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HomeMy WebLinkAbout2020-08-18 Bd Comm minutesr � CITY OF IOWA CITY www.icgov.org August 18, 2020 ATTACHMENTS: Description Climate Action Commission: July 6 Item Number: 4.a. FINAL IOWA CITY CLIMATE ACTION COMMISSION JULY 6, 2020 —3:30 PM —FORMAL MEETING ELECTRONIC MEETING Electronic Meeting (Pursuant to Iowa Code section 21.8) An electronic meeting is being held because a meeting in person is impossible or impractical due to concerns for the health and safety of Commission members, staff and the public presented by COVID-19. MEMBERS PRESENT: Madeleine Bradley, Stratis Giannakouros, Grace Holbrook, John Fraser, GT Karr, Matt Krieger, Katie Sarsfield, Becky Soglin, MEMBERS ABSENT: Kasey Hutchinson, Jesse Leckband, Eric Tate STAFF PRESENT: Juli Seydell-Johnson, Sarah Gardner, Ashley Monroe, Brenda Nations OTHERS PRESENT: Benjamin Graham, Cheryl Miller, Lisa Stark, Meg Smolka RECOMMENDATIONS TO CITY COUNCIL: None CALL TO ORDER: Krieger called the meeting to order. APPROVAL OF JUNE 1. 2020 MINUTES: Fraser moves to approve the minutes from June 1, 2020. Holbrook seconds the motion, a vote was taken, and the motion passes 7-0 (Giannakouros not present for the vote). PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA: Benjamin Graham gave quick update on the school district progress and climate actions. He stated it has been relatively slow because of the COVID response stuff and most of their admin teams are focused on that. They did get a little climate action stuff in front of the Board in early June and facilities management is going to start the process of looking for a consultant that might be able to Climate Action Commission July 6, 2020 Page 2 of 14 guide them on solar as well as wind energy and things of that nature. They are currently putting together a list of qualifications. Lisa Stark stated she is a Green Iowa AmeriCorps member serving with the Iowa City Community School District and unfortunately because of school closures, they're not able to do a whole lot with the School District's Climate Action Plan, although they are supporting school gardens right now and that's their big push for this summer. Meq Smolka is also an AmeriCorps member working in the School District here in Iowa City. She didn't have anything specific to share with the group but is just really excited that this even exists at all. UPDATE FROM JULI SEYDELL-JOHNSON PARKS AND REC DIRECTOR ON TREE REMOVAL AND INCREASING PRAIRIE PLANTINGS: Seydell-Johnson gave an update on tree removals and prairie grass plantings or native grass planting areas beginning with some basic information and then will answer questions. First Seydell- Johnson acknowledged some of the Commission members have received questions from the public about the removals of trees in various locations, and while she is not sure about specific locations, she will go through their process and in what happens when they have to remove a tree. First, she noted they do not like to remove trees if they don't absolutely have to. They are planting roughly two trees for every one tree that they must take out. Seydell-Johnson stated there are sometimes when they do have to remove a tree in one of the parks or the street ways because it's a safety hazard and must be removed immediately if there's an there's a danger of it falling, or if it has fallen, hopefully not a person, car, other property. They take those trees down and noted in those street trees there is a large number of the ash borer trees right now that are showing high levels of decline and are becoming a safety hazard. Seydell-Johnson noted in the ash tree case, they are beautiful large trees and some of them look healthier than others but every single one of them that they've taken down has been rotten in the middle and pose a hazard with the next windstorm or storms. Another way that a tree becomes a safety hazard is it impedes stormwater management and a lot of people don't realize that many of the City's parks actually function as a large part of the City's stormwater management areas. Scott Park Willow Creek, Villa Park on the westside and several others are park land when they're dry, but during rain events are there to collect stormwater and get it off the private properties and down the road. Therefore, in a lot of cases they have to remove trees in waterways that have become overgrown in order to facilitate the stormwater management and that would be the case along the trail in Scott Park and along Willow Creek. When a tree is being removed for safety hazards or because of a maintenance activity for stormwater management, the City typically will notify homeowners that are directly adjacent to the property line of where it's happening. They don't do a large public input process because it's not really an option that these trees come out, they're coming out because of other conditions around them. Seydell-Johnson noted another reason they have to take trees out is occasionally for a public improvement, whether that be for a street change or sidewalk change. Occasionally some of the trees have come out in parks as well to make way for other improvements but they typically try to move the improvement like a new shelter or restroom to such a location where it doesn't affect the tree, or they don't have to remove a tree. Seydell-Johnson stated they always avoid removing a tree if they can and if they have to make a choice on trees to remove, they choose first trees that are showing other issues or levels of decline. Occasionally they can replant trees and move them to another location. They've done that with a number of the park projects, taking out the smaller trees Climate Action Commission July 6, 2020 Page 3 of 14 and either move them to a temporary location and bring them back or move them to a different park and replant them in those parks. So sometimes one may see a tree leave an area in one park, but it's not actually being taken away completely, it's just being relocated to a different area. Seydell-Johnson reiterated the they do replace trees and typically in most years they plant about twice as many trees as are removed. They've been very fortunate to have a lot of funding and actually have more funding right now and are continuing to look for ways to either contract out more tree planting, working with volunteers or find other ways to get more trees planted. They know that there is a real need for planting trees in areas that have a large number of rental housing units, or in lower income neighborhoods. Seydell-Johnson noted this has been a very difficult outreach area for them as they have tried in the past and oftentimes if a property owner is not in the area, they don't necessarily have any incentive to let the City plant a tree that they know that their tenants may or may not take care of. So that's one of the areas that they're still looking for advice and working on different approaches to find more ways to get more trees planted in some of those areas. They also really aim for a diversity of planting and that has been one of the difficulties this year, in particular this spring, because they want to get a variety of species of trees to plant but they rely on tree nurseries around the entire region and with COVID issues they've had a real shortage of trees. Nations noted last month when the Commission met folks were talking about the tree removal along Ralston Creek and there were some specific questions about how that ties in with the creeks and the stormwater management and there was a question about removing trees along streams holding back bank erosion. Seydell-Johnson stated that conversation was about an area near Scoff Park and was a joint project with the public works department. Last winter, they had crews out there and they did clear out a number of trees along the creek to open up the creek. It's been replanted with prairie grasses at this point, which they think will be a better solution for a couple things. First of all, it will stabilize the banks and secondly, it'll allow them to actually get down and monitor the creek and keep it free and clear for water to flow through it. One of the problems in that area continues to be snags and things that blocks the water flow along Ralston Creek. Therefore, being able to get down there for maintenance and being able to see the creek is something that's very helpful. The City also took some trees out along Court Street at that same time, they were old trees left over from a fence row and there was still barbed wire running through a number of them. They just felt cleaning those out was the best option there as well. Krieger mentioned a priority for replanting in certain neighborhoods, are there other locations that will be prioritized for future plantings. Seydell-Johnson replied that one of their bigger priorities right now are some of the older neighborhoods just north of downtown. Those areas been devastated by the emerald ash borer and they've had a lot of large trees taken out there. Soglin noted Seydell-Johnson mentioned that right now they have a fair amount of funds to get the trees, but there's this limitation of access and staff, understandably, to plant them. Also mentioned was for some rental homes oftentimes it's a difficult placement because the owner may not live here and the tenant may not take care of the tree. Soglin wondered if there are any way that funds could be used sort of as an incentive. Seydell-Johnson acknowledged that is some of the conversations they've been having of what will it take beyond just having the funds to plant the trees. They've talked about maybe an urban outreach for teens or young people that could maybe do that. They've worked some with the AmeriCorps teams that have done energy audits, to talk to homeowners about tree planting when they go out and do energy audits. It's something that they're going to have to come up with several creative solutions and work towards it. Seydell-Johnson also noted that the lack of staffing due to COVID is at tree nurseries, not a lack of City staff. The tree nurseries rely on Climate Action Commission July 6, 2020 Page 4 of 14 immigrant populations oftentimes to come in and work during the summers and they've had issues with getting enough people to work at the tree nurseries around the Midwest. Hopefully it is just a temporary issue for this year. Soglin stated they also need to talk about prairies and wondered if the City could do maybe a webinar or zoom meeting with folks who are asking these questions, and share information, and then have time for questions and answers. Seydell-Johnson suggested any persons that are asking questions can come to Seydell-Johnson or to Tyler Baird, the new park superintendent. They have had public discussions through the Parks Commission, and she thinks that would actually be the venue where they would do a presentation and allow for question and answers. In addition, on the City website, under Parks and Recreation, there's a page called master plans and it has updates on park plans. Some of the resources that they have available through that page is tree inventory, where one can see what kind of trees and where they are, also what the condition rating was at last inventory, two years ago. They also have a natural areas plan, which she'll talk about a little bit in the prairie planting areas discussion but they had a natural areas inventory of all of the open space land a few years ago and prioritized the activities that they are doing now to improve the natural areas, whether that be prairies, wetlands, or forested areas. This is any area that's not a real active recreation use. Of course, the park master plan is also on that webpage and that looks at active use park areas. Finally, there was quite a bit of FAO main information on the prairie establishment and that's all online there including maps of what parks have areas that will be designated for new prairies, this fall and next spring, so the website actually does have quite a bit information. However, Seydell-Johnson is always available via email or phone call to answer further questions. Fraser thanked Seydell-Johnson for pointing out the website. He noted it strikes him the probably the people complaining that the City's cutting down trees are not aware there is obviously a very good reason. He wondered if maybe that's something else that the ambassadors can do is aim people to the website. He feels a big ambassadorial responsibility will be to inform the public and the public won't always remember the answer, and perhaps they'll want to refer that answer to a neighbor or to a friend. One of the biggest thing's ambassadors can do in his opinion is to be really, really knowledgeable about the website and what's on the website related to climate action, etc. and to get people accustomed to coming to the City website. He thinks we assume that everyone knows they can come to the City website, but even he has trouble finding stuff on the City website, much less expecting someone who's never been there just to pop on and see what's going on with trees. Seydell-Johnson agreed and wanted to re-emphasize they don't like to take out trees if they don't absolutely have to. Sometimes they have trees that have been planted in unfortunate locations that they take away from another purpose for that location like the stormwater management and they have to remove them in order to provide for the overall utility of the area. Again, the number one reason though that they take out trees is because they have become a safety hazard. Trees have a lifespan and as they reach the end of that lifespan, they succumb off into diseases or structural damage. In the parks kids are playing on the trees all the time so they definitely want the kids to be climbing the trees and enjoying themselves and at the same time be safe. The overall message should be that they have a forestry staff that cares very deeply for the trees and they're just as heartbroken as the neighbors and residents when they have to take down one of these big trees in anywhere in the City. Krieger stated something else that might be good for communication would be to include in the sustainability newsletter from the City a short snippet and directs people to the website. Climate Action Commission July 6, 2020 Page 5 of 14 Seydell-Johnson next talked a little bit about the prairie planting areas. As mentioned earlier they have a natural areas plan that was developed, along with Applied Ecological Services consultants a couple years ago, that included public input, work by the Park Commission and the City Council at that time, and it prioritized restoring natural areas throughout the community. Sometimes these are parks but sometimes there are other areas that Parks and Rec manages for the City such as a well site or some other public land that has been acquired and maybe isn't being used. The natural area plan looked at all those and prioritized areas that had fairly high ecological scores or already had a good head start on having good native populations in them and prioritized the work in those areas. They have done a lot of work at Hickory Hill Park, at Terry Trueblood Recreation Area, Ryerson's Woods and in the Sand Prairie area, because they determined that those were high priority areas where the resources will make the most impact. Sycamore Greenway would be another one that they look at and Waterworks Prairie Park as well. Seydell-Johnson stated from that they also looked at other areas within the parks that could be converted into prairie grass, and they did this for a variety of different reasons. First of all, it will help with less mowing and it is just not the amount of work the mowers are doing, but also to trailer equipment all over the City causes more carbon emissions and more use of gas powered engines. And yes, while it's more efficient for staff they feel that the less mowing is also a better option overall. So, they looked at some areas where they could provide natural buffers. They had some areas where there were safety considerations in parks, they felt like providing a buffer area between say, a busy street and a play area with some native prairie grasses would be one way instead of a fence to provide a natural barrier. That helps stabilize the soil along a lot of the creek sides. Also, as they clean out those creek sides of some of the larger trees that have been snarling them up, they're able to replace that with prairie grasses and allow them once again access to the creek but also help stabilize the ground. Prairie grasses help with storm water infiltration on site and they provide a lot wildlife habitat. Seydell-Johnson noted they often hear when a tree comes down that they're hurting the wildlife, and the birds won't have a place but what they found is a mature prairie provides more habitat than a single tree or even a few trees for number of wildlife. Now that can be good or bad depending on what one thinks of the wildlife because some of them are snakes and moles and small creatures, but also Iowa's bird, the Goldfinch, relies on prairie grass for their habitat. So, they feel like it is a really good wildlife habitats and will be soon starting with killing off some more of the turfgrass areas and replacing those 18 different sites around the City with prairie grasses. Seydell-Johnson did not have a specific list of grasses they're using because the mix is really specific to the conditions in each park, some of them are more of a wetland area, so they're getting a more wetland mix. Some are on hillsides, which have been difficult to mow and aren't used for active recreation other than sledding in the winter, and they can still be used for sledding. So, there's several different mixes that will be planted throughout the City. Seydell-Johnson said they been really fortunate to have additional funding to hire contractors to come in and do some of that work and they're also getting some new specialized equipment for the natural areas staff to be able to do more efficient management of the forested areas and the prairie areas in the years to come. Seydell-Johnson acknowledged the City hasn't had the best track record of taking care of some of the prairie areas in the past, but she has been here about five years and believes it has improved every year since she's been here. They have more staff excited about prairie plantings and are certified to do prairie burns and have used the help of AmeriCorps to plant and remove species along the way. Krieger had a question related to the public input process, it was mentioned that along with the tree removal the City notifies the adjacent homeowners for specific projects but is there is there a public input process established for review or input feedback on any specific project or just the overall plan. Seydell-Johnson replied that there was public input during the natural areas plan, as well as presentations made to the Park Commission and Council and public input that way. In general, when Climate Action Commission July 6, 2020 Page 6 of 14 they do a park renovation for active use areas or aesthetic changes to a park where there are options for the public to consider they have neighborhood meetings where they send out letters to a half mile radius around each park. They also announce through social media, and tend to do them with Party in the Parks or other events so they can get a fairly good group of neighbors and have a lot of good neighborhood input for things like playgrounds, shelters, pathways, etc. When the change is simply an area of the park, a landscaping change or maintenance change, removing a tree or in this case changing some of the underused areas to prairie they don't necessary do a public input process for that. The reason they don't do a public input for each individual change is because it's following the natural areas plan and they have several criteria for choosing where the prairie areas are. Seydell-Johnson acknowledged that tripped them up, obviously a little bit with the prairie areas, some of the neighborhoods were more not wanting the prairies than others, so they made changes after the fact, but they did have a good process and a good amount of criteria for choosing those locations in the first place. Seydell-Johnson doesn't see larger projects coming up in the next few years, but they'll definitely be looking at ways of having better communication in the future. Seydell-Johnson acknowledged there was also a question about some of the private lots, like the residential lots, that they maintain, along Taft Speedway and Normandy wondering if they could plant more prairie in those areas and the answer to that is that they maintain those as a neighborhood and although we have some smaller prairie establishments in the Normandy area they have not extended that to larger areas and those vacant lots. They just mow those because they're part of the neighborhood. This is the same with some of the lots along the river on Taft Speedway, the City had actually said that they would like to make those prairies but the neighbors there were not in favor of that so they will be mowed to blend into the neighborhood. Soglin asked if there is any kind of comparison to keep track of what is the cost both in terms of dollars of the upkeep versus if it had been in prairie, and also the greenhouse gas differences. Soglin noted that if they can show over time that the cost is high, then maybe there's a way to appeal to the neighborhood or there's some kind of other trade off, to the benefit is to the community as a whole. Seydell-Johnson replied that's definitely possible as those are areas, they actually contract out for mowing so they can very quickly calculate the cost. Soglin said she was looking for the actual dollar and also what the accounting of the greenhouse gas emissions maybe. Nations noted that's something that they're going to be looking at in the recent grant that Iowa City is a part of from USDN (Urban Sustainability Directors Network) and they're going to be looking at the carbon sequestration from trees and as much as they can in prairies and they're going to be looking at some of those as well as how much carbon is sequestered from area gardens that use compost added to them. Sarsfield had a quick question about the prairies, are they really only focused on City owned land or is the City looking to partner with any institutions within the City. Is there any sort of outreach to encourage private companies to donate their land to prairie. Seydell-Johnson stated up to this point, they have been concentrated only on City owned property. Interestingly, though, since the Council discussions on this a few months ago, they have been approached by a couple different private property owners, homeowner associations, asking if the City would be interested in in doing some prairie on their areas. The City has not pursued those at this time, with COVID and everything else happening right now they don't have the capacity at this time. But they are keeping a list of those so in the future it can be explored. Climate Action Commission July 6, 2020 Page 7 of 14 Nations asking about planting cover crops. Seydell-Johnson said they typically do that anytime they have disturbed soil and they do it as quickly as possible so that they have covered crops until other things grow in. With regards to doing cover crops over the community garden areas, Seydell- Johnson noted that is an interesting question and doesn't have an answer, it's something that they would need to discuss with the people that have been renting the garden plots as they're pretty particular about what the City does during the offseason. She did acknowledge however that the soil could be vastly improved through composting or something in those garden plots. Krieger thanked Seydell-Johnson for her presentation STAFF/COMMISSION ANNOUNCEMENTS: Action Items from last meeting: Nations asked if the recap of actionable items from the last meeting worked well, they were in the minutes and also emailed out to everyone right after the meeting. There were no objections from the Commission. Nations also wondered if the zoom directions were an issue as it is unusual that Giannakouros and Tate aren't here and was wondering if it didn't get on their calendars. Nations acknowledged more than one person had some issue as they have to do it in that way that people have to register for the meeting and cannot get in without the registration link. Nations just wants to make sure the meeting gets on everyone's calendar. It is a complicated process and different than other zoom meetings but is necessary so they don't get zoom bombed. If anybody is not getting that notice of agenda and registration links, let her know. Next, Nations pointed out it was added to the agenda about the public comments so that people don't think that the Commissioners are being rude by not addressing them, it states that Commissioners can't engage with the public. Nations did email the Grannies about the parks question with the cover crops and will follow up with them on what Seydell-Johnson shared with the Commission today. Soglin updated the co -benefits sheet and it is in the Google Doc. Nations will make sure it is in the Commission packet next time so the public will know that it's there too. Nations is still working on locating the website for transportation where one can see how it offsets greenhouse gases. She did share with the Commission the two Gazette stories about communication. She also called Johnson County motor vehicles and asked about the data for the electric cars, which was kind of interesting. They said they don't have that data, the State does, and it is by county. Nations found the link with the information, it's a quarterly update of how many electric vehicles are registered and as of right now it's like, something like 484. The information does go away at the end of the year, so we will have to keep track of that. The online version of the action item list should have been posted today or if it's not, it should be online for the public tomorrow. It will be updated every other month and posted online. The working groups were supposed to think about public input methods, and any input on metrics. The discussion on equity will be given later in the working groups updates and questions for the Parks Department were just answered by Seydell-Johnson's presentation. Climate Action Commission July 6, 2020 Page & of 14 Discussion of updated work plan for "Accelerating Iowa City's Climate Actions": Nations stated she took the Excel spreadsheet with the phase one actions and for 35 actions from the Accelerating Iowa City's Climate Action and rearranged those in a way to see the status of each. First of all they are ordered in what month we were going to start working on those and so you can see the first one in buildings is like April, May, June, July and in that order. For the actions that we have been currently working on, we gave two different types of status, some that are in development (shaded green), which staff are working on getting ready to roll out but not quite underway for the public to use, such as the realtor work that the buildings group is working on. The other type (in darker green) are things actually in progress and counted as underway. So, all of the actions shaded green we're actually working on but are in various stages of development. The action times in yellow are not started yet, because they can't start all 35 at once. However, all of these were supposed to be started by the end of the calendar year and of the 35, they only have seven that are not started yet. Nations added this is for all City staff to work on, and they are making sure that they are actually implementing what they said would. They also have the equity focus on the ones that it applied to and will show that they are considering those in our actions as well. Nations wanted to highlight a few of the items. First of all, last month Wendy Ford talked about the Green Business Recognition Program and they are about ready to accept applications for that, it should go online in the next day or two. If anyone knows of any businesses that you think should apply, or you would recommend, you can either recommend them or let them know that they should apply. They are still finalizing the funds, but there should be a $500 recognition fund for them, and they really want to promote the businesses that are doing a great job and are working consistently towards the things in the Climate Action Plan. The EV readiness plan which you've been hearing about for a long time, is very close to having a signed agreement. Nations had hoped to finish the greenhouse gas inventory for 2019 but still needs a few numbers from other people, so hopefully next month she can give an update on that. Krieger asked what was the document that was that is to be posted to the website, is it this complete list or is it the more abbreviated one. Nations said it will be the complete list to show the public what actions staff and Commission members are working on regarding the Climate Action Plan. Monroe next gave an update on the Request for Proposal (RFP) for the marketing plan. First, she wanted to add to Nation's list of projects that are timely and upcoming the urban renewal projects are up for first consideration at Council tomorrow night. So those are the economic resources from TIFF areas that will allow them to put that TIFF money towards industrial energy efficiency improvement projects for businesses in those particular areas. Council is seeing that for the first time tomorrow, and that is one of the additional building objectives there. Onto the RFP, before they put out a request for proposals to the public, Sarah Gardner has been really doing a wonderful job of drafting a consultant inquiry for branding and communications strategy about the climate initiatives. These things will primarily focus in areas where there's a variety of audiences and they're making sure to incorporate elements of equity and a particular population focus. In doing that will give us enough information and templates to work from going forward. Monroe stated the purpose of this project is going to be having someone assess our populations here, the needs we have, compare it with our plan objectives and provide us templates and messaging that will be able to be used throughout our communications about the climate plan and other things that connect to the City and climate actions. Climate Action Commission July 6, 2020 Page 9 of 14 Monroe wanted to gauge the Commission's response to was if there are particular things that we should be looking for as we select a consultant, either something specific that you want them to provide to us, or if there are criteria in which we should be looking at. Typically, when we look at our request for proposals, it looks at the firm's experience, their awareness of what our community is, the project scope, the project schedule, and any references that we would look at and cost of the project. So those are the overarching things they look at on a regular basis. Fraser asked what the end product is when the controls are done. Monroe replied the end product is going to be strategic messaging for a variety of populations throughout the community, which can be visual and text or verbal messaging. Soglin thanked Monroe for that explanation and was just wondering since there are several Commissions whose purview has some kind of intersection with what the Commission and what the staff are doing. For example, Parks & Recreation, which they obviously just spent some time talking about today, so is there a shortlist of commissions that staff would ask the firm to kind of keep in mind and that eventually the messaging can be part of their actions, the different Commissions action, so that Parks & Rec knows what kind of messaging will be going out related to prairies and so forth. Monroe agreed that was a really good suggestion, they haven't gone out and discussed with Seydell-Johnson about messaging for Parks, they have talked with Darian Nagle -Lamm, the transportation services director, with the implementation of the soon to be completed transit study, the messaging that pertains to both the transportation system as well as the Climate Action Plan. There are all those intersecting objectives to be incorporated into the requests and into the outcomes of this proposal. Soglin suggested also that eventually the Planning and Zoning Commission be made aware because again there's goals that relate to issues that they will end up discussing and deciding on in the future. Monroe agreed and acknowledged there is a long list of commissions that somehow will be engaged and need to be informed. Monroe said they can certainly reach out to the commissions and that membership for doing that and right now they are for sure including the staff that are liaisons for those commissions and are incorporating review by transportation services, equity and human rights, and neighborhood and development services because of the connections to buildings and the development aspects. They will add in the commissions as another layer of feedback as well. Krieger stated as part of the qualifications for selection if they should put anything in there about preferred expertise with GIS or mapping, targeting messaging and communications with populations, and that technical expertise. Monroe made note of that. Gardner said they haven't asked for GIS technical capabilities, it's a little unusual for marketing, but they can certainly put it in and see what they get. Nations noted they do have equity mentioned in the RFP. (Giannakouros joined the meeting) Fraser noted it goes without saying that whomever is chosen needs to really have a positive mindset relative to the reality of climate change and the challenges that they're facing. Not to be political, they wouldn't want a company that was a climate denier. They need to have the right mindset and not go with a five -word slogan, such as "learn to live with it", that is not a positive approach. Monroe confirmed there was no need to worry about that, they are going to make sure that they hire somebody looking at positive behavior change and have it be a call to action. Climate Action Commission July 6, 2020 Page 10 of 14 Monroe thanked everybody for their feedback, and they'll think about all this as they proceed with this process. Another thing she wanted to mention is if there was a desire for a commission member to participate on the selection committee. It would be an opportunity and willingness to review the proposals that would come in and spend some time with staff to select or provide feedback on the respondents. Perhaps take some time to think about that and decide before the next meeting and let Nations know if interested. Fraser added one more comment as a non -staff member of the Commission, he is so impressed with the work that the staff is doing, it's really impressive. REVIEW AND DISCUSS BUILIDNG, ADAPTATION AND SUSTAINABLE LIFESTYLE METRICS: Krieger stated this is coming out of the meetings with the working groups. Nations stated she discussed some preliminary metrics with the buildings working group and they're going to hopefully be discussing those at the next working group meeting. With the adaptation group, they decided that they really need more information to do that, and with this sustainable lifestyle, they decided that those are things that are really going to move the greenhouse gas emissions and they might not even have any metrics for that one. Therefore, they're going to be really carefully looking at these last groups and then hopefully, maybe by the end of next month, they'll have a set of metrics and start gathering the baseline data. Nations noted next month is already August and they want to get something out in September out as it will be the two-year anniversary of the plan and want to show progress. It's going to take some time to gather that data. So, she is really hoping to kind of wrap this up and start looking at where in these two years there has been change, they're not going to see any huge changes, but hopefully they can start looking at those and seeing what direction they're going in. So, the plan is to have the metrics and two years of data released in September. Krieger stated even though they may not have measurable greenhouse gas emission reduction metrics related to like sustainable lifestyle there are still other metrics or targets or goals that they're trying to track such as the number of businesses that have been recognized for the Green Building Business Recognition Program, or the number of climate ambassadors that we have, etc. Additionally, they can show the number of acres of trees, the number of trees planted, or the number of acres of prairie planted or whatever it may be, they did just learn there is a tree inventory. PUBLIC INPUT ON "ACCLERATING IOWA CITY'S CLIMATE ACTIONS": Krieger stated they talked about this specifically in the outreach working group meeting, where they actually discussed essentially what Seydell-Johnson brought up on the public input process and is there already a process in place that we should be tapping into for feedback and building awareness on certain projects. In general, it sounds like Neighborhood and Development Services does have an established process we should probably better utilize for all of our climate action base work. Additionally, Krieger acknowledged one of the other things that the Outreach Working Group discussed was that this is a primary issue for climate ambassadors going forward now that program is in development. If there are other opportunities that they want to put out there for public input, either on a specific topic are broad based issues, they need to bring those to the table to discuss. So as part of the working groups, please add that to the next agenda. Climate Action Commission July 6, 2020 Page 11 of 14 Fraser commented that the consultants that are going to be working on the messaging should draw from the public. Not just initial marketing messaging, but it's a way to communicate to the public to not only inform, but also making an effort to glean more and more input from the public as they become more and more aware. Nations acknowledged that consistent messaging is key and repetition. Gardner stated that's written into the RFP, they asked them to fold in existing efforts and strategies and help create something that's cohesive. There's nothing preventing us from moving forward on what we want to do now. We'll just get some expert advice on tweaking it in the future. EQUITY CONSIDERATIONS FOR ALL CLIMATE ACTIONS: Nations stated that the Equity Working Group didn't get a chance to really go over this last time but will be talking about the equity focus of the what was put in the packet and looking at and making sure that works. Monroe wanted to let everyone know City Council approved on the 16th of June a 17 -point resolution addressing how the City is planning to address and remove systemic racism and also other measures to support Black Lives Matter movement. Staff is thickly involved in pursuing some of those options as well as are several of the other City Commissions, specifically the Human Rights Commission who did provide an official statement on behalf of the commission regarding Black Lives Matter in response to some of the demonstrations across the country and identified ways in which they plan to assist in this effort community wide and the support that they're giving as this community commissioned body. So if this group would prefer that there's some official statement made, following a similar model in terms of connecting climate action to impacts on people of color or other avenues, whatever you may choose to present as rationale for being a support for these efforts in whatever way you choose or want to communicate would be fine. It many not have to be an official statement, it could just be in the form of correspondence to Council, just addressing however the Commission feels if you want to pursue that route. Monroe is not going to infer that the Commission should have a statement, but if they choose to go that path, they're certainly welcome to and she thinks it would come best through correspondence to Council. Giannakouros stated they are going through a similar process with his office at the University of Iowa and trying to figure out how to calibrate a statement within an institution. He thinks that because Iowa City has been so proactive in coming up with a 17 -point plan, he would hate the Commission to try to say anything different than that message. Conversely, though, he does think they should think about how they are more artfully indicating that they are addressing through the climate commission, these inequalities, and part of that is having an equity task group subgroup, It would be nice to say something to Council to the effect we are aware of the intersections here and that we want to do something. Fraser echoes that as it's important to fit under that umbrella of the 17 -point plan the City has already voices, otherwise it becomes controversial. 1 think the biggest message and we can keep it pretty simple, is we recognize the systemic nature of the situation we're in and we're going to constantly be aware of that. He acknowledged that's hard to do because by definition we've all got blind spots. But the fact that we admit that it's systemic, and we've got blind spots, and we constantly are cognizant of that, that's about all the message we really need as long as we go along with what the City is doing, and he totally agrees with what the City is doing. Soglin asked if the equity committee could perhaps get a copy of the Human Rights Commission Climate Action Commission July 6, 2020 Page 12 of 14 example and propose a draft for the rest to see. Nations will get the copy of what the Human Rights Commission to share with the Equity Working Group. UPDATE ON WORKING GROUPS: Equity and Adaptation: Krieger noted no one from this working group was present at the meeting to give an update. Waste: Sarsfield gave an updated noting a lot of their actions are things that they want to do in person like doing different tours of waste management systems. So that's been a little bit of an issue during COVID. Bradley has been talking to the LENA Project and also Table to Table about how they're managing and to see what we might be able to plug into there. Buildings: Soglin stated they met with Nations and discussed the metrics and she'll have an initial draft on that part tomorrow so they can discuss more at the July 201h meeting. They also went over the development density and carbon footprint topic in relation to the original climate action goals and will discuss that more also on at the July 20th meeting. Karr updated the group that the Johnson Clean Energy District was using their grant to get some LED light bulbs and distribute those in as equitable away as possible. Soglin reiterated Nations mentioned they have reached out to the realtors and are looking for a way where energy scores of some type could be added to the listing when a house goes up for sale and the realtors have indicated some limitations so maybe they can discuss that at the building group and whether there's some creative ways to get around those. Transportation: Giannakouros said they did not have anything significant to report. Outreach: Krieger stated they got an update on the climate festival planning, and Gardner has been leading that effort. Now that it's all virtual, it sounds like there's some good material there for a focus on each topic each day of the week both with activities planned in both virtually and some even in person with limited capacity. But then there's also challenges that people will be able to do partake in during the entire week. They're also doing some outreach to area businesses and organizations as part of the efforts and building a group of partners to participate. They talked a bit about the climate ambassador program, and how there's a proposal that's being reviewed by staff right now and training modules being developed. This is something that is one of the actions that will have a big impact on many things in our mission here and all the projects the City is working on. Finally, as already mentioned they talked a little bit about that public input process and the kind of communication failures of a couple of the more recent projects and what can be done to help that effort in the future. Fraser added he would still want very much to work with Gardner on the ambassador program, and keeps waiting for the ability to have a face to face meeting, but that's likely not going to happen so Climate Action Commission July 6, 2020 Page 13 of 14 should just start zooming because it very critical to move forward. Fraser acknowledged the challenge they're all facing is when all these plans were made in the last several weeks it was based on what was happening that was fairly optimistic, and all of a sudden trend are going the other direction. So it's a very challenging time for all of us. RECAP OF ACTIONABLE ITEMS FOR COMMISSION WORKING GROUPS AND STAFF: Nations gave a recap of the actionable items. 1. She will add the co -benefits to the August packet. 2. She will send that link about transportation and how to offset greenhouse gases. 3. She will find the draft of the Human Rights Commission statement about the recent developments and share that with the whole Commission. 4. She will work to make sure the meeting zoom invitations get to all the members. Nations noted she will be out of the office next week, the 13th through the 17th, back on the 201. She will be unavailable to be reached by email. ADJOURNMENT: Krieger made a motion to adjourn. Giannakouros seconded the motion. A vote was taken and the motion passed unanimously. Climate Action Commission July 6, 2020 Page 14 of 14 CLIMATE ACTION COMMISSION ATTENDANCE RECORD 2019-2020 KEY: X = Present O = Absent O/E = Absent/Excused NM = No Meeting -- -- = Not a Member NAME TERM EXP. N 00 0 0 0 0 0 to LO Madeleine Bradley 12/31/2022 X X X O/E X X X John Fraser 12/31/2020 X X X X X X X X X Stratis Giannakouros UI Rep X X X X X X X X X Grace Holbrook 12/31/2021 X X X O/E O/E O/E X X X Kasey Hutchinson 12/31/2022 X X X X X X X GT Karr 12/31/2020 X X X X X X X X X Matt Krieger 12/31/2020 X X X X X X X X X MidAmerican Jesse Leckband Rep X X X X X X X X E Katie Sarsfield 12/31/2020 X X O/E X X O/E X X O/E Becky Soglin 12/31/2022 X X X X X X X Eric Tate 12/31/2021 X X X X X X X X E KEY: X = Present O = Absent O/E = Absent/Excused NM = No Meeting -- -- = Not a Member r � CITY OF IOWA CITY www.icgov.org August 18, 2020 ATTACHMENTS: Description Planning & Zoning Commission: July 16 Item Number: 4.b. r A�:lll--.®�i CITY OF IOWA CITY l.aMEMORANDUM Date: August 10, 2020 To: Mayor and City Council From: Anne Russett, Senior Planner Re: Recommendations from Planning & Zoning Commission At its July 16, 2020 meeting, the Planning & Zoning Commission have the following recommendations to the City Council: By a vote of 4-0 (Dyer and Townsend absent) the Commission recommends approval of an application submitted by Ward Development Services, Inc. for a conditional use permit to allow for a commercial communications tower on the 4200 block of Yvette St. SW in unincorporated Johnson County. 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 MINUTES FINAL PLANNING AND ZONING COMMISSION JULY 16, 2020 —7:00 PM ELECTRONIC FORMAL MEETING MEMBERS PRESENT: Susan Craig, Mike Hensch, Phoebe Martin, Mark Signs MEMBERS ABSENT: Carolyn Dyer, Billie Townsend STAFF PRESENT: Joshua Engelbrecht, Ray Heitner, Sara Hektoen, Anne Russett OTHERS PRESENT: Steve Ward Electronic Meeting (Pursuant to Iowa Code section 29.8) An electronic meeting was held because a meeting in person is impossible or impractical due to concerns for the health and safety of Commission members, staff and the public presented by COVID-19. RECOMMENDATIONS TO CITY COUNCIL: By a vote of 4-0 the Commissions recommends approval of an application submitted by Ward Development Services, Inc. for a conditional use permit to allow for a commercial communications tower on the 4200 block of Yvette St. SW in unincorporated Johnson County. Hensch called the meeting to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. ELECTION OF OFFICERS: Martin nominated Hensch as Chair, Signs seconded, a vote was taken and approved 4-0. Hensch nominated Signs as Vice Chair, Martin seconded, a vote was taken and approved 4-0. Craig nominated Martin as Secretary, Signs seconded, a vote was taken and approved 4-0. CASE NO. CPA20-0001: Applicant: MMS Consultants Location: Parcel #1112476001 (north of Camp Cardinal Blvd, west of Camp Cardinal Rd) Planning and Zoning Commission July 16, 2020 Page 2 of 8 A request to set a public hearing for August 6, 2020 on an application to amend the Comprehensive Plan future land use map designation from Public/Private Open Space to General Commercial for approximately 3.11 acres. Russett stated staff is requesting the Commission set a public hearing on August 6 for this item Martin moved to set a public hearing for August 6, 2020 on an application to amend the Comprehensive Plan future land use map designation from Public/Private Open Space to General Commercial for approximately 3.11 acres. Signs seconded the motion. A vote was taken and the motion passed 4-0. CASE NO. CU20-02: Applicant: Steve Ward on behalf of New Cingular Wireless PCS, LLC Location: 4200 Block of Yvette Street SW; Unincorporated Johnson County An application for a conditional use permit to allow for a commercial communication tower in the County Agricultural (A) zone within Fringe Area C of the City/County Fringe Area. Heitner began the staff report with showing an aerial of the subject property which is located at the 4200 block of Yvette Street SW in the County. The entire subject parcel is zoned County Agricultural as is most of the surrounding area however, to the immediate east, there's some County Commercial and County Highway Commercial Zoning with some light industrial land uses currently. Directly north across from Highway 1, there's some larger lot County Residential zoning and are 5 to 10 -acre residential lots. Heitner showed another map showing the Fringe Area and noted the subject parcel is located outside of the City's growth area boundary in Fringe Area C. He showed a photo of the subject parcel and pointed out where the proposed cell tower is supposed to fall within the subject parcel. Regarding some background on the case, it's an application to the Johnson County Board of Adjustment for the allowance of a commercial communication tower located on the 4200 block Yvette Street SW in Johnson County. The conditional use permit allows for use on a specific property subject to fulfilling a number of conditions set forth by the County. It's the role of the Planning and Zoning Commission this evening to determine if the conditional use that is being applied for, a commercial communication tower within the City's Fringe Area, should be recommended for approval to the City Council. Craig asked if the County requires the same good neighbor information, letting people in the neighborhood know what is going on, as the City does. Have those other commercial uses there know what's happening and have they expressed any concerns or anything? Heitner replied the County does have an outreach policy for Board of Adjustment hearings, which this will be a part of, so that would be on the County to make that outreach. Heitner stated he hasn't heard of any concerns or objections so far to this application. Hensch noted the owner of the parcel in question is also the owner of the adjacent business lands. Craig agreed but noted they might own the property, but there's quite a few businesses Planning and Zoning Commission July 16, 2020 Page 3 of 8 there, seems like every towing business in town is there Heitner continued stating the proposed land use is a commercial communications tower. That's how the County Zoning Ordinance classifies what's often referred to as a cell tower, and it's usually a large monopole tower intended to house cellular service for cellular providers. He noted the subject property in this application is not referenced in the City's Comprehensive Plan because it's outside of the City's growth area. The area is pretty rural area for the most part other than the light industrial, Highway Commercial area to the direct east of the subject property. The parcel contains over 38 acres so it's a fairly large property in of itself. One unique aspect of this subject property is that there is a transmission line that runs through the middle of the property that bisects the property and with that line there is one transmission tower almost right in the middle of the subject property. That tower is estimated to be about 141 feet from where the proposed cell tower is proposed to go. Heitner showed images of the subject property and surrounding area. Heitner next showed a schematic of the proposed cell tower, the proposed height is 195 feet, and a monopole design, not a whole bunch of guide wires or anything like that. For some of the residual mechanical that's at the ground level, there's going to be a few layers of screening, some fencing as well as some arbor variety trees, which is a good screening tree species. Heitner next went over the supplemental conditions that the County requires as part of their conditional use permit process. One is submission of a narrative, liability insurance for the project, and site plan and the narratives an important component as it's on the onus of the applicant to provide a justification for why the specific location is being selected for this use and why colocation on another preexisting tower is not an option. The applicant did detail that that and it was included in the staff report assemblage. Second condition is a setback requirement requiring the tower to be 110% of the tower height setback from parcel lines. The applicant did apply for a special exception with the County Board of Adjustment to reduce the setback requirement and that was approved just last night. So additional conditions from the County were installation of a landscape buffer, which can be seen in the schematic, as well as the security fencing. That fencing must be eight feet tall with some barbed wire strands on top of it and there's some specific lighting standards that the tower would have to conform to. Heitner noted there'd be an independent inspection of the tower every 36 months and submission of an operation and maintenance plan to the County as well as submission of a decommissioning plan should the use for the tower ever subside, they would need a plan on how the applicant or the tenant intends to take down the tower. Heitner said there must be compliance with County environmental standards and sensitive area standards and a notification that any alterations to tower height or location in the future would have to be legally conforming with County Zoning. In terms of City analysis, they look at this in a couple ways. One is how does the zoning check out in terms of what's allowable right now and the County zoning designation states this use is allowed in all of the County zones except for an environmental resource preservation district, so the County does permit this use in the current agricultural zoning district. Heitner did acknowledge it was noted in the staff report that this parcel is potentially an area that the City might consider for future growth boundary expansion. Right now, the County has in their future land use map designated this area as potentially suitable for highway commercial or light industrial use. As far as the City staff review of how this use would fit in with those zones, they feel it would be compatible with those zones or with an agricultural zoning district as is the present case. Either way, staff does not feel that the overall character of the subject area will be Planning and Zoning Commission July 16, 2020 Page 4 of 8 greatly affected by the addition of the tower Heitner reiterated when there are County requests, they collaborate in the analysis with County planning staff. In addition to all those supplemental County conditions, Heitner reiterated there was the request for setback reduction from the eastern property line that was approved last night by the Johnson County Board of Adjustment. That setback would be about 187 feet, which is almost 100% of the tower height, which is 195 feet. Another request staff worked on with the County is trying to get a written approval from the FAA that a structure of the height in proximity to the Iowa City Airport would be an allowable use. They don't suspect that will be an issue, but it is his understanding the County is going to make that a condition of approval of their conditional use permit. Heitner reiterated the role of the Commission tonight is to determine if the conditional use that was being applied for, a commercial communication tower within the City's Fringe Area, should be recommended for approval to the City Council. In terms of next steps after Commission and City Council consideration the item will be brought before the Johnson County Board of Adjustment for approval. Staff recommends approval of an application submitted by Ward Development Services, Inc. for a conditional use permit to allow for a commercial communications tower on the 4200 block of Yvette St. SW in unincorporated Johnson County. Craig asked if other service providers might use this tower in the future they can use that structure, and not create another structure for another service provider, they just use the same tower. Heitner believed that was correct, it is something the applicant can touch on a little bit more, but his understanding is that this tower will have capacity for up to three more users. He doesn't really know what the lifespan of how quickly users get added to these towers and when new towers need to go up but he would imagine that this tower would provide pretty strong coverage area for this area for the foreseeable future. Martin said the application states what the applicant is going to do, but not why it is necessary. Heitner stated he doesn't recall the page number but there should be a report from the applicant that outlines the need for the tower in this location and why colocation on existing towers in the area was not a feasible option. Hensch added he read in the report that area had impaired coverage. Signs asked if the adjacent zoning is highway commercial or light industrial. Heitner confirmed the current adjacent zoning is Highway Commercial and there is a little rectangular piece that's just general County Commercial and the rest is agricultural. Signs stated he didn't see a topo and wondered what the elevations were there. He wanted to make sure they weren't on top of a hill, but it doesn't look like it given the drainage there. Hensch noted there is a topo on page 37 of the packet and it looks like the main line right by the A is 750 feet. Signs stated from his recollection, right at that curve to the west of there it starts to go down again fairly rapidly and fairly substantially. So that is definitely is the high spot out in that area from his recollection. Signs noted it seems to that the height of the tower is greater than the distance between the tower and the utility transmission lines and is there any concern about that. Heitner stated that was probably their biggest concern when they were evaluating this, the proximity of the tower to the transmission lines, and then also the eastern property line. There was a narrative by the Planning and Zoning Commission July 16, 2020 Page 5 of 8 applicant, and they could probably go over this more eloquently, but the understanding is that in in case of disaster where the tower would have to come down that the fall radius of the tower would be about half of the tower's height. So probably about 95 to 97 feet, because the understanding is that the tower is designed to where the break point would occur halfway in the tower's height, so with that said, if the fall radius is in that 95 to 97 foot range, it should be clear of that 141 foot distance to the transmission tower and then also the 187 foot distance to the east property line. Hensch noted in the packet there's a page from an engineer with the statement that the maximum fall zone radius equal to or less than half the height of the tower. Hensch opened the public hearing. Steve Ward (Ward Development) is representing AT&T Cingular Wireless PCS stated he is here to answer any questions the Commission may have. There were a couple of questions while Heitner addressed them Ward can give a little bit more information. AT&T has a hole in their network, a lack of coverage, this is an expanding area, and they need to bring additional services to this area. There are no existing structures in the area that meet their need, but there are two structures in the area he wanted to bring to their attention and let them know that they did look at the transmission towers, which can be a possibility. Some communities or some power districts allow attachments to those transmission towers, others do not, and Alliant does not. Additionally, those towers really aren't built structurally to the codes required for communication antennas, there's a different code and cell towers are at a higher standard than a transmission tower or a power pole and those kind of things. There's an existing communication tower located on Maier Road, which is to the northeast of the site, it's owned by American Tower and about 160 feet. It has two users that are existing upon the tower and it just doesn't allow the elevation they need for their coverage. Ward noted the lot that their using has some unique configurations as far as the property lines and with the County's required setbacks where they were trying to place the site. Therefore, they are placing it as far back into the property as they could away from the highway. Additionally, there is the transmission line with a very wide easement that cuts diagonal across it and there's a creek that kind of runs across the property in an east/west direction and affects elevations So what they tried to do with nestle the tower as close as they could to the easement line and as close as they could to where they start losing elevation, and then still keep it as far away from the property line to the neighbors to the east as they could. As mentioned, the County does have 110% of the tower height setback, Ward stated they mentioned to the County where 110% comes from or what the reasoning is neither here nor there, the tower is a monopole type tower. There are different types of towers, there are guide towers, there are self-support towers, and there's monopole towers. A lot of times these fall zone radiuses come from the guide towers because if a guide tower falls, it's either going to crumble upon itself or if it were hit just right it could topple in a direction. Self -supported towers, which would look like the erector sets, and monopole towers are typically designed with a break point or fail point. It sounds bad, but it just basically the weakest point in the tower as designed by code is going to be at the midpoint of the tower. So basically, if you can imagine trying to bend the soda straw, that's how the tower would fail and then if that soda straw would break apart, and then it would hit the ground and topple over, that's where you get the 50% radius. To the property line to the east they are at 187 feet so they're pretty close to almost making it, but again, they're far enough away with the fall zone. They did speak to that property owner, Mr. Kraus, he owns an asphalt company. Mr. Kraus had a similar concern, because he thought it was going to be right next to his building but they explained to him where it was and gave him the drawings, the survey and the tower fall radius letter. He then didn't have any problem with it. The other Planning and Zoning Commission July 16, 2020 Page 6 of 8 concern, which is a concern, as far as safety is what happens if the tower would fall and hit the powerlines, but again, with the tower fall radius, those power lines are about 141 feet away and with fall zone radius that more than takes care of that issue. Hensch asked what is the lifespan of this structure? Ward answered that's hard to say, it's a two- fold question. Typically, steel structures are 50 to 75 years, that's why the County has an inspection requirement and they've probably modeled that on FCC, who has a lot of regulations. The towers are inspected, monopoles are typically every five years, but the County wants them done every three years. An inspection is where somebody climbs up the tower and look at all the connections, at the bolts, look for rust, look at the Foundation, and then writes a report. If there's modifications or remedies that had to be made, they're made. Ward noted it was asked earlier if this tower would be used for other people. He replied that's the idea, vertical real estate. If someone else wants to use this such as Sprint, or Verizon or T - Mobile, they could put up to probably three platforms, three additional platforms on that height of a tower. In addition to that, a AT&T has a contract awarded by the federal government to build out a nationwide network called FirstNet, a network for first responders, and they're currently building that out nationwide. So FirstNet will also have the availability to use this site if they need it for their network. Hensch closed the public hearing. Craig moved to recommend approval of an application submitted by Ward Development Services, Inc. for a conditional use permit to allow for a commercial communications tower on the 4200 block of Yvette St. SW in unincorporated Johnson County. Signs seconded the motion. Martin stated a concern she hopes that the county addresses is that the people that are there that would could be affected have an opportunity to have a voice. A vote was taken and the motion passed 4-0. CONSIDERATION OF MEETING MINUTES: JUNE 4,2020: Signs moved to approve the meeting minutes of June 4, 2020. Martin seconded. A vote was taken and the motion passed 4-0. PLANNING AND ZONING INFORMATION: Russett gave a few updates, first on the rezoning off of Highway 1 West where they were amending conditions, that Conditional Zoning Agreement was approved by Council earlier this Planning and Zoning Commission July 16, 2020 Page 7 of 8 week. She also noted that Larry Baker resigned from the Commission, so they have one vacancy. Those applications are due by the end of this month and hopefully they'll have a new Commissioner appointed by City Council and their first meeting will be in August. She also introduced Joshua Engelbrecht, he is the new planning intern. He's been with the City since May. The last thing Russett wanted to mention was that Commissioner Townsend was joined by her husband on one of Mayor Teague's Community Connections videos. Mayor Teague has been having conversations with people throughout the community. The discussion with Commissioner Townsend and her husband aired earlier this week and she enjoyed listening to it and learning more about her, her activism and volunteerism in the community. Hensch noted how sad he was to hear of Baker's resignation as he always had thoughtful comments and he had a good humor and will be missed. He wants to welcome Engelbrecht and hopes that they're able to meet sometime in person. He also wanted to extend a warm welcome to Susan Craig noting she has a lot of years of experience and knowledge of Iowa City and a great addition. ADJOURNMENT: Martin moved to adjourn. Signs seconded. A vote was taken and the motion passed 4-0. PLANNING & ZONING COMMISSION ATTENDANCE RECORD 2020-2021 KEY: X = Present O = Absent OIE = Absent/Excused = Not a Member MARTIN, PHOEBE KEY: X = Present O = Absent OIE = Absent/Excused = Not a Member r � CITY OF IOWA CITY www.icgov.org August 18, 2020 ATTACHMENTS: Description Public Art Advisory Committee - July 2 Item Number: 4.c. FINAL MINUTES PUBLIC ART ADVISORY COMMITTEE JULY 2, 2020 5:30 PM ZOOM MEETING FORMAT MEMBERS PRESENT: Steve Miller, Nancy Purington, Andrea Truitt, Eddie Boyken, Jan Finlayson, Ron Knoche MEMBERS ABSENT: Juli Seydell Johnson STAFF PRESENT: Marcia Bollinger, Wendy Ford PUBLIC PRESENT: Jason Snell, Sophia Lusala, Kim Cassisa, Mazahir Sahil Electronic Meeting (Pursuant to Iowa Code section 21.8) An electronic meeting was held because a meeting in person was impossible or impractical due to concerns for the health and safety of Commission members, staff and the public presented by COVID-19. CALL TO ORDER Miller called the meeting to order at 5:34 p.m. INTRODUCTIONS Members of the committee introduced themselves to the public that were present at the meeting. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA There was none. CONSIDERATION OF MINUTES OF THE JUNE 4 2020 MEETING Ballinger noted that she updated the attendance chart on the minutes as the version included in the agenda packet were not updated. She explained that she added Jan Finlayson to the roster as she was a new member and added the June meeting. Knoche made a motion to accept the minutes and amended attendance chart. Purington seconded the motion. PUBLIC ART MATCHING FUND REVIEW The committee reviewed the individual applications: Wild Prairie Winds - Bollinger mentioned that the locations and schedule identified in the application would need to be adjusted due to COVID limitations and limited parking. She also mentioned that although the application included a Des Moines address, the performers were all from Iowa City. The proposed locations were discussed briefly. Truitt mentioned encouraging parks that are accessible to public transit. Purington encouraged expanding outdoor performance space in parks to encourage a comfortable setting for these types of performances. Miller expressed his support of the application. Knoche confirmed that approval of the application would be without specific location identified. Bloomington Head Start HACAP Mural — Truitt felt the building could benefit from the mural. Finlayson made a motion to approve the application. Sprites — Knoche asked how the lighting might be impacted by vehicles going through the alley since it is motion activated. Miller stated that the original light concept was going to be dynamic rather than motion activated and that the alley would be better lit with the art installation and safer for drivers. Purington asked about the nearby apartments and if the lighting might bother those living in the apartments. Miller stated that the lights would be pointed away from the windows and low enough not minimize impact on the residents. Ford asked Miller about the ropes and how they were lit. Miller clarified that the ropes have lights that are projected on them from narrow LED spotlights attached to the pole. Open Air Media Festival — Purington again mentioned her concern about having to travel to see these installations and the need to have a permanent location for these types of events. Bollinger stated that a focus of the project was to bring the events into a variety of locations in the community. Miller mentioned that the application emphasized that the pop-up locations would provide an element of surprise in these unexpected locations. Tour de Farm History Kiosk and Art — Purington expressed concern about the wood fence and long-term maintenance. Bollinger mentioned the fence would primarily be located on private property and did not think that it would be eligible for public funds. She added she has discussed the application with the applicant Judy Nyren and feels that the historic marker component of the application would best be funded through a Neighborhood Art Project. Nyren has already accomplished much of the research for the project and has coordinate many historic events related to the neighborhood. Ford suggested that a recommendation could be made to set this application aside for consideration as a Neighborhood Art Program. Truitt made a motion to accept all of the projects at their full funding request except for the Tour de Farm History Kiosk and Art which should be considered as a Neighborhood Art Project. Knoche seconded the motion. Approved unanimously. DISCUSSION OF FY21 FUNDING ALLOCATION Ford displayed the results of the survey that she sent out to the committee members which was included in the agenda packet. Miller asked about the results for the Parks/Trails category and if the committee should be deciding the exact location for such artwork. Ford suggested that the funding level should be determined but determining the location is not necessary at this time. Purington mentioned that the Quad Cities had a rotating sculpture program. Installation of the pads was discussed and the cost involved. Bollinger added that if the installations were temporary, an honorarium would need to be paid to the artist for the exhibit. Past temporary installations had provided $1000 per honorarium. Truitt added that she was questioning how we would scale a sculpture garden as she is more familiar with larger exhibits. Miller asked about locations for a sculpture garden. Purington mentioned College Green Park. Ron added that there may be some plans for bocce ball courts in the park which could impact any installation. It was estimated that installation of a pad might be a minimum of $500. Adding in the honorarium, a reasonable budget for a 3-4 pad sculpture garden would cost $7000 -$10,000.A budget of $10,000 was included in the spreadsheet. Bollinger suggested that a budget of between $10,000415,000 would be adequate for a Neighborhood Art Project. A budget of $12,000 was included in the spreadsheet. The committee discussed Matching Funds for FY21. Bollinger stated that the committee committed $7000 at the meeting so there was $13,000 still available of FY20 funds It was decided to add another $5000 for FY21. Knoche asked about the Artist's Registry and if there would be cost associated. Bollinger thought that she the Info Technology staff were responsible. It was decided to put aside $2000 to cover costs if any. The Iowa City Municipal Airport was discussed. Several opinions were discussed. Some felt it was an inviting location to visit to watch planes or provide an exhibition space for artwork. Ford mentioned that the inside area of the airport was fairly small and an interior exhibit may not be possible. Bollinger suggested perhaps an exterior sculpture garden may be an option - or possibly a mural on a hanger wall. It was mentioned that it was ranked high overall for a public facility but as an individual project it was ranked mediocre by individual commission members. Bollinger also mentioned the relocation of Dorothy sculpture to the Chauncey Swan Park. Costs associated with that were not specific but it was suggested to put the leftover funds of $9600 into a Maintenance/Opportunities fund that could cover that expense, maintenance and other projects that may come up over the next several months. Knoche made motion to a approve the budget as outlined (below) at this time. Purington seconded. Approved unanimously. Public Art Program Funding Distribution Fiscal Year FY17 FY18 FY19 FY20 FY21 Budget Allocation $15,000 $ 25,000 $ 25,000 $501000" $50,0W Project Categories Large Projects Public Facilities $ 7,500 $ 10,600 $ 2,000 Parks/Trails $ 6,000 $ 7,600 $ 10,000 Parking Ramps $ 30,000 Smlpture Garden $ 10,000 Longfellow Tunnel $ 400 $ 395 $ 425 $ 400 $ 400 Otherprojects Neighborhood Art$ 12,000 Performance $ 3,520 $ 2,500 $ 7,500 Matchin Funds $ 3,900 $ 3,700 $ 500 $ 19,600 $ 5,000 Maintenance/Opportunity $ 600 $ 9,600 Communit Involvement $ 2,000 Temporary IT (artist registry) $ 200 Other (Dorothy, currently) $ 2,000 $ 1000 Totals $ 15,320 $ 23,795 $ 22,025 $ 50,000 $ S0,000 Miller reviewed the goals and objectives of the Strategic Plan and highlighted opportunities for subcommittees to discuss further. Bollinger suggested that many of the items were staff related tasks and that they might best be discussed between staff who would then develop a process to address. She added that PAAC members would be very helpful in providing input into two areas; community collaboration and artists outreach/participation. Miller suggested that the development of the subcommittees would best wait until the August meeting when the two new members were at the meeting. All agreed. UPDATE ON BLACK LIVES MATTER MURAL ON CAPITOL STREET PARKING RAMP Bollinger summarized that she and Ford have been working with Loyce Arthur, a Theatre Arts professor at the University of Iowa to lead the coordination of the mural. Bollinger stated that Arthur was very well connected with the community and had coordinated several community participation art projects over the years. Arthur contacted the Center for Afrofuturist Studies and Public Space One to develop a proposal including what artists will be involved, how the community outreach component will be handled — particularly including the Black community — and how the project will be installed. The project is planned on beginning in August and be completed by October. She stated that PAAC will be responsible for reviewing the proposal and concept for the mural and provide a recommendation to the City Council. This could require a special meeting and she would be reaching out if necessary. SUBCOMMITTEE DEVELOPCOMMITTEE UPATES There were no updates. STAFF UPDATES There were no updates. ADJOURNMENT Knoche made a motion to adjourn. Truitt seconded. Meeting was adjourned at 7:25 PM Public Art Advisory Committee Attendance Record 2019-2020 Name Term Expires 9/5/19 11/7119 1215/19 1116120 216/20 315/20 4/2/20 4120!20 517120 6/4120 712120 Purm9 t o 12/31/22 _ __ x x x x x x x x Ron Knoche x x x x x x x x O/E x x Juli Seydell- x x x x x x x x x x O/E Johnson Vero Rose 12/31/20 x x x x O/E x - Smith x x x Steve Miller 12/31/20 x x x x x O/E x x x x x Andrea Truitt 12131/22 x x x x x O/E x x x x x Eddie Boyken 12/31121 x O x x x x x x x x x Jan Finlayson 12/31/20 - x x X = Present O = Absent O/E = Absent/Excused --- = Not a member