HomeMy WebLinkAbout2014-01-09 Info Packet` au� CITY COUNCIL INFORMATION PACKET
CITY OF IOWA CITY
January 9, 2014
www.icgov.org
IN Council Tentative Meeting Schedule
MISCELLANEOUS
I132 Copy of email to City Manager from Metropolitan Planning Organization of Johnson County
(MPOJC) Dir.: MPOJC Board Affordable Housing Discussion
I133 Police Bar Check Report — December 2013
IN Email from Joint Emergency Communications Center Dir.: FY2013 Annual Report
IP5 Copy of email from Gregg Geerdes: Garbage Service — What's the problem?
DRAFT MINUTES
IP6 Housing and Community Development Commission: December 19
IP7 Planning and Zoning Commission: December 19 (formal)
IP8 Planning and Zoning Commission: January 2 (formal)
r LIP1
ME
City Council Tentative Meeting Schedule
O�t Subject to change January 9, 2014
CITY OF IOWA CITY
Date
Time
Meeting
Location
Tuesday, January 14, 2014
5:00 PM
Special Formal
Emma J. Harvat Hall
Tuesday, January 21, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
Tuesday, April 1, 2014
7:00 PM
Formal Meeting
Emma J. Harvat Hall
Monday, January 27, 2014
4:30 PM
Joint Meeting /Work Session
TBA / Coralville
Tuesday, February 18, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, March 4, 2014
5:00 PM
City Conference Board
Emma J. Harvat Hall
Work Session Meeting
7:00 PM
Formal Meeting
Tuesday, March 25, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Special Formal Meeting
Tuesday, April 1, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, April 15, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, May 6, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, May 20, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, June 3, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, June 17, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, July 1, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
Tuesday, July 15, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, August 5, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, August 19, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, September 2, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, September 16, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, October 7, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, October 21, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, November 4, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, November 18, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM
Formal Meeting
Tuesday, December 2, 2014
5:00 PM
Work Session Meeting
Emma J. Harvat Hall
7:00 PM Formal Meeting
Tuesday, December 16 2014 5:00 PM Work Session Meeting Emma J. Harvat Hall
7:00 PM Formal Meeting
From: Tom Markus
Sent: Tuesday, January 07, 2014 8:56 PM
To: Marian Karr
Subject: Fwd: 20140103_Memo to City Managers.doc
Attachments: 20140103 _Memo to City Managers.doc; ATT00001.htm; aff hsg mmo from is commdev.pdf;
ATT00002. htm
Please add to next info packet.
Sent from my iPad
Begin forwarded message:
From: John Yapp <John -Yapp @iowa- city.org>
Date: January 7, 2014 at 3:26:01 PM CST
To: Tom Markus <Tom- Markus @iowa- city.org >, Kelly Hayworth <khayworth @ci.coralville.ia.us >, Ryan
Heiar <rheiar @CI. North- Libertv.IA.US >, "miackson @tiffin- iowa.ore" <miackson @ tiffin- iowa.orR >, Louise
From <louisebob @mchsi.com >, 'Andy Johnson' <ajohnson @co.iohnson.ia.us>
Cc: Jeff Davidson <Jeff- Davidson @iowa- city.ore >, Steve Long < Steve- Lone @iowa- city.org >, "Tracey
Achenbach (tachenbach @htfic.org)" <tachenbach@htfic.org>
Subject: 20140103_Memo to City Managers.doc
Hello all: I wanted to provide you with a summary memo of the MPO Board's last discussion on
'regional affordable housing' issues. I have been asked by the MPO Board to put the affordable housing
item on our January 29 meeting's agenda for further discussion.
Feel free to give me a call if you'd like to discuss.
Regards,
John Yapp, MPOJC
356 -5252
John-Yapp@lowa-City.org
Date: January 5, 2013
To: Tom Markus, City Manager, Iowa City
Kelly Hayworth, City Administrator, Coralville
Ryan Heiar, City Administrator, North Liberty
Michon Jackson, City Administrator, Tiffin
Louise From, Mayor, University Heights
Andy Johnson, Executive Assistant, Johnson County
From: John Yapp, Director, MPOJC
Re: MPOJC Board Affordable Housing Discussion
The affordable housing topic has been coming up at recent MPOJC Urbanized Area Policy Board
meetings and Joint Governments meetings in recent months, often in the context of the Iowa
City Community School District's efforts to balance socio- economic demographics within
enrollment areas. In reviewing minutes from the November 20 MPOJC Board meeting, I am
compelled to give you a summary of the Board's discussion on affordable housing.
In preparation for the MPO Board's discussion, I copied to the Board a memo from Iowa City
Community Development staff which outlines past affordable housing - related studies and
current programs (see attached memo). This memo contains a recommendation for a regional
approach led by the Housing Trust Fund of Johnson County (HTFJC) to foster discussion. This
suggestion is based on a desire to not 'recreate the wheel' in that several of the larger cities
and Johnson County already have representatives on the HTFJC Board of Directors, and already
contribute funding to HTFJC. HTFJC is an existing regional housing organization with experience
and success in administering housing funds.
The MPO Board discussed working with HTFJC but declined to make a formal recommendation
at this time. I was asked to put this topic on the MPO's January 29 meeting agenda for further
discussion. Some MPO Board members expressed a desire to discuss this topic further with
their own Councils.
The MPO Board also discussed amending MPO scoring criteria for transportation project capital
funds to include affordable housing criteria. This is possible to do, and the Des Moines MPO
has adopted similar criteria in their project scoring methodology. In practice, we would
develop criteria to award points to projects which are in lower- income census tracts or blocks.
This method would not however benefit affordable housing projects directly, as transportation
capital funds may only be used on public transportation (roads, trails, etc.) projects and not on
C:\ Users \mkarr \AppData \Local \Microsoft \Windows \Temporary Internet
Files\ Content .Outlook \OVIN9JGE \20140103_Memo to City Managers.doc Page 1 of 2
housing projects. The MPO Board has not yet made a decision to proceed with amending the
MPO scoring criteria.
There appears to be general interest by at least some MPO Board members to pursue a
regional affordable housing discussion. The proposal to involve the HTFJC was to include an
organization which has experience in housing policies and programs to help lead the discussion.
The HTFJC Board discussed this informally at their last meeting, and are willing to assist if
requested. MPO staff are also certainly willing and able to assist in terms or providing data,
maps, research, etc. however we at MPOJC are not trained as housing planners and are not
experienced in administering housing programs; therefore I feel the strategy to work with
HTFJC is appropriate.
We will have this topic on our January 29 MPOJC Board agenda — please contact me at 356-
5252 or John -Yapp @Iowa- City.org if you would like to discuss this further.
Cc: Jeff Davidson, Director, Iowa City PCD
Steve Long, Coordinator, Iowa City Community Development
Tracey Achenbach, Director, HTFJC
To: John Yapp, MPOJC Transportation Planner
From: Steve Long, Community Development Coordinator
Tracy Hightshoe, Community Development Planner
Re: MPOJC Board Meeting Affordable Housing Discussion
At the October 15, 2013 Iowa City Council Work Session, staff reviewed the City's affordable housing
opportunities and discussed options for a regional approach to affordable housing. Council members
asked staff to prepare information on affordable housing for the November 20 MPOJC Board meeting.
In 2007 the City commissioned an affordable housing market analysis for the Iowa City metro area. Mullin
& Lonergan Associates, Inc. completed the analysis in December of 2007. The primary goal of the study
was to determine whether there is an adequate supply of owner and rental homes to meet the needs of
households with incomes up to 80% of the area's median income. Based on this study, there was an
unmet need of 2,739 homes throughout our metro area. The study identified several regional public policy
recommendations and many of the conditions and recommendations in this report remain valid today. The
Affordable Housing Market Analysis can be found at www.icgov.orq /affordablehousing.
In 2009, the Johnson County Affordable Housing Task Force report was completed that included a
number of recommendations to be forwarded to the MPOJC Board. The Affordable Housing Task Force
was made up of representatives from the cities of Iowa City, Coralville, North Liberty, Tiffin, University
Heights and representatives from Johnson County, the University of Iowa and the Iowa City Community
School District. The report can be found at www.ic-gov.org /affordablehousing
Over the past 5 years, the City of Iowa City has assisted with the construction, acquisition or rehabilitation
of over 160 rental homes with Community Development Block Grant (CDBG) funds, HOME funds, Low -
Income Housing Tax Credits and General Obligation Bond funds. In addition, the City has assisted with
the creation of nearly 200 affordable owner - occupied homes through the Single - Family New Homes
program, the UniverCity Neighborhood Partnership program and Iowa Valley Habitat for Humanity. The
City's Housing Rehabilitation program works with homeowners and rehabilitates 20 -25 owner - occupied
homes per year as a way to maintain affordable housing. The City also partners with the Housing Trust
Fund of Johnson County to provide funding for affordable housing countywide and operates the Iowa City
Housing Authority to provide housing vouchers and public housing throughout Johnson County and
portions of Iowa and Washington Counties.
Despite our best efforts, the need for affordable housing exceeds how much the City can assist on its own.
There continues to be a deficit of affordable housing in the metro area. A regional approach would
maximize resources and scatter affordable housing throughout the region so that households have a
better chance of finding an affordable home where they choose to live.
At the August 20, 2013 City Council Work Session, staff was directed to look at amending MPOJC scoring
criteria for transportation project funding to include a criterion related to affordable housing. The existing
criteria include factors such as:
• project type (new or reconstruction)
• local match percentage
• vehicle delay and vehicle miles traveled (to ascertain impact on vehicle emissions)
January 7, 2014
Page 2
• safety improvement
• how multi -modal the project is (improvement to transit operations, pedestrian and bicycle facilities,
on- street bicycle improvements)
• regional collaboration (projects including multiple jurisdictions)
• Access to schools, multi - family residential, and commercial development
If an affordable housing criterion were added to the scoring system, staff believes it would be appropriate
to tie a transportation project to improving access to and from a lower income census tract, improve
access to an affordable housing project, or to improve access between a lower income neighborhood and
an employment area. It is important the criterion be measurable in terms of using census block group data
for median income and/or median housing costs. It is important to keep in mind MPO road funds may only
be utilized on defined federal -aid routes (typically the arterial street system and major collector streets)
and may not be used to fund housing directly.
Land Use and Zoning
There has been past discussion of land use and zoning initiatives as a means of encouraging more
affordable housing. Techniques such as inclusionary zoning (when a residential development may be
required or incented to include a percentage of affordable units), pre- zoning land for multi- family
development, reducing minimum lot sizes to encourage smaller lots and homes, and reducing parking and
infrastructure standards to reduce development costs have all been discussed. There are pros and cons
to each of these approaches.
By state code, land use and zoning decisions are made by individual City Councils and Boards of
Supervisors, after receiving recommendations by Planning and Zoning Commissions. Unless there is a
clear consensus amongst the units of local government to adopt consistent land use and zoning
standards, staff does not believe a regional approach in terms of zoning standards is a viable long term
solution. By their nature, land use and zoning decisions are local, as opposed to regional.
Existing Regional Organization
Currently, the cities of Iowa City, Coralville, North Liberty and Johnson County annually contribute a
combined total of $55,000 for operational funding of the Housing Trust Fund of Johnson County (HTFJC).
They also have representatives on the Board of Directors. Since 2006, the HTFJC has allocated nearly
$2.7 million for affordable housing projects throughout Johnson County. The majority of the funding is
from the State Housing Trust Fund which is administered by the Iowa Finance Authority and is allocated
annually to HTFJC.
City staff recommends a regional approach led by the HTFJC to foster discussions and action throughout
Johnson County to increase affordable housing opportunities on a regional basis. As an existing, regional
organization the HTFJC is well situated to address regional housing needs, particularly in the area of
affordable rental housing (the area of greatest need).
Staff recommends that the MPOJC approach the Housing Trust Fund of Johnson County to request that
they coordinate, formalize and adopt a housing strategy amongst Johnson County stakeholders that
increases and maintains affordable housing throughout the County. Local governments could also support
the HTFJC by assisting with matching grant funds, providing land for projects, helping navigate the zoning
process and by increasing direct financial contributions in order to make a viable regional approach.
Staff also recommends that the MPOJC Board discuss revising their transportation project scoring criteria
to include affordable housing criteria.
Should you have any questions or concerns, please contact us at 319.356.5230 or steve- long @iowa -
city.org or tracy- hightshose@iowa- city.org.
�7
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Business Name Occupancy
(occupancy loads last updated Oct 2008)
= University of Iowa
Monthlv Totals
Bar
Checks Under2l PAULA
Prev 12 Month Totals
Bar
Checks Under2l PAULA
Under2l PAULA
Ratio Ratio
(Prev 12 Mo) (Prev 12 Mo)
2 Dogs Pub 120
0
0
0
2
0
0
0
0
Airliner 223
2
0
0
106
4
22
0.0377358
0.2075472
Airliner 223
2
0
0
106
4
22
0.0377358
0.2075472
American Legion 140
0
0
0
2
0
0
0
0
Atlas World Grill 165
0
0
0
1
0
0
0
0
Baroncini—
0
0
0
Basta 176
0
0
0
3
0
0
0
0
Blackstone— 297
1
0
0
4
0
0
0
0
Blue Moose— 436
4
0
1
147
10
5
0.0680272
0.0340136
Blue Moose— 436
2
0
0
147
10
5
0.0680272
0.0340136
Bluebird Diner 82
0
0
0
Bob's Your Uncle 260
0
0
0
Bo -James 200
3
0
0
118
8
2
0.0677966
0.0169492
Bo -James 200
10
0
1
118
8
2
0.0677966
0.0169492
Bread Garden Market & Bakery ^
0
0
0
Brix
0
0
0
Brothers Bar & Grill, [It's] 556
17
3
0
386
67
59
0.1735751
0.1528497
Brothers Bar & Grill, [It's] 556
8
0
0
386
67
59
0.1735751
0.1528497
Brown Bottle, [The]— 289
0
0
0
Buffalo Wild Wings Grill & Bar— 189
1
0
0
7
0
0
0
0
Cactus Mexican Grill
0
0
0
1
0
0
0
0
Caliente Night Club 498
3
0
0
33
0
0
0
0
Carl & Ernie's Pub & Grill 92
0
0
0
13
0
0
0
0
Carlos O'Kelly's— 299
0
0
0
Chili Yummy Yummy Chili
0
0
0
1
0
0
0
0
Chipotle Mexican Grill 119
0
0
0
Tuesday, January 07, 2014 Page 1 of 6
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Business Name Occupancy
(occupancy loads last updated Oct 2008)
= University of Iowa
Monthly Totals
Bar
Checks Under2l PAULA
Prev 12 Month Totals
Bar
Checks Under2l PAULA
Under 21 PAULA`
Ratio Ratio
(Prev 12 Mo) (Prev 12 Mo)
Clarion Highlander Hotel
0
0
0
Clinton St Social Club
1
0
0
20
0
0
0
0
Club Car, [The] 56
0
0
0
5
0
0
0
0
Coach's Corner 160
0
0
0
9
0
0
0
0
Colonial Lanes- 502
0
0
0
1
0
0
0
0
Dave's Foxhead Tavern 87
0
0
0
4
0
0
0
0
DC's 120
18
3
1
338
89
18
0.2633136
0.0532544
DC's 120
6
0
0
338
89
18
0.2633136
0.0532544
Deadwood, [The] 218
1
0
0
51
0
0
0
0
Deadwood, [The] 218
3
0
0
51
0
0
0
0
Devotay- 45
0
0
0
Donnelly's Pub 49
0
0
0
22
0
0
0
0
Dublin Underground, [The] 57
1
0
0
33
0
0
0
0
Dublin Underground, [The] 57
1
0
0
33
0
0
0
0
Eagle's, [Fraternal Order of] 315
0
0
0
1
0
0
0
0
El Banditos 25
0
0
0
El Cactus Mexican Cuisine
0
0
0
El Dorado Mexican Restaurant 104
0
0
0
El Ranchero Mexican Restaurant 161
0
0
0
Elks #590, [BPO] 205
0
0
0
Englert Theatre- 838
0
0
0
Fieldhouse 178
5
0
0
242
55
3
0.2272727
0.0123967
Fieldhouse 178
14
7
0
242
55
3
0.2272727
0.0123967
First Avenue Club- 280
0
0
0
1
0
1
0
1
Formosa Asian Cuisine- 149
0
0
0
Gabes- 261
1
0
0
37
1
0
0.0270270
0
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Iowa City Police Department
and University of Iowa DPS
V I
Business Name Occupancy
(occupancy loads last updated Oct 2008)
= University of Iowa
Monthly Totals
Bar
Checks Under2l PAULA
Prev 12 Month Totals
Bar
Checks Under2l PAULA
Under 21
Ratio Rotlo
(Prev 12 Mo) (Prev 12 Mo)
George's Buffet 75
0
0
0
7
0
0
0
0
Givanni's- 158
0
0
0
3
0
0
0
0
Godfather's Pizza- 170
0
0
0
Graze- 49
0
0
0
Grizzly's South Side Pub 265
1
0
0
5
0
0
0
0
Hilltop Lounge, [The] 90
1
0
0
4
0
0
0
0
Howling Dogs Bistro
0
0
0
IC Ugly's 72
0
0
0
7
0
0
0
0
India Cafe 100
0
0
0
Iron Hawk-
1
0
0
40
0
11
0
0.275
Jimmy Jack's Rib Shack 71
0
0
0
Jobsite 120
2
0
0
13
1
0
0.0769231
0
Joe's Place 281
3
0
0
163
2
1
0.0122699
0.006135
Joe's Place 281
12
0
0
163
2
1
0.0122699
0.006135
Joseph's Steak House- 226
0
0
0
Linn Street Cafe 80
0
0
0
Los Portales 161
0
0
0
Martini's 200
1
0
0
210
28
5
0.1333333
0.0238095
Martini's 200
8
5
2
210
28
5
0.1333333
0.0238095
Masala 46
0
0
0
Mekong Restaurant- 89
0
0
0
Micky's- 98
4
0
0
107
0
2
0
0.0186916
Micky's- 98
1
0
0
107
0
2
0
0.0186916
Mill Restaurant, [The]- 325
0
0
0
10
0
0
0
0
Moose, [Loyal Order of] 476
0
0
0
1
0
0
0
0
Motley Cow Cafe 82
0
0
0
Tuesday, January 07, 2014 Page 3 of 6
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Business Name Occupancy
(occupancy loads last updated Oct 2008)
= University of Iowa
Monthly Totals
Bar
Checks Under2l PAULA
Prev 12 Month Totals
Bar
Checks Under2l PAULA
Under2l PAULA
Ratio Rotlo
(Prev 12 Mo) (Prev 12 Mo)
Noodles & Company—
0
0
0
Okoboji Grill— 222
0
0
0
Old Capitol Brew Works 294
0
0
0
7
0
0
0
0
One- Twenty -Six 105
0
0
0
1
0
0
0
0
Orchard Green Restaurant— 200
0
0
0
Oyama Sushi Japanese Restaurant 87
0
0
0
Pagliai's Pizza— 113
0
0
0
Panchero's (Clinton St)— 62
1
0
0
8
0
0
0
0
Panchero's Grill (Riverside Dr)— 95
0
0
0
Pints 180
6
0
0
196
13
3
0.0663265
0.0153061
Pints 180
3
0
0
196
13
3
0.0663265
0.0153061
Pit Smokehouse 40
0
0
0
Pizza Hut— 116
0
0
0
Players 114
1
0
0
5
15
2
3
0.4
Quinton's Bar & Deli 149
1
0
0
13
0
0
0
0
Rice Village
0
0
0
Ridge Pub
0
0
0
Riverside Theatre— 118
0
0
0
Saloon— 120
0
0
0
10
0
0
0
0
Sam's Pizza— 174
1
0
0
6
0
4
0
0.6666667
Sanctuary Restaurant, [The] 132
0
0
0
Shakespeare's 90
2
0
0
5
0
0
0
0
Sheraton
0
0
0
Short's Burger & Shine— 56
0
0
0
13
0
0
0
0
Short's Burger Eastside
0
0
0
Sports Column 400
4
0
0
239
50
20
0.2092050
0.0836820
Tuesday, January 07, 2014 Page 4 of 6
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Business Name Occupancy
(occupancy loads last updated Oct 2008)
= University of Iowa
Monthiv Totals
Bar
Checks Under2l PAULA
Prev 12 Month Totals
Bar
Checks Under2l PAULA
Under2l PAULA
Ratio Ratio
(Prev 12 Mo) (Prev 12 Mo)
Sports Column 400
8
0
0
239
50
20
0.2092050
0.0836820
Studio 13 206
1
0
0
124 -
3
0
0.0241935
0
Studio 13 206
1
0
0
124
3
0
0.0241935
0
Summit. [The] 736
7
7
1
213
32
38
0.1502347
0.1784038
Summit. [The] 736
6
0
0
213
32
38
0.1502347
0.1784038
Sushi Popo 84
0
0
0
Szechuan House
0
0
0
Takanami Restaurant- 148
0
0
0
Taqueria Acapulco
0
0
0
TCB 250
2
0
0
100
4
0
0.04
0
ITCB 250
2
0
0
100
4
0
0.04
0
(Thai Flavors 60
0
0
0
(Thai Spice 91
0
0
0
(Times Club @ Prairie Lights 60
0
0
0'
Trumpet Blossom Cafe 94
0
0
0
Union Bar 854
6
0
0
216
32
48
0.1481481
0.2222222
Union Bar 854
6
0
0
216
32
48
0.1481481
0.2222222
IVFW Post #3949 197
0
0
0
1
0
0
0
0
I Vine Tavern, [The] 170
2
0
0
53
6
8
0.1132075
0.1509434
IVine Tavern, [The] 170
1
0
0
53
6
8
0.1132075
0.1509434
I Wig & Pen Pizza Pub- 154
1
0
0
2
0
0
0
0
(Yacht Club, [Iowa City]- 206
2
0
0
52
0
0
0
0
(Yacht Club, [Iowa City]- 206
1
0
0
52
0
0
0
0
IYen Ching
0
0
0
IZ'Mariks Noodle House 47
0
0
0
Tuesday, January 07, 2014 Page 5 of 6
Grand Totals 10 I 738 I
* includes outdoor seating area
exception to 21 ordinance
Tuesday, January 07, 2014 Page 6 of 6
Ivvy
Y.AA49W
Totals
203
25
6 6516
823
486
0.1263045
Off Premise
0
0
4 0
0
252
0
0
Grand Totals 10 I 738 I
* includes outdoor seating area
exception to 21 ordinance
Tuesday, January 07, 2014 Page 6 of 6
From: Tom Jones <Tom.Jones @jecc- ema.org>
Sent: Wednesday, January 08, 2014 4:38 PM
To: Marian Karr; Thorsten Johnson; tmulcahey @ci.north - liberty.ia.us; Andy Johnson;
louisebob @mchsi.com
Subject: JECSA 2013 Annual Report
Attachments: JECSA 2013 Annual Report FINAL 12- 18- 2013.pdf
Good Afternoon,
Per the bylaws of JECSA, this email is being sent to all 28E member entities. Attached is JECSA's FY2013 Annual Report
that was approved by the JECSA Policy Board on December 20, 2013. This report is to be distributed annually to all
member entities.
Please share with your governing bodies as you wish. This report can also be found on the JECC website at:
http: / /www.iecc- ema.org. I hope everyone has a great 2014.
Regards,
Tom )ones
Executive Director
tEC,c oil
4529 Melrose Ave.
Iowa City, IA 52246
Phone: (319) 356 -6888
Fax: (319) 338 -0028
Email: tom.ionesa..iecc- ema.or
Web: http: / /www.jecc- ema.org
Joint Emergency Communications
Services Association
FY2013 Annual Report
JEcc 911
ICin�Eni Cl9CIICY
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Police • Sheriff • Fire • EMS
TABLE OF CONTENTS
December 18, 2013
Joint Emergency Communications Center
4529 Melrose Avenue
Iowa City, Iowa 52246
Dear Policy Board and 28E member entities;
I am pleased to present the 2013 annual report of the Joint Emergency Communications Center. This
report contains 12 months of statistics for fiscal year 2013 including financials.
For fiscal year 2013 we continued to maintain comparable call volume as fiscal year 2012. We remained
steady in both the number of emergency calls received and the number of calls for service that were
dispatched.
One of the most notable events in the past years was the joining of the Johnson County and Linn County
radio systems to form a regional P25 radio system. This allows for the sharing of resources and
expanded radio coverage for the public safety responders in the two counties. We look forward to the
many other advantages that this opens up for Johnson County and the potential cost savings of a
regional maintenance agreement to lower costs for radio system maintenance.
We continue to look forward to the challenges that will be presented to us in the future and continuing
to provide the highest level of emergency communications to the residents of Johnson County.
Sincerely,
Tom Jones
Executive Director
JECC Administrative Line: (319) 356 -6880 1 Non - Emergency Dispatch: (319) 356 -6800
JECC Administrative Fax (319) 338 -0028 1 Dispatch Fax: (319) 338 -0022
VISION
To serve and support the public safety communications needs of our customers in the most efficient
and responsive manner possible.
MISSION STATEMENT
To provide all residents of Johnson County a single answering point for processing their calls for
emergency and non - emergency assistance for police, fire, medical and general service responders. To
provide primary communications for all public safety agencies responding within our jurisdictional
boundaries through use of 2 -way radios, telephones and /or teletype equipment. To maintain up -to-
date and continuous training for all employees to insure prompt, professional and efficient services.
SERVICES PROVIDED BY THE JECC
• Enhanced 911 services to all Citizens of Johnson County.
• Wireless 911 services to all Citizens of Johnson County.
• Radio Communications /Computer Aided Dispatch to 5 Law Enforcement
Agencies.
• Radio Communications /Paging Communications /Computer Aided Dispatch to 14
Fire Departments.
• Radio Communications /Paging Communications /Computer Aided Dispatch to
Johnson County Ambulance Service.
• Radio Communications to University of Iowa Department of Public Safety.
• Radio Communications to the Iowa Department of Corrections High Risk Unit.
• Radio Communications to the U.S. Army Corps of Engineers, DNR -Lake McBride,
DNR Conservation and Johnson County Conservation.
• Radio Communications /Paging Communications to Johnson County Hazardous
Materials Team.
• Radio Communications to UIHC, Mercy Hospital and VA Hospital.
• Radio Communications to North Liberty Public Works Department.
• Activates and monitors the Johnson County Outdoor Warning Systems.
• Notification and monitoring point for Severe Weather activity for the National
Weather Service - -Quad Cities.
OVERVIEW
The Joint Emergency Communications Center of Johnson County (JECC) is the clearinghouse for all
9 -1 -1 calls and all Emergency Communications for Johnson County. The JECC serves as the epicenter
for emergency communications for all citizens of Johnson County. The Johnson County Emergency
Management Agency (EMA) is also located in the same facility.
The JECC serves the public 24 hours a day, 7 days a week, and 365 days a year with specially trained
dispatchers to answer all emergency calls for assistance. These operators receive and /or transmit
emergency telephone, radio, alarm, and other types of data over multiple computer systems, then
analyze it in a timely manner for the purpose of relaying the information between citizens and first
responders during emergencies in order to preserve life and property.
Another important responsibility of Emergency Communications Personnel is the accurate entry and
removal of wanted persons, articles and vehicles in NCIC. This includes providing, on demand, the
results of NCIC queries made by field units.
Joint Emergency Communications Center (JECC)
Organizational Chart
Office Assistant
Part -Time
Network
Analyst
JECSA Policy
Board
Executive Director
User Advisory
Committee
Communications Part-Time
Coordinator Dispatchers
Dispatcher Dispatcher Dispatcher
Day Shift I I Afternoon Shift I I Night Shift
Dispatcher II Dispatcher II Dispatcher II
Day S I I Afternoon Shift I I Night Shift
PERSONNEL ALLOCATION - FY2013
Job Title
Executive Director
Emergency Communications
Coordinator
Network Analyst
Office Assistant— Part -Time
Dispatcher
Dispatcher II
Dispatcher II / Part -Time
Management Administrative Operations Total
1 1
1 1
1 1
1 1
6 6
19 19
3 3
Total 31
ANNUAL ACTIVITY SUMMMARIES — FY2012
CALL CATEGORIES AND VOLUMES
July 1, 2011 through June 30, 2012
911 Emergency Calls
FY2013 Wireline to Wireless Compari!
VolP 911 Calls
0.48%
_ Wireline 911 Calls
(Landline)
23.22%
Wire
I
Call Type
Total
Wireline 911 Calls
10,976
Wireless (Cellular) 911 Calls
36,073
VolP 911 Calls
227
Total
47,276
Summary of all Call Types
FY2013 Call Type Categories
Abandoned 9111
3.95% \
VoIP (Emergency &
Categories
Volume
Percent
Emergency (911)
41,987
32.79%
Non - Emergency (Routine)
77,357
60.42%
Abandoned
5,062
3.95%
Alarm Line
3,405
2.66%
VolP (Emergency & Routine)
227
0.19%
Total
128,038
100%
*For reporting purposes, the Abandoned Call category lists calls in which the caller hung up before the
call was answered, or while the call was being processed. Dispatch initiates a call back to each
abandoned call received by the JECC.
COMPUTER AIDED DISPATCH SUMMARY
July 1, 2012 through June 30, 2013
The Joint Emergency Communications Center processed approximately 128,038 emergency and non -
emergency telephone calls in fiscal year 2013. During the fiscal year, these telephone calls resulted in
the creation of 164,400 Computer Aided Dispatch (CAD) incidents processed by JECC staff. The Joint
Emergency Communications Center professionally handles calls for 15 Public Safety Agencies
throughout Johnson County and surrounding counties.
20000
a
•s 15000
10000
° 5000
N
m 0
V
CAD Incidents - FY2013
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ti �o`P m�Ja atJa mat pQ �S ��
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Month
LAW ENFORCEMENT
FIRE /MEDICAL
COMBINED ACTIVITY
Monthly
Cumulative
Monthly
Cumulative
Monthly
Cumulative Total
July
12,831
12,831
1,678
1,678
14,509
14,509
August
13,800
26,631
1,808
3,486
15,608
30,117
September
13,063
39,694
1,782
5,268
14,845
44,962
October
12,559
52,253
1,801
7,069
14,360
59,322
November
11,230
63,483
1,536
8,605
12,766
72,088
December
10,768
74,251
1,499
10,104
12,267
84,355
January
12,189
86,440
1,853
11,957
14,042
98,397
February
10,632
97,072
1,372
13,329
12,004
110,401
March
11,580
108,652
1,631
14,960
13,211
123,612
April
11,529
120,181
1,790
16,750
13,319
136,931
May
12,447
132,628
1,672
18,422
14,119
151,050
June
11,654
144,282
1,696
20,118
13,350
164,400
TOTAL
144,282
144,282
20,118
20,118
164,400
164,400
TELECOMMUNICATIONS
In fiscal year 2013, we continued to see more growth in incoming cellular 911 calls verses landline 911
phone calls. There are also an increasing number of VoIP (Voice over Internet Protocol) calls that come
into the 911 Center as that technology is expanding into the homes. The heaviest volume of calls is
received on the non - emergency number 356 -6800 between the hours of 11:00 a.m. and 10:00 p.m.
Please remember that 911 should only be used for true emergencies.
The 911 and non - emergency number 356 -6800 are dedicated telephone lines that provide emergency
dispatchers with the ability to see phone numbers, addresses, and names to assist them in pinpointing
a caller's location. This is called Automatic Location Identification or ALI.
The Joint Emergency Communications Center
also supports VoIP calls. Some examples of VoIP
phone companies are Mediacom and Vonage.
When placing a call to 911 using this technology,
caller information may or may not appear on the
dispatchers screen. It is important for all
subscribers of this technology to ask their
providers how 911 calls are handled with their
company.
We also continue to explore new technologies and Next Generation 911 (NG911) services such as
receiving text messages to keep up with the technological advances in the field of 911
communications.
CALLERS WITH LANGUAGE BARRIERS
The Joint Emergency Communications Center uses Language Line Services to process calls from Non -
English speaking callers. Our call takers conference the caller to a translator who in turn provides us
with the emergency information.
COMMUNICATIONS WITH IMPARIED CALLERS
The Joint Emergency Communications Center personnel are trained to answer and process calls from
TTY users. Deaf, hearing and /or speech impaired callers receive the same level of service from our
Telecommunicators. Personnel use a TTY system that is integrated into the phone system to process
these calls and then relay the information to the appropriate agency for the emergency type and
location.
EMERGENCY MEDICAL DISPATCH
Introduction:
The Joint Emergency Communications Center (JECC) utilizes the Medical Priority Dispatch System's
Emergency Medical Dispatch Program (EMD) to handle requests for emergency medical assistance. All
of our dispatchers are EMD certified. The EMD program is a set of cards that direct the dispatcher to
ask the caller a series of questions based on the nature of the medical emergency. This enables the
dispatcher to determine the most appropriate medical response priority. EMD also provides written
Post - Dispatch and Pre - Arrival instructions to give to callers when appropriate and possible.
Included in this process is a Quality Assurance program. All certified EMD dispatchers receive ongoing
feedback on their performance based on guidelines established by the National Academies of
Emergency Dispatch and EMS, Inc. The purpose of Quality Assurance is to provide a non - punitive
means of assisting staff in maintaining a high level of performance.
Overview:
The EMD card set is made up of thirty -three (33) protocols
including specific Post - Dispatch and Pre - Arrival instructions. The
first thirty -two (32) protocols are geared toward the general
public by addressing medical emergencies such as difficulty
breathing, seizures and traumatic injuries. These protocols
include specific Post - Dispatch instructions based on the Chief
Complaint and lead the dispatcher to detailed Pre - Arrival
instructions as needed. Examples of Pre - Arrival instructions
include step -by -step directions on how to perform CPR and
childbirth delivery.
The remaining protocol is geared toward skilled care facilities.
This protocol does not require specific Post - Dispatch and /or Pre -
Arrival instructions as staff in these facilities possess medical skill
and knowledge.
Our staff receives individual and group training and education throughout the year based on the
overall findings of these reviews. All staff also has access to a variety of self- education tools to help
them maintain their skills. In order to maintain their certification with the EMD program, all staff is
required to recertify every two years. This includes the successful completion of a written examination,
twenty -four (24) hours of training and CPR certification.
Postage & Mailing
Services
Commodities- U.U37.
Supplies &Travel & Training_
Materials 0.62%
1.19% Telecc
Misc. Contra
ctual� Utilities
Services
5.74%
Contractual
Maint &
Repair
Services
3.2 '
Annual Maintenance
land Leases
1.06%
/ Capital Outlay
1.59%
Salary & Wages
53.82%
JOINT EMERGENCY COMMUNICATIONS SERVICES
ASSOCIATION OF JOHNSON COUNTY
STATEMENTS OF NET ASSETS
As of June 30, 2013 and 2012
ASSETS
50,125.00
50,125.00
Building
June 30, 2013
June 30, 2012
Current Assets:
14,532,095.83
14,519,486.20
Checking
$ 1,310,966.08
$ 1,549,679.09
Accounts Receivable
818.55
136.44
Prepaid Insurance
75,800.61
67,735.98
Prepaid Rent
4,955.11
4,883.12
Prepaid Software License
1,644.52
1,248.00
Prepaid Internet
636.81
636.81
Employee Advances Receivable
116.02
1,013.32
Cobra Premiums Receivable
-
1,17180
Prepaid Maintenance Contracts
2,128.75
76,161.81
Total Current Assets
1,397,066.45
1,702,667.37
Property, Plant and Equipment
Land
50,125.00
50,125.00
Building
5,296,989.09
5,296,989.09
Equipment
14,532,095.83
14,519,486.20
Total Property, Plant and Equipment Cost
19,879,209.92
19,866,600.29
Less: Accumulated Depreciation
(6,137,431.00)
(4,088,613.00)
Net Property Plant and Equipment
13,741,778.92
15,777,987.29
Total Assets
$ 15,138,845.37
$ 17,480,654.66
See accountant's compilation report.
2
JOINT EMERGENCY COMMUNICATIONS SERVICES
ASSOCIATION OF JOHNSON COUNTY
STATEMENTS OF NET ASSETS
As of June 30, 2013 and 2012
LIABILITIES
Current Liabilities:
Accounts Payable
Credit Cards Payable
Accrued Expenses
Payroll Taxes and Other Withholding Payable
Self Funded Health Payable
IPERS Payable
Paid Time Off Accrued
Total Current Liabilities
Long Term Liabilities:
Equipment Lease Payable
Total Liabilities
NET ASSETS
Net Assets
Total Net Assets and Liabilities
June 30, 2013
$ 62,244.38
11,053.29
39,300.82
26,176.27
366.33
16,885.14
57,082.23
213,108.46
10,949.06
224,057.52
14,914,787.85
$ 15,138,845.37
See accountant's compilation report.
i'
June 30, 2012
$ 148,952.45
5,271.09
35,976.49
30,078.68
136.23
23,246.27
60,725.40
304,386.61
304,386.61
17,176,268.05
$ 17,480,654.66
JOINT EMERGENCY COMMUNICATIONS SERVICES
ASSOCIATION OF JOHNSON COUNTY
STATEMENTS OF ACTIVITIES
One and Twelve Months Ended June 30, 2013 and 2012
July '12 - July 'I I -
June'13 June'13 June '12 June'12
Operations Budget Levy Proceeds $ 251957.00 $ 3,161,961.00 $ 213,006.00 $ 2,662,570.00
Operating Expenses
Salaries and Wages
115,474.94
1,607,224.41
119,299.10
1,641,081.14
Benefits
60,316.15
742,616.30
53,640.50
719,436.20
Wage Reimbursement
-
(299.92)
-
(136.44)
Maintenance and Repair Services
62,452.82
595,962.80
55,593.17
470,617.48
Miscellaneous Contractual Services
11,971.39
129,848.07
24,443.40
133,235.32
Commodities- Supplies/Materials
7,479.93
32,390.17
2,424.37
28,067.65
Utilities _
9,879.33
51,874.72
9,889.17
52,406.02
Travel and Training
7,602.90
1.8,676.92
3,449.64
10,117.90
Telecommunications
22,190.49
107,128.61
14,108.93
99,175.66
Postage & Mailing Services
-
278.09
64.68
346.81
Other Charges
-
-
-
2,240.00
Annual Maintenance
751.58
9,609.52
723.43
37,248.54
Rental and Leases
2,137.98
28,061.25
2,703.68
31,545.09
Capital Outlay
-
57,241.91
-
300,462.00
Total Operating Expenses
300,257.51
3,380,612.85
286,340.07
3,525,843.37
Net Operating Income
(47,300.51)
(218,651.85)
(73,334.07)
(863,273.37)
Flood Disaster Reimbursements & Expenses
(2,707.61)
(2,707.61)
-
-
Interest Income
267.94
2,523.82
390.57
5,003.01
Pop Fund Revenue
-
2519
(55.80)
3.83
COPS Technology Grant Received
-
-
-
23,780.11
COPS Technology Grant Expenses
-
-
-
(23,780.11)
Net COPS Technology Grant
-
-
-
-
Equipment Sale Proceeds
-
942.50
-
1,370.00
Excess Flex Witholding
366.28
546.15
-
-
Non -PS Radio System Fees
-
4,425.00
-
2,925.00
Miscellaneous Revenue - Other
-
420.80
-
-
Lease Finance Charges
(23.90)
(186.30)
Depreciation Expense
(170,804.85)
(2,048,818.00)
(170,594.66)
(2,047,136.00)
Total Non - Operating Revenue
(172,902.14)
(2,042,828.35)
(170,259.89
(2,037,834.16)
Change in Net Assets
$ (220,202.65)
_L(2
$ (243,593.96)
$ (2,901,107.53)
See accountant's compilation report.
4
9 -1 -1 THINGS EVERYONE NEEDS TO KNOW
It's important to know how to help 9 -1 -1 help YOU! In an emergency seconds matter, so being
prepared can make all the difference.
Know WHEN to call 9 -1 -1. 9 -1 -1 is for emergencies only. You should only dial 9 -1 -1 if someone is hurt
or in danger, or if you are in immediate need of police, fire or medical assistance. If you aren't sure if
your situation is an emergency, you should err on the side of safety and call 9 -1 -1 and let the expert
who answers your call make the decision whether to send help or not.
Know WHEN NOT to call 9 -1 -1. Don't call 9 -1 -1 because your power or cable is out or because you are
late for a meeting and need to find an address. While those situations may count as emergencies for
you, they aren't for public safety. Inappropriate use of the 9 -1 -1 system wastes resources and ties up
the lines at the 9 -1 -1 center, and nobody wants to be on hold when they are in the middle of a real
crisis.
Know the capabilities of the device you are using. 9 -1 -1 can be contacted from pretty much every
device that can make a phone call (traditional landline, cell phones, VoIP), but the callback and location
information that accompanies your call to the 9 -1 -1 center can vary drastically amongst technologies
and between geographic regions.
Know WHERE you are. This is probably the most important information you can provide as a 9 -1 -1
caller, so try to be aware of your surroundings. Make a real effort to be as detailed as possible, if you
are outside and don't know the street address, take a look around and try to find landmarks or cross
streets. If you are inside a large building or one with multiple levels, you can help emergency services
by letting them know which floor you are on, which apartment you are in, etc.
Stay calm. When you are on the phone with 9 -1 -1, you are their eyes and ears. Even though, you may
want to, try not to panic. If you are crying or yelling, it can be hard for the 9 -1 -1 operator to
understand you. If you are unable to stay strong, pull yourself together and answer ALL of the 9 -1 -1
operator's questions, the faster they can get the right services to your location.
NEVER hang up. You may have called 9 -1 -1 by accident, or your situation may have resolved itself, but
it is important to let the 9 -1 -1 operator know this. If you end the call abruptly, the 9 -1 -1 operator is
going to assume that something has gone very wrong and will either call you back or send help
anyway. This will take away from the 9 -1 -1 center's ability to take calls and dispatch services to on-
going emergencies, so make sure the 91 -1 operator tells you it is okay to hang up. Keep in mind that
the 9 -1 -1 operator can dispatch responders to your location with disconnecting from the call, so, until
you are instructed to do otherwise, make sure to hold the line so that you can provide any necessary
information or assistance to the 9 -1 -1 operator.
From: Gregg Geerdes <geerdeslaw @peoplepc.com>
Sent: Wednesday, January 08, 2014 1:36 PM
To: Tom Markus
Cc: Council
Subject: Garbage Service - What's the Problem?
Why the big need to make any changes to our garbage system? It's a service that works well as it is. Don't feel
compelled to fix what is not broken.
And, especially, do not fall into the trap of feeling the need to be the innovators who turn landfill junk into ethanol.
Ethanol from corn doesn't work without massive amounts of subsidies and ethanol from garbage is even more far-
fetched than that. There's no reason for Iowa City to be the poster boy for such a speculative endeavor.
If you want to fix a problem, help fix the problem of Iowa City having the dubious distinction of being host to so many
SINA schools. That sign of educational failure is not very consistent with being the so- called "City of Literature." And
there are other real problems in Iowa City, but garbage collection is not one of them.
I am happy to discuss more.
Gregg Geerdes
890 Park Place, Iowa City
319/354 -2375
MINUTES PRELIMINARY
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
DECEMBER 19, 2013 — 6:30 PM
DALE HELLING CONFERENCE ROOM, CITY HALL
MEMBERS PRESENT: Andrew Chappell, Cheryll Clamon, David Hacker, Jim Jacobson,
Peter Matthes, Dottie Persson, Christine Ralston, Rachel
Zimmermann Smith
MEMBERS ABSENT: Michelle Bacon Curry
STAFF PRESENT: Tracy Hightshoe
OTHERS PRESENT: Jerry Anthony, Adam Sullivan, Heath Brewer
RECOMMENDATIONS TO COUNCIL:
No recommendations.
CALL TO ORDER:
The meeting was called to order by Chair Andrew Chappell.
APPROVAL OF NOVEMBER 21, 2013 MINUTES:
Persson moved to approve.
Matthes seconded.
A vote was taken and the motion carried 5 -0 -1 (Ralston abstaining).
PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA:
None.
STAFF /COMMISSION COMMENT:
Hightshoe explained that she would not be present at the January meeting and Steve Long,
Community Development Coordinator, would be taking her place. ( Clamon and Zimmerman
Smith arrived during Staff /Commission comment)
Discussion Regarding FYI Aid to Agencies Funding Requests
Chappell discussed the allocation process for Aid to Agency Funding. He reminded the
Commission that City Council adopted guidelines. At least 80% of the total funding will go to
projects or agencies that meet a high priority based on CITY STEPS. He said the budget for Aid
to Agencies funding is $378,700 while the applications total around $567,000. He said at the
January meeting the Commission will make those recommendations and forward them on to
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
DECEMBER 19, 2013
PAGE 2 of 4
City Council. He said this meeting tonight will be the time to decide what process the
commission will use to determine the funding recommendation.
Chappell said the Commission had a desire to get away from only relying on the funding history
of each applicant in determining their recommendations. He said that is why they decided to
focus on high priorities. He said the listed priority is what staff felt the main priority was based on
the agency's application and mission statement as it related to CITY STEPS. This is subject to
interpretation and HCDC can modify the priority if needed. Chappell said at his request
Hightshoe sent out an email to all the applicants indicating that if they dispute the identified
priority, they should reply with an explanation to Hightshoe.
Persson asked for some clarification on terms that were used in the guidelines such as
collaboration and innovation. Chappell said basically there is no definition than what one can
find in a dictionary. In terms of these two words, it was an attempt to get agencies to
collaborate and try innovative strategies to address issues. Chappell stated the commission
tries to fund agencies or programs that are not duplicative in the community. Zimmermann
Smith added that with dollars so stretched, organizations working in collaboration can
sometimes do more than individual organizations alone.
Hightshoe explained that in order to be considered a high priority for funding purposes, a
substantial amount of the organization's time and /or budget must be directed to the identified
priority.
Chappell said this is the first year since they started making funding recommendations to City
Council in which the Commission told the applicants that they shouldn't rely on the funding they
received previously. Persson asked if one high priority was of more value than another.
Hightshoe said in CITY STEPS the high priorities are all of equal value.
Chappell said this allocation process is a work in progress and for Commission members to
make notes as they go along so the process can be adjusted for next year.
The Commission discussed that $5,000 will be the minimum it will award to any organization.
Zimmermann Smith summarized the process the Commission members will go through on the
allocations before they make a collective recommendation to the Council.
The Commission discussed the feasibility of using a scoring system for this process. Jacobson
recommended that if they consider using a scoring system, they should determine the answers
they are looking for and then create the questions based on that. Consensus was to draft a
recommendation on the spreadsheet that staff will send out. Members will come with their own
recommendations and the discussion will proceed from there. Staff would not be summarizing
each member's recommendations.
Analvsis of Impediments to Fair Housina Choice — Update
Chappell said the plan is to discuss the draft of the report at the Commission meeting in
January. Hightshoe said staff is still researching the role that the Commission is charged with in
regards to the report — Review, Approve, Recommend, etc.
Persson said she would like to see the recommendations in this report utilized in some manner
rather than just be put on the shelf.
HOUSING AND COMMUNITY DEVELOPMENT COMMISSION
DECEMBER 19, 2013
PAGE 3 of 4
Zimmermann Smith said she wondered what the place is for prodding Council on things that the
commission would like to recommend. Chappell said hopefully they will get that guidance from
staff about what they are looking for from the commission with respect to reviewing this
document next month.
Hightshoe said she will find out from their legal department what the charge of the Commission
is and what exactly they are supposed to do besides comment on the report. She said if there
are recommendations in the report that the Commission wish to recommend to City Council to
consider, it would need a majority vote to forward on to City Council. Zimmermann Smith said if
the Council says no to the commission they appointed to be looking at these types of issues, the
commission can recommend it again, especially if there's data to back up that something is
good for municipalities that resemble those like Iowa City.
Monitoring Reports
• FY14 MECCA — Facility Rehab (Ralston)
MECCA entered into a contract with the City and have received and accepted bids for
the work. The architect is now putting together the construction contracts but they still
need to have a meeting with City staff and the contractors before they can start, which
they hope to have by March 31.
• FY14 MECCA — Aid to Agencies (Chappell)
MECCA was allocated $16,880 and they use part of it each month to offset the cost of
their medical director.
• FY14 Neighborhood Centers of JC —Aid to Agencies (Chappell)
NCJC are using the $51,000 they received for overhead and childhood development
programs spread among their several sites.
• FY13 Neighborhood Centers of JC — Facility Rehab. (Bacon Curry)
Report from Bacon Curry deferred to January meeting.
• FY12 Mayor's Youth — Rental Housing (Bacon Curry)
Hightshoe reported that last year they built a four - bedroom single family home on the
northeast side of town in Stonebridge Estates, and they lease it out. She said the house
is occupied by four people with disabilities who share the common area and who each
get their own bedroom. She said they just finished the second home, which is about a
block from the other home and is also a single family home. She said they have leased
two of the units and will probably lease the other two within the next two months and at
that point the whole project will be closed.
• FY12 IV Habitat for Humanity — Land Acquisition (Clamon)
Habitat purchased five vacant lots and one abandoned house, which they demolished.
She said the grant was approved for four vacant lots but they were able to do more
because the prices were low. She said the award was $180,000, and all the lots have
been purchased.
ADJOURNMENT:
Zimmermann Smith moved to adjourn.
Jacobson seconded.
Motion to adjourn carried 8 -0.
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PLANNING AND ZONING COMMISSION
DECEMBER 19,— 7:00 PM — FORMAL
EMMA J. HARVAT HALL, CITY HALL
PRELIMINARY
M IP7
MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Ann Freerks, Phoebe Martin,
Paula Swygard, Jodie Theobald, John Thomas
MEMBERS ABSENT: None.
STAFF PRESENT: Bob Miklo, Eleanor Dilkes
OTHERS PRESENT: Martha Christensen
RECOMMENDATIONS TO CITY COUNCIL:
The Commission voted 7 -0 to recommend approval of the proposed amendments to the
section 15 -3 -10 of the Subdivision Regulations removing the maximum distance
requirements for the placement of clustered mailboxes in new subdivisions and adding
guidelines to ensure appropriate placement of large concentrations of mailboxes.
CALL TO ORDER:
The meeting was called to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
There was none.
Development Item
SUB13 -00024
Discussion of an application submitted by Southgate Development for a preliminary plat
of Lindemann Subdivision Part 413, 6, & 7, an 85 -lot, 25.04 -acre residential subdivision
located on Kenneth and Charles Drive, north of Gustav Street.
Miklo said staff received a request from the applicant to have this item deferred to the January
2, 2014 meeting of the Commission. He said staff is anticipating a slight redesign of the plat to
address some of the deficiencies noted.
Freerks opened public discussion.
Martha Christensen of 71 Brentwood Drive said she's interested in knowing what kind of
housing is going to be in her backyard. Miklo said the current zoning for the subject property is
RS -8 single family medium density residential with a planned development overlay. He said that
zoning allows single family homes. He said duplexes are allowed on corner lots where there are
two streets that come together.
Planning and Zoning Commission
December 19, 2013 - Formal
Page 2 of 7
Christensen said she was concerned about a very large and old tree at the end of Camden
Street and wanted to know if it could be spared. Miklo said the City Forester had deemed the
tree to be in declining health and did not think it could survive the extension of the street that will
run beside it. He said there's a water main that will be in the street that will cause further root
damage. Miklo said the City Forester thinks that when the property to the southeast of the tree
was developed there was substantial damage to the root system of the tree, and it's been in
decline since.
Christensen asked if the fence and the trees along it would be removed. Miklo said he will check
with the developer before the next Commission meeting. Christensen said she hopes that the
two trees she planted on the fence line along her property are not disturbed. She then asked
about the timeline for the application process and Miklo explained it to her, stating that if this
application is approved construction may start in the spring.
Freerks closed public discussion.
Eastham moved to defer SUB13 -00024 to the January 2, 2014 meeting.
Swygard seconded.
A vote was taken and the motion carried 7 -0.
Code Item
Discussion of amendments to the section 15 -3 -10 of the Subdivision Regulations
removing the maximum distance requirements for the placement of clustered mailboxes
in new subdivisions and adding guidelines to ensure appropriate placement of large
concentrations of mailboxes.
Miklo reminded the Commission that the Unite States Postal Service is no longer agreeing to
work with the City's current regulation that every lot would have to be within 600 feet or two
blocks of a cluster mailbox. He said the USPS has indicated that in order to cut costs they will
have to consolidate cluster mailboxes and reduce the number of them, which will make some of
them farther than the currently required distance. Miklo said in response to this, the City is
proposing to amend the ordinance to remove the 600 foot requirement, which the Post Office
won't honor anyway. He said there are concerns, though, that as the clusters are consolidated
they will get larger and larger, so staff wants to have language in the ordinance so the City can
work with the Postal Service and developers to assure that the larger clusters are compatible
with the surrounding neighborhood.
Miklo showed pictures of what is commonly seen, a cluster of 12 -16 boxes within 600 feet of the
homes in a subdivision. He showed pictures of what is starting to be seen more often, clusters
of more than thirty mailboxes that could increase in number. He said these do become a
concern in terms of relating to the adjacent neighborhood and putting a lot of traffic in one
location.
Eastham asked if there is an issue with having a fire hydrant located in front of a cluster, as is
the case in the first illustration that Miklo showed. Miklo said he can check with the Fire
Department.
Miklo showed examples of larger mailbox clusters in two Iowa City subdivisions that were
Planning and Zoning Commission
December 19, 2013 - Formal
Page 3 of 7
designed to be compatible with the neighborhood. He also showed examples of how these
larger clusters have been designed in other cities using landscaping and shelters.
Miklo referred to an email received by Glenn Siders of Southgate Development expressing
concern about the vagueness in the proposed ordinance about the number of mailboxes. Miklo
said that with the situation at the Post Office changing quite frequently, the City does not want to
have a number that will have to be changed often and feels that this is something that can be
negotiated with each subdivision early on as the developer, staff, the Post Office find the best
location for the mailboxes and address the issue of large clusters if applicable.
Martin asked whose mandate it is for mailbox clusters. Miklo said the Postal Service will not
deliver to individual dwellings in newer subdivisions. He said the Postal Service has also
indicated that in existing neighborhoods where there is door to door service they may be moving
to cluster mailboxes in those neighborhoods.
Eastham asked how the ongoing maintenance of the mailbox clusters will be undertaken. Miklo
said the draft says it will be the responsibility of the United States Postal Service or the
homeowners' association. He said the Postal Service has indicated that if there is a shelter built
around the cluster, they will not maintain them, and there would have to be a homeowners'
association to maintain them.
Miklo said Public Works has a concern about having these in the right -of -way and interfering
with utilities or traffic functions, and individual homeowners are not going to want them on their
lot, so the solution that the City has been using for the last few years is that whenever there's a
subdivision with a mailbox cluster, the developer is required to designate an outlot for it.
Freerks asked how this will be dealt with in an older neighborhood. Miklo said there have been
no discussions with the City on how that would be implemented.
Eastham asked if the City can require the Postal Service to maintain a mailbox cluster. Dilkes
said probably not, and the import of the language is that it is not going to be the City that is
maintaining them, but it will be up to the developer to figure out who will maintain them.
Miklo said in recent subdivisions there have been outlots maintained by the homeowners'
association that's written into the subdivision agreement that's filed at the time of final plat.
Eastham said the problem he has with that is it operates in effect to establish homeowner's
associations, and that may not always be desirable. He asked if there are any provisions that
require access to the mailbox clusters in terms of curb cuts or wheelchair access. Miklo said it
would be required to access public sidewalks and those sidewalks are designed to have access.
Thomas said he understands staff's problem with trying to identify a way of providing guidelines
since it's so variable, but he is concerned that even the American' with Disabilities Act (ADA)
standards aren't clarified. He asked if that is part of the standard discussion that takes place
with the design of the mailbox cluster. Miklo said that the public sidewalks that would be
provided to the clusters are required to be up to ADA standards. Thomas asked if there will a
standard review of the ADA in cases where the mailbox cluster is not immediately accessible
from the sidewalk. Miklo said in recent reviews he can't recall a case where the cluster is not
immediately adjacent to the public sidewalk. He said that is certainly something they could
review at the time they review a subdivision and when preliminary plats come before the
Commission; they will be identifying where the outlot is and where the mailbox clusters will go.
He said staff was told by the Postal Service that they will provide, after an application is
submitted, to -door service for persons with disabilities.
Planning and Zoning Commission
December 19, 2013 - Formal
Page 4 of 7
Freerks opened public discussion.
Freerks closed public discussion.
Thomas moved to recommend approval of the proposed amendments to the section 15-
3-10 of the Subdivision Regulations removing the maximum distance requirements for
the placement of clustered mailboxes in new subdivisions and adding guidelines to
ensure appropriate placement of large concentrations of mailboxes.
Martin seconded the motion.
Eastham said he has no problem with either distance or placement requirements, but he is
puzzled by the aesthetic requirements.
Freerks said when mass and size and scale come into play with anything the Commission deals
with, those are items that become important and the Commission needs to take a look at things
because that's when things like the tower becomes something that can have a negative impact
on the neighborhood, the area and the community. She said it's reasonable to take that on in
this case, just as they do in lots of other instances. Freerks said she doesn't think it's just about
height and accessibility —it's about the way mass and scale play into an environment, and that's
an important item.
Martin said she thinks about driving into any area it's all about curb appeal, and she thinks
mailbox clusters are hideously ugly. She also said if there's no shelter and if it's pouring rain, it's
problematic. She said she agrees with having some verbiage that at least gets that dialogue
going so that it's addressed in some way.
Freerks said it allows for flexibility and for the best solution and hopefully that saves time and
money in the long run.
Miklo said in staff's opinion when you have a smaller scale cluster you don't notice it, and it
tends to disappear, but as they get larger and larger they start to draw attention to themselves,
and in the residential setting staff feels there should be some consideration given to where they
are located and how they are designed. He said staff proposed not putting specific standards in
the ordinance but leaving it general so that on a case by case basis in the subdivision process it
could be approached in a manner appropriate for each subdivision.
Martin asked who reviews the design and at what point. Miklo replied that at the preliminary plat
stage the Commission would have some review of the design of a large number of mailboxes
and would make a recommendation to Council, who would have the final say.
Eastham asked if these provisions can require a curb cut for clusters even if there's sidewalk
access. Miklo said staff would want to look at that with each subdivision.
Freerks reminded the Commission that as with all Code items, it can come back before the
Commission if it becomes problematic.
Thomas said he can understand Sider's frustration as this is very open- ended. He said on the
other hand, one can see in looking at the slides Miklo presented that there are highly variable
conditions, and it is difficult to define exactly what standards might be established, so he's
Planning and Zoning Commission
December 19, 2013 - Formal
Page 5 of 7
willing to let the design float until the discussion goes forward.
Swygard said she likes the vagueness and thinks it would be very restrictive to start nit - picking
about every design element to make it fit into the area.
Eastham said he can come around to accepting some kind of requirements for an aesthetic
appeal for the larger clusters. He said he doesn't think the expense for the developers or the
homeowners would be extremely increased by aesthetic trappings put around the clusters. He
said access to the clusters by people with mobility issues is an important thing to consider.
Thomas said he's actually more concerned about that issue than the design issue. He said
people with physical issues would have trouble reaching the high mailbox units.
Swygard says she thinks some of the mailboxes would be too high for shorter people.
Thomas said maybe there should be a limit to the height of the clusters. Miklo said because this
is the U.S. Postal Service standard, he suspects they put a lot of research into how these
clusters are designed, and at least some of the boxes in each cluster are going to be accessible
to a person in a wheelchair.
Freerks said she thinks it's in everyone's best interests to make sure these are accessible.
Swygard asked how the mailboxes are assigned. Theobald suggested that the Postal Service
may regulate how they are numbered.
Thomas said if there are accessibility and aesthetic issues that do require some refinement he
would certainly encourage that as this moves forward.
A vote was taken and the motion carried 7 -0.
Code Item
Distribution of the public review draft of the Riverfront Crossings District Form -based
Zoning Code.
Miklo distributed copies of the draft Riverfront Crossings District Form -based Zoning Code. He
said staff would like the Commission to open public discussion on this January 2. He said it
would be good to have a work session immediately before their formal meeting that day. He
said staff also has accompanying amendments regarding parking that aren't in the form based
code but that will apply to this and other areas of the city that staff hopes to have before the
Commission on January 16th. After discussion, the Commission agreed to meet on January 2
and January 13 at 5:30 p.m. for informal meetings.
Consideration of Meeting Minutes: December 5, 2013
Eastham moved to approve.
Swygard seconded.
A vote was taken and the motion carried 7 -0.
Planning and Zoning Commission
December 19, 2013 - Formal
Page 6 of 7
OTHER
Thomas asked as a Commission do they want to send a message to the Council regarding this
notion of doing a more precise plan that might be viewed as an amendment to the South District
Plan that would better define how that neighborhood around the new elementary school would
be developed. He said they support the goals of the Comprehensive Plan with respect to the
serious need for diversity in housing type for the types of households and incomes, the
complexity of mixing land uses, the need for it to feel like a neighborhood, the relationship of the
school to how the community as a whole develops. He said he is convinced that the Zoning
Code really doesn't deliver that, and he feels that the South District Plan as written doesn't
provide enough direction and guidance to achieve that.
Freerks said she agrees with much of what Thomas is saying feels that it's an opportunity and
would need to be done right. She said there are some districts that haven't been done yet so
this needs to be carefully thought out and weighed to make sure that publically before the
Commission would put one thing aside, that the South District is more important.
Miklo said there will need to be a rezoning and likely additional annexations in this area, and
that will be an opportunity through and annexation agreement to do a more specific plan laying
out the various zoning patterns in the area.
Dilkes advised the Commission that they were starting to get into discussion about an item that
is not on the agenda and that it would be best to put this on a future agenda.
The Commission agreed that they would like to see this as an agenda item for their first meeting
in February.
ADJOURNMENT:
Eastham moved to adjourn.
Martin seconded.
The meeting was adjourned on a 7 -0 vote.
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PLANNING AND ZONING COMMISSION
JANUARY 2,— 7:00 PM — FORMAL
EMMA J. HARVAT HALL, CITY HALL
PRELIMINARY
MEMBERS PRESENT: Carolyn Dyer, Charlie Eastham, Ann Freerks, Phoebe Martin,
Paula Swygard, Jodie Theobald, John Thomas
MEMBERS ABSENT: None.
STAFF PRESENT: Bob Miklo, Karen Howard, Eric Goers
OTHERS PRESENT: Nancy Carlson
RECOMMENDATIONS TO CITY COUNCIL:
The Commission voted 7 -0 to recommend sending a letter to the Johnson County Board
of Adjustment recommending a conditional use permit to allow for a home business
located at 4552 Sand Road Southeast.
CALL TO ORDER:
The meeting was called to order at 7:00 PM.
PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA:
There was none.
Comprehensive Plan Item
CPA12 -00006
Set a public hearing for January 16, 2014 for a Comprehensive Plan Amendment to
amend the Southwest District Plan to change the land use designation of property
located west of Mormon Trek Boulevard, north of Westwinds Drive (Walden Square) from
Neighborhood Commercial to General Commercial.
Miklo explained that there is no staff report for this item, and this is the procedure of setting the
public hearing and notifying the public that the City will be considering amending the Plan in this
area. He said there will also be a rezoning associated with this property on the agenda of
January 16tH
Thomas moved to set a public hearing for January 16th
Eastham seconded.
A vote was taken and the motion carried 7 -0.
Planning and Zoning Commission
January 2, 2014 - Formal
Page 2 of 6
Development Item
SUB13 -00024
Discussion of an application submitted by Southgate Development for a preliminary plat
of Lindemann Subdivision Part 46, 6, & 7, a 85 -lot, 25.04 -acre residential subdivision
located on Kenneth and Charles Drive, north of Gustav Street.
Miklo said the applicant has requested that this item be deferred to the Commission's next
meeting.
Freerks opened public discussion.
Freerks closed public discussion.
Eastham moved to defer SUB13 -00024 to January 16tH
Martin seconded.
A vote was taken and the motion carried 7 -0.
Code Item
Discussion of Riverfront Crossings District Form -Based Zoning Code. (Available for
review at http: / /www.icgov.org / ?id =2094)
Howard said this will be Article 14 -2G, and the zoning ordinance will be the Riverfront Crossing
Districts and will apply to properties that are rezoned to the Riverfront Crossings zoning
designation. She said each sub - district of Riverfront Crossings has its own set of standards to
follow, based on where they are in Riverfront Crossings.
Howard said the administration of this code will be a staff committee that will review
development proposals to ensure compliance with the provisions of this Code. She said if you
are not zoned through the Riverfront Crossings but are within that design overlay district the
development proposal would be reviewed based on the Riverfront Crossings District Plan and
the general design review criteria already in the Zoning Ordinance.
Howard explained the basic elements of a form -based code including a regulating plan that
specifies primary street frontages, the building heights, open spaces, frontage types or
conditions, and where the buildings and the parking have to be located, which is one of the
major differences between a form -based and a use -based zoning ordinance.
Howard said the land uses allowed are based on the uses allowed in the Central Business
Support (CB -5) zone but it does allow a broad range of residential and commercial uses, with
one of the biggest differences being that you can have a completely residential building.
Howard said frontage elements are one of the most important parts of a form -based code as
that is how the building meets the street or the public right -of -way. She explained some of the
types of frontages and showed examples of those building types.
Planning and Zoning Commission
January 2, 2014 - Formal
Page 3 of 6
Howard said there is an extensive section in the Code about providing useable open space
onsite.
Howard said there are bonus provisions for Class A office space, hotel space, affordable
workforce housing or elderly housing, student housing, green development, and money given
for public art. She said if for some reason the Americans with Disabilities Act requirements
conflict with the zoning provisions that are there there's an ability to adjust that easily through
these provisions.
Howard said at the same time the parking requirements are done for Riverfront Crossings some
adjustments will be necessary to make the parking requirements downtown and near downtown
consistent with Riverfront Crossings.
Howard said that the next steps after deciding on the adoption of what's in this code is those
additional amendments to the Zoning Code, adoption of the Design Review Overlay District and
rezoning individual properties or areas of Riverfront Crossings to the Riverfront Crossings
zoning designation.
Freerks said the Commission just had an informal meeting with a Q and A about this proposed
code, and if anyone is interested, it's all part of the public record.
Eastham asked if developers will be able to propose additional frontage solutions and building
types other than those contained in the proposed code. Howard said the short answer is no, that
staff has tried to anticipate all the kinds of frontages that are likely in Riverfront Crossings as a
way to control the form.
Freerks opened public discussion.
Nancy Carlson of 1002 E Jefferson said she was really excited about this proposed code until
she got to the height bonus provisions. She said they scare her because there are four districts
in which you can have building heights up to fifteen stories. She said it gives people a great deal
of leeway in the heights of buildings they can build. She said the past couple years there have
been many citizens who have been upset about the heights of buildings in Iowa City and want
them to be lower. She said Riverfront Crossings was discussed all along as going to have a
lower base height. She said as a long term resident, she has dealt with repercussions of other
zoning laws on the books and the negative effect they have had on her neighborhood and other
neighborhoods. She said she does not want to be one of the people who set up the same thing
to happen to the next generation.
Carlson said she is also upset by the fact that while university and elder and disabled housing
are to be designated as such for the life of the building, affordable housing has only a minimum
time frame before it can switch back. She said affordable housing is one of the biggest problems
in town, and she finds this regulation very distasteful. She feels that she has been led astray,
and she is asking if she can trust her City government or not.
Freerks closed public discussion
Eastham moved to defer consideration of this item to the Commission's meeting of
January 16tH
Thomas seconded.
Planning and Zoning Commission
January 2, 2014 - Formal
Page 4 of 6
Freerks said this is a work in progress and there's plenty to comment on, so she agrees with the
deferral.
A vote was taken and the motion carried 7 -0.
Goers recommended that Commission members on an individual basis send a list of items
directly to staff so they can respond so as to avoid an open meeting problem.
Freerks said it's best to keep as much as possible open to the public and to talk about it in an
open forum.
Eastham said as this goes forward he would appreciate, particularly for the public, a clear
description of the role of the Form -Based Code Committee and how that will be established and
if that committee's powers or responsibilities are different for these Code provisions than the
current Code provisions.
Thomas suggested that staff's presentation tonight would be very helpful to put on the City
website.
County Item
CU13 -00002
Discussion of an application submitted by Kim Greiner for a conditional use permit for a
home business including storage of recreational vehicles for property located at 4552
Sand Road SE in Area B of the Iowa City /Johnson County Fringe Area.
Miklo said staff is reviewing this because it's within two miles of the city boundary but it is not
within the city's growth area, and it is not anticipated that it will be annexed into the city in the
future. He said the County does want the City's input when they issue Conditional Use Permits
such as this in the event that it might affect the future of City development. He said staff does
not have concerns about this particular use, which is a proposed storage facility for recreational
vehicles. He said staff is recommending approval but to assure that this doesn't become a
problem over time, they would suggest to the County that they might want to attach a time limit
of five to ten years in the unlikely event that the City does grow out here and to evaluate that
this would be an appropriate use in the area.
Theobald asked if in the recommendation to approve the time limit can be included. Miklo said it
will be left up to the County to decide what an appropriate time limit is.
Freerks asked if this has to be owner - occupied in order to be a home -based business. Miklo
replied that it does.
Freerks opened public discussion.
Freerks closed public discussion.
Theobald moved to recommend sending a letter to the Johnson County Board of
Adjustment recommending approval of the conditional use permit.
Thomas seconded the motion.
Planning and Zoning Commission
January 2, 2014 - Formal
Page 5 of 6
A vote was taken and the motion carried 7 -0.
Consideration of Meeting Minutes: December 19, 2013
It was agreed to defer consideration of the minutes to the next meeting of the Commission.
OTHER
ADJOURNMENT:
Eastham moved to adjourn.
Theobald seconded.
The meeting was adjourned on a 7 -0 vote.
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