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HomeMy WebLinkAbout2019-11-04 Bd Comm minutesINCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description Airport Commission: July 18 Item Number: 5.a. July 18, 2019 Page Z MINUTES FINAL IOWA CITY AIRPORT COMMISSION JULY 18, 2019 — 6:00 P.M. AIRPORT TERMINAL BUILDING Members Present: Warren Bishop, Scott Clair, Christopher Lawrence, Bob Libby, Judy Pfohl Staff Present: Eric Goers, Michael Tharp Others Present: Carl Byers, Matt Wolford RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): None. DETERMINE QUORUM: The meeting was called to order at 6:04 P.M. ELECTION OF OFFICERS: Tharp gave Members a brief history of how the Commission has approached the election of officers in the past, basically rotating among Members. Chris Lawrence volunteered to take over the chair position. Pfohl nominated Lawrence for the position of Chair. Bishop seconded the motion. The motion carried 5-0. Lawrence nominated Bishop for the position of Secretary. Libby seconded the motion. The motion carried 5.0. APPROVAL OF MINUTES: Minutes of the June 20, 2019, meeting were reviewed by Members. Bishop moved to accept the minutes of the June 20, 2019, meeting as presented. Pfohl seconded the motion. The motion carried 5-0. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. FAAIIDOT Projects I. Obstruction Mitigation — Tharp stated that things are still progressing here. He added that they have in hand the FAA grant offer for the design work - $160,000 of money that will come back. Continuing, Tharp shared that AECOM is moving ahead with things on this project. July 18, 2019 Page 3 to this, noting that FY2019 was the first year the Airport did not have general levy support for their operations. For FY2020, he noted that it looks to be the same — that the Airport will be self- sufficient operationally. The City does still provide a matching $100,000 for grants with federal and state funding. Revenue increases come about through hangar rates and ground leases. Members briefly spoke to the City's financial support and why this has changed now. The third goal — increasing the use of the Airport for aviation and other community uses — has been addressed through such items as 24-hour fueling, a viewing area, hosting of events, and giving tours, for example. Tharp then spoke to how they track things, like fuel sales and Jet Air's flight operations. He noted the use of social media and how they are utilizing things on the internet. Moving to the fourth goal of maintaining the safety and aesthetic appeal of the Airport and the infrastructure, Tharp noted that the north t -hangars have been repainted; the entryway was redone last year; the terminal building had quite a few upgrades done as well, to bring it up-to-date. Pfohl asked if the Air Care building could be repainted, as it appears to be in need of some maintenance. Tharp stated that he can add this to their list of projects. Tharp then moved to the final goal of implementing the Airport master plan, and this is dependent on funding.. The obstruction mitigation project, for example, is ongoing. He briefly noted how the outcome of this will impact the Airport's goals. Tharp then responded to Member questions and suggestions for future projects. Budget — 1. FY2020 Budget Review — Tharp then spoke to the FY20 budget that began July 1. He explained the City's budget process and how each year they have timeframes to complete their portion of the budget process. Continuing, Tharp explained in more detail the Airport's budget amounts and the various revenue streams they tap into. He gave Members some historical background too, as it relates to the Airport's budget and use of funds. iii. Events Continuing, Tharp stated that their state grant -funded project will be to reconstruct the apron area in front of the terminal building, and they are also seeking a grant for a fuel system upgrade. Tharp continued explaining the Airport's budget and the overall process with the City, and how some costs are pre-set and therefore they have little control over. Discussions continued, with Tharp responding to Member questions and concerns. July 18, 2019 Page Airport Commission ATTENDANCE RECORD 2018-2019 Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time TERM NAME EXP. -► i w.4 Warren Bishop 06/30/22 O/ E X X X X X X X X X Scott Clair 06/30/23 N N N N N N N N N M M M M M M M M M X Robert Libby 07/01/20 a OI OI E X X X X E X X E X Christopher 07/01/21 Lawrence X X X X X X X X X X Judy Pfohl 06/30/22 N N N N N N N N M M M M M M M M X X Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time INCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description Airport Commission: August 15 Item Number: 5.b. August 15, 2019 Page 1 MINUTES FINAL IOWA CITY AIRPORT COMMISSION AUGUST 15, 2019 — 6:00 P.M. AIRPORT TERMINAL. BUILDING Members Present: Warren Bishop, Scott Clair, Christopher Lawrence, Bob Libby, Judy Pfohl Staff Present: Eric Goers, Michael Tharp Others Present: Devin Mashik RECOMMENDATIONS TO COUNCIL: to become effective only after separate Council action): None. DETERMINE QUORUM: The meeting was called to order at 6:02 P.M. APPROVAL OF MINUTES: Minutes of the July 18, 2019, meeting were reviewed by Members. Tharp noted that there was a misspelling of Judy's name in the attendance section. This will be corrected. Bishop moved to accept the minutes of the July 18, 2019, meeting as amended. Lawrence seconded the motion. The motion carried 5.0. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. FAA/IDOT Projects i. Obstruction Mitigation — Tharp stated that currently they are in the process of sending letters to property owners, in order to collect the tree requests. This will then complete the plans and specs needed to finalize what is sent to the FAA. He added that they are a bit behind schedule and that he may need to have one or two special meetings with the Commission, in,order to speed up the announcement process. This will help to get back on track a bit. Ill. Runway 25 Threshold Relocation — Tharp stated that they have the FAA grant for this project and that things are moving forward as planned. b. FBO / Flight Training Reports L Jet Air — Tharp stated that Wolford is out on the east coast picking up an aircraft for Jet Air and is therefore not present. He then reviewed the monthly maintenance reports, stating that they have had a couple of tours August 15, 2019 Page 3 as well, with Members agreeing that this would make sense. It comes back to: who is paying for the simulator and its upkeep. The suggestion of looking at the City's mission for the Airport was brought up, to look at the Charter for the Airport Commission, and try to determine if such an investment would make sense. Goers then spoke to this question, noting that the City Council has given this Commission the authority to do everything having to do with the Airport and its operations, other than sell property. Tharp then spoke to the Commission about the options they do have: the Airport buys the system and rents it out, working with Jet Air to do so. The second option is someone else buys the system and the Airport provides the space for it. He then spoke to some of the options available on such a training device system. Tharp also spoke to the idea of opening it up to hangar tenants to see if they are interested in a pre -paid option. This type of investment opportunity would cover the cost of the system. Members continued to share their thoughts on how they might proceed with acquiring a simulator. Members then turned to the options available for such a training device and how updating such a system might play out. Members also shared their experiences with using a flight simulator and what they would like to see in a system. Looking at such a purchase as a revenue generator, Members then discussed how this could be a real positive for the Airport. Tharp stated that it sounds like there is a general consensus on the TD 2, and he noted how they could move forward at this point. Goers responded to Member questions regarding how they would handle the simulator being bought by a private group. He added a suggestion as to how they might open this up to the public to see if anyone is interested in such a pre -paid type of arrangement. Members also asked Goers for his advice on how they would handle any of them wanting to be one of the private investors in this purchase. Goers responded, speaking to conflict of interest concerns. He stated that as long as the option is open to everyone in the public, this would not be a conflict. How to get the word out was the next topic of discussion. Tharp spoke to how he might be able to obtain a list of pilots in the area, as well as the hangar occupants list, as starting points. Others gave suggestions of various social media sites as a way to communicate such an idea and to gauge interest in such a purchase. A suggestion was made to form a subcommittee to come up with a proposal for the entire Commission to review and make their final decision on. Clair moved to form a subcommittee to return to next month's meeting with a proposal for the Commission to review. Kohl seconded the motion. The motion carried 5-0. Bishop and Clair volunteered to be on this subcommittee. August 15, 2019 Page 5 Airport Commission ATTENDANCE RECORD 2018-2019 Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time TERM . o 0 0 0 0 0 0 0 NAME EXP. °��° �, o '2 2 00 00 „��, 0 co 0 0 0 0 0 0 Warren 06/30/22 Bishop --N X X X X X X X X X X Scott Clair 06/30F23 N N N N N N N M M M M M M M M X X Robert Libby 07/01/20 O/ O/ X X X X E X X E X X Christopher 07/01/21 Lawrence X X X X X X X X X X Judy Pfohl 06/30/22 N N N N N N N M M M M M M M X X X Key: X = Present X/E = Present for Part of Meeting O = Absent O/E = Absent/Excused NM = Not a Member at this time Item Number: 5.c. INCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description City Council Economic Development Committee: August 28 —"_,--r.®a7 CITY OF IOWA CITY �►®�� MEMORANDUM Date: October 29, 2019 To: Mayor and City Council From: Wendy Ford, City Council Economic Development Committee Re: Recommendation from City Council Economic Development Committee Board At their August 28, 2019 meeting the City Council Economic Development Committee made the following recommendation to the City Council: Cole moved to support a recommendation to support Kirkwood Community College English Language Learning program expansion with $25,000 per year for 5 years Throgmorton seconded the motion. The motion carried 3-0 Additional action (check one) X No further action needed Board or Commission is requesting Council direction Agenda item will be was prepared by staff for Council action S:RECform.doc EDC August 28, 2019 1 APPROVED MINUTES CITY COUNCIL ECONOMIC DEVELOPMENT COMMITTEE AUGUST 28, 2019 EMMA HARVAT HALL, CITY HALL, 4:00 P.M. Members Present: Rockne Cole, Susan Mims, Jim Throgmorton Staff Present: Simon Andrew, Eleanor Dilkes, Wendy Ford, Geoff Fruin Others Present: Andrew Ballard (Neumann Monson); Michael Sather and Kyle Smith (Tailwinds Group), Nancy Bird (Downtown District); Zachary Smith (Press - Citizen); Paul Brennan and Zach (last name?) (Little Village); Kim Becicka (Kirkwood) RECOMMENDATIONS TO COUNCIL: Cole moved to support a recommendation to support Kirkwood Community College English Language Learning program expansion with $25,000 per year for 5 years Throgmorton seconded the motion. The motion carried 3-0. CALL MEETING TO ORDER: The meeting was called to order at 4:04 P.M. Chairperson Mims then asked those present to introduce themselves. CONSIDER APPROVAL OF MINUTES FROM THE JUNE 3.2019 ECONOMIC DEVELOPMENT COMMITTEE MEETING: Throgmorton moved to approve the minutes from the June 3, 2019 meeting as presented. Cole seconded the motion. The motion carried 3-0. Consider recommendation to support Kirkwood Community College English Language Learning (ELL) program expansion with $25,000 per vear for five years: Ford began the discussion by explaining how this program benefits the residents of Iowa City. She noted that Kirkwood is trying to address two things with their ELL program. The first is to help people become more employable and then employed; and secondly, it will help grow and strengthen the workforce in this area. Ford noted that Kirkwood's President Sundberg has stated that she is dedicating resources for this program. Kirkwood needs $150,000 for five years to get the program off the ground. Kirkwood has been able to secure half of this amount and they are now asking local cities to participate. Staff is recommending that the City of Iowa City contribute $25,000 per year for the five-year period to expand the ELL program. Continuing, Ford noted that the number of children in the school system needing ELL from the schools has more than tripled in the past five years or so. This means that there are other family members also needing the ELL program that Kirkwood offers. Kim Becicka, with Kirkwood then spoke to the ELL expansion. She shared handouts with Members as she spoke to the growing needs of the ELL program. The expansion would include adding sections to decrease the waiting list. They would also like to be able to offer these sections out in the community, such as offering classes for the parents of children in the school EDC August 28, 2019 2 APPROVED system. Becicka continued, explaining the various levels of the ELL program and how they plan to grow their offerings for the growing population of non-English speaking residents. She then spoke to what are called 'earn and learn' programs, explaining how participants in the, ELL program advance to levels 2 and 3. This is where they are ready and able to compete for good jobs within the community. Recently touted in the news was the 'earn and learn' program that Nordstrom has taken part in. She noted several other companies that participate in such programs or plan to in the very near future. If the City does move forward with the requested support, she stated that they will work with the City on a memorandum of understanding. There will be clear goals and metrics that can be reported back in whatever manner or timeframe the City chooses. Mims spoke very positively about the proposed expansion, noting some of the interactions she had in the past with those trying to do just this. Cole stated that he is also very supportive of this and he praised the cooperation between Kirkwood and the City. He stated that he would also like to see a reverse learning of languages, too, where those in the ELL programs could teach their language to residents. Throgmorton agreed, stating that he too looks forward to seeing an elaboration of the proposed plan. He reiterated what he believes to be a crucial need to help adults learn to speak and understand English to be able to function well within the community. Mims then asked if other municipalities and organizations were being approached for supporting the ELL program expansion. Becicka stated that they are also talking to the cities of Coralville, North Liberty, Tiffin, and West Branch, as well as the Johnson County Board of Supervisors. Cole moved to support a recommendation to support Kirkwood Community College English Language Learning program expansion with $25,000 per year for 5 years Throgmorton seconded the motion. The motion carried 3-0. Discuss Tailwinds' proposal for historic preservation and redevelopment project on south side of 100 block of East College Street: Ford began the discussion, stating that the City received a TIF financing request from the Tailwinds group back in July. Their proposal encompasses the historic preservation of three 19th -century buildings, and a new nine -story building behind them, in the 100 block of East College Street. Ford stated that the nine -story building being proposed behind the older buildings would have 170 apartment units, mostly studios and one -bedroom, with a handful of two-bedroom units. The first two floors are proposed to be a parking garage that would accommodate much of the required parking for the project. She also touched on how the remainder of the parking requirements might be handled. Speaking to the preliminary proposal, Ford noted the following as exceptional public benefits: the older buildings would become locally designated landmarks; the older buildings would be renovated and brought back to their original character; regarding sustainability, the nine -floor building is proposed to be built to a LEED- platinum certified level. The third public benefit involves the developer working with a local arts group for space that would be above what is currently The Union bar. This could be a public gathering space for the arts. Ford also spoke to how this project would reinvigorate this part of College Street and bring new life to the area. Andrew Ballard, an architect with Neuman Monson spoke next, introducing others from the team. He gave a brief overview of the project, showing slides of the existing buildings and the proposed addition. He described the renovations to the existing buildings and how the new building would be separated by a walkway between the old and the new. Mims stated that one of the things that surprised her when looking at this proposal is that you really will not be able to see the proposed building from the ped mall, behind the historic EDC August 28, 2019 3 APPROVED buildings very well. She stated that she believes there will be a lot of public benefit from this project. Cole asked about any examples of where this type of project has been done. The development team responded, noting that typically they see the shell of a building preserved, with the new building inside of it, or that the existing building would be preserved and then have an addition on one side. Throgmorton stated that he believes he has heard of this type of project in Burlington, Vermont, and he agreed that it would be good to have an example of where a successful project like this has taken place — with the preservation of old buildings in front of a new, taller building. The development team stated that they would try to find some examples for the Committee. Throgmorton spoke to the public claim that there are too many'tall buildings' being built in the downtown area. He asked the team to discuss their due diligence in making sure there is market demand for these kinds of units and such a project. The team responded, stating that there is significant demand for smaller units, affordable units, which is how they arrived at this proposal. It was also noted that the City staff should be commended for pointing the team in the right direction and helping them get started on this process. Throgmorton asked what the anticipated average size of the units will be. The team said from 350 to 880 square feet. Continuing, Throgmorton spoke to the height of the building. He noted that with the parking garage being two stories, and the building being nine, this comes to 11 stories. The team stated that part of one level of parking is underground so that gives a shorter appearance overall. Affordable housing was also touched on, with Fruin noting the policy requiring 15% of units needing to be affordable at a 60% AMI. This would be for a minimum of 20 years. Regarding the developer's statement to build the new building to LEED-platinum certified, Throgmorton clarified the basic requirement of LEED-silver certified are and that this proposal goes two steps above. There was a little more discussion about the TIF policy requirements and that any proposed project be harmonious and in character with neighboring buildings. Mims asked Throgmorton what other information regarding a shadow analysis he would like to see. He further explained what he is looking for, to have a better sense of how the shadow of this proposed new building will play out in the streetscape. The team stated that this will not be a problem for them to acquire. Cole stated that he loves this project. He spoke to the change made in the TIF policy and how they are now seeing it play out with an excellent project like this coming to the City with a TIF request. He then touched on community benefits of this project and again gave his enthusiastic support of it. Members spoke briefly to the need for educating the public on the use of TIF in projects such as this, with emphasis being put on the benefits to the entire community. Throgmorton spoke to the fact that this type of project is very responsive to the Council's goals and objectives as set forth in the revised TIF policy. Consider recommendation to City Council to proceed to establish the Highway Commercial Tax Abatement Area: Ford stated that since last presenting this several months ago, staff has fleshed out the boundaries of an urban revitalization tax exemption area — the Highway Commercial area — which is comprised of commercial area along the Highway 1 and 6 starting at Highway 218 and going all the way to 1st Avenue. Ford shared some data with Members about how much of a tax abatement an owner might receive depending on the project size, noting that for smaller buildings with smaller improvements, the total tax exemption would be under $10,000 over 5 years. She compared that with larger projects such as the Enterprise Car Rental building and how much more tax abatement that would net for the owners. With the project scale in mind, the discussion turned to whether we could design a tiered program whereby larger projects would have to meet greater sustainability requirements. Members asked questions of Ford to which she and Simon Andrew responded. Andrew gave Members some history of this program and what they were trying to accomplish with it. EDC August 28, 2019 4 APPROVED Throgmorton asked for examples of the kinds of businesses in these designated areas and what they might possibly do to merit tax exemption. He then asked how they can protect themselves from providing tax incentives for investments that would take place regardless of the tax incentives. Andrew addressed this, stating that it would be difficult to determine this and he further explained the goal of such incentives for these areas. Speaking to Throgmorton's first question, Andrew noted that the three projects shared with Members are actual projects. Members continued to discuss how they would like such a program to work, stating that they would like more time to consider the specifics of such a program before considering a recommendation. STAFF REPORT: None. COMMITTEE TIME: Mims thanked staff and the City Manager's office for their work with the Tailwinds organization so far. Cole agreed, stating that he believes staff has done awesome work. OTHER BUSINESS: None. ADJOURNMENT. Throgmorton moved to adjourn the meeting at 5:30 P.M. Cole seconded the motion. Motion carried 3-0. EDC August 28, 2019 5 APPROVED Council Economic Development Committee ATTENDANCE RECORD 2017-2019 Key: X = Present O = Absent O/E = Absent/Excused TERM v m o o0 cc NAME EXP. Nj w o N N o w O w N o0 _� �o V V -4 V V 00 t0 t0 07 Rockne Cole 01/02/20 X X X X X X X X Susan Mims 01/02/20 X X X X X X X X Jim Throgmorton 01/02/20 X X X X X X X X Key: X = Present O = Absent O/E = Absent/Excused Item Number: 5.d. INCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description Historic Preservation Commission: September 12 MINUTES APPROVED HISTORIC PRESERVATION COMMISSION EMMA J. HARVAT HALL September 12, 2019 MEMBERS PRESENT: Thomas Agran, Kevin Boyd, Helen Burford, Gosia Clore, Sharon DeGraw, Lyndi Kiple, G. T. Karr, Quentin Pitzen, and Jordan Sellergren. MEMBERS ABSENT: Cecile Kuenzli STAFF PRESENT: Jessica Bristow OTHERS PRESENT: Ginalie Swaim, Joel Kline, Evangeline Kadera RECOMMENDATIONS TO COUNCIL: (become effective only after separate Council action) CALL TO ORDER: Chairperson Boyd called the meeting to order at 5:30 p.m. PUBLIC DISCUSSION OF ANYTHING NOT ON THE AGENDA: There was none. CERTIFICATE OF APPROPRIATENESS: 10 South Gilbert Street — Local Historic Landmark (-generator installation and screening) Bristow said the applicant sent an email this afternoon asking to withdraw the application. Bristow said the application cannot be withdrawn because the work was already completed without a permit so the Commission will review the project, discuss, and make a decision. The applicant wanted the Commission to know they do plan to find a different location and relocate the generator, but that is not yet determined. 10 South Gilbert, the former Unitarian Universalist Church, was recently locally landmarked in order to preserve it as a development was built around it. The Commission reviewed just a portion of the development building that was located on the edge of the landmarked property for the materials so it could blend with the church. The Commission also reviewed an elevator and stair addition that will attach to the church. Bristow shared the site plan that was part of the original project where the Commission reviewed the material on this portion of the development. She noted the hashed area identified the property that was landmarked. This is the area that will be discussed. The overall dotted line that continues for the whole half -block is the property line under ownership of the same owner for the development. Bristow shared a site plan that was submitted for the construction drawings for Augusta Place. It was a drawing dated 6/01/2017. She noted Augusta Place to be represented in all pink. The church is outlined in black and white. The paving is all tan. They had a limited amount of paving at that point in time. There was no generator anywhere. Bristow shared the site plan provided for the review of the stair and elevator tower addition. It is the same outline, the same development property. From this rendering it could be seen that the HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 2 of 12 paving had changed a little bit because they were going to need straight access to the elevator addition. Bristow shared a photo taken the day before this meeting. It showed the larger paved area, as well as the generator being discussed. It showed the stair tower addition. Bristow noted that the addition's connection to the church appeared to be different from what was approved. A meeting was scheduled to discuss this. Bristow showed the most recent site plan dated May of this year. It has a larger area of concrete and instead of being tan it is white. No generator was included on this site plan. DeGraw joined the meeting. Bristow explained mechanical systems are not discussed in the Historic Preservation Handbook, so will look at the Secretary of the Interior's Standards for Rehabilitation and additional Preservation Briefs, all put out by the National Park Service for this type of review. Adding equipment for a different building to a landmarked site is not discussed in any of the documents. Often properties are landmarked, when local regulations exist, to prevent demolition, intrusive alterations, and relocation, but also to prevent using the site in a way it is not intended to be used. Installing equipment for the surrounding development is not appropriate on this site. Bristow said if the church needed its own generator, it would be a smaller generator sized for the load needed for the church. It would be located somewhere that would be appropriate, not somewhere visible from the street. She said looking at the site plan, there is room even behind this new addition, if the church needed its own generator, to have it located there. Currently Staff has been communicating with the owner about removing the generator from the landmarked property. Staff is also aware of the fact that the owner learned during the construction process that the gas line had to come in off Iowa Avenue instead of coming off Gilbert Street. For the current installation, they did go through the church walls with all the piping needed to bring the gas to the generator. When the generator is moved, this will need to be repaired. There are a number of alternative locations for the generator. Staff recommends denying this application. Bristow reminded the Commission that any motion needs to be put in the affirmative, a voted down if a Commissioner did not want to approve it. Boyd asked for clarifying questions and opened the public hearing. Ginalie Swaim, President of the Board of Directors of Friends of Historic Preservation, said she became familiar with the history of the Unitarian Universalist Church while she served on the Commission and they were researching the history for possible landmarking. She noted this is a postage stamp -sized lot to begin with. It is a very small building on a small lot, but with a big story in terms of church architecture history and women's role in leadership of the church. She said there is no reason that a generator or gas line that is associated with a new, nearby building should go on property that is landmarked. Boyd closed the public hearing HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 3 of 12 MOTION: Agran moved to approve the Certificate of Appropriateness for the project at 10 South Gilbert Street as presented in the application. Clore seconded the motion. The motion failed on a vote of 0-9. 608 Ronalds Street — Brown Street Historic District (garage demolition and new construction) Bristow noted 608 Ronalds Street is in the Brown Street Historic District. It is a Craftsman bungalow. It has a garage in the back yard that was originally built as the garage for the neighboring house at 610 Ronalds, then the lot was divided, the house at 608 Ronalds was built, and a garage for 610 Ronalds was built next door. Bristow said this garage shows strong evidence of many changes over time, as well as a high level of deterioration. It still has the original wood shingles under the asphalt. The level of deterioration is at least the same or greater than some of the other garages that the Commission has have approved reconstructing. Bristow said a year ago she talked with the owner about potentially taking this on as an investigative project to repair the garage. She thought he looked into that, but he did come back with an application to demolish the garage and build a new one. He is not looking at changing its size in any way or its orientation. It is simply a matter of having a new garage. It is a rental property, so presumably the Housing inspectors asked him to repair it, and it has come down to rebuilding it instead. Bristow displayed the south elevation of the proposed new garage, showing no current openings in the south elevation. He did put in this application that openings could be added, and Bristow suggested the Commission approve that. She said it could be rebuilt with the same openings that it had, minus the two double doors on the alley side. Bristow showed a photo of the south side of the existing garage. The stairs at the passage door have fallen in. The door, itself, is pretty checked and dried out. Bristow showed the double doors on the alley side. She said they are all rotted across the bottom and corrugated metal covers the bottom. Bristow displayed a view of the southeast corner of the garage. The foundation is pulling away from the hillside. As it pulls away, the sill plate that is intact pulls away with it, which pulls the wall away, which forces the trim on the corner to break apart, as well. With the condition of this garage, Staff does recommend allowing it to come down and be rebuilt. The new garage does need to be moved in slightly from each property line but would still be oriented so the overhead door faces east off the alley and would be the same size as the existing garage. Bristow shared the elevation drawings. Staff suggested three changes: a higher pitched roof, more similar to the roof on the garage, assuming that's probably a 6:12 instead of the 4:12 shown, changing the siding from lap siding to something like the Dutch lap siding the garage currently has, and adding openings to the south elevation. Bristow said it could be the same passage door and two windows like it currently has. Neither this product information, nor the overhead door product information, has been submitted for review at this time. Staff assumes the overhead door will be a simple flat panel garage door. Staff does recommend approval of this project. HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 4 of 12 Boyd asked for clarifying questions, then opened and closed the public hearing. Burford asked for clarification on the doors, stating they appeared curved, making that a distinctive feature. Bristow explained the garage sits a little bit lower than grade on the alley side. The two doors with metal at the bottom take up most of the wall. She assumed the metal was curved because as drainage happens and soil gets washed against the garage, it heaves and that has bent the metal over time. Pitzen said it could also just be the garage settling. Bristow agreed, especially since part of the foundation is deteriorating and starting to pull away on the south side. Agran noted the original entry to the garage was off the alley and not easy to park in. He wondered if the orientation could rotate on its axis. Bristow said they could make that suggestion but noted there was quite a slope from the alley to the back of the house and rotation would call for a taller foundation wall. MOTION: Agran moved to approve the Certificate of Appropriateness for the project at 608 Ronalds Street as presented in the application with the following conditions: Changes are made to the new garage drawing for the roof pitch, siding, soffits, and all openings as listed in the Staff report and approved by Staff; all door and window product information to be approved by Staff; and the potential reorientation of the garage to be approved by Staff. Clore seconded the motion. The motion carried on a vote of 9-0. 2460 Gilbert Street — Local Historic Landmark (rear addition conversion). Bristow said 2460 Gilbert Street is a local landmark, the original McCollister farm. She said this house was built in several different parts. At the point in time when the current owner took possession, it was in a heavily deteriorated condition. Quite a bit of work has been done on this house. It is missing some elements such as its original windows. It has been altered with additions over time. If the rear end of the side porch originally was an open porch, it has been enclosed. Around the corner, is a shed enclosure under the same wrap-around porch roof. This enclosed area is the current area that is being discussed with the application. It is in the rear of the property against a slope and will not be visible. One of the things that the application is showing is a desire to infill this area to regain some extra space within the house. Bristow shared a view showing its deterioration and some T1-11 siding. It does not blend well with the house. This project will gain interior space, but it will also help make this corner of this house more compatible with the historic portion of the house. Bristow explained there is a lot of vegetation on this corner but there is also a slope, so there have been some moisture issues. She said some of the materials being suggested for the trim and the siding is because of the moisture issue. Bristow showed the interior of that space. It is just a storage shed. It has not been enclosed. It does have at least a partial concrete floor. On the exterior there is a partial low wall. The idea of HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 5 of 12 keeping this low brick wall as kind of a base around the side of the house will keep the wood products up out of the ground so there will be less deterioration. There seems to be a significant number of bricks on site they can use to add to this wall. They should blend well with what's been used there already. Bristow shared an older photo of the area of the project. She also shared a project rendering. The main house has a very ornate Italianate cornice. The infill area is a new addition that will have wood siding instead of a full brick wall. Replicating the ornate trim in the new addition would create a false sense of history. A simpler trim would be more appropriate. Similarly, all the arched lintels on the house would not be replicated in this frame structure either. The addition will also have simple square -topped windows and a pair of doors, probably full light in order to have better access out to the patio. The window rhythm works well with the rest of the house and includes a pair of windows also. Bristow showed a wall detail drawing. It would have stone (or manufactured stone) cap on top of the short brick wall, and then the lap siding above. They are suggesting a 4 -inch reveal and an LP SmartSide siding, which is something that has been approved. It does come in what's considered smooth, which has a little bit of texture. (The proposed siding and trim was passed around). For the trim, they would like to use a composite material. We have approved this in some locations on historic properties, especially if it is up on a second floor. Set in the back, basically within a hillside, is probably an equivalent to being up on a second floor. The composite material would be used for all the trim parts of the proposed project — the crown, the window trim, the corner boards, similar things. Bristow said the Commission could approve these materials here, but the windows and doors still need to be submitted and approved. Otherwise, Staff does recommend approval of this project. Boyd asked for clarifying questions and opened the public hearing. Joel Kline, property owner of 2460 South Gilbert said they have worked very hard on this house over the last eight years putting in new floorings inside that were salvaged wood from the same period, taking out tile and carpet, putting in gas, electricity, water, kitchen, and bathroom. He said the last three years they have been having historic tuckpointing done. Boyd closed the public hearing. Agran & Boyd thanked the owner for his stewardship of this house MOTION: Karr moved to approve the Certificate of Appropriateness for the project at 2460 South Gilbert Street as presented in the application with the following conditions: the siding product submitted is approved by Staff, the windows and doors approved by Staff, and the material and configuration of the stone cap approved by Staff. Clore seconded the motion. The motion carried on a vote of 9-0. 1132 Burlington Street — College Hill Conservation District (rear screen porch addition). Bristow explained 1132 Burlington Street is in the College Hill Conservation District. There was a project that was approved at one point in time to replace a window and the contractor decided to repair it instead. There have been several other projects done without approval, such as enclosing the carport. While it was done in a way that would have been approved, it did not come before the Commission. Last year they started building a deck without a permit that also HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 6 of 12 did not meet the guidelines so work stopped. The contractor came to us with drawings this year to change this potential deck to a screened porch and deck. The new screened porch would be attached to the back of the current one-story addition and would have the same roof pitch. She noted it was low to avoid the window on the second floor. Bristow shared a view showing what it looked like before the deck was built. The reconfiguration of this landing was approved at one point by the Commission years back. They are proposing to add a screened porch behind the one-story addition and a deck - a small deck with stair access to the yard. There is a significant slope in this backyard, so they do have several stairs. Bristow showed where the roofline would be and the elevations. Staff requested several changes to these elevations. The guidelines for decks say if you are building a screened porch it needs to follow the porch guidelines in the new addition part of the handbook. That would mean that the screened porch area should have porch piers and skirting under it. Given the extremely large amount of skirting that would be here, Staff recommends not having skirting on the deck portion and confining it only to the screened porch portion. The contractor has been notified that for approval we would need to have a defined pier at the corner showing us where the screened porch is, so we would have at least a pier on each side. The screened porch, by building code, must have a railing, so the railing will be on the inside of the screened porch. Bristow said the Staff report talks about the gable having a fascia board across the bottom of the siding that would resemble the beam that's carrying the porch roof structure. After further review, staff recommends a hip roof like the current one-story addition. Since this roof pitch isn't going to match the roof pitch on the house it would make it much simpler to detail if it continued the hip roof on the existing addition. Boyd asked for clarifying questions, opened and closed the public hearing. Pitzen asked if there were any guidelines on the type of skirting that would go under the screened in porch. Bristow said there were guidelines that talk about it being either diamond, vertical, or vertical and horizontal. She said in rare circumstances they have approved something different from that. Pitzen asked if they could just take the diamond shape and cover everything up from the windows on down. Bristow noted it had to be framed and will have the corner posts. She said if the Commission wanted, they could recommend an intermediate post that would further break it up. Pitzen asked if it would be more than just a 4x4. Bristow said they usually require something a little more substantial, maybe a 6x6. Boyd wanted to know if the recommendation for a hipped roof was an addition or if it was a replacement of the third bullet point in the suggested motion. Bristow said it would replace the last bullet point in the recommended motion. HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 7 of 12 Agran agreed with the request for an intermediate subdivision of the area under the screened porch since it was a big expanse. If moving the pier to underneath the corner of the porch, he would suggest a secondary nonstructural one be included, as well. MOTION: Agran moved to approve the Certificate of Appropriateness for the project at 1132 East Burlington Street as presented in the application with the following conditions: Porch posts define the structural bearing under the screened porch portion and subdividing posts to be approved by Staff, referencing the minutes of this meeting; skirting is installed under the screened porch portion; the roof be a hip roof to match the existing condition. Karr seconded the motion. The motion carried on a vote of 9-0. 430 Ronalds Street — Goosetown / Horace Mann Conservation District (demolition of historic rear addition and new addition). Bristow said this was a rental property until it was purchased by its current owner, who is turning it into a single-family home, and it requires a great deal of work. There have been window projects. One of them is on the agenda later. We know this house is covered in synthetic siding. It did have a wrap-around porch originally. The current project is to remove and then rebuild what is a small shed addition on the back of the house. It was built prior to 1933. Bristow showed where it was located on the house. It is set in and meets all our general guidelines, even though it was built in 1933. It is heavily deteriorated. It is not covered in synthetic siding. There is also no evidence that it was originally an open porch, but the window configuration is very similar to a porch that has been enclosed, so it must have been some kind of shed — a potting shed kind of thing. The sill plate is rotting away. Bristow shared a view of the street -facing side, or the east side. The door has been replaced and it is a larger than normal door. This application also has several suggested changes by Staff. The applicant does have a desire to have a larger than normal door because the new shed will be part of the workspace for the continuing rehabilitation of the home. It is a very big project that is not completed. They would like to have one larger door for getting equipment, tools and things out of the house. Staff recommends that the larger door be on the west side, which is not the street -facing side. Bristow displayed a view of the west side showing lap siding. There is a little bit of shingled siding above here, some old windows, and a door. The current proposal is to remove the shed completely and build it deeper, which will change the slope of the roof slightly, but that is not a very big change. A sketch of the proposed west side showed how a larger door would look on that opening. It does show a window. This window has different proportions than the existing window, but the applicant does propose to salvage many of the materials, including windows to do this project. Staff suggests that at least two windows are added to the north -facing side to make it more similar to the existing shed and to reduce this street -facing door to a size that mimics better some of the other doors on the exterior of the house. With a potential change to the window pattern and the street -facing door, Staff recommends approval of this project. Boyd opened the public hearing. HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 8 of 12 Evangeline Kadera, current owner and resident of 430 Ronalds Street, said she had a picture of the north side of the shed if the Commission would like to see it. It does currently have six windows. They all need to be restored. They need new glazing and the wood needs to be repainted, and a lot of the glass has been spray painted over. She said she intended to use as many of the windows as she could, but there were two that would not work at all. She was thinking of putting two or even four windows on the north side, as well as one each on the east and the west side. Burford asked the owner if she had intentions of coming back later asking to remove the shed so she could expand the small house. Kadera said no, she just needed the workshop space since she is doing the work herself. Pitzen asked if the existing siding to be matched was on the house. Bristow said Staff would recommend that the siding on the shed be matched, assuming that underneath the current siding we have something that is similar to this. Kadera said it is similar. It is a little bit wider than the shed, but it's the same kind of lap siding. Boyd closed the public hearing and opened discussion. Agran said he was comfortable with the siding matching either the shed as it stands or the known condition of the siding on the house under the synthetic siding. Bristow said Staff would recommend, once this shed is removed, to know what the lap and coursing of the siding is on the house and to have it tie in so it aligns. MOTION: Agran moved to approve the Certificate of Appropriateness for the project at 430 Ronalds Street as presented in the application with the following conditions: At least two windows are included in the north wall of the addition and the east -facing door is changed to match other standard -size historic exterior doors on the house, and the lap siding can match either the existing shed or the original condition after reveal of the siding on the house. DeGraw seconded the motion. The motion carried on a vote of 9-0. REPORT ON CERTIFICATES ISSUED BY CHAIR AND STAFF Certificate of No Material Effect — Chair and Staff Review. 221 East Fairchild Street — Northside Historic District (window repair). Bristow said this was an application to replace all the windows in the house. Now that they will all be repaired 20 double -hung windows have been saved from the landfill. 930 East College Street — College Hill Conservation District (chimney repair). Bristow noted this was an emergency repair of the chimney. 12 Bella Vista Place — Brown Street Historic District (porch roof membrane replacement). Bristow said this is a very interesting Prairie School house with an extensive porch roof. The porch roof membrane is being replaced. HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 9 of 12 225 North Gilbert Street — Local Historic Landmark (roof shingle replacement). The roof will be redone on this recent local landmark. 430 Brown Street — Brown Street Historic District (roof shingle replacement). 430 Brown Street is having its roof redone to match the garage that was more recently approved. Agran left the meeting. 104 East Jefferson Street — Jefferson Street Historic District (roof replacement). This church is considered noncontributing as part of the Jefferson Street Historic District. It includes not only the modern Catholic Student Center, but also the original and very historic Abbey (for the Catholic School that used to be on the site). Both standing seam metal roofs need to be replaced. Both roofs are copper. Staff has worked with the owners to make sure things like the cross details at the ridge are kept. The new standing seam metal roof will have a flat panel, but the color will match the Student Center next door. It will not be green, and it also will not be copper. There is an extensive amount of copper to be removed and sold. It will be removed from the site every day to make sure there is no vandalism. The historic building will be reroofed soon because of water getting in. The Catholic Student Center will probably be reroofed next year. Staff has recommended that they hire an architect to make sure that it is done properly because this is a very elaborate roof. Because it is in an historic district, even though it is more modern, the goal is to help this building retain its architectural character. 320 Fairchild Street — Northside Historic District (storm window installation for HP fund). This property is just getting new storm windows, but this was another one where they wanted to replace the eleven double -hung windows on the first floor. They are getting new storm windows instead and will repair the windows as needed over time. 112 South Summit Street — College Hill Conservation District (roof repair and shingle replacement). Bristow said this house was in this condition without any shingles this spring. Now, they will be putting on shingles. Minor Review — Staff Review. 210-212 Johnson Street — College Green Historic District (porch floor and stair replacement). This porch has been in a heavily deteriorated condition for quite a while and it now has new ownership. The floor structure will be replaced taking care not to harm the piers which would be very difficult to match. The stairs and the floor will be replaced. 430 Ronalds Street — Goosetown / Horace Mann Conservation District (window replacement). This project was one where the owner applied to use the Historic Preservation Fund to rehab all these windows. They have a dispute with the contractor, who will not return the windows. So now they must replace all the first -floor windows. They can use sash packs in this instance instead of replacing the actual entire window and frame, so it is possible that if the windows ever HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 10 of 12 come back, they could be put back in. They are no longer on the property. The second -floor windows still are there. 515 North Van Buren Street — Northside Historic District (roof shingle replacement). This will be a reshingling. It is not an appropriate roof currently, but was popular at the time, and will be an appropriate roof. Intermediate Review — Chair and Staff Review. 117 North Linn Street — Economy Advertising — Local Landmark (fabric awning replacement). The awning on a portion of this local landmark will be replaced. In reviewing this, staff looks at the awning structure and how it attaches to the building so that it doesn't damage the building. The awning fabric is something that can be easily replaced. Staff considers the actual material temporary like a house being painted. It will be a rather elaborate stripe. Historically many of these awnings were also striped. It will be matching one of the food trucks that you see on the Ped Mall. CONSIDERATION OF MINUTES FOR AUGUST 8, 2019 MOTION: Burford moved to approve the minutes of the Historic Preservation Commission's August 8, 2019 meeting. Pitzen seconded the motion. The motion carried on a vote of 8-0. CONSIDERATION OF MINUTES FOR AUGUST 19, 2019 MOTION: Burford moved to approve the minutes of the Historic Preservation Commission's August 19, 2019 meeting. Pitzen seconded the motion. The motion carried on a vote of 8-0. COMMISSION INFORMATION AND DISCUSSION: Correspondence to Council from Jesse Allen — Re: Augusta Place. Bristow said this letter was sent from Jesse Allen to the Mayor in appreciation of all the work that made the Augusta Place possible and it was suggested that we share it with the Commission. The Commission did have a role in this project. It's just for information. Civil Rights Grant — Tate -Arms and the Iowa Federation of Colored Women's Homes. Bristow said the Civil Rights grant is being wrapped up that nominated Tate -Arms and the Iowa Federation of Colored Women's Homes to the National Register. Those have been reviewed by our State Nominating Committee. They are being sent to the National Park Service and we will hear back in 45 or 60 days. We have never been concerned about the Iowa Federation Home being approved, but we have had some concerns about Tate -Arms because nothing on the interior is original. The National Park Service gave the City a grant for this project. They suggested several large changes to the nomination after it had already been reviewed by the State Committee. They didn't realize that the State Committee had already approved it. The consultant made some of those changes. The grant also provided for some signage, which is currently being fabricated and will be installed before the end of the month in front of each house. Then there is an educational component that will be a web page on the City website with more information about them. Commission members will be sent a link once it goes live. HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 11 of 12 Boyd thought there was an opportunity to share this as one of the City's weekly video updates. Bristow said there is also a Facebook page about "so you used to live in Iowa City" and it does include historic information. Historic Awards Ceremony. Boyd said the working committee has a scheduled meeting in four weeks. There will be more to come. Deferred Proiects. Bristow brought up the two projects deferred at the August meeting. She said the other project was deferred to have the applicant do other drawings or a model to resolve a roof condition. The owner only recently came back from Europe, so that's still in progress. There is a chance that they will decide to just enlarge the single -story addition in a way that would be appropriate instead of adding a second floor. Downtown Landmarkina. Burford asked if there was any information about the proposed downtown project that would landmark some buildings on the Ped Mall. Bristow said we are currently going through the National Register nomination process for downtown. She said the urban renewal area was included because that allows us to include College Street in our National Register boundary. If we did not include urban renewal, we could not include College Street because the relationship with cars and such is ruined by the Pedestrian Mall. The buildings along the south side of College Street in the 100 -block are all very significant to the downtown story. The Crescent Block was sold in recent years and was toured by staff at that time. That building, except for the bar part, is amazingly intact in the upper floors, though it had been vandalized for quite a while. The new owner has proposed to landmark the buildings in that block that are not landmarked except, of course, the corner building, and to build a tower addition behind four of those buildings, set back almost 80 feet. Staff had studied sight lines in this area about a year ago. The proposal had several issues such as it said they would landmark the College block building and it is already a landmark. The project would likely come before the Commission if the buildings are landmarked. ADJOURNMENT: DeGraw moved to adjourn the meeting. Seconded by Sellergren. The meeting was adjourned at 6:45 p.m. Minutes submitted by Judy Jones HISTORIC PRESERVATION COMMISSION September 12, 2019 Page 12 of 12 HISTORIC PRESERVATION COMMISSION ► s = ► 4347x407 2018-2019 TERM 10/1 11/0 12/1 1/10 2/14 3/14 4/11 5/09 5/23 6/13 8/08 8/19 9/12 NAME EXP. 1 8 3 AGRAN, 6/30/20 O/E X X O/E O/E X O/E O/E X X X X X THOMAS BOYD, KEVIN 6/30/20 X O/E X X X X X X O/E X X X X BUILTA, ZACH 6/30/19 X X X X X X X X X X -- -- -- BURFORD, 6/30/21 O/E O/E X X X X O/E X X X X X X HELEN CLORE, 6/30/20 O/E X X O/E X X X O/E X O/E O/E X X GOSIA DEGRAW, 6/30/19 X X X X O/E X X X X O/E X X X SHARON KARR, G. T. 6/30/20 X X X X X X X X X X X X X KUENZLI, 6/30/19 X X X X O/E X X X X O/E X X O/E CECILE KIPLE, LYNDI 6/30/22 __ __ __ __ __ __ __ __ __ X X X PITZEN, 6/30/21 X X X X X X X X X X X X X QUENTIN SELLERGREN, 6/30/22 -- -- -- -- -- -- - X X X JORDAN SHOPE, LEE 6/30/21 X X O/E X X X X X O/E -- - Item Number: 5.e. INCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description Housing & Community Development Commission: September 19 CITY OF IOWA CITY MEMORANDUM Date: 10/18/19 To: Mayor and City Council From: Kirk Lehmann, Housing and Community Development Commission Staff Re: Recommendation from Housing and Community Development Commission At their September 19, 2019 meeting the Housing and Community Development Commission made the following recommendation to the City Council: (1) By a vote of 7-0 the Commission recommends to City Council that the City allocate Low Income Housing Tax Credit (LIHTC) funds to Housing Trust Fund of Johnson County in support of LIHTC project and that City continue to work with their board to identify the best use of funds. By a vote of 6-0 (Nkumu absent) the Commission recommends to City Council to approve the FY19 Consolidated Annual Performance and Evaluation Report with modifications as discussed. Additional action (check one) X No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION SEPTEMBER 19, 2019 — 6:30 PM MEETING ROOM D, IOWA CITY PUBLIC LIBRARY FINAL MEMBERS PRESENT: Peggy Aguilar, Matt Drabek, Charlie Eastham, Vanessa Fixmer-Oraiz, John McKinstry, Peter Nkumu, Maria Padron MEMBERS ABSENT: Megan Alter, Lyn Dee Kealey STAFF PRESENT: Kirk Lehmann, Erika Kubly OTHERS PRESENT: Delaney Dixon, Barb Vinograde, Brian Loring, Sara Barron, Maryann Dennis, Adam Robinson, Stu Mullins, Ron Berg, Heath Brewer, Becci Reedus, Chelsey Markle, Nicki Ross, Daleta Thurness, Crissy Canganeli, Michelle Heinz RECOMMENDATIONS TO CITY COUNCIL: By a vote of 7-0 the Commission recommends to City Council that the City allocate Low Income Housing Tax Credit (LIHTC) funds to Housing Trust Fund of Johnson County in support of LIHTC project and that City continue to work with their board to identify the best use of funds. By a vote of 6-0 (Nkumu absent) the Commission recommends to City Council to approve the FY19 Consolidated Annual Performance and Evaluation Report with modifications as discussed. CALL MEETING TO ORDER: Fixmer-Oraiz called the meeting to order at 6:30 PM. APPROVAL OF THE AUGUST 15, 2019 MINUTES: Aguilar moved to approve the minutes of August 15, 2019. McKinstry seconded. A vote was taken and the motion passed 7-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: Sara Barron (Affordable Housing Coalition) wished to invite all the HCDC Commission members and all others to the Affordable Housing Coalition annual meeting on Thursday, September 26 at North Ridge Pavilion, reception beginning at 4pm with the annual meeting starting at 5pm. Candy Evans, one of the leaders in the Golfview Residents Association will be there to tell her story about the organization of the residents to protect their affordable housing and the state and national ripples they have created. CITY STEPS REVIEW: Fixmer-Oraiz noted The City annually solicits input about its five-year Consolidated Plan, titled CITY STEPS. Based on agency feedback, HCDC wants to engage agency representatives in this process Housing and Community Development Commission September 19, 2019 Page 2 of 10 outside of typical funding cycles. This review provides an opportunity for agencies to share trends, gaps, and needs around the community with HCDC and to discuss plans which guide City funding. This may lead to proposed amendments to the adopted Consolidated Plan. Lehmann noted this is based on the Aid to Agencies process memo that the Agency Impact Coalition had put together, the group of legacy agencies that have received funding in the recent past. One of their ideas was that they want a more collaborative atmosphere, in terms of meeting outside of and having a relationship beyond funding cycles. Lehmann noted staff thought this would be a good opportunity to combine that with the regular City Steps review process where they solicit feedback. Becci Reedus (CommUnity Crisis Services and Food Bank) asked what the plans are for the City to get additional input for the Consolidated Plan from the agencies. Lehmann responded that consultants have a draft that is being reviewed by City staff, once reviewed, staff will send it back for final edits after which it will become publicly available to help guide decisions. Typically, the City Steps review is for HCDC to discuss the plan that's already adopted. Reedus asked if most agencies that receive legacy funding were involved in the process for the new plan. Did the City get the input it needed? Also is there a review period before the draft is finalized? Lehmann said the draft review is coming up. He added they did hear from, if not every legacy agency, most legacy agencies and he was pleased with the turnout at events and the survey response. He noted they started hearing the same things repeat which is usually a sign that you're identifying common issues. Reedus asked if the final draft goes to City Staff after the consultants finish and Lehman acknowledged that was correct and stated staff will review the plan in time to inform the December funding rounds for CBDG and HOME. This means there should be a complete draft by the time of the January allocations for Aid to Agencies. Reedus asked if the Agency Impact Coalition will have an opportunity to look at the draft plan at some point. Lehmann confirmed they would. Maryann Dennis (The Housing Fellowship) stated she noticed in the HCDC minutes of August 15, that it was suggested that applicants for funding receive points if they try to lower rent so the houses that they're renting reduce cost burden. Dennis stated she agrees with that but noted they have applied to the City for HOME funds since the Ciyt first got HOME funds and always tried to lower rents as much as possible. In fact, they had some old agreements that agreed to lower rents on 21 permanent affordable rental homes and offer the rents so that a family at 30% was not cost burden. From 2003 to 2017 that resulted in a loss of revenue to The Housing Fellowship of $891,594 and in the meantime they were paying back the loan. In 2018 and 2019 The Housing Fellowship and their consolidated entities that are low income housing tax credit projects have paid back to the City either HOME or CDBG funds $91,605.95 which are funds that go back into the pool so that anybody who's applying for HOME or CDBG can access that money. So while she agrees with giving points for lower rents, she would like the Commission to consider giving points for recipients of City funds who are able to pay back. McKinstry noted they have had as part of the criteria in the past how many funds were leveraged from outside the City, such as state or federal funds. He feels the request is compatible with what they've done in the past, to say that if an agency can return monies to the City that is the same sort of idea as leverage because it's a greater efficiency for the City's investment. Eastham noted the Commission will look at the Consolidated Annual Performance Evaluation Report or CAPER later on in the agenda, which shows that for the last year about 90 units received CDBG and HOME assistance. The rents for those units are reported in the CAPER too. Eastham stated 88% of reported units that received CDBG or HOME assistance had rents that required an income of $24,000 or more to be not cost burden. To him that is the essential problem. Eastham thinks the way to get lower rents is to reduce debt service and/or property taxes. Nonprofit affordable housing developers in the City are not required to pay property taxes, so the only other mechanism for lowering rents is to reduce debt service, so he would prefer the Commission concentrate on reducing debt service and not requiring affordable housing developers in those circumstances to repay City funds. Crissy Canganeli (Shelter House) stated the coalition of organizations that formed has compiled and collected information but that the public meetings for City Steps didn't allow for a picture that's more Housing and Community Development Commission September 19, 2019 Page 3 of 10 cohesive and speaks to what organizations are seeing. When they collectively look at that information there's been an average increase of 25% to 30% in services across the organizations. Looking even further back, over the last 10 years, using Shelter House as an example, they've had a 100% increase in the number of people that they've served and 125% increase in the number of nights of shelter. For all of the organizations that participated in City Steps, there have been substantive changes and increases in programming. Canganelli stated she is concerned, as are others, that the public meetings and methodology for collecting input for City Steps misses that kind of input because of the formulaic approach that is required to provide information. In so much as that document is used to inform allocation decisions, she feels there is a missing piece which has been discussed in the past, there is just a baseline of funds that are available and how those have increased or not increased in comparison to both the depth, substantive nature and the quantity and activity of services that have changed and increased across the community. Canganelli stated they would like to be able to have a conversation about that. McKinstry asked if they would like to see that reflected in the City Steps document. Canganelli said it should be reflected somewhere and it would be a compelling conversation for folks serving on this Commission, for the Council and for the city at large. Fixmer-Oraiz stated it is appropriate for placement in City Steps because it is a five year plan and it must be revisited every four years, particularly with so much changing. She is not sure if there's precedent for that, or there are requirements since the document is put together and submitted to HUD. Lehmann said there are lots of requirements, but thinks the conversation could fit in there, especially the increase in services piece. There could be a narrative noting the funding has remained relatively stable, but he could add charts if they have the data would like to share. Perhaps the last five years' worth of people served and how that's increased, especially in different categories of services, that could be valuable. Lehmann noted they are just now reviewing the strategic plan portion of the report so it's a good time to include that local data. Canganelli said they have been unclear on what they should provide, where it goes and how it will be used, they have started that process and are probably 60% of the way there of collecting all the data and have a good picture of what it's looked like for 10 years. Kubly said the timeline constrain is probably more the City's budget process so they should provide that info ahead of Council's budgeting process. Eastham noted it is best to make recommendations to the City Manager early in the budgeting process, before he makes recommendations to Council. Canganelli noted the City Manager said he would have a conversation with the Agency Impact Coalition soon. Lehmann added City Steps has more time, so they should focus on the budget schedule. Eastham asked if there would be problems with putting that information the Agency's requested into the HUD report. Lehman said it could be described narratively and show the need. Fixmer-Oraiz noted that given the document length, perhaps it should be in a separate document. Lehmann said the data could alternatively be included in an appendix. Fixmer-Oraiz said the big question from the Agencies seems to be when to give input, how to give input, and where does it go. It should be reviewed in a timely manner and continue on in a format that is easily accessible and carries weight. The City Steps seems a good place because it is official but she also doesn't want the info to get diluted because then it isn't useful. Canganelli said it would help to minimize some of the fragmentation they have experienced in knowing what is happening collectively throughout the community. It would be good to have collective input even if in a narrative format. Lehmann said it could also be helpful to approach it from the mindset like the Affordable Housing Action Plan, where it was concise, the Consolidated Plan is a great document to think through, but it identifies a lot of issues and can get convoluted quickly. He suggested to create a more strategy plan with line items identified of what they want to do over the next five years. Housing and Community Development Commission September 19, 2019 Page 4 of 10 Fixmer-Oraiz stated there should be more conversation about this in the future, but in terms of City Steps perhaps that is the place to start showing trends and gaps. Lehmann agreed and said this sort of a discussion should be a regular topic each year when they review City Steps to discuss priorities and possible changes, its good to approach it from a collaborative nature. Lehmann added next month HCDC will discuss ways to improve the public input process as well. Fixmer-Oraiz asked if moving forward they can get some timeline answers for budgeting and where would be some ideal opportunities for comments for Agency Impact Coalition or others to provide comments before it goes to City Council. CONSIDER RECOMMENDATION TO CITY COUNCIL ON STIPULATIONS FOR THE HOUSING TRUST FUND OF JOHNSON COUNTY (HTFJC) ALLOCATING CITY LOW INCOME HOUSING TAX CREDIT (LIHTC) FUNDS: Fixmer-Oraiz stated Iowa City shares a LIHTC application with the HTFJC. On August 20, 2019, HCDC voted to support City staff's recommendation that the City provide the HTFJC its LIHTC match funding to allocate, with the caveat that there be an opportunity to further recommend stricter rent and tenant income requirements. At this meeting, HCDC will consider a final recommendation to Council as to possible requirements for its allocation or use by HTFJC. Lehmann noted there are two memos in your packet, one from HTFJC, and one from City staff that went to Council. HCDC's recommendation was sent to Council indicating your recommendation that HCDC supports this but wants additional caveats on how it will be allocated with the goal of decreasing rents as much as possible for as many people as possible. In HTFJC's memo they state "Dear HCDC, I relayed your request that the HTFJC prioritize the goal of using the City's $200,000 FY20 LIHTC funding to further encourage LIHTC developers to offer rents as low as possible, for as many of the tenants as possible. The HTFJC Board of Directors will work to achieve HCDC's request to use the City's LIHTC funding as an incentive with LIHTC developers. We look forward to the opportunity to streamline the LIHTC funding process for developers in the coming year by aligning the HTFJC's LIHTC priority award cycle, with an anticipated $1.3 million available, with the City oflowa City's LIHTC funding. Please let me know if you have any questions or concerns. Sincerely, Ellen McCabe, executive director." Lehmann noted that he also distributed tonight a memo from The Housing Fellowship. Maryann Dennis (The Housing Fellowship) noted her comments are based on The Housing Fellowship but she is also ex -officio on The Housing Trust Fund of Johnson County Board of Directors. But tonight she is speaking from The Housing Fellowship, not The Trust Fund and she knows The Trust Fund will do everything that they can to reduce rents. Dennis reiterated that The Housing Fellowship has always tried to reduce rents so that very low income renter households are not cost burdened. The Fellowship is a nonprofit housing developer, but also a LIHTC housing developer, which is another body of knowledge that can get complicated. Bottom line is a LIHTC developer receives a reservation of tax credits which can be sold to investors. The investors in LIHTC projects are not altruistic. They are in it because they get a dollar for dollar reduction on their income tax liability, get a return on their investment, and can claim losses for depreciable items for the property. They are in it to make money. Dennis noted as a developer who wants to do affordable rental housing for low income people, if you get a LIHTC award but you can't sell the tax credits to an investor, you don't get the property. Any grants in funding decrease the eligible basis of the credits thereby reducing the credits available for the developer to sell to an investor. The investor then becomes 99.99% owner of that project, and they have full control of the project as far as income and expenses over the first 15 years that project. Dennis reiterated the investor wants to make money and again if they can't sell the credits, they don't get the project. Additionally, The Iowa Finance Authority, which administers the LIHTC funding has certain underwriting criteria that every application must meet. Dennis outlined a couple of the criteria; there's a mandatory minimum debt coverage ratio that so you can't have to too low of debt because then the project is making too much money and you can borrow more money and don't need that much credits. On the other side, there must be a minimum debt coverage ratio and yet not go over a maximum debt coverage ratio. Reducing rents further than what the LITHC program allows has impacts and makes servicing debt more challenging. The Finance Authority also has a per unit cost cap for every project and adding more sources of funding then are necessary can Housing and Community Development Commission September 19, 2019 Page 5 of 10 make the project go over that per unit cost camp. Dennis feels it is important that people are not cost burdened, especially very low income families, but the best way to do that is to provide tenant base rental assistance, which could be done with these funds, and it is an eligible expense for the HOME program. This way one can get the investors and then have a program where the funding is essentially a voucher, and then the rents would be that guaranteed so they're not cost burden. Of course, the tenant could move and the voucher would move with them. Eastham noted that Dennis has made an excellent argument for the City not using the money to support low income housing tax credit project because the way we've been doing that in the past with what the City has been buying is non -affordable units for very low income households. Dennis stated they are building a LITHC building right now, at 628 South Dubuque Street, and they had to do market rate units in that building, four market rate units, without any credits to provide units to folks at 30% median income or below. The one bedrooms units at 30% in that building will be $379 a month and for somebody who was on Temporary Assistance to Needy Families it could be burdensome for them, but it's the lowest rent for a one bedroom in Johnson County. Eastham asked how many units in that building will be rented at that amount. Dennis said at the 30% there are two one -bedrooms and two three -bedrooms, and then there's some units at 40%. Dennis can send the Commission the rent list, but the rents go from $379 for a one -bedroom and the lowest for the two bedrooms are $440. Eastham noted they have seen the data on rent levels for tax credit finance projects developed in this area for the last few years and they all seem to reflect what Dennis states. Eastham agrees with the recommendation to use City funds to establish a form of a voucher system. McKinstry agrees and thinks it makes sense and is more efficient and avoids all the extremely complex financial issues with LIHTC and easier to get funding for LIHTC. Dennis added that the LIHTC program is an IRS program and it produces the vast majority of affordable rental properties in the United States. In a LITHC project, initially the units must be affordable for 30 years, although the investors are only in it for 15 years and only get their credit for 10 years. There is an IRS rule for an opportunity for a qualified nonprofit to acquire those properties which is why The Housing Fellowship as a nonprofit is even in LITHC. Lehmann stated there have been some LITHC projects in the past, but there is only so much capacity for local nonprofit developers to develop LITHC project. One of the reasons the City started funding LIHTC projects was attract outside developers and to leverage funds from outside the City to develop affordable housing rather than go elsewhere where land values may be cheaper. Dennis noted that project they are building right now, the City's LITHC fund gave that project $330,000 but the whole project is a $6.18 million project and the equity, which is cash into the project from the investors, is going to provide $4.1 million, which is not local money, it comes in from investors. Kubly added, in the event of a voucher program, who would administer those vouchers and how would the program continue after the initial allocation? Eastham noted it could be either HTFJC if they were able to, or possibly the Iowa City Housing Authority. He added that this conversation should include HTFJC's board if it were to continue. As to the funds, the City would need to continue allocating funds. Lehmann noted that in the case of a voucher program, it also may not count as a local contribution if it is tenant-, not project -based. This would go against one of the other original reasons the City began providing funding, which was that projects received points with local City funding. Fixmer-Oraiz concluded that it sounds like everyone agrees that these funds should be provided to the HTFJC, but it sounds like we need to continue to work with their board. Housing and Community Development Commission September 19, 2019 Page 6 of 10 Eastham moved to recommend to City Council that the City allocate Low Income Housing Tax Credit (LIHTC) funds to Housing Trust Fund of Johnson County in support of LIHTC project and that City continue to work with their board to identify the best use of funds. Padron seconded the motion. A vote was taken and the motion passed 7-0. AID TO AGENCIES (A2A) FOLLOW UP: Fixmer-Oraiz asked if there was any opposition to moving the Aid to Agencies Follow up agenda item before the CAPER review because so many people stayed for that item? In that case, let's move it up. Lehmann noted that for this item, he wanted a chance to talk briefly about liaisons and let HCDC know that he has not heard back from the Agency Impact Coalition about a potential budget request for FY21, but that after discussion today, it looks like the agencies do have a request, so they should provide an update as to what they think the budget should be. Canganelli (Shelter House) stated that the budget request calculated by the Agency Impact Coalition is $568,400, that the group wanted to make sure the request was justifiable, so it is based on the increase in services Legacy agencies have seen over the last 10 years. Canganelli continued that the request is around a 9% decrease from last year's allocation, so the agencies see it as a fair starting point for discussion. She noted that others were more involved in quantifying the increase in services, so she'll turn it over to let someone else cover how they came to that number in more depth. Ross (Table to Table) noted that the group of Legacy agencies worked with the Iowa Policy Project to compile data from the last 10 years on how much funding agencies got and how much services have increased. Ross added that once the data was collected, they identified that there has been around a 45% increase in services used, which doesn't even account for the increasing complexity of providing those services. Ross continued that over the same time, funding has remained flat or decreased; as such, agencies thought this would be a good way to identify what a fair increase was in budget. Eastham stated that he thought it could be higher as requests could still outstrip that budget. Lehmann noted that FY21 requests came in at approximately $630,000. Canganelli noted that she doesn't think the starting point is meaningful since it was never initially determined by need, but after discussions with the City Manager's Office, Legacy agencies want to be cognizant of constraints within the City budget, but that she feels this budget is within reach and will help agencies meet those increased needs. Reedus (CommUnity) added that this is a lot better place than agencies were in last year, and that agencies should start asking for what they need rather than what they think they will get. Eastham asked about the process for FY21 and how HCDC's recommendations will figure into it. Lehmann noted staff will determine rankings and recommend funding, and HCDC will approve or tweak. Eastham asked if HCDC was the correct body to do that and suggested that agencies through the Agency Impact Coalition may be better situated to identify needs and allocate fuds or determine what to request in advance, that the cooperation happening is good and could increase. Heinz (Inside Out) noted that not all agencies have been represented in Agency Impact Coalition meetings or correspondence. Lehmann added that staff making the initial recommendation is intended to help stabilize allocations to avoid shifting priorities of HCDC members as they change over time. Housing and Community Development Commission September 19, 2019 Page 7of10 Fixmer-Oraiz stated it that for now, it may be best to stick to current process established, but that it can be an ongoing discussion as processes continue to change over time. Lehmann noted that FY21 Aid to Agencies applications are online currently at www.icgov.orq/actionplan and he would send a link as follow up. Lehmann asked if there was any opposition to staff assigning liaisons randomly, that hearing none, he would include that in his follow up email. CONSIDER APPROVAL OF THE FY19 CONSOLIDATED ANNUAL PERFORMANCE & EVALUATION REPORT (CAPER): Lehmann stated the CAPER goes to HUD but not Council, it is just a chance for HUD to review recipients data. Tonight he will only review portions of the document, including local data. The first one to review is the City Steps outcomes and progress from the last five years towards the goals in the Plan. Lehmann noted that most goals have made good progress or have already been achieved. The City will also not hit a couple goals because of changes in priorities and project quantity. Overall, the City has produced more housing than expected which indicates we can have higher goals for the next Plan. However, for improving and maintaining public infrastructures and amenities through neighborhood improvement projects, the City will not probably hit that goal because there have been fewer larger projects funded rather than more smaller projects. Another goal that won't be achieved is removing slum and blight because economic development goals have somewhat shifted away from downtown fagade projects towards those affordable housing projects. The second table Lehmann discussed was where projects funded in FY19 are at. Some projects were completed in the year, though many are still ongoing, especially housing projects which take more time. Next Lehmann discussed the race table based on projects completed. CDBG and HOME have helped more nonwhite and Hispanic households compared to racial characteristics in the City. One notable trend that was different this year was that Hispanic households were assisted less in the HOME program this year compared to the past. Lehmann stated it seems like a blip on the radar at this point, and is not too worried about it, but it's something to keep an eye on. Lehmann thinks it is partially explained by more City HOME funding going towards programs assisting persons with disabilities, which tend to have a higher proportion of non -Hispanic white households, which affected the racial/ethnic demographics. For funds made available this year, the City spent down some backlog of HOME funds, which helps ensure they will hit federal timeliness rules and that agencies are working through their funds. In HOME there are two years to commit funds and four years to spend them because of the time to complete housing projects. CDBG uses a different process which is not as much of an issue right now. It is important to make sure that the City is using funds to produce units and not let them sit in the account. Federal funds have successfully leveraged additional funds. For this fiscal year, projects are expected to leverage $1.18 for every dollar of federal funds used. Most comes from HOME projects because CDBG is often granted to organizations whereas HOME projects tend to leverage private financing. There are also additional subsidies through a local match to HOME so the City exempts property taxes on affordable housing units. For this year, the City will forgo $175,000 over the life of its projects. Lehmann next discussed affordable housing. For projects completed this year, the City supported 109 persons through affordable housing, 23 of whom were homeless, primarily in Cross Park Place. No tenant based rental assistance projects were completed this year, 24 new units were constructed this year, again primarily at Cross Park Place, 73 existing units were rehabbed, and 12 new units were acquired. Padron asked how the goals are decided for affordable housing. Lehmann said for this table specifically the one year goal is set by the units that were funded in FY19. The five year goals get set as part of the Consolidated Plan. Lehmann wasn't here for the last process, but imagines it looked back over history and used experience to determine how many people they could expect to assist. Padron understands there is a goal the City is trying to achieve but would also like to see that in reference to what is the actual Housing and Community Development Commission September 19, 2019 Page 8 of 10 need. Drabek agreed that it would be nice to see a visual representation of what percentage of the need the goal represents. Lehmann said they can try to calculate that and include it in this City Steps. Lehmann moved on to households assisted, most households were extremely low income. Most housing units for this CAPER were actually funded with CDBG, which isn't typical, but both Cross Park Place and Walden Place were funded with CDBG and they were both large affordable housing projects. Lehmann noted HCDC has talked about noting actual rents, so he showed a breakout of different rent levels and the amount of units produced. They see rents consistently below market rate but affordable is in the eye of the beholder. If they were to look at strictly 30% AMI, per Eastham's preferred method, then only some units are available to those populations. Lehmann stated the most affordable units are SRO (single room occupancy) units. He added the City just got new fair market rents which take effect October 1, which shows its approximately $500 per bedroom for larger units, or $1011 for a two bedroom (up from $902). Sara Barron (Affordable Housing Coalition) noted that data came out from the Joint Center for Housing Studies at Harvard University which shows that Iowa as a state lost many affordable housing units, particularly at that lowest end of the cost spectrum over the last 27 years. Obviously rents are going up faster than people's wages are, so when you think about what you have to do to reverse that trend when it is that least expensive housing that is being lost as time goes on. Lehmann noted the data he is showing includes utilities whereas most rents do not. In terms of homeless and other needs, the City is active with the local homeless coordinating board and it has done several cool projects recently such as the landlord risk mitigation fund which is a way to try and incentivize landlords to take on tenants they perceive as "risky" with the idea to house hard -to -house populations. Crissy Canganelli (Shelter House) had some comments to be added with regards to the Shelter House data. The 14 beds needed for veterans has been reduced to 11 and in October will be reduced to 9 per the VA. Lehmann noted the City helps low income individuals and families avoid becoming homeless, through a number of ways. 66% of CDBG/HOME funds for FY19 went towards housing affordability, 14% went to support organizations that either directory provide homeless supports or provide public facilities helping low income households (like CommUnity). 2% of federal funds went to economic development initiatives with the idea that increasing incomes reduces housing cost burdens and keep people housed. Padron noted that the report should state somewhere how much affordable housing was lost. The CAPER is reporting good things but it should also reflect the missed opportunities. Lehmann noted they only have the data for the units they monitor. He added when doing the Fair Housing Choice Study, it looked at the units they monitor that were lost, but most are owned by nonprofits that keep it affordable, even if it's not being monitored anymore. He added he can explore that in future CAPERs. Canganelli also added that there are several other items that could be added, such as Rapid Rehousing programs for homeless individuals in the transition to permanent housing, permanent support housing, and shortening the period of time for individuals. Canganelli will send Lehmann language to consider. Lehmann encourages the Commission to read about the other actions as it is a pretty good summary of the City programs. There is one thing Lehmann would also like added to the document which is that the City hosted an equity diversity inclusion fellow with a focus on sustainability. She just presented her report on equitable outreach as a way to think about how to map stakeholders and make sure that you're getting to the people that should be prioritized most for outreach. Eastham noted his appreciation for including the rents of assisted units in the document. Padron moved to approve the FY19 Consolidated Annual Performance and Evaluation Report with modifications as discussed. Eastham seconded the motion. A vote was taken and the motion passed 6-0 (Nkumu absent). Housing and Community Development Commission September 19, 2019 Page 9 of 10 HOUSING AND COMMUNITY DEVELOPMENT INFORMATION: Lehmann noted the next meeting will be back in Senior Center room 202 at 6:30pm on October 17. Discussion items will be CDBG projects without agreements, the annual public review process and Aid to Agency questions that you have for applicants. Lehmann also distributed the monitoring schedule for agencies to provide reports on their projects. FY21 Aid to Agencies applications are online now too. Community Development happenings: at the IFA conference two weeks ago Cross Park Place won the special needs housing development award. They also met with other state entitlement communities this week and are establishing an online forum to continue discussions on best practices. The City was monitored by HUD last week about our overall management, other than some outdated citations, we're looking pretty good. Council will consider the tax exemption recommendation at their next meeting. Two upcoming events, first the Iowa ABA conference October 9-11 and the other is tomorrow morning, Sam to 10 at Merge downtown, it is a Childcare Solutions Summit. ADJOURNMENT: Padron moved to adjourn. Aguilar seconded the motion. A vote was taken and the motion passed 6-0 (Nkumu absent). Housing and Community Development Commission September 19, 2019 Page 10 of 10 Housing and Community Development Commission Attendance Record Name Terms Exp. 7/11 8/15 9/19 Aguilar, Peggy 6/30/22 X X Alter, Megan 6/30/21 X X O/E Drabek, Matt 6/30/22 O/E X X Eastham, Charlie 6/30/20 X X X Fixmer-Oraiz, Vanessa 6/30/20 X X X Kealey, Lyn Dee Hook 6/30/22 O/E X O/E McKinstry, John 6/30/20 X O/E X Nkumu, Peter 6/30/22 O/E X X Padron, Maria 6/30/20 X X X Resigned from Commission Key: X = Present O = Absent O/E = Absent/Excused --- = Vacant INCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description Human Rights Commission: August 22 Item Number: 5.f. Page 1 of 4 Approved Minutes Human Rights Commission City Hall, Helling Conference August 22, 2019 Members Present: Jeff Falk, Cathy McGinnis, Bijou Maliabo, Jessica Ferdig, Barbara Kutzko, Tahuanty Pena. Members Absent: Adil Adams, Noemi Ford, JonathonMunoz Staff Present: Stefanie Bowers. Recommendation to Council: Yes. The Human Rights Commission makes the following recommendation to City Council for the Social Justice Racial Equity Grant for fiscal year 2020. Call to Order: The meeting was called to order at 5:36 PM. Social Justice and Racial Eauity Grant: The Commission followed up from its discussion of July 3 on the recommendations for changes/updates to the Social Justice and Racial Equity Grant (SJRE) for fiscal year 2020. The recommendations are as follows: 1. Governments, public schools, colleges and universities should not be a primary applicant. Like City departments, governments, public colleges, universities and public schools receive money from federal, state and local tax collections. Such institutions should not compete with local nonprofits for limited City funding. If a government, public school, college or university have a project that they would like to initiate it should be submitted as a part of their annual budget process. This would not restrict a government, public school, college or university from being a non- primary applicant to a grant. This also would not prevent an organization associated or affiliated with a government, public school, college or university from applying as a primary applicant. For example, a student association or a parent teacher organization. 2. Ineligibility periods should be placed on organizations that have received prior SJRE grant funding. Starting with fiscal year 2020, organizations that receive SJRE grant funding will be ineligible to receive SJRE grant funding in the next SJRE grant cycle. For example, if organization "A" receives funding in the SJRE grant FY20 cycle, it would not be considered for funding prior to the FY22 grant cycle. This would be true even if it is a new or different project than had be funded in FY20. 3. Whether an organization has received or will receive funding from the City of Iowa City should be considered when making recommendations as to who should be funded. Starting with fiscal year 2020, commissioners should factor into its consideration, when making a recommendation to the City Council as to who should be Page 2 of 4 funded, whether an organization has received funding for any project from the City of Iowa City within the last five years, and if so, the amount of the funding, and the duration of the funding. 4. There should be a maximum amount requested by each proposal. Starting with fiscal year 2020, organizations will be restricted to requesting no more than $25,000 for a project. 5. Applicants should be strongly encouraged to attend an open house informational session on the grant that will be presented by commission members. The informational session will be an opportunity to learn about the grant, the process, and how commission members evaluate and rank the applications. The event will be held in the month of November prior to the application period which runs from December 6 — January 2. 6. The application form should state in its opening introduction that the intent and purpose of the SJRE grant is to service and benefit Iowa Citians as much as reasonably possible. 7. The application should provide in its opening introduction a definition of social justice and racial equity to serve as guides for both commissioners and applicants. The proposed definition is a merger of two definitions taken from the Adams, Bell and Griffin (2007) book Teaching for Diversity and Social Justice and the Greater Milwaukee Foundation. For purposes of this grant the Commission would use the below definition to evaluate each application based on the six identified priority areas —housing, building community, employment, criminal justice, education, health. Social justice and racial equity are both a process and a goal. The goal is full and equal participation of all groups and individuals in a society that is mutually shaped to meet their needs, allow them to reach their full potential, and limit/decrease barriers. This definition includes a vision of society that is equitable, and where all members are physically and psychologically safe and secure. 8. The application should ask applicants to provide a narrative about how the proposed project came to be. The narrative could be descriptive or based on city or statewide statistics. This would be added prior to the question that asks What community need does this program, service or activity fulfill? Response should include information or data that demonstrates the need (local or statewide data). 9. The application should ask whether a sustainability plan has been established for projects that wish to continue in the future without SJRE grant funding. The sustainability plan must be specific on future funding and not simply state the agency will continue to look for support. A sustainability plan is not required for projects to be recommended for funding and is only applicable for projects that plan on continuing after the SJRE cycle ends. Page 3 of 4 10. The application should ask how the good or service produced as a result of a project will be shared and/or communicated with the targeted community and the larger community. This question would replace How will these outcomes be shared beyond your organization with the community? 11. Recipients of the SJRE grant after completion of the grant cycle must as a part of the agreement present to the commission and the community at a commission sponsored forum on their project. The project presentation would include project summary, objectives, results, and evaluation. 12. SJRE grant funding should be available for some operational expenses. Operational costs should be defined as below and grant recipients would be allowed to use up to 25% of its funding request on operational costs. Operational Costs: expenses which are related to the operation of a business, or to the operation of a device, component, piece of equipment or facility. They are the cost of resources used by an organization just to maintain its existence. Examples Include but are not limited to: salaries or wages of personnel, advertising, raw materials, license or equivalent fees (such as Corporation yearly registration fees) imposed by a government, real estate expenses (like rent or lease payments), furniture and equipment, utilities (such as telephone service, internet connectivity, etc.), maintenance of equipment, office supplies and consumables, and insurance premiums. 13. After applications have been received but prior to the recommendation to City Council, commissioners may submit questions to applicants via staff. These questions along with the response will be shared with all commissioners and published to the public. 14. To keep within the spirit of the grant final rankings should serve different populations. A statement should be given at the open house informational session and at the Human Rights Commission meeting when allocations are being recommended so stating. 15. Partial funding may be given to the next highest ranked applicant, if it is clearly stated that the project may continue with less funds. Adjournment: Motion to adjourn at 7:44 PM. Page 4 of 4 Member Attendance Sheet Member Ter m 1/8 1/24 2/19 3/19 4/16 5/21 6/18 7/03 7/16 8/20 8/22 Maliabo 1/202 Present Present Present Present Present Present Present Present Excused Present Present McGinnis 1/202 Present Present Present Present Present Present Present Present Present Present Present Munoz 1/202 Excused Present Present Present Present Present Present Excused Excused Present Excused Kutzko 1/202 Present Present Present Present Present Excused Excused Present Present Present Present Falk 1/202 Present Present Present Present Present Present Present Present Present Present Present Pena 1/202 Present Present Excused Present Present Present Present Present Excused Present Present Adams 1/202 Excused Present Present Present Present Absent Present Excused Present Present Excused Ferdig 1/202 Present Present Present Present I Present Present I Presentl Present Present Present Present Ford 1/202 1 Present Excused Present I Excused I Present I Present—I Present I Excused lPresent Present lExcusprj KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting --- = Not a Member Item Number: 5.g. INCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description Library Board of Trustees: September 26 QWW IOWA CITY PUBLIC LIBRARY 123 S. Linn St. • Iowa City, IA 52240 DwTox Elsworth Carman • nrow 319-356-5200 - rm 314356-5494. %pt orq BOARD OF TRUSTEES Minutes of the Regular Meeting FINAL APPROVED September 26, 2019 Members Present: Wesley Beary, John Beasley, Kellee Forkenbrock (in at 5:24 pm), Derek Johnk, Robin Paetzold, Tom Rocklin, Monique Washington. Members Absent: Carol Kirsch, Hannah Shultz. Staff Present: Elsworth Carman, Kara Logsden, Patty McCarthy, Elyse Miller, Brent Palmer, Jason Paulios, Angela Pilkington. Guests Present: None. Call Meeting to Order. President Beary called the meeting to order at 5:06 pm. Public Discussion. None. Approval of Minutes. The minutes of the August 22, 2019 Regular Meeting of the Library Board of Trustees were reviewed. A motion to approve the Regular Minutes was made by Johnk and seconded by Washington. Motion carried 6/0. Items for Discussion/Action. Evaluation of Director. Carman requested the meeting be closed for the purposes of his personnel evaluation. Voice vote: Beary, Beasley, Johnk, Paetzold, Rocklin, Washington all voted aye. Meeting closed at 5:08 pm. Motion to reconvene made by Rocklin and seconded by Paetzold. Meeting reconvened at 5:39. Motion to accept the recommendations of the Evaluation Committee was made by Rocklin and Johnk seconded. Motion carried 7/0. FY19 Financial Reports. Carman said three Excel documents that had formula errors were corrected and distributed at the meeting. Paetzold asked what was changed. Carman said the original Children's total did not include print expenditures and the consolidated gifts and bequest line had a formula error. Carman is interested in exploring future formats for financial reports. Paetzold would like to see the FY18 financial reports. Beary said a small group will get together to look at the financials more deeply. Beary, Paetzold, Carman, and Miller will get together and dig deeper into how to communicate future financial information in the most helpful way. FY21 Budget Request. Rocklin had a question about the increase in staff development and wondered if this figure will get us where we want to be. Carman believes it's a step in the right direction as introducing more staff development is a change in culture. He believes adding a modest amount of money is a start. Rocklin asked if there are any library benchmarks to help determine how much per FTE should be spent. When asked about non-English language materials, Carman replied $42,500 for non-English language materials is creating a budget as these materials were formerly paid from NOBU funds. Translation services and promotional materials will benefit from having a budgeted line as will the future. Paetzold asked how snacks help behavior. Pilkington said kids cry because they are hungry and know there is food available. Paetzold asked if the City is involved in this in a larger way. Carman said we do not currently know what monies are available for next year through existing partnerships. When we begin summer reading planning, we will know more. Rocklin asked about the $33,000 collection increase and if we can maintain our current acquisition rate. Carman said we seek to maintain our current level of materials acquisition. Beasley appreciates the narrative format of the budget request. Carman said we can package our financials with narrative as we look at the future. Staff Reports. Director's Report. Carman said the new step on the Ped Mall by the west entrance to the library caused a staff injury on day one. Thereafter, a patron fell, and there have been other missteps by staff and patrons. Carman met with the City as this is a significant change and we need to work on solutions. Currently, there are two orange cones and "watch your step" signs, and we closed the west non -automatic doors. The City engineering staff will talk with the contractors. We are planning a water heater replacement as the current one is 18 years old and no longer reparable. Our Building Manager, Brad Gehrke is working on this and it should not disrupt our facilities budget. Carman will be on vacation from 10/5/19 to 10/15/19 and will have limited internet access while he is away. He attended the IUPLA meeting in Des Moines last week. For the first time, managers from the IUPLA libraries Children's departments also gathered in Des Moines. Carman presented at the first of two City Council orientations with other department heads. The second orientation will be for elected Council members and will have a different scope. After the orientation, Carman was asked about the library going fine free for all. Carman is looking forward to meeting again after the Council elections. Departmental Reports: Adult Services. None. Community & Access Services. None. Development Office. It is the time of year when McCarthy's desk gets covered with donations for our Arts & Crafts Bazaar. The Community Foundation of Johnson County is fully funding a grant by Maynard and McCarthy to create a program called "Creating Readers." McCarthy noted the 21st anniversary of the Book End. Bookmobile Report. Washington said she received another request for a Bookmobile stop at the new senior living housing complex near GreenState Credit Union on the east side of Iowa City. Spotlight on the Collection. No comments. Miscellaneous. No comments. President's Report. Follow-up items will be Carman's next evaluation. Announcements from Members. Paetzold said going to ILA has been beneficial. Carman said a small number of staff are going this year. The Nebraska location has been an impediment to attendance this year. Beasley said he's been watching Ken Burns country music documentary and was surprised to find out that Shel Silverstein wrote "A Boy Named Sue," as well as "The Giving Tree." Committee Reports. Foundation Members. No meeting. Communications. None. Disbursements. The MasterCard expenditures for August, 2019 were reviewed. A motion to approve the disbursements for August, 2019 was made by Johnk and seconded by Forkenbrock. Motion carried 7/0. Set Agenda Order for October Meeting. Budget. Ped Mall step update. Adjournment. A motion to adjourn the meeting was made by Johnk and seconded by Washington. Motion carried 7/0. President Beary closed the meeting at 6:37 pm. Respectfully submitted, Elyse Miller 3 Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD 12 Month KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting Meeting Date Name Term Expiration 11/15/18 12/20/18 01/24/19 2/28/19 3/28/19 4/25/19 5/23/19 6/27/19 7/25/19 8/22/19 9/26/19 10/24/19 Diane Baker 6/30/19 x X X O X X X O/E Off Board Wesley Beary 6/30/21 X X O/E X O/E X X X X O/E X X John Beasley 6/30/21 x x x X o x x x x O x x Kellee Forkenbrock 6/30/23 x O/E x x x x O/E X X O/E X x Janet Freeman 6/30/19 O/E X X O/E X X x X Off Board Derek Johnk 6/30/25 Not on Board X X X X Carol Kirsch 6/30/23 x x x x x x x x O/E x O/E x Robin Paetzold 6/30/23 x x x x O/E x x x x x x O/E Tom Rocklin 6/30/25 Not on Board X O X O/E Hannah Shultz 6/30/25 Not on Board x x O/E x Jay Semel 6/30/19 x O/E x x X x x x Off Board Monique Washington 6/30/21 x O X x O/E X x X X X X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting Item Number: 5.h. INCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description Park and Recreation Commission: August 7 IOWA CITY PARKS & RECREATION COMMISSION APPROVED MINUTES AUGUST 7, 2019 MERCER PARK AQUATIC CENTER/SCANLON GYM Members Present: Suzanne Bender, Steve Bird, Ben Russell, Cara Hamann, Joe Younker Members Absent: Angie Smith, Jamie Venzon, Brianna Wills Staff Present: Brad Barker, Zac Hall, Juli Seydell Johnson Others Present: Jason Armstrong, Luke Eustice, Nick Kaeding CALL TO ORDER Chairman Younker called the meeting to order at 5 p.m. RECOMMENDATIONS TO COUNCIL• (to become effective only after separate Council action): None OTHER FORMAL ACTION: Moved by Hamann, seconded by Bentler, to approve the July 10 2019 minutes as written Passed 5 0 (Smith, Venzon, Wills absent). PUBLIC DISCUSSION None EASTSIDE SPORTS COMPLEX -ERIC HORNIG HITCHCOCK DESIGN GROUP In 2016, Eric Hornig with Hitchcock Design Group, presented to the Commission. At that time, after incorporating recommendations gathered from public and stakeholder meetings, Hitchcock Design Group created primary and secondary concept master plans for an eastside sports complex to be located on 74 acres of land located at 420th Street and Taft Road. The primary plan includes several sports fields while the secondary plan includes an indoor turf space, trail loops, a dog run, parking, neighborhood access, concessions, restrooms, playgrounds and a maintenance facility. At the July 10, 2019 Commission Meeting, members recommended that the City consider continued development of plans for an eastside sports complex in the southeast district. Therefore, Seydell Johnson invited Eric Hornig from Hitchcock Design Group to present at tonight's meeting, noting that several of the current commission members were not on the commission in 2016. She shared that Josh Schamberger with the Convention and Visitors Bureau, has offered to fund an update of the plan. Stakeholder meetings are scheduled following the Commission meeting this evening as well as Thursday, August 7. Hornig's presentation is attached to these minutes. Hornig explained that during the initial process, the Iowa Department of Transportation expressed their desire to acquire some of the land along the railway which would include approximately 7 acres of the 74 acres being considered for the sports complex placement. To date they have not advanced with this plan but the easement is being considered in the design. Following the presentation, Younker asked board members for their questions and feedback. PARKS AND RECREATION COMMISSION August 7, 2019 Page 2 of 6 Bird asked if there is a need for more soccer fields in Iowa City. Seydell Johnson said there is not a need now, however, the issue is that eventually the wastewater treatment plant will expand and the City will lose some of the existing fields at Kickers Soccer Complex. She noted that it could be 5-20 years before that becomes necessary but certainly want to keep this in mind when developing a sports complex. Hamann asked what kinds of fields are used for rugby. Hornig said that they are very similar to soccer fields and can also be used for lacrosse or flag football. Younker asked if there have been any suggestions for other types of fields since the original process began. Hall reported that there has not, however, prior to this process starting, there was some interest expressed for cricket and Quidditch fields on the westside of town. He also pointed out that field hockey interest continues to grow in the area. Seydell Johnson said that staff receives requests for additional off - leash dog areas near Rita's Ranch as well. Younker said his understanding that it is assumed that the dog area at the sports complex will likely be used mostly by families of those playing in tournaments. Seydell Johnson said that the City receives numerous requests/applications for benefit walks/runs, most of them in April and October, further noting that it would be great to have another option to offer those applicants. Bird asked what all can be included within a 95,000 -square foot in -door facility. Hornig said that the space can be used for soccer fields. Seydell Johnson said the idea is that it would include more turf space for practices, especially for those sports that are played in the spring, allowing for practices to begin in winter. Younker suggested that it will be important to hear again from stakeholders and the public what their field needs are as those may have changed since the initial process. Hamann asked how softball and baseball leagues are doing, recalling that there had been discussion at past commission meetings about their decline. Seydell Johnson said that representatives of those programs should be able to address that at one of the stakeholder meetings. Younker further noted that while there has been a decline in girls' softball in the past, there seems be a resurgence of late. Seydell Johnson asked Hornig to address what kinds of things are in the design to make this facility appropriate and attractive for tournaments. He explained that first is to have a critical mass of 6 to 8 fields to gain interest, making the fields and the facility a desirable destination. Tournament planners are looking for other perks as well such as shade, water access, and state of the art scoreboards that offer real- time stats. Other attractions include digital amenities, playgrounds, concessions, dog parks and other diversions for family members. Bird asked how many tournaments are there and would this facility help in those numbers. Nick Kaeding with the Convention and Visitors Bureau was in the audience and shared that existing fields in the area are currently booked every weekend from mid-April through the end of June. Younker asked what will be different about these fields when it comes to turf management. Seydell Johnson said that they will be designed with state of the art drainage. Hornig further noted that there have been huge improvements in seed selection and irrigation systems for fields. Bird asked how many FTE's (full-time equivalents) would be necessary to maintain this facility. Seydell Johnson said that it will take a great deal of commitment to staff adequately. She explained that the department has recently made a proposal to the Iowa City School District to assist in maintaining the Mercer Fields. PARKS AND RECREATION COMMISSION August 7, 2019 Page 3 of 6 Hamann encouraged more discussion about off season/winter use of the space. She gave examples of cross-country skiing, snow shoeing, perhaps an ice-skating rink or maybe schedule the Holiday Farmers Markets at the facility. Bentler asked how much use of the railway occurs. Seydell Johnson said at least twice daily, usually around 7 a.m. and 7 p.m. Hornig reminded commission that the initial plan was to build this facility in three phases; phase 1 would include the complex, phase 2 the smaller fields, and phase 3 the soccer fields, expecting that the water plant would be ready for expansion by that time. Younker asked if phasing the project still makes sense. Seydell Johnson said that she would have a better idea after the focus group meetings. She is also waiting to hear about the economic impact study that is being completed through Think Iowa City. Younker suggested that an eastside sports complex update be added as a regular commission agenda item. He said that he thinks this is a great opportunity and that there is a lot of potential. He also noted that he believes it should be true sports complex, whatever that is determined to mean. Bentler said that she really likes the idea of it being a year-round facility. She also said it will be good to see the results of the economic impact study. She recommends that it offer many different options, not just the usual, and that it is important to determine what will make it a competitive option as a tournament destination. Bird said he agrees with Bentler that it be a year-round facility. He stated that the location is still somewhat of a concern for those who have transportation challenges, but otherwise he thinks the complex is a good idea. Russell agreed as well stating that he is most curious about the in -door space and how it will be utilized during the off-season. Bentler feels that the facility needs to be sustainable and eco -friendly. Hamann said that the plans show a trail connection from the north but asked about how to connect from the west to the east. Seydell Johnson said that the American Legion tunnel will help as an access. Younker wrapped up the conversation by reminding members that there is a stakeholder meeting at 6 p.m. following this meeting as well as a meeting on Thursday, August 8, at noon, both at Mercer Park Aquatic Center. He also stated that this will be a recurring agenda item for the next several months. REPORT ON ITEMS FROM CITY STAFF Parks & Recreation Director — Juli Seydell Johnson: Staffing: Seydell Johnson announced that the City Council approved the hiring of an Assistant Recreation Superintendent. Staff is also interviewing for our Athletic Maintenance Supervisor as Joe Wagner, who has been in this position for 22 years, is retiring on Friday, August 9. Grants: Seydell Johnson stated that staff and Project GREEN is applying for grants to fund improvements at both Terry Trueblood Recreation Area and the Ashton House. Public Meetings: Seydell Johnson shared that there are several public meetings scheduled over the next several weeks. There is a public meeting scheduled at Scott Park/Rita's Ranch tomorrow, Thursday, August PARKS AND RECREATION COMMISSION August 7, 2019 Page 4 of 6 8. Staff is looking for feedback regarding the playground and shelter. Next Tuesday, August 13, will be the public input meeting for both Fairmeadows and Wetherby Parks. Other Projects: Seydell Johnson announced that the Willow Creek playground is in and that the City Park old zoo buildings are out. Recreation Division Superintendent- Brad Barker: Riverfront Crossings Grand Opening Event: Barker reported that the Riverfront Crossings Grand Opening incurred crazy weather that included heat, rain, and lightening. While there were several people who attended during the day, the lightening in the evening made is necessary to cut the event short. Barker has reconvened with staff to discuss plans for future events. There was some discussion about making an annual event at Riverfront Crossings. Activity Guides: Barker announced that the fall activity guides are now available in hard copy as well as on-line and that registration will open on Thursday, August 15. Prescriptions for Play Pro am: Barker announced that staff from the City have teamed up with area pediatricians to create a Prescription for Play program funded by an Invest Health grant. The idea is that when physicians treat children in their offices, that they can write an actual prescription for play, noting that the thought is that with a prescription, a child and family are more apt to follow through. With a prescription, families can register their kids for recreation programs at no cost to them. Kids will also be given a kit with several items such as frisbees, jump ropes, pedometers etc. to encourage play. They will track their progress on a provided chart. They will then present that to staff at the Recreation Center in exchange for a free 10 -punch pool pass. Swim Meet: Barker shared that the staff was approached by the University of Iowa Swim staff after a glass bottle had been broken and glass went into their pool a couple of days prior to the swim meet. This requires that a pool be completely drained, cleaned and then refilled. This process would not leave enough time for the University to be ready for the meet. Iowa City Recreation staff quickly came together and made it possible for this meet to take place at the Mercer Pool. Over 900 swimmers participated in this four-day event. Parks Division Superintendent — Zac Hall Benton Hill Park: Hall reported that the sidewalk connection and hillside wall at the park have been constructed. A contractor will come in and do some native seeding on the hillside within the next month. Creekside Park: Parks staff is currently installing the playground. Striping for the basketball court is the next project. Automatic Restroom Lock: Hall will meet with the contractor tomorrow and hope move forward with the automatic locking system in park restrooms. Emerald Ash Borer Update: Hall reported that over 200 ash trees are marked for treatment. The contractor will be working through September to treat the trees. PARKS AND RECREATION COMMISSION August 7, 2019 Page 5 of 6 CHAIRS REPORT: Younker announced that two members terms expire at the end of this year (Younker & Hamann) and Luke Foelsch resigned. Applications for will be available in September. COMMISSION TIME: Bird commented that the landscaping looks great at Ashton House commending Project Green for their efforts. Hamann asked if there has been any discussion about adding bike parking at Ashton House. Seydell Johnson will follow up. Hamann also asked what the status is of Chadek Green. She knows that originally there were no plans for a playground, however, she is wondering if that possibility could be revisited. Seydell Johnson noted that once the garden season is over, there will be several updates to the area such as moving of beds, adding raised beds, adding artwork etc. There is still no playground in the plan at this point. She suggested that it be brought up again in 2-3 years when discussions ensue regarding capital improvements. Bentler shared a couple of citizen concerns that have been brought to her attention. The first was a report of vandalism at Creekside park, stating that the individual told her there had been a lot of vandalism and some items broken at the park. Seydell Johnson will have staff check, however, there have been no reports to staff about such vandalism. Bentler asked if there are cameras at any of the parks. Seydell Johnson said that there are at some and that all new shelters are being wired so that cameras can be added later if necessary. The second comment was that people were not aware of the Riverfront Crossings Grand Opening and believes they would have come had they known. She agrees with staff in that having an annual event at this park is a great idea. ADJOURNMENT: Moved by Hamann, seconded by Bentler, to adiourn the meetinL- at 6.06 p m Motion passed 5-0 (Smith, Venzon, Wills absent). PARKS AND RECREATION COMMISSION August 7, 2019 Page 6of6 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD NAME 00 00 00 00 01 0, 0, TERM N M EXPIRES Suzanne 12/31/20 X X X X X NMX O/E X LQ X X Bender Steve Bird 12/31/21 X X X X X NM X X X LQ O/E X Wayne Fett 12/31/18 X O/E X X Lucas 12/31/22 * * * * x NM X X O/E LQ X Foelsch Cara 12/31/19 X O/E X O/E X NM X X X LQ X X Hamann Lucie 12/31/18 X X X O/E Laurian Ben Russell 12/31/21 X X X X X NM X X X LQ X X Angie Smith 12/31/21 X X X X X NM X X X LQ X O/E Jamie 12/31/20 X X O/E X X NM X O/E O/E LQ X O/E Venzon Brianna 12/31/22 * * * * O/E NM X X X LQ X O/E Wills Joe Younker 12/31/19 X X X X X NM X X X LQ X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum * = Not a member now Item Number: 5.i. INCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description Planning & Zoning Commission: August 15 r �`.® CITY OF IOWA CITY MEMORANDUM Date: 10/31/2019 To: Mayor and City Council From: Anne Russett, Senior Planner Re: Recommendations from Planning and Zoning Commission By a vote of 6-0 the Commission recommends approval of SUB19-08 an application submitted by TRD, LLC for a preliminary plat for Tamarack Ridge subdivision, a 36.81 acre, 60 -lot residential subdivision with one outlot located south of Scott Boulevard and north of Tamarack Trail. Additional action (check one) X No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action S:RECform.doc MINUTES FINAL PLANNING AND ZONING COMMISSION AUGUST 15, 2019 —7:00 PM—FORMAL MEETING E M M A J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Larry Baker, Carolyn Dyer, Mike Hensch, Max Parsons, Mark Signs, Billie Townsend MEMBERS ABSENT: Phoebe Martin STAFF PRESENT: Sara Hektoen, Anne Russett OTHERS PRESENT: Mike Welch, Debra Brandt, Terry Protextor, Kristina Thiel, Michelle Edwards, Scott Rude, Bruce Tarwater, Jan Kardos, Willaim Thiel RECOMMENDATIONS TO CITY COUNCIL: By a vote of 6-0 the Commission recommends approval of SUB 19-08 an application submitted by TRD, LLC for a preliminary plat for Tamarack Ridge subdivision, a 36.81 acre, 60 -lot residential subdivision with one outlot located south of Scott Boulevard and north of Tamarack Trail. Hensch called the meeting to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. CASE NOS. ZCA19-03 and REZ19-07: Applicant: Capstone Collegiate Communities, LLC Location: 305 and 315 E. Prentiss Street and 625 S. Gilbert Street a. An application submitted by Capstone Collegiate Communities, LLC for an amendment to the Riverfront Crossings regulating plan to include the property located at 625 S. Gilbert Street in the Central Crossing Subdistrict. (ZCA19-03) b. An application submitted by Capstone Collegiate Communities, LLC for a rezoning of approximately 1.6 acres of property located at 305 and 315 E. Prentiss Street and 625 S. Gilbert Street from Community Commercial (CC -2) and Intensive Commercial (CI -1) to Riverfront Crossings -Central Crossings (RFC -CC). (REZ19-07) Russett noted staff received a request from the applicant to defer both agenda items 4a and 4b to the September 5 meeting and staff is recommending the Commission make a motion to defer. Dyer moves to defer items 4a and 4b to the September 5, 2019 meeting. Parsons seconded the motion. A vote was taken and the motion passed 6-0. Planning and Zoning Commission August 15, 2019 Page 2 of 14 CASE NO. SUB19-08: Applicant: TRD, LLC Location: South of Scott Boulevard and north of Tamarack Trail An application submitted by TRD, LLC for a preliminary plat for Tamarack Ridge subdivision, a 36.81 acre, 60 -lot residential subdivision with one outlot located south of Scott Boulevard and north of Tamarack Trail. Russett noted this is an application for a preliminary plat and showed a map of the proposed plat, it is located south of Scott Boulevard and north of Tamarack Trail. Regarding the application background, in addition to the application for a preliminary plat, the applicant has requested a rezoning from Interim Development Single Family to Low -Density Single Family. The Commission considered that rezoning at their last meeting and recommended approval subject to two conditions, the first substantial compliance with the preliminary plat, particularly the incorporation of the traffic circles and the planting of trees in the right-of-way. Additionally the applicant has held a good neighbor meeting for both the rezoning and the preliminary plat on June 10. In terms of compliance with the Comprehensive Plan, the land use map identifies this area as appropriate for conservation design due to the environmentally sensitive areas. The Northeast District Plan identifies this area as appropriate for single-family residential and also identifies that higher density uses could be more appropriate close to Scott Boulevard. Lastly, Russett noted the Comprehensive Plan does have goals of achieving an interconnected street network, which this plat is accomplishing through the extension of Tamarack Trail. Russett showed the preliminary plat and sensitive areas development plan. The applicant is proposing 60 single family lots and an extension of Tamarack Trail north to Scott Boulevard. There will be no street connections to the east or west due to development constraints and sensitive areas. Due to the long block length that has been created by Tamarack Trail, staff has concerns with travel speed. Therefore the plat incorporates two traffic circles and a pavement width of 26 feet, which allows parking on one side of the street. The traffic circles and the reduced pavement width will help with traffic calming. In terms of traffic implications, Russett said staff has estimated the total trips generated by the 60 lots to be around 571 trips per day to and from the development and staff estimates the extension of Tamarack Trail and the additional access point will reduce total trips accessing North 1 st Avenue. Scott Boulevard and 1 st Avenue are both arterial streets and have the capacity to handle the additional traffic generated by the proposed development. Staff is aware there are congestion issues during peak hours at the intersection of 1St Avenue and Scott Boulevard and the City has a program planned for 2020 to address those congestion issues. Russett noted there are environmentally sensitive areas on the site, there are critical and protected slopes. The proposed development would disturb 12% of the critical slopes and the Code allows up to 35%. No protected slopes will be impacted by the proposed development. Russett added there are also woodlands on the site, around 18.5 acres, and the development would preserve 52% of those woodlands, and the retention requirement for the Code is 50%. The plat does identify a conservation easement over both the persevered woodland areas and the woodland buffer. In terms of archeological resources, Russett stated it was listed as a deficiency in the staff report, but since the publication of the staff report the applicant has provided the Phase 1 Study which was completed by the Office of the State Archeologist and the OAS concluded that no further archeological work is recommended. Therefore this is no longer a deficiency. In terms of public open space, it is addressed at final platting, dedication Planning and Zoning Commission August 15, 2019 Page 3 of 14 requirement of around 0.79 acres or a payment of an in -lieu fee would be required and based on the proximity of another park an in -lieu fee would be appropriate. Russett next discussed the stormwater management stating the preliminary plat identifies three stormwater management basins. Public Works staff has approved the preliminary grading plan and the preliminary stormwater calculations. Stormwater management was originally listed as a deficiency in the staff report because Public Works staff identified some developed areas where runoff would not be captured by the stormwater management basin. The applicant's consultant has provided some additional information to the Public Works staff, which has been reviewed and accepted, and the Public Works staff will work through the additional stormwater management details during the review of the construction drawings which will happen at final platting. Regarding neighborhood correspondence, Russett noted staff has received some correspondence from residents in the area with concerns expressed regarding the preliminary plat. The Commission has been given copies of all the correspondence but to summarize the concerns are related to traffic, the extension of Tamarack Trail and stormwater management. Russett noted the role of the Commission in the review of the preliminary plat is for the Commission to determine whether or not the plat complies with the subdivision regulations and other applicable Codes and whether or not it complies with the Comprehensive Plan. Next steps will be a public hearing and first reading held by City Council next Tuesday for the rezoning, pending recommendation of approval regarding the preliminary plat that will also move onto Council. Pending City Council approval of the preliminary plat and the proposed rezoning, the applicant could submit an application for a final plat. Staff recommends approval of SUB19-08 an application submitted by TRD, LLC for a preliminary plat for Tamarack Ridge subdivision, a 36.81 acre, 60 -lot residential subdivision with one outlot located south of Scott Boulevard and north of Tamarack Trail. Baker asked about the traffic estimates of 60 units producing 571 trips per day, which would be about 10 trips per household per day, and that seems high to him. Russett said those figures came from the Transportation Planner who uses a trip generation manual to determine the approximate trips per day based on the use. Hensch noted in the staff report there were two different deficiencies listed, one the archeological study and the other the stormwater management calculations and asked for confirmation that both those items have been resolved. Russett assured the Commission that both those items have been resolved to staff satisfaction. Dyer asked if the stormwater management basins shown on the map modified from earlier versions. Russett stated those have not changed, what is shown on the preliminary plat now is the most recent version and have not changed, there were modifications through the review process. Hensch opened the public hearing. Mike Welch (Axiom Consultants) is representing the applicant and was the one to prepare the plans and the preliminary plat. He acknowledged staff did a nice job summarizing plat but he would like to talk about the changes they did make with the stormwater management. The Planning and Zoning Commission August 15, 2019 Page 4 of 14 applicants worked with staff to do more analysis than required by Code to discover where the runoff was being generated, where it was going and how it was impacting the existing development to the south. They did then modify the basin outlets to hold back more water. They began by looking at the area today, before any development, and determined the run-off was going and were able to make modifications to their plans to help with the current issues. The water that flows to the southeast, to the existing development, will be reduced with the new development and the stormwater basins because it will reduce the run-off rates. This reduction in run-off can be seen in 5, 10 and 100 year storm scenarios. With the new development and the grading plan the stormwater flow to the south will be reduced from what it is currently. Welch also stated they had a meeting a couple weeks ago with a few of the neighbors and City engineering staff and went through some of the stormwater concerns. Baker asked Welch to clarify the time process of getting the 60 units built. Welch said he cannot say how long it will be for the development of each house, for the development itself if things go according to schedule they would do utility work this winter, paving in the spring, and then the developer could sell lots. Baker noted one of the concerns raised by the neighbors was construction traffic, is it possible even if the road is in place to have it blocked off so all of the construction traffic would have to come from Scott Boulevard. Welch said all the construction traffic before the road is constructed will have to come from Scott Boulevard, but once the road is complete and the City accepts the road, it would be up to Public Works if they would be able to or willing to block off access through Tamarack Trail. As the developer they have no ability to keep the road closed. Baker asked if they would have any objection to having it closed during the construction process, Welch stated he personally would not. Debra Brandt (973 Tamarack Trail) stated she is a researcher so when staff mentioned a study the City had based some of their decisions on her first indication was to do to Google Scholar and find the study. Brandt showed the Commission the article Russett sent her that the City is using to base their decision to put trees on the parkway, the $45,000 worth of trees. On the left hand side of the article it states "this pilot" and as a researcher Brandt said this is a pilot study and a pilot study is used to see if there is something to look at, if a study is feasible, how much the study may cost, and how many participants are needed to do a real study of the question. Brandt showed the conclusion of the pilot study was they did not have any conclusions, but they should study it more, the study was done on a simulator, not on a real street, and the simulator had an entire canopy of trees. Brandt found a study, but it was really a literature review, which is where someone looks at all the articles that have been written, and what was found is the canopy, while it initially reduced speed by one mile per hour, it actually became a risk. Brandt showed an image of Brown Street as an example of trees along the streets, and asked how many grandchildren they see on the image, in the next slide she showed there are three kids in the image, hidden behind each tree. She stated that by narrowing the street and putting trees out there and that means the driver has less time to react to children darting out. Brandt also noted there are studies that look at these canopies and found it actually changes the environment under them. Concrete is destabilized and it may actually deteriorate the road more quickly. By obligating the use of these trees the City is providing false reassurance to the neighborhood and increasing costs to the future homeowners. Her concern is if the City is basing this decision on evidence that is poorly collected, what other decisions are being based on speculation rather than evidence. Brandt showed from the City's own information regarding Planning and Zoning Commission August 15, 2019 Page 5 of 14 zoning it states "one cannot grow trees where they become an impedance to sight or traffic" and here the City is putting those out there knowing there are risks but doing it anyway. Brandt asked what else could be done to make these streets safe. She showed an article about cul-de- sacs and the benefits of cul-de-sacs of which the most important one is they are safe, one cannot drive as fast on a cul-de-sac, they also promote neighborhoods, they promote reduced costs, they are beneficial to neighborhoods. Brandt noted if one were to ask any realtor in Iowa City if they had a house on a cul-de-sac to sell versus a through -street they will take the cul-de- sac. Knowing that, Brandt reviewed Iowa City to look at the evidence, she pulled crash data from July and no crashes occurred on a cul-de-sac — all on through -streets. With regards to crash related to speed, same information, none on cul-de-sacs. Next she pulled crime data, again no crimes were on cul-de-sacs. She did a search of pedestrians hit by cars, none happened on a cul-de-sac. Therefore Brandt would encourage this Commission to reconsider the plans. This should be a combined effort between the developer, the City and the residents. She does not oppose the development of this area, but there is a large neighborhood concern about traffic. Terry Protextor (1007 Tamarack Trail) noted he sent an email to the Commission so would not reiterate those points. He has spent a lot of time in the past two weeks exploring all the City Codes pertaining to street access, meeting requirements, Commission and City staff process and after looking at all this he developed a concern about where the citizen fits into this process. There are really four parties that have standing, the developer, City staff, the Commission and City Council. Clearly the citizens have no standing, other than five minutes to speak at a public hearing, so it is difficult for him to understand how 75 tax paying citizens (who all signed a petition) have no standing other than this presentation this evening. When decisions are being made about their neighborhood, their street, their safety, their children and their physical environment as far as the tranquility of where they live, citizens should be able to sit down with City staff and the developer and have discussions to try to come up with what is a reasonable and fair solution for all parties. Protextor questions why the City Code or City staff doesn't have any process to do that. It feels like no one wants to hear from the citizens. Protextor stated the citizens feel they have a reasonable solution to this, even the City Code pertaining to streets and circulation states "use of cul-de-sacs and other roadways within a point of access should be avoided" but the key word is "should", and one does not have to be a lawyer to understand that is not an absolute term. Using the word should allow for flexibility on the part of City staff and the Commission to come up with a reasonable solution for this problem and winners on all sides of the issue. Protextor mentioned at an earlier meeting, the Peninsula neighborhood, which was developed by the City, not by a development group, and the City chose to ignore all the coding rules and created the Peninsula with a single access point. Apparently since the city was developing the project the Code went by the wayside. Protextor asks that the Planning and Zoning Commission postpone the decision tonight and request the City staff, the developer and the neighborhood concerned citizen group meet and sit down and work out a fair and appropriate response on how they can prevent the traffic issues and come up with a better solution. Protextor acknowledged the Commission is to represent the citizens just as the City Council does and asks that they do so. Planning and Zoning Commission August 15, 2019 Page 6 of 14 Kristina Thiel (2755 Hickory Trail) Dr. Thiel and her husband William just closed on a house on Hickory Trail on June 19. Therefore they weren't property owners in this subdivision for the June 10 good neighbor meeting. They were also not aware of a subdivision being planned that would significantly increase the traffic flow on Hickory Trail prior to them closing on this house. She has lived in Iowa City for 12 and her husband for 14 years, they have chosen to stay here and build their careers here, have children here and raise their families here. They chose this neighborhood because it had a single access point, it was a quiet street, and it was a safe neighborhood. As Deb Brandt pointed out (she and Brandt are actually colleagues at the University of Iowa Department of Obstetrics and Gynecology) she compels the Commission to please consider the extra traffic on Hickory Trail, things can be unpredictable and an increased traffic flow of 571 cars per day is more than 60% increase in the current traffic flow now. This is not the kind of neighborhood she and her husband wanted to move into. She is in agreement with a development, it will likely increase all their property values, but they need to make sure the existing neighborhood is not impeded and their children can be safe. Additionally there are the other issues of water run-off, her house abuts the creek that runs behind and they already have drainage and water issues and are concerned how that will increase. Therefore she compels the Commission to think about how they will be affecting their current taxpayer in Iowa City (they could have easily bought in Coralville). Michelle Edwards (2745 Hickory Trail) is Thiel's next door neighbor and wants to speak also about the traffic. She feels the Commission needs to come to Hickory Trail to see what it would mean to have an extra 571 trips on that street. It will adversely affect the neighborhood. She cannot speak to the water drainage, she can only have faith in engineers for that, but she does not need an engineer to tell her how this traffic will impact her street, what she needs is for you people to understand and to come see their street and how it will change. Edwards cannot believe that the best interest for the City of Iowa City in increasing development would be to take a peaceful existing neighborhood and make it a city neighborhood with city traffic and that is what they will be doing. She agrees they all need to stop a moment and take some time and look at what they will be doing. They would not be people coming on summer evenings to repeatedly plead their cases if this wasn't important to them. It is important to them because their neighborhood is a place of peacefulness right now, it is quiet, kids feel safe, and that is all about to change and there isn't anyone up and down Hickory Trail and up and down Tamarack Trail that doesn't know that. The only people that don't seem to know that are the people sitting here and making these decisions. She implores them to take some time, visit the neighborhood and see how it will all change. Scott Rude (1035 Tamarack Trail) wants to concur with previous speakers and asks the Commission to take in to consideration the 75 people who have signed the petition and asks how many more do they need to see, they can get them. The neighborhood wants to slow this process down because they have great solutions, they can make it a great development, but they need the help to do that. Planning and Zoning Commission August 15, 2019 Page 7 of 14 Bruce Tarwater (2669 Hickory Trail) also concurs with everything that has been said by his neighbors and implores the Commission to take into consideration the concerns raised today. Baker asked Protextor about the two concerns, one being the stormwater run-off which will be handled by people smarter than they, but the other is if Tamarack Trail is extended it will increase the traffic flow on Tamarack and Hickory Trails and it is the position of the citizens that the increased traffic is inherently dangerous. Protextor said from his standpoint yes for two reasons, one even though the developer along with engineers have tried to do their best by using roundabout circles that may slow it a little bit but by the time someone gets to his end of Tamarack Trail and around their little cul-de-sac circle it is a straight shot down to Hickory and then full speed on Hickory. The other thing, that hasn't been mentioned, is when one drives down Tamarack Trail and turn right onto Hickory, it is a sharp turn and the mailbox for the house on the end has been knocked down four or five times just because people weren't slowing down to turn, or a snow plow didn't make the corner. So that is a concern. Baker stated the only way to mitigate that concern is to not have Tamarack Trail extended. Proxtextor agrees and notes they have suggested keeping their current cul-de-sac and have another cul-de-sac abutting it on the new development side and have sidewalks connected so everyone can have access but not through traffic. Baker asked if Tamarack Trail were extended there is no speed reducing mechanism that would help. Protextor doesn't, and is concerned that speed bumps and circles don't slow people down enough to protect the children. Baker said then the sitting down with the citizens, developer and the City will lead to an either or situation, either the Tamarack Trail is extended or it is not, there is no other alternative being suggested. Protextor confirmed that was correct. Baker asked if there were any comparable streets in Iowa City of length and traffic flow. Protextor said the Peninsula was a classic example of people making poor decisions and having one access route. Baker asked if that example also includes the same data on accidents, injuries, etc. Protextor does not know the answer to that question, all he knows is what Brandt was suggesting which is cul-de-sacs don't produce issues like through -streets. Protextor looked at the east side of Iowa City and there are cul-de-sacs all over the place, he stopped circling them on the map at eight. His subdivision has been there for over 30 years, if they felt there had been a problem with a cul-de-sac they would have been the first to say something. Baker said if there were a comparable street somewhere in Iowa City in length and traffic flow that does not seem to have the accident and injury problems you seem to think will happen, would that make a difference. Protextor said they have the research that shows it doesn't happen on cul-de-sacs, it happens on through -streets and they will become a busy through -street if this goes development goes though as proposed. They point they are trying to make is if they can all come together and look at facts. Baker noted the facts will lead to assumptions. Baker noted he lives on the east side of Iowa City, and he is looking for comparable examples of traffic flow and neighborhoods and the first that comes to his mind is Friendship Street which has higher traffic flows than what is anticipated on this development extension and doesn't seem to have a problem with injuries or accidents from the length of road or intensity of traffic. Baker understands the concerns of the residents of Tamarack Trail and Hickory Trail but there are examples of similar neighborhoods in Iowa City without those concerns. Protextor suggests they give them all time to look at Friendship or other streets and see if the concerns they have for their neighborhood are warranted. Baker said they could sit down and study but they already know the extension will increase the number of cars on their street, but the question from that is Planning and Zoning Commission August 15, 2019 Page 8 of 14 if one can assume danger based on increase traffic because it is not shown elsewhere. Decisions are made based on experiences of other neighborhoods. Jan Kardos (956 Tamarack Trail) has two quick points, one is everyone on the Commission needs to come see their neighborhood, taking from the new subdivision down Tamarack is downhill and comes to a steep turn and that is where accidents happen and while she doesn't agree there will be 571 new trips per day, even half that number would make it more dangerous. Debra Brandt (973 Tamarack Trail) noted that when it is said research leads to assumptions as a researcher she takes great offense to that, research leads to conclusions which is much different than assumptions. With regards to Friendship Street, she grew up in that neighborhood and she noted Friendship Street just put in speed bumps because it was a dangerous area, there was enough concern by those neighbors, who by the way all would say they prefer a cul-de-sac. Baker acknowledged everyone would prefer a cul-de-sac, which is not feasible. Baker wants to know what the distinction is between the increased traffic and increased speed because is the danger increased traffic or increased speed. Brandt said if you have more attempts then you probably increase your probability of a hit. But her point is this shouldn't be her research study, this should be the City's research study, the onus of burden shouldn't be on the citizens, this is why the Commission was appointed, to take data and come to conclusions. Baker said then they need to find a comparable street and study the traffic and accident rate. Brandt asked isn't that was City Engineering is supposed to do. Signs confirmed that is who they rely on for their data and information and they use nationally recognized methods. Brandt asked if those statistics are released anywhere for citizens to see. Signs said the comments and details are in the staff report. Brandt also noted that when doing research and looking at studies is if they can be generalized to our area, it is the problem with the pilot study where they based the decision on for $45,000 worth of trees, it was taken out of context, when doing research one must look at the results and look at who they are applying them to. Michelle Edwards (2745 Hickory Trail) appreciates the attention the Commission is giving to Brandt and Protextor's research on this subject, but what she cares about is the feeling in the neighborhood and what it is like on their street and that is the concern for a lot of people. Even since the creation of Tamarack Trail there has been a lot more traffic on the street, kids going down the hill fast, it's hard not to go down that hill fast, and Hickory Trail is a straight shot. They do have a petition now about the speed on that street, so increasing the number of cars it is just logical they will increase the number of cars driving fast on that street. Whether it increase accidents or not, she can't speak to that, but she can say it will change what the street is like for the people who live there. Adding 60 houses, 571 new trips going right past her house everyday will change the complexion and feeling of the neighborhood. Kristina Thiel (2755 Hickory Trail) showed a study published in 1995 in the International Journal of Epidemiology "A case control study of traffic risk factors and child pedestrian injury" noting the data is over 25 years old. She read the abstract: Background: Pedestrian injuries in children constitute an important cause of mortality and morbidity. Specific hazards which contribute to these injuries need to be identified to enable the development of preventive strategies. Methods: A population -based case -control study was conducted in which 40 aspects of Planning and Zoning Commission August 15, 2019 Page 9 of 14 traffic and road environment that contribute to the likelihood of childhood pedestrian injury were examined. The factors of interest were measured at 100 places of injury and 200 control sites between December 1991 and December 1993. Results: The volume of traffic (odds ratio [OR] = 2.16 for an increase of 100 vehicles per hour) in combination with the proportion of vehicles exceeding the speed limit (OR = 1.04) for each 1 % increase in average speed, and the presence of footpaths (OR = 11.0) were associated with significant increase in the risk of injury. A graded inverse relationship was present between socioeconomic status and the odds of pedestrian injury. Conclusions: These findings have obvious implications for public health as features of the physical environment are potentially modifiable. Baker said he really is trying to work this out, he is looking at other neighborhoods, other comparable experiences and he doesn't see how the increase in traffic on Tamarack is going to be more dangerous than a situation that already exists in Iowa City in other comparable neighborhoods. He acknowledged increase traffic is one problem, it does affect the ambiance of a neighborhood, but it is when does the increase in traffic become dangerous and increased danger probably comes from increase in speed. Thiel noted in this study the odds ratio for increase in speed was 1.04 which means there was only a 4% increase in incidents whereas the volume had increase odds ratio of 2.16 as an increase of 100 vehicles per hour. Baker asks where does this show up in Iowa City. Thiel said this is data across the country, Iowa City is a representative sampling of data across the country. City Planners should take knowledge from other cities and apply that knowledge to their city. Bruce Tarwater (2669 Hickory Trail) asked Russett about increased traffic safety that was mentioned in her presentation. Russett said they had the transportation planner look at the traffic that would be generated from the new development and based on trip generation manuals he had estimated 571 more trips per day from the new development. But he also estimated with the additional access along Scott Boulevard trips could be diverted and traffic that accesses 1st Avenue could be reduced. Terry Protextor (1007 Tamarack Trail) noted the averting traffic to 1st Avenue is not helpful, they are already backed up. He also noted that if the citizens cannot ask questions why they don't have standing. Where are their rights, the City Codes are not cast in stone, they were written to protect the citizens but in this case are they really protecting the citizens or really preventing the citizens from having a say. William Thiel (2755 Hickory Trail) stated a concern regarding traffic is off Hickory Trail is 1St Avenue and 1St Avenue is a lot of traffic off the highway, the main thoroughfare to get to a lot of schools. To make a left turn off Hickory Trail onto 1St Avenue is hard and must be done quickly. His concern is having more traffic coming down Hickory Trail and increased left hand turns onto 1St Avenue. After a quick search he found 61% of all accidents typically involve a left-hand turn, so it is logical that if there are more left hand turns, there will be more accidents. If the new development is kept as a separate subdivision those cars would be forced to take Scott Boulevard which is actually a fairly empty road because there are not any other roads that dump out onto Scott Boulevard. He wonders if it was taken into consideration the increase number of left hand turns from Hickory Trail onto 1 St Avenue by the traffic planners. Russet said they do not have specific counts on that they just have estimates. Hensch closed the public hearing. Planning and Zoning Commission August 15, 2019 Page 10 of 14 Parsons moved to recommend approval of SUB19-08 an application submitted by TRD, LLC for a preliminary plat for Tamarack Ridge subdivision, a 36.81 acre, 60 -lot residential subdivision with one outlot located south of Scott Boulevard and north of Tamarack Trail. Townsend seconded the motion. Hesnch stated he has not only driven through the neighborhood, he has gotten out and walked around twice. He does this for every case that comes before the Commission. As far as citizen standing, this Commission is very strong and vocal advocates for good neighbor meetings and of course any citizen can schedule a meeting with City staff anytime they want to. Regarding the postponement issues, there are City Codes that state within 45 days of a completed application submitted if it is not acted upon it is assumed by default to be approved by the City Planning & Zoning Commission and goes directly to City Council so that is why the Commission cannot just on their own postpone things, there are rules they have to follow. Hensch also stated as a former police officer and state trooper and 15 years as a medical examiner he does know a lot about accidents and death investigations so it is very difficult when one tries to cherry pick information and try to draw conclusions from that. Hektoen also noted regarding standing the State Code allows property owners within 200 feet of property being rezoned to file a protest with City Council and that will trigger a super majority requirement. The same rights don't apply to plat approvals. Hensch also stated the Commission has a defined role, they do like public input, and they are here as unpaid public members to represent the public to make sure the views are looked at. However their role is to look at if this subdivision complies with the requirements of the Zoning Ordinance, does it comply with the Comprehensive Plan, and does it comply with State Law. That is the fundamental responsibility of the Commission and the public helps them look at the examination. Signs wants to talk about process and was offended by accusations from the public that the Commission is not paying attention to the public. In Iowa City, the public involvement process in everything they do is extensive. The Comprehensive Plan is reviewed every 10 years, the neighborhood plans are reviewed, traffic studies are updated, projects come before this Commission twice a month, he has been on this commission for three years and hasn't seen anyone in the audience here prior to this application. That is because it didn't matter what else was going on, it only matters when it is in your backyard, and it is very frustrating to have people come with that approach. The truth is nothing would ever get done because everyone doesn't want something in their backyard, the process is there to set what can happen in your backyards. There are many times the Commission votes based on what is said during public comments when it is evident that it changes the information. The Commission relies on City staff for data and information, who are trained professionals, who use industry proven methods to evaluate applications. Signs noted there is a study that can be found for everything, he spent 10 years in the tree business and knows the person that wrote that study and he believes from his years of experience in the tree business it has been proven that trees and landscape plantings do slow down traffic in an environment. Do they add a safety issue with children hiding behind trees, possibility so, but they do take all this seriously. They do take public comment seriously and then they must take those comments and go back to the Code and Comprehensive Plan and Neighborhood Plans (that the citizens of Iowa City developed) and make decisions based on all Planning and Zoning Commission August 15, 2019 Page 11 of 14 that information, not just bits and pieces. Parsons noted it states in the Comprehensive Plan they do not want more cul-de-sacs in the City and he just doesn't see this as a unique enough circumstance to warrant a cul-de-sac. They have had plenty of discussions as a Commission that they want to see interconnected neighborhoods across the City and while you can construct trails and such having two cul-de- sacs with back to back houses facing each other doesn't accomplish that goal. He cannot also ignore the fact that the street is stubbed at both ends from the beginning which means the door is open not only to the extension to the north but to the southeast as well. When looking at this map it is a better use of City resources and planning that the road be connected. Dyer noted that over time in any city you can see the standards for development change as lots of things change. There are a lot of cul-de-sacs in Iowa City and while they may create safe neighborhoods they also isolate people from each other and make it difficult for people to get around. People who would live in lots 1 and 60 would probably just as likely want to go down Tamarack Trail as the people who live on the other side of that development. Artificially preventing them from making that trip doesn't seem to be an appropriate thing to do when it is possible for the street to go through. She has been on this Commission for seven or eight years and many times when a new subdivision is proposed a big group of people come and say "not on our street, the traffic will be too heavy" and they have not witnessed major increases in accidents in those neighborhoods. Dyer thinks the plan is a good plan, she has a friend that lives on Tamarack Trail, she has visited there quite often, she is quite familiar with that street and she is not convinced the fears of people warrant changing this plan. Baker thanked everyone for their input, he noted the reason he got into politics and city government 30 years ago was because of comparable issues, he got angry and then got involved. He understands the neighborhoods frustration, but he is trying to break this down into the greatest public good, and yes traffic will increase if Tamarack is extended. There is a risk involved, but there is a risk involved in any development in Iowa City which leads to higher traffic. His concern is the safety involved and how to mitigate the danger of the extension. He likes trees, but he doesn't have a lot of faith in trees slowing down cars, nor does he think trees put children in greater danger, children are in danger all the time, stepping in between parked cars. His concern is if this is extended how they mitigate the impact on the neighborhoods. The circles area good start. Mr. Teal raised a good point about the 1St Avenue and Hickory Trail intersection, the City is doing traffic studies on 1St Avenue and Scott Boulevard but they know traffic will also increase at 1 st Avenue and Hickory Trail, so something should be done at that intersection as well. Baker does make a distinction between increased risk and danger, everything they do in Iowa City that increases the population and increases the traffic increases the risk of living in an area. He looks at comparable neighborhoods and how they have adjusted and he doesn't see the statistics that show them to be any more dangerous than they were in the past. He admits he would be in the audience tonight with them if he lived on their street, but sitting on the Commission and looking at the facts he does not see a compelling reason to deny the application. Townsend acknowledged change is difficult for everyone, she also has been in Iowa City for 30 years and has watched Iowa City grow from a small community to a pretty large metropolitan area and we all have watched it change. Sometimes for the best, sometimes not for the best. But to deprive 60 families from being able to go through their neighborhood and out more than one exit we are asking a lot of those new families. She thought Iowa City was a place where Planning and Zoning Commission August 15, 2019 Page 12 of 14 people opened their arms and hearts to new people coming in and she is hoping we can do more of that. A vote was taken and the motion passed 6-0. CONSIDERATION OF MEETING MINUTES: JULY 18. 2019 Townsend moved to approve the meeting minutes of July 18, 2019. Signs seconded. A vote was taken and the motion passed 6-0. PLANNING AND ZONING INFORMATION: Russett gave a few updates. First she introduced Jade Peterson in the audience, Jade is the planning intern, an undergrad getting her degree in environmental planning and policy. At the last meeting Commissioner Baker had a question regarding the noise at the Kum & Go on 1st Avenue and Muscatine Avenue. Russett passed that along to a colleague who went out and investigated and did issue a violation because the noise from the speakers was too loud. Russett noted several months ago the City Council recommended approval of a rezoning at 12 East Court (the Pentacrest Garden apartments) and that is now going through the design review process, it will come before the Commission per the condition of the rezoning that the Commission must approve the elevations. The text amendment regarding the separation distance between fuel pumps and residential zones was approved by Council, as were the two local landmark zonings on North Gilbert Street across from Mercy Hospital. Regarding the Forest View development, there has been a request from the applicant to change what they are requesting in terms of their economic development incentives (Tax Increment Financing) from what was originally proposed. They have come back to the City and are requesting some additional funds to change the size of the single-family homes. This is something the Council is looking at since it is related to TIF. Townsend asked if that would delay the whole progress on that subdivision. Parsons said it may, he read a report from City Manager Fruin where he said it would take months to put the TIF together. Russett discussed the Planning & Zoning Commission and City Council joint consult meeting discussing the land development process. The City Council continued that discussion a couple weeks ago and have directed staff to look into threshold projects. Dyer asked to find out how much affordable housing has been located in the Riverfront Crossings District as opposed to other areas of the City. Russett said they will look into it. Planning and Zoning Commission August 15, 2019 Page 13 of 14 Baker asked how to get it so no music would be allowed at gas stations. Russett said there would need to be a Code Amendment. Adjournment: Parsons moved to adjourn. Townsend seconded. A vote was taken and the motion passed 6-0. PLANNING & ZONING COMMISSION ATTENDANCE RECORD 2018-2019 KEY: X = Present O = Absent O/E = Absent/Excused --- = Not a Member 3/15 (W.S.) 4/2 4/5 (W.S) 4/16 4/19 513 5/17 6/7 6/21 7/5 8/16 9/6 9/20 10/18 12/20 1/3 BAKER, LARRY -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- X X X X O/E X X DYER, CAROLYN O/E X O/E X X X X X O/E X O O/E O X X X FREERKS, ANN X X X X X O/E X X X `-- -- O/E X -- -- `-- -- `-- -- ` HENSCH, MIKE O/E X X X X X X X X X X X X X X X MARTIN, PHOEBE X X X X X X X X X X X X X X X O/E PARSONS, MAX X X X X X X X X X X X O/E X X X X SIGNS, MARK X X X X X X X X X X X X X X X X THEOBALD, JODIE X X X X X X X X O/E -- -- -- -- -- -- -- -- TOWNSEND, BILLIE -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- X X X X X O/E X KEY: X = Present O = Absent O/E = Absent/Excused --- = Not a Member 1/17 (W.S.) 2/4 2/21 3/7 3/21 4/4 4/18 5/16 6/6 6/20 7/18 8/15 BAKER, LARRY X X X X X X X O/E X X X X DYER, CAROLYN O/E X X X X X X O/E X X X X FREERKS, ANN -- -- -- -- -- -- -- -- -- -- -- -- -- -_ -- -- -- -- -- -- -- -- -- -- HENSCH, MIKE X X X X O/E X X X X O/E X X MARTIN, PHOEBE X O/E X X X O/E X X X X O/E O/E PARSONS, MAX X X X X X X X X X X X X SIGNS, MARK X X X X X O/E X X X X O/E X THEOBALD, JODIE -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- TOWNSEND, BILLIE X X X O/E X X X X X X X X KEY: X = Present O = Absent O/E = Absent/Excused --- = Not a Member Item Number: 5.j. INCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description Planning & Zoning Commission: October 3 r CITY OF IOWA CITY mot MEMORANDUM Date: 10/31/2019 To: Mayor and City Council From: Anne Russett, Senior Planner Re: Recommendations from Planning and Zoning Commission By a vote of 5-0 the Commission recommends approval of CZ19-01, an application submitted by Claude Greiner for a rezoning of approximately 25.32 acres of property located in unincorporated Johnson County north of American Legion Road and south of 400" Street SE from County Agriculture (A) to County Residential (R). Additional action (check one) X No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action S: RECform.doc MINUTES FINAL PLANNING AND ZONING COMMISSION OCTOBER 3, 2019 —7:00 PM —FORMAL MEETING E M M A J. HARVAT HALL, CITY HALL MEMBERS PRESENT: Mike Hensch, Phoebe Martin, Max Parsons, Mark Signs, Billie Townsend MEMBERS ABSENT: Larry Baker, Carolyn Dyer STAFF PRESENT: Sara Hekteon, Anne Russett OTHERS PRESENT: Gina Landau RECOMMENDATIONS TO CITY COUNCIL: By a vote of 5-0 the Commission recommends approval of CZ19-01, an application submitted by Claude Greiner for a rezoning of approximately 25.32 acres of property located in unincorporated Johnson County north of American Legion Road and south of 400th Street SE from County Agriculture (A) to County Residential (R). Hensch called the meeting to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. CASE NO. CZ19-01: Applicant: Claude Greiner Location: North of American Legion Road and South of 4001h Street SE An application submitted by Claude Greiner for a rezoning of approximately 25.32 acres of property located in unincorporated Johnson County north of American Legion Road and south of 400th Street SE from County Agriculture (A) to County Residential (R). Russett stated this is a proposed rezoning in the Fringe Area and showed an aerial map of the proposed rezoning which is north of American Legion Road. It is located within the two mile Fringe Area radius of the City's corporate limits, Area B, outside the City's growth boundary. The property is currently zoned County Agricultural (A) and the surrounding properties are a mix of residentially zoned land as well as some agriculturally zoned land. If this rezoning is approved, the applicant intends to develop a county subdivision, and divide the land into approximately 23 single-family residential lots and two outlots for storm water management and open space. Russett noted she also received an alternative concept plan and describes the differences. In the original concept the applicant is proposing to change the existing lots 5 and 6 into a future lot 15 and Faye Drive would be extended into the new subdivision. In the new version lots 5 and 6 Planning and Zoning Commission October 3, 2019 Page 2 of 5 would remain fronting American Legion Road and there would be two fewer lots within the proposed subdivision. Russett noted that this application is just for the rezoning and City approval will be required if the property is subdivided with either proposal. Russett noted this application is similar to a rezoning the Commission saw last year. In 2018 there was a proposed rezoning just east. Staff recommended not to approve this rezoning because it conflicted with the policies in the Fringe Area Agreement. The Planning and Zoning Commission and City Council agreed with staff. This led to the creation of a conflict resolution committee, which included City and County staff, City Council members, and representatives of the Board of Supervisors. After this committee consulted, the City Council recommended approval of the rezoning as did the Board of Supervisors. Russett noted the proposed rezoning is consistent with the County's Comprehensive Plan, the County updated their Land Use Map and Comprehensive Plan last year and identified this as an area for future residential development. In reviewing proposed rezonings in the Fringe Area, staff relies on the policies outlined in the Fringe Area Agreement. The Fringe Area Agreement is a component of the City's Comprehensive Plan and applies to areas not specifically planned for in the City's Comprehensive Plan. The Fringe Area Agreement is intended to provide guidance regarding the development of land located within two miles of Iowa City's corporate limits. The Fringe Area Agreement for this area recommends agricultural uses and that land uses are restricted to rural and agricultural uses. The role of the Commission tonight is to make a recommendation to City Council on the rezoning, however the Johnson County Board of Supervisors ultimately makes the decision on this rezoning. Although the proposed rezoning is not consistent with the policies outlined in the adopted Fringe Area Agreement, staff recommends approval of this rezoning for the following reasons: 1. The proposed rezoning is consistent with the County's Future Land Use Map and comprehensive plan; 2. Based on the outcome of Greiner rezoning south of American Legion Road in 2018, staff anticipates that a recommendation of denial would lead to the need to create another conflict resolution committee; and 3. Staff is working with County planning staff to update the Fringe Area Agreement. Hensch asked if there was anything uniquely different with this rezoning application from the one to the east that was rezoned last year. One difference is this proposed rezoning shows the extension of an existing street, Faye Drive, which was always intended to be extended to the west so that goes to show this area was planned to be developed. Hensch asked if there was just the one access point from the new development onto American Legion Road. Russett said they are proposing one street and depending on how it lays out there may be more driveways on American Legion Road. Hensch opened the public hearing. Gina Landau (MMS Consultants) is representing Claude Greiner and also represented the other parcel that was discussed in 2018 and attended the conflict resolution committee meetings, so is familiar with this area. Landau confirmed that the extension of Faye Drive was known when Planning and Zoning Commission October 3, 2019 Page 3 of 5 Redwing Estates was platted in the 1980's. Landau said they would have just the one access point onto American Legion Road from lot 7 which leaves a 100 foot frontage along the roadway. Regarding lots 5 and 6, Landau prefers the one where the lots are turned and part of the new development but that is still being decided. There are also discussions to have a road extend up to 400th Street for another access point. Landau reiterated this is just a concept at this point, there have been a couple of developers talking with her client and if they choose to only put in 7 lots rather than 21 or 23 that is their prerogative. Signs noted there is access to 400th Street from the Redwing Estates subdivision. Landau confirmed that was the case but also acknowledged the County realizes not as many would take 400th Street because it is a gravel road. Hensch noted it is best to have a second access point in case of emergency. Townsend asked if there was a need for a Good Neighbor Meeting. Landau noted the County does not do Good Neighbor Meetings and considers the public hearing to be where citizens can speak. Hensch closed the public hearing. Parsons moved to recommend approval of CZ19-01, an application submitted by Claude Greiner for a rezoning of approximately 25.32 acres of property located in unincorporated Johnson County north of American Legion Road and south of 400' Street SE from County Agriculture (A) to County Residential (R). Martin seconded the motion. Signs disclosed he was recently a listing agent on lot 8 of American Legion Road and it was sold to two of his agents. He had a conversation with them this afternoon and they have no problem with this proposal. Hensch noted there is concern when violating the Fringe Area Agreement, as this is not consistent with the current Agreement, however with the rezoning to the east and the conflict resolution committee working it out plus the background work of redoing the Fringe Area Agreement make this application acceptable. A vote was taken and the motion passed 5-0. CONSIDERATION OF MEETING MINUTES: SEPTEMBER 5, 2019 Townsend moved to approve the meeting minutes of September 5, 2019. Signs seconded. A vote was taken and the motion passed 5-0. PLANNING AND ZONING INFORMATION: Planning and Zoning Commission October 3, 2019 Page 4 of 5 Russett noted the City Council approved the Tamarack Ridge rezoning and preliminary plat. Russett also noted the Iowa APA Conference is in Iowa City next week and the Commission is invited to attend. ADJOURNMENT: Signs moved to adjourn. Parsons seconded. A vote was taken and the motion passed 5-0. PLANNING & ZONING COMMISSION ATTENDANCE RECORD 2018-2019 KEY: X = Present O = Absent O/E = Absent/Excused --- = Not a Member 3/15 (W.S.) 4/2 4/5 (W.S) 4/16 4/19 5/3 5/17 6/7 6/21 715 8/16 9/6 9/20 10/18 12/20 1/3 BAKER, LARRY -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- X X X X O/E X X DYER, CAROLYN O/E X O/E X X X X X O/E X O O/E O X X X FREERKS, ANN X X X X X O/E X X X -- -- `-- -- -- -- -- -- -- -- -- -- -- -- HENSCH, MIKE O/E X X X X X X X X X X X X X X X MARTIN, PHOEBE X X X X X X X X X X X X X X X O/E PARSONS, MAX X X X X X X X X X X X O/E X X X X SIGNS, MARK X X X X X X X X X X X X X X X X THEOBALD, JODIE X X X X X X X X O/E `-- -- -- -- `-- -- X TOWNSEND, BILLIE -- -- -- -- -- -- i -- -- -- -- -- -- I -- -- -- -- I -- -- I X X X X X O/E X KEY: X = Present O = Absent O/E = Absent/Excused --- = Not a Member 1/17 (W.S.) 2/4 2/21 3/7 3/21 4/4 4/18 5/16 6/6 6/20 7/18 8/15 9/5 10/3 BAKER, LARRY X X X X X X X O/E X X X X X O/E DYER, CAROLYN O/E X X X X X X O/E X X X X X O/E FREERKS, ANN -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- HENSCH, MIKE X X X X O/E X X X X O/E X X X X MARTIN, PHOEBE X O/E X X X O/E X X X X O/E O/E X X PARSONS, MAX X X X X X X X X X X X X O/E X SIGNS, MARK X X X X X O/E X X X X O/E X X X THEOBALD, JODIE -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- TOWNSEND, BILLIE X X X O/E X X X X X X X X X X KEY: X = Present O = Absent O/E = Absent/Excused --- = Not a Member Item Number: 5.k. INCITY OE IOWA CITY www.icgov.org November 4, 2019 ATTACHMENTS: Description Public Art Advisory Committee: August 1 APPROVED MINUTES PUBLIC ART ADVISORY COMMITTEE AUGUST 1, 2019 — 3:30 PM LOBBY CONFERENCE ROOM — CITY HALL MEMBERS PRESENT: Vero Rose Smith, Steve Miller, Wendy Brown, Eddie Boyken, Juli Seydell Johnson, Ron Knoche, Andrea Truitt NOT PRESENT: STAFF PRESENT: Marcia Bollinger, Sarah Helmer PUBLIC PRESENT: Jason Snell — Artist, Cassie Elton — Artist Antelope Lending Library Book Mobile. CALL TO ORDER Steve Miller called the meeting to order, Vero Rose Smith joined the meeting at 3:38 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA There was no public discussion of items not on the agenda. CONSIDERATION OF MINUTES OF THE JULY 11, 2019 MEETING Seydell Johnson moved to approve, Wendy Brown seconded. Minutes approved. REVIEW OF PERFORMING ART APPLICATIONS AND GENERAL FUTURE STEPS Bollinger stated that there was significant interest in the program: $17,726 worth of applications and $2,000 in funding available. A methodology was discussed on how to evaluate each applicant. The 11 applicants for the performance art grant were then reviewed by the committee. It was discussed that #8, AJ Boulund, "How to make cartoons that everybody will like a lot" was perhaps too informal and vague. A concern regarding the access of the public to the event was brought up related to applicant #9, Kim Cassisa, "D20 Ensemble". There were concerns that it would not bring a broad group or be considered as "Public Art". Brown suggested that PAAC members get 2/3 votes and a winner be determined that way. Miller suggested caucus style. The criteria were reviewed. The two artists at the meeting presented their performance proposals and questions were fielded. There was a question from Seydell Johnson if we could access the funds for next year to be able to grant multiple applications. It was determined by the committee that the current funding of $2000 would be used and the level of interest would be noted when determining the allocations for performance art projects in the future. The proposals were then voted on. Brown inquired about splitting the funds. Elton said they had originally proposed visiting 3 neighborhoods, but they could limit the scope in that way and adjust their budget. Snell said he could reach out to another funding source and lower his artist fee. It was decided that the top 2 artists, Jason Snell and Antelope Lending Library, would each receive $1000. Seydell Johnson moved to approve funding of $1000 for the proposals of Jason Snell and the Antelope Lending Library. Andrea Truitt seconded the motion and it was approved unanimously. It was again noted by several members that the level of interest in performance art should be considered when allocation future Public Art funding. DISCUSS DRAFT PUBLIC ART STRATEGIC PLAN Brown sent comments for revision to the Strategic Plan and they were incorporated into the draft. Truitt proposed some minor changes. The Communications staff will be working on a formatted draft, while this version is available for public comment. Bollinger stated that we are looking for a yes or no vote from the committee today on the current draft. The next meeting will be on September 5th, which will be the formal public meeting. 5:30pm. Brown commented on the Executive Summary and looked to Rose Smith for assistance in writing that piece. Rose Smith agreed. Rose Smith looked for a motion to move forward with this draft of the Public Art Strategic Plan, pending the completion of an executive summary the following week. Miller inquired if we would be moving forward with the draft we were looking at, or the version that incorporated Brown's comments. Bollinger informed the process of the public comment, saying that the Graphic Designer would work on the presentation, and as long as the text didn't change that would meet the requirements of incorporating all the comments. Brown inquired if the comments would influence what we will present to City Council? Bollinger answered yes. Brown made the point that if the public made substantial comments, that would impact the design. Miller asked about the timeline. The plan will receive comments for the next month (August), comments will come back and be emailed to Bollinger. Miller asked if staff had time Artist Title of the Performance Piece # of Votes 1 Mimi Ke Falling: Aerial Dance and Americana 1 2 Jacob Harrison Jones Radio Orchestra 2 (Vero Abstain) 3 Jon Ranard Polyester Blend & The Rayon Kings Ballroom Dance 1 4 Jason Snell Mutable Sequences 5 (Vero Abstain) 5 Nikesha Jones Drumling in the City 0 6 Antelope Lending Library Animation Workshop 6 7 Dan Stolley Art Walk in the Park 0 8 AJ Boulund How to make cartoons that everybody will like a lot 0 9 Kim Cassisa D20 Ensemble 0 10 Jennifer Beall Suppressed Desires Double Billing 1 11 Melissa Airy Emanation 3 Brown inquired about splitting the funds. Elton said they had originally proposed visiting 3 neighborhoods, but they could limit the scope in that way and adjust their budget. Snell said he could reach out to another funding source and lower his artist fee. It was decided that the top 2 artists, Jason Snell and Antelope Lending Library, would each receive $1000. Seydell Johnson moved to approve funding of $1000 for the proposals of Jason Snell and the Antelope Lending Library. Andrea Truitt seconded the motion and it was approved unanimously. It was again noted by several members that the level of interest in performance art should be considered when allocation future Public Art funding. DISCUSS DRAFT PUBLIC ART STRATEGIC PLAN Brown sent comments for revision to the Strategic Plan and they were incorporated into the draft. Truitt proposed some minor changes. The Communications staff will be working on a formatted draft, while this version is available for public comment. Bollinger stated that we are looking for a yes or no vote from the committee today on the current draft. The next meeting will be on September 5th, which will be the formal public meeting. 5:30pm. Brown commented on the Executive Summary and looked to Rose Smith for assistance in writing that piece. Rose Smith agreed. Rose Smith looked for a motion to move forward with this draft of the Public Art Strategic Plan, pending the completion of an executive summary the following week. Miller inquired if we would be moving forward with the draft we were looking at, or the version that incorporated Brown's comments. Bollinger informed the process of the public comment, saying that the Graphic Designer would work on the presentation, and as long as the text didn't change that would meet the requirements of incorporating all the comments. Brown inquired if the comments would influence what we will present to City Council? Bollinger answered yes. Brown made the point that if the public made substantial comments, that would impact the design. Miller asked about the timeline. The plan will receive comments for the next month (August), comments will come back and be emailed to Bollinger. Miller asked if staff had time set aside to make revisions based on public comment. Bollinger responded that time frame was August 31St through September 5th. Knoche inquired if the format would change drastically from the way it looked today. Bollinger stated that visuals, graphics and colors would be changing. Miller moved to post this draft, with Brown's incorporated comments, to the website for public comment. Truitt seconded. The motion was approved. Miller inquired if the arts professional's group would have an opportunity to make comments on this draft. Bollinger stated that she would be sending this draft on to them and they could also have an opportunity during the public comment. REVIEW OF THE "HIT THE GROUND FITNESS" ART PROJECT PROPOSAL BY SAYURI SASKI HEMANN Bollinger stated that this item would be deferred as there was no proposal available yet to review. She suggested that it was not necessary for the committee to approve the concepts; since they had already approved the allocation of funds. Discussion of the project was primarily informational and she would be sending them out via email when they have been received. Rose Smith posited that Sasaki Hemann was heavily involved with the public campaign for Public Space One and that might be why she was currently unavailable. COMMITTEE ANNOUNCEMENTS OR COMMITTEE REPORTS Rose Smith commented on the subcommittee meeting for the strategic plan, held on 7/24/19. And that comments were made and incorporated. Helmer noted the few remaining comments from that meeting that were yet to be incorporated, and will be sending those changes. STAFF REPORTS Seydell Johnson spoke about the River Front Crossing Grand Opening, and the popularity of the Kite event that was funding through the Public Art Program. The thunderstorm caused the cancellation of the bands but the fireworks did go off as scheduled at 10pm. Seydell Johnson said this would be a great space for other events in the future. Rose Smith informed the committee that the documentation for "Ramp" was completed and had been sent to Bollinger. There were still photographs from Mark T. Lanning, an MFA candidate in photography at the University and a film that was made by Jake Jones, who applied for the performance grant. The film was 12 minutes long and was comprised of snippets from each performance. Bollinger updated the committee on the Public Art installation in the lobby of City Hall. It is complete and the increased costs for the additional lighting that were discussed in the last meeting did not end up being as high as were originally reported. An amount of $1100 was given by the artist for the change order. But after requesting receipts from the subcontractor, the amount came out to $611. Brown inquired about a title for the artwork. Bollinger is currently working on a plaque for the piece that would describe the Japanese term for the way the light permeates the trees, Komorebi. Miller inquired about an update on the Snelson sculpture. Seydell Johnson said a construction meeting was set for this fall. She noted that the contractor is doing a number of jobs for the city, and they are behind schedule. Bollinger confirmed that the committee members could make the 5:30 PAAC meeting on Thursday, September 5cn ADJOURNMENT Knoche moved to adjourn, Seydell Johnson seconded. Meeting adjourned at approximately 4:35pm Public Art Advisory Committee Attendance Record 2018-2019 Name Term Expires 10/4 11/1 12/6 1/10 3/7 414 5/2 6/6 7/11 811 Wendy Brown 1/1/2020 x x O/E O/E x x x x x x Erin Fitzgerald 1/1/2020 x -- -- -- -- -- -- -- -- -- Ron Knoche x x x x x x x x x x Juli Seydell- Johnson x x x x O/E x x x x x Vero Rose Smith 1/1/2021 x x x I x x O/E x x x I x Steve Miller 2/1/2021 x x x x x x x x x x Andrea Truitt 1/1/2022 -- -- x x x x x x -- x Eddie Boyken 1/1/2022 -- -- -- x x x x x x x Key: X = Present O = Absent O/E = Absent/Excused --- = Not a member