothower Road should be vacated. This can be done if and
when the land to the west is annexed.
Bochner stated that in terms of the infrastructure Rohret Road is a rural cross section with chip
seal surface and drainage ditches. When prior phases of this subdivision were built the
developer improved Rohret Road up to Lakeshore Drive. As a condition of the rezoning of this
area the developer agreed to improve Rohret Road up to Sedona Street. The applicant agrees
to pay 50% of the cost of improving the street to the western city limits. The City and/or future
private development to the south will be responsible for the other 50%.
Until Rohret Road is fully improved, trash and recycling collection for the lots along Rohret Road
must be done via the private rear alley. Because the City does not collect trash and recycling
from private alleys, trash and recycling from these lots must be collected by a private hauler.
Planning and Zoning Commission
August 17, 2017—Formal Meeting
Page 6 of 12
In terms of open space during a previous phase of Country Club Estates, approximately 4.7
acres were dedicated for parkland. This dedication was intended to provide open space for
future phases of Country Club Estates, including the area in this subdivision so no additional
open space fees will be required.
Bochner explained that stormwater management is also provided through a previous phase by a
stormwater basin located north of the subject area. Sanitary sewer service is available to serve
this property as a result of the lift station installed for earlier phases of Country Club Estates.
The applicant has submitted a water pressure study demonstrating that water pressure is
adequate to serve the proposed subdivision.
Staff recommends that SUB17-00009, an application submitted by Watts Group
Construction for a preliminary plat of Country Clubs Estates Seventh and Eighth Additions,
an 81 -lot, 26.37 -acre residential subdivision located of Rohret Road west of Lake Shore
Drive be approved.
Hensch asked why Yuma Drive was just continued rather than putting in the pedestrian
walkway. Miklo said Staff did consider that at the concept plan phase but after discussions
with the developers it was decided to allow the pedestrian walkway rather than a street
connection.
Hensch asked if Tumbleweed Terrace connects to Slothower Road. Miklo said it does but
that section of Slothower Road has been abandoned by the County so it is not possible to
drive on it.
Dyer asked if Sedona Street opens onto Rohret Road. Bochner replied that yes, Sedona Street
opens in two different places, one closer to Lake Shore Drive and then again further west closer
to Slothower Road. Dyer asked then why is Rohret Road not being improved to the western
intersection wiht Sedona Street. Parson noted that discussion was had when the rezoning was
discussed and had to do with the conditions on the south side of the road. Miklo added that the
Commission has made a recommendation to the City Council that when they do the Capital
Improvements Plan they include the remainder of Rohret Road.
Hensch mentioned the correspondence the Commission received concerning possible drainage
onto a neighboring property and asked if there was a grading plan that accompanies this item.
Miklo noted that there is a grading plan and he has also passed the neighbors letter of concern
onto the City Engineer. Miklo also stated by looking at the plans, the drainage should go the
other direction and not affect the neighbor's lot.
Hensch opened the public discussion
Ron Amelon (MMS Consultants) is representing the developer. As far as the concerns about
the drainage the back lot line is the low area and the back yards of lots 4 & 5 will drain towards
that back lot line but won't actually drain onto the other property. There will be a swale there to
collect the water before it gets onto the neighboring lots and then direct that water down to the
detention basin.
Signs asked when there is a neighbor or citizen that expresses a concern, does someone reach
out to them to explain the solution. Amelon said they typically do, especially if they approach
them, he is happy to meet with them and show them the designs.
Planning and Zoning Commission
August 17, 2017 — Formal Meeting
Page 7 of 12
David Tokuhisa (3305 Rohret Road SW) lives on the south side of Rohret Road and has a
couple of concerns. On May 25 at the Good Neighbor Meeting the representative for the
developer stated they would have Rohret Road resurveyed so that any further extension of
Rohret Road would be to the north of the center line, they wouldn't be taking any more right-of-
way. His question is if that has been decided and become locked into black and white print or
was it just used to placate homeowners. He recalls it was briefly mentioned during the rezoning
meeting but doesn't know if anything came of it.
He also has concerns about the higher density housing along Rohret Road where on the other
side are very large lots and houses. That will be quite a contrast. Tokuhisa thought it was the
desire of the City to have those situations not happen and he suggests those smaller lots be
moved to the west along Slothower Road and the larger lots placed along Rohret Road.
Therefore his two recommendations are that the current development plan be modified to
ensure that the road is going to be developed further north and also so that the smaller lots be
moved away from the very large lots across the road.
Miklo stated that the subdivision has been designed to shift Rohret Road to the north when it is
rebuilt so that no additional right-of-way will be needed from the properties to the south. Miklo
confirmed that is reflected on the preliminary plat. Miklo added that one benefit of having the
smaller lots with the alley access on Rohret Road is Rohret Road is considered an arterial street
and this will minimize the driveways onto the street.
Hensch asked if there would be parking allowed on Rohret Road and Miklo said there is no
parking allowed.
Brenda Scott (1783 Lake Shore Drive) asked about the other three lots and if they would have
similar drainage away from their houses (lots 1, 2 &3). She also is concerned about the
walkway and not having a solid walkway for the 41 — 32 area as she is guessing that walkway is
going to be a great cut through for kids since they are only a few blocks from Weber School and
if there is not a good sidewalk between that area all the school that is a danger as people speed
fast down that section of Rohret Road. Scott also mentioned that she didn't understand what
vacating Slothower means between the area of 72 & 81 because at the Good Neighbor Meeting
there was a request for Slothower to be connected to Melrose Avenue and if it's vacated does
that mean it is shut down forever.
Hensch said that currently Slothower Road is a level B road which is in the County system but it
is at a much lower maintenance level (maybe grading once a year with no snow removal in
winter time). Miklo added that the intent is that the connection to Melrose will occur on the
northern part of Slothower Road and it is the southern part that has been abandoned. Miklo
said there are streets in early phases of Country Club Estates that are intended to connect to
Slothower Road and be the path to Melrose Avenue.
Scott stated her concern with that is what happen at Shannon Drive, a lot of cut -through traffic in
the neighborhoods where there are a lot of kids out walking around. It would be better to have
the through traffic go on the back of the property where there are less kids walking around.
Scott also asked if it was outlots A & C that will be deeded to the HOA. Bochner confirmed that
was correct.
Miklo stated regarding the sidewalk, although the street (Rohret Road) will not be improved,
there will be a sidewalk put in place for all lots along Rohret Road.
Planning and Zoning Commission
August 17, 2017 — Formal Meeting
Page 8 of 12
John Niemever (1405 Lake Shore Drive) was unable to attend the Good Neighbors Meeting and
has a couple questions for clarification. Nothing has been said about the timetable for moving
this project forward and is there any generalization that can be made with respect to that. Miklo
responded that in terms of City approvals, if all moves forward and the final plat is approved yet
this fall it would then be a question to the developer when they would want to start construction.
Niemeyer asked if it was the Watts Group that is developer in question. Miklo said he believes
Watts Group is in the process of purchasing the land, but at the time the application was
submitted the land was still owned by S&J Development.
Niemeyer stated that reference was made to 4.7 acres of open space and he is unclear where
that space is. Bochner confirmed that land has been dedicated to be a park that will be built in
the future and she showed the area on the map, near Wildcat Lane and Slothower Road.
Niemeyer asked if that open area would not be accessible from the tract currently under
consideration. Bochner said not directly, but once the streets are built it will be accessible to the
neighborhood. Miklo noted that the 4 acres is intended to serve all of Country Club Estates.
Niemeyer questioned the pedestrian path, what it is for and where it starts, where it ends, and
who will use it. Bochner showed on the map that the pedestrian path begins on Rohret Road
and goes through to Tumbleweed Terrace, it is an extension of Yuma Drive as pedestrian
access. Niemeyer asked if then students perhaps walking westbound along Rohret Road would
approach the pedestrian walkway and reach their homes that way. Bochner acknowledged that
is a possibility.
Kolleen Shields (3335 Rohret Road SW) stated she has similar concerns to her neighbors that
are also on the south side of Rohret Road. The characteristics of their lots, which are 2-4 acres
in size and that the area on the north side was zoned Rural Residential for 1 acre lots or greater
when they bought their properties 30 years ago and now they will be looking at this higher
density housing. It is so uncharacteristic with what they consider their neighborhood. She is
also concerned about how much of the development that can occur before the road actually
gets finalized down where their home is located. Can those lots be developed without Rohret
Road being finalized? Right now one cannot walk on Rohret Road so that pedestrian path has
no purpose leading to Rohret Road.
Miklo noted that the subdivision has been designed to include an 8 foot sidewalk along Rohret
Road and the grading for these lots will need to accommodate that. When Rohret Road is
improved in the future those sidewalks may need to be rebuilt but once houses are built here
there has to be a sidewalk.
Brenda Scott (1783 Lake Shore Drive) asked based on the talk about grading to the north, does
that mean any existing homes (such as hers on the corner of Rohret Road and Lake Shore
Drive) may have extra land taken from them to allow for the grading to the north. Miklo replied
that no current home lots will be affected, the shift occurs after the entrance to Lake Shore
Drive.
Ron Amelon (MMS Consultants) said that as far as the drainage on lots 1, 2 & 3 when the
previous phase was graded the back lot line was designed to be the low point through there
such that it would pick up water on both sides. The runoff from those three lots would not
actually go onto the other lots, it would stay on the back lot line and keep the water there and
send it up to Tumbleweed Terrace and collect it in the City storm sewer system.
Planning and Zoning Commission
August 17, 2017 — Formal Meeting
Page 9 of 12
With regards to the construction schedule, Amelon said the developer would like to get started
grading this fall and depending on the weather and when approvals are granted there is a
possibility they may get streets paved yet this year, but if not then in the spring.
Hensch closed the public discussion
Parsons moved to recommend the Commission approve SUB17-00009, an application
submitted by Watts Group Construction for a preliminary plat of Country Clubs
Estates Seventh and Eighth Additions, an 81 -lot, 27.95 -acre residential subdivision
located of Rohret Road west of Lake Shore Drive.
Theobald seconded the motion.
Hensch asked how wide the pedestrian walkway will be and what the surface of the
walkway will be. Miklo said it will be five -feet wide and concrete similar to other sidewalks
in the subdivision. The sidewalk along Rohret Road will be eight -feet wide and also
concrete.
Dyer asked if the houses along Rohret Road face Rohret Road. Miklo confirmed they do.
A vote was taken and the motion passed 6-0.
DEVELOPMENT ITEM (SUB17-00012):
Discussion of an application submitted by Linda Lovik for a preliminary plat of Lovik First
Addition, an 11 -acre, Not residential subdivision located at 4665 Herbert Hoover Highway SE.
Miklo stated that this property was recently rezoned from County Commercial to County
Residential. The City recommended that the County approve the rezoning subject to a
Conditional Zoning Agreement (CZA) requiring City approval of any development of the property
and the owner consenting to annexation of all parts of this property upon the annexation of any
adjacent property. This property is in the City's growth area and they do anticipate it will be
annexed. The current owner has already agreed to be annexed whenever an adjacent property
annexes. The City is comfortable with that agreement because it will make sure this does not
prevent another property from being annexed.
The intent is to subdivide the property into a lot with the existing house, create a second lot that
could be sold and both properties would have access from the current driveway through a
temporary easement. It is anticipated in the long term Grindstone Lane which is being built
currently in Churchill Meadows will continue to the west and likely go through this property and
that would provide long-term access to the second lot. There would also be an access and
utility easement across Lot 2 to provide for a future connection of Lot 1 to Grindstone Drive so
that Lot 1 would not have driveway access onto Herbert Hoover Highway. The remainder of the
property will be an outlot that can only be developed on annexation to the City under the
Conditional Zoning Agreement. Upon replatting of Outlet A, a street system must be
established, thereby eliminating the need for this access easement and giving Lots 1 and 2
access to the new street. Lot 1 is currently served by a private water well and a septic system
and the proposal is to use that common well and septic system for the additional lot. Upon
annexation these properties would hook into the City's systems upon the owner's expense.
Planning and Zoning Commission
August 17, 2017—Formal Meeting
Page 10 of 12
Martin asked if both Lots 1 and 2 are each at least 1 acre. Miklo confirmed they are each 1 acre
which meets the County's minimum size for a lot with a septic system.
Staff recommends that SUB17-00012, an application submitted by Linda Lovik for a preliminary
plat of Lovik First Subdivision, a 3 -lot, 11 -acre residential subdivision located at 4665 Herbert
Hoover Highway SE be approved.
The CZA requires that the owner consent to annexation at the time an adjacent property is
voluntarily annexed into the city. To assure that future buyers are aware of this agreement it
should be reiterated in the legal papers for the final plat.
Hensch asked if Staff is anticipating any additional access points on Herbert Hoover Highway.
Miklo said there is the possibility of a street replacing the current driveway.
Hensch opened the public hearing.
Scott Ritter (Hart -Frederick Consultants) is representing the owner, Linda Lovik, who is also in
attendance at tonight's meeting and are available for questions. Ritter noted they have worked
extensively with Staff on the street ideas.
Dyer asked if another house on the new Lot 2 is planned. Ritter confirmed another house is
planned by Lovik's son.
Hensch closed the public hearing.
Parsons moved the Commission recommend approval of SUB17-00012, an application
submitted by Linda Lovik for a preliminary plat of Lovik First Subdivision, a 3 -lot, 11 -acre
residential subdivision located at 4665 Herbert Hoover Highway SE.
Theobald seconded the motion.
A vote was taken and the motion passed 6-0.
CONSIDERATION OF MEETING MINUTES: AUGUST 3. 2017
Signs moved to approve the meeting minutes of August 3, 2017 with edits.
Parsons seconded the motion.
A vote was taken and the motion passed 6-0.
PLANNING AND ZONING INFORMATION:
Theobald questioned the Comprehensive Plan talking about diversity but also consistent with
neighborhoods and the confusion. For example, the application this evening and if all lots have
to be the same size and all housing has to be the same density. Miklo stated that when reading
the Comprehensive Plan it actually favors the side of diversity. Theobald thinks that may need
to be communicated better to the public. Signs added that the reality is everyone wants to live
across from a field of green and woods and believes it will be that way forever. It is just a
significant disconnect. Miklo said in the situation of tonight's application, those houses were
Planning and Zoning Commission
August 17, 2017—Formal Meeting
Page 11 of 12
built in the County prior to the City and County having a good understanding of future
developments so there isn't such a huge lot size differential.
ADJOURNMENT:
Signs moved to adjourn.
Theobald seconded.
A vote was taken and motion carried 6-0.
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CITY OF IOWA CITY 4b(13)
rZ-ft � MEMORANDUM
Date: October 19, 2017
To: Mayor and City Council
From: Bob Miklo, Planning & Zoning Commission
Re: Recommendations from Planning & Zoning Commission
At their September 21, 2017 meeting the Planning & Zoning Commission approved the
September 7 minutes with the following recommendation to the City Council:
1. By a vote of 6-0 the Commission recommends approval of VAC17-00001 a vacation of
the alley right of way in Block 44 of the Original Town Plat, Iowa City, IA excepting the S
10' of the W 120'.
2. By a vote of 6-0 the Commission recommends approval of VAC17-00002, a request to
vacate right-of-way adjacent to 2222 Old Highway 218 South.
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
_X_ Agenda item will be prepared by staff for Council action - Done
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
SEPTEMBER 7, 2017 — 7:00 PM — FORMAL MEETING
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Ann Freerks, Mike Hensch, Phoebe Martin, Mark
Signs, Jodie Theobald
MEMBERS ABSENT: Max Parsons
STAFF PRESENT: Sara Hektoen, Bob Miklo
OTHERS PRESENT:
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 6-0 the Commission recommends approval of VAC17-00001 a vacation of the alley
right of way in Block 44 of the Original Town Plat, Iowa City, IA excepting the S 10' of the W
120'.
By a vote of 6-0 the Commission recommends approval of VAC17-00002, a request to vacate
right-of-way adjacent to 2222 Old Highway 218 South.
Freerks called the meeting to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
None.
VACATION ITEM (VAC17-00001):
Discussion of an application submitted by City of Iowa City for a vacation of the east -west alley
right of way in Block 44, Original Town Plat located east of Gilbert Street, south of Iowa Avenue,
west of Van Buren Street and north of Washington Street.
Miklo noted this alley is next to the City Hall building. The alley was originally platted with the
original town plat in 1839. Part was previously vacated to allow the construction of the Civic
Center/City Hall expansion. The proposal is to vacate the remainder of the alley so that it may
be used in conjunction with the new development in the parking lot. This right-of-way has not
been used as an alley since the Civic Center was built, and there are barriers in the way
deterring access through this alleyway. Miklo noted the Staff Report reviews all the items the
City looks at when reviewing a vacation request and they find that this request meets all the
criteria. He added if there are any utilities, they will be relocated or vacated or have an
easement established. This alley does not provide access to any adjacent private properties.
Staff recommends approval of VAC17-00001 a vacation of the alley right of way in Block 44 of
the Original Town Plat, Iowa City, IA excepting the S 10' of the W 120'.
Planning and Zoning Commission
September 7, 2017 — Formal Meeting
Page 2 of 4
Freerks asked about the new parking structure space being used to provide space for City
vehicles and public access easements and if in the past the easements were listed as
conditions to approval. Hektoen clarified that happens at the conveyance stage and in this case
there is a developers agreement and a sales purchase agreement that list the contingencies
and execution of necessary easements.
Freerks opened the public discusssion.
Seeing no one, she closed the public discussion.
Hensch moved to recommend approval of VAC17-00001 a vacation of the alley right of
way in Block 44 of the Original Town Plat, Iowa City, IA excepting the S 10' of the W 120'.
Theobald seconded the motion.
A vote was taken and the motion passed 6-0.
VACATION ITEM (VAC17-00002):
Discussion of an application submitted by City of Iowa City for a vacation of the unimproved
right-of-way adjacent to 2222 Old Highway 218 South.
Miklo stated this area is the former right-of-way of old Riverside Drive. When McCollister
Boulevard was built the alignment of Riverside Drive adjusted to allow for a T intersection and
this piece was left over. There is no City need for the rest of area, The University of Iowa owns
the adjacent property and the intent of the vacation is to allow the conveyance of the right-of-
way to the adjacent property. There are no issues with utilities or public access with this
vacation.
Staff recommends approval of VAC17-00002, a request to vacate right-of-way adjacent to 2222
Old Highway 218 South.
Freerks asked what prompted this vacation request. Miklo explained that it is connected to the
previous alley vacation item on the agenda. The State of Iowa owns the original town platted
right-of-ways. In order to allow the right-of-way to be sold the City is trading the Old Riverside
Drive right-of-way for the alley.
Martin asked why the whole area was not being vacated. Miklo explained that the property to
the east needs that area of right-of-way for access.
Freerks opened the public discussion.
Seeing no one, she closed the public discussion.
Theobald moved to recommend approval of VAC17-00002, a request to vacate right-of-
way adjacent to 2222 Old Highway 218 South.
Signs seconded the motion.
A vote was taken and the motion passed 6-0.
Planning and Zoning Commission
September 7, 2017 — Formal Meeting
Page 3 of 4
CONSIDERATION OF MEETING MINUTES: AUGUST 17, 2017
Signs moved to approve the meeting minutes of August 17, 2017 with edits.
Hensch seconded the motion.
A vote was taken and the motion passed 6-0.
PLANNING AND ZONING INFORMATION:
Report from the National American Planning Association Conference. Will defer this item to a
future agenda.
Miklo noted that the Commission had asked staff to check on the compliance of the landscaping
plan for the new medical office building on North Dodge Street and North Dubuque Road.
Staff asked inspectors to look at the site plan that was approved by Staff and what has been
planted. He reported that Staff found that the landscaping does comply with the site plan.
Theobald noted that some of the trees planted are already dead. She recalled more landscaping
be discussed at the Planning and Zoning meeting when this was reviewed. Freerks requested a
copy of the plan that the Commission reviewed at the time the property was rezoned. She also
asked for an itemized account of how the landscaping complies with the requirements in the
zoning ordinance. Freerks added this is an entryway into the City and it needs to be
landscaped correctly. Martin noted that while the most visible side of the building along Dodge
Street has very few windows and trees, the parking lot side of the building is much more
attractive. Miklo said Staff would revisit the plan and report back at a future meeting.
IR�IGIIINNITiMUS
Theobald moved to adjourn.
Signs seconded.
A vote was taken and motion carried 6-0.
PLANNING & ZONING COMMISSION
ATTENDANCE RECORD
2016-2017
KEY: X = Present
0 = Absent
O/E = Absent/Excused
-- = Not a Member
1/19
212
3/2
3/16
4/6
(W.S.)
4/20
4/20
5/4
5/18
611
(W -S)
6/7
6/15
7/6
7/20
813
8/17
9/7
DYER, CAROLYN
X
X
X
X
X
X
X
X
O/E
X
X
X
X
X
X
X
X
FREERKS, ANN
X
X
X
X
O/E
X
X
X
X
X
X
X
X
X
X
O/E
X
HENSCH, MIKE
X
X
X
X
X
X
X
X
X
X
O/E
X
X
X
X
X
X
MARTIN, PHOEBE
X
X
X
X
X
0/E
0/E
X
X
X
X
O/E
X
X
X
X
X
PARSONS, MAX
X
X
0/E
X
X
X
X
X
X
X
X
X
X
X
X
X
O/E
SIGNS, MARK
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
THEOBALD, JODIE
X
X
X
X
X
X
X
X
X
X
X
X
X
X
O/E
X
X
1
KEY: X = Present
0 = Absent
O/E = Absent/Excused
-- = Not a Member
r 11.06-17
`pdr CITY OF IOWA CITY 4b(14)
MEMORANDUM
Date: October 19, 2017
To: Mayor and City Council
From: Bob Miklo, Planning & Zoning Commission
Re: Recommendations from Planning & Zoning Commission
At their October 5, 2017 meeting the Planning & Zoning Commission approved the September
21 minutes with the following recommendation to the City Council:
By a vote of 7-0 the Commission recommends approval of REZ17-00014/SUB17-00015
rezoning of 28.03 acres of land from Interim Development - Research Park (ID -RP)
zone to High Density Single -Family Residential (RS -12) for 5.35 acres, Low Density
Multifamily (RM -12) for 3.3 Acres and Rural Residential (RR -1) for 19.38 acres, and the
preliminary plat of Cardinal Point West - Part 2, a residential subdivision with 9 single-
family lots, 6 duplex lots and 1 multifamily lot with 33 dwelling units, subject to general
compliance with the concept for lot 32 with the private drive being limited to a maximum
of 18 feet wide, and staff approval of a landscape plan for lot 32 including provision of
usable outdoor space with features such as an outdoor dining area and lawn for informal
recreational use.
Additional action (check one)
No further action needed
_ Board or Commission is requesting Council direction
_X_ Agenda item will be prepared by staff for Council action - Done
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
SEPTEMBER 21, 2017 — 7:00 PM — FORMAL MEETING
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Ann Freerks, Mike Hensch, Phoebe Martin, Max
Parsons, Mark Signs, Jodie Theobald
MEMBERS ABSENT:
STAFF PRESENT: Sara Hektoen, Karen Howard
OTHERS PRESENT: Jerry Waddilove
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 7-0 the Commission recommends approval of REZ17-00014/SUB17-00015
rezoning of 28.03 acres of land from Interim Development - Research Park (ID -RP) zone to
High Density Single -Family Residential (RS -12) for 5.35 acres, Low Density Multifamily (RM -12)
for 3.3 Acres and Rural Residential (RR -1) for 19.38 acres, and the preliminary plat of Cardinal
Point West - Part 2, a residential subdivision with 9 single-family lots, 6 duplex lots and 1
multifamily lot with 33 dwelling units, subject to general compliance with the concept for lot 32
with the private drive being limited to a maximum of 18 feet wide, and staff approval of a
landscape plan for lot 32 including provision of usable outdoor space with features such as an
outdoor dining area and lawn for informal recreational use.
Freerks called the meeting to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
None.
REZONING/DEVELOPMENT ITEM (REZ17-00014/SUB17-00015):
Discussion of an application submitted by The Crossing Development, LC is for a rezoning of
28.03 acres of land from Interim Development - Research Park (ID -RP) zone to High Density
Single -Family Residential (RS -12) zone for 5.35 acres, Low Density Multifamily (RM -12) zone
for 3.3 acres and Rural Residential (RR -1) zone for 19.38 acres and a preliminary plat of
Cardinal Point West - Part 2, a residential subdivision with 9 single-family lots, 6 duplex lots and
1 multifamily lot with 33 dwelling units located west of Camp Cardinal Road and south of
Kennedy Parkway.
Howard presented the staff report by first showing images of the area. This area was annexed
into the City between 1969 and 1972 and has been zoned Interim Development - Research
Park (ID -RP) but subsequent development of the Oakdale Research Park reduced market
demand for office park development. Therefore in May 2002, the City Council signed a
Memorandum of Understanding for the Clear Creak Master Plan including a concept that
envisioned a "conservation -type" development including residential and commercial uses in the
Planning and Zoning Commission
September 21, 2017 — Formal Meeting
Page 2 of 11
area surrounding Camp Cardinal Boulevard. The City has not yet completed a specific District
Plan for this area so the Master Plan is what they look to for guidance.
The current zoning of the property is ID -RP and various other zoning designations are
proposed. The Rural Residential Zone (RR -1) is intended to provide a rural residential character
for areas in the city that are not projected to have the utilities necessary for urban development
in the foreseeable future or for areas that have sensitive environmental features that preclude
development at urban densities. This is an appropriate designation for Outlets F and G, which
contain steep slopes and woodlands that limit development potential.
The High Density Single -Family Residential Zone (RS -12) is intended to provide for
development of single-family dwellings, duplexes and attached housing units at a higher density
than in other single family zones. The RS -12 zone allows for single family lots with a minimum
lot area of 5,000 square feet, and a minimum lot width of 45 feet. Duplexes are allowed on lots
with a minimum lot area of 6,000 square feet and lot width of 55 feet. All lots within the proposed
subdivision meet the minimum requirements of the RS -12 zone. Although lots 33 to 41 are
sufficient in size for duplexes, the applicant indicates that they will be reserved for single family
dwellings. Lots 42 to 47 are intended for duplexes. The purpose of the Low Density Multi -
Family Residential Zone (RM -12), which is proposed for Lot 32, is to provide for the
development of high density, single-family housing and low density, multi -family housing. In this
case, townhouse -style multi -family buildings are proposed.
Howard pointed out that the RM -12 Zone calls for attention to site and building design to help
produce a pleasant residential environment for multi -family living. To prevent excessive
pavement along the rear lane, improve stormwater drainage and provide some minimal space
for trees or landscaping, staff recommends that the rear lane include plantings between the
driveways. The site plan should include a landscaping plan with plantings appropriate for the
area between the driveways. Staff also notes that the proposed 21 foot wide private drive is
wider than necessary (standard alley pavement is only 16 feet wide). The extra width results in
excess paving and may invite speeding. Staff recommends that the private rear lane be a
maximum of 18 feet wide. Reduction of paving will help minimize stormwater runoff and improve
the aesthetics of the area. Howard showed photos of other similar developments and the
landscaping between driveways. Also on the north side of Lot 32, the garage -side of the
townhouse units would be visible from Dubs Drive. The applicant has agreed to screen the west
side of the garages with evergreen trees and design the area as usable open space available
for the residents of the townhouses on lot 32. Options include seating areas, covered picnic
areas, or small playground area.
With regards to the Comprehensive Plan it is covered by the Clear Creek Master Plan and in
staffs view the requested rezoning and subdivision design conforms to the conservation design
envisioned in the Comprehensive Plan for this area. It also conforms to the housing policy of
ensuring a mix of housing types within each neighborhood and the land use policy to keep
development away from environmentally sensitive areas, such as woodlands and steep slopes.
Howard pointed out the sensitive areas on the site plan with the steep slopes and noted that
with the exception of grading proposed on two of the lots to facilitate stormwater management
and to create suitable building areas, there will be minimal disturbance of the slopes. The
developer is also preserving a significant amount of the woodlands as well. These disturbances
are below the threshold allowed in the sensitive areas ordinance.
Howard stated noted that outlots G and F will be conservation areas maintained by a
Planning and Zoning Commission
September 21, 2017 — Formal Meeting
Page 3 of 11
Homeowner's Association, and outlot H will be reserved for future development. The concept
plan shows extension of Dubs Drive and Preston Lane onto Outlet H where Preston Lane will
intersect with Camp Cardinal Boulevard in a future phase of Cardinal Pointe West. Also due to
the sensitive areas there are no street intersections in area proposed east of Preston Lane and
therefore the block length will exceed the 600 feet maximum in the subdivision code. In staffs
view the proposed design helps to minimize the disturbance of the wooded ravines located on
the property, so the longer blocks are warranted to reduce disturbance of sensitive areas.
However, due to the long blocks staff recommends that traffic calming be designed into Preston
Lane. To address this concern the street will be 26 feet wide beginning at the north intersection
with Dubs Drive. At the intersections, neck downs will narrow the pavement to 22 feet. Staff
believes this will help reduce speeds on this residential street.
Howard noted that the neighborhood open space required for the subdivision is 30,056 square
feet of land dedication or fees paid in lieu. The Parks and Recreation Department has indicated
that fees should be collected in lieu of dedication of land. This requirement will need to be
addressed in the legal papers at time of final plat approval.
The stormwater management basin located in Outlet D of Cardinal Pointe West Part 1 has been
designed to provide stormwater management for this new phase of the development. The City
Engineer has confirmed that the existing basin is adequate to serve the stormwater
requirements for Part 2.
Staff recommends approval of REZ17-00014/SUB17-00015 rezoning of 28.03 acres of land
from Interim Development - Research Park (ID -RP) zone to High Density Single -Family
Residential (RS -12) for 5.35 acres, Low Density Multifamily (RM -12) for 3.3 Acres and Rural
Residential (RR -1) for 19.38 acres, and the preliminary plat of Cardinal Point West - Part 2, a
residential subdivision with 9 single-family lots, 6 duplex lots and 1 multifamily lot with 33
dwelling units, subject to general compliance with the concept for lot 32 with the private drive
being limited to a maximum of 18 feet wide, and staff approval of a landscape plan for lot 32
including provision of usable outdoor space with features such as an outdoor dining area and
lawn for informal recreational use.
Theobald asked if there was a sidewalk across the street from this development to connect this
development to Camp Cardinal Boulevard. Howard noted this development would go through
connecting sidewalks in Cardinal Point West - Part 1 to access Camp Cardinal Boulevard.
Theobald then asked if there were plans for a cross walk across Camp Cardinal Boulevard from
this whole area. Howard is not aware of specific plans for a cross walk, but something of that
nature would be assessed based on need overtime.
Freerks asked about the outlots with the wooded areas and since they will be maintained by the
Homeowners Association if there was any plan for protection that needed to be put in place.
Howard said in the final plat stage in the subdivision papers it will be noted as conservation area
and provisions should be included in the subdividers agreement to preserve that area.
Freerks opened the public hearing.
Jerry Waddilove (President and CEO, Southgate Companies) stated they are looking to provide
a residential subdivision to the City with a mix of housing types as it is consistent with their
concept plan when they did Cardinal Point West - Part 1. Regarding the private drive for the
townhomes they felt 21 feet gave homeowners ample space to drive through the alley and
Planning and Zoning Commission
September 21, 2017 —Formal Meeting
Page 4 of 11
navigate driveways. To have the alley be 18 feet would be typical to the average driveway and
their thought was to make it a little bit wider so people can get through there. He doesn't agree
with the thought there would be a lot of speeding through the alley, it won't act as a "cut -
through" to anywhere. Waddilove stated regarding the sidewalks it is the plan to connect to the
south side of Kennedy Parkway and there is already a sidewalk on the Coralville side of
Kennedy Parkway. He added they would be in favor of some type of traffic control at the corner
of Kennedy Parkway and Camp Cardinal Boulevard especially since there is a school there and
likely will have children crossing.
Hensch asked about the private road and when there is future development to the south would
the private road extend into the future development. Waddilove confirmed it would. Hensch
feels at that time he can see people then using the private alley as direct access to Camp
Cardinal Road and feels there should at least be a traffic calming device installed to slow people
down. Waddilove agreed and noted their preference would be to keep the alley at a wider width
and add in a calming device. Freerks still feels the 18 foot alley is best as children will be riding
bikes in the alleyway, and also it could prevent parking along the alleyway. Signs agreed with
the parking challenge, if there is the extra space and people park along there it will be harder for
others to get through.
Dyer asked how many parking spaces will be in each driveway for the townhomes. Waddilove
said there should be room for 4 vehicles, two in the garage and two in the driveway.
Freerks closed the public hearing
Hensch moved to recommend approval of RFZ17-00014/SUB17-00015 rezoning of 28.03
acres of land from Interim Development - Research Park (ID -RP) zone to High Density
Single -Family Residential (RS -12) for 5.35 acres, Low Density Multifamily (RM -12) for 3.3
Acres and Rural Residential (RR -1) for 19.38 acres, and the preliminary plat of Cardinal
Point West - Part 2, a residential subdivision with 9 single-family lots, 6 duplex lots and 1
multifamily lot with 33 dwelling units, subject to general compliance with the concept for
lot 32 with the private drive being limited to a maximum of 18 feet wide, and staff
approval of a landscape plan for lot 32 including provision of usable outdoor space with
features such as an outdoor dining area and lawn for informal recreational use.
Parsons seconded the motion.
Freerks acknowledged it is nice to see a development with mixed uses and is in a nice area
Signs added that the single family and duplexes will be backing up to the natural areas which
will make it even more attractive to buyers.
Theobald agreed but noted her concern is with the sidewalks and hopes that there really are
sidewalks on both sides otherwise it will be difficult for pedestrian travel. Hektoen said that
usually it is a public improvement requirement that is required before a building permit is
approved. Howard noted however it is along the outlot so the issue will need to be clarified.
Freerks noted that this is something that can be addressed by City Staff at the final plat stage.
Howard confirmed that Subdivision Code requires sidewalks along all lots unless waived, so it
should be addressed in the legal papers and on the final plat.
A vote was taken and the motion carried 7-0
Planning and Zoning Commission
September 21, 2017 — Formal Meeting
Page 5 of 11
CODE AMENDMENT
Discussion of Amendments to Title 14, Chapter 2, Article G. the Riverfront Crossings form -
based code related to upper floor setback and minimum building height in the South Downtown
Subdistrict
Howard stated this Amendment was requested by the developers of the Hieronymus property,
the undeveloped parcel at the corner of Burlington and Clinton Streets. They are requesting a
code amendment to allow a waiver of the upper floor stepback requirement and the minimum
height requirement for a portion of the building. Howard showed some images of the proposed
building. It is a seven -story building with commercial on the ground floor, offices on the second
floor, and then apartments above. There will also be a second tower that is adjacent to the Hilton
Garden Inn that will be an extended stay hotel (The Element). Between the two towers is a second
story plaza space. In the South Downtown District there is a two-story minimum height
requirement but in this situation they are proposing a second story screen wall that would give the
appearance of a two story building. Behind this screen wall there would be an open air plaza. In the
South Downtown there is a requirement for a fagade stepback of 10 feet above the 51h story, except
at street corners tower elements or other similar corner emphasis treatments may be exempted
from the stepback.
Freerks pointed out that the rendering is a bit misleading because it doesn't correctly show how the
upper floors of the proposed building will be forward of the stepped back area on the Hilton Garden
Inn on the abutting property. Howard stated that this appeared to be a function of the perspective in
the drawing, but acknowledged that the stepped back area on the Hilton Garden Inn will not be as
visible from certain vantage points if the upper floors of the new building are not similarly stepped
back.
Howard continued with the staff analysis. She noted the City encourages development and
redevelopment in the Riverfront Crossings District, in part, by allowing higher residential
densities, taller block -scale buildings, and lower parking requirements. To create a high quality
environment for residential living, there are form -based standards that help break up the mass
and scale of larger, bulkier buildings both on the horizontal and vertical plane. On the horizontal
plane, the building fagade has to be articulated with a fagade recess every 50 feet that create
modules. Each of these modules then has to be differentiated in some way from the adjacent
module to create visual interest and break up long building walls. While there are several
different options for how to modulate the horizontal plane, the only standard in code currently to
break up the vertical plane is the requirement for a fagade stepback if the building is over a
certain base height, which differs between subdistricts. This standard has the effect of reducing
the perceived height of a building.
Howard noted the importance of the upper floor stepback standard varies based on the context.
The stepback requirement is of heightened importance in the following instances:
• For buildings that are granted bonus height where the building will be taller than other
buildings in the vicinity;
• For buildings located on streets where compatibility with the historic or
lower -scale neighborhood context is of particular concern;
• For buildings located on narrower street rights-of-way; and
• In cases where preservation of views of iconic buildings or other features are important
to the community, such as views of the Old Capitol.
Planning and Zoning Commission
September 21, 2017 — Formal Meeting
Page 6 of 11
Along a street with a wider right-of-way or where existing buildings in the immediate vicinity
exceed the base height without an upper floor stepback, meeting the standard may not be as
important as achieving other community goals and objectives.
The primary objective in South Downtown is to serve as an extension of the Downtown by
encouraging a mix of high quality residential, office, retail, and civic uses at an urban intensity
similar to downtown. The Central Business District (CB -10) Zone does not have an upper floor
stepback requirement for taller buildings and the University is not subject to local zoning
regulations.
Signs asked what the maximum height of buildings is allowed on the north side of Burlington
Street. Howard said it is zoned CB -10 which doesn't have a specified height limit and is limited
only by the airport clearance needed and the ability to provide the necessary parking if there are
residential units in the building.
Howard continued that along the southern edge of the South Downtown, most properties have
either recently redeveloped or are government buildings (county and federal). Along the east
edge along Gilbert Street, the South Downtown subdistrict abuts the Gilbert subdistrict, which
provides a transition to the lower -scale neighborhoods to the east.
Freerks asked if a current structure was demolished and redeveloped, the new South
Downtown District guidelines would be used, nothing can be grandfathered in. Howard
confirmed that was the case. However, with the proposed amendment, the stepback
requirement would not be required except in cases where bonus height is granted and along
Gilbert Street where there is a transition to a district with a lower height limit. The height limit is
the South Downtown Subdistrict is eight stories and if a building were to be granted bonus
height, or if located along Gilbert Street there would still be a stepback required above the fifth
story. However in other areas of the South Downtown given the context, Staff believes an eight
story building does not need a stepback to achieve the objectives of the Downtown and
Riverfront Crossings Master Plan.
Howard noted in this area many of the buildings have been constructed in the past 10 years, so
redevelopment is not likely in the near future. Freerks agreed but noted most of those building
are not as high. Howard stated that any building over seven stories has to meet additional
building code requirements, which make high rise buildings significantly more costly to build.
This is why most developers stay with seven stories or under. So by eliminating the stepback it
will allow developers to have some additional building floor area without having to add stories
with the greater expense.
Hensch asked if the MidWestOne Bank building was six stories, Howard said it is six stories
with no stepback because it was developed before the Riverfront Crossings Code was adopted.
Signs asked about the added language regarding building facades and what the purpose of that
added language is. Howard said that clarifies that a stepback is only required in the South
Downtown on buildings that have facades facing Gilbert Street or granted bonus height.
Therefore for everything else, a stepback is not required.
Howard stated the second Code Amendment is really to allow the staff Form -Based Code
Committee (that reviews all proposals for development in Riverfront Crossings) to waive the 2
story minimum building height requirement in cases there is a second story outdoor plaza space
planned in a mid -block area and provided a screen wall is constructed to meet the intent of the
Planning and Zoning Commission
September 21, 2017 — Formal Meeting
Page 7 of 11
requirement. She doubts this request will occur very often, since most developments seek to
maximum building area rather than reduce it. She noted that particularly in an urban setting,
where open space is more limited, providing additional usable outdoor space is a benefit to the
residents and commercial tenants of a building.
Freerks asked who was on the Staff Form -Based Code Committee. Howard noted it currently
includes staff from Neighborhood and Development Services and the City Manager's office.
Dyer stated she does not like the proposed amendment (to eliminate the stepback requirement),
but that City Council has already approved the building for this project. Freerks stated that the
Commission can still recommend changes. Dyer noted that the stepback requirement is there
for a purpose. She feels the builders in this city insist on using every square inch of a lot so
there are just chunks all over the place and changing the stepback will just permit more chunks.
She noted that although the University's Music Building doesn't have a stepback it does have
the curved front so when walking by it the eye only goes up as high as the curved front. She
noted that in cities like Chicago and New York there are so many examples of interesting things
that can be done with buildings than just apartments with Hawkeye things hanging from the
railings. Dyer feels the stepbacks should be required as there doesn't seem to be any
articulation of the buildings.
Freerks noted that the idea of stepbacks was to create a better streetscape and make buildings
more interesting downtown. This seems to be stripping that away. This particular corner has
been an issue with finding something to develop there, but even more so is the fear of what
could be redeveloped someday throughout this area of downtown. She also noted that the
Music Building is lovely, and doesn't have a stepback, so there have to be options. Are there
ways in the Code to enforce some vertical design standards to address larger buildings from
being just large cubes.
Howard stated that in the Riverfront Crossings section of the Design Code there is quite a bit of
language about breaking up the horizontal plane, but the stepback is the only standard for
breaking up the vertical plane. As to the comments about cube -like buildings, she clarified that
the proposed building will be articulated more than is currently shown in the drawing, since the
recesses where the balconies are located will have to be carried all the way to top of the
building at least every 50 feet, so the building will look less flat than is currently shown in the
drawings. This property hasn't been through the Design Review process so it will be addressed
then, but the change in plane does have to be carried all the way to the roof per the Code.
Howard did confirm however that in the Form -Based Code there is nothing required for the
vertical plane of a taller building except for the stepback. Howard agreed there are other ways
to break up the vertical plane than just a stepback. For example, she referred to the drawing of
the UI Music School, there is a slight change in the plane at a certain height with a change in
windows on the upper floor and also a change in texture, color, and materials. Howard said
there are many ways to break up a vertical plane and language could be inserted into the
Design Standards of the Form -Based Code for options required to break up a vertical plane in
cases where a stepback is not as important to reduce the perceived height of the building.
Martin stated that she also doesn't want to see every building on a block have a stepback
because then it is just the same issue — all the same, nothing to make buildings unique. She
agrees that it would be good to add language about options for architectural design to make the
buildings unique.
Planning and Zoning Commission
September 21, 2017 — Formal Meeting
Page 8 of 11
Freerks noted the Commission is not saying they are dictating how buildings are designed, but
want to make sure City Staff have the tools to enforce that the Community is not stuck with ho-
hum building designs filling up every block in this area. The Riverfront Crossings Plan and code
were thoroughly thought through with the intent of creating a unique area with high quality
building designs. She noted that there was a lot of community input on this plan.
Hensch stated for this particular one building he doesn't have a problem with no stepback
because it is nice to have the one story base with the two towers but agrees there should be
something to break it up. If they are going to give up the stepback then there should be some
architectural design in compensation.
Dyer questioned that it is required that there be commercial on the ground floor however so
many of the buildings in the downtown area designed this way (with commercial on ground floor
and apartments above) are vacant — there doesn't seem to be a demand for commercial and all
the pedestrians see is a bunch of empty glass space.
Parsons agreed and said he's seen in many larger cities where it is all residential, no need for
the commercial at the bottom.
Howard stated that the Riverfront Crossings Code doesn't require commercial on the ground
floor, however it is required in the corner space on this particular property because it is on a
major street corner, but wouldn't have to extend all along the block. The code allows the
developer to decide and to gauge the market demand in that location.
Signs stated he is struggling with this issue, the new Hilton Garden Inn building has a stepback
but it is still a boring flat view to be honest. He does agree it would be worse if there was no
stepback. He feels the rendering for Hieronymus property are similar to what is in every other
city but also feels that is not what the residents of Iowa City want, to be like every other city. He
also stated that so much time is spent on creating the guidelines for an area like Riverfront
Crossings and then because one particular project wants something, we change the code. The
Plan in in place, developers know there is a code, but they still design things how they want and
then come to the City and ask for change.
Freerks opened the public hearing.
Seeing no one, Freerks closed the public hearing
Freerks feels this item should be deferred to allow Staff to come up with the appropriate
language to add per this discussion this evening.
Howard asked the Commission to confirm that the desire of the Commission is to have
language added to the Design Standards regarding vertical plane similar to the design standard
required for horizontal planes and that the vertical plane options could be used in lieu of a
stepback. So it would be to add a paragraph in the minor modification section to talk about the
specific instances where it is reasonable to adjust the stepback requirement, but require some
other design solution instead of the stepback. Howard noted that Staff already have the ability
to waive the stepback standard in cases where it is difficult or infeasible to provide it. For
example at the Sabin Townhomes, since it is a shallow liner building that is only 20 feet deep, if
there were a 10 foot stepback there would only be 10 feet on the top floor, which is not cost
effective or particular useable space.
Planning and Zoning Commission
September 21, 2017 — Formal Meeting
Page 9 of 11
Freerks agreed that was fine, but they also want the addition of the vertical design standard as
well, so it is not just a waiver without any other design solution to meet the intent.
Signs added that the Commission hasn't address the second story courtyard option, but he likes
the solution Staff has come up with and the rendering does look like it is two stories. Martin
agreed. Dyer feels the language is so specific to just this one building that it might not be
useable for another situation.
Hensch moved to defer the Code Amendment Item to the next meeting.
Signs seconded the motion.
A vote was taken and motion carried 7-0.
CONSIDERATION OF MEETING MINUTES: SEPTEMBER 7,201
Signs moved to approve the meeting minutes of September 7, 2017,
Martin seconded the motion.
A vote was taken and the motion passed 7-0.
PLANNING AND ZONING INFORMATION:
Dyer gave a report from the National American Planning Association Conference. It was Dyer's
first visit to New York City in 27 years and felt is seemed to be more open, friendlier, and
accessible than in the past. There are parklets in the streets and bike lanes in the streets now
and just seemed to be more diversity everywhere. She noted there is an exceptional amount of
construction going on and it is hard to even recognize the skyline. The skyline used to be just
the World Trade Center, Empire State Building, and Chrysler Building and is so much more
now.
At the convention there were 175 sessions to choose from, including a lot of field trips. The
keynote speech was by the editor of The Wired magazine and he talked about the millennial
generation impact on the workforce and in the world. According to him the millennials are tech -
savvy, collaborative, specific minded, racially diverse, globally oriented, green, and lead to
growth in cities of walkability. Dyer met up with former Iowa City intern Marti Wolfe at the
convention and noted that there were a lot of sessions about millennials, but they didn't include
any millennials as speakers or on the panel. In contrast, Dyer went to a co -housing conference
a few weeks later and there were several sessions about millennials conducted by millennials.
Another speaker at the National American Planning Association Conference made the comment
that with millennials so concerned about urbanization and walkability in central cities he
wonders what will happen when the millennials have kids and there are no longer any schools in
the central cities. Dyer shares that concern with Iowa City. There were also a lot of sessions on
affordability and sustainability. Affordability is an issue absolutely everywhere, especially on the
built -out cities on the coasts. New York, New Jersey, and Connecticut (and other perhaps)
have by law or court ruling require cities to provide affordable housing in new market rate
developments and must demonstrate the government themselves support affordable housing
(financially or by providing land). Cities have done it in a number of ways that Iowa City does
Planning and Zoning Commission
September 21, 2017 — Formal Meeting
Page 10 of 11
not have access to like abandoned air fields, military bases, brownfields, empty manufacturing
plants, etc. Affordable housing has been done in a lot of places also in partnership with
churches, social service agencies, and foundations. Some of it has been targeted at the same
sort of people we are concerned about here in Iowa City, municipal employees, veterans, and
University employees that can't afford to live in the communities where they work.
Dyer attended a session on Planning for Behavioral Change for Sustainability which she found
really interesting. The point that was made was that it is not true that if you build it they will
come. For example, in Phoenix they built a light rail system but people still drive and don't use
the light rail system. Or having an energy efficient building is not guarantee that the occupants
will behave efficiently. Dyer discovered in New York a sign on a store that New York adopted
an ordinance last year that provides that stores and restaurants could be fined $250 - $1000 if
they keep their doors open while the air conditioning is on. Also in this session it was pointed
out that planning is basically about land use; and technology and sustainability is about people's
behavior. The argument was made by the speaker that for sustainability to be adopted as a
practice the alternatives need to be available, accessible, attractive, affordable, and the public
needs to be aware of them. So things like the signs on New York businesses would make the
public think about closing the door. Other suggestions were to make bike parking easier than
car parking, recognizing that while suburban living is generally cheaper than city living one way
to reduce driving is to make the stations and stops attractive. There needs to be a better
communication on the relative cost of public transportation versus car use, and to regard mass
transit as a public good and not expect it to be self-supporting.
One of the most interesting things Dyer did was visit a community named Radburn in New
Jersey that was founded in 1929 as "a town for the motor age". It was designed to incorporate
modern planning principles, but the project was abandoned in the 1930's because of The
Depression. The community was planned to mimic the principles of British Garden Cities and
be a walkable community with sidewalks everywhere and pedestrian tunnels and overpasses
over busy streets. The houses in the community faced parks and walkways with garages in the
back facing the roads which were actually very narrow alleyways. Radburn has had a
significant impact on city planning with the development of the cul-de-sac and superblock.
Radburn also had some commercial property within the original walking area planned, but never
materialized. Signs noted the feel of Radburn is similar to the Melrose Court area of Iowa City.
ADJOURNMENT:
Theobald moved to adjourn.
Parsons seconded.
A vote was taken and motion carried 7-0.
PLANNING & ZONING COMMISSION
ATTENDANCE RECORD
2017
KEY: X = Present
O = Absent
O/E = Absent/Excused
--- = Not a Member
2/2
3/2
3/16
4/6
(W.S.)
4/20
4/20
5/4
5/18
6/1
(W -S)
6/7
6/15
7/6
7/20
8/3
8/17
9/7
9/21
DYER, CAROLYN
X
X
X
X
X
X
X
O/E
X
X
X
X
X
X
X
X
X
FREERKS, ANN
X
X
X
O/E
X
X
X
X
X
X
X
X
X
X
O/E
X
X
HENSCH, MIKE
X
X
X
X
X
X
X
X
X
O/E
X
X
X
X
X
X
X
MARTIN, PHOEBE
X
X
X
X
O/E
O/E
X
X
X
X
O/E
X
X
X
X
X
X
PARSONS, MAX
X
O/E
X
X
X
X
X
X
X
X
X
X
X
X
X
O/E
X
SIGNS, MARK
X
X
X
X
X
X
X
X
X
X
X
X
X
XX
X
X
THEOBALD, JODIE
X
X
X
X
X
X
X
X
X
X
X
X
X
O/E
X
X
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
--- = Not a Member
r 11-06-17
CITY OF IOWA CITY 4b(15)
MEMORANDUM
Date: October 25, 2017
To: Mayor and City Council
From: Bob Miklo, Planning & Zoning Commission
Re: Recommendations from Planning & Zoning Commission
At their October 19, 2017 meeting the Planning & Zoning Commission approved the October 5
minutes with the following recommendation to the City Council:
1. By a vote of 7-0 the Commission recommends approval of amendments to Title 14,
Chapter 2, Article G, the Riverfront Crossings Form -based Development Standards,
related to upper floor stepback and minimum building height as discussed in the staff
memo dated September 21 and in the follow-up staff memo dated October 5, as
amended.
2. By a vote of 7-0 the Commission recommends approval of amendments to Title 14,
Zoning, Chapter 4, Use Regulations and Article 14-2D, Industrial and Research Zones,
to restrict sales of consumer fireworks to Industrial Zones as described in the Staff
report.
Additional action (check one)
No further action needed
Board or Commission is requesting Council direction
_X_ Agenda item will be prepared by staff for Council action - Done
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
OCTOBER 5, 2017 — 7:00 PM — FORMAL MEETING
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Ann Freerks, Mike Hensch, Phoebe Martin, Max
Parsons, Mark Signs, Jodie Theobald
MEMBERS ABSENT:
STAFF PRESENT: Sara Hektoen, Karen Howard
OTHERS PRESENT:
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 7-0 the Commission recommends approval of amendments to Title 14, Chapter 2,
Article G, the Riverfront Crossings Form -based Development Standards, related to upper floor
stepback and minimum building height as discussed in the staff memo dated September 21 and
in the follow-up staff memo dated October 5, as amended.
By a vote of 7-0 the Commission recommends approval of amendments to Title 14, Zoning,
Chapter 4, Use Regulations and Article 14-2D, Industrial and Research Zones, to restrict sales
of consumer fireworks to Industrial Zones as described in the Staff report.
CALL TO ORDER:
Freerks called the meeting to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
None.
CODE AMENDMENT:
Discussion of Amendments to Title 14, Chapter 2, Article G. the Riverfront Crossings form -
based code related to upper floor stepbacks and minimum building height standards.
Howard stated this is a continuation of discussion from the last meeting where the Commission
asked Staff to bring forward alternative language for the Code Amendment. The original
proposal was to eliminate the stepback requirement in the South Downtown District except for
buildings receiving bonus height and for building frontages along Gilbert Street. Rather than
eliminating the stepback requirement in the South Downtown Subdistrict, the Commission
requested alternative language that would allow for administrative approval of minor
adjustments to allow stepback reductions or waivers with added approval criteria that would
make it clear that if requesting an minor adjustment an alternative design solution must be
proposed that equally or better meets the intent of breaking up the vertical mass of taller
buildings. Howard shared the proposed changes to the Minor Adjustment section of the Form -
Based Code language and noted in paragraph 1 Staff is proposing to strike the allowance for
Planning and Zoning Commission
October 5, 2017 — Formal Meeting
Page 2 of 6
minor adjustments for fagade stepback requirements as that section addresses requests for
adjustments to building and parking placement rather than adjustments to the building design.
Instead staff recommends moving the allowance for minor adjustments for fagade stepbacks to
paragraph 5, which addresses requests for minor adjustments for building design standards.
Staff also added some language in paragraph five to clarify situations where the stepback
waiver could be considered and what the approval criteria are.
Howard noted that requests for minor adjustments are review by the Staff Design Review
Committee. For cases located in the Riverfront Crossings District this committee is considered
the Form -Based Code Committee. This committee reviews every project in the Riverfront
Crossings District and reviews all requests for minor adjustments to the form -based code
standards. Currently, in order to qualify for a minor adjustment, the applicant must demonstrate
that there are site characteristics or other conditions that make it difficult or infeasible to meet
the requirement. The proposed change to the code language would broaden the administrative
discretion to consider if there is something unique about the property or neighboring property
that lends to other design approaches. In the case of requests for adjustments to building
design elements, including stepbacks, the applicant must propose an alternative design solute
that equally or better meets the intent of the specific standard being modified. With regard to
requests for a waiver of the upper floor stepback requirement the applicant must propose an
alternative means of visually breaking up the vertical plane of the building. The FBC Committee
reviews all the criteria listed in paragraph five for every application.
Martin asked who sits on the FBC Committee. Howard said the membership of the Committee
has varied over the years but typically is staff from the Neighborhood & Development Services
Department and more recently staff from the City Manager's office.
Howard showed the Commission examples of buildings where other means besides fagade
stepbacks are used to visually break up the vertical mass. There is typically some horizontal
element, such as a band, raised cornice, etc, that creates a visual break between the middle
floors and the upper floor or floors of the building, with the upper floors having a different
material, color, texture, window pattern or other design distinction from the floors below the
horizontal break. Howard said in most instances it will be important to maintain the stepback
requirement particularly where reducing the perception of the height of the building is
particularly important.
Dyer noted the addition of the new paragraph six in section 14 -2G -7H and that paragraph
seems to be specific to the one proposed building on the corner of Clinton and Burlington
Streets. Dyer questioned if the City should adopt a rule or law that only applies to one building.
In this situation the applicant could design the building as two stories and then ask for a waiver
for the second floor to be open patio space and avoid having to adopt this new paragraph.
Howard explained that a pedestrian plaza on a floor above the second story would be allowed
by right since the minimum building height is 2 stories. Howard believes that while rare, there
may be other similar situations on large sites where a U-shaped building would be proposed
where a second story pedestrian courtyard would be preferred over a courtyard on an upper
floor. It is also important to only allow such an adjustment to a midblock location, since it would
not be desirable to have such a short building anchoring a street corner. That is why the
standard is written so specifically.
Freerks asked a question under paragraph five, sections a. and e. where it states an applicant
must propose an alternative design solution that equally or better meets the intent and in E
visually breaks up the vertical plane. However it doesn't say it must be agreed upon or
Planning and Zoning Commission
October 5, 2017 — Formal Meeting
Page 3 of 6
accepted or adopted so is that how the language is always written. Howard noted that Ms.
Freerks has called earlier in the day asking for clarification to this question. After consideration,
staff agrees the language could be more clearly stated as affirmative approval criteria. Howard
showed a slide with this alternative sentence construction, which would make it clear that the
FBC Committee must determine that all the approval criteria have been met before an
adjustment is approved. If the answer is no to any single one of the items, the application
cannot be approved. The applicant would then have the option to propose an alternative design
solution that would satisfy the criteria. Howard showed the Commission the following alternative
wording of the proposed code amendment.
a. An alternative design solution has been proposed by the applicant and it equally or
better meets the intent of the specific standard being modified; and
e. For requests for waivers of an upper floor stepback requirement, an alternative means of
visually breaking up the vertical plane of the building has been proposed and meets all
the approval criteria stated above.
Freerks thanked Howard for the language update and feels it is much more clear
Dyer stated that if they are discussing language updates, in item b is states "proposed building
design is uniquely designed" and could just state "the building is uniquely designed". Howard
agreed.
Dyer asked with these adjustments can the building that was presented to the Commission at
the last meeting still be built. Howard said that proposal has not gone through design review so
she cannot comment on the result.
Freerks opened the public hearing.
Seeing no one, Freerks closed the public hearing.
Hensch moved to recommend approval of amendments to Title 14, Chapter 2, Article G.
the Riverfront Crossings form -based code related to upper floor stepback and minimum
building height in the South Downtown Subdistrict as listed in the Staff report and
amended.
Parsons seconded the motion.
Freerks feels this will set up the framework to put better buildings into the downtown area.
Dyer noted she hopes is will be regarded as applied with the term minor adjustments and not
major adjustments.
A vote was taken and the motion carried 7-0.
CODE AMENDMENT:
Discussion of an amendments to Title 14, Zoning, Chapter 4, Use Regulations and Article 14-
2D, Industrial and Research Zones, to restrict sales of consumer fireworks to Industrial Zones.
Howard stated that recently State legislation allowed for the sale of first- and second-class
consumer fireworks in Iowa during certain time periods during the year. While local jurisdictions
Planning and Zoning Commission
October 5, 2017 — Formal Meeting
Page 4 of 6
are still allowed to restrict or prohibit use of fireworks within their communities, they are not
allowed to prohibit the sale of such fireworks. Zoning restrictions, however, may be adopted to
restrict the location and conditions under which these types of fireworks may be sold. Based on
experience from the first sales period last summer, the City Council requested more information
regarding how fireworks sales might be better managed and controlled. The City Council
directed staff to prepare amendments to the zoning code that would restrict the sale of fireworks
to Industrial Zones. Howard referred to the code amendments in the staff report that would
restrict sales within existing buildings in Industrial Zones and would also address temporary
outdoor tent sales. Temporary use permits are the mechanism through which temporary sales
tents are authorized.
Hektoen added that in the past legislative session the State enacted a law that was very broadly
worded and meant to tie local municipalities' hands in restricting use of plastic bags etc.
However because it was so broadly worded, Staff is worried that imposing too many restrictions
on a temporary use will run afoul of that other law, even though it is not a fireworks law. The
City of Ankeny got sued because they regulated fireworks as a temporary use with many
different types of conditions and the court ruled it was preempted by this other law that states
Cities cannot adopt ordinances or resolutions setting standards or requirements regarding the
sale or marketing of consumer merchandise that are different than the State regulations. So
that is why there are no other specific standards for either brick and mortar sales or temporary
sales included in the code amendments. Hektoen added that Des Moines also was sued, but
the Court upheld their policy and therefore Iowa City is using a similar approach.
Howard added this policy will assist with safety in that the having fireworks sales in only
industrial areas will keep them away from supermarkets and residential neighborhoods.
Parsons asked what avenues the City will use for public education explaining that use of the
fireworks within city limits is not allowed, even though they can purchase them here. Howard
said that was a challenge, but the City has a communications office the uses a lot of different
methods to get the word out to the public.
Signs stated he hopes part of the education this upcoming summer will be an emphasis on
citations rather than warnings because the abuse was rampant.
Freerks opened the public hearing.
Seeing no one, Freerks closed the public hearing.
Hensch moved to recommend approval of amendments to Title 14, Zoning, Chapter 4,
Use Regulations and Article 14-211), Industrial and Research Zones, to restrict sales of
consumer fireworks to Industrial Zones as described in the Staff report.
Theobald seconded the motion.
Signs is very pleased the City is doing this and reiterated his displeasure with how last summer
went, it felt like fireworks were completely unregulated and the City had a difficult time enforcing
due to the overwhelming use.
A vote was taken and the motion passed 7-0.
CONSIDERATION OF MEETING MINUTES: SEPTEMBER 21, 2017
Hensch moved to approve the meeting minutes of September 21, 2017
Planning and Zoning Commission
October 5, 2017 — Formal Meeting
Page 5 of 6
Theobald seconded the motion.
A vote was taken and the motion passed 7-0.
PLANNING AND ZONING INFORMATION:
None.
ADJOURNMENT:
Theobald moved to adjourn.
Martin seconded.
A vote was taken and motion carried 7-0.
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17-06-17
4b(16)
Approved
Minutes
Iowa City Telecommunications Commission
September 25, 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: Laura Bergus, Derek Johnk, Paul Gowder, Matthew Brenton
Members Absent:
Staff Present: Ty Coleman
Others Present: Gerardo Sandoval
Recommendations to Council: None
Approval of Minutes:
Gowder moved and Bergus seconded a motion to approve the August 28, 2017 minutes
as presented. The motion passed unanimously.
Announcements of Commissioners:
None
Short Public Announcements:
None
Consumer Issues:
Johnk asked if the cable line had yet been buried, noting that the issue report stated the
cable would be buried soon. Coleman said he would confine.
Mediacom Retort:
Coleman reported that Lee Grassley noted things were fairly quiet and that they would be
launching the Olympics Channel in the next month.
Johnk noted that he had read in the Gazette about the case between Mediacom and the
City of Iowa City, which would be going to the federal court in mid-October. Johnk said
his understanding was that ImOn was not currently building out its system in Iowa City
pending the judgement.
Local Access Reports:
Sandoval reported said PATV continues to investigate options to sustain its operations
beyond the expiration of the current contract. He said that the look and visibility of
PATV has improved over the past year. Sandoval said that support for continuation of
Approved
PATV's mission is good. Sandoval noted that PATV is looking at ways that PATV can
be current with trends such as streaming TV. He said that they are considering how
PATV can be the voice of the community with the support of the City.
Johnk noted that PATV's Facebook page has been active and entertaining. Sandoval said
his staff and members of the community had been doing a good job of engaging with
followers and finding interesting content to present.
City Cable TV Office Report:
Coleman noted that the Cable TV Office is currently accepting applications to fill its
Media Production Assistant position. Coleman said that Joel Bouwers had served in the
role over the past six years and did great work at many productions, including City
Council meetings, Foreign Relations Council lectures, Friday Night Concerts, and more.
Coleman said that there is room for the position to expand to pursue new opportunities
for meeting the needs of the City and community.
Coleman said that the Mayor of Baghdad was intending to visit Iowa City, following
Iowa City Mayor Jim Throgmorton's visit to Baghdad earlier this year. Coleman said his
staff may be covering some of the activities but that plans were not final.
Coleman mentioned he had included some general links to direct Commission members
to current work being produced by the local access channels. He suggested that individual
access channel representatives include links to highlight specific programs, as desired,
within their monthly reports to the Commission.
Coleman noted that October would be a busy month for the Cable TV Office, stating that
non-profit organizations tend to be very active this time of year. Coleman said that the
upcoming City election provides opportunities for additional programming. He said that
the Cable TV Office's production of its Meet the Candidates program, featuring
candidate statements from all of the candidates running for City Council, is complete and
is available at citychannel4.com/mtc.
Adjournment:
Bergus moved and Gowder seconded a motion to adjourn. The motion passed
unanimously. Adjournment was at 5:44 p.m.
TELECOMMUNICATIONS COMMISSION
12 -MONTH ATTENDANCE RECORD
(x) = Present
(o) = Absent
(o/c) = Absent/Called (Excused)
Gowder
Bergus
Kilburg
Johnk
Homewood
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
07/24/2017
Meeting not held
due to lack of
quorum.
Brenton
08/28/2017
x
x
x
x
vacant
09/25/2017
x
x
x
x
vacant
10/23/2017
x
o/c
x
x
vacant
(x) = Present
(o) = Absent
(o/c) = Absent/Called (Excused)