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HomeMy WebLinkAbout2018-08-07 Bd Comm minutes Final/Approved COMMUNITY POLICE REVIEW BOARD 08-07-18 MINUTES —June 12, 2018 2b(1) CALL TO ORDER: Chair Townsend called the meeting to order at 5:30 p.m. MEMBERS PRESENT: Monique Green, Don King, David Selmer(5:42 p.m.) MEMBERS ABSENT: Royceann Porter STAFF PRESENT: Staff Chris Olney, Legal Counsel Patrick Ford STAFF ABSENT: None OTHERS PRESENT: Iowa City Police Capt. Kelsey RECOMMENDATIONS TO COUNCIL • None. CONSENT CALENDAR Motion by Green, seconded by King, to adopt the consent calendar as presented or amended. • Minutes of the meeting on 05/08/18 • ICPD General Orders 001-01 (Search and Seizure) Motion carried, 3/0, Porter and Selmer absent. NEW BUSINESS None. OLD BUSINESS Proposed Ordinance Change Discussion - The Board reviewed the amended memo prepared by Legal Counsel which included additional language requested by the Board. Legal Counsel then recapped the proposed ordinance change to 8-8. After discussing the amended memo, it was recommended and agreed upon to defer finalizing the proposal until the next meeting when all Board members are present. Community Forum Discussion —The Board reviewed the Community draft summary letter. It was moved by King, seconded by Green to forward the draft summary to Council with no changes. Motion carried, 3/0, Porter and Semler absent. PUBLIC DISCUSSION Caroline Dieterle stated that Legal Counsel had answered her question during his recap as to what the proposed ordinance change entailed. She thought it was a good idea and asked if the final ordinance change proposal memo would be available to view in the Council packet, Olney stated after the final memo had been forwarded on to Council, it would then be included in the next Council agenda packet. BOARD INFORMATION Townsend noted that Porter would be resigning from the Board. Olney will send a request to Porter for a written letter of resignation advising the effective date. CPRB April 17, 2018 Page 2 STAFF INFORMATION None. EXECUTIVE SESSION Motion by King, seconded by Green to adjourn into Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that • government body if they were available for general public examination. Motion carried, 4/0. Porter absent. Open session adjourned at 5:43 P.M. REGULAR SESSION Returned to open session at 5:54 P.M. Motion by Green, seconded by King to set the level of review for CPRB Complaint #18-01 to 8-8-7 (B)(1)(a) On the record with no additional investigation. Motion Carried 4/0, Porter absent. TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to change) • July 10, 2018, 5:30 PM, Helling Conference Rm - (Rescheduled to 7/23/18) • July 23, 2018, 5:30 PM, Helling Conference Rm • August 14, 2018, 5:30 PM, Helling Conference Rm • September 11, 2018, 5:30 PM, Helling Conference Rm • October 13, 2018, 5:30 PM, Helling Conference Rm. ADJOURNMENT Motion for adjournment by Green, seconded by Semler. Motion carried, 4/0, Porter absent. Meeting adjourned at 5:56 P.M. COMMUNITY POLICE REVIEW BOARD ATTENDANCE RECORD YEAR 2017-2018 (Meeting Date) TERM 8/8 8/29 9/12 10/10 11/14 12/7 1/9/18 2/13/18 3/19/18 4/17/18 4/23/18 5/8/18 6/12/18 NAME EXP. Mnzahir 7/1/21 X X X X X WE --- — Snlih Donald 7/1/19 X X X X X X 0 X X X X X X King Monique 7/1/20 X X X X X X X X X X X X X Green Orville 7/1/20 X X X X X X X X X X X X X Townsend Royceann 7/1/21 ---- -- — — --- -- X ' O/E X O/E X O/E Porter David 7/1/21 X X O X O/E X X X X X X X X Selmer KEY: X = Present O = Absent O/E= Absent/Excused NM= No meeting = Nota Member 0E- -0- r �--�l- .p°� CITY OF IOWA CITY 2 air MEMORANDUM Date: July 11, 2018 To: Mayor and City Council From: Kirk Lehmann, Community Development Planner Re: Recommendations from Housing and Community Development Commission At their July 10th meeting, the Housing and Community Development Commission approved the June 21, 2018 meeting with the following recommendations to the City Council: 1. By a vote of 7-0 the Commission recommends to send the HCDC Aid to Agencies Subcommittee's recommendations to City Council for review at their July 3 meeting. 2. By a vote of 6-0 (Olmstead abstained) the Commission recommends to send a letter to City Council regarding Jonson County SEATS and City Bus contracts at their July 16 meeting. Additional action (check one) No further action needed Board or Commission is requesting Council direction _x_ Agenda item will be prepared by staff for Council action - Done MINUTES APPROVED HOUSING AND COMMUNITY DEVELOPMENT COMMISSION JUNE 21, 2018-6:30 PM SENIOR CENTER, ROOM 202 MEMBERS PRESENT: Syndy Conger, Charlie Eastham, Vanessa Fixmer-Oraiz, Christine Harms, Harry Olmstead, Maria Padron Paula Vaughan MEMBERS ABSENT: Bob Lamkins, John McKinstry STAFF PRESENT: Kirk Lehmann, Erika Kubly OTHERS PRESENT: Sara Barron, Geoff Fruin RECOMMENDATIONS TO CITY COUNCIL: By a vote of 7-0 the Commission recommends to send the HCDC Aid to Agencies Subcommittee's recommendations to City Council for review at their July 3 meeting. By a vote of 6-0 (Olmstead abstained) the Commission recommends to send a letter to City Council regarding Jonson County SEATS and City Bus contracts at their July 16 meeting. CALL MEETING TO ORDER: Olmstead called the meeting to order at 6:30 PM. APPROVAL OF THE MAY 24, 2018 MINUTES: Eastham moved to approve the minutes of May 24, 2018 with correction. Conger seconded the motion. A vote was taken and the motion passed 7-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: None REVIEW AND CONSIDER RECOMMENDATIONS BY THE AID TO AGENCIES SUBCOMMITTEE: Lehmann began with a brief overview that is outlined in the memo in the packet. He also included the meeting minutes from the subcommittee's meetings on June 7 and June 15 and comments received from agencies. The committee consisted of Fixmer-Oraiz, Padron, Kubly, and Lehmann. Fixmer-Oraiz said they began by looking at the history of the Aid to Agencies to ensure that the program's original purpose and intent are being served. One of the subcommittee's first recommendations was to split funding into two pools of money with one predominantly supporting"legacy" agencies, defined as nonprofits that received Aid to Agencies funding in one of the last five years. As a result, the legacy agency funding pool would consist of most Aid to Agencies funding. While funding would not be guaranteed for legacy agencies, it would be provided at minimum increments of$15,000 each year over two years.This would support the goal of providing a more reliable source of funding.To ampcs the legacy pool of funds, legacy agencies would apply through the United Way Joint Funding Process. HCDC would also receive regular reports to ensure accountability over the two years, similar to other Joint Process Funders. If an agency does not perform to a minimum standard, funding could be revoked. In order to encourage and support new"emerging" agencies, defined as any nonprofits not designated as legacy, HCDC would also create a smaller pool of funds.These funds would have a smaller funding Housing and Community Development Commission June 21,2018 Page 2 of 8 minimum, perhaps $5,000, and would be allocated annually to help the development of new organizations. Emerging agencies should not expect this pool of funds to become permanent, but they could access legacy funds after being awarded. The application for the emerging pool of funds would occur separately from the United Way Joint Funding Process,allowing a smaller,customized application that would be due at the same time as the City's HOME/CDBG funding round in December. This allows the funding to be awarded closer to when the agency will receive the funding. Because Emerging Agencies would submit shorter applications, their timeframe would be shorter overall. The subcommittee also discussed the process wanting to have more clarity, longer period of review for HCDC. The proposed timeline is to make review applications and make allocations is expanded from one month, the current process, to a review process resembling the following: - September: Receive applications and commissioners would read and rank them for the October meeting. Staff would compile individual commissioners' results beforehand. - October:At their meeting, HCDC would discuss the ranking results and their individual thoughts. This would likely comprise most of the meeting. - November: At their meeting, HCDC could discuss lingering issues about applications and would decide on applicants to call in for further questions. Applicants would receive questions in advance. This would likely take up a small portion of the meeting. - December: At their meeting, HCDC would have a Q&A session with invited agencies. Only agencies invited to speak at the meeting would speak. - January: At their meeting, HCDC would determine final allocations. Fixmer-Oraiz noted they reached out to some of the agencies and asked for their feedback on the process. The responses are included in the packet. Padron added they also discussed determining priority needs for legacy agencies and noted the prioritization of agencies into low, medium, and high groupings based on the population served was developed to ensure funds have the greatest impact and is required by CITY STEPS. The current use of these categories in the allocation process tends to be ineffective because nearly all agencies attempt to meet the high priority category. Therefore the subcommittee proposes dedicating a percentage of funding to High, Medium, and Low priorities to spread funding throughout groups and reduce competition for high- priority designations. A possible allocation would be 60% of funds to high priority, 25% to medium and 15% to low priorities so they can help everyone. Lehmann added Staff would determine if an agency fell into the high, medium or low priority category, which would be affirmed by a vote of HCDC. Fixmer-Oraiz stated another proposal from the subcommittee is to adjust the application, there was a lot of duplication on the joint application, so wanted to eliminate that. Additionally, much of the application process appeared subjective and they wanted to create more objectivity. They updated CDBG/HOME Evaluation Criteria sheet(in the packet) to bring back to HCDC to discuss. Lehmann noted he went through what allocations would have looked like had they used this new criteria sheet at the last round of allocations and that has brought up additional questions. Fixmer-Oraiz also noted they broke out the Impact/Benefit question on the evaluation criteria from being a broad question to more specific categories. Additionally with the leveraging question it was felt there needed to be some clarification. Conger agreed, when that question was first added to the evaluation criteria it was to encourage fundraising, but isn't sure if the question achieves that goal and if it should even be part of the evaluation criteria. Olmstead said when that question was first raised he felt it was important to look at what other financial resources does an agency have. For example there was one agency that was in seven counties and therefore should be able to get money elsewhere. Eastham stated he was not sure having leveraging ability as part of the scoring criteria is valid and feels it could be discouraging to smaller agencies and startups. He also noted that larger agencies have to have other funding sources, they could not function on just Iowa City funding. Olmstead asked about the legacy funding and when would the five years of funding be counted from. Fixmer-Oraiz said the subcommittee looked at funding this year and then back five years to see what organizations had consistently received funding. Conger noted if an organization has been around for Housing and Community Development Commission June 21,2018 Page 3 of 8 five years they are likely also getting funding from other sources. Conger feels the leveraging question should be removed from the startup and smaller agency applications and Fixmer-Oraiz agreed. Lehmann noted the evaluation criteria ask if the applicant has documented efforts to secure other funding, so the question regarding project leveraging may not be needed. Vaughn stated that the leveraging question could be stated as asking for a list of external funding sources. Eastham asked for clarification on how the proposal divides up available funding between legacy agencies and startup agencies. Lehmann said the legacy group is the process that currently is in place, they would fill out the United Way application, and they would request a$15,000 minimum. The change is if awarded funds, the funds would be secure for two years. The legacy applicants would still be ranked based on the evaluation criteria of the application into high, medium and low priority. Fixmer-Oraiz said in the most recent allocation round HCDC had 27 applicants and funded 17 of them so there will still be agencies that receive no funding. The biggest change is the schedule of review of the applications, the idea is to give HCDC more time to review and discuss the applications to be better prepared to move forward with the allocation process. Olmstead noted his concern regarding funding the emerging startups is within a year or two they may be so successful to the community HCDC may want to fund them at a higher level. Lehman said the subcommittee suggests allocating $15,000 to the emerging startup fund and that$15,000 can be allocated how HCDC sees best, it does not have to be divided equally amongst applicants. Padron pointed out that the emerging agencies may not be new agencies, they are just agencies that have not received City funding in the past five years. Eastham noted the extra time and work for staff with this new category of agency funding. He stated the time staff spends administering a $1,000 grant is the same as administering a $25,000 grant. Lehmann acknowledged that was true and that is why the subcommittee sought to set up a$5,000 minimum. Geoff Fruin (City Manager) stated the City Council knows HCDC is going through this process and they want to see what recommendations the Commission makes before it is communicated to the agencies. Fixmer-Oraiz moved to send the HCDC Aid to Agencies Subcommittee's recommendations to City Council for review at their July 3 meeting, Eastham seconded. Eastham noted that Ron Berg's email was quite helpful in understanding how the evaluation criteria was viewed by the agencies. Vaughn clarified that the recommendation to City Council is for the general concept of review of applications in two groups, legacy and emerging, but the details such as the evaluation criteria still need to be vetted out by HCDC. Fixmer-Oraiz agreed. A vote was taken and the motion passed 7-0. AFFORDABLE HOUSING LOCATION MODEL SUBCOMMITTEE UPDATE: Lehmann stated a HCDC subcommittee has begun reviewing the Affordable Housing Location Model. Geoff Fruin (City Manager) stated he appreciates the intent and motivation for HCDC to review the Affordable Housing Location Model, his concerns are simply ensuring that City Staff(Lehmann and Kubly) have the time to dedicate to the Council's top strategic priorities that fall within their work area. Fruin noted he was hesitant on dedicating staff time on this issue as they just completed a comprehensive review of the Affordable Housing Location Model just over a year ago and it took a considerable amount of time for staff and HCDC. Fruin acknowledged that the changes HCDC is looking at this time may not require as much time as the last review however he would request before HCDC goes down this path any further to make sure City Council is comfortable with the direction HCDC is going so staff and HCDC is not putting a lot of work into something Council is not on board with. Right now with Housing and Community Development Commission June 21, 2018 Page 4 of 8 Lehmann and Kubly being fairly new to staff they have a lot to learn with the day-to-day operations and this would be a lot to take on and Fruin would share that concern with Council. Eastham noted in Fruin's memo to HCDC he points to two items staff will be working on for Council and the second one is considering modifications to the Affordable Housing Action Plan as it stands right now and asked if that review will include a racially equity impact as that is not a component Eastham has been able to find in any previous work the Council has requested. Fruin said he cannot speak to what the review will include as they have not yet discussed it, they just today spent a couple hours in a webinar with a homebuilders association beginning to learn about the process. He said likely what will happen is staff time will be used to investigate a range of options for Council to review and receive feedback. With regards to the specific issue of racial equity analysis Fruin said he would not be opposed to reviewing that, but they haven't gotten that far into the planning to identify the pieces they will review. Eastham believes the Council should be informed of what HCDC has done so far in noticing a deficit in racially equity impact in the way the Affordable Housing Location Model is currently constructed. He would like Council to know that HCDC feels that needs to be reviewed by staff either separately or as part of the overall Affordable Housing Location Model review. Fruin appreciates that and is in no way telling HCDC how to shape their recommendation but would like a recommendation to go to Council in July so they can begin to shape staff workloads for the year. Sara Barron (Executive Director, Johnson County Affordable Housing Coalition) stated they do not have a specific recommendation to make about the review of the policy at this time but would ask HCDC view them as a resource as they are considering both language and potential impact of any policy changes. They have a number of resources available including some ability to talk about it from the racially equity standpoint. Fixmer-Oraiz said they definitely don't want to duplicate efforts or overburden staff so HCDC would be willing to work with whatever resources are available. Conger shared she is mystified as to why a question about analysis leads to or gets interpreted as a review of the entire Affordable Housing Location Model. She noted if one were to study the effects of the Affordable Housing Location Model is it impossible to extract any data that would be relevant. Fruin reiterated he is not taking issue with the reason for the review he is concerned about the staff time involved. He added each time data is adjusted on the map, a whole new set of data points are created so it can be time consuming to read all that data and try to get the results correct. Vaughn confirmed as a member of HCDC at that time it was a lot of staff and commission time involved. Olmstead suggested a joint subcommittee of HCDC and the Johnson County Affordable Housing Coalition to look at this further before making any recommendations to Council. Eastham is open to a joint subcommittee, he also wanted to acknowledge all the work that was done previously to develop the Affordable Housing Location Model did not include any information on racial equity impact. Fixmer-Oraiz is also not opposed to a joint subcommittee however she feels it is clear this should be put before City Council before heading down that path. Eastham believes that talking to Council is a good idea and should be done with both staff and HCDC members present. Fruin said that type of work session could be requested with Council, he questions whether it would be necessary, he thought if HCDC could place a memo into the Council packet for them to discuss. Eastham asked if Fruin was okay having staff review the Affordable Housing Action Plan as that is different and Fruin agreed. Eastham asked if part of that review could include the racial equity impact and Fruin agreed if that is the direction Council wants to go. He added however he would not limit that to the Model, if they are going to do a racial impact study of affordable housing they should also look at the 12 steps they have already completed and what is the analysis associated with those areas. Eastham agrees it would be good for the staff review to encompass the Action Plan areas as well. Vaughn asked if the point of the analysis is just to look at what the City is doing with their funding or overall racial equity impact. Eastham replied with City funding. Vaughn asked if that was not in the Housing and Community Development Commission June 21,2018 Page 5 of 8 application the agencies submit where it asks for a racial breakdown of percent of people they have served. Eastham acknowledged that and noted some of the numbers in the Action Plan are very useful to show the effect of City policies on different racial groups but the Action Plan itself isn't an equity impact analysis of the City overall housing opportunities. Padron noted in the last meeting there were two questions raised. First was what was the purpose of the map and second is if the map accomplished that goal. Are those questions answered? Fruin stated that was essentially the review staff did last year to make sure the model was meeting its intended purposes and so they analyzed it against the original goals Council confirmed and found that there were some changes that could be made and they eliminated some of the criteria that was causing greater areas of the community to be restricted and those areas shrunk up a bit. Fixmer-Oraiz stated the Affordable Housing Location Model is about where there can be new affordable housing built and is the goal to enrich neighborhoods or just looking at placing housing. If would be even more of an impact if the rehabilitation funds for landlords and where are those funds being applied. For example, in the south side of Iowa City where there is the densest population of affordable housing is where rehabilitation funds should be going to upkeep and renovate those homes for that population rather than worrying about how the $500,000 is being spread over so many square miles. She added the Affordable Housing Location Model is only one tool, there is also the City Action Plan with 12 steps, land banking, etc. that need to be taken into consideration. She agrees a racial equity impact study should be done, but over a broader spectrum. Eastham noted that City funding does leverage a huge amount of other outside funding, the biggest funding source for rental housing is the tax-credit program and a major part of that is getting local funding in order to qualify. He stated not being able to use City funds in south Iowa City means that area then also would not qualify for tax-credit funding. Lehmann gave a report from the subcommittee's meeting, what they came away with. It included observations that the language was currently negative, focusing on the"burden" affordable housing places on the City, and that the language should be changed to a more positive language of opportunity instead. He said there was also issues with how conflicting policies worked together, for example, if there is an annexation policy with inclusionary zoning, and land is annexed in areas the Affordable Housing Location Model does not allow additional new construction of affordable housing, how do those policies interact. Finally they discussed the racial equity assessment, does the Affordable Housing Location Model negatively impact minority groups or what affect is it having on racial equity. Lehmann stated the subcommittee concluded they could change some of the goals of the Affordable Housing Location Model to reflect and clarify those conversation points. They also discussed the Model's purpose, impact, etc. Fixmer-Oraiz said the second question on intersecting policies seemed to be the most critical of understanding the affect and repercussions. The Affordable Housing Location Model versus the inclusionary zoning annexation policy shows where the Affordable Housing Location Model is potentially failing in the South District and how can this be navigated to avoid future issues. In her opinion, that became the larger issue when looking at this model's impact. Olmstead shared his concern about the use of the word minority as that is being discussed along racial lines, he added that people with disabilities are a minority group and have a difficult time finding affordable housing especially with their limited incomes so he asks that minority group be defined or clarified when talking to Council. People with disabilities are the largest minority group today in Iowa as well as the United States. Eastham stated the Affordable Housing Location Model does not prohibit the use of funding in any part of the City for housing that is intended for people with disabilities. Eastham asked if there was a consensus to comply with Fruin's suggestion to write a memo to City Council showing an interest in including a racially impact analysis of the Affordable Housing Location Model and Affordable Housing Action Plan. Olmstead asked if Lehmann could draft the memo and send it to HCDC for a vote from HCDC before it goes to Council. Lehmann agreed and would have a memo to present at the July HCDC meeting. Housing and Community Development Commission June 21,2018 Page 6 of 8 Fixmer-Oraiz thanked Barron for coming to talk to HCDC and asked if perhaps she would be interested in coming to a future meeting to give a presentation about resources available. Barron agreed and would be happy to come present at a future meeting. DISCUSS GUIDELINES FOR RELIGIOUS ORGANIZATIONS: Lehmann reviewed some of the materials he sent to HCDC and noted the HUD's view on religious organizations used to be very strict but that changed in 2005 when they sought to make it fairer, allowing for religious organizations to complete for funding on equal footing with other nonprofits. Now, HUD allows faith based organizations to keep religious names, do religious activities, and display religious signs, but they cannot further their religious activities with HUD funding. There are some complex issues, for example if a church is doing a secular activity like a food pantry it can be eligible if done in a place other than the place of worship. If any religious activities are done at function, such as a prayer before a food bank meal, it has to be understood that participation is voluntary. Lehmann noted the City regularly funds Habitat for Humanity, technically a religious nonprofit, so they are very explicit in all their applications and materials in stating they do not discriminate against those who are not part of their religious sect, and that all religious activities are voluntary. Eastham asked how the City monitors that. Lehmann said the typical monitoring is making sure the organization has the policies in place (checking application materials, etc.) and other than that they rely on a complaint basis. Lehmann added in the HCDC packets examples of what is allowed and not allowed for funding to faith- based nonprofits. REVIEW AND CONSIDER RECOMMENDATION OF LETTER TO CITY COUNCIL REGARDING JOHNSON COUNTY SEATS AND CITY BUS CONTRACTS: Olmstead stated he became aware that the cities of Iowa City and Coralville are entering into the contract negotiations for the SEATS service. He feels there is a need to extend the hours of service of the Iowa City Transit fixed-route system. If the city buses were to extend their hours of service or add Sunday services then according to the Urban Disabilities Act paratransit has to follow the same hours. Olmstead stated he is more concerned about the City buses, and in discussions with Fruin he noted there is a survey that will be done to establish what the need is. The City hopes to find a company to begin the survey in the fall and they anticipate it will take up to two years to complete. Olmstead is concerned about that timeline, he has been visiting other commissions to gather input. He met with the Human Rights Commission and they see this as social justice issue, he visited with the Senior Center this afternoon and they are considering this, and he has sent out letters to request support to about 40 different agencies that represent the elderly and senior citizens in our community. Olmstead is asking everyone, including HCDC, to send a letter of support of the concept of extending the hours of buses including adding Sunday service. In the 2015 survey that was conducted by the Community Transportation Committee people indicated they could not take second or third shift jobs due to lack of transportation. Olmstead has heard that certain hotels in Iowa City and Coralville have their housekeepers spend the nights in the hotel on Saturday and Sunday evenings so they can be at work to clean rooms on Sunday and Monday mornings. Fixmer-Oraiz said she met with Darian Nagle-Gamm, the Transportation Director for Iowa City Transit, to get a sense of where they are with services and what the potential for offering extended or additional services. Nagle-Gamm said they are going through a comprehensive review process over the next year, they have a RFQ out now, and will be selecting a firm soon. They will also include a process of public input. Fixmer-Oraiz thinks it is important for HCDC to discuss this topic as transportation is key to the effect on affordable housing. Nagle-Gamm also noted the City is currently contracting for commuter bikes for the City to be in place by the fall. It will start in the downtown area but the hope is for it to grow into other neighborhoods. Housing and Community Development Commission June 21,2018 Page 7 of 8 Padron voiced her concern after the meeting with Nagle-Gamm it appears it will take quite some time before the City adds night and weekend service and it is needed now. Olmstead acknowledged the time issues, but added when they went through SEATS negotiations two or three years ago, SEATS asked the City to look at their services and a survey could have been done at that time, the problem has been an issue for some time and is not getting better, actually worse. He also noted the transportation director is going to be reviewing and looking at bus routes and seeing if any of those could be combined to better serve the community. Olmstead also notes in his letter to Council that due to the bus schedules many people cannot attend the City's festivals, or even fireworks, as there is no service after 6:30pm and none on Sundays. Not only does it limit participation but revenue for the City at these festivals. Padron noted the transportation director acknowledged the concerns but noted they have a limited budget so if they want to add services they will have to remove or reduce another service. Fixmer-Oraiz stated given the City is doing this RFQ process and wanting to conduct this survey, she would suggest they create a subcommittee of folks with disabilities or the elderly designated to be part of the process. Olmstead realizes this is a cost item, it will cost the City more money to increase their services, however he suggests some revenue sources could be bus advertising wraps (used in Davenport and Des Moines), his other idea is to charge persons with disabilities that now ride free at certain times be charged a minimal cost such as 50 cents. To use SEATS for a roundtrip is $4. Fixmer-Oraiz noted Nagle-Gamm stated the transportation system is highly subsidized so the ideas for generating revenue are real opportunities. Lehmann said he as invited Nagle-Gamm to come speak to HCDC and she will come once they have the RFQ complete and a consultant chosen. Olmstead noted the Johnson County Supervisors have discussed creating a regional bus system as well as transportation to Kirkwood Community College in Cedar Rapids and to the Eastern Iowa Airport. Fixmer-Oraiz noted Nagle-Gamm is a progressive director, she is strategic and willing to think outside the box so feels reassured as this moves forward what comes in the end will be best for Iowa City. Eastham moved to send a letter to City Council regarding Jonson County SEATS and City Bus contracts at their July 16 meeting. Padron seconded. A vote was taken and the motion passed 6-0 (Olmstead abstained). STAFF/COMMISSION COMMENT: Lehmann stated the Annual Action Plan has been submitted to HUD. The Healthy Community symposium is June 22. Olmstead shared information about houseiowa.org which Habitat for Humanity launched in an effort to create a universal portal for affordable housing in the State of Iowa. Lehmann acknowledged this was Olmstead and Congers last meeting, he thanked them for their service to HCDC. ADJOURNMENT: Eastham moved to adjourn. Conger seconded. Passed 7-0. Housing and Community Development Commission Attendance Record Name Terms Exp. 8/17 9/21 10/30 11/16 12118 1/23 2/15 3/15 4/19 5/24 6/21 Conger,Syndy 7/1/18 X X X O/E X X X X X X X Eastham, Charlie 7/1/20 X X X X X X X X X X X Fixmer-Oraiz,Vanessa 7/1/20 X X X X X X O/E X O/E X X Harms, Christine 7/1/19 X X X X X X X X X X X Lamkins, Bob 7/1/19 X O/E X O/E X X 0/E X O/E X O/E McKinstry,John 7/1/17 X X X X X X X X X X O/E Olmstead, Harry 7/1/18 X X O/E X X X X X X X X Padron, Maria 7/1/20 0/E X X X X X O/E O/E X X X Vaughan, Paula 7/1/19 X X X O/E X X X X X X X • Resigned from Commission Key: X = Present 0 =Absent 0/E =Absent/Excused -- =Vacant 08-07-18 ��_ .® CITY OF IOWA CITY 2 herancgirriat � MEMORANDUM Date: July 18, 2018 To: Mayor and City Council From: Stefanie Bowers, Staff Member to the Human Rights Commission Re: Recommendation from the Human Rights Commission At its June 19, 2018 meeting the Human Rights Commission made the following recommendation to the City Council: The Commission recommends that Council give consideration to the issues of transportation for the community, especially persons with disabilities, that were raised by Harry Olmstead in his letter, and that we share his concern about the social justice issues that are entailed. See attached letter. A vote was taken and the motion passed 9-0. Additional action (check one) x No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action Staff has prepared a Memorandum included in the Information Packet of April 30, 2015 for recommendation 2. S:RECform.doc ' Minutes APPROVED Human Rights Commission • June 19, 2018 Helling Conference Room Members Present: Jeff Falk, Joe Coulter, Adil Adams, Cathy McGinnis, Eliza Willis, Jonathon Munoz, Barbara Kutzko, Tahuanty Pena, Bijou Maliabo. Staff Present: Stefanie Bowers. Recommendation to Council: Yes, the Commission recommends that Council give ' consideration to the issues of transportation for the community, especially persons with disabilities, that were raised by Harry Olmstead in his letter, and that we share his concern about the social justice issues that are entailed. See attached letter. Call to Order: Willis called the meeting to order at 5:31 PM Approval of May 15, 2018 Meeting Minutes: Coulter moved to approve the minutes with two corrections; the motion was seconded by McGinnis. A vote was taken and the motion passed 9-0. Funding Request from Refugee and Immigrant Association: Funding in the amount of$400 is requested for an event to celebrate the courage, contributions, and resilience of refugees. Coulter moved to approve the funding request for$400; the motion was seconded by Adams. Motion passed 9-0. • Transportation Support Request: Harry Olmstead requested that the Commission advise Council to extend the transit hours of operation Monday thru Saturday, and also provide Sunday service. He cited that the current transit hours of operation create barriers to employment for those who work third shift and/or work on Sundays. Coulter moved that Council give consideration to the issues of transportation for the community, especially persons with disabilities that were raised by Harry Olmstead in his letter and that we share his concern about the social justice issues that are entailed, the motion was seconded by Munoz. A vote was taken and the motion passed 9-0. See attached letter. Strategic Planning Subcommittees: McGinnis*, Coulter(Public Safety); Adam?, Falk, Munoz (Community Outreach/Support); Falk, Willis*, Kutzko, Pena (Education); Falk*, Coulter, Adams, Pena (Housing). Asterisks note subcommittee chairs. Lending Disparities in Federal Mortgage Data: Falk, the City Manager, Assistant to the City Manager, and the Equity Director and Human Rights Coordinator met with representatives of Hills Bank and Trust on Friday, June 15. As a result of this meeting, Falk and the others learned that Hills sank was submitting its data in a different manner than other area banks. Specifically, Hills was treating all applications that were not originated with them as denials. Whereas, other area banks code applications that do not • 1 Minutes APPROVED Human Rights Commission June 19, 2018 Helling Conference Room originate by the reason it did not go through, for example, incomplete application or borrower declined. At this time, Falk noted that Hills Bank's mortgage numbers are in line with other area banks. Iowa City Pride 2018: Willis, Coulter, McGinnis, and Pena staffed a table at this community event held on June 16. It was by far the biggest turnout in years. Commissioners were able to sign up quite a few people for their listserv. Immigration Raid in Mount Pleasant Update: To date, all detainees were able to obtain legal representation either pro-bono or at a low cost. Some have been bonded out and others are not eligible for bond. The Eastern Iowa Community Bond Project is holding a training on Keeping ICE Out of Iowa on June 20. The event will be held at the Center for Worker Justice. Juneteenth: The Commission sponsored a youth art and essay contest as they have done in past years. Mariam Keita is the essay winner for 2018. There were no art submissions. Staff will work with Juneteenth organizers and chair Willis to present Ms. Keita with her plaque and award prize of $75. Human Rights Breakfast: The event will be held on October 24. The Commission voted to have Tammy Nyden,.a professor at Grinnell College and an advocate for persons with mental illness, deliver the keynote address. Coulter moved, and Munoz seconded. Motion passed 9-0. Coulter moved, and Munoz seconded for Dr. Maureen McCue to be asked to speak if Tammy Nyden is not available. Motion passed 8-0 (Falk abstained). Reports of Commissioners: • Coulter: the Center for Human Rights is seeking people to teach courses at Oakdale Medical and Classification Center. McGinnis: recently attended a Crisis Intervention Training that is part of a jail diversion program. Adams spoke on the holy month of Ramadan and the following Eid al-Fitr holiday. Munoz mentioned an upcoming event being hosted by the League of United Latin American Citizens (LULAC) and the Eastern Iowa Community Bond Project being held at Big Grove on June 24. • 2 • Minutes APPROVED Human Rights Commission June 19, 2018 Helling Conference Room Falk recently viewed the film The Survivors Guide to Prison and would recommend others watch it. • Willis plans on arranging for the League of Women Voters to have a table at the upcoming Juneteenth event to register more voters of color. Reports of Staff: Healthy Neighborhoods Symposium is scheduled for Friday, June 22 and the Annual Americans with Disabilities Act Celebration will be on Saturday, July 21. It is.sponsored by The Arc. Adjaurnment: Motion to adjourn at 7:23 PM. The next Commission meeting will be on Tuesday, July 17, 2018. • • • • 3 Member Attendance Sheet Member Term 1/9 1/23 2/28 3/20 3/29 4/17 5/15 6/19 7/17 8/21 9/18 10/16 Exp. Maliabo 1/2021 ---- ------ ------- Present McGinnis 1/2021 Present Present Present Present Present Present Present Present Munoz 1/2021 Present Present Present Present Present Present Excused Present Kutzko 1/2020 Excused Present Excused _ Present Present Present Excused Present Falk 1/2020 Present Present Present Present Present Present Present Present Pena 1/2020 Present Present Present Excused Present _ Present Excused Present Coulter 1/2019 Present Present Present Present Present Present Present Present Adams 1/2019 Present Present Present Present Present Present Present Present Willis 1/2019 Present Present Present Excused Present Present Present Present • 4 Stefanie Bowen From: HARRY OLMSTEAD charryo3©aol.com> Sent: Tuesday,May 29,2010 2:15 PM To: Stefanie Bowers Subject Request letter of support • Dear Organization Leader: In a few months Iowa City and Coralville will be in contract negotiations with the Johnson County Board of Supervisors for para-transit (SEATS) service.We must insist and encourage late night.service for those getting off of work late or working third shift jobs,also our communitties have wonderful festivals ie:Jazz Fest, Fry Fest,Art Fest, 4th of 1ulyFireworks, Book Fest, Soul Fest and many more,however persons with disabilities who depend on SEATS have to leave early on Friday and Saturday evening (due to service ending at 6;30 pm) and unable to participate on Sundays. I request that your board of directors send a letter to Iowa City Council, Coralville City Council,Johnson County Board of Supervisors and please copy me. Furthermore,because of concerns coming from marginalized persons in our community who need City bus service schedualed hours extended including late night service and Sunday service for the same concerns mentioned earlier in this email. We must also support the need for City bus service and in your request please include this in your letter, Iowa City says they will be doing a bus needs survey which they indicate will take at least 3 years to complete, but we need the services now and not wait further. If you have any further questions call me at 319-855-2666 or email me at this address. Sincerely, Harry Olmstead • 5:-Ili ICtlb ^..:I; V.roiw AUL and mell,mobile.aol.com 1 os�_. 2b(4) I. ft IOWA CITY 0-41p PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 aw<—Susan Craig•nom 3193565200•ru 319-3565191.wwwJcpl.org BOARD OF TRUSTEES Minutes of the Regular Meeting FINAL APPROVED June 28, 2018 Members Present: Diane Baker, John Beasley (5:01 pm), Kellee Forkenbrock, Adam Ingersoll (by phone), Carol Kirsch, Robin Paetzold, Jay Semel. Members Absent:Janet Freeman, Monique Washington. Staff Present: Terri Byers, Maeve Clark, Susan Craig, Kara Logsden, Anne Mangano, Patty McCarthy, Elyse Miller, Brent Palmer,Jason Paulios, Angela Pilkington. Guests Present: None. Call Meeting to Order. President Semel called the meeting to order at 5:00 pm. Public Discussion. In response to a request from Jason Paulios that a staff member be added to the Director Search Committee, President Semel stated that the Bylaws give the authority for the makeup of any Committee to the Board President and he decided not to change the Committee. Approval of Minutes. The minutes of the May 24, 2018 Regular Meeting of the Library Board of Trustees were reviewed.A motion to approve the Regular Minutes was made by Paetzold and seconded by Kirsch. Motion carried 7/0. Items for Discussion/Action. Evaluation of Director. Craig requested the meeting be closed for the purposes of her personnel evaluation.Voice vote: Baker, Beasley, Forkenbrock, Ingersoll, Kirsch, Paetzold, Semel.Voice vote aye by all present. Meeting closed at 5:03 pm. President Semel reconvened the meeting at 5:06 pm. Beasley, representing the Evaluating Committee, recommended the maximum increase permitted by the City for Craig.A motion to grant the maximum raise permitted by Iowa City, an increase of 2.6%to Craig's salary, was made by Beasley and seconded by Forkenbrock. Motion carried 7/0. Accept work on project to remodel Computer Lab. Delayed again. Move to July. Board Annual Report. Every City Board and Commission makes a report to the City each year. Craig reviewed the actions the Board took on their stated goals in last year's report. Craig will draft a report for final approval at the July meeting. Accomplishments this year include beginning the Director Search, 1 Digital Media Lab renovation, Staff picks, website redesign. Paetzold believes we made progress on last year's goals and shared some suggestions for the new report. Semel asked if there are any gaps the Board should be moving on in the current year. Craig said with a new director coming on there are typically smaller things to work on as the person begins a big job. Craig recommended a formal agreement be drafted with the Iowa City UNESCO City of Literature regarding their use of library space. There is no formal agreement now. Beasley doesn't wish to burden a new director with a laundry list of things for which they have had no input. Beasley suggested a brief summary of goals. User Survey Data. Craig wanted to be sure the Board saw the results of the surveys conducted in March from downtown, online, and the bookmobile. Craig said people are using all of our services. Paetzold asked about reserving study rooms for job interview,for example.We currently do not reserve the rooms, however, we have changed the length to two hours that someone can occupy a room. Semel noted the disparity between some staff being called friendly and others not. He wonders what staff are told about friendliness. Logsden said we do regular customer service training and look at our procedures to make the library easier to use. Kirsch said comments are always fun to read. Staff Reports. Director's Report. Craig reminded people there would be a Special Board meeting at 4:15 pm on Thursday,July 12,to meet with the Director Search Committee. Logsden passed out the magnetic picture frame giveaway for the Public Libraries of Johnson County (PUC) booth at this year's Johnson County Fair. RAGBRAI is coming to Iowa City; another huge downtown event.ICPL will not have special hours for RAGBRAI as we close at 8:00 pm that night.There will be movies in Meeting Room A until 9:00 pm. Bicycle related movies will be screened all day at the library. Craig said nearly 3,000 people came into the building from 5:00-10:00 pm during last week's Downtown District Block Party. Staff noted it quiets down in the main part of the library after 8:00 pm.It's been a busy summer with 6,172 people at children's programs in June. Craig remarked on the quality family programming we are able to bring to Iowa City to everyone. Departmental Reports: Children's Services. Very busy. Collection Services. Mangano reported two historic maps have been restored and framed. Semel recommends a tour of these items. IT. No comments. Development Office Report. McCarthy thanked Robin Paetzold and Diane Baker for helping sell a ton of raffle tickets at the Rock and Read event at The Mill. $1,100 was raised from nearly 75 people. McCarthy reported a great orientation with Kellee Forkenbrock and the other new Friends Foundation Board members. McCarthy reminded everyone June 30 is the last day to donate to the ILA campaign to restore a library in Puerto Rico; a big cash donation was received today. Spotlight on the Collection. No comments. Miscellaneous. No comments. 2 President's Report. Semel discussed membership of the Director Search Committee. He decided to keep the membership as it is. He believes it is the most efficient, fair, and appropriate way to select the next director. He has confidence in the Committee and thinks library staff and other board members can make their comments known and will have ample opportunity to meet candidates and make comments. Semel suggested future discussion of Bylaws and two issues he thought the Board should consider long term. One is the authority of the President to appoint committees, and the other is the issue of whether members of the Nominating Committee can be on a proposed slate of officers.Another issue is providing more clarification about the director evaluation process. Semel suggested the Board look at the Bylaws to see if any changes need to be made. Craig said the policy is up for review in FY19. Semel said it is his last meeting as President and it has been a great adventure. "Life's a shipwreck, save what you can." Announcements from Members. Beasley recommends the Bylaws be comprehensively reviewed but not immediately as the new director is just coming on. Beasley wishes to express his appreciation to Johnson County for their support. Craig explained that this represents the County's contract for services. with ICPL. It is an important part of our budget. Paetzold, as the Board's County Representative will acknowledge this. Beasley thinks we take programs and shows available in Iowa City for granted sometimes and gave the example of the City of Literature's MusiclC "Dark Side of the Moon" program at the Englert. Committee Reports. Foundation Members. Baker said the Board met on May 30.The Rock and Read event was announced. They approved a donor privacy policy. McCarthy explained the practice has been to not share our email list; it was practice and now it has been formalized into policy. There was a report on self-assessment surveys;the first year they've self-evaluated. Finance committee reported a positive situation. Hills Bank has asked us to formally provide parameters for their investing for the FF. Governance committee presented a slate of new officers; President, David Bright; Laura Ebinger, President-Elect Catherine Erickson, Secretary;Jeff Rudolph, Treasurer; Chris Vincent, Book End Chair. There have been quarterly meetings for the past couple of years and it was decided the FFB would meet 6 times a year with a slightly different schedule to better coincide with events. Semel asked about the self-assessment. The goal was to improve the experience of FFB members; it covered all aspects of Board participation;to identify expectations, preparedness, participation in fundraising. Paetzold asked about the process and if there was anything about it she would adjust. McCarthy liked the process.The survey was anonymous and handed in to committee chair at a Board meeting. Director Search Committee. Paetzold said they met this month. Surveys should be coming soon. Paetzold acknowledged the issue of staff participation in the process and how to be most inclusive and how to respect staff expertise.When the consultants visit there will be staff-only focus groups, all staff will receive a survey and later there will be opportunities for staff to meet candidates and share feedback. Communications. None. 3 Disbursements. The MasterCard expenditures for May, 2018 were reviewed. A motion to approve the disbursements for May, 2018 was made by Ingersoll and seconded by Kirsch. Motion carried 7/0. Set Agenda Order for July Meeting. Consultant visit. NOBU Budget. Board Annual Report. Adjournment. A motion to adjourn the meeting was made by Ingersoll and seconded by Baker. Motion carried 7/0. President Semel closed the meeting at 6:08 pm. Respectfully submitted, Elyse Miller 4 Board or Commission:ICPL Board of Trustees ATTENDANCE RECORD 12 Month Meeting Date Name Term 3 10/26/17 11/06/17 11/16/17 12/4/17 12/21/17 1/25/18 2/22/18 3/22/18' 4/26/18 5/24/18. 6/28/18 7/26/18 _ .. . Expiration _. Diane Baker 6/30/19 X X X x X X 0 o/E. X X X X John Beasley 6/30/21 x X 0/E X 0 X X X X x X X Kellee 6/30/23 X X 0 O/E X X X X X 0/E X X Forkenbrock Janet Freeman 6/30/19 X X X X X O/E X X X x O/E O/E Adam Ingersoll 6/30/21 0 X X O/E O/E X O/E X X x X x Carol Kirsch 6/30/23 X X X X X O/E X X X X X 0/E Robin Paetzold 6/30/23 X X X X X X X O/E X X X X Jay Semel 6/30/19 X X X X X X X X X X X X Monique 6/30/21 X 0 X X 0 X X X X 0 0 X Washington KEY: X= Present 0=Absent 0/E=Absent/Excused NM= No meeting 0808 2b(5) 4.1 I I I rfi IOWA CITY 'yapPUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 Nemo Susan(Mg•nor 319-356.5200.FAA 319.3565194•wwwicpl.ag BOARD OF TRUSTEES Minutes of Special Meeting FINAL APPROVED 4:15 pm- 2nd floor Board Room July 12, 2018 Members Present Diane Baker, John Beasley, Kellee Forkenbrock (in at 4:21 pm), Carol Kirsch, Robin Paetzold,Jay Semel Monique Washington Members Absent Janet Freeman, Adam Ingersoll. Staff Present: Maeve Clark, Susan Craig, Kara Logsden, Elyse Miller, Brent Palmer,Jason Paulios. Guests Present:Jobeth Bradbury, Karen Miller, Bradbury Miller Associates. Call Meeting to Order. President Paetzold called the meeting to order at 4:19 pm. Accept work on project to remodel the Computer Lab. The contractor has completed work on the project.A motion to approve the final payment was made by Baker, and seconded by Washington. Motion carried 6/0. Library Director Executive Search Consultants. The Board hired consultants Bradbury Miller Associates (BMA) to assist with the hiring of a new director. Jobeth Bradbury introduced herself and described a bit about the firm. BMA performs library only searches, primarily public library director searches.They conduct 18-20 searches per year and just completed the director search for Des Moines Public Library. Karen Miller introduced herself and the Board members introduced themselves. BMA provided an agenda for this meeting. Confirm structure for the search. There was discussion about the work of the search committee,when its job ends and when the full board takes over. Bradbury said they have seen searches conducted a number of ways; most often there is a smaller search committee;they have also seen the full board serving as the search committee. Beasley would like access to all the applicant information, as does Washington. Paetzold thinks we need to discuss this with the Assistant City Attorney and Human Resources. Semel asked what this means for privacy if the whole board is the committee. Bradbury said applicants must request their materials be addressed in closed session otherwise their materials will be considered at an open meeting. Bradley believes interviews may be conducted in closed session. Craig affirmed this but will double-check. Beasley explained he joined the board to participate fully in important decisions and hiring a new director is probably one of the most important things the board does. He would object to not receiving all of the materials included in the search process. Paetzold said this would be discussed at the next Board meeting. Washington asked if the finalist in the Des Moines search was from Iowa and how long the process took. Bradbury said the person was from Iowa and the process took three months. Bradbury described the If you will need disability-related accommodations in order to participate in this meeting,please contact Elyse Miller, Iowa City Public Library, at 319-887-6003 or eIvse-miller(a.icpl.ora. Early requests are strongly encouraged to allow sufficient time to meet your access needs. application requirements: a cover letter, resume, completing a questionnaire tailored to our library; phone conversations with each applicant, electronic searches on all applicants, and street recognizance through 9/23/18. All of this information is uploaded to DropboxTM, plus a spreadsheet, and complete candidate list for the Board to review. Tentative schedule. BMA propose to return October 9, 5:30 pm to 7:30 pm to select seven to nine semi- finalists for the first round of interviews. Forkenbrock asked what criteria has appealed to committees in other searches. Bradbury said experience and current work. Kirsch asked if the consultants share feedback from other stakeholders with the board. Karen Miller said it takes a little time to assemble the report but there will be a report. Semel would like to see a before-and-after job advertisement. BMA said they will provide a survey report, staff session summary, and community stakeholder report from this week's meetings. BMA recommends two, four-hour blocks for semi-final interviews, tentatively scheduled for October 16, 2018, 1 pm to 5 pm and October 17, 2018, 9 am to 1 pm.They will send eight draft questions that candidates will answer in 30 minutes. BMA are the timekeepers and make sure the electronic connection works. The next step in the process is to prepare the advertisement.It should be available for Board approval at the July 26, 2018 meeting.An draft will be available before then. Recruitment will take place through September 23, 2018. Final interviews. These are tentatively scheduled for October 29, 2018 and October 30, 2018. All of the final candidates are on-site for two days. Typically there is a tour of the library, a tour of the community, and meetings with different staff groups for casual conversation.There is a feedback mechanism for anyone interacting with finalists.The full Board interviews the finalists on October 30, 2018. BMA said other searches have included a public forum the first evening. Each candidate has a topic and twelve minutes to do a presentation;the candidates then form a panel to answer questions posed by audience members which BMA moderates. Semel asked Craig how important it has been to her career to do public speaking. Craig said it is important; the director is the face of the library. Forkenbrock out at 5:15 pm. Karen Miller said the survey is still open and will be for a little while. She discussed the results so far,which were distributed to the group in a document. Bradbury thinks requiring eight years of experience seems a lot. She believes it will decrease the candidate pool by eliminating applicants who are younger or have had other work experience. Craig said she will check the job descriptions of other City jobs in the pay range. Semel wanted to know the qualifications one needs to be at the top of the paygrade. He also asked if there can be input on the questions the applicant panel will answer. Beasley asked Paulios if the union was okay with the process. Adjournment.A motion to adjourn the meeting was made by Kirsch and seconded by Semel. Motion carried 6/0. President Paetzold closed the meeting at 5:34 pm. Respectfully submitted, Elyse Miller If you will need disability-related accommodations in order to participate in this meeting,please contact Elyse Miller, Iowa City Public Library, at 319-887-6003 or elyse-miller(ajcpl.orq. Early requests are strongly encouraged to allow sufficient time to meet your access needs. Board or Commission:ICPL Board of Trustees ATTENDANCE RECORD 12 Month Meeting Date _.. Name Term 10/26/17 11/06/17 11/16/17 12/4/17 12/21/17 1/25/18 2/22/18 3/22/18 4/26/18 5/24/18 6/28/18" 7/26/18 Expiration Diane Baker 6/30/19 x X X X X X 0 0/E X X x X John Beasley 6/30/21 X X O/E X 0 X X X X X x X Kellee 6/30/23 X X 0 0/E X X X x X 0/E X x Forkenbrock Janet Freeman 6/30/19 X X X X X O/E X X X x 0/E 0/E Adam Ingersoll 6/30/21 0 X X O/E O/E X O/E X X x x X Carol Kirsch 6/30/23 X X X X X O/E X X X X X 0/E Robin Paetzold 6/30/23 X X X X X X X O/E X X X X Jay Semel 6/30/19 X X X X X X X X X X X X Monique 6/30/21 X 0 X X 0 X X X X 0 0 x Washington KEY: X=Present O=Absent O/E=Absent/Excused NM =No meeting 08-07-18 2b(6) IOWA CITY PARKS &RECREATION COMMISSION MINUTES APPROVED JUNE 13,2018 RECREATION CENTER—MEETING ROOM B Members Present: Suzanne Bentler, Steve Bird, Wayne Fett, Ben Russell, Angie Smith, Jamie Venzon,Joe Younker Members Absent: Cara Hamann, Lucie Laurian Staff Present: Chad Dyson, Zac Hall,Juli Seydell Johnson Others Present: Whitney Springer CALL TO ORDER Chairman Younker called the meeting to order at 5 p.m. INTRODUCTION Seydell Johnson introduced Diana Dovenspike to the commission.Dovenspike is an Events Planning Intern for the Parks and Recreation Department. Dovenspike explained that she is a master's student at the University of Iowa working toward a Sport & Recreation Management degree. She has been working closely with the RAGBRAI committee as well as planning events for the Farmers Market. She said that her favorite event to date was the soft opening of Riverfront Crossings Nature Play area held on Tuesday,May 29. The contractors and crews were invited to bring their families to the event. The nature play area was very popular with kids and adults alike. She announced that she will be planning a Lazy Days of Summer 5K later in the summer. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None OTHER FORMAL ACTION: Moved by Smith,seconded by Fett to approve the April 11,2018 minutes as written.Passed 7-0 (Hamann&Lucian absent) PUBLIC DISCUSSION None IOWA WALKING COLLEGE REPORT Seydell Johnson introduced Whitney Springer to the Commission. Springer was a former AmeriCorps volunteer for the department. She explained that the Iowa Walking College is an education program designed by the Healthiest State Initiative, where fellows explore ways to improve walkability in their community. Springer is representing Iowa City and invited all to participate in a walking audit on Sunday, June 17 at 8 a.m. The location for this walk will be along Burlington St.The audit will take approximately PARKS AND RECREATION COMMISSION June 13,2018 Page 2 of 6 2 hours with a 1-mile walk included. Springer provided links to visit to get more information about the Iowa Walking College and Iowa City's current"Walk Score." Those sites are as follows: http://www.iowahealthieststate.com/resources/communities/walkability/iowa-walking-college https://www.walkscore.com/IA/Iowa City REPORT ON ITEMS FROM CITY STAFF Parks&Recreation Director—Juli Seydell Johnson: • No Smoking Signs in Parks: Seydell Johnson reported that a member from the public expressed concern about there not being enough signage in the parks. At this time, signs are placed near shelters and youth athletic fields.After meeting with the City Attorney and the City Manager,the State Code states that no tobacco signs must be placed at the entrance of any no smoking areas. Staff determined that the designation of a specific entrance to each park would be considered the main entrance.No smoking signs will be added to these locations.There will be additional signs placed in the larger parks. Staff will begin with the larger parks and then go to smaller neighborhood parks.This will take a few months to complete. • Parks&Recreation Foundation: Seydell Johnson updated the Commission on the Parks and Recreation Foundation funds. She reminded commission members that these funds are held at the Community Foundation of Johnson County and that there is both an endowment fund and a charitable giving fund. She stated that the funds earmarked for the dog park are being used to purchase the solar lighting for both Thornberry and Rita's Ranch dog parks. The swim scholarship fund will continue to grow and will be used to offer scholarships to those in need. Seydell Johnson announced that the Foundation just recently received a$10,000 donation for the Riverfront Crossings Park.These funds may be used to provide more shade at the park,as the trees are not large enough yet to provide cover. It may also be used for an outdoor ping-pong table and other outdoor activities.The funds designated to local foods has been used to place water lines to the community garden spaces. Memorial bench funds are held in this account until the benches are ordered and arrive. She also announced that the endowment fund continues to grow slowly.This is the fund that was started by Pete and Dee Vanderhoef.These funds cannot be drawn from until they reach$100,000. It has now reached that point; however, it will not yet be used. Seydell Johnson said that she will be hiring a second intern during the fall semester. She plans to have that person get familiar with the foundation administration as well as possibly rejuvenate fund raising efforts for future parks and recreation projects. • RAGBRAI Update: Planning continues and is going well. There are lots of committees taking care of specifically assigned tasks. She reminded commission that there are a lot of volunteer opportunities on the RAGBRAI website. • Art Proiects: Seydell Johnson explained that Backyard Abundance has been meeting with renters of the Chadek Green Gardens.The plots will be reconfigured prior to next season.The Public Art Committee has given funds for a public art piece to be placed in the center of those gardens, hopefully this fall.The Public Art Committee has also sent out a call to artists to create an art project for the farmers market,either at the Washington Street entrance or possibly something inside the ramp.The goal is to brighten up the space.That project will likely begin in late summer or early fall.Younker asked what the Chadek Green plans entail. Seydell Johnson explained that there will be walkways,raised beds, as well as varying sizes of plots offered. PARKS AND RECREATION COMMISSION June 13,2018 Page 3 of 6 Recreation Division Superintendent—Chad Dyson • Dyson reported that the department is in full summer mode with summer camps,playgrounds, . teen dynamics and other program beginning this week. Staff have been busy with training sessions for summer employees. He stated that staff will work in cooperation with the library on teen programming. Staff is also working on the first draft of the fall activity guide. • Dyson reported that from a project standpoint, lighting at baseball fields will take place soon. The Boys Baseball Organization will be purchasing the lights and donating to the City. He also noted that the footings for the solar lights at the dog park have been poured. He also reported that Mercer Park Aquatic center has been shut down for a couple of weeks as contractors work on the air conditioning system. Seydell Johnson announced that Amanda Opitz,the Communications Supervisor for the department will be resigning in July. She and her husband are moving to Little Rock, Arkansas after he was offered a fellowship for a magazine.Applications will be taken for this position through July 2. Parks Division Superintendent—Zac Hall: • Hall reported that fields A,B,&C at City Park have been removed and heavy seeding is taking place now. • Hall noted that bike racks will be placed at Thornberry as the request of Frisbee golfers. • Hall announced that students from Southeast Junior High again painted the Longfellow tunnel. Staff is very pleased with the outcome. CHAIRS REPORT: Younker said that while he was not able to attend the Pheasant Hill Ribbon Cutting Ceremony,he heard a lot of great feedback. Seydell Johnson said that there was a nice turnout. COMMISSION TIME/SUGGESTIONS FOR FUTURE ATENDA ITEMS None ADJOURNMENT: Moved by Bentler,seconded by Fett,to adjourn the meeting at 5:28 p.m. Motion passed 7-0. (Hamann&Lucian absent). PARKS AND RECREATION COMMISSION June 13,2018 Page 4 of 6 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD KEY: X= Present O= Absent O/E= Absent/Excused 0o NAME C - C I t,::( I c o '4 m co opo TERM ao o i -o —4 n a to EXPIRES N '" '" '" , c 0 0 O Suzanne 1/1/17 X X X X X X O/E X X O/E NM X Bentler Steve Bird 1/1/22 * * * * * * X X O/E X NM X Larry Brown 1/1/18 X O/E X X X X * * * * * * Clay 1/1/18 X X X X X X * * * * * * Claussen Wayne Fett 1/1/19 X X X X O/E X X O/E X X NM X Cara 1/1/20 X X X X O/E X X X X X NM X Hamann Lucie 1/1/10 * O/E X O/E O/E X X X O/E X NM X Laurian Ben Russell 1/1/22 * * * * * * X OLE X X NM X Angie Smith 1/1/18 X X X O/E X X X X O/E X NM X Jamie 1/1/20 X X X X O/E X O/E X O/E X NM X Venzon Joe Younker 1/1/20 X X X X X O/E X X X X NM X NM= No meeting LQ= No meeting due to lack of quorum *= Not a member at this time 08-07-18 r_,.®�, CITY OF IOWA CITY 2b(7) - 'erEtti MEMORANDUM Date: July 6, 2018 To: Mayor and City Council From: Bob Miklo, Planning & Zoning Commission Re: Recommendations from Planning &Zoning Commission At their June 7, 2018 meeting the Planning & Zoning Commission approved the May 17, 2018 minutes with the following recommendation to the City Council: By a vote of 7-0 the Commission recommends approval of an amendment to the Comprehensive Plan Annexation Policy to add a section pertaining to affordable housing as described in the Staff Report. Additional action (check one) No further action needed Board or Commission is requesting Council direction _X_ Agenda item will be prepared by staff for Council action - Done MINUTES APPROVED PLANNING AND ZONING COMMISSION MAY 17, 2018—7:00 PM—FORMAL MEETING EMMA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Carolyn Dyer, Ann Freerks, Mike Hensch, Phoebe Martin, Max Parsons, Mark Signs, Jodie Theobald MEMBERS ABSENT: STAFF PRESENT: Sara Hektoen, Bob Miklo OTHERS PRESENT: John McKinstry, Michelle Swanson, Sara Barron, Andrew Bockenstedt, Joel Kline, Don Cochran, Shannon Patrick, Alex Carrillo, Charlie Eastham RECOMMENDATIONS TO CITY COUNCIL: By a vote of 7-0 the Commission recommends approval of an amendment to the Comprehensive Plan Annexation Policy to add a section pertaining to affordable housing as described in the Staff Report. CALL TO ORDER; Freerks called the meeting to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. REZONING/DEVELOPMENT ITEM (REZ18-00013/SUB18-00006): Discussion of an application submitted by North Dubuque, LLC for a rezoning of approximately 73.15 acres of land from Interim Development- Low Density Single- Family (ID-RS)zone, Low Density Single-Family (RS-5) zone, and Planned Development Overlay/ High Density Single- Family Residential (OPD/RS-12) zone to Planned Development Overlay/ High Density Single- Family Residential (OPD/RS-12) zone for approx. 50 acres of property and Planned Development Overlay I Highway Commercial (OPD/CH-1) zone for approx. 23 acres of property. The applicant is also requesting approval of the preliminary plat of Forest View, a 73.15-acre subdivision, located north of Foster Road, south of 1-80, west of N. Dubuque Street, east of Mackinaw Drive. Freerks stated the applicant has requested that this item be deferred to the June 7 meeting, and the intent of the Commission is to have no discussion, deliberation or decision making on item this evening however she will open the public hearing if someone wants to make a statement. Miklo stated Staff has received a revised plan they are reviewing, the goal is to work with the applicant to have it in order for review on the June 7 meeting. Freerks opened the public hearing. Planning and Zoning Commission May 17, 2018 Page 2 of 16 John McKinstry(308 Ronalds Street) announced he is only speaking for himself as a citizen of Iowa City. For many years when he was the pastor at First Christian Church the hosted a Head Start Program that served mainly the families of Forest View Mobile Home Park. McKinstry is speaking in favor of the redevelopment plan presented by North Dubuque LLC and Blackbird Investments. A few weeks ago he heard Richard Rothstein speak of his recent book The Color of Law in which he documents how explicitly federal policy for several decades intentionally segregated neighborhoods by race. The close ties between racial, ethnic and economic segregation have meant that as housing costs have risen dramatically in Iowa City, and all of Johnson County, racial segregation has recently increased, as documented in the January 2017 report of The University of Iowa Public Policy Center. A University of Toronto study ranked Iowa City at the 14'h most economically segregated out of 350 metro areas in the United States. McKinstry stated racially and economically diverse neighborhoods help support strong schools, rising property values, and healthy community. McKinstry does not want to call anyone in this room this evening a racist but he does believe unless they take public policy steps such as moving away from exclusionary zoning toward inclusionary zoning and form-based neighborhood design and allowing smaller lots and smaller dwelling footprints, we will perpetuate the results of historic racism for black and Hispanic families. The proposed redevelopment plan offers a path to homeownership for many families which is not now available, home ownership stabilizes social ties, strengthens schools and supports property values. These homes would meet the same safety and quality standards that any new home in Iowa City must meet, homes that are not decent and safe are not affordable, studies continue to show again and again affordable housing is not a burden on cities or taxpayers, but rather increases property values and tax revenues. McKinstry stated the proposed redevelopment will be beneficial to the residents of Forest View, to the entire neighborhood, and to the entire City and County so he urge its approval. Michelle Swanson (727 Mission Point Road) understands the Commission is not going to discuss this item this evening but had spoken with city staff last week and shared some questions and wanted the Commission to know that several of the neighborhood associations have questions regarding this proposal and will share them at the June 7 meeting. City staff was very helpful in answering questions when they met last week. The concerns are traffic, stormwater runoff, safety, lightening, noise and when they discuss quality of life they are not just speaking of their quality of life but she has driven through Forest View and she feels for the residents as they are not currently being well taken care of. Swanson said that City staff did explain how in the current Forest View some things have been grandfathered in as this mobile home park has been in existence for so long, but Swanson finds this very sad these folks are living in this environment. She believes neighbors are concerned these will be people they welcome into their lives, their children's lives, and are hoping they will have a neighborhood worthy of being a human being in Iowa City. We, Iowa City, should not be looking to just cram as many people as we can in a very high-density area, but rather help them accumulate into the Peninsula and will blend well and fit well and not disturb the natural flow of the area. It will be extremely difficult for the neighbors to feel part of the rest of the Peninsula if they are treated like this. Swanson hopes this new rezoning plan can be win-win, she said in conversations with Ed Cole he noted their home values will decrease and that was alarming to her. She asked if their properties would be reassessed and their taxes go down if indeed the home values go down, Ed Cole told Swanson the home value would come back in 5 to 10 years. Additionally she is Planning and Zoning Commission May 17, 2018 Page 3 of 16 curious what accountability there will be for her new neighbors to keep the new neighborhood from turning into the same situation they are living in now. Will they be financially able to upkeep yards and homes? Swanson hopes the Commission will take into consideration not only what is concerning to the existing neighborhoods, but also for the new neighbors and to not ask them to do something they are not able to do and not put them in a losing situation and give them a change to thrive. Swanson doesn't believe the current plan she has seen is fair to the people of Forest View. Swanson gave additional questions from neighbors to Miklo so they can become public record and addressed at that next meeting. Sara Barron (1903 Grantwood Street), director Johnson County Affordable Housing Coalition, wanted to make note on a couple issues with this rezoning project. One, there are mountains of research showing affordable housing developments do not lower property values (and she will share that with Mr. Cole) and secondly she noted the current residents of Forest View have been instrumental in helping with designing what they want for themselves in the new neighborhood and have been very active in advocating for what they need in their new neighborhood. Therefore Barron said there should be no concern that the current residents of Forest View's voices are not being heard. All they need now is for the other neighborhoods to welcome them in as part of the community. Freerks closed the public dicussion. Signs moved to defer REZ18-00013/SUB18-00006 until the June 7 meeting. Parsons seconded the motion. A vote was taken and the motion passed 7-0. REZONING/DEVELOPMENT ITEM (REZ18-00005/SUB18-00005): An application submitted by Bedrock, LLC for a rezoning of approximately 18.03 acres from Interim Development Multifamily Residential (ID-RM) zone to Planned Development Overlay/Low Density Single Family Residential (OPD/ RS-5)zone and Planned Development Overlay/Low Density Multifamily Residential (OPD-12) zone and a preliminary plat of Cherry Creek Subdivision, a 17-lot, 18.03-acre residential subdivision located east of S. Gilbert Street& south of Waterfront Drive. Miklo noted the property is on the east side of Gilbert Street, west of Cherry Avenue and is pretty heavily wooded. The proposal is to rezone most of the property to RM-12 Low Density Multifamily Residential and a portion to be rezoned to RS-5 Low Density Single Family Residential and both are proposed to have a Planned Development Overlay Zone. The plan also includes a preliminary plat and Sensitive Areas Plan, the plat would include the extension of Cherry Avenue to Gilbert Street and a new local street, Toby Circle, which would provide access to the single family lots and townhouse lots. The Planned Development includes a variety of housing types such as single family lots in the southern and eastern portions of the property, a series of 31 townhouses towards the middle and then two 36-unit apartment buildings on Gilbert Street. Miklo stated the property does contain critical and protected slopes and woodlands, and some of those environmentally areas will, and have been, disturbed. There will be areas of the property that will be protected through the Sensitive Areas Plan even after the grading is complete for stormwater management. Miklo showed photos of the area noting Planning and Zoning Commission May 17, 2018 Page 4 of 16 that staff as well as the City Engineers visited this property earlier this year and do feel the erosion in the area needs to be addressed and the stormwater management facilities may be a way of doing that. Miklo stated in terms of the Planned Development Overlay there are several items that must be considered. One is density, he noted the Comprehensive Plan shows this property as appropriate for 2-8 dwellings per acre. With the amount of open space left, this plan will achieve 7-8 units per acre so within the guidelines in the Comprehensive Plan. Another item to consider is if a development will burden existing streets and utilities and it is felt by the transportation planners that most of the traffic will use Gilbert Street, which is an arterial street, with more than sufficient capacity for a development of this size. Miklo acknowledged some of the traffic will likely go to the east and use Sandusky Drive, a collector street that goes to Keokuk Street and both of those have sufficient capacity for this development. One of the goals noted in the Comprehensive Plan is the extension of Cherry Avenue from Sandusky to Gilbert Street to provide some traffic relief and an alternative street access for the Pepperwood subdivisions. This street connection also will improve access for emergency and service vehicles. Miklo noted the sanitary sewer and water service are available to this property, and the proposed stormwater facilities are believed by City Engineers to correct a serious erosion issue existing in the ravine. The next item to consider is if the development will not adversely affect views, light and air, property values and privacy of neighboring properties any more than would a conventional development. Miklo stated in this particular case, the single family lots will provide a transition from the existing single-family homes within the Pepperwood Addition to the townhouse style buildings and the larger apartment buildings to the west. The buildings proposed in this plan do not exceed the height limits, will comply with the multifamily building design standards and are broken down into smaller modules with balconies and different materials in order to minimize the large scale of the buildings. Next question is if a combination of land uses and building types and any variation from the underlying zoning requirements or from City street standards will be in the public interest, in harmony with the purposes of this Title (meaning the Zoning Code), and with other building regulations of the City. Miklo stated that in this case, unlike other planned developments, the applicant is not asking for any waivers (e.g. setbacks or height), there is a proposal for reduction of the standard collector street width of 31 feet down to 28 feet on Cherry Avenue. Staff recommended this reduction to provide traffic calming for Cherry Avenue, which will carry traffic from Sandusky Drive to Gilbert Street. Traffic circles are also proposed on Cherry Avenue in two locations where it will intersect with Toby Circle. The intent is allow Cherry Avenue to provide neighborhood street connectivity, but to discourage its use a cut through and to calm speeds of vehicles using the street. Staff finds that the proposal to reduce the pavement width from 31 feet to 28 feet is reasonable given the goal of traffic calming for this street. Miklo stated for Planned Developments they must also consider pedestrian networks and facilities. He stated all the buildings will have access to public sidewalks, the sidewalk on Gilbert Street may need to be reconstructed due to erosion over the years. Also public open space must be considered, a development of this size would be required to dedicate one acre of open space or pay fees in lieu of. The Parks and Recreation Commission will review this application and make a recommendation regarding the dedication of open space or fees. However, given the steep topography of this area it is unlikely that there is land that is suitable Planning and Zoning Commission May 17, 2018 Page 5 of 16 for a public park. Staff recommends that fees be collected in lieu of the dedication of open space. Private open space is also a consideration and Miklo noted that much of the property will be in a conservation easement with a homeowner's association being responsible for maintenance (including the stormwater facilities). Legal documents addressing these responsibilities and funding for maintenance will need to be in place at time of final plat. In terms of compliance with the Comprehensive Plan Miklo reiterated this proposal is in an area noted for 2—8 units per acre but there is additional text in the Plan that specifically mentions this property as being possibly appropriate for well-designed multifamily and stressing the goal of the City of having Cherry Avenue connect to Gilbert Street. Therefore, Staff does find that this proposal does comply with the Comprehensive Plan for the area. As Miklo previously mentioned, this proposal is in a sensitive area and does contain protected slopes adjacent to Gilbert Street, and the applicant is proposing those protected slopes be modified as it has been determined these are altered slopes that have been graded in the past. When Gilbert Street was reconstructed several years ago, it appears that grading was done for the street and to provide fill material. The Ordinance does allow for additional alteration of previously altered slopes. Generally, ravines containing protected slopes should not be altered, however an exception can be made for stormwater management or sanitary sewer or water lines. In this case the City Engineer feels a solution to the erosion problem would be build a series of two damns within the slopes to slow the flow of water and control erosion in this area. The City Engineer with the stormwater management plan for this application. Miklo said that the other sensitive feature on the site would be the woodlands. The applicant recently removed woodlands portions of the property prior to receiving approval of a sensitive areas plan. The applicant claims that he was unaware of the woodland retention requirements and that trees that were removed were undesirable or unhealthy. Miklo showed the Commission a series of photographs to illustrate what the property looked like before the trees were removed. The City has no way to assess the quality of the trees that were removed, they do know there are a considerable number of Locust trees in this area which are not considered desirable, but in any event the Ordinance requires that if more than 50% of a woodland in an RS-5 zone is remove, replacement trees must be planted at a ratio of 1 tree per every 200 feet of woodland disturbance. So approval of this application will require approval of a tree replacement plan and Staff is recommending that plan, as well as a tree preservation plan, be approved by the City Forrester before any more development activity on this site. The applicant has indicated a desire to plant replacement trees on the perimeter of the property as well as additional trees will be planted once the houses are built. Staff also discussed having trees planted in the street right-of-way. The Sensitive Areas section of the zoning code considers the preservation archaeological sites as well as natural features. The applicant has already initiated some development activity on the site. Meanwhile, the Office of the State Archaeologist has indicated that four archaeological sites have been reported within 100 meters of the development site. Due the density of known archaeological sites in the surrounding area, there is sufficient likelihood that other undiscovered or undocumented site may be present within the development area that the OSA recommends a field investigation by a professional archaeological consultant prior to the commencement of ground disturbing activities (e.g. grading). Staff therefore recommends that as a condition of approval the applicant hire an archaeologist approved by the State Archeologist to complete a study or excavation plan approved by the State Archeologist. Planning and Zoning Commission May 17, 2018 Page 6 of 16 Miklo noted there are a variety of townhouse designs proposed along Cherry Avenue and Toby Circle. With the two multifamily buildings along Gilbert Street there would be underground parking as well as some surface parking. The applicant is proposing two outdoor activity areas, one for each apartment building, and a playground area for the townhouses. When the Staff Report was distributed there were some deficiencies in terms of the materials required, those have been satisfied. Therefore Staff is recommending approval of REZ18-00005/SUB18-0005, an application submitted by Bedrock LLC for a rezoning from ID-RM to OPD/RS-5 and OPD/RM-12 and a Preliminary Plat and Sensitive Areas Development Plan for Cherry Creek Subdivision, a 17-lot, 18.03-acre residential subdivision located east of Gilbert Street subject to City Forester review and approval of the tree replacement plan prior to final plat approval and applicant contracting with an archaeologist approved by the state to complete a study or excavation plan. Theobald asked about the sidewalk on Gilbert Street and Miklo explained it is there however has been covered by erosion over the years and as part of this development the sidewalk will need to be repaired. Freerks asked about the sensitive areas that will not be disturbed and Miklo showed the areas as well as areas that will be disturbed for the needs of stormwater management. Martin questioned the fees in lieu of park space and if the woodlands could become park space. Miklo stated that based on past experiences and the direction of the Parks Director this area is not the type of space the City would want to maintain for parkland, the Ordinance is very specific in requiring neighborhood open space, usable open space for playground equipment, and playing fields. This area is also too steep and could be a liability for the City. There are two other parks in the area, Wetherby Park and Sand Hill Park so the fees collected from this development will be applied to those existing parks. Theobald asked about the two roundabouts or calming circles that will be placed on Cherry Avenue and who is responsible for maintaining them. Miklo replied it will be the responsibility of the homeowners association. Freerks asked about the process for determining if a site may be an archeological site. Miklo said the City will notify the State Archaeologist of the development and they will review their records and if desired could come and review the site prior to development. Freerks questioned how the City can prevent disturbance of areas before a study is conducted. Miklo stated the applicant must have permission from the City before any work on the site is started. Hensch noted the new extension of Cherry Avenue appears to be more than 1000 feet long and he likes that there will be two calming islands placed on the street however feels the third intersection to the west should have some intersection control as there are more units in that area with the two higher density buildings. Miklo noted he discussed this with the transportation planners and engineers and they felt due to the grade and the intersection traffic will naturally slow. Hensch is also concerned about the alley, it is also a long stretch of road without any control. Miklo stated if that is a concern the Commission can require some traffic calming devices to be placed in the alley. Parsons asked if the City will allow on street parking on collector streets such as Cherry Avenue. Miklo confirmed they do, on street parking will be allowed on one side. Planning and Zoning Commission May 17,2018 Page 7 of 16 Signs questioned the topography of the area coming off of Gilbert Street and the slope, so he assumes there will need to be grading to put in the street and questions if there will be any retention landscaping in that area. Miklo said that has not been discussed by City Staff however the applicant's engineer may be able to address the concern. Dyer questioned the visibility at the intersection where the two large buildings will be for traffic coming off Gilbert Street. Miklo said the driveway is at a right angle and then turns sharply so should be okay. Freerks asked about the discrepancies listed in the Staff Report. Miklo confirmed all those discrepancies have been resolved. Hensch asked about the north boundary of these parcels and if the boundary was going through the ravine. Miklo confirmed it is, and a portion of the ravine is on a neighboring property and a portion of the stormwater retention work would occur on the neighboring property and will require an easement and consent of the neighboring property. Freerks opened the public hearing. Andrew Bockenstedt (3500 Dolphin Drive) is the owner of Bedrock LLC (the applicant). He stated he has done excavation work on developments in Iowa City but this is the first complete development for his company in Iowa City. Freerks noted the sensitive areas of the property and the importance of maintaining the sensitive areas in the Iowa City community, and is questioning the removal of trees and beginning work on the site and ignorance regarding a sensitive areas ordinance in the City. Bockenstedt admitted he made an error in removing the trees. He stated the first house he built was at 560 Cherry Avenue and saw the whole property as a corn field in 1992. Freerks understands that, however since 1992 new rules have been created to protect sensitive areas. She asked if Bockenstedt was working with Southgate Development or MMS Consultants. Bockenstedt said he is an excavation contractor and an ambitious fellow and his ambition got the best of him as he jumped into working the area but was not aware removing trees was in the ordinance, he did not disturb the slopes. He felt that piles of dirt from developments in Pepperwood had been dumped on the property and trees and such were growing in the piles and he felt those could be removed. He doesn't feel he disturbed any of the soil within in the possible archeological areas and the native vegetation under all the mounds of dirt and trees he moved are still intact. Bockenstedt admits he made a mistake in moving the dirt and removing the trees and apologizes. Hensch asked if they harvested any of the trees removed and Bockenstedt said they did harvest the walnut trees that were of any value, they did not destroy them. Dyer asked when the trees were removed. Bockenstedt replied it was after the first of the year, maybe February. Dyer noted there is provision regarding trees that harbor Indiana Brown Bats those trees can only be harvested between October 1 and April 1. Freerks referenced the Comprehensive Plan and the density for this area which states 2-8 units per acre and the proposal is for 7-8 units per acre so very close to the maximum. Therefore Freerks feels there should be a few more amenities in the area for residents. Bockenstedt said he will entertain ideas and be willing to incorporate them if able. Freerks said just added open green space can be attractive, so children can run, kick a soccer ball, etc. Planning and Zoning Commission May 17, 2018 Page 8 of 16 Hensch asked about the three, four and five-plex buildings and if they were all three bedroom units. Bockenstedt confirmed that is correct. Hensch noted that appears to be attractive to families and because of that there needs to be open space for children to play. Although the development is close to Wetherby Park, it is still a mile or over away depending on which end of the development one lives. Dyer observed the single family lots back up to the parking area for the bigger apartment buildings and wonder if those homes will object to having an apartment building parking lot in their backyard. Freerks agreed and said there will need to be a buffer. Miklo noted the house lots will be at a considerable higher grade than the apartment buildings so there will be a natural buffer for lights and noise from the parking lots. He stated there will also be a large retaining wall there. Freerks questioned the safety issues of having a large retaining wall and there might need to be a fence. Hensch noted the issues of soil erosion and water retention in this area and the easiest way to keep the water on the property is to minimize the amount of concrete. Bockenstedt stated the townhouses are actually drive-under, the garage tucked under the house. Hensch agreed that will be helpful but still feels there needs to be an overall look at any spaces they can minimize the use of concrete. Miklo noted on the latest plan the applicant did add a little landscaping between the driveways of each townhome. Joel Kline (2460 South Gilbert Street) owns the McCollister Historic Farm House to the south of the applicant's property. It was originally the farm house for 800 acres that would have included this property. Kline noted that last time he came before this Commission was when he wanted to build a garage and had to make sure it was built in the style that was appropriate. He added they have been good stewards of the property, they have restored the inside and kept the outside consistent with the original appearance. Kline confirmed the concerns of single family residences next to apartment buildings resonates with him quite a bit. He is not opposed to development but feels it is necessary to be sensitive to the historic neighboring property. Kline raised a number of issues, first with regards to the trees, when you look back at the 1930's it was started this area was open fields but it appears there was a border on the southern edge of mature walnut trees and those trees would have provided a buffer between his property and this development. Kline also noted he never received any invitation to a good neighbor meeting to discuss this development prior to this evening. Kline said one of the benefits is trees will absorb water and over the years Kline noted they have had significant water coming down from the north, they have put in gravel and paved the driveway in an effort to help with runoff. He is concerned with water runoff to the south with this development. The biggest concern for Kline is the 36 unit 3-story building that will abut right up to his property, he would like to see a lower building and perhaps set back. He noted the open space those families will use will be on his property and his neighbors. Another concern is the traffic on Gilbert Street, the traffic on that street continues to increase, a stop sign has just been placed at the intersection of Gilbert and McCollister, but adding 790 additional vehicles from this development will add to the stress of roadway usage. To reiterate, his concerns are about water, trees, light and other forms of intrusion onto his property be considered, perhaps a berm could be created between his property and the development property to minimize intrusion. Freerks asked how close the 36 unit building will be to the property line. Miklo said it would be 23 feet from the property line. Planning and Zoning Commission May 17, 2018 Page 9 of 16 Parsons asked about the good neighbor meeting. Miklo said the applicant will need to address the discussion at the meeting. Don Cochran (2530 South Gilbert Street) lives on the other parcel that is just south of the proposed development. He purchased the entire 10 lot property approximately 15 years ago and has another owner that wanted the home and to renovate the historic home so they subdivided the property breaking off the house from the other outbuildings. Cochran corrected some items from the Staff Report, specifically on bullet point 3 (not adversely affecting views) and this discussion that the two McCollister Farm properties have their own built-in buffer and there wouldn't likely be any future subdividing of the property. Cochran had submitted a 7 lot subdivision to the City at one point when he first bought the property. He owns 6 acres, he is 57 years old, it is a lot to keep up, there is a lot invested in just the value of the property, and there would be intent in the future to subdivide it. Cochran is not sure he would divide it into 7 lots, maybe only 3 however the opportunity is there. If a subdivision of his property happens, the prime lots will be the ones that will border where the 36 unit building will be. Therefore Cochran would state there is an adverse effect to his property. When Cochran subdivided the property, he specifically subdivided it RS-5 because he didn't want to build a big building there and didn't want another owner to come in a build a big building there either. Cochran is concerned about how close the large 36 unit building will be to his property, however, he does think Bockenstedt has a great vision. Cochran stated he has three concerns, one is the buffer zone, which has been discussed, but would also like to see more specific examples of what plantings will be used along the property lines. He is concerned about the height of the 36 unit building and that it will be seen from all angles. Perhaps the building could be made into an L shape and therefore would be placed further away from his property line. Finally he is concerned about the traffic on Gilbert Street, and the number of people will be crossing the street as the sidewalk on the west side is not complete. Cochran has one other correction to the Staff Report, it sates the apartment building is 800 feet from any other structures, that might be true to the Sandusky area but Kline's house is actually only about 300 feet from the fence line . Miklo clarified that when the Staff Report mentions the 800 feet, it specifically is referencing the Pepperwood subdivision. Shannon Patrick (652 Sandusky Drive) is concerned with this development and not in favor. Patrick said the items wrong with this proposal are community outreach. As stated in the packet there was a good neighbor meeting however he never received notice, and he is within the 200 feet line. The second issue it the trees, he understands it is presented as a mistake, however as a neighboring homeowner you see the bulldozers going in and all the trees removed with no notice of why. Patrick added this does not help with building trust with the developer, he added there is a sense of community in his neighborhood and they should have been contacted. Patrick next discussed the concern with the density of the proposal, the surrounding neighborhood is RS-5 and this will be rows of townhomes and a 20 foot apartment building poking over the hill. This is not with keeping the character of the area, it transitions the area from a neighborhood to just housing. Having lived in Coralville next to HyVee he has seen where those areas of houses become rentals over time as no one wants to buy next to large apartment buildings. Patrick shared the concern regarding density, lack of space, does not achieve the feeling of long-term residents. He does feel housing is needed in the area, especially low-income housing, however trying to shove 400 people into a small area will create housing, not a neighborhood. This level of density does not fit the character of the area. Planning and Zoning Commission May 17, 2018 Page 10 of 16 Patrick next commented on the extension of Cherry Avenue and with the addition of the traffic circles it will not be any faster for residents on Sandusky to take that way to Gilbert Street than to go the current routes, the road extension is not needed. He feels the road extension will add to traffic concerns not alleviate them. Patrick's final point is regarding the school district and the fact is Iowa City is the 141h most economically segregated city, and on the school side of things the district has been trying to deal with this problem that effectively has all the high density, more affordable housing, is all in the same part of town. This development will be in the Twain district. In some areas of Iowa City the schools have a 5% reduced or free lunch percentage, which is upwards of 70% reduced or free lunch percentage. Alexander school is similar to Twain as well. Adding this much development will exasperate the situation and work against the School Board's work to try to spread out affordable housing amongst the schools. Patrick noted that Kingsley Botchway, on the City Council, is very aware of the school district concerns and adding several hundred units in this area will not help the situation. Patrick closed by saying he is not against development, he likes and wants more neighbors, the way to achieve it is to have a mixture of multifamily, such as four-plexes scattered within single family, and meet the character of the area. Alex Carrillo (373 Windmill Place)works with Bockenstedt as the director of operations for Bockenstedt Excavating and apologized to the gentleman who didn't receive the good neighbor notice. They did hold a neighborhood meeting and he hand-delivered notices to all the Sandusky mailboxes, mailed notices to the two parcels to the south and the Braverman property to the north. The meeting was held on November 8, 2017, at the Terry Trueblood Park Lodge. The Beardsley's attended, Kyllingstad, Vanderweeds, and Russells also attended and good conversation was shared. Freerks closed the public discussion. Hensch moved to defer REZ18-00005/SUB18-00005 until the June 7 meeting. Martin seconded the motion. Freerks noted there has been good conversation this evening regarding concerns. Signs wanted to acknowledge the point regarding the large size of the single-family lots allows for the higher density in the multifamily areas. Freerks agrees and feels perhaps the multifamily 36 unit buildings could be smaller. Freerks also reiterated the concern about the open space and amenities. She feels they are trying to squeeze so much into this area and perhaps if it were left a bit more open it would be a better environment, and a better long-term neighborhood. Signs stated he normally is all for density but for some reason this proposal does not work for him and is concerned about the two very large buildings on top of a hill overlooking a valley and that exasperates the visual impact of the buildings. He also is very concerned about how close it is to the south property line. He noted the conservation easement disappears at the south edge of the building and that is where it is needed the most. He agrees with the comments that this development is out of character for this area. Martin said when looking at the larger area (Pepperwood, across the street, etc.) a better continuity needs to be explored. Planning and Zoning Commission May 17, 2018 Page 11 of 16 Freerks acknowledged it is a tough lot to develop and it likely why it has been undeveloped for so long. She discussed the buffers and possible berms and water flow, especially to the south, and wants to see a tree protection plan. Martin asked for more information about the state archeological findings and the implications. Freerks noted the Comprehensive Plan states for this area to be a distinctive and innovative environment for the neighborhood and a need for facilities and amenities and she is not seeing that in this proposal. Signs added sticking pergolas on the edge of a parking lot next to a retaining wall is not particularly a user friendly alternative. He would agree there is just a lack of usable open space. Hensch stated his concerns are to maintain the integrity of that area, as well as the amenities issues. He added one of the focuses is to keep the neighborhoods walkable, and therefore he feels there needs to be a six foot sidewalk the entire length of Gilbert Street along this property. Within the development there is too much concrete, they need to find ways to keep the stormwater on the property as much as possible, there is a real problem with erosion on the north side and that needs to be addressed on the site as well as remediate the erosion that has occurred. Hench echoed other's concerns that there simply is not enough open space, he is a big fan of density but also feels they need to create neighborhoods and the way to accomplish that is to give people the opportunity to be outside and meet each other. He also voiced his displeasure with the harvesting of the mature trees and that there are no walnut trees specified to be replanted, and the overall landscape plan is inadequate. All the borders to the south and east should have good landscape borders, and wherever they can, even if it's just a small tree, there needs to be trees. With regards to the three, four and five-plexes he does not have an issue with the density, the issue is there is no place for children to play and not place for people to congregate to meet neighbors. Overall there needs to be less density and more open space. Theobald added with regards to trees walnut trees aren't necessarily good for gardeners as it is hard to grow other things around them, but in looking at the plants listed, there are some issues that need addressed. With the roundabouts she suggests they look at what is planted outside City Hall. Parsons added with regards to the large buildings perhaps looking at different materials or colors,just seems like a lot of brown and grey. He said the project they recently approved on Camp Cardinal Boulevard used colors to create a good design. A vote was taken and the motion passed 7-0. COMPREHENSIVE PLAN: A public hearing of an amendment to the Comprehensive Plan, Annexation Policy, to add a section pertaining to affordable housing. Miklo noted the proposed amendment text was distributed to the Commission in their agenda packets, the goal of the amendment is to address affordable housing. Miklo explained when the City annexes property it is when they have the most leverage, even more so than with a rezoning, so the thought is given the concerns about affordable housing in Iowa City this would Planning and Zoning Commission May 17, 2018 Page 12 of 16 be an opportunity to include it in all annexations that are residential and hopefully in all neighborhoods eventually. The proposal states that at the time a property is annexed, without prescribing exactly what will happen, there is a goal set for 10% of the overall residential use to be affordable over a period of 20 years. The proposal lists some possible methods on how that will be done in terms of having the affordable housing controlled by the City or by a nonprofit affordable housing agency. Miklo stated there would be some locations where there may already be affordable housing, or an abundance, and the City would want to keep options open to provide affordability elsewhere which raises the possibility of a developer paying fees so that affordable housing could be located in another portion of the city. Staff is recommending the Comprehensive Plan be amended to include the affordable housing language in the annexation policy. Hensch noted one of the problems with these types of policies is staff having to manage it over time and is concerned about the added burden on staff. Miklo stated the first option is to have oversight by a nonprofit provider, for example the Greater Iowa City Housing Fellowship, or the City's Public Housing Program and those providers would be in control and oversee the monitoring of the units. Miklo acknowledged each annexation would need to be dealt with differently and negotiated to see what the best plan is for the developer and City. Hektoen noted that with annexations this is just a policy but the City has more discretion at the annexation stage than at the rezoning stage. Freerks stated she is not comfortable telling a developer that they must give a certain number of lots to the City if they are willing to oversee the affordable housing themselves. Hektoen stated that there will be options and the City is open to other ways of achieving the affordable housing polity, as why each annexation will be dealt with on a case-by-case basis. Parsons asked if this policy would cover all annexations, both voluntary and involuntary. Miklo said it would cover voluntary and noted it is not the City's practice to do involuntary annexations. Hensch asked Hektoen if she was comfortable with this policy as it would not be additional burden on City Staff. Hektoen said the policy is written in a way to allow for flexibility to avoid the problem of burden. Dyer feels if the policy started at 60% or 80% of AMI that is not really likely to be gentrified housing. Freerks asked if there are definitions of what is considered a housing unit? The policy states "If the annexation is for residential development that will result in the creation of ten (10) or more new housing units, the development will support the City's goal of creating and maintaining the supply of affordable housing." Miklo said a unit is a dwelling, it can be in the form of single family or multifamily. Parsons asked if the policy would be enforced all at once, if someone were to build eight units and then later decide they want to build four more on, would one of the four added ones need to be affordable. Miklo said with the annexation process there is also a zoning process and subdivision process and at the subdivision process the City will know how many units will be proposed. If there is an outlot held aside for future development it would then have to come back to the City at a later time for rezoning and subdivision plat approvals and the City and developer would follow whatever agreement was reached at the time of annexation. Planning and Zoning Commission May 17,2018 Page 13 of 16 Martin is concerned that new annexations will be on the outskirts of town and often there are not bus services there so will affordable housing really be beneficial in those areas. Miklo noted this is only one of many options for affordable housing. Dyer stated in some of those remote areas a developer could pay a fee in lieu of if affordable housing doesn't make sense in their development. Freerks asked how other communities in Johnson County are dealing with affordable housing. Hektoen stated they studied national trends. Miklo is not aware what other Johnson County communities are doing but does not believe any of those communities have developed a similar policy. Freerks opened the public hearing. Sara Barron (1903 Grantwood Street), director Johnson County Affordable Housing Coalition, began by stating they appreciate the opportunity to address this topic with the Commission. As the City grows, they need to develop in a way that creates opportunities for all the residents and stability for the neighborhoods and that is any the Coalition is really supportive of this initiative. It ensures that new development will foster housing for residents of all income levels. One thing the Coalition would urge the Commission to carefully consider is the potential impact of including the fee in lieu option for developers who want to elect out of providing the housing. Some ways they feel the fee in lieu will impact affordable housing are: (1)the fee in lieu can create greater flexibility to pursue housing solutions throughout the community and encourage development. Those funds, when passed along to something like The Housing Trust Fund are leverage for other projects and can be used to secure additional funding from nonlocal sources. (2)When developers opt for fee in lieu it can move the City farther from the goal of neighborhoods that are socially economically integrated, and also without a specific formula for predetermining fees for developers the City may find itself bargaining over developments in a way that could discourage developers from pursuing annexation. They do not want to create confusion over the purpose and intent of affordable housing requirements. When the public hears of a new annexation and a fee in lieu was paid there are questions on how that fee was determined or where it will be put to use. Barron did reaffirm the Coalitions' support for affordable housing in the land annexation policy and appreciates the City is pursuing this. She added this is 1 of 15 points of action in the Affordable Action Plan, there is not just one solution that will achieve the results for affordable housing. This will address new development, which yes is currently on the outside ring of Iowa City, but the City's footprint is growing fast and what is on the outside now will be on the inside in no time so this can be a long-term solution. Charlie Eastham (953 Canton Street)wants to address the transportation issues with affordable housing in areas not serviced by city transportation. Fifteen years ago The Housing Fellowship along with The Iowa City Housing Authority built units in (what was then the developing) Peninsula Neighborhood which was isolated from downtown Iowa City with no bus service and those units were immediately occupied and have been occupied by people with modest incomes ever since. He added The Housing Fellowship has other houses in other parts of the city that are on the peripheral as well as in North Liberty and people do have other transportation options. Freerks closed the public hearing. Planning and Zoning Commission May 17, 2018 Page 14 of 16 Hensch moved to recommend approval of an amendment to the Comprehensive Plan Annexation Policy to add a section pertaining to affordable housing as described in the Staff Report. Theobald seconded the motion. Signs stated this is a ground-breaking proposal, he is pretty sure it is the first of its kind in Iowa, it does come from the City's 15-point Action Plan which addressed the desire to deal with the affordable housing crisis in the community. It has a breath of the Riverfront Crossing policy of inclusionary zoning and that policy has not slowed down development in the Riverfront Crossings area. Signs shares the concern regarding City Staff having to monitor areas but likes the idea of partnering with other organizations to achieve it. He noted the transportation issue is discussed all the time at the Affordable Housing Coalition and it is a real concern for some people, but not everyone. The other thing around this concept is it does attempt to spread affordable housing throughout the community which has been a goal for some time now, to not segregate or congregate low income housing in one area. However, speaking for himself, he is concerned about the fee in lieu issue, while it does provide flexibility, it also provides the "out" for not putting affordable housing in a neighborhood and the City needs to be cautious of that. One of the things they are seeing in the Riverfront Crossings District is a lot of people opting out of putting in the affordable units and just paying the fee in lieu. He acknowledged the fee in lieu is a good thing as those funds do help with other projects and with leveraging other funds, but it doesn't achieve the goal of spreading affordability throughout the community. The other piece of the fee in lieu issue is right now it doesn't seem like the cost balance to developer is relevant to the actual cost of developing property somewhere else, in the Riverfront Crossings area the fee in lieu is set at $83,000 per unit and the City is paying $200,000 per unit when they are buying those same units from a developer to use them as affordable housing. He feels every developer would choose that option. What Signs does like about the policy is that it is pretty generic, and the first sentence summarizes what the policy is all about "the development will support the City's goal of creating and maintaining the supply of affordable housing". The details that are really open which is good, but the policy sets the tone that affordable housing is important and tells developers that affordable housing is expected in our community. Signs declared he is thrilled City Council has directed Staff to develop this proposal and he supports it 100%. Freerks hopes this policy works really well and can be used as a model for other communities in the County and State. She is also concerned about the fee in lieu of portion of the policy and hopes it is used in the right areas. Dyer feels this is a real important step if for no other reason that it announces the expectation that affordable housing will continue to develop and that developers cannot just build one kind of housing or not share in the responsibility of making a variety of housing available in the City. A vote was taken and the motion carried 7-0. CONSIDERATION OF MEETING MINUTES: APRIL 5, APRIL 16, APRIL 19, AND MAY 3, 2018 Parsons moved to approve the meeting minutes of April 5, April 16, April 19 and May 3, 2018. Planning and Zoning Commission May 17, 2018 Page 15 of 16 Theobald seconded the motion. A vote was taken and the motion passed 7-0. PLANNING AND ZONING INFORMATION: Miklo noted that July 1 there will be two new Commissioners and two retirees, Freerks and Theobald will be leaving the Commission. Larry Baker and Billie Townsend will be new Commissioners. Signs asked if in a future meeting the Commission can discuss Good Neighbor Meetings and the issues with those meetings. Freerks asked about The University of Iowa Clinic on North Dodge Street and the landscaping plan, the Commission requested review of the plan as it appears there is little landscaping present on the Dodge Street side of the site. Theobald also requested the landscaping plan for the development on Melrose Avenue, the development directly east of West High School. Adjournment: Signs moved to adjourn. Martin seconded. A vote was taken and the motion passed 7-0. PLANNING &ZONING COMMISSION ATTENDANCE RECORD 2017 -2018 (W.S) (W.S.) (W.S) 10/5 10/19 11/2 12/7 12/21 1/4 1/18 2/15 3/1 3/12 3/15 4/2 4/5 4/16 4/19 5/3 5117 DYER,CAROLYN X X O/E X X X X X X X O/E X O/E X X X X FREERKS, ANN X X X O/E X X O/E X X X X X X X X O/E X HENSCH, MIKE X X X X X X X X X O/E O/E X X X X X X MARTIN, PHOEBE X X X X O/E O/E X X X O/E X X X X X X X PARSONS, MAX X X X X X X X O/E X X 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 O/E X O/E X X X X X X X X X KEY: X= Present O =Absent O/E =Absent/Excused -- = Not a Member I_, .®�, CITY OF IOWA CITY 2b(s) ariiiilinamifirMEMORANDUM Date: July 19, 2018 To: Mayor and City Council From: Anne Russell, Senior Planner Re: Recommendations from Planning & Zoning Commission At their July 5, 2018 meeting the Planning & Zoning Commission approved the June 21 minutes with the following recommendation to the City Council: By a vote of 4-0 (Signs abstained) the Commission recommends approval of REZ18- 00017, an application submitted by the Historic Preservation Commission to designate the Clinton Street and Railroad Depot Historic District as a Historic District Overlay (OHD) zone. 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 JUNE 21, 2018—7:00 PM —FORMAL MEETING EM MA J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Ann Freerks, Mike Hensch, Phoebe Martin, Max Parsons, Mark Signs MEMBERS ABSENT: Carolyn Dyer, Jodie Theobald STAFF PRESENT: Luke Foelsch, Sara Hektoen, Bob Miklo OTHERS PRESENT: Sharon DeGraw, John Beasley, Allan Hogue, John Roffman, Emily Lege!, Zack Builta, Cecile Kuenzli, Ryan O'Leary, Richard Carlson RECOMMENDATIONS TO CITY COUNCIL: By a vote of 4-0 (Signs abstained) the Commission recommends approval of REZ18-00017, an application submitted by the Historic Preservation Commission to designate the Clinton Street and Railroad Depot Historic District as a Historic District Overlay(OHD)zone. 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 (REZ18-00017): Discussion of an application submitted by the Historic Preservation Commission for the rezoning of approximately 2.2 acres of property located at 530, 604, 612, 614, and 624 S. Clinton Street& 109 Wright Street from Community Commercial (CC-2) and Planned High Density Multifamily (PRM) to Community Commercial (CC-2) and Planned High Density Multifamily (PRM) with a Historic District Overlay (OHO). Foelsch presented the staff report and began by showing a map of the area as well as pictures of the individual properties. Foelsch noted that in the IC2030 Comprehensive Plan it calls for adopting strategies for preserving the stability and livability of Iowa City's historic and established neighborhoods and a historic district is one such strategy the Comprehensive Plan calls for. Foelsch added the Planning &Zoning Commissions role is to review this proposed overlay rezoning in relation to the Comprehensive Plan. Staff also reviewed the Historic Preservation Plan which called for a study to be done in this neighborhood to identify historic Planning and Zoning Commission June 21, 2018 Page 2 of 15 properties. That study was done as an intensive historic architect survey of the Sabin School and Near South Side neighborhood.What is proposed tonight is a result of that study. The proposed district includes properties that are thought to have the highest historic integrity remaining. Foelsch noted the Downtown and Riverfront Crossings Plan is where this district is located and the intent of the Master Plan generally is to encourage growth and development in this area, however it does identify certain buildings with the intention to retain them as part of overall neighborhood. Foelsch showed on a map the buildings that were indicated for retention and the current proposed district were all buildings identified for retention. Foelsch noted that the Riverfront Crossings Form-Based Code provides for incentives to preserve historic buildings. It allows for the transfer of development rights and other bonuses for historic overlay zones. The Historic Preservation Commission discussed this proposed district and held an informal meeting with property owners in November 2017. There was a public hearing and review on April 12, 2018,wherein they voted unanimously for approval of the historic district. Based on staffs analysis the proposed rezoning is consistent with the Comprehensive Plan and compatible with the existing neighborhood so staff recommends that REZ18-00017, an application to designate the Clinton Street and Railroad Depot Historic District as a Historic District Overlay (OHD) zone, be approved. Hensch asked what the thought process was for reducing the overall size of the area proposed. Foelsch stated the four structures on the west side of South Clinton Street have been substantially remodeled with enough changes made to the facades to find they lack sufficient historic integrity to be included. Therefore, the proposed area was trimmed to the buildings that retained the most historic integrity. Hensch asked about the November meeting and what was the general sense of that meeting. Miklo noted he attended that meeting and they invited the owners of the properties in the proposed historic district, most of them are owned by one individual who attended with his attorney, and he did express concern and objection to the proposed district. Miklo said staff explained to the owner the incentives in the Riverfront Crossings District to encourage the retention of these buildings including the transfer of development rights. The owner of the railroad Depot also attended, but that property is already a landmark property so essentially this overlay would not add regulation to that property. The Historic Preservation Commission chose to go forward even after the concern at that initial meeting given the importance of these being a few of the only historic buildings left in the Riverfront Crossings area and the goal of the Plan to provide a variety of buildings and retain the historic buildings to add to the character of the Riverfront Crossings District. Hensch asked if all the properties in the proposal rental properties. Miklo stated he believed they are. Parsons asked if they were all residential properties. Miklo said with the exception of the railroad Depot which is a commercial office. Freerks opened the public hearing. Planning and Zoning Commission June 21,2018 Page 3 of 15 Sharon DeGraw (Historical Preservation Commission) prepared a description of the six structures they hope to have in this historic district in an effort to give an understanding to the reasons for this proposal. First is the Depot, second is the Hotel O'Reilly and the other four are buildings that were constructed as residence originally. DeGraw feels the Historical Preservation Commission is being conservative in requesting only one half of this one block be designated. It is a unique area as it transitions from the downtown area to the railroad tracks. The Historic Preservation component of the Comprehensive Plan encourages the identification and preservation of properties and neighborhoods that are significant to Iowa City's architecture and culture. Towards achieving this goal, a historic architectural study of the Southside Neighborhood of Iowa City was completed in 2015 by Richard Carlson and Marlin Ingalls of the Office of the State Archaeologist. The study was implemented by the Historic Preservation Commission partially in response to the loss of the brick cottages on Dubuque Street and is supported by the Riverfront Crossings Master Plan goal to identify and proactively protect historic resources. The first building identified is the Chicago, Rock Island & Pacific Railroad Passenger Station, it is commonly known now as the Rock Island Depot. It is located 115 Wright Street and is presently occupied by Neuzil Sanderson & Sigafoose law firm who purchased the Depot in 1981. DeGraw explained this is Iowa City's second passenger Depot, the first Depot was located three blocks away and serviced the city for 40 years until it was considered inadequate. The existing Depot was constructed in 1898 at the urging of Harry Bream, the local Rock Island agent at that time. News articles at the time described the Depot as the "handsomest depot of this size in the United States", and this quote came from an individual that worked for another rail company. The architectural style of the Rock Island Depot is Richardsonian and Victorian Romanesque with two different bricks distinguishing the base from the body of the Depot. Large graceful brackets support the wide overhanging clay tile hipped roof and a round tower is at the top of the building. Very little has changed with the exterior of the Depot, the building is an anchor to this proposed Railroad Depot Historic District both for its function in the history of Iowa City and for its first-class construction and architectural details. The next building is the Hotel O'Reilly at 624 South Clinton Street, across from the passenger depot. This hotel was built by saloon keeper Michael O'Reilly and functioned as a hotel until the 1920's when some of the rooms became apartments. In 1957 the building was converted to 16 apartments. The solid brick hotel building is three stories tall with a long sloping roof,front to back. The front of the building features a two-story almost full-width veranda with a metal half- hip roof. The west facade has a full-width metal cornice. The windows have segmental-arch lintels and stone sills with one-over-one double hung windows. The Hotel O'Reilly is individually eligible for listing on the National Register of Historic Places, for both its relationship to the railroad in Iowa City and as an example of commercial hotel architecture. DeGraw added there is still some ghost signage on the south side of the building that says Hotel O'Reilly and also just thinking about how the building functioned, if someone was a newcomer arriving to Iowa City by train, it would have been such a beautiful social scene to see people on the verandas of the hotel enjoying themselves. Next is the Eugene and Olivia Paine House which his located at 530 South Clinton Street. It was constructed in 1893. Eugene Paine was a coal dealer in Iowa City. He began his business in 1875 and it continued until 1922, three years after his death. The Paine House is a two-story brick Queen Anne with a central hip roof and projecting gables. Ornamental brick patterns and carved panels decorate the exterior and molded concrete or carved stone elements adorn the window lintels. Both front and rear porches have been removed and the siding and window in the front gable have been altered. Despite these changes, because the original design is well Planning and Zoning Commission June 21,2018 Page 4 of 15 documented and these elements could be restored, the house is individually eligible for listing on the National Register of Historic Places partly for its architecture and as a design from the Barber mail order company. It may also be eligible because of its relationship to Eugene Paine. The house was occupied by Paine heirs until 1952 when it was divided into apartments and then sold in 1959. It has been with the current owner since 1962. The fourth property is the J. Walter and May Parvin Lee House located at 604 South Clinton Street (at the intersection of Clinton and Prentiss Streets). It is the oldest structure in the proposed Railroad Depot Historic District. The Parvin Lee house was built in 1878 and was used by the family for their residence until 1898. J. Walter Lee was a dry goods merchant and furniture merchant in Iowa City. The Parvin Lee House is an elaborate 2'/2 story house with two projecting gables and a complex gabled- on hip central roof area. The trim is extensive with brackets and a large frieze band, complex window surrounds and bracketed cutaway corners on the north gable. DeGraw commented that the size of this building and the orientation to the corner makes this building striking and welcoming to look at. With the construction of new buildings in Riverfront Crossings this new Railroad Depot Historic District will tell a story of maintaining this little streetscape and the history of Iowa City. These are mostly middle-class structures, somewhat modest, and nice to preserve. The last two homes were designed by the same architect, Orville H. Carpenter. Both were designed in the Free Classic variant of the Queen Anne Style. Carpenter's own home, which was located nearby at 529 S. Clinton Street, was demolished in the 1970s or 1980s for a parking lot. Carpenter worked as an architect in Iowa City from 1898 to 1938. Trained in architecture and engineering. Carpenter hired builders for his designs instead of building them himself. One of his most well-known designs is the National Register listed Czechoslovakian Protective Society (CSPS) Hall, now the Preucil School of Music on North Johnson Street. The Ellen Donohoe House at 614 South Clinton Street was built in 1899-1900. An announcement of the completed design was printed in a local paper in June 1899 calling it"an elegant new residence." Donohoe only lived in the house a short time when she had Carpenter design a new house at 22 East Court Street. She rented the house at 614 S. Clinton Street to tenants until she died in 1919. The house has remained a rental property ever since. The Donohoe House is a 2 1/2 story free-classic Queen Anne with a projecting front gable and south- facing gambrel roof wing. The gambrel roof also appears in other O.H. Carpenter designs. The house has seen significant changes including siding replacement and front porch removal but retains its original roofline, window pattern. It would be possible to restore some of the alterations to the exterior. Even though this home is not individually eligible for listing on the National Register of Historic Places, it is contributing to the potential historic district. The second home designed by O.H. Carpenter is the Frank D. and Penena Lindsley House at 612 South Clinton Street. This house was originally built in 1907 at 328 South Clinton Street. Mr. Lindsley moved to Iowa City in 1882 to work as an agent for the railroad. In 1948, the house was purchased by Homer and Mae Beals and moved to 612 South Clinton Street. The Lindsley house at 612 South Clinton retains a high degree of architectural integrity and is perhaps one of the best examples of Carpenter's residential designs. Since it was moved to this location, the house has been a rental property. The Lindsley House is a 2 '/z story gambrel roof house with a side-gambrel main roof, a front gambrel projection and a rear gambrel dormer. Decorative elements include the semi-circular shell design in the front gable and a Palladian window in the north bay projection. There have been very few changes to the home after the move and the house may be individually eligible for listing on the National Register of Historic Places for its architecture. Planning and Zoning Commission June 21,2018 Page 5of15 Signs asked why 109 Prentiss Street and 114 Wright Street were left out of this proposed District. DeGraw stated the goal is to maintain a streetscape and they are aware people may want to develop these areas so they are were careful to draw the district boundaries conservatively for what is most essential to be preserved. Miklo added that 114 Wright Street had been altered so much that it is hard to recognize its original design and purpose. John Beasley (attorney, Phelan Tucker Mullen Walker Tucker Gelman LLP) spoke on behalf of John and Joellen Roffman. He noted that the amount of material one has to synthesize in terms of the Master Plan and Comprehensive Plan is overwhelming. All documents are well over 100 pages. John and Joellen Roffman are long time Iowa Citians who are in the business of real estate and construction with residential and commercial rentals. They have spent their working life acquiring this half block of properties being discussed this evening. Beasley noted his research shows the Roffman's acquired an interest in the property at 614 South Clinton Street in 1972/73, they acquired 612 South Clinton Street in 1976, 109 Prentiss Street in 1983, 604 South Clinton Street in 1989, 624 South Clinton Street in 1992, 114 Wright Street in 2001 and the last piece to complete that block, 113 Prentiss Street, was acquired in early 2018. Beasley stated the half block proposed for the Railroad Depot Historic District is currently zoned PRM (Planned High Density Multifamily)which is the highest density for residential use that the City Zoning Code permits, even higher than RM-44, it provides for mixed uses, multifamily residential, certain retail uses, and general community uses (daycares, etc.). These properties in this half block are all PRM and have been zoned that way since 2005. Beasley noted this zoning classification is the best option for parties who are interested in developing residential real estate in Iowa City. Beasley noted the train station, which is included in this proposed district, in his opinion is irrelevant and unnecessary. The train station/depot has already been designated as a local Historical Landmark and already subject to the rules and regulations to the City's rules and polices of the Historic Preservation Ordinance. Adding the train station to this district adds no additional burdens to the owners of the train station. Beasley noted that is important because if the train station is not included in this district the burden of this district then falls mostly onto the Roffmans. There are five properties left, four of them are owned by John and Joellen, so 80% of the burden and restrictions on this district falls on the Roffmans. Beasley believes the City has eight historic districts currently, and it seems those districts seem to be residential neighborhoods, single-family or low density housing zoned areas and those districts the restrictions have to be analyzed differently than the impacts on properties that are in this attractive PRM zoning. Beasley was present at the Planning and Zoning Commission meeting where other historic properties were identified and approved for a historic zoning overlay. At that meeting the main question was what was the City's standard and what was needed to be evaluated to create a recommendation to the Council and it came across to him that the consensus was the Planning and Zoning Commission only considers whether the proposed historic property or historic zone is consistent with the Comprehensive Plan. Beasley researched that issue and feels there is more to it than just if it is consistent with the Comprehensive Plan. It reads "The Planning and Zoning Commission will review the proposed overlay rezoning based on its relationship to the Comprehensive Plan as amended". Beasley continued and noted this part was not included in the staff report to the Commission "to the provisions of this title and to any proposed public improvements and other plans for the renewals of the area involved". Beasley highlighted the language "to the provisions of this title", he interprets that to mean Title 14 which is the Zoning Code, which then adds a second prong Planning and Zoning Commission June 21,2018 Page 6 of 15 which he feels is relevant to the analysis which is Article B—Historic District and Conservation District Overlay 14.36.1 sub C which lays out a second standard he feels the Commission has to evaluate "to qualify for a designation of a historic district the subject area must contain abutting pieces of property under diverse ownership that meet approval criteria) of subsection C- 1-A and C-1-B of this section and at least one approval criteria of subsection C-1-C, D, E or F." Therefore, it is Beasley's position that the Commission's analysis it two-fold, it is not simply the relation to the Comprehensive Plan but also this analysis. With regards to the first step, the Comprehensive Plan and the Downtown Riverfront Crossings Master Plan of January 2013 identify the Roffman's property as mixed-use which is consistent with the PRM zoning classification. He understands the new Master Plan is critical, he understands they are starting to see the issues percolate and the City and the Roffman's have a different view on this. The City says it(the Master Plan) supports their proposal, Beasely pointed out some differing language. In the executive summary (page 2) it states "each subdistrict has its own chapter which provides an overview of the district and keeps development opportunities that were identified for it". In the summary page of the Central Crossings District it discusses the Master Plan Objectives and he saw nowhere on page 66 where it lists the Master Plan Objectives, development character, development program, identifying that historic preservation is a priority in this district. Freerks interjected she was a part of developing that Master Plan and historic preservation was very much a part of the plan. Beasley noted it wasn't documented correctly then. On page 66 there is no mention of the properties in question this evening, on page 67 properties noted are Sabin School, cottage preservation and Tate Arms. However, the Roffman properties are not identified on the Executive Summary of the Master Plan. Beasley said a contrast of that is the language in the Downtown District Plan, on that summary page it specifically identifies historic preservation and preservation of the character in historic buildings. Beasley stated the Roffman's position is that the proposed rezoning overlay is not consistent with the Comprehensive Plan and the Downtown Riverfront Crossings Master Plan which is to actively encourage redevelopment of properties in this area. Beasley continued and stated the second prong is the idea of diversity of ownership. He would submit there is not diversity of ownership with regards to what the Historic Preservation Commission wants to do here. If the train station is removed, that leaves 80% of the burden on the Roffmans, and therefore diversity of ownership does not exist, which is required for an overlay district as required by the statue. He acknowledged that his view of what is historic probably differs from the Commission, simply because something is old doesn't mean it is significant historically and he has some concerns about some of these properties as being historic. First of all 612 South Clinton Street was not constructed at that site, rather moved there, when the area was already being converted to rental properties as the hotel was no longer a hotel after 1920's when it became multifamily residential. 614 South Clinton Street is difficult to justify as historical by the looks of it. He does understand why the hotel is being considered historical, due to its connection with the railroad station, although it only was used as a hotel for 30 years, and has been apartments for much longer. Other than the hotel property, he has objection to the rest of the properties they want to use to create this historical district. Beasley stated the Planning and Zoning Commission has three options, they can approve the proposed historic overlay, deny it, or go back to the Historic Preservation Commission and refigure the hotel and train station as the historic overlay and leave the other properties out. Planning and Zoning Commission June 21,2018 Page 7 of 15 Hensch asked for clarification on the train depot and if was currently listed on the National Register of Historic Places. Beasley believes so as well as on the local landmarks. Hensch requested Beasley elaborate on his statement regarding his opinion there is a greater burden imposed on the high-density properties versus lower density properties. Beasley said if property rights were a bundle of sticks, if you put a restriction on your property you are giving one stick away, when there is a piece of property that has greater developmental potential and a party puts a restriction on that property that restricts the development of the property, you are giving more sticks away. If he were to have a single family home, zoned single family, and this historic restriction is placed on the home, the home can still be used as a single family home. In this situation, the Roffman's have property where they could develop at a high density but with the historic overlay restrictions they can no longer develop the property to its potential. Hensch asked what the Roffman's specific objection to this historic overlay may be or is it the multiple tiered arguments Beasley has presented this evening. Beasley said the overall objection is they cannot develop their land to its fullest potential with this overlay. With regards to the diversity of ownership issue, Hensch asked how many of the properties in question do the Roffmans own. Hektoen said by looking at the assessor's website there are three different owners of the properties in question. Allan Hogue (511 South Dubuque Street) stated he was born and raised in Iowa, attended The University of Iowa where he met his wife, they moved to Washington DC and spent 30 years there. He retired two years ago and moved back to Iowa City and now live on South Dubuque Street. As everyone knows Iowa City has received national recognition for a place that is very livable, a city that is very desirable to live in, and he understands that because he bought into it literally. Some of the reasons are the Ped Mall, the walkability, and historic preservation and he feels as a group he feels the Commission should be congratulated, they have done a great job with Iowa City. When his wife and he were considering where to retire they considered a lot of options and decided Iowa City has all the features they wanted. When they first moved back here they rented a place on Jefferson Street for five months and loved the north side of town. They could have bought into the Vetro or Chauncey Towers but felt it was too much concrete and glass, which he is not opposed to, but likes the mix of Riverfront Crossings. He supports the idea of the Railroad Depot Historic District as it will keep Iowa City unique and livable. John Roffman(1314 Burry Drive) is the owner(with his wife) of most of the property being discussed this evening and as Beasley stated they have spent years acquiring these properties together. He noted he does not have a plan in mind on how he will develop it, but it has always been his intent to increase the density based on the zoning allowed. Over the years he has been approached by people wanting to buy some of the properties but he has been reluctant as it is ideal property close to downtown, the university, and has zoning that allows development. Roffman reiterated that they have no objection to the hotel being added to a historic district, they have totally renovated the inside and replaced all the windows and put the outdoor railings back on. He noted by including 612 and 614 South Clinton Street into the district it would cut the value of the rest of the developmental potential and make the remaining properties undevelopable. Freerks asked if Roffman owned other properties in Iowa City. Roffman stated he did own a few as well as some in Coralville. Planning and Zoning Commission June 21, 2018 Page 8 of 15 Parsons asked if Roffman could describe the property at 610 South Clinton Street. Roffman said it is his understanding the 612 South Clinton Street was moved into the space, so it was previously a vacant lot, the guy that owned the lot of 612 built a garage first and lived in that for a few years and never ended up building a house. Therefore 610 is really just the converted garage that has been used as a residence. Miklo added this property was being included in the proposed Railroad Depot Historic District because the front building has the historic value. Since it does not have historic value it could be removed and the backs of the properties could be redeveloped. The Riverfront Crossings Plan does allow transfer development rights and would allow development that could have been allowed on the street be constructed on the back of the property or elsewhere in the district. Roffman noted that when analyzing what those transfer rights are, based on the zoning there isn't much of a benefit there. Roffman added they have spent 40 plus years accumulating these properties and now that they may be ready to do something the rules change. Freerks acknowledged Roffman's frustration and noted this area became an issue when the cottages were demolished and Sabin School was removed so it was decided to take a strong look at the area and see what could be preserved that was historic and incorporated into Riverfront Crossings. She stated the transfer of development rights is a positive for this situation. Miklo confirmed the transfer of development rights allows for taller buildings than usually allowed in the PRM zone and lower parking requirement. The transfer rights can also be sold to another developer in the Riverfront Crossings District. Roffman acknowledged those benefits but said at the bottom line they aren't the same as being able to develop the land he has acquired. With regards to the cottages and Sabin School being demolished, Roffman feels he is being punished for those situations that were not of his doing and if only he had torn his buildings down prior to those. He has received historical designation awards for other properties he has renovated throughout the community, it is not as if he is against historical properties. Freerks stated she would like to think there is a way to have the community benefit and the property owner benefit together and that is what the Commission is trying to achieve. The goal is to keep Iowa City special and that is what the Preservation Commission is trying to achieve with this Railroad Depot Historic District. Roffman appreciates what Freerks is saying and is willing to work towards something that is equitable for everyone, but that is not the way it is proposed at this time. Emily Legel is an Urban Planning student at The University of Iowa and has lived in Iowa City for the past two years. She wants to commend the Commission for respecting the historic condition of neighborhoods, not only as historical but also as an important tool to attract young folks who are critical for a thriving city. She notes when she walks her dog around the College Green and Summit Street areas she enjoys the historic feel of the area and feels that mix of historic and multifamily is what a city needs to be visually interesting and attractive. Legel said that in one of her land use classes they discuss the definition of taking of land. As Legel understands this situation the Roffman's feel this new regulation is a taking of their property however they have been purchasing these properties since the 1970's and the zoning law wasn't changed until 2005 and if they had investment back expectations they have been using them as such, they did not purchase these properties with the incentive of building a high- rise structure. Legel feels by granting a property owner the transfer of development rights that is amazing, but even if that was not a right, the idea of a taking of property is laid out in Penn Central v. New York and there is not much of a legal claim of a taking away an investment value Planning and Zoning Commission June 21,2018 Page 9 of 15 when the properties were purchased before the high density zoning was in place. Legel believes the historic character of the neighborhood is important, if one is to walk along South Johnson or South Van Buren (south of Burlington Street) it is not very pleasant, it's college students, its broken beer bottles, its apartment buildings that all look the same. She reiterated it is important to keep a mix of multifamily and mixed-use in with lower density or single family areas to make neighborhoods more pleasant. Zack Builta (Historic Preservation Commission)wanted to review the criteria for a historic district overlay: (a) Significant to American or Iowa City history, architecture, archology and culture (b) Possesses integrity of location, design, setting, materials and workmanship (c)The buildings are associated with events that have made a significant contribution to the broad patterns of our history (d)The association with the lives of persons significant in our past (e) Embodies the distinctive characteristics of a type, period or method of construction or represents the work of a master or represents high artistic value or represents significant and distinguishable identity whose components may lack individual distinction (f) It has yielded, or may likely yield, information in prehistoric history or history With respect to what is being discussed today, this historic district meets criterial (a) and (b) as the last remaining intact collection of buildings in the near southside neighborhood that developed as a middle-class neighborhood and further developed an association with the railroad and the passenger depot. As a neighborhood that includes buildings associated with the railroad this district also meets criterion (c)which is event significant in our history. Lastly this district meets criterion (d) in its association with the prosperous coal dealer Paine, a speculator or saloonkeeper O'Reilly, in addition to the architects and builders involved which makes this meet criterion (e). Therefore criteria's (a), (b), (c), (d) and (e) are met. Cecile Kuenzli (Historic Preservation Commission)was impressed with Legel's presentation as a graduate student. She remembers these were the same types of comments that were discussed when the Chauncey was proposed. At that time many young people came forward and stated they loved the old Iowa City, the funky buildings, and the historic buildings. Kuenzli noted there is only 2.6% of the land mass of Iowa City in historic districts, so that is not a lot of land mass kept from developers. As Freerks pointed out there is still ample opportunity for development in this area with the transfer of development rights and there are also tax incentives at the state level and even at the federal level for owners of properties in historic districts. As Builta just outlined, there was nothing arbitrary about designating the properties that were to be included in this district, they had to meet a very well-defined list of criteria to qualify to be local landmarks. So the question then before the Planning and Zoning Commission is then why create a historic district. All of these structures together will create a small district, one of the last available in Iowa City, and it is noted by the article in the packet by Mr. McMann that neighborhoods that are established as historic neighborhoods foster social economic and cultural vitality, they are places where people want to be, want to walk, want to spend their free time. As an antidote Kuenzli stated about two weeks ago she hosted a physician from Mexico who married an Iowa City girl and was back in town for family reasons. He hadn't been here in a while so Kuenzli drove him around and asked him what he thought of all the new buildings, he hesitated and said he felt Iowa City was losing its charm. These buildings on South Clinton Street make a neighborhood, there are not many historic neighborhoods left, so she urges the Commission to adopt this area as another historic district, albeit a small one, and save some more of Iowa City's charm. Planning and Zoning Commission June 21, 2018 Page 10 of 15 Hensch asked about the site inventory form for 614 South Clinton Street, the statement of significance on item (c) (the buildings are associated with events that have made a significant contribution to the broad patterns of our history) when reading the National Register criteria it states "integrity has been compromised more substantially than is the case for the other contributing buildings in the proposed district" and looking at the picture of 614 South Clinton Street, that building does not look very historic. Kuenzli admitted to having the same initial reaction, but when you read about the history and that it was one of the houses built by O.H. Carpenter. Other houses that may look more historical were not added to the district as it would take too much work to bring those houses back to their original historic appearance. The house included in the proposed district could all be easily resorted to their original historic appearance and therefore become again contributing sources to the historic district. Miklo added that in terms of historic districts both the National Register criteria and local criteria is there cannot be a "Swiss cheese" district where some properties are included and then one in the middle is left out, so buildings are classified as being key contributing or non-contributing within boundaries of the district. So 614 South Clinton is probably the weakest in terms of its historic value, but to take it out would then fail to have a contiguous district. Also, one goal of historic districts is that over time the buildings are reinvested in and brought back to their historic appearance. Ryan O'Leary grew up in Iowa City and appreciates both sides to this argument, they are multi- faceted and more than just two sides. O'Leary would like to say he is impartial however Roffman is a very close friend and mentor and they attended Riverfront Crossing meetings together, went on the walking tours with the consultants, he personally participated in helping the City buy UniverCity houses, advocating for the brewer's house next to Brewery Square and consulting with the Wesley Foundation on if they would participate and let that go through. In that case of the property on Market Street, the boundary was clearly drawn, not on the property line but on the area it was intended to preserve. O'Leary would like to have the Commission evoke the idea that 10 or 20 years from now being able to look at the climate of historic preservation of this community and take it very seriously. The pendulum swings back and forth in the court of public opinion and the cottages are not a good justification to over reach in this instance and instead will set a bad precedent, incite property owners to do devious and malicious things to historic properties, and further endanger the general public perception of preservation. There are people who have very strong feelings about historic properties that are very disenfranchised and disenchanted with the historic preservation process. Even people who have served on the Historic Preservation Commission become very frustrated with lack of a broader scope. He feels this designation is punishment for the way the Roffman's have treated these properties over time. They could have taken historic elements off these properties, they could have used inferior materials, and the last acquisition of 113 was unrecognizable as historic with the broken staircases and crumbling exterior. In the future O'Leary would be hard pressed to advise folks to maintain or restore their properties to their original glory if it would only subject them to this type of acquisition. Freerks noted her disagreement and feels that fear of what a property owner may or may not do is not a threat that concerns her. She does not see this proposal as punishment for the cottages, and this proposal does meet the Comprehensive Plan in her opinion. O'Leary added that 604, 612, and 614 South Clinton Street are less qualified to be included in historic. He does feel that preserving 624 South Clinton Street should be a goal based on the criteria listed earlier. Planning and Zoning Commission June 21,2018 Page 11 of 15 Richard Carlson is the co-author of original 2015 report is obviously in favor of the rezoning and of the historic district. He noted this area is in the County Seat Addition of Iowa City which was platted two years after the Original Town Plat. This whole area is as old as Iowa City itself. It has been complete obliterated except for a tiny handful of properties of historic structures, this being the most important one. There are buildings in this area that are unlike anything else in Iowa City. 530, 604, 612 and 624 South Clinton Street are all architecturally unlike anything else you will see anywhere else in the city including the historic districts. As far as 614 South Clinton Street (the Donohoe House) he acknowledges if it were a whole district of buildings that looked like this one it would not be a historic district, it is added mainly because it keeps the continuity from north to south. On the other hand, Carlson did recommend this house as being eligible as a contributing element of the district because it contains the original massing, the roof line, and there are architectural details on the back of the house as well. Miklo noted there has been a lot of discussion on what qualifies for a historic building or not, in the Zoning Ordinance that is outlined as the role of the Historic Preservation Commission to make that recommendation to Council. The Planning and Zoning Commission's role is to make a recommendation as to whether this complies with the Comprehensive Plan. The Planning and Zoning Commission is not being asked to judge whether these buildings are historic. That determination is for the Historic Preservation Commission. Freerks noted the discussion of this topic is different than some as there is not a plan that the Commission can tweak, what is before them is a proposal that has been researched and outlined and the role of the Planning and Zoning Commission is only to review that proposal with the Comprehensive Plan. Therefore, there is no negotiation or discussion in what the Commission can do here regarding taking some properties out. Signs disagreed and said the Commission negotiates on things all the time. He feels there are opportunities within this block to satisfy the needs of both parties. He added that both the Riverfront Crossings Plan and the Comprehensive Plan are relatively new documents in the scheme of the history of Iowa City and they speak to the desire of the community and residents at that time of drafting. In many discussions it's all about looking forward but he feels there is also an obligation to look back, for example when someone has owned properties for 50 years and now we are making decisions based on a plan that is less than 10 years old. Freerks acknowledged that but reiterated what the role of the Planning and Zoning Commission is for this situation. Hektoen added that the whole notion of zoning is a police power, the Code is changed all the time to respond to public health, safety,welfare concerns and the plans are adopted after a lengthy process, it is a constantly changing area of the law and the courts give great deference to those decisions made by city councils. A property owner doesn't have vested rights in a zoning designation. Changes to the zoning designations are made through processes with due deliberation. Freerks feels the tools are all here for everyone to benefit, she understands the property owners concerns but this process was set into motion some time ago, when Sabin was taken down the mitigation of money was put forward to have this historical study completed. She feels the Historical Preservation Commission has whittled this down to a very small area and it is now reviewed to see if it complies with what was outlined by City Council in the creation of the Comprehensive Plan and Riverfront Crossings Plan, and it is the place of the Planning and Zoning Commission to answer to that. Planning and Zoning Commission June 21,2018 Page 12 of 15 Miklo added that plan that proceeded the current plan was the Near South Side Plan from 1992 and it also identified these as potential historic buildings. Signs recognizes the community response, it started with the cottages, and the City had to take a step back and look at this issue and he does applaud the Historic Preservation Commission and the work they are doing. He stated he is not questioning nor making any judgement on whether these properties are historic or not, he just struggles with the property right issues of land owners, which is the foundation of our country, it is the preamble to the National Association of Realtors mission and motto. Hektoen noted the time for the discussion is when Mr. Roffman decides to develop or someone wants to buy his transfer of development rights. Roffman stated he respectively disagreed with what Hektoen is saying as it has been his experience with every level of the City Government that once it is in a plan there is no changing it. Miklo noted the Riverfront Crossings Zone is a Form-Based Code versus a Use-Based Code and that allows for the Riverfront Crossings area to have either residential or commercial as well as institutional uses. It does dictate the form of the building on the property, the shape of the building, the materials. It is also the one district where the City does have transfer of developmental rights where the square footage that is not available for development(due to the historic designation) could be transferred elsewhere in the District. Freerks added that is not something that is allowed in any other district in the City. Roffman stated he had a property on Iowa Avenue (923 Iowa Avenue) that the tornado decapitated the third floor, the insurance company recommended to demolish the building so they did so and then drew plans on what could be built there based on the zoning codes and throughout planning and meetings all agreed on the proposal until the 11th hour when one of the Commissioners decided the proposed building was too big. It took a year and a half of additional meetings it was finally decided he could build the building. This is why he has little faith in this situation that it will work out in his favor when he decides he wants to develop his properties on South Clinton Street. Freerks acknowledged that time after the tornado was difficult as there was so many damaged properties. She added she was glad Iowa Avenue had been designated as historic prior to the tornado otherwise the rebuilding of Iowa Avenue would look different. Freerks closed the public hearing. Hensch moved to recommend approval of REZ18-00017, an application to designate the Clinton Street and Railroad Depot Historic District as a Historic District Overlay(OHD) zone. Parsons seconded the motion. Hensch asked why the train station/depot would be included on this application when it is already on the historic register. Miklo stated one of the themes of this District is the association with the railroad so it is part of the neighborhood. Parsons added it speaks to the connectivity of Planning and Zoning Commission June 21, 2018 Page 13 of 15 all the properties. Hektoen stated that listing something on a National Register does not mean it has to comply with the local policies, therefore it would need to be on the local registry as well. Martin noted we do not live in a vacuum and what happened with the collages did shape how these things are handled. When she looked at all the documentation she was actually disappointed that the proposed district was only a small snippet, she liked the Carlson/Ingalls original proposal. Because of where this is, she is actually a fan of historic homes mixed in with high rises and feels the community wants this mix and it is necessary to attract young people and retirees alike to the area. Martin feels this proposal absolutely meets what was put into place in the Comprehensive Plan and it adds richness to Iowa City. Parsons agrees and feels the community does want to see historic areas preserved. He also loves to see the mix of modern and historic while walking through a neighborhood. Hensch stated he wished the proposed District was larger, he noted this is the original part of Iowa City and there is hardly anything left. He feels it is a beautiful portion of the City and the historic nature of the area actually increases the value. Signs also was disappointed that the District was whittled down and that is part of his frustration and questioning of the remainder as it seems a bit arbitrary to him. He feels it should be all or none. He has nothing against historic properties and likes the blending of neighborhoods. He struggles with how developing these plans can significantly alter the value or potential value of properties. Hektoen stated value is only a consideration. It is a concern if the zoning results in no viable economic return on the properties affected. Freerks feels this proposal does meet the Comprehensive Plan and Riverfront Crossings Plan. A vote was taken and the motion passed 4-0 (Signs abstained). REZONING/DEVELOPMENT ITEM (REZ18-00013/SUB18-00006): Discussion of an application submitted by North Dubuque, LLC for a rezoning of approximately 73.15 acres of land from Interim Development- Low Density Single- Family (ID-RS) zone, Low Density Single-Family(RS-5) zone, and Planned Development Overlay/ High Density Single- Family Residential (OPD/RS-12) zone to Planned Development Overlay/ High Density Single- Family Residential (OPD/RS-12) zone for approx. 50 acres of property and Planned Development Overlay/Highway Commercial (OPD/CH-1) zone for approx. 23 acres of property. The applicant is also requesting approval of the preliminary plat of Forest View, a 73.15-acre subdivision, located north of Foster Road, south of 1-80, west of N. Dubuque Street, east of Mackinaw Drive. Miklo stated staff is requesting this item be deferred indefinitely. Freerks opened the public hearing. Seeing no one Freerks closed the public hearing. Parsons moved to defer REZ18-00013/SUB18-00006 indefinitely. Martin seconded the motion. A vote was taken and the motion passed 5-0. Planning and Zoning Commission June 21,2018 Page 14 of 15 REZONING/DEVELOPMENT ITEM (REZ18-00005/SUB18-00005): The application, submitted by Bedrock, LLC for a rezoning of approximately 18.03 acres from Interim Development Multifamily Residential (ID-RM) zone to Planned Development Overlay/Low Density Single Family Residential (OPD/ RS-5)zone and Planned Development Overlay/Low Density Multifamily Residential (OPD-12) zone and a preliminary plat of Cherry Creek Subdivision, a 17-lot, 18.03-acre residential subdivision located east of S. Gilbert St& south of Waterfront Dr. Miklo stated the applicant is requesting this item be deferred until the July 5 meeting. Freerks opened the public hearing. Seeing no one Freerks closed the public hearing. Signs moved to defer REZ18-00005/SUB18-00005 until the July 5 meeting. Martin seconded the motion. A vote was taken and the motion passed 5-0. CONSIDERATION OF MEETING MINUTES: JUNE 7, 2018 Hensch moved to approve the meeting minutes of June 7, 2018. Signs seconded the motion. A vote was taken and the motion passed 5-0. PLANNING AND ZONING INFORMATION: Miklo noted they have scheduled a joint meeting with the City Council for Tuesday, July 3 to discuss the rezoning on Burlington, Capitol and Court Streets. Miklo also acknowledged and thanked Freerks for her service to the Planning and Zoning Commission. Adjournment: Parsons moved to adjourn. Signs seconded. A vote was taken and the motion passed 5-0. PLANNING &ZONING COMMISSION ATTENDANCE RECORD 2017 -2018 (W.S) (W.S.) (W.S) 10/19 11/2 12/7 12/21 1/4 1/18 2/15 3/1 3/12 3/15 4/2 4/5 4/16 4/19 5/3 5/17 6/21 DYER, CAROLYN X O/E X X X X X X X O/E X O/E X X X X O/E FREERKS, ANN X X O/E X X O/E X X X X X X X X O/E X X HENSCH, MIKE X X X X X X X X O/E O/E X X X X X X X MARTIN, PHOEBE X X X O/E O/E X X X O/E X X X X X X X X PARSONS, MAX X X X X X X O/E X X X 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 O/E X O/E X X X X X X X X X O/E KEY: X= Present O = Absent O/E =Absent/Excused --- = Not a Member 08-07-18 Approved Minutes 2b(9) June 21, 2018 MINUTES SENIOR CENTER COMMISSION June 21, 2018 ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER Members Present: Kenn Bowen, Lorraine Dorfman, Kathy Mitchell, Margaret Reese, Hiram (Rick)Webber Members Absent: Cheryll Clamon, Scott Finlayson Staff Present: Michelle Buhman, Kristin Kromray, Ashley Monroe Others Present: None CALL TO ORDER: The meeting was called to order by Reese at 4:03 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM THE MAY 17, 2018 MEETING: Motion: To accept the minutes from the May 17, 2018 with amendments. Motion carried on a vote of 510. Mitchell/ Bowen PUBLIC DISCUSSION: None. TRANSPORTATION CONCERNS: Community member Harry Olmstead asked the Commission to consider supporting an effort to expand public transportation including paratransit. He explained the current bus schedules do not allow people who work 2nd or 3rd shifts to adequately use public transit; thereby limiting their employment options. There are reports of some local hotel staff needing to rent rooms in the hotels that employ them so that they can make it to their early morning shift on time. People who rely on public transportation to attend the downtown festivals (such as Arts Fest and Jazz Fest) need to leave early in the evening and cannot attend on Sundays. Olmstead is suggesting extending services Monday-Saturday to a later time (11 PM or 12 AM) and adding Sunday service. He noted the City is planning on doing a transportation survey but he is concerned that the survey will potentially take up to three years to complete. He understands that expanded 1 Approved Minutes June 21, 2018 service will come at a cost and suggested that the City could recoup some of that cost with advertising on buses and bus shelters. Also, there could be a cost increase to 50 cents per ride (it is currently free)for persons with disabilities during certain ride times. Mitchell asked if he is speaking to the Board of Supervisors. Olmstead noted that he would be speaking with the Board of Supervisors and that collaboration between Johnson County and the local municipalities would need to occur to make this change viable. Due to federal guidelines paratransit service (SEATS) hours must mirror regular transportation hours. Dorfman asked how many people are negatively affected by the current transit hours. Olmstead did not have specific numbers but stated that he is currently checking with the University of Iowa regarding a study that had been conducted in 2015. Bowen noted that he thinks this is an important issue but believes without data to back it up the City Council is likely to not move forward. Monroe stated that the transit study mentioned will take 12 to 18 months; the City is currently working on finding a consultant. In addition to transit hours they will explore routes, frequency of bus stops, changing or splitting routes, and the possibility of moving the transportation hub. It costs approximately $90/hour to run a bus, therefore changes of this nature take careful consideration. The Commission discussed writing a letter of support and agreed that they would like more information before doing so. FALL PROGRAM SNEAK PEEK: Buhman gave an overview of some the classes and events planned for the fall. They include: • 20th Century Poetry • Persecution of German • Self-Defense Americans • Human Evolution • Knitting 101 • Genealogy • Who You Are and Why • Beginners Spanish • Theology • Ukulele Group • Senior Art show and Open • Nationalism and Populism House • Grandparents/Grandchildren Art • Red Cedar Chamber Music • Mindfulness Group • Mark Twain • Racial Inequity Movie • Oceanography • Buddhism • Expanded Artifactory Partnership • New Yoga Classes • Terror of History • Hearing Aid Needs • Fall Prevention • Fall Art Show • History of Immigration 2 Approved Minutes June 21, 2018 • Literature class focusing on the • Intergenerational programs first 200 pages of Ulysses • SCTV Open House on • LGBTQ Resource Fair Halloween • Day of the Dead program August 15th will be the first day of registration. Commissioners agreed it sounds like a full and exciting fall slate of programs. Olmstead commented that the weekly email blasts are helpful but suggested they are sent out a little earlier to help people coordinate transportation. Buhman reported that some Senior Center groups (Barn Dance, Dance Team, Flutes and Reading Aloud) are participating in the upcoming Downtown Block Party. Buhman reported that the University of Iowa School of Social work recently put together a wall chart of longevity statistics for the State of Iowa with county specific information. It can be found online: https://clas.uiowa.edu/socialwork/sites/clas.uiowa.edu.socialwork/files/wallchart_f ront.jpg STAFF REPORT: Monroe reported that the construction company McComas Lacina had reached out to the Senior Center. They had in their long-term storage a commemorative memorial for WWII veterans that notes the Senior Center from 1994. It is unclear why the stone ended up with McComas Lacina. Monroe asked for suggestions on where the stone should be placed. Commissioners were interested in the history of the stone. The consensus was to place the stone on the grounds outside of the Senior Center. Monroe reported staff is continuing to update the policies. COMMISSION DISCUSSION: Bowen will plan on attending the July 3rd City Council meeting. Monroe reported that the first round of interviews for the coordinator position had been completed. A second round of interviews will take place in the coming weeks. Three commissioners, one community member who is familiar with the Senior Center, and other City staff will be involved with the next interview. Motion: To Adjourn. Motion carried on a vote of 5/0. Bowen/Mitchell 3 Approved Minutes June 21,2018 Senior Center Commission Attendance Record Name Term Expires 7/20/17 8/17/17 9/21/17 10/26/17 11/16/17 12/14/171 1/18/18 2/16/18 3/15/18 4/19/18 5/17/18 6/21/18 Kenn Bowen 12/31/2019 X X X X NM X ' X X N/M X X X Cheryll Clamon 12/31/2020 O/E X • X X NM X X 0/E N/M X X 0/E Lorraine Dorfman 12/31/2018 X 0/E X X NM X X X N/M X X X Robert(Scott) 12/31/2020 -- -- -- — -- -- -- -- -- X X O/E Finlayson Mark Holbrook 12/31/2017 X X 0/E X NM X -- -- -- — -- — Kathy Mitchell 12/31/2018 X X X X NM X X X N/M X X X Margaret Reese 12/31/2018 X X X X NM 0/E X X N/M X X X Hiram(Rick) 12/31/2019 O/E X X X NM X 1 O/E X N/M X X X Webber I Key: X= Present 0= Absent 0/E= Absent/Excused NM= No meeting —= Not a member 4