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HomeMy WebLinkAbout2019-10-01 ResolutionItem Number: 6.a. ®I CITY OF IOWA CITY u► �� COUNCIL ACTION REPORT October 1, 2019 Resolution authorizing the Mayor to sign and the City Clerk to attest to a utility and access easements for 804 S. Riverside Drive. Prepared By: Susan Dulek, Ass't. City Attorney Reviewed By: Geoff Fruin, City Manager Fiscal Impact: none Recommendations: Staff: Approval Commission: N/A Attachments: resolution Executive Summary: McDonalds USA, LLC applied for a special exception to open a second service window at 804 S. Riverside Drive. The Board of Adjustment granted the special exception on certain conditions, including that the owners would grant the City both an access easement and a utility easement. The resolution authorizes the mayor to sign both easements. Background /Analysis: ATTACHMENTS: Description Resolution Prepared by: Susan Dulek, Ass't. City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5230 Resolution No. 19-243 Resolution authorizing the Mayor to sign and the City Clerk to attest to a utility and access easements for 804 S. Riverside Drive. Whereas, McDonalds USA, LLC applied for a special exception for a second service window for the McDonalds restaurant located at 804 S. Riverside Drive; Whereas, the Board of Adjustment granted the special exception on certain conditions including the owners granting the City utility and access easements; and Whereas, the City should approve the easement agreements. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: Upon direction of the City Attorney, the Mayor is authorized to sign and the City Clerk to attest the utility easement and the access easement. Passed and approved this 1 st day of October, 2019. Maor Attest: v Aper aC'I� Ci Clerk City Attorney's Office Resolution No. Page 2 19-243 It was moved by Salih and seconded by Cole the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: % Cole x Mims % Salih x Taylor x Teague x Thomas x Throgmorton Item Number: 6.b. ®I CITY OF IOWA CITY u► ��� COUNCIL ACTION REPORT October 1, 2019 Resolution amending the budgeted positions in the Animal Services Division of the Police Department and the AFSCME pay plan by adding .26 FTE to the budgeted Animal Center Assistant position and adding one full-time Animal Center Assistant II position. Prepared By: Denise Brotherton, Support Services Captain Reviewed By: Jody Matherly, Police Chief Karen Jennings, Human Resources Administrator Ashley Monroe, Assistant City Manager Fiscal Impact: $59,232.00 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: The proposed addition of an Animal Services Assistant II position stems directly from City Council's September 3, 2019 discussion of replacing several hourly positions with permanent status positions. As cited in the analysis memo (8/15/19), the two hourly Animal Center Clerk positions working 20/hrs weekly would become two .63 FTE Animal Center Assistants at grade 2 of the AFSCME pay plan. The analysis memo noted the possibility of needing a higher-level position to support the new permanent status Assistants. Upon further examination of Division operations and needs, staff determined that the Division should add this position (Animal Center Assistant 11) to provide continuity of services, address growth in operations, and perform necessary, more complex tasks. This resolution will add 1 FTE Animal Center Assistant I I and increase the budgeted Animal Center Assistant position from 1.0 to 1.26 to allow for the potential to hire two .63 FTE Animal Center Assistant positions. The Assistant I I position will be posted and if filled by the current full- time Animal Center Assistant, two .63 FTE Animal Center Assistant positions will be posted. The two current hourly Clerk positions will be replaced with the two .63 Assistant positions. Background /Analysis: The Animal Services Division has experienced an increased operational workload every year for the past three years. Calls for service have increased from 1,315 in 2016 to 1,763 in 2018. Adoptions have increased from 732 cats and dogs in 2016 to 759 cats and dogs in 2018. Licensing has increased from 888 mailed in 2016 to 1,116 mailed in 2018. It is expected that these services will continue to increase on a yearly basis. The Animal Center Assistant (and current hourly Clerks) are responsible for processing these services in addition to assisting with animal care and other operational needs. Adding a full-time Animal Center Assistant I I and allowing for the potential for two .63 FTE Animal Center Assistants would allow for more efficiency in operations and provide increased support. With a slight increase in budgeted hours and staffing consistency, the City will better serve community members visiting the Animal Care and Adoption Center and assist the staff caring for and responding to the animals in the community. ATTACHMENTS: Description Resolution .ter' Prepared by: Denise Brotherton, Police Captain, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5440 Resolution Number 19-244 Resolution amending the budgeted positions in the Animal Services Division of the Police Department and the AFSCME pay plan by adding .26 FTE to the Animal Center Assistant position and adding one full-time Animal Center Assistant II position. Whereas, Resolution No. 19-79 adopted by the City Council on March 12, 2019, authorized budgeted positions in the Animal Services Division of the Police Department for Fiscal Year 2020; and Whereas, Resolution No. 17-14, adopted by the City Council on January 2, 2017 established a classification and compensation plan for AFSCME employees; and Whereas, City Council directed the City Manager to select three hourly positions to be converted to permanent positions; and Whereas, the City Manager determined that the City would be best served by converting the two part-time hourly Animal Services Clerk positions to permanent Animal Center Assistant positions; and Whereas, a 1.0 FTE Animal Center Assistant position was authorized in the FY20 budget prior to the City Council direction; and Whereas, the operational needs of the division would best be served by adding a full-time Animal Center Assistant II position to the FY20 budget, and to the AFSCME pay plan at grade 4, to provide continuity of service and to handle more complex front desk responsibilities. Now Therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: The FY20 budgeted positions in the Animal Services Division of the Police Department be amended by: 1. Increasing the budgeted Animal Center Assistant position from 1.0 to 1.26 FTE to allow for the potential to hire two .63 FTE Animal Center Assistant positions, grade 2. 2. Add one full-time Animal Center Assistant II position, grade 4. The AFSCME pay plan be amended by adding the position Animal Center Assistant II, grade 4. Passed and approved this 1st day of October 2019 Mayor Attest: S_- Cify Clerk App ed by City Attorney's Office �.b It was moved by salih and seconded by adopted, and upon roll call there were: Ayes: F4 Nays: Cole the Resolution be Absent: Cole Mims Salih Taylor Teague Thomas Throgmorton Item Number: 6.c. ®I CITY OF IOWA CITY u► �� COUNCIL ACTION REPORT October 1, 2019 Resolution amending the budgeted positions in the Engineering Division of the Public Works Department and the AFSCME pay plan by adding one full- time Public Works Aide position. Prepared By: Jason Havel, City Engineer Reviewed By: Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: Annual estimated cost increase of $50,614 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: The Engineering Division currently has two hourly Clerical Assistant positions, one of which is occupied and one of which is vacant. After evaluating the priorities and duties of the position, staff has determined one permanent full-time position would best serve the needs of the Division, Public Works Department and the City. Staff is seeking approval to create one full-time Public Works Aide position. Background /Analysis: Recently, the City Council directed the City Manager's Office to convert three positions from temporary to permanent status. One of the positions selected for conversion is the Clerical Assistant position within the Engineering Division. Replacement of the two temporary Clerical Assistant positions ($12.50/hr) with one full-time Public Works Aide position (AFSME pay plan grade 2) will result in an estimated net annual increase of $50,614, based on the current pay plan and benefits. ATTACHMENTS: Description Resolution Prepared by: Jason Havel, City Engineer, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5410 Resolution Number 19-245 Resolution amending the budgeted positions in the Engineering Division of the Public Works Department and the AFSCME pay plan by adding one full-time Public Works Aide position. Whereas, Resolution No. 19-79 adopted by the City Council on March 12, 2019, authorized budgeted positions in the Engineering Division of the Public Works Department for Fiscal Year 2020; and Whereas, Resolution No. 17-14, adopted by the City Council on January 2, 2017 established a classification and compensation plan for AFSCME employees; and Whereas, City Council directed the City Manager to select three hourly positions to be converted to permanent positions; and Whereas, the City Manager determined that the City would be best served by converting the two part-time hourly Clerical Assistant - Engineering positions to one permanent full-time position. Now Therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: The budgeted positions in the Engineering Division of the Public Works Department be amended by adding one full-time Public Works Aide position. The AFSCME pay plan be amended by adding the position Public Works Aide, grade 2. Passed and approved this 1st day of October 2019. �Z Mayor Attest: City Jerk It was moved by salih and seconded by adopted, and upon roll call there were: Ayes: Nays: Apr ved by a 6 City Attorney's Office Cole the Resolution be Absent: Cole Mims Salih Taylor Teague Thomas Throgmorton Item Number: 6.d. �, CITY OF IOWA CITY �'�COUNCIL ACTION REPORT October 1, 2019 Resolution authorizing the procurement of one (1) new Trash Compactor for Landfill Operations. Prepared By: Dan Striegel, Equipment Superintendent Reviewed By: Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: $664,942.00; funds for this purchase are available in Equipment Replacement fund account Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: At the October 1, 2019 City Council meeting, consideration will be given to a resolution authorizing the purchase, for replacement and upgrade, of one (1) Caterpillar Trash Compactor for Landfill Operations. OMNIA Partners cooperative contract #161534-01, which affords a 12% discount off list price, will be utilized for the procurement of the Trash Compactor from Altorfer Cat in Cedar Rapids, IA. Contract price for the machine, 60-month/7,500-hour Premier Extended Warranty, Freight and Prep, and Fire Suppression System is $731,422.00. Current compactor #817 will be traded in toward the purchase at a reasonable trade value of $72,500.00. The transfer of the Trimble GPS Landfill Compaction System from the old machine to the new is also included in the purchase for $6,020. Total purchase price including trade value, setup and delivery to the Landfill is $664,942.00 as per Altorfer quote dated August 12, 2019; and funds are available in the Equipment Replacement fund account. Background /Analysis: The Landfill Division utilizes two trash compactors for daily operations at the Landfill. This new compactor will be replacing the 2010 model year compactor currently in the fleet that has reached its life expectancy and is scheduled for replacement. ATTACHMENTS: Description Resolution Prepared by: Dan Striegel, Equipment Superintendent, 1200 S. Riverside Drive, Iowa City, IA 52246 (319) 356-5197 Resolution No. 19-246 Resolution authorizing the procurement of one (1) new Trash Compactor for Landfill Operations. Whereas, one (1) of the City's Landfill trash compactors is budgeted for replacement in Fiscal Year 2020; and Whereas, OMNIA Partners cooperative contract #161534-01 will be utilized for the purchase of the trash compactor; and Whereas, the total purchase price of the trash compactor with discounts and trade-in is $664,942.00; and Whereas, the amount exceeds the City Manager's spending authority of $150,000.00, thus requiring City Council approval; and Whereas, funds for this purchase are available in account # 81710520; and Whereas, approval of this procurement is in the public interest. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The proposed procurement as described above is approved. 2. The City Manager is authorized to take the steps necessary to make the purchase. Passed and approved this t st day of October 2019. Maor Prov Attest: City Clerk d City Attorney's Office It was moved by Salih and seconded by Cole adopted, and upon roll call there were: AYES: 0.4 NAYS: ABSENT: the Resolution be Cole Mims Salih Taylor Teague Thomas Throgmorton M Item Number: 6.e. ®I CITY OF IOWA CITY u► �� COUNCIL ACTION REPORT October 1, 2019 Resolution authorizing the rental of eight (8) wheel loaders for snow removal operations. Prepared By: Dan Striegel, Equipment Superintendent Reviewed By: Ron Knoche, Public Works Director Fiscal Impact: $150,800.00; funds for this purchase are available in Streets and Parking accounts Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: At the October 1, 2019 City Council meeting, consideration will be given to a resolution authorizing the rental of eight (8) articulating wheel loaders that will be used for snow removal operations during the 2019-2020 winter season; from November 15, 2019 through March 31, 2020 (4.5 months). Request for Bid # 20-209 was solicited for this rental and three bids were received. The bid submitted by Titan Machinery in Center Point, IA is the lowest bid received meeting specifications. Total rental cost per month is $32,800.00; total rental period expense including transportation is $150,800.00. Funds are available in accounts 22710336-449120 ($131,950.00) and 71810120- 449120 ($18,850.00). Background /Analysis: In years past, the Streets Division has rented seven (7) wheel loaders during the winter season for snow removal operations and Parking would use one of these loaders when available to clean up the downtown parking areas. Due to the heavy and frequent snow events last year, there was a shortage of loaders available which hindered operations. This season, Parking will be renting the additional loader. ATTACHMENTS: Description Resolution Prepared by: Dan Striegel, Equipment Superintendent, 1200 S. Riverside Drive, Iowa City, IA 52246 (319) 356-5197 Resolution No. 19-247 Resolution authorizing the rental of eight (8) wheel loaders for snow removal operations. Whereas, eight (8) wheel loaders are budgeted for rental for the 2019-2020 winter season; and Whereas, Request for Bid #20-209 was solicited for the wheel loader rental; and Whereas, the total rental price of the wheel loaders is $150,800.00; and Whereas, the amount exceeds the City Manager's spending authority of $150,000.00, thus requiring City Council approval; and Whereas, funds for this purchase are available in account # 22710336 and 71810120 and Whereas, approval of this procurement is in the public interest. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The proposed procurement as described above is approved. 2. The City Manager is authorized to take the steps necessary to effectuate the rental contract. Passed and approved this i st day of October , 2019. Ma or Attest: City Clerk It was moved by Salih and seconded by adopted, and upon roll call there were: AYES: 014 NAYS: proved 9"aLt'lS City Attorney's Office Cole the Resolution be ABSENT: Cole Mims Salih Taylor Teague Thomas Throgmorton Item Number: 6.f. ®4 CITY OF IOWA CITY u► ��� COUNCIL ACTION REPORT October 1, 2019 Resolution approving, authorizing and directing the Mayor to execute and the City Clerk to attest an agreement by and between the City of Iowa City and MSA Professional Services, Inc., of Baraboo, Wisconsin to provide engineering consultant services for the East Davenport Street Pavement Rehabilitation Project. Prepared By: Ben Clark, Sr. Civil Engineer Reviewed By: Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: $67,400 available in the Annual Pavement Rehabilitation fund #S3824 and the Annual Storm Water Improvements fund #M3631 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Agreement Executive Summary: This agenda item approves the consultant agreement for the design, bidding and construction phase services for the East Davenport Street Pavement Rehabilitation Project. Background /Analysis: The 1400 block of East Davenport Street serves a residential area west of Hickory Hill Park. Steep slopes and unstable subgrade soils have resulted in pavement settlement, undermining the surface and causing the periodic formation of sink holes. The street will need to be completely rebuilt and will include subgrade treatment, drainable subbase and additional storm sewer. Sidewalks and curb ramps will be upgraded to make them ADA compliant. ' 872+.^• 1 [�hYl hiP{Da[ 91 - ai- _ r '64 _ . �.e�r�- �'� ave• - - �—.= ATTACHMENTS: Description Resolution Agreement Prepared by: Ben Clark, PE, Senior Civil Engineer, Public Works, 410 E. Washington St., Iowa City, IA 52240; (319) 356-5436 Resolution No. 19-248 Resolution approving, authorizing and directing the Mayor to execute and the City Clerk to attest an agreement by and between the City of Iowa City and MSA Professional Services, Inc., of Baraboo, Wisconsin to provide engineering consultant services for the East Davenport Street Pavement Rehabilitation Project Whereas, the City of Iowa City desires to rehabilitate street pavement in the 1400 block of East Davenport Street; and Whereas, the City desires the services of a qualified firm to provide preliminary design, final design, bidding and construction services for the East Davenport Street Pavement Rehabilitation Project; and Whereas, the City issued a request for qualifications (RFQ) to private engineering firms interested in performing the design of this project; and Whereas, submittals were received from consulting firms and evaluated by a selection committee; and Whereas, MSA Professional Services, Inc. was selected based on qualifications and project specific criteria such as project approach, regulatory process experience, key personnel, schedule and price; and Whereas, it is in the public interest to enter into said Consultant Agreement with MSA Professional Services, Inc. for a not -to -exceed fee of $67,400; and Whereas, funds for this project are available in the Pavement Rehabilitation fund #S3824; and Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The Consultant's Agreement attached hereto is in the public interest, and is approved as to form and content. 2. The Mayor and City Clerk are hereby authorized and directed to execute the attached Consultant's Agreement. 3. The City Manager is authorized to execute amendments to this contract as they may become necessary. Passed and approved this 1st day of October , 2019 L/ M Wor roved Attest: �� / �• 9-2L �1S City Cilerk City Attorney's Office Resolution No. 19-248 Page 2 It was moved by salih and seconded by Cole the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: Cole Mims Salih Taylor Teague Thomas Throgmorton Consultant Agreement This Agreement, made and entered into this 1st day of October 2019 , by and between the City of Iowa City, a municipal corporation, hereinafter referred to as the City and MSA Professional Services, Inc., of Baraboo, Wisconsin, hereinafter referred to as the Consultant. WHEREAS, the City desires the services of a qualified firm to provide Preliminary Design, Final Design, Bidding and Construction Services for the East Davenport Street Pavement Rehabilitation Project; and WHEREAS, the City issued a request for qualifications (RFQ) to private engineering firms interested in performing the design of this project; and WHEREAS. Submittals were received from consulting firms and evaluated by a selection committee; and WHEREAS, MSA Professional Services, Inc. was selected based on qualifications and project specific criteria such as project approach, regulatory process experience, key personnel, schedule and price; and WHERAS, funds are available in the Pavement Rehabilitation fund, S3824 Now therefore, it is agreed by and between the parties hereto that the City does now contract with the Consultant to provide services as set forth herein. I. Scope of Services Consultant agrees to perform the following services for the City, and to do so in a timely and satisfactory manner. 1. Project Administration Consultant will provide professional engineering guidance, direction and management of the project design and construction plan development. This includes: a) Coordinate internal staff to assure compliance with the City's intent b) Perform internal QA/QC reviews on design, plans and cost estimates to ensure compliance with the City's intent c) Prepare and submit invoices monthly; payable within 30 days of receipt if services performed are acceptable to City in accordance to the City's standard payment terms. 2. Meetings Consultant will attend the following meetings: a) One (1) kickoff meeting at City Hall; b) Three (3) plan review meetings at City Hall to discuss City staff comments on the 30%, 60%, and 90% plans and estimates; c) One (1) public information meeting; Consultant will provide the public a summary of the project during an open house meeting. Full size color exhibits will be prepared by the Consultant and displayed at the meeting for discussion. -z- 3. Field Investigations, Topographic and Boundary Survey Consultant survey crew will conduct field investigations and visual reconnaissance as necessary to develop an understanding of site-specific issues and to develop base documentation for use in preparation of construction plans. a) Consultant will perform topographic and boundary survey of the project site. Consultant will establish horizontal and vertical control by State Plane Coordinates (NAD83/Iowa South) and sea level elevations (NAVD88) for the project area. Topographic surveys are anticipated to be limited to those areas requiring detailed elevation information for proper construction. If they exist, the City will provide the Consultant with the City of Iowa City Vertical and Horizontal Control information (benchmarks) for use on the project prior to the survey commencing. b) Consultant will determine the location of utilities within the existing right- of-way for the project. Underground utilities will be incorporated into the project through Iowa ONE CALL design locate, map requests to the utility companies and survey and will be drawn into the design file. 4. Easement Preparations Prepare, develop and file temporary easement documents in relation to project, certified by licensed Land Surveyor. Five (5) temporary easement(s) have been assumed to be included. 5. Preliminary Design Phases (Through 60% Plans) Consultant will develop project designs, plans, and cost estimates to the City for review at approximately 30% and 60% completion. SUDAS design criteria and plan sheet configuration will be used in addition to Iowa City Supplemental Specifications. a) Terracon to perform subsurface investigations to qualify in-situ soil conditions. This will include recommendations for subgrade preparations and pavement design for 50 -year pavement life. Due to the nature of the settlement of the concrete panels, there is concern by Terracon staff of the potential for voids. Therefore, Ground Penetrating Radar is proposed to aid in identifying and quantifying areas for additional suitable material. b) Perform Drainage evaluation, in conformance with City's intent to address differential settlement of existing PCC panels. Including evaluating: I. Subdrain locations II. Storm intake locations and capacity c) Sidewalk and curb ramps, design d) Driveway tie-in design e) PCC pavement and subsurface design f) Prepare title sheet (A sheets) g) Prepare typical section sheet (B sheets) h) Develop Preliminary Design Phase opinion of probable cost and construction items (C sheets) i) Prepare roadway plan and profile sheets (D sheets) j) Preliminary phasing and traffic control sheets (J sheets) k) Prepare sidewalk sheets layouts and tabulation blocks (S sheets) 1) Prepare roadway cross sections (W sheets) m) Preliminary design phase (30% & 60% complete) plan sets to the City for review and comment -3- 6. Final Design Phase (From 60% to 100% plans) Consultant will incorporate City comments received during preliminary design as well as feasible comments received during the Public Information meeting. a) Prepare plan quantities, tabulations and estimate reference information (C sheets) b) Prepare roadway plan and profile sheets (D sheets) c) Develop detailed phasing and traffic control plans (J sheets) d) Prepare sidewalk layout plans and tabulation sheets (S sheets) e) Prepare roadway cross sections (W sheets) f) Prepare erosion control plan. g) Prepare Plans and Specifications, including City provided standard front end documents h) Refine opinion of probable cost for check plan phase I) Provide a check plan set (90% Complete) to the City for review and comment j) Meet with City to review Check Plan Phase drawings and incorporate comments k) Refine Opinion of Probable Cost Based upon Completed Plans and Specifications 1) Provide a Final (100% complete) plan set to the City for advertisement m) Provide City with final PDF of final plans and specifications Utility Coordination Consultant will coordinate with all utility companies identified through the Iowa ONE CALL. As conflicts with existing utilities are identified during preliminary design, the Consultant will coordinate with the affected utility to identify relocation requirements. We anticipate one (1) utility field view on-site with impacted utilities. It is anticipated that no impacts or planned improvements will be made to the existing water and sanitary sewer system other than valve adjustments and manhole adjustments. 6. SHPO Coordination Rose Hill, located at 1415 East Davenport Street, is listed on the National Register of Historic Places. The registration form indicates the stone landscape wall along the sidewalk is likely constructed from stones that made up the foundation for the original barn. Consultant will coordinate with the State Historic Preservation Officer and document requirements, if any, necessary to preserve and protect the stone wall. Any requirements will be identified in the project plans and specifications. 9. Public Meetings and Coordination Consultant will facilitate an open house meeting to present the project details to residents along the project corridor. This will typically take place at a nearby school or public facility. Consultant staff will meet on-site to discuss project details one -on -ane with residents. Work under this task will involve preparations for the Public Information Meeting including full-size color exhibit development, and meeting minutes. 10. Bidding Phase Services Consultant will provide the City with bidding assistance to include the following items: a) Provide a complete set of bidding documents. Consultant will use the City's front end documents to complete the project manual and specifications. b) Respond to Contractor questions during bidding process c) Prepare design clarifications and Addenda d) Tabulate Bids and distribute to City e) Assist the City in evaluating bidders and make a recommendation for award KIM 11. Construction Period Services Consultant will assist the City throughout construction of this project. This will include the following: a) Attend pre -construction meeting. The City will send invitations to the pre - construction meeting to appropriate city staff, the Consultant, the contractor, utility companies, and other appropriate stakeholders. Consultant will attend meeting, provide sign -in sheet for attendees, take notes, and provide draft pre -construction meeting minutes for review by the City. The City will send out the approved meeting minutes to the attendees. b) Attend progress meetings. The Consultant will attend 6 progress meetings held periodically throughout construction. Agendas, notes and meeting minutes will be prepared by the Consultant. c) Shop Drawing Reviews. The Consultant will log receipt of all shop drawings, review, provide comments, and approve all shop drawings submitted by the Contractor as required by the project specifications. This includes review of contractor designed retaining wall, if a retaining wall is specified in the project documents. d) Provide answers to RFIs and issue ITCs, as appropriate. e) On-site visits during key construction activities. The Consultant will conduct 6 on- site visits throughout the project during key construction activities and to address situations encountered due to unforeseen circumstances. A memo summarizing work observed will be prepared. If issues, conflicts or other situations due to unforeseen circumstances necessitate the site visit, a memo will be prepared and submitted to the City identifying any issues encountered and recommended solutions and/or action taken. f) Review contractor pay applications. The Consultant will review pay applications received from the Contractor. If needed, the Consultant will request supporting documentation from the Contractor to confirm work performed and quantity calculations according to the method of payment specified in the project specifications. Pay applications confirmed by the Consultant will be submitted to the City for payment consideration by the City Council. g) Conduct pre -final and final project walkthrough. At about the 90% completion stage of the project, the Consultant will conduct a project walkthrough with City staff and the Contractor. The purpose of this walkthrough is to identify remaining work items to be completed by the Contractor. A summary of work yet to be completed will be developed by the Consultant and provided to the City and the Contractor. Upon substantial completion of the work specified in the contract documents, the Consultant will conduct a final walkthrough of the project and develop a final punchlist of items not completed and not in compliance with the project plans and specifications. The Contractor will notify the Consultant upon completion of the punchlist items. The Consultant will field verify all items have been completed to the satisfaction of the Engineer. A notice of Final Completion will be submitted to the City for acceptance by the City Council and release of all retainage to the Contractor. The Consultant assumes 3 site visits for this task. Additional Services: The following items are not included in the Scope of Services, but may be performed upon City request and upon execution of an amendment to this agreement prior to performance: 1. Additional Meetings Attendance at any such meetings that are not specially addressed above shall be considered above and beyond the scope of services as identified herein. IV. -5- 2. Full -Time Resident Project Representative (RPR) Only 6 site visits during key construction activities are included. The scope of services is not to provide full-time RPR. 3. Environmental, wetland or archeological investigations and analysis Other than coordination with the SHPO, the consultant will not be providing other environmental, wetland, or archeological investigations and analysis. 4. Agency Permitting As replacement of the water main or sanitary sewer is not included in this project, any permitting is also not included. If work to these utilities are added to the scope of this project, appropriate permitting will also be added. It is not anticipated that the earth disturbance for this project will be greater than 1.0 acres. Therefore, preparation of NPDES General Permit #2 is not included in the scope of services. Time of Completion The Consultant shall complete the following phases of the Project in accordance with the schedule shown. This schedule assumes a two (2) week turnaround of city comments to the Consultant. Oct 1, 2019 Oct 2, 2019 Oct 26, 2019 Dec 6, 2019 Dec 10, 2019 Jan 13, 2020 Feb 14, 2020 Spring 2020 Summer 2020 Compensation for Services Contract Approved by City Council Begin Survey and Preliminary Design Submit 30% plans to City staff Submit 60% Plans to City staff Facilitate Project Open House Meeting Submit 90% plans to City staff Submit Bidding Documents to City Staff Bid Letting Construction The Scope of Services above will be paid to the Consultant on an hourly rate basis not to exceed $67,400 including all labor and expenses; broken down as follows: $43,876 Design (Scope Tasks 1-10) $6,200 Subsurface investigations (Terracon) $17,324 Construction Services (Task 11) General Terms A. The Consultant shall not commit any of the following employment practices and agrees to prohibit the following practices in any subcontracts. To discharge or refuse to hire any individual because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. 2. To discriminate against any individual in terms, conditions, or privileges of employment because of their race, color, religion, sex, national origin, disability, age, marital status, gender identity, or sexual orientation. m B. Should the City terminate this Agreement, the Consultant shall be paid for all work and services performed up to the time of termination. However, such sums shall not be greater than the "not -to -exceed" amount listed in Section III. The City may terminate this Agreement upon seven (7) calendar days' written notice to the Consultant. C. This Agreement shall be binding upon the successors and assigns of the parties hereto, provided that no assignment shall be without the written consent of all Parties to said Agreement. D. It is understood and agreed that the retention of the Consultant by the City for the purpose of the Project shall be as an independent contractor and shall be exclusive, but the Consultant shall have the right to employ such assistance as may be required for the performance of the Project. E. It is agreed by the City that all records and files pertaining to information needed by the Consultant for the project shall be available by said City upon reasonable request to the Consultant. The City agrees to furnish all reasonable assistance in the use of these records and files. It is further agreed that no Party to this Agreement shall perform contrary to any state, federal, or local law or any of the ordinances of the City of Iowa City, Iowa. G. At the request of the City, the Consultant shall attend meetings of the City Council relative to the work set forth in this Agreement. Any requests made by the City shall be given with reasonable notice to the Consultant to assure attendance. H. The Consultant agrees to furnish, upon termination of this Agreement and upon demand by the City, copies of all basic notes and sketches, charts, computations, and any other data prepared or obtained by the Consultant pursuant to this Agreement without cost, and without restrictions or limitation as to the use relative to specific projects covered under this Agreement. In such event, the Consultant shall not be liable for the City's use of such documents on other projects. The Consultant agrees to furnish all reports, specifications, and drawings, with the seal of a professional engineer affixed thereto or such seal as required by Iowa law. J. The City agrees to tender the Consultant all fees in a timely manner, excepting, however, that failure of the Consultant to satisfactorily perform in accordance with this Agreement shall constitute grounds for the City to withhold payment of the amount sufficient to properly complete the Project in accordance with this Agreement. K. Should any section of this Agreement be found invalid, it is agreed that the remaining portion shall be deemed severable from the invalid portion and continue in full force and effect. L. Original contract drawings shall become the property of the City. The Consultant shall be allowed to keep reproducible copies for the Consultant's own filing use. The Consultant shall not be liable for the City's use of such documents on other projects. -7- M. Fees paid for securing approval of authorities having jurisdiction over the Project will be paid by the City. N. Upon signing this Agreement, Consultant acknowledges that Section 362.5 of the Iowa Code prohibits a City officer or employee from having an interest in a contract with the City, and certifies that no employee or officer of the City, which includes members of the City Council and City boards and cor%missions, has an interest, either direct or indirect, in this Agreement, that does not fall within the exceptions to said statutory provision enumerated in Section 362.5. O. Indemnification. To the full extent permitted by law, Consultant agrees to defend, indemnify, and hold harmless the City against any and all claims, demands, suits, loss, expenses, including attorney's fees, and for any damages which may be asserted, claimed or recovered against or from the City by reason of personal injury, including bodily injury or death, and property damages, including loss of use thereof, caused by Consultant's negligent acts, errors or omissions in performing the work and/or services provided by Consultant to the City pursuant to the provisions of this Agreement. 2. Consultant assumes full responsibility for any and all damage or injuries which may result to any person or property by reason of Consultant's negligent acts, errors or omissions in connection with the work and/or services provided by Consultant to the City pursuant to this Agreement, and agrees to pay the City for all damages caused to the City's premises resulting from the negligent acts, errors or omissions of Consultant. 3. The Consultant's obligation to indemnify the City shall not include the obligation to indemnify, hold harmless, or defend the City against lability, claims, damages, losses, or expenses, including attorney fees, to the extent caused by or resulting from the negligent act, error, or omission of the City. 4. For purposes of this paragraph, the term "Consultant" means and includes the Consultant, its officers, agents, employees, sub -consultants, and others for whom Consultant is legally liable, and the term "City" means and includes the City of Iowa City, Iowa its Mayor, City Council members, employees, and volunteers. P. Insurance The Consultant agrees at all times material to this Agreement to have and maintain professional liability insurance covering the Consultant's liability for the Consultant's negligent acts, errors and omissions in the sum of $1,000,000 Per Claim, $1,000,000 Annual Aggregate, or a $1,000,000 Combined Single Limit. To the fullest extent permitted by applicable state law, a Waiver of Subrogation Clause (endorsement) shall be added. 2. Consultant agrees to provide the City a certificate of insurance evidencing that all coverages, limits and endorsements required herein are maintained and in full force and effect, and certificates of Insurance shall provide a ME minimum thirty (30) day endeavor to notify, when available by Consultant's insurer. If the Consultant receives a non -renewal or cancellation notice from an insurance carrier affording coverage required herein, or receives notice that coverage no longer complies with the insurance requirements herein, Consultant agrees to notify the City within five (5) business days with a copy of the non -renewal or cancellation notice. Q. Standard of Care. The Consultant shall perform services for, and furnish deliverables to, the City pertaining to the Project as set forth in this Agreement. The Consultant shall possess a degree of learning, care and skill ordinarily possessed by reputable professionals, practicing in this area under similar circumstances The Consultant shall use reasonable diligence and professional judgment in the exercise of skill and application of learning. 2. Consultant represents that the Services and all its components shall be free of defects caused by negligence; shall be performed in a manner consistent with the standard of care of other professional service providers in a similar Industry and application; shall conform to the requirements of this Agreement; and shall be sufficient and suitable for the purposes expressed in this Agreement. 3. All provisions of this Agreement shall be reconciled in accordance with the generally accepted standards of the Engineering Profession. 4. Consultant's obligations under this Section shall exist without regard to, and shall not be construed to be waived by, the availability or unavailability of any insurance, either of City or Consultant. R. There are no other considerations or monies contingent upon or resulting from the execution of this Agreement, it is the entire Agreement, and no other monies or considerations have been solicited. S. This Agreement shall be interpreted and enforced in accordance with the laws of the State of Iowa. Any legal proceeding instituted with respect to this Agreement shall be brought in a court of competent jurisdiction in Johnson County, Iowa. The parties hereto hereby submit to personal jurisdiction therein and irrevocably waive any objection as to venue therein, including any argument that such proceeding has been brought in an inconvenient forum. For the City' By: Title: Mayor Date: 10/01/2019 Attest: Approved by: 9-atd-li City Attomeys Office Date Item Number: 6.g. ®4 CITY OF IOWA CITY u► �� COUNCIL ACTION REPORT October 1, 2019 Resolution accepting the work for the 2018 Roof Improvements — Water Treatment Plant & Water Distribution Facility Project. Prepared By: Jonathan Durst, Asst. Water Superintendent Reviewed By: Kevin Slutts, Water Superintendent Scott Sovers, Asst. City Engineer Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: None Recommendations: Staff: Approval Commission: N/A Attachments: Engineer's Report Resolution Executive Summary: This project generally involved the replacement of the roof membrane on portions of the Water Treatment Plant and coating the roof of the Water Distribution Facility. Work on the project was completed by Advanced Builders Corporation of Cedar Rapids, Iowa, in substantial accordance with the plans and specifications. The Engineer's Report and Performance and Payment bonds are on file with the City Clerk. • Project Estimated Cost: $ 560,000.00 • Project Bid Received: $ 460,000.00 • Project Actual Cost: $ 472,480.00 Background /Analysis: ATTACHMENTS: Description Engineer's Report Resolution ENGINEER'S REPORT September 24, 2019 City Clerk Iowa City, Iowa litCITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240 - 1826 (319) 356 - 5000 (319) 356 - 5009 FAX www.i.cgov.org Re: 2018 Roof Improvements — Water Treatment Plant & Water Distribution Facility Project Dear City Clerk: I hereby certify that the construction of 2018 Roof Improvements — Water Treatment Plant & Water Distribution Facility Project has been completed by Advanced Builders Corp. of Cedar Rapids, Iowa in substantial accordance with the plans and specifications prepared by Benchmark, Inc. of Cedar Rapids, Iowa. The project was bid as a unit price contract and the final contract price is $ 472,480.00. There were three (3) change or extra work orders for the project as described below: 1. Sheet metal backing over parapet wall recesses $ 1,500.00 2. Replacement of damaged tapered insulation $ 11,900.00 3. Extra roof stone ballast $ 1,800.00 TOTAL $ 15,200.00 I recommend that the above -referenced improvements be accepted by the City of Iowa City. Sincerely, ason Havel, P.E. City Engineer Prepared by: Jonathan Durst — Asst. Water Super., Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5169 Resolution No. 19-249 Resolution accepting the work for the 2018 Roof Improvements — Water Treatment Plant & Water Distribution Facility Project Whereas, the Water Division has recommended that the work for construction of the 2018 Roof Improvements — Water Treatment Plant & Water Distribution Facility Project, as included in a contract between the City of Iowa City and Advanced Builders Corporation of Cedar Rapids, IA, dated March 6, 2018, be accepted; and Whereas, the Engineer's Report and the performance and payment bond have been filed in the City Clerk's office; and Whereas, funds for this project are available in the Water Distribution Building Repairs account #W3309 and Water Plant Roof Replacement account #W3310; and Whereas, the final contract price is $472,480.00. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa. Passed and approved this 1st day of October _,2019 M or 1000, Approved by Attest: L 9je_i� City Clerk City Attorney's Office It was moved by salih and seconded by adopted, and upon roll call there were: Ayes: i7 Nays: Cole the Resolution be Absent: Cole Mims Salih Taylor Teague Thomas Throgmorton Item Number: 7.a. +r p- W�rm�M CITY O� IOWA CITY www.icgov.org October 1, 2019 Motion setting a public hearing for October 15, 2019 on an ordinance amending Title 14, entitled "Zoning Code," Chapter 6, entitled "Airport Zoning," to update the airport zoning requirements due to the new Airport Layout Plan, changes in FAA regulations, and the closing of north/south runway. ATTACHMENTS: Description staff report draft minutes 9-6-19 Staff Report To: City Council Prepared by: Michael Tharp, Airport Operations Specialist Date: 9/24/19 GENERAL INFORMATION: Applicant: Airport Zoning Commission Property Owner: City of Iowa City Requested Action: Approval of Airport Zoning Code changes (Section 14-6) Purpose: Exercise, to the fullest extent possible, the powers granted to municipalities under the Code of Iowa and to codify existing regulations of the Federal Aviation Administration relating to land uses incompatible with or constituting a hazard to aviation at the Iowa City municipal airport. Location: Iowa City Municipal Airport and surrounding properties within the overlay zones Location Map: Backaround Information: The Airport Commission and City accept a number of grant assurances related to managing and operating the Iowa City Municipal Airport each time a federal or state grant is accepted to assist with funding of improvement projects at the airport. These grant assurances include operating the airport consistent with federal and state regulations; maintaining clear approaches to the runway; and regulating the land use around the airport in order to prevent future hazards or obstructions from being created. The Airport Zoning Code is found in Section 14-6 of the City Code and consists of both text and overlay maps designed to protect the airspace over the airport and surrounding properties. Current: The Federal Aviation Administration (FAA) approves airport layout plans which reflect future operations planning by airport sponsors. The current airport zoning code references the airport layout plan that was created as part of the 1996 Master Plan and was updated in 2002 to reflect changes to the airport at that time. In 2016, the Iowa City Airport Commission completed a new airport layout plan as part of a Master Plan update process necessitating an update to the airport zoning code. The recommended updates to the airport zoning code, which are summarized below, are based on the new airport layout plan, changes in the FAA regulations, and closure of the north/south runway to the airport layout plan and include: Update changes to each of the 14 CFR Part 77 airspace dimensions (meaning all the various overlay zones, such as the runway protection zone) to match current airport zone requirements. These changes Bring more of the approach zone, and all of the runway protection zone, over City -owned property. The approach zone is the overlay zone meant to provide a safe transition from flight to landing for aircraft. The runway protection zone is an inner section of the approach zone area meant to enhance the protections of people and property on the ground in the event of an aircraft accident occurring beyond the runway end. The FAA desires that airport operators control this area of property through ownership. This change also results in a higher zone elevation over the properties being impacted, meaning that buildings can be constructed at greater heights. Update the references to Runway 18/36 (aka, the north/south runway) which has been decommissioned and is no longer in use as a runway. Updates the FAA Notice of Proposed Construction or Alteration requirements to match current rules and submission requirements for projects that might exceed one of the Part 77 airspace zones. This is a part of the building permit process (and often referred to as an "airspace study") and is used to submit information to the FAA for review to establish whether a proposed project is an obstruction or hazard to airspace, aircraft operations or to the airport. Updates the penalty section to reference Title 1, Chapter 4 of the City Code In 2018, the Airport Commission entered into a contract with a consultant, SEH Inc., to draft proposed changes to Section 14-6 of the City Code. The proposed ordinance includes text changes and revised maps depicting the various overlay zones as explained above, which have been reviewed by NDS staff. Under state law (Chapter 329 of the Iowa Code), amending an airport zoning ordinance must begin with the Airport Zoning Commission, not the City Planning and Zoning Commission. The Airport Zoning Commission consists of two members appointed by the City Council and two appointed by the Board of Supervisors. Those four selected a chair as required by state law. The Airport Zoning Commission met on September 6, 2019 to discuss the proposed changes to the airport zoning code. They recommended to adopt the proposed changes on a 5-0 vote. Airport Zoning Commission September 6, 2019 Page 1 MINUTES Draft IOWA CITY AIRPORT ZONING COMMISSION SEPTEMBER 6, 2019 —11:30 A.M. AIRPORT TERMINAL BUILDING Members Present: Mike Parker, Chris Ogren, Dennis Keitei, Royceann Porter, Randy Hartwig Members Absent: Staff Present: Michael Tharp, Sue Dulek Others Present: Melissa Underwood RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): Recommend adopting changes to Sections 14-6-1 to 14-6-19 (Airport Zoning Code) CALL TO ORDER: Hartwig called the meeting to order at 11:36 A.M. PUBLIC DISCUSSION: None. ITEMS FOR DISCUSSION/ACTION: a. Approval of Minutes: 08-14-2019: Hartwig asked for approval of the minutes. Parker moved to approve the minutes, seconded by Ogren. Motion carried 4-0 (Porter absent). b. Review of proposed code channes to Sections 146-1 to 14-6-19 (Airport Zoning Code): Tharp gave a quick history on the code changes stating that these changes were brought about by the Airport Commission's update to the Airport Master Plan in 2016. Tharp noted that as part of the master plan changes to the runway design category and projects related to obstruction mitigation were recommended and ultimately approved by the Airport Commission and accepted by the FAA. He then introduced Melissa Underwood of SEH, Inc. Underwood presented the changes in the zoning code to the Commission members. Underwood described the changes to that were happening via the Airport Master Plan which were the relocation of the Runway 25 displaced threshold closer to Riverside Drive; the relocation of the Runway 12 threshold further to the south to decrease the approach zone impacts to the neighborhood northwest of the airport, and the addition of pavement on the Runway 30 end to compensate for the loss of runway by relocated the 12 threshold. Underwood also stated the proposal included changes to remove the language protected the old 18136 runway that was Airport Zoning Commission September 6, 2019 Page 2 decommissioned and is no longer used as an active runway. Keitel asked about existing obstructions and if property owners were aware. Tharp noted that the current code places the responsibility on the property owners to prevent things from being built or grown into the approach paths and that there were roughly 30 obstructions on each end of the 12130 runway. Tharp stated that they are currently working with property owners and the FAA on a program which the Airport would remove the obstruction trees without cost to the property owners. Underwood also stated that the penalty sections was revised so that it met with current city enforcement as well as updating the section regarding airspace studies to match the current FAA requirements. Parker asked about the 7125 runway and its obstructions. Tharp noted that this runway had previously went through an obstruction mitigation project during the time it was lengthened. Keltel asked about the change in classification to the runway. Underwood responded by stating that the "C" aircraft classification shows aircraft that are faster on approach as compared to be "B" aircraft. She stated the FAA uses 500 operations by an aircraft category to provide design dimensions for the runway. Underwood stated that changing the classification doesn't change who's able to use the runway. Keitel asked how long these changes would be in effect for, Underwood responded that the life of the master plan. Porter asked what was required from the board. Tharp stated they need a recommendation to approve the changes from the Commission. This would send the code changes to the City Council. Hartwig asked if there was further discussion, hearing none, asked for a motion to recommend approval of the changes. c. Consider a motion to recommend to City Council to adopt Airport Zoning Code changes: Keitel moved, Seconded by Parker. Motion carried 5-0 ADJOURN: Ogren motioned to adjourn, seconded by Keltel. Motion Carried 5-0; Meeting adjourned at 12:08 P.M. CHAIRPERSON DATE Item Number: 12. ®I CITY OF IOWA CITY u► �� COUNCIL ACTION REPORT October 1, 2019 Resolution approving a purchase agreement for a duplex property located at 2129 Taylor Drive for the South District Home Investment Partnership Program. Prepared By: Erika Kubly, Neighborhood Services Coordinator Reviewed By: Tracy Hightshoe, Neighborhood & Development Services Director Fiscal Impact: Up to $60,000 will be invested in each unit, consisting of up to $25,000 in federal HOME funds and $35,000 in local funds for down payment assistance, rehabilitation and any associated costs. Recommendations: Staff: Approval Commission: N/A Attachments: Program Outline Energy Efficiency Guidelines Resolution Executive Summary: Staff has negotiated a purchase agreement contingent on Council approval to acquire a duplex property at 2129 Taylor Drive for approximately $130,000 as part of the South District Home Investment Partnership Program. Background /Analysis: The City proposes to purchase 2129 Taylor Drive as part of the South District Home Investment Partnership Program. The project for FY19 included funding for two duplexes. The first duplex at 1232 Sandusky was purchased this summer and rehabilitation is currently underway. The purchase of the Taylor Drive duplex will be the second purchase and will represent the 3rd and 4th homes in the program. The property was built in 1976 and is located on Taylor Drive between Tracy Lane and Sandusky Drive. Each unit has two bedrooms and one bathroom with a walkout basement. The scope of the rehabilitation will be determined after purchase and will incorporate energy efficiency improvements in accordance with the attached Housing Rehab energy efficiency guidelines. Once completed, the units will be sold to income -qualified homebuyers per the South District program guidelines. Buyers will receive homeownership education and down payment assistance in accordance with the HOME program. The purchase of this home meets Council's original goals and the program property requirements as described in the attached program outline. The sales price will create affordable homeownership opportunities in the neighborhood. No tenants will be displaced due to property acquisition. The owner lives in one unit and desires to sell and the adjoining unit is vacant. Staff recommends approval of the acquisition. The purchase agreement is subject to Council's approval. If approved, upon purchase the City will begin necessary renovations and will market the availability of the homes to the neighborhood. ATTACHMENTS: Description Program Outline Energy efficiency guidelines Resolution South District Home Investment Partnership Program - 2019 Program Summary: Purchase two duplexes in the South District project area (map below) with a focus on Taylor Drive and Davis Street, rehabilitate the units, and sell to four low-income homebuyers. The program would function like the UniverCity program with added benefits - affordable sales prices, downpayment assistance, financial counseling and home maintenance classes. Program Goals: 1. Preserve the unique character of the neighborhood. 2. Re-establish a balance of rental and owner - occupied homes. 3. Encourage reinvestment in this neighborhood. 4. Ensure neighborhood is a safe, affordable and attractive to place to live and work for both renters and homeowners. 5. Provide affordable homeownership opportunities for low income residents. Budget: $240,000 for four units. $100,000 in HOME funds (must be used for a HOME eligible activity) and $140,000 in City general funds. Up to $60,000 will be spent per unit including rehab costs and downpayment assistance. Property Requirements: 1. Properties must be located in the South District project area, with a focus on Taylor Drive and Davis Street. 2. The purchase of property for the program must not result in involuntary displacement of any residents. 3. Properties must be in a condition that can be addressed by the rehabilitation budget. 4. Properties must be a layout that can be separated for fire and utilities (side-by-side units). Homebuyer Guidelines: 1. Buyers must be under 80% of the Area Median Income per HOME guidelines. 2. Buyers must participate in free homebuyer education classes. 3. Downpayment assistance will be provided based on need and HOME underwriting standards. 4. Preference for purchasing units shall be: a. Any existing/former tenants of the selected properties b. Taylor Drive and Davis Street residents c. Residents of the broader South District project area and ICHA Family Self -Sufficiency (FSS) participants 5. Homebuying opportunities will be marketed to residents of the project area and FSS participants. CITY OF IOWA CITY HOUSING REHAB City of Iowa City Housing Rehabilitation Energy Efficiency & Sustainability Guidelines Goals 1. Reduce greenhouse gas emissions and other environmental impacts. 2. Reduce energy costs to increase affordability for residents. 3. Improve indoor air quality. Sustainability Priorities in Housing Rehabilitation Projects: The following guidelines are used for city -assisted housing rehabilitation projects. The applicability of each item depends on a project's scope and budget. 1. Purchase energy efficient equipment and appliances a. Any appliances purchased will be Energy Star rated b. Electric stoves will be given preference over gas stoves c. Supply LED light bulbs. 2. Seal and insulate efficiently a. Seal air leaks through the home to stop drafts b. Add insulation to block heat loss in winter and heat gain in summer i. Add attic insulation (R-49) ii. If the drywall is being removed for the project, use closed cell spray foam in walls (R-20) c. Install Energy Star rated windows if replacing windows to mitigate unwanted air exchange d. New doors as needed to increase efficiency 3. Heat and cool efficiently a. If replacing HVAC units, purchase equipment that is Energy Star rated and "right -sized" for the home i. Furnace— 95% efficient or higher ii. Air conditioner: Minimum 15 SEER (threshold to get rebate) iii. Water heater: .67 EF and Energy Star qualified (natural gas) b. Educate homeowners about HVAC equipment maintenance and changing air filters regularly c. Install a programmable thermostat d. Seal heating and cooling ducts 4. Landscaping a. Work with Green Iowa AmeriCorps to identify appropriate areas for tree cover b. Work with Parks & Recreation staff to identify appropriate plant palette for the property c. Complete grading for stormwater management as needed 5. Other environmental considerations a. Use Low/No VOC paints, primers, adhesives & sealants b. When replacing flooring, install environmentally preferable flooring that is durable, long-lasting, made of recycled or renewable materials, and does not add toxins to the air inside the home c. Prevent mold with property ventilation of high -moisture areas d. Test for radon and install mitigation system if levels are high Current Efforts through Neighborhood Services 1. Energy efficiency program: From September 1 to March 1 each year, Iowa City homeowners can apply for a loan to increase their home's energy efficiency. Eligible projects include replacing or upgrading heating systems, insulating and weatherproofing, and window replacement. 2. Healthy Homes program: Grant funding for home repairs to address asthma triggers and indoor air quality. Up to $7,500 available to rental and owner -occupied households with children under 18 with asthma. The program incorporates education to self -manage asthma and maintain and healthy home. 3. Energy audits: All housing rehabilitation projects must complete a free home energy audit prior to funding approval. The audit will measure the level of air coming into a home and perform basic weatherization, if necessary, to reduce air leaks. They also check insulation, gas lines, water heater, sink and shower aerators, and more to make sure everything is energy efficient and running safely. During the audit participant will receive 8 LED light bulbs, low flow aerators in kitchen and bathrooms, pipe insulation for water heater, taping of ducts in basement, and possibly extra weatherization based on a blower door test. 4. Radon testing & mitigation: The City completes radon testing and mitigation, if necessary, for UniverCity and South District Partnership homes. The City will begin providing grant funding for radon testing and mitigation in rental properties participating in the rental rehabilitation program. 5. Homeowner education opportunities: Homeowners or prospective homeowners can participate in free home maintenance and energy efficiency classes through the Iowa Valley Habitat for Humanity. ,Z, Prepared by: Susan Dulek, Asst. City Attorney, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5030 RESOLUTION NO. 19-250 Resolution approving a purchase agreement for a duplex property located at 2129 Taylor Drive for the South District Home Investment Partnership Program. Whereas, staff has negotiated a purchase agreement with the owner of 2129 Taylor Drive for $125,000, plus some additional closing costs, contingent on City Council approval and contingent on the owner's mortgage holder approving a short sale; Whereas, the owner, who lives in one unit, wishes to sell and move; Whereas, the other unit has been vacant for several months; Whereas, the City should acquire the property as part of the South District Home Investment Partnership Program; and Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that Upon the direction of the City Attorney, the City Manager is authorized to execute all documents necessary to purchase the property in accordance with the purchase agreement for rehabilitation and sale to income -eligible buyers. Passed and approved this 1st day of October , 2019. M ori ��U Q'as—rS Attest: Approved: City Clerkig City Attorney's Office Resolution No. 19-250 Page 2 It was moved by Salih and seconded by Cole Resolution be adopted, and upon roll call there were: AYES: NAYS ABSENT: Cole Mims Salih Taylor Teague Thomas Throgmorton the Item Number: 13. 'r AL CITY OF IOWA CITY =� COUNCIL ACTION REPORT October 1, 2019 Resolution establishing a Climate Action Commission Prepared By: Ashley Monroe, Assistant City Manager Reviewed By: Geoff Fruin, City Manager Fiscal Impact: No Impact Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: In August 2019, the City Council declared a Climate Crisis in Iowa City and decided to undertake several actions to enhance the City's progress towards meeting its climate goals. The first action was to increase the targets for carbon emissions reduction. Emissions reduction goals were changed from 25-28% in the year 2025 to a 45% reduction by 2030 and the City's goal of an 80% reduction in community -wide carbon emissions by 2050 was changed to a goal of "net -zero" emissions by 2050. The second action was to require a report that will rapidly advance the initiatives outlined in the Climate Action Plan to be delivered within 100 days of the Crisis declaration. The final action, was an agreement to establish a formal Climate Action Commission to support Iowa City in its mission to achieve the declared emissions reduction goals. The Resolution for consideration identifies the basis for which the Climate Action Commission is being established, the requirements and terms for membership, as well as the five major responsibilities the Commission will hold. The Commission is tasked with advising the City Council on climate issues, researching, analyzing, and promoting climate actions, actively educating and engaging Iowa City on matters of climate action, and assisting City staff, City Council, and members of the community with implementing initiatives that support the City's climate and sustainability goals. Background /Analysis: In late 2017, the Iowa City City Council authorized the creation of a Climate Action Steering Committee for the purpose of creating the City's first Climate Action and Adaption Plan. This body, comprised of community representatives, collaborated to develop the Plan approved by City Council in September 2018. After the Plan's adoption, the volunteers from this committee continued to informally pursue implementation of the adopted Climate Action Plan as an independent Advisory Board. Although they continued to have some success in their strategies, after approximately a year of operating in this manner, members of the Advisory Board determined that Iowa City would benefit from formalizing a commission to work on climate objectives. The Advisory Board provided their recommendation to City Council in summer 2019 and ultimately, the City Council agreed to establish a formal City Commission. As cited in the Resolution, the Commission's structure will be composed of eleven members; nine at -large members appointed by Council, one from the University of Iowa, and one from MidAmerican Energy. It is critical to include members from these specific entities to ensure continued strong communication and cooperation between the City and the City's primary energy generators/suppliers. It is important to note that active members of the Advisory Board were part of the team which developed the City's Climate Action and Adaptation Plan. The Resolution includes approval of appointing these active Advisory Board members to the Commission for at least one term to ensure that the significant knowledge and expertise of these volunteers which was so crucial in the Plan's development is carried over. These members bring to the Commission significant and related experience as a Certified Architect, Associate Professor in Geographical and Sustainability Sciences with emphasis on equity and disaster mitigation, Home Builder with ties to the Greater Iowa City Home Builders Association, Lead Site Engineer for major local industry, Senior Environmental Analyst, Management Consultant with ties to United Nations initiatives, and a University of Iowa law student. Although training for the new commission will be provided, staff anticipates a quick transition and seamless continuation of efforts to implement the Plan's initiatives. The three positions remaining will be individually reviewed and appointed by Council. The Commission will agree upon its own Bylaws and send these to the Rules Committee and then they will come to Council for final approval. The Commission will have the support of an assigned City staff liaison. The Resolution allows the Commission to establish work groups with community members and organizations to help them fulfill their climate action responsibilities. The stated opportunity to engage with these groups could allow many more community members to assist the Commission and take part in this comprehensive issue. ATTACHMENTS: Description Resolution Prepared by: Brenda Nations, Sustainability Coordinator, 410 E. Washington St. Iowa City, IA 52240 (319)887-6161 Resolution No. 19-251 Resolution establishing a Climate Action Commission Whereas, in Resolution No. 17-96 the Iowa City City Council authorized the creation of a Climate Action Steering Committee for the purpose of creating the Climate Action and Adaption Plan to achieve greenhouse gas emissions targets of 26-28% from 2005 levels by 2025 and 80% by 2050; and Whereas, the Steering Committee convened Adaptation Plan, adopted in September 2018, continue as a self -governed advisory board; and during the creation of the Climate Action and and dissolved from an official City capacity to Whereas, after one year, members of the self -governed committee recommended a formal City Commission to address the City's climate action and sustainability objectives; and Whereas, in July 2019, City Council declared a Climate Crisis and increased new greenhouse gas emissions targets of 45% by 2030 and net zero emissions by 2050 as recommended in October 2018 by the Intergovernmental Panel on Climate Change (IPCC) in response to this crisis; and Whereas, creation of a Climate Action Commission will enhance and enable further community efforts to achieve the City's ambitious climate goals; and Whereas, a created Climate Action Commission will operate as an advisory body to the City Council and shall advise, research, analyze, promote, and with approval, implement initiatives that support the City's climate and sustainability goals, including the Climate Action Plan and any related or updated plan hereafter; and Whereas, the composition of the Climate Action Commission shall include eleven members with backgrounds, knowledge, and expertise offering representation across the community which could effectively guide implementation of climate objectives. MidAmerican Energy and the University of Iowa will each have a standing representative on the Commission. Nine at -large seats, representing other key stakeholders, will be appointed by the City Council. Key stakeholders may include, but are not limited to, the Iowa City Community School District, area commercial businesses, local industry, design and construction professionals, non -profits, and the general public; Whereas, residents of Iowa City should be given preference, but members are not required to have Iowa City residency; and Whereas, the self-governing climate advisory board is a direct successor to the Steering Committee which developed the Climate Action and Adaptation Plan. Active members of this board have expressed interest in continuing in a formalized role and it is appropriate to appoint these members initially, without regard to gender balance; and Whereas, Commission member terms should be three years, with a two -term limit, and the initial terms will be staggered in length, with all members appointed for three years. The two standing members, MidAmerican Energy and the University of Iowa, will assign their representatives and not be subject to term limits; and Whereas, the Commission should be guided by principles of equity, and ensure through diverse and representative Commission membership and through its actions, to consider equity impacts of proposed climate initiatives; and Ob - Resolution No. 19-251 Page 2 Whereas, the Commission may form working groups or subcommittees on specific topics and issues to achieve substantive progress on action areas of the plan. Working groups and subcommittees may include members from outside the Commission; and Whereas, the newly created Commission will create greater credibility, influence, awareness, and capacity in interactions with City elected and appointed leadership, and throughout the community. Now, Therefore, Be It Resolved, that the Iowa City City Council hereby establishes a Climate Action Commission in order to assist the City in the implementation of the Climate Action and Adaptation Plan in order to reach the new Climate Crisis emissions targets by 2030 and 2050 as follows: 1. The Commission shall have eleven total members consisting of nine at -large members appointed by the City Council, one from MidAmerican Energy, and one from the University of Iowa. 2. Members shall have backgrounds, knowledge, and expertise offering representation across the community which will effectively guide implementation of climate objectives, and may include representation from the Iowa City Community School District, area commercial businesses, local industry, design and construction industry, non -profits, and the general public. 3. Any active member of the climate advisory board who is interested in serving on the Commission is appointed as an initial member, even if not gender balanced. 4. City residency is preferred, but members are not required to be Iowa City residents as long as they are residents of Johnson County and meet the requirements of knowledge and expertise for guiding climate objectives, as set forth in Paragraph 2. 5. Member terms shall be three years, with a two -term limit except for the three members initially appointed for a one-year term. The initial terms shall be staggered in length as follows: a. Three members appointed for three years with terms ending December 31, 2022. b. Three members appointed for two years with terms ending December 31, 2021. c. Three members appointed for one year with terms ending December 31, 2020. These three members may be appointed for two additional three-year terms. Accordingly, the new terms for three members shall commence January 1, 2023, for three members on January 1, 2022, and three members on January 1, 2021. Representative members from MidAmerican Energy and from the University of Iowa will govern their own appointments and not be subject to term limits. 6. The Commission may form working groups and/or subcommittees on specific topics and issues to achieve substantive progress on action areas of the Climate Action and Adaptation Plan. Resolution No. 19-251 Page 3 7. The Climate Action Commission shall: a) advise the City Council on climate issues. b) research, analyze, and promote climate actions, with particular attention to equity. c) educate and engage with the public on climate action and the City's climate and sustainability goals. d) assist City staff, City Council, and members of the community with implementing approved initiatives that support the City's climate and sustainability goals, including the Climate Action and Adaptation Plan and any related or updated plan hereafter. e) recommend to City Council updates to the Climate Action and Adaptation Plan. 8. The Climate Action Commission shall prepare bylaws, which it deems necessary and advisable for the conduct of business of the Commission, and present the bylaws to the Rules Committee and City Council for approval. Passed and approved this day ofoctober 2019. L. Ma or OV ATTEST: CI CLERK p roved City Attorney's Office Resolution No. 19-251 Page 4 It was moved by Mims and seconded by Teague Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: Cole Mims Salih Taylor Teague Thomas Throgmorton the Item Number: 14. �, CITY OF IOWA CITY �'�COUNCIL ACTION REPORT October 1, 2019 Resolution adopting an assessment schedule of unpaid mowing, clean-up of property, snow removal, sidewalk repair, and stop box repair charges and directing the Clerk to certify the same to the Johnson County Treasurer for collection in the same manner as property taxes. Prepared By: Stan Laverman, Senior Housing Inspector Reviewed By: Tracy Hightshoe, Neighborhood & Development Services Director Geoff Fruin, City Manager Fiscal Impact: $190.00 Recommendations: Staff: Approval Commission: N/A Attachments: Tidemark and ICgovXpress Documentation Photos of Violation and Snow Removal Resolution Exhibit A& B Executive Summary: On March 4, 2019 the City had the public sidewalk at 1220 Louise Street cleared per the snow removal ordinance. The owner of the property has not paid the snow removal invoice and is disputing the claim prior to the City assessing it to their property taxes. It is the position of City Staff that the appeal has no basis. Background /Analysis: On February 26, 2019 at 7:26 pm the City received an email from public safety staff that the ice on the sidewalks in the 1200 block of Louise Street presented an extremely hazardous condition forfire and EMS personnel responding to a medical call that night. A City inspector visited the property the next day and found the property located at 1220 Lousie Street in violation of the City's snow removal ordinance. As per the City's policy the property was tagged with a notice that the sidewalk needed to be cleared, and a Notice of Violation was sent to the property owner. On March 1, 2019 the property was reinspected and the sidewalk remained covered in ice. On March 4, 2019 the public sidewalk was cleared by a contractor hired by the City. Pictures documenting the snow removal have been attached. ATTACHMENTS: Description Appeal letter from Kyle Bennett [previously distributed on 9-17-19] Tidemark Record of Complaint March 1 st Photo of Violaton #1 March 1 st Photo of Violation #2 March 4 Property Identification Photo #1 March 4 Contractor Pre -clearing Photo #2 March 4 Contractor Post -clearing Photo #3 Resolution Exhibit A Exhibit B 'A 5 VLSL d �c oiJ CIX �L La VO _ �Vyv\ ? V\ -L o -a A* Late Handouts Distributed �-3S (Date) Activities for Case # : COM19-00589 9/25/Printed 112019 at 11:38AM 1220 LOUISE ST Description Date 1 Date 2 Date 3 Done By Disp Notes (F) create SNOW RECEIPTS 3/4/2019 SML Send Work Order 3/1/2019 MMW DONE hired done CASE CLOSED - compliance 3/1/2019 MMW DONE As of 3/1/19 we have instructed our 3rd party snow removal contractor to have the property cleared. Initial inspection 2/27/2019 JGS FAIL Joan observed ice covered sidewalk. Contact owner/post property 2/27/2019 JGS DONE Posted notice. (F) Send SNOW NOTICE 2/27/2019 JGS DONE Complaint received 2/27/2019 WEB DONE ICGovExpress Case Number: 18648 - Snow Removal - Sidewalks Page 1 of 1 - .�\ kc W .vOilrIi ri fall �_ �` � T9� ` � ;� � �'r+s%J��' ��?re ,. tP�''�� $� '�` a . ._�.✓')n aFs .' ss3"� .' f x. i e'z ynp »mss r t yx i ra P ,'d as�'�lya �.,► GAS . �,pr 7-s g ��' L* . S $ 5��e e.r^ & yr... Jr ,+ r ! c r.ia "�I�`_' ON, �' a� NA it L ka1�+/ Y^ fgwe A, v �w h .ate `4l�i'�' P p 4 _'C7 �' - rim - - F'_`': I i1L IT • " , AOL 4L $•!. w I- a .SF�I } 4 w i Kellie Fruehling From: Kyle Bennett <kabennett50@gmail.com> Sent: Tuesday, October 01, 2019 2:17 PM To: Council Subject: Resolution for city council Attachments: CoICsnow.docx Attached is my letter to the city council to address a snow removal issue. Thank you, Kyle A. Bennett B.S., CDT, TE moi+ Late Handouts Distributed (Date) Kyle A. Bennett 1220 Louise St. Iowa City, Iowa 52240 October 1, 2019 City of Iowa City 410 East Washington St Iowa City, IA 52240 councilCe Iowa-citv.ore Dear Mayor and Members of the City Council, I am writing you this letter to contest a bill that was sent to me for snow removal from my sidewalk. I live at 1220 Louise St Iowa city. This is a small street that runs perpendicular to South East Junior High. The length of this street is only one block. Easily missed by snow removal crewmen. Why am I explaining this to you? Here is why, when it snows this street, the street I live on is often missed or is very poorly done. Ice and snow get packed into the curbs. From inside my home I have seen kids getting picked up by their parents and neighbors fall as they try to get in and out of their cars. The City is responsible for making sure the streets are clean and safe, so there is a level of expectations that are not being met (my, my neighbors, and the kids/families of South East Junior High expectations from the city). Yes, I failed to clean my sidewalk - your expectations from me. I was out of town when I got the notice and did not get it because my tenet (roommate) at the time did not get my mail to me in time. Again, that is my own responsibility. I am thankful how quick the city was to get my sidewalk cleaned up, but at the same time, I did not have the chance to get it cleaned up. Here is what I propose, I will maintain a properly clean sidewalk as expected from me. I do agree without hesitation, this is not a lot to ask and should be done by me as a resident of the city I live in. I love this city and I want it to look nice as well as be clean. I would like to see a more consistent street maintains on my street in return. I know it is a small street with relatively low traffic with the exception of school traffic. Maybe a little more attention to this street would be nice to have. My proposition is to consider giving me a warning and not forcefully make me pay $190.00 when we both have not met our expectations of each other. I started dental school this fall and have no income coming in. I need to save as much as possible. I would be very appreciative with you having leniency toward me. I am sorry I could not come to the City Council meeting tonight. I would have much rather done this in person. My mother is in town to visit, as it is my birthday today. Please consider my wishes, thank you for your time. Sincerely, Kyle A. Bennett B.S., CDT, TE Prepared by: Kellie Fruehling, 410 E. Washington St., Iowa City, IA 52240-319-356-5040 RESOLUTION NO. 19-252 Resolution adopting an assessment schedule of unpaid mowing, clean-up of property, snow removal, sidewalk repair, and stop box repair charges and directing the Clerk to certify the same to the Johnson County Treasurer for collection in the same manner as property taxes. Whereas, the City Clerk has filed with the City Clerk an assessment schedule providing the amount to be assessed against certain lots for the actual unpaid abatement costs of mowing, cleaning up property, removing snow, repairing sidewalks, and repairing stop boxes in the same manner as property taxes; Whereas, said schedule is attached as Exhibit A to this resolution and incorporated herein by this reference; Whereas, Iowa Code § 364.1313 authorizes the City Council to assess against the property said abatement costs in the same manner as property taxes; and Whereas, the City Council finds that the property owners listed in Exhibit A have received a written notice of the date and time of the public hearing on the adoption of said assessment schedule, in substantially the same form attached hereto as Exhibit B. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa: Exhibit A is adopted as the final assessment schedule pursuant to Iowa Code § 384.60(1). The amounts listed in Exhibit A for unpaid mowing charges, clean-up property charges, snow removal charges, sidewalk repair charges and stop box repair charges are confirmed and levied against the properties listed in Exhibit A. All unpaid assessments not paid within thirty (30) days after the first publication of the final assessment schedule shall bear interest at the rate of 9% per annum, commencing on October 31, 2019. Assessments are payable at Johnson Country Treasurer, 13 South Dubuque Street, Iowa City, Iowa. Until October 30, 2019 payment may be made at the City Clerk, 410 E. Washington Street, Iowa City, Iowa. The City Clerk is hereby directed to certify the schedule as set out in Exhibit A to the Treasurer of Johnson County, Iowa for collection in the same manner as property taxes. The assessment cannot be paid in installments. Resolution No. 19-252 Page 2 The City Clerk is further directed to publish notice of the schedule once each week for two consecutive weeks in the manner provided in Iowa Code § 362.3, the first publication of which shall be not more than fifteen (115) days from the date of filing of the final assessment schedule. Passed and approved this ist day of October ,2019. ATTEST:' �, City 0 Approved by City Attorney's Office It was moved by Thomas and seconded by Cole the Resolution be adopted, and upon roll call there was: AYES: suek0rd&Res\AbateRes.doc NAYS: ABSENT: Cole Mims Salih Taylor Teague Thomas Throgmorton Exhibit A CITY OF IOWA CITY ASSESSMENT SCHEDULE OF UNPAID WEED REMOVAL, SIDEWALK REPAIR, SNOW REMOVAL, STOP BOX REPAIR, AND PROPERTY CLEANUP Frozen Meters = Water Lien Property Address Legal Description Parcel Number Appraised Value Property Owner Service(s) Rendered Date of Service(s) Cost of Service 1 Balance Invoice # Outstanding 1220 LOUISE ST TOWNCREST ADDITION LOT 10 IRX 6 1013339007 $ 159 550.00 SENNEIT, KYLE A Snow Removal 3/412019 $ 19D.00 68060 $ 190.00 September 24, 2019 «Property_Owner» «Mailing_ Address)) «City)), «State)) ((ZIP)) Dear Property Owner: r , CITY OF IOWA CITY 410 East Washington Street Iowa City. Iowa 52240-1826 (3 19) 356-5000 (319) 356-5009 FAX www. icgov. org This is to notify you that the City Council will be considering a resolution on October 1, 2019 that will assess against your property the cost that the City has incurred to do one of the following: unpaid mowing, clean-up of property, snow removal, sidewalk repair, or stop box repair charges. Enclosed for your information is a copy of the bill. If the City Council approves the assessment against your property, the amount will be collected by the Johnson County Treasurer in the same manner as a property tax. The City Council meeting begins at 7:00 pm and is held at Harvat Hall, City Hall, 410 E. Washington St., Iowa City, Iowa. If you want to challenge the assessment, you are advised to come to the City Council meeting. You may also submit a letter or email to the City Council. The mailing address is: City Council, % City Clerk, 410 E. Washington St., Iowa City, IA 52240 and the email address is councilla7iowa-citv.oro Please note that all communication with City Council is a public record. If you pay the amount due in full before the City Council meeting, the resolution will not include an assessment against your property. You can make the payment by mailing or coming in person to the City Clerk's office, 410 East Washington Street, between the hours of 8:00 a.m. and 5:00 p.m. If property is assessed and the amount is not paid within the specified 30 days, interest will accrue at a rate set by the City Council. If you have any questions about the resolution, please contact my office at 356-5041. Sincerely, Kellie Fruehling City Clerk Enc. Copy to: Accounting Division-w/enc.