HomeMy WebLinkAbout2018-02-06 Bd Comm minutesOctober 19, 2017
Page 2
MINUTES
IOWA CITY AIRPORT COMMISS
OCTOBER 19, 2017 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Christopher Lawrence, A. Jacob Odgaard, Chris Ogren
Members Absent:
Staff Present.
Others Present:
None.
Minnetta Gardinier, Robert Libby
Michael Tharp, Eric Goers
FINAL
Matt Wolford, David Hughes, Regenia Bailey, Jeff Davidson, Carol
Freeman
DETERMINE QUORUM:
The meeting was called to order at 6:03 P.M., after declaring a quorum.
APPROVAL OF MINUTES:
Discussion of the minutes from the September 21 and October 5, 2017, meetings were
reviewed. Ogren moved to accept the minutes of the September 21 and October 6, 2017,
meetings. Lawrence seconded the motion. The motion carried 3.0, Gardinier and Libby
absent.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSIONIACTION:
a. Strategic Plan — Tharp introduced Davidson and Bailey again. Tharp described
the final review process with members. Davidson and Bailey spoke to Members
about the proposed strategic plan that they have all been working on. Bailey
addressed the changes that were made following the discussion at the last
meeting. The first change noted were the dates, and Bailey stated that this
should now be consistent through the document — 2019 through 2023. Next, the
addition of a narrative. Bailey noted the addition of photographs throughout,
helping to break up the narrative. Referring to page 13, Bailey noted a change in
02 -o6 -1a
4b(1)
October 19, 2017
Page 2
the third bullet point — going from quarterly to twice a year. Continuing to page
14, she noted the fourth bullet point, where it speaks to the annual report
presentation to the Council. This is now shown as 'within two months of the end
of the calendar year,' instead of the fiscal year. On page 15, under 'Success
Indicators,' Bailey noted that the percentage of support from the City's general
fund 'does not exceed 10%,' which is what the Members discussed at the last
meeting. Moving to page 17, Bailey stated that she has a clarifying question on
the final bullet point. She suggested they remove the word 'successful.'
Members looked at this suggestion, agreeing that 'successful' is implied and
therefore could be removed here.
Bailey stated that this concludes the review of changes made to the strategic
plan, following the Commission's discussion at the last meeting. Ogren then
asked a question about Goal 4 — speaking to the second bullet point, where it
talks about painting of the Airport hangars. Ogren noted that at a recent budget
meeting, they discussed not setting themselves up to paint all of the hangars.
She asked if they should modify this or not. Tharp replied that he believes the
wording is okay as is and further explained how it becomes more of a budget
conversation. He added that he did send this version to Gardinier for her
comments and he shared the email with others. Her comments dealt with the
10% on the operating budget and if by having this number are they hamstringing
themselves. The other comment she had was in regards to the economic
development piece, with the 'successful' wording. Gardinier questioned what it is
they are trying to get at. Davidson responded that economic development has a
broad definition in this case. Bailey then referred Members to page 16, where
she asked if they wanted to rephrase this as suggested by Gardinier. °Market
the use of Airport charters, airplane rentals, the flight school, and public meeting
space." After a brief discussion, Members agreed that they would make the
stated changes. They also asked for clarification from Tharp on the 10%
financial support. He responded that what this number does is it mirrors the
FAA's system as to what they get through the Airway Trust Fund and what the
federal general fund contributes to the FAA operations. Members continued to
discuss this issue, finally agreeing that the 10% should be left in the document.
Bailey continued the discussion, noting that she would suggest a yearly review of
the strategic plan, as they would do with budgeting and the annual report. This
can help them set annual goals, reflective of what has been accomplished the
previous year and what they have yet to accomplish. Members also talked about
a possible group photo of the Commission being a part of this plan.
I. Consider a resolution approving strategic plan — Odgaard moved to
approve Resolution #A17-14, approving the strategic plan as
amended. Ogren seconded the motion. The motion carried 3-0,
Gardinier and Libby absent.
b. FAA/IDOT Projects: AECOM / David Hughes
i. Obstruction Mitigation
1. Environmental Assessment - Hughes addressed the Members,
noting that with him this evening is Carol Freeman, the
environmental person who is working on the Environmental
Assessment. He then shared a handout with Members, stating
that they are at the point where they need to start the public
October 19,2017
Page 3
comment process. Freeman stated that they are making good
progress on the assessment and are putting together the draft
sections now. She also spoke to the public comment process and
how they would need to proceed on this. Another option is to hold
a public hearing, according to Freeman. She also gave options on
how such a public hearing could be put together, noting that there
could be a stand-up presentation where the public can stand up at
a microphone and express their views, or do an open -house style
of meeting. A third option would be to have multiple meetings, by
actually going to the affected neighborhoods and having meetings
at each location. Freeman also noted a recommended letter to
the affected landowners, stating that this is not a requirement but
that it is highly recommended when people are going to be directly
affected. The letter would help to explain what the project is and
could have an invitation to the public meeting, for example.
Tharp noted that last month the Commission was given a heads -
up that this would be coming and that they would need to make
some decisions. He stated that the object was to let the
Commission know what the base requirements are. He stated
that from previous conversations, the Commission leaned towards
the third option of having neighborhood -style meetings, along with
contact letters, and perhaps a final open -house style meeting at
the Airport. The south location meeting could be held at Terry
Trueblood Park, but Tharp noted that he is not sure of a location
for the northwest side. Ogren asked Freeman what she would
recommend they do in this instance. Freeman responded that
every project is different, but one thing that is very important is
letting people know how they will be able to communicate their
opinions about the project. She noted that the stand-up
presentation, where the public can speak at a microphone, tends
to be more confrontational and emotional in nature. Freeman
stated that she leans towards the open -house style of meeting,
that they tend to be more personal and provide more one-on-one
opportunities to discuss the issues. As for how many meetings
should be held, Freeman stated that this project appears to be
affecting a smaller group of people overall. However, due to the
nature of the project, it is more personal to those affected.
The discussion continued, with Freeman giving suggestions on
how the public piece of this could be set up. Members shared
their views, as well, on how best to gather the much needed public
input. Lawrence asked about the letter component and when this
would be done. Freeman stated that this would go out several
weeks before the public meetings. During this process they could
actually do targeted letters, which would let a landowner know if
one of their trees would be affected. Members also spoke to the
publishing timeline and access by the public to the environmental
assessment. Speaking to the project impacts, Freeman stated
several options for the mitigation, such as remove the affected
trees or top the trees, for example. Tharp spoke to the initial
October 19, 2017
Page a
contact letter and how it should be brought to the Commission
before going out, so that everyone is aware of what is being sent.
Freeman stated that typically they have a planning meeting prior
to the public one, so that they can review what is going to be
presented during the public meeting. Ogren asked when this
mitigation process is expected to begin and Hughes stated that it
wouldn't be until next fall.
Moving along, Freeman stated that they currently have an initial
draft of the Purpose and Need and Alternatives sections, that
have gone through the FAA for an initial review. The next stage
then, according to Freeman, is to have the Commission see a
draft of the assessment. Hughes stated that they are looking at
late November for this to be available, with the draft EA being
available to the public around mid-December. With this being the
holiday season, Freeman stated that they would recommend
pushing the draft EA release to after the first of the year and then
schedule their public meetings. The letter could go out during this
period, giving the public plenty of time to review the data before
the first of the year. Tharp then spoke to timeframes and what
they will need to follow in order to accomplish this. Members
briefly discussed setting up a special meeting time to go over all of
the information once the contact letter and draft are ready for their
review. Goers responded to Member questions at this point,
further clarifying how this type of process normally plays out and
how easements are handled.
ii. North T -hangar restroom — Hughes noted that this will come back to the
Commission next month.
C. Airport Operations
I. Budget
1. FY2019 budget — Tharp stated that the budget subcommittee has
met via email several times. He noted that the memo he put
together for Members does show what the numbers are, such as
expected revenue of $461,500, which includes the levy support,
and expected expenses of $466,000. He noted that the furniture
project could be phased in, cutting expenses. Tharp noted that
the FYI budget is due to Finance tomorrow. He added that he
did meet with Parks and Rec Department earlier today to discuss
the Riverside entryway project. The department will be able to
handle this in-house, according to Tharp, and will be doing
something similar to other entryways to Iowa City. He expects to
see a concept plan from Parks and Rec by December. Tharp also
spoke to Parks and Rec about the viewing area. This project will
need to be a part of Parks and Ree's RFP process, which will
allow the Airport to work directly with a consultant on this. Turning
to the cost for hangar painting costs, Tharp noted that it is at
$6,000 per building. Ogren noted that at some point they will
need to decide on a color to use. At this point Tharp asked if
Members are okay with him submitting the FYI budget to the
Finance Department. Matt Wolford with Jet Air asked Tharp how
October 19, 2017
Page 5
they should handle the agreement they have with the Airport, as it
is still the original agreement and costs have gone up since that
time. He asked if this should be part of the budget discussion.
Tharp stated that this agreement can be reviewed in the spring
when it expires. The Commission reached a consensus to
have Tharp submit the FY19 budget to the Finance
Department, 3-0, Gardinier and Libby absent
ii. Management—None.
Iii. Events — Tharp noted that Jet Air hosted the Rusty Pilots seminar over
the weekend, with 35 attendees. Even though they had bad weather,
Tharp noted that ground school was completed.
d. FBO / Flight Training Reports
I. Jet Air — Matt Wolford with Jet Air spoke next, sharing the monthly
maintenance reports. With all the rain, he noted that they had to start
mowing quite a bit. In October, gutters were cleaned out, weed killer was
sprayed, light bulbs replaced, and self -serve pump maintenance.
In addition to the Rusty Pilot seminar, Wolford noted the upcoming Pinch
Hitter course. He said they currently have seven signed up for this. This
event will be Saturday, noon to 3:00. The Shelter House had an event
recently in the Jet Air hangar. Wolford said it went very well. Other than
that, Jet Air has been keeping busy. He shared that a company out of the
Virgin Islands has been leasing one of their planes for medical use during
the hurricane rescues. Wolford shared that at 8:00 P.M. this evening a
30 -passenger plane will be landing with a volleyball team on board. At
about the same time, he noted that an air medical Lear 35 will also be at
the Airport.
e. Commission Members' Reports —None.
f. Staff Report — Tharp spoke briefly to the Shelter House event and the pilot
programs taking place at the Airport. He then noted that during the Christmas/
New Year's break, he will be taking vacation time.
g. 100 -year Anniversary Committee — Ogren asked if FUEL received the report,
and Tharp stated that they had and that once they reviewed it they would come
back with any questions. He will check with them to see where they are in their
review.
SET NEXT REGULAR MEETING FOR:
The next regular meeting of the Airport Commission will be held on Thursday. November 16.
2017. at 6:00 P.M. in the Airport Terminal Building.
ADJOURN:
Odgaard moved to adjourn the meeting at 7:35 P.M. Ogren seconded the motion. The
motion carried 3-0, Gardinier and Libby absent
October 19, 2017
Page 6
CHAIRPERSON
DATE
1I -L6&
October 19, 2017
Page 7
Airport Commission
ATTENDANCE RECORD
2017
Kew.
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
o
a
o
o
a
N
=
N
OI
V
d`
O
NAME
EXP.
o
m
Of
V
V
V
V
V
V
V
V
V
Minnetta
07101/19
O/
of
Gardinier
X
X
X
X
E
OIE
X
X
X
E
Chris Ogren
07/01118
X
X
X
X
X
X
X
X
X
X
A.Jacob
07/01/18
Odgaard
X
X
X
OIE
X
X
X
X
X
X
Julie
07101/17
OI
O/
N
N
N
Bockenstedt
X
X
X
X
E
X
E
M
M
M
Robert Libby
07/01/20
O/
of
OIE
X
X
X
X
X
E
X
X
E
Christopher
07101121
N
N
Lawrence
NM
NM
NM
NM
M
NM
M
X
X
X
Kew.
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
November 16, 2017
Page 1
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
NOVEMBER 16, 2017 — 6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Minnetta Gardinier, Robert Libby, Chris Ogren
Members Absent: A. Jacob Odgaard, Christopher Lawrence
Staff Present: Michael Tharp, Sue Dulek
Others Present: Matt Wolford, David Hughes, Carol Freeman, Jeff Edberg, Larry Bell,
John Yeomans
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
DETERMINE QUORUM:
Libby called the meeting to order at 6:01 P.M., after declaring a quorum. Gardinier nominated
Ogren as Acting Secretary. Libby seconded the motion. The motion carried 3-0,
Odgaard and Lawrence absent.
APPROVAL OF MINUTES:
Discussion of the minutes from the October 19, 2017, meetings were reviewed. Ogren moved
to accept the minutes of the October 19, 2017, meetings as presented. Gardinier
seconded the motion. The motion carried 3-0, Odgaard and Lawrence absent
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSIONIACTION:
a. Farm Operations —Tharp stated that he was notified recently that Merschman
Seed will no longer be doing their show plots on the field. However, the current
farm tenant will continue to farm the land. Tharp continued, noting that there are
conversations going on between Jet Air and the farm tenant regarding some of
the grounds keeping that Merschman had been doing. He stated that once
things are worked out he will report back to the Commission. Gardinier asked if
there was any reason given by Merschman, and John Yeomans responded that
he believes the show plot angle wore out and that their marketing strategy is
probably changing. Tharp spoke to the grounds keeping issue, noting that
Merschman had been taking care of the south end of the Airport, which is the
November 16, 2017
Page 2
area along Mormon Trek and around the Riverside Drive bend, keeping the
mowing and weeds under control. Yeomans stated that he spoke to the farm
tenant and that he is willing to take care of this area as well.
b. Gilbert Street property — Tharp noted that Larry Bell and Jeff Edberg are
present this evening with a proposal for this site. Edberg gave some history to
this property, noting how they got to this point. He shared an appraisal done on
the property, noting that it appraised at $46,500, which is what Bell is offering for
the Gilbert Street property. Edberg continued, noting what Bell has planned for
this site and that he would like 90 days to get his plans finalized. The process
that will have to be followed for this offer to go through was then reviewed by
Edberg. He noted that first it goes to the Commission and if approved, it
continues to the City Manager's office, and ultimately to the City Council for final
approval. Approval will also be needed from the FAA. Edberg then responded to
Member questions, further clarifying the offer being presented. Tharp stated that
he would recommend that the Commission not approve this tonight, that he
would first like for them to review the offer thoroughly. Edberg noted that the
offer is only good until December B. Dulek also addressed this issue, noting that
the Commission would have to act on it before that date. Members continued to
discuss the issue, with Tharp and Edberg further clarifying the various hurdles
they will have to get through with this type of real estate transaction. Tharp
stated that they can schedule a special meeting prior to the December 8 deadline
in order to accept or reject this offer.
C. FAA/IDOT Projects: AECOM / David Hughes
L Obstruction Mitigation
1. Environmental Assessment — Hughes noted that they have
been out in the field a lot the past month taking pictures and have
also been meeting with the City Attorney and others. There has
also been some coordination with the FAA due to some conflicts
that need to resolved, such as what exactly is being mitigated.
Carol Freeman with AECOM then addressed Members, noting
that they have developed a letter in conjunction with Tharp and
the City Attorney's office for the initial contact with property
owners. She then shared this letter with Members, further
explaining how the process would work. Tharp stated that if
Members have any comments regarding this letter, they should
get them to him before the end of this month. Continuing, Tharp
then spoke to the public meetings they will be scheduling.
Freeman then responded to Member questions regarding how the
public will respond to this letter and what they should expect.
The discussion then turned to the letter itself, with Gardinier
questioning the first paragraph. She spoke to the section that
says: These obstructions and nonconforming structures can
create unsafe hazard to airplanes as they land and take off, and in
turn the surrounding neighborhoods. Members discussed this
wording, with Freeman suggesting they add wording that states
that there are restrictions currently in place, due to these
obstructions. Gardinier suggested adding 'temporary restrictions'
so that the public does not look at these as being permanent
November 16, 2017
Page 3
ones. Ogren suggested adding something about the FAA
requiring that these obstructions be mitigated, in order for the
Airport to receive FAA grants. Members continued to suggest
additional wording to the letter, noting that some people might be
unduly upset by it when in actuality they are not directly affected.
Speaking briefly to timelines, Hughes noted that they are about
two weeks behind at the moment, but are looking at a mid-
December date to mail the first letters, with public meetings in
January.
Freeman noted that they are continuing their work on the
environmental assessment. Gardinier asked about the conflicts
that were alluded to, adding that she thought they had already
gone through this. Hughes stated that they also thought things
were worked out, but the FAA wants more done about identified
obstructions. Hughes responded, noting that things like the
railroad on the south end of town was identified as a 'to be
removed obstruction.' There are also some areas where light
poles close to trees are being identified. Freeman and Hughes
responded to Member questions, further explaining why they have
had to spend more time on this section due to the FAA's
concerns.
fl. North T -hangar restroom — Hughes noted that they have repackaged
this project and are ready for new bids. He further explained what the
new bid package entails.
1. Consider a resolution setting a public hearing on plans,
specifications, and form of contract — Ogren moved to
approve Resolution #A17-15, setting a public hearing on
plans, specifications, and form of contract. Gardinier
seconded the motion. The motion carried 3-0, Odgaard and
Lawrence absent.
d. Airport Operations
I. Budget
1. FY2019 budget — Tharp stated that he submitted the budget, and
that he and Libby met with the City Manager and Finance Director
and had a good conversation. He noted that they are actually
showing a $4,000 surplus, which means that the Airport is self-
sufficient for the next year. Tharp added that he does not expect
this to continue, however. Libby stated that he also felt the
meeting went well and he shared some of the issues that were
discussed.
ii. Management —
1 . FAA UAS Pilot Program — Tharp gave Members some
background on this program, noting that the main objective is on
the 'beyond line of sight' issues, with driver -less vehicles and
such. He noted the various individuals and groups that he has
had conversations with in regards to the possibility of putting in the
paperwork, with the University of Iowa being the lead, and
becoming a pilot test site for this technology. Continuing, Tharp
noted that this could have a pretty huge economic impact in terms
November 16, 2017
Page a
of attracting technology start-ups, for example, to the area. In
regards to the application process, Tharp stated that they are
nearing some important dates. January 4"' is the final deadline,
after which the evaluation process begins. Members agreed that
it sounds like an interesting prospect.
2. Strategic Plan — Tharp noted that the strategic plan has now
been posted to the City's web site and the final step will be the
presentation to City Council on December 19. Libby stated that
he will be available that night, as did Ogren. Tharp stated that he
will check with Lawrence, as he is a new Member to the
Commission, and it would be a good opportunity for him to attend
the Council meeting.
iii. Events —Tharp stated that they do not currently have any events planned
at the Airport, but he has been in conversations with a couple of people
who might want to plan events at the Airport.
e. FBO / Flight Training Reports
I. Jet Air — Matt Wolford with Jet Air spoke to Members and shared the
monthly maintenance reports. He noted that in October there was a lot of
trash pick-up around the Airport. In November, thus far there hasn't been
much activity, other than going for training on the new tractor. Staff also
has gotten the trucks and plows ready for the winter weather.
Speaking to Jet Air's business, Wolford stated that they have been
keeping busy. Their charter business has been steady. He also noted
that he has been working on his CFI training.
Commission Members' Reports — None.
g. Staff Report — Tharp stated that he will be out of the office for the Iowa Public
Airports Association board meeting in Ankeny tomorrow. He also reminded
Members of his vacation time between Christmas and New Year's, December 22
through January 2.
h. 100 -year Anniversary Committee — Ogren stated that she, Tharp, and
Gardinier did meet with the people from Fuel. Gardinier stated that she has put
out some communication regarding possible grant help for the celebration, as
well as sending another email to the Flagship Detroit people, and also applying
for to the Iowa Aviation Promotion Group. Ogren stated that she sent an email to
confirm for Young Eagles but has not heard back yet either.
SET NEXT REGULAR MEETING FOR:
The next regular meeting of the Airport Commission will be held on Thursday, December 21,
2017, at 6:00 P.M. in the Airport Terminal Building. Gardinier noted that she will not be able to
attend this meeting. Tharp stated that he sent emails to both Lawrence and Odgaard about the
schedule but he has not had a response yet. He will let Members know if he has to schedule a
special meeting. Dulek reminded the Commission that they have a public hearing set for
December 21.
November 16, 2017
Page 5
ADJOURN:
Ogren moved to adjourn the meeting at 7:20 P.M. Libby seconded the motion. The
motion carried 3-0, Odgaard and Lawrence absent.
HAIRPERSON DATE
November 16, 2017
Page 6
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
o
p
m
m
v
m
o
C
NAME
EXP.
Ol
V
V
V
V
V
V
V
V
V
V
Minnetta
07/01/19
of
O
Gardinier
X
X
X
X
E
OIE
X
X
X
/E
X
Chris Ogren
07101/18
X
X
X
X
X
X
X
X
X
X
X
A.Jacob
07101/18
O
Odgaard
X
X
X
OIE
X
X
X
X
X
X
/E
Julie
07/01/17
O/
OI
N
N
N
N
Bockenstedt
X
X
X
X
E
X
E
M
M
M
M
Robert
07/01/20
O/
O
Libby
OIE
X
X
X
X
X
E
X
X
/E
X
Christopher
07101121
N
N
O
Lawrence
NM
NM
NM
NM
M
NM
M
X
X
X
/E
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
November30,2017
Page 1
02-06-18
4b(3)
MINUTES FINAL
IOWA CITY AIRPORT COMMISSION
NOVEMBER 30, 2017 — 5:30 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Minnetta Gardinier, Robert Libby, Chris Ogren, A. Jacob Odgaard,
Christopher Lawrence
Members Absent:
Staff Present: Michael Tharp, Eric Goers
Others Present:
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action)-
Recommend
ction :Recommend accepting purchase offer on Gilbert Street Parcel, if negotiated price exceed level
as discussed in Executive Session.
DETERMINE QUORUM:
Libby called the meeting to order at 5:32 P.M., after declaring a quorum.
ITEMS FOR DISCUSSION/ACTION-
2
. FAA UAS Pilot Program — Tharp described the program again for members,
stating that they had been given a draft letter of support from Tom Schnell.
Members discussed the program and letter. Gardinier stated she would like to
see more objectives in the letter as compared to the current draft. Lawrence
listed some of the program objectives that were in the request for proposals.
Gardinier also suggested both the Airport Operations Specialist and the
Chairperson sign the letter and members agreed. Gardinier moved that the
Chairperson and Airport Operations Specialist sign the letter as revised to
include the program objectives, seconded by Odgaard. Motion carried 5-0.
b. Consider a motion to adjourn to executive session to discuss the potential
sale of particular real estate, where premature disclosure could be
reasonably expected to reduce the price the governmental body would
receive for that property.
Ogren moved to enter executive session, seconded by Gardinier.
Commission entered executive session at 5:41pm
Gardinier moved to exit executive session, seconded by Ogren.
Commission exited executive session at 6:25
November 30, 2017
Page 2
C. Gilbert Street Property — Ogren moved to authorize Goers to negotiate a
sales price for the parcel, as discussed in executive session, at which
levels the Commission would recommend to Council to accept the
purchase offer, or to reject a lower offer. Seconded by Lawrence, motion
carried 5-0
ADJOURN:
Odgaard moved to adjourn the meeting at 6:25 P.M. Gardinier seconded the motion. The
motion carried 5-0.
(/7�l
C AIRPERSON DATE
November 30, 2017
Page 3
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
0
0
0
0
0
0
0
0
+
NAME
EXP.w
m
m
m
o
Ln
Z!o
m
m
OI
V
V
V
V
V
V
V
V
V
V
Minnetta
07/01/19
OI
O
Gardinier
X
X
X
X
E
OJE
X
X
X
/E
X
Chris Ogren
07101/18
X
X
X
X
X
X
X
X
X
X
X
A.Jecob
07101/18
-
O
Odgaard
X
X
X
O/E
X
X
X
X
X
X
/E
Julie
07101/17
O/
O/
N
N
N
N
Bockenstedt
X
X
X
X
E
X
E
M
M
M
M
Robert
07/01120
O/
O
Libby
WE
X
X
X
X
X
E
X
X
/E
X
Christopher
07/01121
N
N
O
Lawrence
NM
NM
NM
NM
M
NM
M
X
X
X
/E
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
02-66-10
4b(4)
December 21, 2017
Page 1
MINUTES
IOWA CITY AIRPORT COMMISSI
DECEMBER 21, 2017-6:00 P.M.
AIRPORT TERMINAL BUILDING
Members Present: Christopher Lawrence, Robert Libby, Chris Ogren
Members Absent: Minnetta Gardinier, A. Jacob Odgaard
Staff Present: Eric Goers
Others Present: Matt Wolford, David Hughes, Carol Freeman, Laura Routh
FINAL
RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council
action):
None.
DETERMINE QUORUM:
The meeting was called to order at 6:02 P.M., after declaring a quorum.
APPROVAL OF MINUTES:
A brief discussion of the minutes from the November 16 and November 30, 2017, meetings was
held. Ogren moved to accept the minutes of the November 16, 2017, meeting as
presented. Libby seconded the motion. The motion carried 2-0, Lawrence recusing and
Gardinier and Odgaard absent Ogren then moved to accept the minutes of the
November 30, 2017, meeting as presented. Libby seconded the motion. The motion
carried 3-0, Gardinier and Odgaard absent.
PUBLIC DISCUSSION:
None.
ITEMS FOR DISCUSSION/ACTION:
a. Gilbert Street property — An executive session was held recently, according to
Goers, regarding this property. He noted that the result of this meeting was
Council's decision to not sell this property, due to flood concerns. Goers noted
that today he heard from an attorney who is representing Mr. Bell and he wanted
to know more about this decision. As for now the lease will continue as it has.
b. FAAIIDOT Projects: AECOM / David Hughes and Carol Freeman
I. Obstruction Mitigation
1. Environmental Assessment — Hughes noted that they have
been working on the environmental assessment report. He
December 21, 2017
Page 2
shared with Members what they have come up with since the last
meeting. He noted that they have set up a web -based GIS
system so that property owners can go in and look at what has
been identified. He further explained that they are working with
the FAA to tweak this system, so that a group of trees can be
further clarified as to location, etc. Freeman further explained
some of the issues they have come up against, such as a tall tree
being right next to a building and both showing up as obstructions.
Continuing, Hughes shared how the web -based system will allow
users to follow links to associated information. One program will
allow users to click on a specific property and see the specific
obstruction in question. Freeman and Hughes responded to
Member questions and concerns.
Hughes then shared the draft letters with Members, noting that if
they have any concerns they should get those to Tharp as soon
as possible. He shared the overall neighborhood letter. Freeman
added that these do reflect the changes discussed at the last
meeting. The plan is to finalize the FA by the January meeting, so
that the public hearing can then be set. Freeman then further
explained the process once the FA is finalized.
ii. North T -hangar restroom —
1. Discussion — Hughes noted that the plan is to set a bid date for
February. He further explained that there is a base bid and also
an alternate bid for this project, and he gave Members a brief
explanation of these.
2. Public Hearing — Libby opened the public hearing at 6.22pm.
There were no comments received. Libby closed the public
hearing at 6:22pm.
3. Consider a resolution approving plans and specifications and
form of contract and setting bid schedule — Ogren moved to
approve Resolution #A17-16, approving plans and
specifications and form of contract and setting bid schedule
for the North T -hangar restroom. Lawrence seconded the
motion. Motion carried 3-0, Gardinier and Odgaard absent.
C. Airport Operations
1. Budget — Goers spoke to this issue, noting that Members received a
memo from Tharp dated December 15 which outlined reasons for why he
believes they should waive the CPI adjustment for Jet Air's escalation in
rent in order to match it up to the other end of the hangar and reflect the
space that Jet Air lost to the public restroom that is located there. Goers
added that he has prepared an addendum to the lease that reflects this
change. Goers then responded to Member questions. Wolford also
spoke to some of the reasons behind this change.
1. Consider a motion to amend Corporate Hangar Lease for
Hangar 72 (Building L) with Jet Air— Libby moved to approve
the motion to amend the corporate lease for Hangar 72,
Building L, with Jet Air, to remain the same for the next five
years. Ogren seconded the motion. Motion carried 3-0,
Gardinier and Odgaard absent
December 21, 2017
Page 3
ii. Management — None.
iii. Events— None.
d. FBO / Flight Training Reports — Matt Wolford
I. Jet Air — Wolford shared the monthly maintenance reports with the
Commission. He noted some of the items from the reports, adding that
they had their annual fire inspection recently. Members then briefly
discussed some of the items in the reports. One of the bigger projects
they've been working on is replacing door seals in the hangars.
Replacing older bulbs with LEDs is another project they have undertaken.
Jet Air has been keeping busy, according to Wolford. They now have two
full-time and two part-time flight instructors.
e. Commission Members' Reports — Ogren stated that she and Libby presented
the strategic plan to the City Council recently. She added that she was
pleasantly surprised with the Council's questions and comments afterwards. She
noted that Mayor Throgmorton suggested they reach out to the School District,
which she thought was a great idea. Libby added that Ogren did well in the
presentation to Council. Lawrence asked what the discussion was around the
School District suggestion, and Ogren responded that it was meant as a way to
get children interested in aviation. Libby noted that the Council was also quite
interested in the 100 -year anniversary celebration coming up. Ogren noted that
on the City's web site there is a recording of this Council meeting, and she
suggested Members, as well as the public, visit this and listen to a public
comment that was made about the Airport, after Ogren and Libby made their
presentation. A brief discussion then ensued with several audience members
concerning the old jet in front of the Airport, along Riverside Drive.
E Staff Report —None.
g. 100 -year Anniversary Committee — Ogren stated that Gardinier has written a
letter and plans to attend the meeting of the Iowa Aviation Promotion Group in
January to try and secure some funding.
SET NEXT REGULAR MEETING FOR:
The next regular meeting of the Airport Commission will be held on Thursday. January 18.
2018, at 6:00 P.M. in the Airport Terminal Building.
December 21, 2017
Page 4
ADJOURN:
Ogren moved to adjourn the meeting at 7:18 P.M. Lawrence seconded the motion. The
motion carried 3-0, Gardinier and Odgaard absent.
C AIRPERSON DATE
December 21, 2017
Page 5
Airport Commission
ATTENDANCE RECORD
2017
Key:
X = Present
X/E = Present for Part of Meeting
O = Absent
O/E = Absent/Excused
NM = Not a Member at this time
TERM
NAME
EXP.
m
m
N
o
N
N
N
N
o
N
m
+
m
W
o
N
-.
V
V
V
V
V
V
V
V
V
V
V
V
V
Minnetta
07/01/19
O
Gardinier
X
X
X
O/E
IE
X
X
X
O/E
O/E
X
X
O/E
Chris
07/01/18
Ogren
X
X
X
X
X
X
X
X
X
X
X
X
X
A.Jacob
07/01/18
O
O/
Odgaard
X
X
/E
X
X
X
X
X
X
X
E
X
OfE
Robert
07/01/20
O/
Libby
X
X
X
X
X
E
X
O/E
X
X
X
Christopher
07/01/21
N
N
N
N
N
IX
OI
Lawrence
M
MM
NMM
M
X
X
E
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
oz-os-�s
4b(5)
MINUTES APPROVED
BOARD OF ADJUSTMENT
DECEMBER 13, 2017 — 5:15 PM
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Gene Chrischilles, Connie Goeb, Bryce Parker, Becky Soglin, Tim
Weitzel
MEMBERS ABSENT:
STAFF PRESENT: Susan Dulek, Sylvia Bochner, Sarah Walz
OTHERS PRESENT: Donovan Trana, Becci Reedus
CALL TO ORDER:
The meeting was called to order at 5:15 PM.
ROLL CALL:
A brief opening statement was read by Soglin outlining the role and purpose of the Board and
the procedures that would be followed during the meeting.
CONSIDER THE OCTOBER 11, 2017 MINUTES:
Weitzel moved to approve the minutes of October 11, 2017 with revisions discussed. Goeb
seconded the motion.
A vote was taken and the motion carried 5-0.
SPECIAL EXCEPTION ITEM EXC17-00009:
Discussion of an application submitted by Donovan Trana for a special exception to reduce the
front principal setback requirement to allow a non -required parking space in the Low Density
Single -Family (RS -5) zone single-family zone located at 2205 D St.
Bochner presented the staff report noting this property is located on a corner lot with frontage on
D Street and 2n1 Avenue. The applicant would like to construct additional parking on the west
side of the property off of 2nd Avenue. Bochner stated that the Single-family Site Development
Standards do allow for the construction of up to three non -required parking spaces within the
front principle dwelling setback provided that the driveway leads directly to a parking space
that is not located In the front principle setback. With this property the applicantwould have the
right to construct a drive leading to a parking space located beyond the 15 -foot setback. The
applicant is requesting a special exception to reduce the front setback to decrease the amount
of paving for the drive/parking space. Bochner showed on the map that the majority of the
proposed parking space would be located within the 15 -foot setback along 2nd Avenue.
Bochner explained that the decision facing the Board is not whether or not the applicant can
build an additional drive and parking pad, the decision is whether he may reduce the length of
the drive so that the parking space lies within the front principal setback.
Board of Adjustment
December 13, 2017
Page 2 of 7
The specific standards related to parking and setbacks focus on ensuring that the reduction
won't be contrary to the intent of the setback regulations or harmful to surrounding properties.
Bochner noted this case is somewhat unusual because it is a corner lot with principal front
setbacks on both 2nd Avenue and D Street and it is also a small lot with no alley access.
Bochner stated that the principal building setback regulations are meant to maintain light, air,
privacy and fire protection access to buildings and reflect the building scale of the
neighborhood. In this case, because no structures are proposed, the intent has more to do with
more preventing vehicles from blocking sidewalks and preserving the residential and pedestrian
character of the neighborhood. In this case, the special exception would not be contrary to
those purposes; the reduction of the setback would provide parking for just one vehicle on a
narrow 12 foot drive. Bochner pointed out that currently there is not a sidewalk on the 2nd
Avenue frontage, but the City has installed a curb ramp on the corner of 2nd Avenue and D
Street. If a sidewalk were to be installed in the future a vehicle would not obstruct that sidewalk
if parked in the proposed parking space. Additionally this special exception would not change
the character of the neighborhood as other homes in the neighborhood have their vehicle
access from the street and not from an alley. Bochner stated that staff does recommend that
the conditions specify that the setback reduction only applies to the storage of personal
vehicles. The zoning code prohibits parking any vehicle longer than 20 feet (such as a RV,
trailer, or boat) in the front setback; including this condition in the special exception would help
with enforcement if there is ever an issue with storing anything other than a personal vehicle in
the parking space.
Bochner reviewed the general criteria for special exceptions and noted they deal more with
public health, safety, comfort or general welfare and to ensure the special exception does not
have negative consequences for neighboring properties or the general public. Staff has found
that there are no safety concerns related to reducing the setback for the parking pad. Visibility
is good in this location and would not be impacted by reducing the length of the driveway.
Bochner reiterated that this portion of 2nd Avenue does not currently have a sidewalk but the
City does plan to provide one in the future. Reduction of the setback will not affect that future
sidewalk in this location. Because the proposed parking pad is accessed through a narrow 12
foot driveway staff believes there are no negative impacts on adjacent properties. Additionally
the parking pad and driveway meet all other zoning requirements, a curb cut must be granted by
the City Engineer to ensure the driveway meets separation standards from the adjacent
driveway to the south and the intersection to the north.
Staff recommends approval of EXC17-00009, an application for a reduction in the front principal
setback for property located in the Low Density Single- Family (RS -5) zone at 2205 D Street
subject to the flowing conditions:
• The reduction in the setback is for the purpose of installing a driveway and parking pad only.
• Substantial compliance with the site plan provided, with the parking area extending 20'8"
from the front property line on 2nd Avenue.
• This parking area shall be limited to the storage of personal vehicles only. No storage of
recreational vehicles or other items within this area.
Weitzel asked about the parking situation in the neighborhood, is it difficult to park on the street?
Bochner noted there is street parking available and this property also has a driveway leading to
an attached one -car garage from D Street.
Parker asked if there was a timeline for the installation of the sidewalk. Walz stated the curb
ramp was installed recently and the City has an infill sidewalk program to fill in sidewalks in
places where they are not as time and resources are available.
Board of Adjustment
December 13, 2017
Page 3 of 7
Soglin opened the public hearing
Donovan Trana (2205 D Street) appreciates the Board's consideration because the streets in
that area vary in width, parking is allowed on both sides of the street making it sometimes hard
to get through and there are a lot of cars with mirrors missing which makes it concerning to park
on the street.
Soglin closed the public hearing.
Goeb noted this sounds like a reasonable request and a valid solution
Weitzel noted it does reduce the ground cover in the yard but the applicant answered his
question of why they need off street parking.
Goeb recommends approval of EXC17-00009, an application for a reduction in the front
principal setback from for property located in the Low Density Single- Family (RS -5) zone
at 2205 D Street subject to the flowing conditions:
• The reduction in the setback is for the purpose of installing a driveway and parking
pad only.
• Substantial compliance with the site plan provided, with the parking area extending
20'8" from the front property line on 2nd Avenue.
• This parking area shall be limited to the storage of personal vehicles only. No storage
of recreational vehicles or other items within this area.
Parker seconded the motion.
Goeb stated that regarding agenda item EXC17-00009 she concurs with the findings set forth in
the staff report of December 13, 2017, and conclude the general and specific criteria are
satisfied. So unless amended or opposed by another Board member she recommends that the
Board adopt the findings in the staff report as our findings with acceptance of this proposal.
A vote was taken and the motion carried 5-0.
Soglin stated the motion declared approved, any person who wishes to appeal this decision to a
court of record may do so within 30 days after this decision is filed with the City Clerk's Office.
SPECIAL EXCEPTION ITEM EXC17-00010:
Discussion of an application submitted by the Crisis Center of Johnson County to allow an
expansion of a Community Service Use located in the Intensive Commercial (CI -1) zone at 1121
Gilbert Court.
Walz began the staff report showing the location of the property on a map, noting that other
uses in the neighborhood include various other community service providers (Salvation Army,
Mayors Youth Empowerment) and the Crisis Center itself is part of a social services campus
with the adjacent building at 1105 Gilbert Court. The two properties function together in terms
of parking and circulation, and clients often receives services from both buildings. The two
buildings together provide 79 parking spaces and the circulation function between the two
properties improves things for both properties. Walz explained that when the 1105 Gilbert Court
project went in a number of years ago the two sites were brought up to date in terms of parking
Board of Adjustment
December 13, 2017
Page 4 of 7
layout, setbacks, bicycle parking, etc. Additionally they consolidated a curb cut which allowed
for more on street parking which is in demand on Gilbert Court.
Walz explained that the proposal before the Board is a small addition (vestibule area) for the
Crisis Center. It will allow for reorientation of the interior of the building, due to the growth of the
use of the Crisis Center and growth in the amount of fresh produce provided by local food
producers which has created a need for additional cooler space.
With regards to the criteria Walz noted that staff look at is if the exception will change the overall
nature of the facility which in this case it is not. This will actually allow the facility to do what it
does more efficiently, it will not disrupt the parking on the property, doesn't' change the
vehicular circulation on the property or what is being done on the property.
Staff recommends approval of EXC17-00010 an application for a General Community Service
Use in the Intensive Commercial (CI -1) zone at 1121 Gilbert Court, subject to the following
conditions:
• Substantial compliance with the submitted site plan.
• Dumpster should be screened from view of the street by solid or semi-solid fence enclosure.
Parker asked about the total square footage of the existing building. Walz was unsure but
thought the applicant could answer.
Soglin asked about the pallets stacked around the building and where the pallets will go once
the addition is built. Walz stated the applicant could address that question.
Soglin opened the public hearing.
Becci Reedus (Executive Director, Crisis Center) answered the pallet questions stating they
would be taking one parking space and use that to store pallets. Reedus said that prior to the
addition the building square footage is about 7200 square feet and will be close to 8000 with the
addition. Reedus stated that due to the increase in clients this addition is needed. The
warehouse was constructed in 2003 and in the time of 2003-2008 they served about 400-600
families per week and they are now well over 1000 families per week. In constructing the
addition of the vestibule it will allow them to gut the existing warehouse and provide for more
pallet space to store extra food. In addition to all the clients that come into the Center, they also
operate eight mobile sites for food and one school site, and they need storage for the mobile
food as well. Finally Reedus wanted to add that they currently only have one client bathroom in
their facility and this addition will allow them to add a restroom and become up to Code.
Goeb asked about the mobile sites and if they were indeed mobile or just off-site locations.
Reedus said there is a mixture, they do one school site at Tate School and another pantry at
Southeast Junior High, but others are operated off a straight-line truck that the lease from Table
to Table.
Parker asked about the number of families that visit the Crisis Center. Reedus said it is about
1000 families per week and probably about 6000 families in total per month and 13,000 to
14,000 individuals per year. Parker asked what the maximum number of people the Food Bank
could feed. Reedus replied it is unknown, they have never turned anyone away.
Soglin asked if they would have any way to distinguish the area where pallets will be stored.
Reedus said they had not been asked to do so, but is something they could consider. She
Board of Adjustment
December 13, 2017
Page 5 of 7
noted the space could be striped as a no parking space to alert visitors not to park there
Soglin closed the public hearing.
Parker asked if they reduce the parking by the one space for the pallets will there be any issue
Walz replied that the applicant is still well over their parking requirement.
Chrischilles moves for approval of EXC17-00010 an application for a General Community
Service Use in the Intensive Commercial (CI -1) zone at 1121 Gilbert Court, subject to the
following conditions:
• Substantial compliance with the submitted site plan.
• Dumpster should be screened from view of the street by solid or semi-solid fence
enclosure.
Weitzel seconded the motion.
Goeb stated that regarding agenda item EXC17-00010 she concurs with the findings set forth in
the staff report of December 13, 2017, and conclude the general and specific criteria are
satisfied. So unless amended or opposed by another Board member she recommends that the
Board adopt the findings in the staff report as our findings with acceptance of this proposal.
A vote was taken and the motion carried 5-0.
Soglin stated the motion declared approved, any person who wishes to appeal this decision to a
court of record may do so within 30 days after this decision is filed with the City Clerk's Office.
REVIEW BOARD PROCEDURES:
Walz noted that every year the Board reviews the procedural rules, one of which is the
nomination of board chair and vice chair is in January so that agenda item will be executed next
month.
Walz stated that very the Board does not often update or change procedural rules, however ast
year they updated the title of the City offices to the current title (changing Planning and
Development Services to Neighborhood and Development),. The procedural rules also now
note a number of reference materials that are available online rather than in paper form,. Most
importantly the Board clarified some language in the Code regarding recusals and abstaining
from votes.
Goeb had a question regarding the recusals, she had recused herself last year from the
discussions regarding the Kinnick House and if in the future if something comes up with that
property (say a setback or driveway issue) would she need to recuse herself again. Dulek said
what is important is that everyone that comes before the Board is greeted with an impartial
Board so that is the decision each Board member has to make is if they can be impartial on the
topic given previous opinions on matters. Walz noted that, in the ten years she has served the
Board, that members have always exercised great caution and disclosed any perceived conflicts
such that this has never been an issue.
Walz discussed controversial applications and reminded the Board that, as with any application,
they are not allowed to discuss application with anyone, including staff or the media. It is the
public hearing where all information should be shared and reviewed.
Board of Adjustment
December 13, 2017
Page 6 of 7
Soglin suggested adding page numbers to the procedural document. Soglin also asked about
Page 3 Article V regarding notice letters that go to any property owner within 300 feet of the
subject property. Soglin asked whetheer renters of the properties could be notified. Walz said
that staff had explored this, that notification is somewhat more complicated than it seems
apartment numbers are not readily available. Staff posts the signs for this reason: that there
may be other people in the neighborhood who have an interest in the property who will not be
notified by mail. Walk indicated that the signs often generate more interest than the letters.
Soglin also questioned Article VII under Records where it states the recordings shall be kept for
a period of no less than six weeks. She noted there are times when the Board does not
reconvene for eight or even twelve weeks. Walz said the six weeks is the procedural obligation
but as far as she knows the recordings are kept for quite some time longer than the six weeks.
NOMINATION AND SELECTION OF BOARD CHAIR AND VICE CHAIR:
Walz explained that at the first meeting in the new year, a new chair and vice chair would be
nominated and voted on. The tradition has long been to go with tenure, however that is not a
requirement. She noted that Chrischilles and Goeb are the most tenured members. If either
would like additional training or any guidance from staff, that is available. The nomination and
vote is deferred to January meeting.
Soglin thanked her fellow board members and staff for their service in the time she was on the
board. Board members in turn thanked Soglin.
ADJOURNMENT:
Weitzel moved to adjourn this meeting.
Chrischilles seconded the motion.
A vote was taken and the motion passed 5-0
BOARD OF ADJUSTMENT
ATTENDANCE RECORD
NAME
TERM EXP.
12/14
1/11
4/12
5110
6/14
7/12
10/11
12/11
PARKER, BRYCE
1/1/2022
--
X
O/E
X
X
O/E
X
X
GOEB, CONNIE
1/1/2020
X
X
X
X
X
O/E
X
X
CHRISCHILLES, T. GENE
1/1/2019
X
X
X
X
X
X
X
X
SOGLIN, BECKY
1/1/2018
X
X
X
X
X
X
X
X
WEITZEL, TIM
1/1/2021
X
X
X
X
X
X
X
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
-- = Not a Member
CITY OF IOWA CITY I (6)
MEMORANDUM
Date: January 19, 2018
To: Mayor and City Council
From: Tracy Hightshoe, Neighborhood & Development Services Director
Re: Recommendations from Housing and Community Development Commission
At their January 18th meeting, the Housing and Community Development Commission
approved the November 16, 2017 meeting with the following recommendations to the City
Council:
1. By a vote of 6-0 the Commission recommends to City Council that rent charged is requested on
the Informational Disclosure and Acknowledgement Form (in relation to getting a rental permit),
the form is available online and that language is added on the form that tenants shall receive a
copy.
2. By a vote of 6-0 the Commission recommends to City Council that the Informational Disclosure
and Acknowledgement Form be available in the five languages (City's standard languages
provided when translation needed) for easy download by landlords. Form available online so that
website translator is available for other languages when needed.
Additional action (check one)
#2 No further action needed
_#!_ Board or Commission is requesting Council direction
Agenda item will be prepared by staff for Council action
MINUTES APPROVED
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
NOVEMBER 16, 2017 — 6:30 PM
SENIOR CENTER, ROOM 202
MEMBERS PRESENT: Charlie Eastham, Vanessa Fixmer-Oraiz, Christine Harms, John
McKinstry, Harry Olmstead, Maria Padron
MEMBERS ABSENT: Syndy Conger, Bob Lamkins, Paula Vaughan
STAFF PRESENT: Tracy Hightshoe
OTHERS PRESENT: Sara Barron and Peggy Aguilar
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 6-0 the Commission recommends to City Council that rent charged is requested on the
Informational Disclosure and Acknowledgement Form (in relation to getting a rental permit), the form is
available online and that language is added on the form that tenants shall receive a copy.
By a vote of 6-0 the Commission recommends to City Council that the Informational Disclosure and
Acknowledgement Form be available in the five languages (City's standard languages provided when
translation needed) for easy download by landlords. Form available online so that website translator is
available for other languages when needed.
CALL MEETING TO ORDER:
Olmstead called the meeting to order at 6:30 PM.
APPROVAL OF THE OCTOBER 30, 2017 MINUTES:
Eastham moved to approve the minutes of October 30, 2017. Harms seconded the motion. A vote
was taken and the motion passed 5-0 (Padron arrived after vote).
PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA:
None.
UPDATE ON FY18 PROJECTS WITHOUT A SIGNED AGREEMENT:
Hightshoe stated there is a local policy that CDBG agreements are entered within 90 days of the
start of the fiscal year. However, since the City did not have HUD agreements until two weeks
ago a lot of the agencies have not entered into agreements yet so staff is working on getting
those done. She noted that HOME agreements can't be entered until the recipient has identified
property and staff completes the underwriting review, environmental review and market analysis.
Therefore there is no one here to present this evening as agreements are just now being drafted.
Eastham asked if there is now a new deadline and Hightshoe stated that there is nothing written
in the City's policies regarding that, however the next check point is that 50% of the funds must
be spent by March 15. The public service agreements state they're effective July 1, so all costs
incurred since July 1 are eligible for that type of activity. The City did sign agreements with a
Housing and Community Development Commission
November 16, 2017
Page 2 of 6
couple CDBG recipient in the anticipation of the funds and that the project could proceed once
bids documents were finalized.
CONSIDER APPROVAL OF DRAFT FY19 CDBG AND HOME APPLICATION
MATERIALS:
Hightshoe stated that each year applicants apply for public facility and housing funds in January and the
Commission awards funds based on the priorities decided upon by the Commission and Council in the
City's Consolidated Plan (CITY STEPS). Public service applications were submitted through the United
Way Joint funding process in September. The Commission will start reviewing these applications in
December. The commission will make a funding recommendation for public service funds at their
January meeting. Hightshoe noted that the commission raised the domestic violence priority to high (this
includes counseling, outreach, etc.). DVIP has typically applied for funds for their shelter which makes it
a high priority as well as for homeless services. The applications will be sent to the Commission in early
December (typically available online unless you request a paper copy).
Harms asked how many applications would need reviewed this year and Hightshoe replied there are
about 25 applications. She reminded the Commission that the minimum application/award is $15,000 for
public services.
Hightshoe also stated that the application materials to be approved today is just for public facilities and
housing. The budget numbers are all preliminary and will change before final allocation. There is no
federal budget at this time so the City does not know what will be approved. She also noted that the
Commission allocated The Housing Fellowship $100,000 in FY18. While The Housing Fellowship hasn't
officially turned down that allocation, they do not want the funds for the Del Rey project. They will either
submit a project for consideration or that money will be added to the available FY19 funds. Staff will
discuss with the THF and come back to HCDC to discuss.
Olmstead asked if on the application it reflects what the Council's priorities are. Hightshoe said the
priorities are listed in CITY STEPS.
Eastham asked about the word "targeted" on page three of the application guide and what is the definition
of target in that context. Hightshoe noted that the rules state that upon occupancy 90% of the HOME
funds have to benefit people below 60% of medium income.
Eastham would like to propose that the Commission change the allocation of scoring points on page five
of the application. Eastham noted that this evaluation form assigns points on a number of criteria and two
of the major criteria have to do with leveraging of other financial resources and the other major criteria
"impact benefit" and with that criteria the first statement discusses whether primary percent of medium
income persons are targeted. Eastham feels that the leveraging of resources criteria equals a total of 50
percent of the total points available to the applicant whereas the impact benefit criteria has a maximum of
20 points, only 20 percent of the total points available to the applicant. Eastham believes those two areas
of criteria and points should be reversed because the impact benefit criteria looks at specifically whether
or not the funds are going to be used for low income households. The leveraging resources criteria
mainly looks at if some funds have been matched or leveraged in some way.
McKinstry noted that it was just last year that the section on leveraging was added and the point of adding
it was to encourage applicants to look for other resources and not just rely on CDBG or HOME funding.
Hightshoe stated it was added specifically for the public facility projects knowing that City funds could not
fund entire projects.
Fixmer-Oraiz asked if instead of changing it 50/20 could the change be 35/35 for both leveraging and
impact benefit. Harms agreed noting that both areas are important.
Eastham agreed since these two criteria do equal 70 percent of the total points, and they are both
important, they could split the points between the two but he still feels personally that leveraging should
be weighted less.
Housing and Community Development Commission
November 16, 2017
Page 3 of 6
Eastham moved to Amend CDBG/HOME Evaluation Criteria: 11. Leverage Resources, reduce from
50 points to 35. Adjust 11.3 to
0-25% = 0 to 6 Points
26-50% = 7-12 Points
51-75%= 13-19 Points
76-99% = 20-25 Points
AND
IV. Impact/Benefit, increase points from 20 to 35 as follows:
0-30% = 25 Points
31-50% = 15 Points
51-60% = 10 Points
61-80%= 2 Point
McKinstry moved to approve the application materials with the edit approved above. Harms
seconded and the vote passed 5-1 (Eastman dissenting).
Eastham noted he is not in favor of including the affordable housing location map in its present form as a
criteria for a location for relevant affordable housing that is supported by City funds. Eastham added he
has a long standing objection to this map and the criteria used construct it as it greatly limits the ability to
build or acquire and rehab affordable rental units at the expense of everyone in the community who
needs affordable rental units. Eastham has done a personal analysis that shows impact based on white,
Hispanic and black households which is not necessarily caused by economic factors.
Hightshoe noted the model was created to disburse affordable housing throughout the City. Rehab of
existing rental units in any neighborhood remains eligible. Eastham understands that but does not feel
that has been its effect.
McKinstry added that the model has been changed in the past year to open more areas. Eastham statec
it would be loosened up considerably to change the 400 foot distance variable to something more
reasonable like 50 feet. Hightshoe said the map is meant to allow for a diversity of incomes and housing
types in all neighborhoods.
Eastham still fees this scheme denies people to live anywhere they want to in the community and feels it
was developed without input for lower income households and specifically Hispanic and African American
households.
Hightshoe noted that there has not been any analysis done to show if the model has dispersed affordable
(subsidized) housing in more neighborhoods, but the model has been successful at not furthering to place
additional subsidized housing in areas with concentrated poverty. Eastham noted that the school district
also includes Coralville and North Liberty so it is not always an accurate variable, especially at the
secondary level as it relates to free and reduced lunch, a criterion factored in the model.
McKinstry agrees that this topic should be revisited in the future.
DISCUSS THE INFORMATIONAL DISCLOSURE AND ACKNOWLEDGEMENT
FORM FOR RENTAL HOUSING PERMITS:
Hightshoe noted this is an item that Eastham asked to be placed on the agenda.
Eastham stated his purpose for asking the Commission to consider this item is the possibility of adding to
the City's Rental Housing Permit process asking rental property owners that when they renew their rental
permits that they show on their rental renewal application the rental amount they are charging for each
unit.
Harms asked if there was any legal precedent forbidding the City asking that information. Hightshoe
stated the City legal department did have some concerns because there is nothing in the Code (health or
safety reasons) to justify including it on a rental permit. If the landlord did not provide, would the City
Housing and Community Development Commission
November 16, 2017
Page 4 of 6
deny solely based on the rent charged is not included. The rental amount is solely a function between the
landlord and tenant, the City does not receive copy of the leases and has no way of confirming if the
amount the landlord says is being charged is correct.
Olmstead asked if the rental permit renewals was an annual process. Hightshoe replied that it is every
other year but there are some situations where an owner is just paying the inspection fee and not filling
out a new application every two years. Olmstead asked if the recycling question (the new requirement
that apartment buildings have to have recycling bins) is on the application. Hightshoe said that as each
permit comes due, the City enforces the recycling requirements. However the actual date of when that
requirement will begin being enforced has not yet been set and Hightshoe would have to get back to the
Commission on the details.
Harms understands Eastham's purpose for asking for the rental amounts, the purpose is to gather data
however agrees with Legal and wonders how the City could enforce that data is correct. Hightshoe
added that some landlords will oppose disclosing their rental amounts because some landlords may
charge different rents for maybe long term good tenants. Some tenants may not want their rent amount
disclosed as well.
McKinstry asked if it would become public record if it is reported to the City. Hightshoe stated that if the
City asks for the data, it is then public record.
Eastham pointed out that anyone that has sold or bought a house the sale information is public
information collected by the Recorder's office and made available to anyone for any purpose. Harms
agreed but in the case of rentals, there could be a building with four units and four different rental
amounts and that could cause problems if made public.
Eastham noted that the reason to get rental amounts within a community is to get a handle on where
lower priced or higher priced incomes are distributed within a community and how many of each there
actually are so that information can be used to improve policy decisions for what kinds of additional
affordable housing is needed to be located.
McKinstry agrees there is a legitimate public interest in knowing what the rents are within in the City and it
could help City Staff in future housing decisions, but with no place in the Code that requires this there is
also no way to require this information.
Harms stated there could be a voluntary disclosure and there would have to be a lot of education on why
this is needed.
McKinstry noted that Eastham once said the City could just ask what the advertised rent is for the units,
that would then already be public information, but that also would just be voluntary because it is not
required under Code. However if the information is not verified (the City does not keep leases on file)
then is the information of any use and would it be accurate.
Fixmer-Oraiz noted that landlords would have no reason to lie if advertised rental amounts is already
public information.
McKinstry asked the Affordable Housing Coalition Board their thoughts on this agenda item and staff time
was a key concern. Would the information gathered be of quality and useful enough to justify the staff
time. No one is arguing that this information wouldn't be helpful to know.
Harms asked if there are other cities that have collected this information. Hightshoe was unsure.
Eastham stated is unsure if other cities use the rental permitting process to obtain ongoing information
about rental amounts but there are some with rental reporting requirements due to the funding
mechanisms. Hightshoe stated that is only for subsidized housing, not for privately owned. Eastham
agreed but noted that because it is a requirement Staff is already doing this work so it is not onerous
information to gather.
Housing and Community Development Commission
November 16, 2017
Page 5 of 6
Hightshoe stated that Legal would have to decide if this is appropriate information to request and what
language would be used if a landlord refused to disclose the information. The Commission can
recommend to Council to look into rental disclosures and Council can choose whether to act on the
recommendation or not.
Eastham said the information gathered could be entered into a database easily (such a home sales
information) and then used for many purposes. Padron agreed, it would be good to have information on
rents and also in the future used to see if there is any discriminations in rentals.
Olmstead feels the information gathered should be posted so the public and tenants can see the
information. Eastham noted if it is in a database it can be viewed online.
Harms noted that it is important that the form be available in multiple languages so the tenants know and
understand what they are signing.
Eastham moved to recommend to City Council that rent charged is requested on the Informational
Disclosure and Acknowledgement Form (in relation to getting a rental permit), the form is
available online and that language is added on the form that tenants shall receive a copy. Padron
seconded the motion and it passed 6.0.
Harms moved to recommend to City Council that the Informational Disclosure and
Acknowledgement Form be available in the five languages (City's standard languages provided
when translation needed) for easy download by landlords. Form available online so that website
translator is available for other languages when needed. Padron seconded the motion and it
passed 6-0.
STAFF/COMMISSION COMMENT:
Hightshoe will send via email to the Commission information on a training session for Boards and
Commissions on procedures.
ADJOURNMENT:
Fixmer-Oraiz moved to adjourned. Harms seconded, a vote was taken and the motion passed.
Housing and Community Development Commission
Attendance Record
2017-2018
Name
Terms
Exp.
11/17
12/15
1/19
2/9
2/16
3/7
4/20
6/15
8/17
9/21
10/30
11/16
Conger, Syndy
7/1/2018
X
X
X
O/E
X
X
X
X
X
X
X
O/E
Eastham, Charlie
7/1/2020
---
---
---
---
---
---
---
---
X
X
X
X
Fixmer-Oraiz,
Vanessa
7/1/2020
---
---
---
---
---
---
---
---
X
X
X
X
Harms, Christine
7/1/2019
X
X
X
X
X
X
X
X
X
X
X
X
Lamkins, Bob
7/1/2019
X
O/E
X
O/E
X
X
0/E
X
X
O/E
X
O/E
McKinstry, John
7/1/2020
X
X
X
X
X
X
O/E
X
X
X
X
X
Olmstead, Harry
7/1/2018
X
X
X
X
X
X
X
X
X
X
O/E
X
Padron, Maria
7/1/2018
---
---
---
---
---
---
---
---
O/E
X
X
X
Vaughan, Paula
7/1/2019
X
X
X
X
X
X
X
X
X
X
X
O/E
Key.
X = Present
0 = Absent
O/E = Absent/Excused
--- = Vacant or prior commissioner
Minutes for the Human Rights Commission "M
Special Meeting
January 9, 2018
Procter & Gamble Room
Mercer Park Aquatic Center
2701 Bradford Drive
Commission Members Present:
Jeff Falk, Eliza Willis, Joe Coulter, Adil Adams, Tahuanty Pena, Arianna Aron, Cathy
McGinnis, Jonathon Munoz.
Commission Members Absent:
Barbara Kutzko.
Staff Present:
Stefanie Bowers
1. Call to Order: Vice Chair Willis called the meeting to order at 5:15PM
2. Approval of November 21, 2017 Meeting Minutes:
Coulter moved to approve the minutes; the motion was seconded by Aron. A vote was taken
and the motion passed 7-0. (Munoz not present).
3. 2018 Elections:
Coulter moved to elect Willis to Chair for 2018, the motion was seconded by Falk. A vote
was taken and the motion passed 8-0. Coulter moved to elect Pena as Vice Chair, Willis
seconded. A vote was taken and the motion passed 8-0.
4. February Meeting Dates:
Vice Chair Pena moved and Coulter seconded to hold a strategic planning meeting on
Thursday, Feb. 22, 2018, and not a regular board meeting in February unless an urgent
matter arises. A vote was taken and the motion passed 8-0.
5. The Social Justice Racial Equity Grant Process and Evaluation Rubric for FY18:
The discussion began with an overview of the grant process for fiscal year 2017.
Commissioners next reported any potential conflicts of interest to staff. Staff will check with
the City Attorney's Office and either she or they will be in touch with Commissioners who
may have conflicts.
Falk will be volunteering with two organizations who applied.
Adams used to volunteer for the Center for Worker Justice.
Aron is on the board for Fas Trac.
McGinnis has professional affiliations with several organizations.
Munoz used to work for Iowa Legal Aid.
It was decided per City policy that if a Commissioner has a conflict that particular
Commissioner will not participate in any of the evaluation, discussion or decision making on
grants.
Minutes for the Human Rights Commission
Special Meeting
January 9, 2018
Procter & Gamble Room
Mercer Park Aquatic Center
2701 Bradford Drive
There was a brief discussion on the purpose of the grant and the requirements. The
Commission discussed organizations that applied for funding who have a principal base of
operation outside of Iowa City but have chapters or affiliates in Iowa City. In evaluating
those grants, a suggestion was made to look at whether the funding would be used only in
Iowa City and/or spent locally and whether the application is proposing a program that
originated in Iowa City.
The Commission next considered whether to allocate the entire fund to one organization.
There was no vote taken and no clear agreement among Commissioners, but it was
suggested that next year a minimum and maximum amount be set for applicants. Or as an
alternative stating on the application that requesting the entire amount is strongly
discouraged.
Commissioners also talked about what a score represents in terms of evaluating each
application. What score would be considered average, above average or below average.
There was also mention of whether to do any follow-up with organizations if there was
anything about the application that needed to be clarified. Some felt that the application
should stand on its own while others felt that being able to ask questions of organizations
may assist organizations that are less experienced at writing grants. Coulter moved and
McGinnis seconded to ask no questions of applicants. A vote was taken and the motion
passed 7-1. (Aron in the negative).
The Commission also considered whether funding request could be modified. For example,
if an applicant requested $6,000 would the Commission approve only $3000. A motion by
Munoz to provide organizations with the entire amount requested if their application is
selected was seconded by Pena. A vote was taken and the motion passed 6-2. (Adams and
Coulter in the negative).
Coulter moved for Commissioners to convert their numerical scores to a rank of 1-28 (with 1
being the highest and 28 the lowest). The ranking would then be averaged among all
Commissioners and divided by the number of Commissioners participating in the process.
Pena seconded. Commissioners also agreed to not duplicate rankings so more than one
applicant could not receive the same rank number. A vote was taken and the motion passed
8-0.
The Commission decided to meet on its regularly scheduled day of Tuesday, Jan. 23, 2018
at 5:15PM and not meet on Tuesday, Jan. 16, 2018. The Commission will decide on the
23rd whether another meeting is necessary. If so, it will be on Tuesday, Jan. 30, 2018.
At the meeting on Jan. 23, 2018 the Commission will focus on the top tier scores and
discuss specific funding. It will also allow for a Commissioner to make a case for another
proposal if so inclined.
Commissioners are to have all rankings to staff by Thursday, Jan.18, 2018. Staff will send
out an editable worksheet for Commissioners to use for their scoring and ranking.
2
Minutes for the Human Rights Commission
Special Meeting
January 9, 2018
Procter & Gamble Room
Mercer Park Aquatic Center
2701 Bradford Drive
Adjournment: Motion to adjourn at 7:30 PM.
The next Commission meeting will be on Tuesday, Jan. 23, 2018.
Member Attendance Sheet
Member
Term
Exp.
1/9 1/23 2/28 3/20 4/17 5/15 6/19 7/17 8/21 9/18 10/16
Aron
1/2021
Present
McGinnis
1/2021
Present
Munoz
1/2021
Present
Kutzko
1/2020
Excused
Falk
1/2020
Present
Pena
1/2020
Present
Coulter
1/2019
Present
Adams
1/2019
1 Present
02-06-18
4b(8)
a�.* IOWA CITY
05! PUBLIC LIBRARY
123 S. Linn St. • Iowa City, IA 52240
v S C"-. 3t435b3100 i.. 3i9-IStrHW.wvwhpnrq
BOARD OF TRUSTEES
Minutes of the Regular Meeting FINAL APPROVED
December 21, 2017
Members Present: Diane Baker, Kellee Forkenbrock, (in at 5:08 pm), Janet Freeman, Robin Paetzold,
Jay Semel.
Members Absent: John Beasley, Adam Ingersoll, Carol Kirsch, Monique Washington.
Staff Present: Maeve Clark, Susan Craig, Patty McCarthy, Elyse Miller, Brent Palmer.
Guests Present: None.
Call Meeting to Order. President Semel called the meeting to order at 5:02 pm.
Public Discussion. None.
Approval of Minutes.
The minutes of the November 16, 2017 Regular Meeting of the Library Board of Trustees were reviewed.
A motion to approve the Regular Minutes was made by Freeman and seconded by Forkenbrock. Motion
carried 5/0.
The minutes of the December 4, 2017 Special Meeting of the Library Board of Trustees were reviewed. A
motion to approve the Special Minutes was made by Freeman and seconded by Paetzold. Motion
carried 5/0.
Items to be discussed.
Computer Lab Remodeling Project. Contractor has not officially been on site yet but has been working
with the City to get the contract finalized. The room is empty and ready to go.
Policy Review: 704: Use of Library's Cardholder Database Policy. This is a regularly scheduled policy
review. A motion to approve the changes to the policy was made by Paetzold and seconded by Baker.
Motion carried 5/0.
Policy 811: Theft, Defacement or Alteration of Library Materials and Resources Policy. This is a regularly
scheduled policy review. A motion to approve the change to the policy was made by Paetzold and
seconded by Freeman. Motion carried 5/0.
Library Director Search. Craig provided a draft RFQ which was modeled on the one the City used for the
police chief search. There is a change to the email to which interested parties should respond:
Iibrarysearch0iowa-city.org Responses will go to the City. Craig handed out a list of consultants who
will receive the RFQ. In addition, there is a Consultants Directory at the ALA website where the RFQ will
be posted. City of Iowa City provided some consultant names, in addition to the ones that Craig
identified. A motion to approve the RFQ was made by Forkenbrock and seconded by Paetzold. Motion
carried 5/0.
Staff Reports.
Director's Report. Articles about net neutrality were included in the packet. Today's Gazette reported on
the lawsuits expected to challenge this move. A concern we have is when we provide open internet
access to the public and all the ways people use the internet. There may be additional costs to us
someday to provide open internet at the level we currently do. This depends on how companies
interpret this and the changes they decide to make because of it. Craig said it is a political decision but
she wanted the Board to be aware of the potential impact on the library. Clark said small libraries might
be affected by equalization and parity issues. Craig also announced the PUC Legislator's Reception in
January in Swisher. If members are able, please attend. Paetzold said it is worthwhile. Paetzold asked if
we have done any outreach on net neutrality. Clark said we did a privacy program earlier this month
and questions were asked about net neutrality. Paetzold believes this is a core to our values and is a
ripe place for partnerships and believes discussion is needed. Clark said we have been doing Obermann
Center conversations and we could suggest this topic as one of them.
Departmental Reports.
Children's Services. No comments.
Collection Services. No comments.
IT. Palmer said we have been working on privacy and confidentiality information for patrons. We have
been working on a page on the website dedicated to these issues. It will include links to policies of third
parties and vendors we use so patrons can see their policies as well as ours and what kind of
information is being collected, and why we might share information with them. For example, a patron
might be subject to the policies of our vendor Overdrive, for ebooks and magazines. Education and
tools for the public are being planned. Also, we are preparing information specifically for teenagers to
inform them about their records and how we keep them confidential, particularly as this relates to
parents. Paetzold is pleased with these changes and appreciates the new privacy and confidentiality
bookmarks. Semel asked about the kind of interactions we've has over the past year with law
enforcement or parents. Craig said we have had no requests from law enforcement in the last year to
reveal any confidential information.
Development Office Report. McCarthy said the ICPL branded clothing delivery is a bit delayed, and will
hopefully be here tomorrow and available at the Help Desk. McCarthy said the Foundation is 10%
ahead of the annual appeal results at this time last year, at $60,000. Paetzold asked what percentage of
trustees have responded to the appeal. McCarthy said a couple of Library Board and Friends Foundation
Board members have yet to contribute. Another Eat out to Read has been scheduled for Monday, 1/22
at the Vue. Big Grove is hosting a Friends Foundation night on March 6. The Bookmobile will be there,
activities will be planned, and it will be a more family oriented evening.
Spotlight on the Collection. No comments.
Miscellaneous. No comments.
F
President's Report. Happy holidays to everyone from the President. President Semel said every Board
member volunteered to serve on the Director Search Committee, which Semel found gratifying. The
Director Search committee has been appointed: Diane Baker, Carol Kirsch and Robin Paetzold will join
Semel on the four -person committee. The Committee will work with people from the City. Miller will set
up a meeting before the RFQs are due and a meeting after they are due for the committee to talk about
who it wishes to interview.
Announcements from Members. Paetzold mentioned the City training for people serving on boards
and commissions which Carol Kirsch and Monique Washington also attended. She felt it was a very
good session and believes it is worth others attending. Paetzold will try to send the presentation to the
rest of the Board.
Committee Reports. Foundation Members. Baker reported there was a review of the Prairie Lights
fundraiser. Palmer presented the new computer lab configuration at the Foundation meeting. Friends
Foundation Board members were asked to personalize letters for the annual appeal.
Communications. PUC Legislative Reception 1/3/18. Invitation to the reception previously discussed in
the Director's report.
Disbursements.
The MasterCard expenditures for November, 2017 were reviewed. A motion to approve the
disbursements for November, 2017 was made by Paetzold and seconded by Freeman. Motion carried
5/0.
Set Agenda Order for January Meeting.
Library Directorjob description.
Director search committee.
Adjournment. A motion to adjourn the meeting was made by Freeman and seconded by Forkenbrock.
Motion carried 5/0. President Semel closed the meeting at 5:54 pm.
Respectfully submitted,
Elyse Miller
Board or Commission: ICPL Board of Trustees
ATTENDANCE RECORD
12 Month
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
MeetingDate
Name
Term
Expiration
04/27/17
5/25/17
6/22/17
7/27/17
8/24/17
9/28/17
10/26/17
11/06/17
11/16/17
12/4/17
12/21/17
1/25/18
Diane Baker
6/30/19
O/E
O/E
X
X
X
X
x
x
x
x
x
x
John Beasley
6/30/21
X
X
X
X
X
x
x
x
O/E
x
o
x
Kellee
Forkenbrock
6/30/23
Not on Board
O/E
X
X
X
O
O/E
X
X
X
Janet Freeman
6/30/19
X
X
X
X
X
X
X
X
X
X
X
O/E
Adam Ingersoll
6/30/21
X
X
X
O/E
O/E
X
O
X
X
O/E
O/E
X
Carol Kirsch
6/30/23
Not on Board
X
X
X
X
X
X
X
O/E
X
Tom Martin
6/30/17
X
X
X
Off Board
Robin Paetzold
6/30/17
X
X
X
O/E
X
X
X
X
X
X
X
x
Meredith
Rich -Chappell
6/30/17
X
X
X
Off Board
Jay Semel
6/30/19
X
X
X
X
X
X
X
X
X
X
X
X
Monique
Washington
6/30/21X
X
X
O/E
O
X
X
O
X
X
O
X
KEY:
X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
02-06-18
r
CITY OF IOWA CITY 4b(9)
"'�� MEMORANDUM
Date: December 20, 2017
To: Mayor and City Council
From: Staff Member of Parks & Recreation Commission
Re: Recommendation from Parks & Recreation Commission
At their December 13, 2017 meeting the Parks and Recreation Commission made the following
recommendation to the City Council:
Moved by Fett, seconded by Hamann, to approve the Parks and Recreation fees and charges for
FY19 as proposed. Passed 9-0 (Younker absent).
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
SAECfo".doc
MINUTES APPROVED
DECEMBER 13, 2017
PARK LODGE — TERRY TRUEBLOOD RECREATION AREA
Members Present: Suzanne Bentler, Larry Brown, Clay Claussen, Wayne Fett, Cara Hamann, Lucie
Laurian, Angie Smith, Jamie Venzon,
Members Absent: Joe Younker
Staff Present: Juli Seydell Johnson, Chad Dyson, Zac Hall, Ashley Monroe
Others Present: Nancy Carlson, 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):
Moved by Fett, seconded by Hamann, to approve the Parks and Recreation fees and charges for
FY19 as proposed. Motion passed 9-0 (Younker absent).
OTHER FORMAL ACTION:
Moved by Fett, seconded by Hamann, to approve the November 8, 2017 minutes as written. Passed
6-0 (Gentler, Venzon & Younker absent).
Bender and Venzon arrived at 5:02 p.m.
PUBLIC DISCUSSION
Claussen welcomed Nancy Carlson to the meeting. Carlson was present to ask the Commission to consider
recommending that the City purchase a vacant, privately owned undeveloped lot located between Jefferson
and Washington Streets. The lot is currently for sale at an asking price of $75,000. Carlson would like to
see this property remain an open space rather than it being developed for other use. Claussen mentioned
that he had contacted the owners of the property about a year ago to propose that they donate the property
to the City. He did not get a response, either way, however, he is no longer in a position where he can re -
approach them. Seydell Johnson explained that this property was originally platted as part of a development
and is currently private open space. She further stated that building on this property would be difficult as
it is in a flood plain. She said that the property is not ideal for the placement of a park due to its topography,
stating that it is quite steep on the north side and lacks connection to other park spaces. Lamian said that
while it looks narrow on paper, it feels larger than one would think when actually standing on the property.
Seydell Johnson pointed out that this property is close to Glendale Park which serves as a neighborhood
park for this area.
STAFF INTRODUCTION — AMERICORPS
Seydell Johnson introduced four of the five AmeriCorps team to the Commission. Clare Brandt has been
with the team for the past year. The other four began this Fall. They are Rebecca Barrett, Megan Hill,
Laura Anderson & Whitney Springer. They are working on a number of sustainability projects for the
department as well as offering energy audits for residents of Iowa City. Amanda Opitz is the department
PARKS AND RECREATION COMMISSION
December 13, 2017
Page 2 of 5
staff person leading this team. Each volunteer that was present shared a little bit of information about
themselves with Commission. Claussen thanked them for their dedication and work on behalf of the
Commission.
BUDGET PRESENTATION — ASHLEY MONROE, ASSISTANT CITY MANAGER
Seydell Johnson reminded Commission that they had asked at a previous meeting for an update on how the
property tax reform of 2013 has affected the City budget. Assistant City Manager, Ashley Monroe,
presented an update. This includes changes in taxes paid by multi -family residential properties. She
explained that this change has decreased the tax revenue to the City by nearly 4% per year that will continue
through 2024. She also noted that the cumulative loss will be over $15 million without the backfill. She
noted that the City must make up for this in some way. She did note that with the amount of growth in
Iowa City, the City ended up with a strong fiscal year, however, the backfill continues to be vulnerable.
Monroe shared a presentation with the Commission, a copy of which is attached.
Monroe noted that the budget proposal will be out next week and that department heads will present to
Council on January 6. There is also a list serve where the public can sign up to receive any budget
updates/changes.
PARKS AND RECREATION FEES & CHARGES — CHAD DYSON
Dyson referred Commission members to the charge matrix included in their commission packets. He
explained that there is a 3% increase overall except for a few charges as follows: Staff is proposing a
decrease in the Wednesday farmers market vendor fees. The Wednesday market has seen a steady decline
in vendors over the last several years. The hope is that this will encourage more vendors to participate.
Also of note, is that the Wednesday evening market is 2 hours, where the Saturday market is 4'/2 hours, but
fees have been the same for both markets.
There is also a proposed decrease in Tot Time (an in -door playground held at Mercer/Scanlon Gym for
children ages 1 through 6) entry fees from $1.50 to $1.00. The numbers attending this program have
declined over the years and the hope is that the lower price will encourage more participants.
Dyson noted that there is no increase proposed for the gymnasium rental fees as the department is at the top
of the range when compared to other recreation facilities in the area.
Moved by Fett, seconded by Hamann, to approve the Parks and Recreation fees and charges for
FY19 as Dronosed. Motion passed 9-0 (Younker absent).
PLAYGROUND STANDARDS REVIEW — ZAC HALL
Due to software issues, this presentation is rescheduled for the January 10, 2018 Commission Meeting.
REPORT ON ITEMS FROM CITY STAFF
Recreation Division Superintendent Report — Chad Dyson
• Recreation Construction Update: Dyson reported that the Robert A. Lee Recreation Center closed
on Monday, December 11, and will remain closed through January 7, for continued renovation.
During the closure, the gym floor will be sanded and resurfaced, the pool will get a new paint job
and the main stairway and rails will be replaced. Much of the staff will be moving to other Parks
and Recreation facilities during the shutdown.
PARKS AND RECREATION COMMISSION
December 13, 2017
Page 3 of 5
• Recreation Program Registration: Registration for winter/spring programs began today. Due to
the closing of the Robert A. Lee Recreation Center, people registering in person were directed to
Mercer Park Aquatic Center/Scanlon Gymnasium.
Recreation Operation Change: Customer Service hours at both facilities will begin opening at 6
a.m. These new hours will start at Mercer on Monday, December 18 and at the Robert A. Lee
Recreation Center upon reopening on January 8. Pool patrons will now be check in and pay at the
customer service desk rather than the pools. This will allow for better control of cash handling. It
will also provide supervision of the fitness area at Robert A. Lee Recreation Center as the fitness
area opens at 6 a.m.
• New Fitness Equipment: The department is working with Purchasing to lease 13 new pieces of
fitness equipment for the Recreation Center. They will be installed shortly after the new year.
Four pieces of equipment have been moved to Mercer during the RALRC shutdown.
Claussen asked if staff had any thoughts on why ball clubs seem to be moving towards using Coralville
fields rather than Iowa City. Dyson said he will discuss with Jeff Sears, Program Supervisor for sports
programming, to get his thoughts/input.
Parks Division Superintendent Report — Zac Hall
• Staffing: Hall reported that he has recently hired two new Maintenance Worker 1 -Forestry staff
members. One of which is a current employee with Parks, Nate Steele. The other is Ramiro
Ortiz, a transfer from City Refuse.
• Controlled Bum: Hall worked with the Friends of Hickory Hill Park, as well as Earthview
Environmental to complete the controlled bum.
• Vegetation Clean -ug: Hall reported that staff is working on vegetation clearing around creek
areas.
• Recreation Upgrades: Parks staff is assisting Recreation Staff with the painting of the
gymnasium.
• Encampment Clean -Up: Hall reported that staff recently cleaned out under bridges along
Highway 6 and Benton St. They disposed of 5.5 tons of encampment material from this area. He
noted that the occupants are given 48-hour notice as well as some time on site the day of the
clean-up.
• Budget Preparation: Hall said that Parks staff have completed the first phase of budget
preparation. He mentioned that one item of interest is a request to install automatic locks on
parks restrooms. He stated that this will save much time that staff currently spends going to each
facility and doing so by hand.
Seydell Johnson made note that the request for Big Belly garbage and recycling receptacles at Terry
Trueblood Recreation Area will likely not be approved due to the high cost to manage. It was found that
they cost approximately $48,000 per year to install and maintain.
Directors Report:
Proiect Update:
• Happy Hollow — Out to bid in December.
• BAS System: Bids anticipated this week.
• HVAC at Mercer: Out to bid in January.
PARKS AND RECREATION COMMISSION
December 13, 2017
Page 4 of 5
• Cardigan Park: Park trail, shelter and firepit out to bid in January
• Riverfront Crossings: shelter, restrooms, signage and creek side work moving into final design
and out to bid next summer.
Foundation Update: Seydell Johnson reported on the Parks & Recreation Foundation accounts which are
managed through the Community Foundation of Johnson County. She reminded members that once the
endowment fund reaches $100,000, withdrawals can be made. While the account has reached $107,000 as
of November 30, she has no recommendations for withdrawals at this point. She expressed gratitude to
Dee & Pete Vanderhoef who continue to donate annually to this fund. Other donations to this account
include those from other community members as well as from City employees who have designated their
United Way contributions to the Parks and Recreation Foundation.
She reported the status of the Charitable Giving Account as well which she described as an in and out
account. Donations to this account include funds for miscellaneous projects such as the City Park cabin
restoration project, Sand Prairie restoration, the Swim Here program which provides scholarships for
swim lessons, Farm to Street Dinner funds which are to be used for the farmers market or community
gardens, memorial funds given for park benches, trees, etc. These accounts will be drawn down as
projects progress or benches are installed etc.
January Commission Meeting: Seydell Johnson announced that the election of officers will take place at
the Commission's January meeting. She also noted that there are three members whose terms expire on
January 1, 2018. Those include Larry Brown, Clay Claussen and Angie Smith. Claussen and Smith have
reapplied. The Council will appoint members at their December 19 meeting. She also noted that there
will be a ribbon cutting ceremony for the STEAM play area/mural at the beginning of the January
meeting, as well as an open house for the reopening of the Recreation Center, and a reception for any
outgoing Commission members.
CHA ERS REPORT
Claussen noted that while he as reapplied to the Commission, he has recently learned that a current
member is not guaranteed reappointment. In fact, a member is limited to one reappointment to a full term
in order to increase the opportunity for new applicants to serve.
COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS:
Laurian said she is very interested in pursuing the possibility of purchasing the property that was
introduced at the beginning of the meeting by Nancy Carlson. She likes the idea of it becoming a natural
area. She is looking forward to hearing more about this in the future.
ADJOURNMENT:
Moved by Hamann, seconded by Beutler, to adiourn the meeting at 6:21 a.m. Motion passed 9-0
(Younker absent).
PARKS AND RECREATION COMMISSION
December 13, 2017
Page 5 of 5
PARKS AND RECREATION COMMISSION
ATTENDANCE RECORD
KEY: X = Present O = Absent O/E = Absent/Excused
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Suzanne
1/1/17
X
NM
X
X
X
LQ
X
X
X
X
X
X
Bentler
Larry Brown
1/1/18
X
NM
O/E
X
X
LQ
X
O/E
X
X
X
X
Clay
1/1/18
X
NM
X
X
X
LQ
X
X
X
X
X
X
Claussen
Wayne Fett
1/1/19
X
NM
X
X
X
LQ
X
X
X
X
O/E
X
Cara
1/1/20
O/E
NM
X
X
X
LQ
X
X
X
X
O/E
X
Hamann
Lucie
1/1/10
X
NM
X
X
X
LQ
*
O/E
X
O/E
O/E
X
Laurian
Angie Smith
1/1/18
*
*
O/E
X
X
LQ
X
X
X
O/E
X
X
Jamie
1/1/20
X
NM
X
X
X
LQ
X
X
X
X
O/E
X
Venzon
Joe Younker
1/1/20
X
NM
O/E
X
X
LQ
X
X
X
X
X
O/E
NM = No meeting
* = Not a member at this time
LQ = No meeting due to lack of quorum
Z
MINUTES APPROVED
PLANNING AND ZONING COMMISSION
DECEMBER 21, 2017 — 7:00 PM — FORMAL MEETING
E M M A J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Ann Freerks, Mike Hensch, Max Parsons, Mark
Signs, Jodie Theobald
MEMBERS ABSENT: Phoebe Martin
STAFF PRESENT: Sylvia Bochner, Sara Hektoen, Bob Miklo,
OTHERS PRESENT: Karl Madsen, Glen Meisner, Kevin Burrow, Sam Ray, Joe
Murphy, Curt Moore, Paul Ellis, Mark Nelson
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 5-1 (Signs dissenting) the Commission recommended approval of REZ17-00018, a
proposal to rezone approximately 0.52 acres of property located at 703, 705, and 709 S.
Dubuque Street from Commercial Intensive (CI -1) zone to Riverfront Crossings -Central
Crossings Subdistrict (RFC -CX) subject to landscaping and fencing be provided between the
building and the railroad and additional rooftop open space.
CALL TO ORDER:
Freerks called the meeting to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
None.
REZONING ITEM (REZ17-00018):
Discussion of an application submitted by Whistler Apts., LLC, for a rezoning of approximately
.52 acres from Intensive Commercial (CI -1) zone to Riverfront Crossings- Central Crossings
(RFC -CX) zone located at 703, 705, and 709 S. Dubuque Street.
Bochner presented the staff report beginning by noting where the property is located. The
current zoning of Intensive Commercial is intended to provide areas for sales and service
functions whose operations are characterized by outdoor display and storage of merchandise,
repair and sales of large equipment or motor vehicles, outdoor commercial amusement and
recreation activities, or operations conducted in buildings that are not completely enclosed. Due
to the potential for noise, dust, and odors from uses allowed in this zone, residential uses are not
allowed in this zone. However, the subject property includes one non -conforming residential
building.
The applicant is proposing to rezone this property to the Riverfront Crossings Central Crossings
Subdistrict which is intended for moderate intensity mixed use development in buildings with
entries opening onto pedestrian friendly streets and sidewalks. This zone is intended to provide
a variety of types of housing, along with a mix of retail uses. This zone allows most of the uses
permitted in the Central Business Support (CB -5) Zone, such as eating establishments, office
uses, and retail and service uses, along with residential uses in a variety of building types,
Planning and Zoning Commission
December 21, 2017 — Formal Meeting
Page 2 of 8
including apartment buildings, townhouses, and mixed-use buildings. The maximum building
height in this zone is four stories. The applicant intends to build a four-story apartment building
that contains 28 one -bedroom units, 21 two-bedroom units, and 6 three-bedroom units.
Vehicular access will be provided from a recessed entrance on the Dubuque Street
frontage, a primary street. Normally in the Riverfront Crossings Central Crossings zones
parking should be accessed from alleys, rear lanes, or secondary streets. However, if this type of
access is not feasible, access to a primary street may be granted by the Form Based Code
Committee and a request for a curb cut will need to be approved by the City Engineer.
Rezoning from Intensive Commercial to Riverfront Crossings Central Crossings is consistent with
the Downtown and Riverfront Crossings Master Plan. The Central Crossings District portion of
the master plan indicated that this area would become a Station Plaza, in anticipation of a
regional Amtrak station along the Iowa -Interstate Rail Line. However, due to changes in federal
and state direction, Amtrak passenger rail through Iowa City is unlikely anytime soon and light
rail on the CRANDIC line is not planned for the near future. Because of these changes, the
Station Plaza will not be developed as described in the Riverfront Crossings Master Plan.
However, the City still plans to maintain some open space at this location. The City has
maintained ownership of a 10' vacated right of way located directly behind the subject property.
This area, combined with the 10' rear setback of the subject property and the setback of any
redevelopment on the adjacent University parking lot, will become at least a 30' wide landscaped
courtyard that will provide pedestrian access to the building from the west.
Although development plans for this specific area have changed, this rezoning complies with the
general character of the Central Crossings Subdistrict. The development of a four- story, 55 -unit
apartment building contributes to the high-density, pedestrian friendly character that the
Downtown and Riverfront Crossings Master Plan intends for the Central Crossings Subdistrict.
In terms of its use, the proposed building will be compatible with the neighbors which are
commercial properties and multi -family housing. The subject property abuts the Iowa Interstate
Railroad, which could present noise concerns for the residents of the proposed building. To
mitigate this noise, the applicant has agreed to use materials such as masonry construction and
laminate windows to help minimize the impact of railroad noise on the interior of the building.
Additionally, the site plan includes a fence along the north side of the building, which will be
supplemented with landscaping to provide screening.
The streets are already in place for this block, which will provide for adequate traffic circulation.
The applicant intends to provide two levels of below grade parking, the proposed 69 parking stall
exceeds the minimum requirement for parking in this zone. Additionally in the Riverfront
Crossings Zones projects with residential uses are required to provide 10 square feet of useable
open space per bedroom, because this proposal has 88 bedrooms they are required to provide
880 square feet of useable open space, indoor activity space can count for up to 50% of the
useable open space. The proposed building includes a 560 square foot patio on the ground floor
and a community indoor activity room which is 320 square feet on the fourth floor. There will
also be a roof terrace that will be shared outdoor space but because the roof terrace is not at
least 20' wide it does not meet the standards to be counted towards the required useable open
space.
Staff recommends approval of REZ17-00018, a proposal to rezone approximately 0.52 acres of
property located at 703, 705, and 709 S. Dubuque Street from Commercial Intensive (CI -1) zone
to Riverfront Crossings -Central Crossings Subdistrict (RFC -CX).
Parsons asked if there were any specific requirements stated for the fencing that will be located
Planning and Zoning Commission
December 21, 2017 — Formal Meeting
Page 3 of 8
along the Iowa -Interstate Railroad. Bochner noted the fence is not required, it is just something
the applicant said they would be installing for safety and to mitigate potential noise issues.
Freerks is interested in hearing from the applicant regarding the roof top terrace and perhaps
making it larger to add to the open outdoor space for tenants of the building.
Freerks opened the public hearing.
Karl Madsen (Whistler Apts., LLC) stated the project will be called Breckenridge
Apartments, LLC. Madsen commented about the open space on the rooftop, it will be
similar to what they have at the Whistler Apartments on Iowa Avenue, but it is
premature to know exactly how it will work. At this time they have mapped out the mass
and scale of the building but haven't drilled down the details of the layout of the units,
etc. Madsen noted that on the ground floor open space there would not be any
windows on the adjacent units looking out into the open space so there would not be
privacy issues for those tenants.
Freerks noted that even with no windows facing the ground level outdoor area, noise
could still be an issue for the tenants and having a rooftop terrace would be better.
Madsen said he heard the concern loud and clear.
Glen Meisner (MMS Consultants) discussed the Des Moines Street to the north of the
proposed building, it is not currently used as a vehicular street and the railroad has the
rights to that street. Miklo noted that it is not paved.
Kevin Burrow (Knothe & Bruce Architects) remarked about the open space calculations,
what is shown on the first floor does meet the requirements with the 20 feet and is sited
on both sides of one bedroom apartments with all the windows and orientation to the
north. Given that it will be a courtyard, they may consider doing some clear story
windows to let some light through but not to allow any visual connection. As for
concerns about noise, the wall will be exterior walls and they can add masonry to them
to mitigate any noise. Burrow said they are meeting the requirement of the open space
by also including the fourth story community space, and noted there will be an outdoor
patio off that community space, but the depth of the patio will only be 10 feet, but will be
60 feet in length so it does not meet the minimum 20 foot dimension in both directions.
The minimum is met in the first floor patio and the common room on the top floor.
Freerks acknowledged that they have met the minimum requirements but did ask if the
applicant could consider doing a bit more, maybe not making the terrace 20 feet wide,
but more than 10 feet. Burrow asked if the increased the roof top terrace some, but
could not achieve a full 20 feet, would that be acceptable. Freerks said it would if it is
wider than 10 feet.
Signs asked if there was a patio on both the north and south sides of the building in the
indentations. Burrow replied that on the first floor there is (but only the north one would
be accessible to all tenants of the building).
Hensch noted that the Des Moines Street could become an attractive nuisance if
tenants have access to it and may use if for parking. Hensch suggested the applicant
use landscaping and a fence to block off access to that area.
Planning and Zoning Commission
December 21, 2017 — Formal Meeting
Page 4 of 8
Theobald requested they look at fencing for a safety factor, people often cross the
tracks in areas that are not meant to be crossed and it is very dangerous.
Signs asked where the access to the ground level open space comes from. Burrow
noted the one to the north has a public connection with a sidewalk but there is no
access to the patios from the interior of the building.
Signs asked if they had considered doing a rooftop terrace on the very top rood. Burrow
noted that would convert the structure to a five -story structure and they would need stair
and elevator access to the rooftop. The five -story structure would be in violation of the
zoning. Miklo noted that elevator elevatort might be exempt from the height limits and
can look into that if the applicant is interested.
Signs said that a rooftop terrace is preferable. He did not see the ground floor patio on
the north side of the building, surrounded by apartments on three sides, as being very
usable by the tenants of the building. More roof top space would be more usable.
Freerks closed the public hearing.
Hensch moved to recommend approval of REZ17-00018, a proposal to rezone
approximately 0.52 acres of property located at 703, 705, and 709 S. Dubuque Street from
Commercial Intensive (CI -1) zone to Riverfront Crossings -Central Crossings Subdistrict
(RFC -CX).
Parsons seconded the motion.
Freerks wanted to add having Staff discuss with the applicant creating a larger open space on
the fourth floor or perhaps a rooftop area.
Hensch added an amendment require blocking access to the Des Moines Street area with
fencing and landscaping to be approved by the staff form based code committee.
Theobald seconded the motion.
Freerks noted that when they created the Riverfront Crossing area idea, there was a lot of talk
about rooftop open areas because of the large footprints of the buildings. I don't want to
overlook the need for usable open space.
Signs added he is concerned about a lack of greenspace and pedestrian walkways as well. He
feels other Riverfront Crossings projects the Commission has seen felt more pedestrian friendly
and this proposal does not. He noted the rendering of the building is very nice, and the Whistler
on Iowa Avenue is very nice, it just feels like a very large building with not much amenity to it.
Hektoen noted that the amendments really aren't conditions of a zoning item. Perhaps this item
should be deferred and the applicant can come back with new renderings after working with
Staff. Freerks said she felt there was a need for more usable roof top space. Miklo suggested
they state a dimension, for example a minimum depth of 15 feet. The could increase the current
roof terrace or but one on the upper roof.
Hensch added an amendment to increase the fourth floor outdoor patio to a minimum 900
square feet, or add the additional outdoor space on the rooftop. Theobald seconded the
amendment.
Planning and Zoning Commission
December 21, 2017 — Formal Meeting
Page 5 of 8
Theobald questioned the possibility of rail service in the future and would this development
cause an issue. Miklo stated that rail service is not likely in the near future, but there would be
40 feet of right-of-way of green space through the middle of the block. He noted that additional
open space and parking to serve any future passenger rail service may be possible on the land
owned by the University on the western part of this block.
Signs asked if there was any interest among the Commission to defer this item to have the
applicant come back with an updated proposal. Overall there was not.
A vote was taken on the motion as amended, it passed 5-1 (Signs dissenting).
REZONING ITEM (REZ17-00017):
Discussion of an application submitted by University Lake Partners II, LLC, for a rezoning of
approximately 53.29 acres from High Density Single Family Residential (RS -12) zone to Planned
Development Overlay/High Density Single Family Residential (OPD/RS-12) for approximately
50.11 acres and Commercial Office (CO -1) zone for approximately 3.18 acres, located south of
1-80 west of Prairie Du Chien Road.
Miklo noted this property is located directly south of Interstate 80, west of Prairie Du Chien, and
the future extension of Foster Road will go along the southern part of this property. Miklo stated
the Comprehensive Plan for this area calls for Foster Road to be constructed to connect
Dubuque Street to Prairie Du Chien Road. When the City installed a water main a number of
years ago they graded the site for a street and acquired the right-of-way. Miklo noted the
Comprehensive Plan acknowledges the rugged topography of this area, it contains woodlands,
steep and critical slopes, and some protected slopes and wetlands. Therefore the Plan called for
clustering development away from those sensitive areas up towards Foster Road, additionally
clustering development would help to maintain a 300 foot buffer from the interstate and
residential uses. The Plan also called for the opportunity of development of office or institutional
use at Prairie Du Chien, again to not put residential right up against the interstate.
Miklo stated the Commission received a packet that showed the sensitive areas, almost all of the
property is woodlands with wetlands and steep slopes. The proposal shows a clustering of
development away from those areas leaving a large 23 acre portion as an outlot for open space.
Iowa City Parks & Recreation Commission will look at the space to see if they want to have any
of it dedicated to public open space or if it should be maintained by a homeowners association
as private open space. The proposed development has five development lots. Lot 1 would be
zoned Commercial Office (roughly 3 acres), Lot 2 would contain seven dwelling units in a
townhouse fashion that would have access to Foster Road, Lot 3 would contain a 53 -unit senior
housing cooperative, Lot 4 would contain a series of townhouses with thirty some units, and Lot
5 would contain a series of townhouses on the south side of Foster Road. Miklo stated that
overall when you look at the entire property it translates to a density of approximately 2.5 units
per acre. It is noted in the Comprehensive Plan that the current RS -12 Single Family High
Density zoning was perhaps too dense for this rugged area and suggested it be zoned for a
lower density. The proposal achieves the lesser density even through it would still be zoned RS -
12 the overall density would be comparable to what is typically seen in a RS -5 zone.
Parsons asked why it was zoned RS -12 because it feels odd for developers to want to down -
zone an area. Miklo noted it is not a down -zoning, it will retain the RS -12 zoning and where the
units are built it will be 8-12 units per acre, which is typical of a RS -12 zone. Miklo stated this
area has been zoned RS -12 since 1983.
Planning and Zoning Commission
December 21, 2017 — Formal Meeting
Page 6 of 8
Miklo said that the Comprehensive Plan notes the expense of building Foster Road may be too
much for a developer given the limited development potential and indicates some possibility of
City financial assistance. Miklo stated the applicant may seek Tax Increment Financing to help
construct the road and that would be in compliance with the Comprehensive Plan. There would
be some great benefits to the overall public to have Foster Road extended, it would help improve
traffic circulation in the northern part of the city and for traffic coming in off Prairie Du Chien it
would relieve the traffic on other streets.
In terms of the planned development, the idea is to cluster the development that might otherwise
occur in the sensitive areas into smaller pockets. There are series of criteria a planned
development must meet that are outlined in the staff report, and staff feels those are generally
met in this proposal. The proposed plan also respects the sensitive area on the site and adheres
to required buffers with the exception of a few locations where they are requesting buffer
averaging, which means they would increase the wetland buffer in certain areas where it is more
crucial and reduce the buffer area in other areas. In no place would the buffer be less than 50
foot. Additionally the grading of steep slopes is minimal and there is no encroachment into the
protected slopes.
Miklo stated there is some information Staff has not yet reviewed with the application, the
wetland delineation information from the Corp, stormwater management has not been addressed
yet, and the necessary plat will also need to be reviewed by the Commission.
Staff recommends deferral of this application pending resolution of deficiencies noted in the Staff
Report.
Parsons asked about the 100 foot gas pipeline that cuts through the property. Miklo showed the
easement for the gas pipeline that crosses the property and the development will not encroach
into that at all.
Hensch asked if the applicant is able to receive Tax Increment Financing for this project if there
are affordable housing implications. Hektoen replied that yes, affordable housing would be
required.
Dyer asked about removal of trees. Miklo stated the applicant is proposing to remove about 25%
of the woodlands, they are required to preserve 50% and they are preserving 75%.
Freerks opened the public hearing.
Sam Ray (HBK Engineering) is representing the applicant and came forward to answer any
questions.
Hensch asked about the senior housing area. Ray said the intent is for it to be independent
living apartments.
Dyer asked if the intent is to develop all five lots at once. Ray said that was correct.
Freerks asked if there were tenants for lot one, the office area. Ray said currently they have not
figured that out.
Joe Murphy (Iowa City) questioned the Tanglewood Street/Ventura Avenue area and if there
would be street access to that area from this new development. Miklo replied there would not.
Murphy said he supported the proposal.
Curt Moore (Dubuque Street north) stated he is in favor of this proposal and it should be
Planning and Zoning Commission
December 21, 2017 — Formal Meeting
Page 7 of 8
expedited as it should have been done 20 years ago. Linder Road is a terrible road to handle all
the traffic.
Paul Ellis (Caroline Avenue) feels overall it is a fantastic plan his concern is lot one being a
commercial lot and adding commercial traffic to Prairie Du Chien. As of the last DOT survey,
Prairie Du Chien already handles over 2500 cars per day. All the other properties along Prairie
Du Chien are residential and it should all remain residential. A Commissioner responded that it
the goal was to not put housing adjacent to Interstate 80 because of the health effects of high
noise levels and fumes.
Mark Nelson noted he has a vested interest in the senior living part of this development and is
unsure what the deferral will mean with regards to a time table. Freerks noted that a deferral this
evening would not set back the timeline any further because the plat for the area also needs to
be approved and the applicant has not yet submitted the plat. Hetkoen noted that giving a
definite timeline is difficult because there are quite a few factors including if a Tax Increment
Financing situation arises.
Freerks closed the public hearing.
Hensch moved to defer until January 4, 2018, the request to a rezoning of approximately
53.29 acres from High Density Single Family Residential (RS -12) zone to Planned
Development Overlay/High Density Single Family Residential (OPD/RS-12) for
approximately 50.11 acres and Commercial Office (CO -1) zone for approximately 3.18
acres, located south of 1-80 west of Prairie Du Chien Road.
Parsons seconded the motion.
Freerks noted this will be a fabulous addition to the community once all the details are taken care
of. It is nice to see how much green space will be retained.
Signs asked if Staff could get data on the Prairie Du Chien traffic and how this development may
impact it.
Parsons asked about the landscaping buffer noted on the plan and asked if they can see
specifics on that due to disappointing landscaping results in the past.
A vote was taken and the motion passed 6-0.
CONSIDERATION OF MEETING MINUTES: DECEMBER 7, 2017
Hencsh moved to approve the meeting minutes of December 7, 2017 with edits.
Parsons seconded the motion.
A vote was taken and the motion passed 6-0.
PLANNING AND ZONING INFORMATION:
None.
ADJOURNMENT:
Parsons moved to adjourn.
Signs seconded.
A vote was taken and motion carried 6-0.
PLANNING & ZONING COMMISSION
ATTENDANCE RECORD
2017
KEY: X = Present
O = Absent
O/E = Absent/Excused
--- = Not a Member
4/20
5/4
5/18
6/1
(W -S)
6/7
6/15
7/6
7/20
813
8/17
9/7
9/21
10/5
10/19
11/2
12/7
12/21
DYER, CAROLYN
X
X
O/E
X
X
X
X
X
X
X
X
X
X
X
O/E
X
X
FREERKS, ANN
X
X
X
X
X
X
X
X
X
O/EPO/E
X
X
X
X
O/E
X
HENSCH, MIKE
X
X
X
X
O/E
X
X
X
X
X
X
X
X
X
X
X
MARTIN, PHOEBE
O/E
X
X
X
X
O/E
X
X
X
X
X
X
X
X
X
O/E
PARSONS, MAX
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
SIGNS, MARK
X
X
X
X
X
X
X
X
X
XX
X
X
X
X
X
BALDJODIE
X
X
X
X
X
X
X
X
O/E
X
X
X
X
X
X
X
KEY: X = Present
O = Absent
O/E = Absent/Excused
--- = Not a Member
�.1414 M41
02-06-18
CITY OF IOWA CITY 4b(11)
MEMORANDUM
Date: January 19, 2018
To: Mayor and City Council
From: Bob Miklo, Planning & Zoning Commission
Re: Recommendations from Planning & Zoning Commission
At their January 18, 2018 meeting the Planning & Zoning Commission approved the January 4
minutes with the following recommendation to the City Council:
By a vote of 5-0 the Commission recommends approval of the rezoning of 1010 1st
Avenue from Low Density Single Family Residential (RS -5) to Community Commercial
(CC -2), and 1022 1st Avenue from (RS -5) to Commercial Office (CO -1) and a portion of
1025 Wade Street from (CO -1) to (CC -2).
2. By a vote of 5-0 the Commission recommends approval of ANN17-00001 and REZ17-
00020, annexation of approximately 7.90 acres and a rezoning from County Commercial
(C) and County Multifamily Residential (RMF) to Interim Development Multifamily (ID -
RM) for approximately 5.27 acres and Interim Development Single Family (ID -RS) for
approximately 2.76 acres located at 4643 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
MINUTES Approved
PLANNING AND ZONING COMMISSION
JANUARY 4, 2018 — 7:00 PM — FORMAL MEETING
EMMA J. HARVAT HALL, CITY HALL
MEMBERS PRESENT: Carolyn Dyer, Ann Freerks, Mike Hensch, Max Parsons, Mark
Signs
MEMBERS ABSENT: Phoebe Martin, Jodie Theobald
STAFF PRESENT: Sylvia Bochner, Sara Hektoen, Bob Miklo,
OTHERS PRESENT: Curt Moore, Mike Welch, Siobhan Harman, Megan Carr
RECOMMENDATIONS TO CITY COUNCIL:
By a vote of 5-0 the Commission recommends approval of the rezoning of 1010 1st Avenue
from Low Density Single Family Residential (RS -5) to Community Commercial (CC -2), and 1022
1st Avenue from (RS -5) to Commercial Office (CO -1) and a portion of 1025 Wade Street from
(CO -1) to (CC -2).
By a vote of 5-0 the Commission recommends approval of ANN17-00001 and REZ17-00020,
annexation of approximately 7.90 acres and a rezoning from County Commercial (C) and
County Multifamily Residential (RMF) to Interim Development Multifamily (ID -RM) for
approximately 5.27 acres and Interim Development Single Family (ID -RS) for approximately
2.76 acres located at 4643 Herbert Hoover Highway SE.
CALL TO ORDER:
Freerks called the meeting to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
None.
REZONING ITEM (REZ17-00017):
Discussion of an application submitted by University Lake Partners II, LLC, for a rezoning of
approximately 53.29 acres from High Density Single Family Residential (RS -12) zone to
Planned Development Overlay/High Density Single Family Residential (OPD/RS-12) for
approximately 50.11 acres and Commercial Office (CO -1) zone for approximately 3.18 acres,
located south of 1-80 west of Prairie Du Chien Road.
Miklo noted this item was deferred at the last meeting due to a number of deficiencies in the in
application, new material was received today and Miklo shared that with the Commission. One
was a revised plan that now shows the townhouse units as three bedrooms rather than one and
two bedroom units, there has also been a slight reconfiguration of some of the townhouses.
Additionally a new townhouse building design was submitted, but Miklo is unclear if that is an
alternative or if it is in addition to the other elevations already submitted. He said that with other
Planning and Zoning Commission
January 4, 2018 — Formal Meeting
Page 2 of 10
recent projects there has been a concern about the same townhouse being repeated on every
lot, resulting in a monotonous design.
Miklo noted that there are still a few items that have not been clarified completely on the revised
plan, the construction limit lines do appear on some of the lots but not all of them and that is
necessary to establish where the grading will end to make sure the steep slopes and wetlands
are not encroached upon. Miklo stated they did receive a cross-section for the private street but
engineering and fire department staff have not had time to review that. He said the City had not
yet received acceptance of the wetlands delineation from the Army Corp of Engineers.
Therefore if the Commission does decide to recommend this item to Council it could be subject
to the Corp signoff before the Council reviews the plan. The issue being if the Corp does not
agree with this delineation there may be some changes to the overall plan and it would have to
come back to Planning & Zoning.
Miklo stated that due to some of these items not being resolved Staff is recommending deferral
until the January 18 meeting.
Hensch asked if the issue of varying facades on the townhouses could also be an issue asked
to be resolved before approval. Freerks agreed that plus many other items need to be resolved
and agrees with a deferral. Freerks noted that the original townhouse design was much better
than the new proposal and asked that the applicant reconsider that design.
Freerks opened the public hearing.
Curt Moore (3169 Dubuque Street) asked that the City move forward with this application as fast
as possible as the street is needed.
Mike Welch (HBK Engineering) spoke on behalf of the applicant. He stated that the wetland
delineation was conducted by Earthview Environmental on site and they are waiting on the Corp
concurrence. They are confident with the delineation that Earthview did, past experiences show
the Corp concurs with Earthview's delineations. With regards to the building elevations and
facades it is the applicants intentions to have a varying unit type throughout and not have them
all look the same. Welch stated the construction limit lines are on all the drawings, they are just
hard to see so their staff is working to update the drawings so that can be seen easier.
Hensch asked about the S3 screening notated on Lot 1, but a landscaping plan is not included.
Welch stated that if the Commission would like to see a detailed landscaping plan they will
provide one.
Freerks closed the public hearing.
Hensch moved to defer REZ17-00017 until the January 18, 2018 meeting to clarify the
issues raised in the staff report as well as a landscaping plan and illustrations of varying
facades on the townhomes.
Parsons seconded the motion.
A vote was taken and the motion carried 5-0.
Planning and Zoning Commission
January 4, 2018 — Formal Meeting
Page 3 of 10
REZONING ITEM (REZ17-0001M.
Discussion of an application submitted by Kum & Go, LC, for a rezoning of 1010 1st Avenue
from Low Density Single Family Residential (RS -5) to Community Commercial (CC -2), and1022
1st Avenue from (RS -5) to Commercial Office (CO -1) and a portion of 1025 Wade Street from
(CO -1) to (CC -2).
Bochner began the staff report by showing the location of the property and noted that staff
received updated plans after the packet went out to the Commission so there are some changes
and an updated site plan and landscaping plan have been given to the Commission.
Additionally there was a Good Neighbor meeting held on January 3 and a summary of that
meeting was distributed to the Commission.
The application is to rezone these properties as part of a larger redevelopment of the site.
Currently at 2303 Muscatine Avenue there is a Kum & Go and right next to it at 2315 Muscatine
Avenue there is another gas station. Kum & Go is in the process of purchasing that gas station
and would like to consolidate the sites and redevelop a new Kum & Go Market. To accomplish
this they would use the area at 1010 1 s' Avenue for parking as well as the 1025 Wade Street
area. That area is currently the parking for Iowa City Hospice and to obtain 1025 Wade Street
for parking for Kum & Go they will be trading it for the area at 1022 1 s' Avenue.
This area is located in the Towncrest Commercial Area which is part of an Urban Renewal Area
and a Design Review District. Because this area is in a Design Review overlay zone the
standards for redevelopment are different than they would typically be in a Community
Commercial (CC -2) zone, most importantly it means the quick vehicle servicing use requires a
special exemption from the Board of Adjustment so the applicant will have to go through that
process if this rezoning is granted in order to redevelop the site. When quick vehicle services
uses are permitted in this design review zone they must be developed according to the site
development standards of the Central Business Support Zone (CB -5) which means different
standards to account for walkability and better design. One of the notable differences is that the
facades have to be at least 50% glass. Bochner noted that the site plans and renderings
currently available don't meet all of the standards for this district but the design review process
and special exception process will make sure all those standards are met before
redevelopment.
Bochner showed the renderings of the redevelopment that have been submitted and how the
building, gas pumps and parking would be laid out. She added that this redevelopment will
contribute to several goals from the Comprehensive Plan. The Southeast District Plan sees this
area as becoming a more walkable, mixed-use center. This development contributes to that
goal by adding walkability, they added a landscape buffer between 1 S, Avenue and the sidewalk
(currently the sidewalk adjacent to the street). This redevelopment will also reduce the number
of curb cuts, there are currently two curb cuts on Muscatine Avenue for the gas stations and that
would be reduced to one, it also reduces curb cuts along V Avenue.
In terms of compatibility with the neighborhood, the type of uses are not changing here,
currently there are two gas stations which will be consolidated into one and the use for the Iowa
City Hospice will remain the same. In terms of compatibility with residential areas of the
neighborhood the applicant has shown in their landscaping plan they will put a S3 buffer
between the residential property to the south and also along the west side because there is
residential properties across the street, S2 buffers will be everywhere else on the site.
Planning and Zoning Commission
January 4, 2018—Formal Meeting
Page 4 of 10
Bochner noted that staff received updates to the address all the deficiencies that were
discussed in the staff report, therefore staff is recommending approval of REZ17-00019 subject
to general conformance to the site plan.
Hensch asked to be shown on the map exactly where the curb cuts will be on Muscatine
Avenue and 1s' Avenue.
Freerks asked if the access point to the Kum & Go lines up to alley or driveway of the houses.
Miklo replied that it is the alley and the property will be screened with landscaping from the
houses. Freerks noted her concern of headlights leading into house windows.
Hensch asked about the lightening for the entrance and parking areas. Miklo stated that
downcast lighting is required city-wide. Where a commercial development is within so many feet
of a residential area there is also a limit of the height of the light poles, 25 feet, and there are
standards where light cannot trespass across the property line. This development will have to
comply with those requirements at the time of site plan approval.
Miklo noted that one of the complaints they often hear with gas stations is the canopy lighting,
one benefit of this design is the canopy will be as far from the residential as possible and will be
oriented more toward the commercial part of Towncrest.
Freerks asked about the parking for Hospice, the current parking has better access to the front
door whereas the new parking will be behind the building, is there back door access into the
Hospice building. Miklo and Bochner both stated they are not familiar with the Hospice building.
Signs asked what the plant materials are for what appears to be a retaining wall along the
southern border of the Kum & Go property. Bochner said this is noted on the landscaping plan,
typically a five-foot landscaping buffer is required between different parking areas.
Freerks asked about the curb cut width. Miklo noted this development will require some
variation form the City Standards and will need to be approved by the City Engineer and will be
done during the special exception process. The standard is on an arterial street intersection the
curb cut has to be at least 150 feet from that intersection and has to also be 50 feet from
another street and in this area cannot meet both those requirements. In this situation the new
curb cut will still be more preferable than the current two curb cuts.
Freerks noted that in the revitalization plan for this area it discusses the area being pedestrian
friendly the Kum & Go design is to have a whole wall of glass that has no entrance for
pedestrians (as seen at the Benton Street Kum & Go) and perhaps there could be an entrance
on that wall.
Miklo noted that the design plan has not yet been reviewed against the Towncrest Design
Review Standards so there may be design changes once that is completed.
Freerks opened the public hearing.
Siobhan Harman (Kum & Go) noted that with regards to the buffer between the residential and
the parking lot for Hospice, it will be an eight foot fence with landscaping. The parking will face
south but the buffer will keep lights away from the houses. With the area between Kum & Go
and Hospice there is a significant grade change and there will be landscaping and she shared
an elevation drawing with the Commission. Harman also stated they will lower the canopy
Planning and Zoning Commission
January 4, 2018—Formal Meeting
Page 5 of 10
height and are looking at other areas in town where HyVee and Casey's have done so
successfully and will match those heights. It appears it will be about two feet lower than their
standard canopy.
Hensch asked if the objective is to have the canopy the same height as the building structure so
there isn't light going over the building into the residential area. Harman said it may not be the
same height as the store, but it will be lowered a bit so there won't be light spillage. The good
thing about this plan is the back of the building faces the residential and the auto usage areas
face into the commercial area. Harman also noted they use LED lighting both in the store and
outside the store for energy efficiency, and the foot candles are down to zero at the lot line.
Parsons asked if it is assumed the overall lighting will be less with this new development than
what the two gas stations are emitting right now. Harman cannot comment on that, but noted
they did take the square footage of all the buildings that are out there and currently between the
BP and Kum & Go there are 5830 square feet and the new Kum & Go building will be just under
5900 so it is a minimal change there. Harman added they will be adding additional green space
with the removal of the two houses.
Hensch stated that with regards to greenspace there has been some issues in the past with
developments following up on landscaping and stated that his hope is this development will not
follow suit. The Kum & Go on Benton Street looked as if the landscaping was struggling for a
while but seemed to improve towards the end of summer and fall. Dyer added that the
landscaping at the Benton Street location is very minimal.
Harman noted that with the exterior of their building they understand if it doesn't look good on
the outside what will make someone want to come inside, so they take pride in the exterior of
their properties. They build all their stores to LEED specifications and one of the specifications
is to use native plantings which they do at all their locations. The one place they break the
LEED standard is where they install irrigation because it is very difficult in Iowa to get grass and
landscaping materials to grow without the water. They will replace any dead items or grass as
needed as well.
Hensch noted this development is an improvement over what is currently at the location but just
wanted to reinforce the desire to see the correct landscaping.
Freerks asked Harman to talk a bit about the building, noting it has to meet the standards which
are a little higher in this area, and if there is any opportunity to bring people in off 1s' Avenue.
Harman noted it is very difficult because that one wall is completely "back of house' which is
restrooms and kitchen area and those have to be enclosed and not seen by the public. There
will be a side door on the Muscatine Avenue side. They do have to be careful regarding
entrances however due to theft and that is why they only do two entrances on a building.
Dyer asked if the 15' Avenue side of the building would be similar to Benton Street where there
is a wall of glass that shows a hallway and a mural. Harman confirmed that was correct, and
noted that area is not meant for storage. Signs noted that is what has happened at the Benton
Street location, that hallway is full of storage items, including what appears to be CO2 tanks.
He added that he knows the design standards require glass but perhaps the mural could be on
the glass and cover up that back space. Freerks stated that would be against the sign
standards. Miklo suggested another solution of using frosted glass towards the bottom which
would hide storage. Harman noted she would address the storage issues at the Benton Street
location with that store manager.
Planning and Zoning Commission
January 4, 2018— Formal Meeting
Page 6 of 10
Signs noted his concern with the southern border of the Kum & Go parking lot with the extensive
retaining wall and feels it may be an ominous wall. Harman said the wall will be gradual so it
will not look like a large wall from all angles and there will be plantings and landscaping on it as
well.
Freerks asked if Harman knew if there was a Hospice door to the west and Harman
acknowledged there was and Hospice has stated their needs are met.
Miklo suggested adding some trees to help shield the canopy glow from the houses to the
south. Harman said that should be discussed with Hospice because when they have used over
story trees over parking there are complaints from customers that those trees can weep down
onto the cars. She feels there can be some solutions. Miklo agreed but noted it would depend
on the species of tree, and if the trees are on the driveway side it shouldn't affect the parking.
Freerks agreed the addition of trees should be stressed.
Harman addressed this area being pedestrian friendly and as part of their LEED criteria they are
required to install a bike rack. Typically they install one bike rack, the City has asked them to
install a second bike rack which they have agreed to do. They will also have plaques around
the building and on the canopy explaining what the LEED requirements are and how Kum & Go
met them.
Curt Moore (3169 Dubuque Street) noted that he feels this will be a definite improvement to
Iowa City and that area. He agrees with looking for options on the glass wall that will face Is'
Avenue as he drives by Benton Street all the time and sees the storage.
Mike Welch (HBK Engineering) remarked about the curb cuts and locations and noted that Kum
& Go puts a wider radius on their curb cuts because of the fuel trucks.
Freerks closed the public hearing.
Signs moved to approve the rezoning of 1010 1st Avenue from Low Density Single
Family Residential (RS -5) to Community Commercial (CC -2), and 1022 1st Avenue from
(RS -5) to Commercial Office (CO -1) and a portion of 1025 Wade Street from (CO -1) to (CC -
2).
Parsons seconded the motion.
Hensch asked about the list of discrepancies listed in the staff report. Miklo said those have all
been resolved or will be with the special exception. Hensch asked if they need to add an
amendment to the motion regarding the addition of trees and shrubbery along the south border.
Miklo said it can be added as a conditional zoning agreement.
Hensch moved to amend the motion to include the requirement of additional trees and
shrubbery along the southern border particularly along the area where the Hospice
parking lot will be.
Dyer seconded the amendment.
Signs noted that this development is a significant improvement in the space, but wanted to
reemphasize the need for landscaping needs to be completed as to the intention of the
proposal.
Planning and Zoning Commission
January 4, 2018 — Formal Meeting
Page 7 of 10
Hensch stated his appreciation with Kum & Go working with Hospice and that this design
actually improves the parking situation for Hospice.
Freerks agreed noting the details that have gone into this proposal are thoughtful.
Signs stated he was concerned at first about the parking lot for Hospice jetting over to the
residential part of 1 s` Avenue but feels the applicant did a nice job trying to screen that as nice
as they can.
Dyer added that most of the parking in that area will happen during the day so headlights
shouldn't be an issue.
Parsons stated he likes the layout and thinks it will be an efficient use of space, much better
than what is there now.
A vote was taken and the motion with amendment carried 5-0.
ANNEXATION & REZONING ITEM (ANN17-00001/REZ17-00020
Discussion of an application submitted by IC Housing Group, LLC, for annexation and a
rezoning of approximately 7.9 acres from County Commercial (C) and County Multifamily
Residential (RMF) to Interim Development Multifamily (ID -RM) for approximately 5.27 acres and
Interim Development Single Family for approximately 2.76 acres located at 4643 Herbert
Hoover Highway SE.
Miklo noted that the property is on the south side of Herbert Hoover Highway, just east of the
Iowa City Care Center and Old Towne commercial area, and west of the latest addition of
Churchill Meadows. Miklo showed aerials of the current zoning and the proposed zoning. The
Comprehensive Plan for the area is the Northeast District Plan, the Plan shows the Care Center
and shows this area as green space around the Care Center, but that is not going to happen.
The Plan does show single family as it moves to the east.
The staff report shares the details about the annexation policy, this application meets the policy
as it is clearly in the Iowa City growth area, it is an area they would rather see develop in the
City and not the County. Miklo noted there are some infrastructure needs that haven't been
resolved such as how sewer and water will be provided but the interim zoning address that until
those issues are resolved.
Staff recommends approval of ANN17-00001 and REZ17-00020, annexation of approximately
7.90 acres and a rezoning from County Commercial (C) and County Multifamily Residential
(RMF) to Interim Development Multifamily (ID -RM) for approximately 5.27 acres and Interim
Development Single Family (ID -RS) for approximately 2.76 acres located at 4643 Herbert
Hoover Highway SE.
Freerks asked if in the ID -RS area how many houses could go in an area like that. Miklo replied
that in the RS -5 zone they typically see about three units per acre, if it is a planned development
it might be up to five houses per acre, so there could be a total of five to ten houses here.
Parsons asked about utilities and the sidewalk along Herbert Hoover Highway extending down
to Churchill Estates. Miklo said that sidewalk is now in place.
Planning and Zoning Commission
January 4, 2018— Formal Meeting
Page 8 of 10
Signs asked if the Commission had seen the adjacent property to the east in an application
recently. Miklo said with that location the Commission saw the application because it was a
County subdivision and the City allowed it to be split into one additional lot and an outlot and
any development other than that would require annexation. Miklo pointed out two other
properties in the area that are still County properties.
Parsons asked about the green space to the south and if it would remain green space. Miklo
said while the current owner has the property it will be green space but any future owner could
develop that space.
Freerks opened the public hearing.
Megan Carr (Sand Companies/IC Housing Group) said they do have under contract the 5.72
acres and would like to apply for annexation and then eventual rezoning to develop two multi-
family developments at that location. Each building would be about 30-40 units.
Hensch asked what the timeline for that project. Carr replied start of construction would be in 9-
10 months noting they recognize there are water, sewer and traffic items they need to address
which they are not prepared to proceed with at this time, and that is why they are applying for
interim development at this time.
Freerks commented that 30-40 units per building seems quite large. Miklo noted the City has
approved some 36 unit buildings recently. Carr noted they are currently developing a building in
Coralville that is 56 units where the old Lantern Park Nursing Home was. Carr added the
building would be no taller than three stories.
Freerks closed the public hearing.
Hensch moved to recommend approval of ANN17-00001 and REZ17-00020, annexation of
approximately 7.90 acres and a rezoning from County Commercial (C) and County
Multifamily Residential (RMF) to Interim Development Multifamily (ID -RM) for
approximately 5.27 acres and Interim Development Single Family (ID -RS) for
approximately 2.76 acres located at 4643 Herbert Hoover Highway SE.
Parsons seconded the motion.
Freerks noted it meets all criteria of annexation and development.
Parsons asked if there has been any interest in developing the northern side of Herbert Hoover
Highway. Miklo replied there has not. Parsons noted seeing this portion of the Highway
becoming very busy in the future.
Signs noted the north side is owned by one individual.
A vote was taken and the motion carried 5-0.
CONSIDERATION OF MEETING MINUTES: DECEMBER 21, 2017
Parsons moved to approve the meeting minutes of December 21, 2017.
Hensch seconded the motion.
A vote was taken and the motion passed 5-0
Planning and Zoning Commission
January 4, 2018 — Formal Meeting
Page 9 of 10
PLANNING AND ZONING INFORMATION:
Freerks noted that she was at the new UIHC clinic on North Dodge Street recently and it made
her think that when that project was approved it seemed the visual they saw for landscaping
was different than what is now there. Miklo said staff is researching those files and will bring
them to the Commission at a future meeting.
Signs added that almost all of the projects they see the landscaping is always so minimal to
begin with, and then when plantings die they are not replaced. Miklo noted it is required that
plantings be replaced, however it is a matter of inspection and the City does not have the staff
to go out and inspect areas. They only way staff becomes aware of issues is when someone
complains, and then there will be enforcement.
Signs asked that for trees and vegetation for landscaping, does the City have a list of ones for
developers to select from. Miklo said there is a list in the Zoning Code, but that is over 10 years
old now and may be something that will need reviewed when there is time.
ADJOURNMENT:
Parsons moved to adjourn.
Signs seconded.
A vote was taken and motion carried 5-0.
PLANNING & ZONING COMMISSION
ATTENDANCE RECORD
2017-2018
KEY: X = Present
O = Absent
O/E = Absent/Excused
— = Not a Member
514
5118
6/1
S)
6/7
6/15
7/6
7/20
8/3
8/17
9/7
9/21
10/5
10/19
11/2
12/7
12/21
1/4
DYER, CAROLYN
X
O/E
X
X
X
X
X
X
X
X
X
X
X
O/E
X
X
X
FREERKS, ANN
X
X
X
X
X
X
X
X
O/E
X
X
X
X
X
O/E
X
X
HENSCH, MIKE
X
X
X
O/E
X
X
X
X
X
X
X
X
X
X
X
X
X
MARTIN, PHOEBE
X
X
X
X
O/E
X
X
X
X
X
X
X
X
X
X
O/E
O/E
PARSONS, MAX
X
X
X
X
X
X
X
X
X
O/E
X
X
X
X
X
X
X
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
O/E
X
X
X
X
X
X
X
X
O/E
KEY: X = Present
O = Absent
O/E = Absent/Excused
— = Not a Member
02-06-18
4b(12)
Approved Minutes
December 14, 2017
MINUTES
SENIOR CENTER
December 14, 2017
ROOM 205, IOWA CITYMOHNSON COUNTY SENIOR CENTER
Members Present: Kathy Mitchell, Kenn Bowen, Cheryll Clamon, Lorraine
Dorfman, Mark Holbrook, Hiram (Rick) Weber
Members Absent: Margaret Reese
Staff Present: Kristin Kromray, Linda Kopping
Others Present: None
CALL TO ORDER:
The meeting was called to order by Reese at 4:00 PM.
RECOMMENDATIONS TO COUNCIL:
None.
APPROVAL OF MINUTES FROM OCTOBER 26, 2017 MEETING:
Motion: To accept the minutes from the October 26, 2017 with
amendments. Motion carried on a vote of 5/0. Mitchell/Dorfman
PUBLIC DISCUSSION:
None.
DISCUSSION OF COMMISSION VISITS:
No commissioner could attend a City Council meeting or Board of Supervisors
meeting.
FY19 OPERATIONAL BUDGET UPDATE:
Kopping reported that the budget has been reviewed by City management. While
there were a few changes made, they were minor. Kopping will present the
budget to the City Council in early January.
Commissioner Weber joined the meeting.
OPERATIONAL OVERVIEW:
Approved Minutes
December 14, 2017
Kopping reported that the morning receptionist has been out ill for some time.
She is planning on coming back next Monday. The afternoon receptionist gave
notice earlier this week, effective immediately. The position has been posted.
The fall Friends of the Center appeal letters were sent out the first week of
December. This year targeted fundraising letters were sent out to three different
groups of people. Since November 15th (about the time Friends started receiving
donations due to the annual report being released) there have been 63 donations
totaling $12,257. This is slightly more than received during the same timeframe
last year.
The Friends of the Center website is very near completion and will be launched
by the end of the year. The last step is to have a handful of participants look at
the site for feedback. Kopping said when the site is live there will be a press -
release as well as events to showcase the new site.
Buhman reported that the new program guide is now available and registration
started this week. She noted that some of the ongoing classes that previously did
not have a membership requirement now do.
Buhman noted that the fall programs had been well received. One highlight was
the Red Cedar Chamber Music. After this event a participant said to Buhman that
they think of the Senior Center more and more as a cultural center. Buhman also
noted that a presentation about the architecture of downtown Iowa City by Steve
Stimmel was attended by over 60 people. Stimmel is an architect from Des
Moines. He expressed his desire do another presentation due to the enthusiasm
of Senior Center participants.
Buhman will have an intern this spring who is a student in the Aging and
Longevity studies program and the University of Iowa. She will be working on
putting together a brain health fair and working on donor recognition.
Commissioner Bowen questioned the difference between a material fee as
opposed to a fee for a book. He thought there may be confusion regarding the
difference since one is listed under the name of a class and one is listed in the
descriptive text. Buhman explained that a material fee is money that is paid
directly to the Senior Center but occasionally there may be book or other
materials, for example art supplies, that must be purchased to participate in the
class. The commission discussed different ways to make materials purchased by
a participant clearer.
COMMISSION DISCUSSION:
Approved Minutes
December 14, 2017
Kopping thanked Commissioner Holbrook for his years of service on the
commission. She noted his presence at many Senior Center events and help
partnering with various organizations.
Mitchell noted that since Elder Services has partnered with Horizons for the
congregate meal the quality of the food has increased. She noted that it seems
like more people are also coming for the meal.
Commissioner Clamon was reappointed for another term. Jay Honohan was also
reappointed but decided to decline the appointment. This leaves an opening on
the Commission that must be filled by a male who lives in Iowa City.
Commissioners discussed the election of officers and will put a slate together for
the next meeting.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 6/0. Clamon/Mitchell
Approved Minutes
December 14, 2017
Senior Center Commission
Attendance Record
Year 2017
Name
Term Expire
1/19/17
2/16/17
3/16/17
4/20/17
5/18/17
6/15/17
7/20/17
8/17/17
9/21/17
10/26/17
11/16/17
12/14/17
Kenn Bowen
12/31/20
—
—
—
—
—
—
X
X
X
X
NM
X
Cheryll Clamon
12/31/18
X
X
X
NM
NM
X
O/E
X
X
X
NM
X
Lorraine Dorfman
12/31/19
X
X
X
NM
NM
X
X
O/E
X
X
NM
X
Mark Holbrook
12/31/18
X
X
X
NM
NM
X
X
X
O/E
X
NM
X
Kathy Mitchell
12/31/19
X
X
X
NM
NM
X
X
X
X
X
NM
X
Margaret Reese
12/31/17
X
X
X
NM
NM
X
X
X
X
X
NM
O/E
Hiram (Rick)
Weber
12/31/20
--
—
—
—
—
X
O/E
X
X
X
NM
X
Key: X=
Present
O =
Absent
O/E=
Absent/Excused
NM=
No meeting
-- =
Not a member