HomeMy WebLinkAbout2002-07-02 Info Packet of 6/27 CITY COUNCIL INFORMATION PACKET
CITY OF IOWA CITY June 27, 2002
www.icgov.org
IP1 Memorandum from Administrative Assistant: Long-Term Deer Management Plan
IP2 Memorandum from City Manager: Meeting with Airport Commission
IP3 Memorandum from City Manager: Airport Review
IP4 Memorandum from City Manager to Michelle Robnett: Strategic Planning - Airport
I MISCELLANEOUS ITEMS
IP5 Letter from City Manager to JC Board of Supervisors Chair: SEATS
IP6 Letter from City Manager to JC Board of Supervisors Chair: County Funding
IP7 Letter from City Manager to Lauren Reece (lC Community School District): Alternative
High School
IP8 Memorandum from City Manager: Fire Master Plan
IP9 Memorandum from Fire Chief to City Manager: Fire Department Strategic Plan
IP'I0 Memorandum from City Clerk: June 20 Work Session
IPI 1 Memorandum from City Clerk: Packet of July 4
IP12 Memorandum from Parks and Recreation Director to City Manager: Court Hill Park
IP13 Memorandum from Assistant City Manager: Municipal Electric Utility- Feasibility
IP14 Email from Jeffrey Horne to Justine Zimmer (Englert): Englert Theatre/Economic
Impact
IP15 Iowa City Police Department Monthly Liquor License (OFF PREMISE SALES)
Report: January- May 2002
IP16 Memorandum from Airport Manager to City Manager: State Grant
IP17 Minutes: May 16 Council Economic Development Committee
IP18 Minutes: June 20 Iowa City-University of Iowa Relations Committee
IP19 The Farm Security and Rural Investment Act of 2002 [Pfab]
IP20 JC Historical Society: A Historic Cemetery Walk
IP21 Memorandum from ECICOG Executive Director to EClCOG Board of Directors: June 27
Meeting [Wilburn]
CITY COUNCIL INFORMATION PACKET
CITY OF IOWA CiTY June 27, 2002
www.icgov.org
JULY 1 WORK SESSION ITEMS
IP1 ~ndum from Administrative Assistant: Long-Term Deer Plan
IP2 ~m from City Manager: Meeting with Airport Commiss n
IP3 er: Airport Review
IP4 Memorandum fr~ City Manager to Michelle Robnett: Planning - Airport
IISCELLANEOUS
IP5 Letter from City Manager to Board of Supervisors ~
IP6 Letter from City Manager to of Su Funding
IP7 Letter from City Manager (lC School District): Alternative
High School
IP8 Memorandum from City Manager: Plan
IP9 Memorandum from Fire Chief to City Ma~ Fire Department Strategic Plan
IP10 Memorandum from City Clerk: June; ssion
IPI'I Memorandum from City Clerk: 4
IP12 Memorandum from Parks and to C~ Manager: Court Hill Park
IP13 Memorandum from Assistan~ ity Manager: Municipal El~ric Utility- Feasibility
/
\
Email from Jeffrey Horne/to Justine Zimmer (Englert): r~glert Theatre/Economic
IP14 Impact / .
Iowa City Police D/e'partmE it Monthly Liquor License (OF~' PREMISE SALES)
IP15 Rep°rt: January ~/l~lay 2002
IP16 Memorandum fro~/.~trport Manager to City Manager: _State Grant\
IP17 Minutes: May~6 Council Economic Development Committee
\
IP18 Minutes: J,~ .~ 20 Iowa City-University of Iowa Relations Committee
\
IP19 The Farm :urity and Rural Investment Act of 2002 IPlab]
,,,
\
IP20 JC Hi, Society: A Historic Cemetery Walk
.\
IP21 ECICOG Executive Director to ECICOG ....... Board of Directors: June 27
[Wilburn]
City of Iowa City
MEMORANDUM
TO: City Council
FROM: Administrative Assistant
DATE: June 6, 2002
RE: Long-Term Deer Management Plan
April 3, 2001, Council passed Resolution 01-80 which established, and outlined
guidelines for, a Deer Task Force.
As a result of the resolution, early in the process each year the Deer Task Force is to
review the existing Long-Term Deer Management Plan for Iowa City. Either affirmation
of the Plan or a recommendation of changes are to be forwarded to Council. Council is
to then either affirm the Long-Term plan or pass a resolution amending the Plan.
At its June 5 meeting, the Deer Task Force unanimously affirmed the existing Long-
Term Plan (attached). Task Force members recommend Council informally affirm the
Plan at Council's July 1 Work Session. Once Council has affirmed the Plan, Task Force
members will formulate a recommendation for 2002-2003 consistent with the goals of
the Long-Term Plan.
Please call me at 356-5010 if you have any questions.
Attachment
LONG-TERM DEER MANAGEMENT PLAN
1. The City of Iowa City will develop an educational program that will provide residents with information on deer
habits and guidelines for limiting localized deer damage through the use of screening, alternative plantings,
and other techniques. The City's comprehensive management plan will be included. Educational materials
will be distributed through a variety of methods including public informational meetings, pamphlets, and
government television programs.
2. The City of Iowa City will evaluate the need for and, where appropriate, install or petition the State or County
to install on roadways under their jurisdiction warning signs and/or reflectors that may reduce the likelihood of
vehicle-deer accidents. The City will prepare annual reports on effectiveness of deer reflectors. In addition,
thoughtful consideration will be given to deer migratory paths as transportation improvement projects are
approved by the City Council.
3. In order to prevent irreparable damage to the ecosystems in Iowa City and to prevent significant injury or
damage to persons or property, the City Council has set the maximum deer population density to be thirty-five
(35) per square mile per City-designated management district. Actual numbers are to be collected via
helicopter count.
4. In order to implement its long-term population goal of thirty-five (35) deer per square mile per management
district, the City of Iowa City formally requests that the Natural Resource Commission approve a rule
establishing a special deer population management area for Iowa City to the following conditions, limitations,
and procedures:
a. The special deer management area is defined as all public and private land in Iowa City as designated by
the City Council of Iowa City.
b. The City is allowed to kill as many deer as the City determines necessary to reach its desired goal. Killing
may occur between September 1 and February 28.
(1) The City is allowed to utilize sharpshooting with centerfire rifles for the lethal removal of deer. Bait
may be used to attract deer to the sites. The City shall determine locations, training, and all other
conditions for the sharpshooting activities. The City shall also comply with all applicable state laws.
(2) The City is allowed to utilize City personnel to use baited traps to capture and kill deer in locations
determined by the City Council.
(3) All deer killed by sharpshooting and/or trapping operations are to be processed for human
consumption and distributed free of charge. Processing lockers participating in the plan will be
allowed to keep and utilize the deer hide.
(4)No licenses will be required for the City and no fees will be charged.
c. The City will initially utilize sharpshooting over bait and trap-and-kill to reduce the number of deer in each
management district to the goal of 35 deer per square mile. By the end of the initial reduction plan, it is
projected that the deer population will be to a level that requires maintenance rather than aggressive
reduction. The City will strongly encourage use of non-lethal methods to maintain deer numbers but
recognizes that killing of deer may be necessary to maintain the population goal.
5. The Deer Task Force will convene each spring to review educational material, deer population numbers
(current and projected), management options, and to recommend methods to kill deer. Any or all legal lethal
methods available (currently consisting of sharpshooting, trap-and-kill, and bow and arrow hunting) may be
utilized after the initial reduction plan if the method(s) meet the following criteria: 1) public safety, 2)
community acceptance, 3) effectiveness in maintaining the desired number of deer.
6. Task Force recommendations must be approved by the City Council following public hearing prior to initiation
of City management plans. Annual plans approved by the Council will be forwarded to the Department of
Natural Resources and, if necessary, the Natural Resource Commission for authorization to implement.
03105/98 Approved by Deer Management Committee
03/10/98 Approved by City Council
06/26/01 Affirmed by Deer Task Force
07/09/01 Affirmed byCity Council
06/05/02 Affirmed by Deer Task Force
City of Iowa City
MEMORANDUM
Date: June 26, 2002
To: City Council
From: City Manager
Re: Meeting with Airport Commission - July 1 Work Session
At your work session on Monday, July 1, you are scheduled to meet with the Airport
Commission to discuss a variety of issues. One of those issues involves the recent airport
audit/review which is included in your packet. As you review the document please keep in mind
that for any of the changes to be initiated I will need your specific authorization and direction.
Many of the administrative tasks can be accomplished by directing the Airport Manager and
Commission accordingly. Follow-up as to the satisfactory completion will require a review by
my office through the Dept. of Finance staff.
Also the Commission has a new plan to sell the land at the Aviation Commerce Park rather
than lease. This will require a change in strategy as far as marketing is concerned as well as
new financial policies and/or procedures. In that the land would be sold and cash created
immediately, a method by which to credit the Airport Commission with the monies will need to
be created. Other issues include the need for new appraisals to market the lots, repayment
schedule for outstanding debt, and a revised Commission/Council agreement.
mgr~memo\airportcomm doc
City of Iowa City
IP3
MEMORANDUM
Date: June 20, 2002
To: City Council
From: City Manager
Re: Airport Review
Routinely during our budget process, revenue projections are prepared by departments
and reviewed by the Department of Finance. As a part of this review for FY03, it became
apparent that the income to the Airport would be significantly less than anticipated, not
only in FY03, but also in FY02. In the analysis of Airport revenue, it was noted that hangar
rental income, which was analyzed in more detail, was insufficient to cover the debt cost
for those hangars with existing debt. These concerns led to a more detailed analysis of
Airport revenues. The City Council directed a more comprehensive review of the general
Airport revenues and related operations. This task was assigned to the Department of
Finance.
The analysis performed was a simple review, not an operational audit. Extensive historical
review of financial documents was not performed. However, we believe sufficient
information has been gained to demonstrate clear concern for the extent of future airport
subsidies from the General Fund.
The rental income from the indebted hangars was found to be insufficient to amortize the
loan on each hangar. We believe the City Council's policy was clear, and that money
advanced through internal City loans to pay for the construction of hangars was to be
repaid from income from those hangars. This is not the case.
Finance staff reviewed the Airport Commission minutes from November 1999 through
January 2002. The focus of the review was to understand Airport lease revenues,
contractual agreements, and other decisions on the part of the Airport Commission. Also
reviewed, where they exist, were Airport lease agreements.
During the review other concerns arose, such as lack of leases and certificates of
insurance, capital improvements being made in exchange for rent, the process of billing
and collection of hangar rents, and the use of hangars for non-aviation purposes.
One of the early tasks was to prepare a fixed asset list. As a part of the process of
assembling asset information, a tour of Airport hangars was conducted by Finance staff.
Additionally, a financial comparison of the new fixed base operator agreement (FBO) and
the old agreement was prepared.
Observations during the tour and the compilation of the fixed asset list would appear to
indicate that hangars are being used for non-aviation purposes, contrary to the intent of
the Airport Commission. While the City Council has not documented any formal policy, I
would expect the non-aviation uses would be contrary to your interests. Certain buildings
and hangars have had construction activity performed without building permits. This was
confirmed upon a review of Department of Housing and Inspection Services building
permit records. Whether these construction activities would have required a permit is
unknown; however, a review of the completed work by our building inspectors should now
occur.
Airport Review
June 20, 2002
Page 2
It was clear from the Finance staff analysis, that not only will some of the hangars provide
insufficient revenue to finance their debt, but projections also would indicate the new FBO
lease, when compared to the old lease, will earn substantially less income for the Airport.
These cimumstances exacerbate the need for General Fund subsidies of Airport
operations.
Many of the findings are of an administrative nature and should receive immediate
attention. Others are of a long-term financial nature, and appear to indicate a problem of
expanding Airport General Fund subsidies into the future.
The following represents a list of issues associated with the Airport finances and
operations as well as recommendations.
Leases/Certificates of Insurance
Findings:
· There are currently no formal leases describing terms and conditions for hangar usage
for the 26 out of 30 hangar units presently rented in buildings A, B and C. Building J
has 10 hangar units which are rented and leases could not be found. Hangar #33 in
building G does not have a current lease.
· The leases which were available require the lessee provide a certificate of insurance.
Certificates of insurance do not exist, within City records, from any of the Airport's
current tenants - including the FBO. General liability coverage of
$1,000,000/occurrence, with the City listed as additional insured is required in the
existing leases of all tenants within 30 days of signing their lease. The absence of
such coverage, particularly on the part of the FBO, increases the City's general liability
exposure.
· Based on the workbenches and tools frequently seen in individual units when viewing
airport hangars, it appears a number of tenants perform their own repairs and
maintenance. As noted above, certificates of insurance have not been received. The
storage of flammables, use of power tools and possibility of bodily injury to the tenant,
friends or family make this a concern.
Recommendations:
Signed leases should be obtained for all rented airport properties. Signed lease
agreements are needed to define the rights and responsibilities of both the tenant and the
Airport management. Leases define rental amounts, lease terms, insurance requirements,
restrictions on use of the rental property and other such matters. Completed and signed
leases should be kept on file and available for inspection. A standard lease format should
be developed and used for all similarly leased properties. A renewal requirement for
leases should occur on a regular basis.
Certificates of insurance should be obtained from all tenants.
Airport Review
June 20, 2002
Page 3
Aviation Uses of Hangar Space
Findings:
Available lease language specifies hangar space should be used for the storage of aircraft
and should be kept clean and free of debris. Airport Commission minutes also reveal the
commission's intent of leasing these units ~or aviation purposes only'. Practices contrary
to aircraft storage and aviation use were noted when viewing airport hangars.
· Hangar #60 in building K may be being used to store the tenant's business ir~ventory.
This hangar contained numerous wooden spools with what appears to be electrical
wiring material, conduit and shelves full of small parts. Per the Airport Manager, this
person has sold their plane, has a new plane on order, and did not want to give up
their hangar in the interim.
· Hangar #61 in Building K contained various machines. There were two floor polishers,
three free weight machines, three Nordic tracks, what appeared to be a drill press, a
washer and dryer, and three motorcycles, among other things. The Airport Manager
noted they had requested proof this individual was going to be building a plane and
that the individual had placed an order for a plane. In commission minutes from April
5, 2001, it was noted that hangar #61 had equipment storage and there was no
airplane. At that time two notices had already been sent asking for confirmation of
intent to build an aircraft. The Commission directed the lease to be terminated. It
appears that the lessee is still renting this unit.
· Hangar #38 in building I contained used office equipment including old computers,
office desks and chairs. Other items included a flat bed trailer, mowers, boxes and
cabinets. The Airport Manager noted this tenant had sold a plane and has purchased
a new plane which had not yet arrived.
· A review by hangar is shown in Attachment A. Items seen included: classic cars,
trailers, motorcycles, snow plow blades, mower tractors, boats, bikes, furniture,
luggage and the items noted above. Smaller items were refrigerators, microwaves,
grills, television sets, chairs, desks and computers.
~ The Airport Manager did not readily have access to the keys for all of the hangar units.
Recommendations:
· Annual hangar inspections should be conducted with the intent of enforcing aviation
use of leased property, safety, and lease term/condition compliance.
· A master key for the hangar units should be available to Airport staff.
· The usage noted above represents use of hangar space for non-aviation purposes
and could be construed as competition with the private sector in providing commercial
storage space, possibly at less than fair market value. The question remains - to what
extent should storage of other items be allowed, assuming aircraft exist in each
hangar?
Airport Review
June 20, 2002
Page 4
Building/Construction in Hangars
Findings:
· Minor capital improvements have been made to a few hangars, by either current or
prior tenants. It appears three units had lessee improvements installed in airport
hangars without building or electrical permits. Hangar #27 in building C has an
enclosed office area with a window built in the rear of the hangar. The United hangar
had a small plywood room built in the northwest corner of the building. The sponsor of
the 'fly-in' built this to store supplies for the annual 'fly-in', per the Airport Manager.
Hangar ff44 in building I has additional fluorescent lighting wired from the electric box
on the north side of the building. There ara no records in Building and Inspection
Services of permits or inspections relating to these activities.
Recommendations:
Management needs to ensure that permits are obtained and inspections conducted for
capital improvements. The proper permits - building, electrical, plumbing, etc. should be
obtained before modifications ara made. When capital improvements are made,
notification should be sent to both Finance and Risk Management for insurance and
financial purposes.
Indebted Hangars Revenue Shortfall
The rental income from the indebted hangars was found to be insufficient to cover the cost
of the loan repayment on each hangar. The table below shows the estimated shortfall by
hangar.
FY03 Estimated FY03 Loan FY03
Hangar/Building Revenues Payments (Shortage)
Southeast T-Hangar 15,960.00 24,688.80 (8,728.80)
Building I
South T-Hangar 16,320.00 23,348.57 (7,028.57)
Building J
Southwest T-Hangar 17,160.00 20,754.00 (3,594.00)
Building K
Totals 49,440.00 68,791.37 (19,351.37)
Note that the loan repayment for building K is budgeted at $1,729.50/month in FY03. This
will increase to $2,104.00/month in FY04, further incraasing the revenue shortage.
Note: The current FBO leases buildings E and F. The lease amount is not allocated
between the two buildings. The ravenue shown is the rental income for both the corporate
hangar - building F and the airport terminal - building E.
FY03 Est. FY03 FY03
Hangar/Building Revenues Loan Payments (Shortage)
Corporate Hangar 15,000.00 56,238.00 (41,238.00)
Building F (& Building
E - Terminal)
Airport Review
June 20, 2002
Page 5
The following assumptions were used in estimating the revenues in FY03:
1. The monthly rental fee will remain unchanged through 6/30/03.
2. 100% rental occupancy.
3. The rent revenues from the units in these buildings are not being used to cover any
costs other than the hangar loan payments, If a portion of these revenues will be used
to cover other expenses, the loan payment shortage will be even greater than that
computed.
4. ~ Tenants will make their payments in a timely fashion.
Recommendations:
To meet the loan repayments, hangar rents need to be increased on the units in these
buildings. (FY03 loan repayment divided by the number of rented units = Annual lease
amount per unit).
FBO Revenue Shortfall
A contributing factor to the airport revenue shortfall is the result of recent changes in the
FBO lease agreement. A five-year agreement was signed with Jet Air with an effective
date of January 1, 2002. A graduated rate structure was agreed upon for leasing buildings
E & F during the first two years of operation. This rate structure causes the greatest
shortfall during fiscal years 2002 through 2004. When the lease amount levels out in
January 2004, revenue concerns become most apparent. At the maximum rate, there is a
substantial decrease in FBO-related revenue when compared with the prior FBO lease
with Iowa City Flying Service.
Beginning in December 2000, the former FBO (Iowa City Flying Service) failed to make its
monthly lease and contract payments in the amount of $9,326 per month. In February
2001, the Commission took action to remove Iowa City Flying Service as the FBO and to
locate a new FBO. Because of the immediate need for FBO services at the airport, the
Commission contracted with a temporary FBO until the agreement with Jet Air that was
effective JanuAry 1, 2002. The Commission advertised nationally for a new FBO, but only
two companies responded to the Request for Qualifications, the temporary FBO and Jet
Air. Jet Air offered to pay the Commission more to be the new FBO than did the temporary
FBO. No request was made to the City to re-amortize the debt for Building F in light of the
substantial decrease in FBO revenue.
FBO-related revenue for FY03 is projected at $15,000. A comparison of revenues
between the old and new FBOs reveals an estimated loss of $44,760 in FY03 due to
differences in revenues generated from leased properties.
Building/Property Listing
An Iowa City Airport building/property listing has been attached which outlines the monthly
lease amount for each of the hangar units. This listing also shows insurance replacement
cost, a physical description of the building, and indicates the status of each unit's lease.
Debt Service Fund Expenditures
In addition to the General Fund subsidies, the City subsidizes the Airport Fund through the
Debt Service Fund. The property taxes designated for payments required for FY03 are
$175,859.
Airport Review
June 20,2002
Page 6
Airport Projects within General Obligation Debt
Total Airport Total Airport Total Airport
GO Debt GO Debt GO Debt
Bond Issue Airport Project Name Service FY03 Service FY04 Service FY05
2001 Master Plan 5,953 5,889 5,848
2001 Fuel Tanks 32,563 32,216 31,993
2000 Terminal Improv. 53,012 60,836 60,885
2000 Master plan 1,301 1,493 1,494
2000 Hangar "D" rehab 4,120 4,728 4,731
1999 Master plan 27,199 26,526 25,854
1998 Master Plan 17,190 16,678 16,161
1997 Master Plan 34,521 33,222 33,222
Total $175,859 $181,588 $180,188
Summary Recommendations:
· To strengthen internal control, hangar rentals should be submitted to Accounting for
monthly accounts receivable billing. (Prepaid rent will need to be taken into
consideration.) Payments should be submitted to Treasury or mailed to the City lock
box as noted on the monthly statements.
· Requests from tenants to pay for capital improvements in lieu of rent should be
submitted in writing for formal consideration by the commission. Multiple bids should
be obtained for the work to be performed and copies of all receipts should be provided
prior to reimbursement by the commission. Generally Accepted Accounting Principles
require both rent revenue and expenditures to be recorded.
· Examine utility usage and monitor month-to-month variances. Review and adjust
building rent in relation to utility usage.
· The Airport Manager needs to contact the iTS Division to find a permanent solution to
delays in receiving e-mail communications.
· Conduct annual hangar inspections to enforce aviation use of leased property.
· Ensure that permits are obtained and inspections conducted for any capital project
improvements on airport property. If capital projects are approved, notification must be
sent to both Finance and Risk Management for insurance and financial purposes.
· Notify tenants of insurance requirements and receive the proper insurance certificate.
These findings should receive immediate attention. This will be a task for the Airport
Commission and staff. I encourage the Council to create some type of oversight process
or policy to be assured that all due diligence is undertaken in correcting these
circumstances. As far as future financing, it appears the City can expect further subsidies
for Airport operations. The extent of the subsidies is a question of policy discussion for the
City Council.
Airpod Review
June 20, 2002
Page 7
I specifically directed during the review that the Aviation Commerce Park not be part of
this review. We currently have a joint agreement between the City Council and the Airport
Commission. Due to this partnership, I believe the Airport Commission and City Council
may wish to redefine their respective roles in assuring compliance with the agreement, as
well as the general direction of the Aviation Commerce Park. The desire is now to
consider sale of the properties and therefore a new agreement will need to be undertaken.
Mgr~mem/airportanalysis.doc
Iowa City Airport
Building / Property Listing
i/ Monthly Monthly
': i~ ~ i !~ Desc~ti0r[ ~f BUiiding ~ U~i~ Debt Loan Repay Rent FY03 signed: Ce~
Service (FY03) as of 12/01' Shortfall Ee~se ~f ihS;
A Northeast T-Hangar 1960 $ 173,780 9,572 ft2 Stee{ frame & roof with metal siding and 1,100.00
partitions on girts, electricity. Dir[-surrounded concrete NO NO NO
pads in each hangar.
A1 Raney gravel put in around pad. 110.00
A2 Sponcil / Douglas Systems N~ :, 110;00
A3 Douglas Systems, inc. NI 1riO.00
A4 Schnell NI 1i0.00
A5 Honeck / Innovative Dist end unit / NI 110.00
Sys
A6 Marengo end unit/NI 110.00
A7 Bulters NI 110.00
A8 Haffner NI 110;00
A9 Demaria NI 1~0.00
Al0 RCG Corp - Field end unit, gravel 110.00
B North Central T-Hangar 1970 $ 191,356 9,648 ft2 Wood frame, steel roof with metal siding and 1,200.00
partitions on girts, electricity. Dirt-surrounded concrete NO NO NO
pads in each hangar. .
Bll Bulgerell / Iowa Eye gravel 120.00
Prosthetics
B12 Calta / Air America NI 120.00
B13 EMPTY NI 120.00
B14 Shanklin NI 120.00
B15 Engler NI 120.00
B16 Holly A~ concrete f~oor 120.00
B17 Yeager NI 120.00
B18 EMPTY NI 120.00
B19 Yeager NI 120,00
B20 Airport Equip Storage NI 120.00
Page 1 of 5
Iowa City Airport
Building / Property Listing
~ ~I=YO3 Est~ ,,
'R~lace~ ? Monthly Monthly
~?~ ~ ~nti~ ?~ ~c 0fBudd~ng J Unit; Debt Loan Repay Rent FY03 Signed Cert,
&Ten nf0rmafi0n BUiI~ ~C~t i? !i~(~i mp nt~) service (FYO3) as of 12101' Shortfall Lease Of!n~
C Northwest T-Hangar 1976 $ 204,715 9,948 ~ Steel frame & roof with metal siding and 1,200.00
partitions on girts, electricity. Dirt-surrounded concrete NO NO NO
pads in each hangar.
C21 Hora All concrete 120~00
C22 Tratchel NI 120.00
C23 EMPTY NI 120.00
C24 Guerra Ni 120.00
C25 Zimmerman / Fancy Inc Concrete extended, insulation in poor condition 120~00
C26 Peterson NJ, insulation in poor condition 120,00
C27 Hall Enclosed office area w/window added in rear of 120;00
hangar.
C28 Zimmerman / DDZ Assoc NI 120.00
C29 Moen NI 120.00
C30 Mascari / Arena Auto Bod end unit, all concrete, numerous light fixtures 129.O0
D Old Maintenance Shop 1950 $ 322,801 8250 ft2 Concrete block, load support framing on 500.00
(IOW Aero Club) concrete slab, steel roof, concrete block or wood stud
partitions in office area. This is a corporate-style YES
hangar w/large maintenance area, separate but NO THRU NO
attached office & bathroom facilities. Windows
replaced/repaired 04/02. All new paint 04/02. 2002 05/04
Improvements made by tenant with request to board for
improvements to be accepted in lieu of rent.
ild[ng :~9~ $ 88~;07t 5385f~ ~One & two-story w/partial ba~emeht. Brick on
ii;;~F'BO: ir Jn¢~~ : : mas0nryeXterior flooris concrete slab/deckon steel
~ ;? -~i' i!i:. : Air, lumbing. Power vault w/ concrete
'~ :;~;, 7 ~::,~; :; p~rtifi~i~ 357ft2 Reception area offices rest area
'¢i~%~ ~: ;,~ '~ii ;; flightptanningJ'oom, separate bathroom facilities, NO (NONE)
:/*~;~ :~ , i~ ~!ii:; ;: . kitche~e~e,l~nge, u~stairs conference room w/ 3000.00
;- * ' for bldgs (1,686.50) YES NO
-,:: , kitchenette. ~ot~,ibuddmg renovated, mclud ng
;~ ~ _ ¢ installati°nofee~ato~&otherADA reprove in2000. EandF
~4F JFBOCorporateHa~ar 1999 $ 701 618 *Corporate-style;hangar w/ office area, bathroom, 4,686.50
~ '{F~O: JetAir, [nc) storage, maintenance area and tool/equipment room. YES
Page 2 of 5
Iowa City Airport
Building / Property Listing
ii : A~pi~ ~i :,;i M~nthly Monthly
~ ~: ~¥ ;~:~ ~ '~i~ P~ e~ 0f~B;u!!~J~g!Un!t D~bt ~Loan Repay Rent FY03 Sighed c~rt~
~Te nf~;~ B~!l( ~o~ ~ (Ni~N ~ge~e~) Semi~ (FY03) as of 12/01' Sho~all LeaSe ~i~:
G Business Admin & 1981 $ 249,756 5600 ~ Steel frame & roof, metal siding on concrete 1,424.50
Maintenance Bldg stab. Wood stud paAitions, electricity, heat & plumbing NO SEE NO
for restroom facilities. 48' doors, floor plan varies greatl BELOW
baleen units.
G31 Interest Equities / Har~ T Hangar w/adjacent office & bathroom facilities. Air 3~.25
YES
Hinckley conditioning, considerable electrical usage: air THRU
conditioning, ~o computers, refrigerator, microwave,
02/03
key cu~ing maching, lighting improvs.
G32 lC Aircraft Repair End unit w/fron~back access (E & W) to bay area for 450;00 YES
~irplene maintenance/repairs. In-house mechanics - THRU
electrical usage. 09/03
G33 Great Plains Aero Inc. / T Hangar w/adjacent office & bathroom facilities, ~.25 EXPIRE
Ruyle securi~ system. Refrigerator, air conditioning. D
(previously AM Aviation) 02101
G34 Don GurneE 286.00 THRU
02/03
Airpo~ Manager's Office Office area w/bathroom facilities. N/A
H(35) Corporate Hangar 1986 $ 26~,530 7610 ~ Steel frame & roof, metal siding w/concrete 1,250.00
(Gordon Aircraft Inc. slab floor. Wood stud petitions, 50' door, electic, heat, YES
AM Mgmt sublet plumbing. Floor redone 4/02 (paint), floor to ceiling THRU NO
Ul Flight Simulator) storage shelves, adjacent 10,000 gal ground fuel tank. 09/06
CEy storage on no~h end.
I Southeast T-Hangar 1998 $ 341,537 10,710 fi2. Concrete slab floor, 42' doors YES 2,057.42 1,330.00 (727.42) EXPIRED NO
~36 Bu0er end unit: rent s/b 160 130.00 Expired
137 Buffer NI 130.00 leases
138 Winder / Winder Trucking NI 130~ exist for
139 Ha~ig / Skymester NI 130~00 each unit.
A month to
140 Allender Ni 130'00 month
141 Tearse NOT AVAI~BLE 130.00 provision
142 Bushaw / Gordon Aircraft NI 130.00 does exist
143 Ruyle Ni 130.00 in the
144 Zimmerm~n / DDZ Assoc Significant electrical usage could be a concern here. 130.00 lease,
Eight flourescent tube light figures with ~o lights/fi~ur~ however,
appear to have been hard-wired into the electrical box along with
where it enters the unit. ~oo~et exchange on ceiling a 30-day
notice
figures, provision
14~ FuI~ end unit 160.00 for rate
Page 3 of 5
Iowa City Airport
Building / Property Listing
, ~ 7: ;; Monthly MonthlY
J~!;~ ;i~i, ~; ~ ;~ ? ~?~h n 0fBui!~;J~it De~: Loan Repay Rent FY03 Signed ~ert:
rB~ r~ fioa~ iB~ii~ !C i(~ i~ se~i~e (FY03) as of 12/01'~ ShOrtfall Lease 0f InS;
J South Central T-Hangar 1995 $ 285,557 10,710 ft2, Concrete slab floor, 42' doors YES 1,945.75 1,360.00 (5~5.75' ? NO
J46 Schmieser / Big Sky end unit, NI 160.00
J47 Stearman / Red Sky Inc NI 1~0~0
J48 Ruyle NI ~O~O0
J49 Evers / Campbell NI 1~0;00 Copies of
J50 Zimmerman NI 13~i00 these
J51 Thornberry NI i~ 00 leases
J52 Miller NI 13~;00 requested
J53 Fishbaugh NI 1300~ but not
J54 Pattschull / la Ave Apts NI 13~00 received.
J55 City Carton / Ockenfels end unit, NI 160;00:
Transfer
K Southwest T-Hangar 2000 $ 312,671 Est. 10,710 ft2. Concrete slab floor. Rate structure on 1,729.50 1,43000 (299.50
building K was based on varying size of individual
YES YES NO
hangars/doors. End units are extra. Nine units vs 10 in
hangars a,b,c, I & j.
K56 Kennedy 50' door, end unit 250~0
K57 Lacina 45' door, lighting improve ~55;00
; K58 Bushaw / NE IA Physcial 45' door, lighting improve 155~00
Therapy
K59 Bushaw / NE IA Physcial 42' door NI 135;00
Therapy
Ke0 Knebel 42, door, NI. This tenant repodedly has a new plane 135,00
on order. Unit is currently being used to stere a large
I amount of business-related electrical supplies.
K61 Goodwin 48 or46' door. Concern re: electrical usage - tenant is 180:00
using for repair shop or storage: 3 motorcycles, washer
& dryer, 2 floor polishers, bench press, 3 nordic treks,
drill press, etc. A receipt was required bythe
commission to prove tenant's intent of building a plane.
There did not appear to be a body or any paris for an
airplane in the hangar at the time it was viewed.
K62 Rezabek / Skybolt 42' doer, NI 135;00
K63 Fishbough 42' door, electrical usage in question - BTU heater 135.00
present.
K64 Anderson 42' door, end unit, space heater present. 150.00
Page 4 of 5
Iowa City Airport
Building / Property Listing
~f ~;_T ~;'~ ~ RePlaY; f Month y Monthly
i;~ ~ ~; '!~' ment~ cription of Building! Unit Debt Loan Repay Rent FY03 Signed Cert.
antlnfolTnati~n Budt :?(NI mprovements) Service (FY03) as of 12/01' Shortfall Lease Of Ins,
United Hangar 1948 $ 328,428 9600 ft2 Steel-frame construction with metal siding & variable
(to be demolished) retractable hangar doom on both north & south sides of
the building. Asphalt shingle tar & gravel roof. East
end is brick on masonry structure w/wood stud
NO NO NO
partitions. Office area w/5+ offices, reception area,
bathroom & storage areas. Provides storage for City
snowplows & other misc. equipment, office area is
vacant.
Monthly totals (FY03): 10~419.17 13,794.50 (3,299.17)
x 12 months 12 12 12
Total for FY03: 125~030.00 '165,534.00 (39,590.00)
Page 5 of 5
City of Iowa City
MEMORANDUM
Date: June 25, 2002
To: Michelle Robnett
From: City Manager
Re: Strategic Planning - Airport
I have reviewed your letter concerning the possibility of a strategic planning process for the
Airport Commission. In that we currently have a Comprehensive Land Use Plan for the Airport, it
would seem that a policy planning process involving the operations and other services provided
to the users of the Airport would be a worthwhile undertaking. We have recently completed a
strategic planning process with our Fire Department, and have done similar issue related
strategic planning.
At the Council's work session of July 1, it might be appropriate that you suggest a strategic
planning process. Council and Commission will be discussing the recently completed airport
audit/review as well as the Aviation Commerce Park.
My experience has been that strategic planning can be very helpful to everyone involved, in that
it establishes a clearer policy direction.
I would be happy to help the Commission set up a strategic planning process. I would need the
direction of the City Council to do so.
cc: Ron O'Neil
mgr/council/Itrs/stratpl-airport.doc ~
June 24,2002
Carol Thompson, Chair
Johnson County Board of Supervisors
913 S. Dubuque Street
Iowa City, IA 52240
Dear Carol:
The purpose of this letter is to respond to the County's June 10 negotiation draft provided by SEATS
management to the City of Iowa City as it relates to the future provision of paratransit services.
In principle, we agree with the general outline provided by SEATS management as it relates to the
provision of paratransit services. We have assumed a four-year agreement, effective July 1, 2003
(FY04). SEATS management has outlined several options to be pursued for contract renewal. We
assume they are not mutually exclusive.
1. Raising the base year to FY02. We currently have a five-year agreement, which provides
paratransit service through FY03. It was negotiated in good faith by all parties, and there is no
provision for a reopener clause. We would not agree to any change in year FY02 or FY03.
2. Implementing 4% increases. A four-year agreement with a 4% annual adjustment (current
agreement is 5-year, 3% per year) is acceptable, assuming the same level of paratransit service to
our citizens. Responsibilities for each party remains substantially unchanged. Translated, the
following contract amounts, including Sunday, are shown.
FY04 July 1, 2003-June 30, 2004 $598,780
FY05 July 1, 2004-June 30, 2005 $622,730
FY06 July 1, 2005-June 30, 2006 $647,640
FY07 July 1, 2006-June 30, 2007 $673,540
3. Same operating hours as Iowa City Transit. We agree, and it is a Federal requirement, that the
City be able to demonstrate paratransit services are provided during the same operating hours as
our public transit system. The proposal to eliminate Sunday service is not acceptable. We have
incorporated into the new agreement (shown in point 2) an annual amount of $13,500 for Sunday
service, and adjust that amount by 4% in future years.
410 EAST WASHINGTON STREET · IOWA CITY, IOWA 52240- 1526 · (319) 356-5000 · FAX (319) 356-5009
Carol Thompson
June 24, 2002
Page 2
4. Calculate cost of increases or decreases in services. We would agree that if Iowa City
proposes to increase or decrease any service, it would be subject to negotiations.
5. Review actual cost and renegotiate. The renegotiation proposal on an actual cost policy is not
acceptable. Projections of cost are the responsibility of one party (Johnson County), and that party
controls expenses, revenues, and all issues with the operation of paratransit services. The City
has not been provided a direct management oversight of paratransit service. While I do not intend
to be overly harsh, such a reopener simply does not encourage good management of resources.
We assume you have proposed increases in future years that anticipate increases. If the County
prefers, we would need to consider annual contracts. We do not believe that to be in the best
interests of paratransit users.
I am prepared to recommend to the City Council the adoption of a new four-year agreement which we
believe substantially complies with the information provided by SEATS management. I have consulted
the City's committee of Council Members O'Donnell and Vanderhoef, and they too concur and
authorize this letter.
We wish to conclude the contract and determine the future of the City's provision of paratransit
service. I have taken the liberty of copying the City of Coralville in order that they may be aware of our
response. An early response by the County is appreciated in order that I may have our City Attorney's
Office draft the agreement. The agreement will be substantially the same as in the past.
I would also note the City is anxious to conclude the agreement in order that we may begin the
process of preparation of our FY04 budget. We traditionally begin the assembling of information in
late August and early September, and therefore wish to have this matter adopted by the respective
parties before that date.
Sincerely,
City Manager
cc: County Board
City Council
Joe Fowler
Jeff Davidson
Kelly Hayworth
Kevin O'Malley
Tom Brase, SEATS m~r~qtrs/SEATSagt2.doc
C TY OF IOWA CITY
June 26, 2002 410 East Washington Street
Iowa City, Iowa 52240-1826
(319) 356-5000
Carol Thompson, Chair (3~) 3s6-s009 FAX
JC Board of Supervisors www.icgov.org
913 S. Dubuque Street
Iowa City, IA 52240
Dear Carol:
The purpose of this letter is to follow up on numerous discussions (or what seems to be numerous
discussions) that have occurred and are occurring regarding the County's funding participation in the
operation of the Iowa City/Johnson County Senior Center. I make my request with all due respect to
the County Board that we be made aware as soon as possible as to further County decisions
associated with the financing of the Senior Center. The City of Iowa City prepares its budget on a
three-year format, that is, estimates of cost are projected into the future. While we fulfill the legal
requirement of preparing a one-year budget, we also attempt in our budget projections to identify
where changes might be forthcoming. Needless to say, a reduction in the Senior Center funding for
FY03 in light of the long history of the relationship between the City and the County concerning the
funding came as a disappointment and surprise. It would seem that for all practical purposes, we do
not now have a 28E Agreement and, therefore, without such an agreement, we cannot predict the
income to the Senior Center budget.
We will begin assembling our upcoming budget, in this case FY04, in late August or early
September.
Currently, committees of the Senior Center as well as other staff are working to ascertain how best
to address the revenue shortfall that is occurring in FY03. If there are plans to go beyond the
$45,000 +/- reduction, we need to know that. As I am sure you can understand, we have no time to
react; that is, make adjustments in the program of services, deal with the issues of personnel, cancel
or change capital equipment orders, etc., if the financing is dramatically and suddenly changed.
Furthermore, other jurisdictions are likely to be affected by program changes as a result of reduced
revenues.
We are anxious to begin the assessment of our upcoming financial plan, and therefore I ask that the
County Board promptly attend to the decision regarding future Senior Center funding.
Sincerely yours,
City Manager
cc: Senior Center Commission
City Council
Linda Kopping
Kevin O'Malley
mgr/Itrs/srctrfunds04.doc
June 21,2002
Lauren Reece
Iowa City Community School District
509 S. Dubuque St.
Iowa City, IA 52240
Dear Lauren:
In follow-up to the discussion which occurred at our recent joint meeting, the City Council's
Economic Development Committee addressed the issue of the alternative senior high school. It
is the committee's opinion that if the school board finds it necessary, and/or desirable to have
Iowa City City Council involvement in the decision-making associated with the alternative high
school, please feel free to contact us. We respect your ability to make the decisions necessary
for the best interests of our school-age children.
If you have any questions, please feel free to give me a call.
~hman Mayor
cc: City Council
City Manager
School Superintendent
Mayor - Coralvilte
mgr/cou ncil/altsrhigh.doc
410 EAST WASHINGTON STREET · IOWA CITY, IOWA 52240- 1826 · (319) 356-5000 · FAX (319) 356-5009
City of Iowa City
MEMORANDUM
Date: June 26, 2002
To: City Council
From: City Manager
Re: Fire Master Plan
The Fire Department, through the assistance of facilitators, has completed a detailed lO-year
Strategic Plan. I had encouraged the Chief to pursue this strategy, and to his credit, not only
does it provide for comprehensive involvement by community interests, but also employees.
This plan represents a desirable level of fire protection and emergency response services for
our community. We have chosen to present this plan to you in order that we may identify future
goals and establish a desired direction for our Fire services. It is presented with the notion that
it is achievable, although current State and local financing does not permit us to actively pursue
certain elements, notably the additional staff required. The community will need to consider
other means of financing if it is to be fully implemented.
Iowa City Fire Department
"Serving with Pride and Profes~iionalism Since 1872"
TO: Stephen J. Atkins, City Manager ,~ ~~~¢
FROM: Andrew J. Rocca, Fire Chief O_~~ ~ ~ 'Tff~..q-/~p~...
RE: Fire Department Strategic Plan
Attached to this memorandum is the iowa City Fire Department's 10-Year Strategic
Plan. The plan represents the culmination of the department's three-phase planning
process, which began in 1997. Mr. Jude P. West, Professor Emeritus, Management
and Organizations Department, Henry B. Tippee College of Business, The University of
iowa, facilitated the strategic planning process.
I am requesting that you forward the plan to the City Council for formal approval and
adoption.
Thank you in advance for your assistance and ongoing support of the Fire
Department's strategic planning process.
AJR/bdm
Attachment
FIREDEPARTMENT * 41OE WashingtonStreet ' lowaCiiy, l~ 52240 Phone:(319) 356-5260 F~X: (319) 356-5263 wwwicfr~org
Office of the Fire Chief Office of the Fire Marshal Battalion Chiefs Fire Training Ha~lat Public Education
P/re Administration Fire Prevention Bureau Station I Station I Station 2 Station 3
(319)356-5256 (319)356-5257 (319) 356-5262 (319) 356-5258 (319) 356-5266 (319) 356-5265
Iowa City Fire Department
lO-Year
Strategic Plan
CITY OF IOWA CITY
FY2003 to FY2012
July 2002
TABLE OF CONTENTS
ACKNOWLEDGEMENTS .......................................................................................................... 3
EXECUTIVE SUMMARY ........................................................................................................... 4
INTRODUCTION .......................................................................................................................... 7
MISSION, VISION, AND CORE VALUES FOR CONTINUING EXCELLENCE .............. 8
ISSUES, TRENDS, AND DIRECTIVES FUNDAMENTAL TO THE
STRATEGIC PLAN .......................................................................................................... 9
Background Information ...................................................................................................... 9
National and Local Trends in Fire Protection .................................................................... 10
Fire Service Response to the Terrorism Threat ................................................................. 10
Projected Performance Measurements ............................................................................... 10
Regionalization Directive .................................................................................................. 11
Response Time Map .......................................................................................................... 12
STRATEGIC PLAN .................................................................................................................... 13
Goals for the Period FY03 to FY05 ................................................................................... 13
Goals for the Period FY06 to FY08 ................................................................................... 16
Goals for the Period FY09 to FY12 ................................................................................... 19
CONCLUSION ............................................................................................................................ 22
DEFINITIONS ............................................................................................................................. 23
REFERENCES ............................................................................................................................. 24
Iowa City Fire Department Strategic Plan 2
ACKNOWLEDGEMENTS
City Council
Mayor Emie Lehman
Connie Champion Mike O'Dormell
Steven Kanner Dee Vanderhoef
Irvin Pfab Ross Wilbum
City Manager
Stephen J. Atkins
Strategic Planning Committee Members
Andrew J. Rocca, Fire Chief
Roger W. Jensen, Fire Marshal
Ronald L. Stutzman, Battalion Chief
Elmer D. Brcnneman, Battalion Chief (retired)
James H. Humston, Battalion Chief
Daniel V. Smith, Battalion Chief
James Berry, Citizen, Retired Realtor
Ann Rhodes, Citizen
Jeff Davidson, Assistant Director of Planning and Community Development
Jude West, Facilitator, Professor Emeritus, Management and Organizations Department
Henry B. Tippie College of Business, The University of Iowa
Iowa City Fire Department Strategic Plan 3
EXECUTIVE SUMMARY
The Iowa City Fire Department exists to serve the citizens of Iowa City. Through fire prevention
and emergency response services, the fire department's essential role is to protect the
community's citizens and promote safety. Failure to provide appropriate, timely, and well-
organized responses to the wide variety of emergencies that occur has life-or-death
consequences.
Iowa City is a growing and vibrant community with all the risks of a moderately sized urban
center. In recent years, Iowa City has been the scene of serious fires, multiple-casualty incidents,
hazardous material spills, water and trench rescues, chemical leaks, and large-scale evacuations.
Since the events of September 11, 2001, there is added concern about terrorism, security, and the
ability to respond to these threats. Acknowledging its leadership role in fire prevention and
emergency response services within the community, the Iowa City Fire Department undertook a
planning process that resulted in this ten-year strategic plan.
The overall vision of the Iowa City Fire Department can be sunnnafized as follows:
· Achieve National Fire Service accreditation
· Respond to changing community needs
· Exemise leadership in the provision of fire prevention and emergency response
services
· Achieve the most cost-effective emergency service delivery in Johnson County
· Be committed to the reduction of life safety risks in the community
· Build a strong labor/management partnership on the Iowa City Fire Department
To accomplish this vision, the Iowa City Fire Department developed 18 goals to be
accomplished over three budget periods.
Goals for FY2003-2005
1. The Iowa City Fire Department will be the first fire department in the state to achieve
accreditation through the Commission on Fire Accreditation International.
2. Complete land acquisition, design work, planning, construction, and staffing for Fire
Station 4 in the Northeast Planning District.
3. As fiscal realities allow, fire prevention staffing within the department should be
increased.
Iowa City Fire Department Strategic Plan 4
4. Increased demands and complexity of administrative roles in the department require that
the Iowa City Fire Department's organizational structure be analyzed and restructured, if
necessary, to ensure effective fire prevention and emergency response services.
5. Establishment of a special technical rescue unit will be investigated so rescue activities
can be strengthened.
6. To ensure proper planning and evaluation, the Iowa City Fire Department will develop a
process for technology assessment and evaluation prior to the purchase of capital
equipment and/or implementation of new fire department procedures.
7. Funding alternatives will be investigated to ensure adequate fiscal resources as the fire
department enters the 21st Century.
Goals for FY2006-2008
1. A regional fire training facility to be used by the 12 fire departments in Johnson County
should be established.
2. Form a task fome to investigate consolidation of the Johnson County Ambulance Service
within the Iowa City Fire Department to provide economical emergency medical service
to the community.
3. Strengthen human resource development and training programs.
4. Consistent with City Council recognition that information management is a key
component in public safety agencies, the position of a public information officer should
be established.
5. To accommodate the growth of Iowa City to the west, a new Fire Station 2 should be
built at a more effective location in west Iowa City.
6. The Iowa City Fire Department will prepare a comprehensive disaster preparedness plan
for Iowa City.
7. To reduce confusion and increase organizational efficiency, the Iowa City Fire
Department will explore various alternatives for consolidation of all City inspection
services.
Iowa City Fire Department Strategic Plan 5
Goals for FY2009-2012
1. Consistent with goals of the City Council, as well as the Response 20/20 Program
developed by the Iowa Department of Economic Development and the Fire Service
Institute at Iowa State University, investigate regionalization of selected emergency
response resources in Johnson County.
2. In response to projected growth in south Iowa City, Fire Station 5 should be constructed,
equipped, and staffed within the South Planning District.
3. Fire Station 1 should be relocated because of overcrowding and increased traffic on
Gilbert Street.
4. Investigate the most advantageous organizational structure for the Public Safety
Communications Center.
In preparing this strategic plan, the Iowa City Fire Department reviewed the strategic plans of
accredited fire departments, especially from communities similar in size and type to Iowa City.
National trends in fire protection and emergency response services were studied. The
comprehensive plans of Iowa City, Coralville, and the University of Iowa were used as resource
documents. Local data on emergency response trends, fire prevention activities, and training
were studied. Finally, anticipated responses to terrorism threats were evaluated.
Implementation of tl~is strategic plan for the Iowa City Fire Department will establish a solid
foundation for delivery of fire prevention and emergency response services into the 21 ~t Century.
Iowa City Fire Department Strategic Plan 6
INTRODUCTION
This strategic plan is the culmination of a three-phase planning process beginning in 1997.
Phase One included the development of a new mission statement, a list of core values, and a
vision for the future. Phase Two focused on an organizational self-assessment, part of the
Commission on Fire Accreditation International program. Phase Three began in May 2001 and
concentrated on developing a strategic plan for delivery of fire protection services.
During the five years of planning, teams representing all levels of the fire department
participated in development of the mission, vision, and values statements. The second phase
involved over 50 percent of the department in conducting an organizational self-assessment
based on performance indicators of the CFAI program. Using information from the first two
phases, a planning committee comprised of the fire department administrative team and four
outside members met to develop the ten-year strategic plan.
The planning process, undertaken to develop the strategic plan, involved these steps:
1. Review of the mission statement, vision, and core values.
2. Discussion of the organization's strengths, concerns, and opportunities.
3. Examination of the current and future environmental factors that impact the department's
capability to reach its vision.
4. Establishment of long-term goals in three- and four-year increments.
5. Exploration of various strategic alternative approaches to accomplish the goals.
6. Delineation of specific physical, financial, and human resources needed for the
department to accomplish the long-term goals.
7. Establishment of specific one-year objectives.
This strategic plan addresses the direction of the Iowa City Fire Department in the upcoming
years, as it works toward achieving accreditation from the Commission on Fire Accreditation
International program. The strategic plan attempts to focus on the issues that are of the highest
priority in this time of fiscal constraint. It provides for the most efficient provision of resources
for the needs of the fire department, and provides guidance to lead the department into the 21~t
Century.
Iowa City Fire Department Strategic Plan 7
MISSION, VISION, AND CORE VALUES FOR CONTINUING
EXCELLENCE
Mission
The Iowa City Fire Department is dedicated to providing the community with progressive, high-
quality emergency and preventive services.
Core Values
To accomplish this mission, these core values have been established:
· A positive work environment
· A safe workplace for all personnel and units within the department
· Discipline
· Responsiveness
· Innovation and adaptability
· Continuous planning for improvement of services
Vision for Continuing Excellence
The vision for continuing excellence is built around the following key concepts:
· National Fire Service Accreditation
· Changing community needs and advanced technology
· Leadership in a period of change
· Regional emergency services delivery
· Commitment to continual improvement
· Superior human resources policies and planning
As the Iowa City Fire Department progresses into the next decade, it will become the first fire
department in Iowa to attain National Fire Service Accreditation. It will embrace a constantly
changing environment, matching community needs with new technology and resources.
Leadership will encourage an environment within the department that is responsive to
community growth, and organizational and individual development. This organization will be
the recognized lead-agency among preventive and emergency service providers in Johnson
County. Emergency medical service delivery will be improved through service sharing,
consolidation, and cooperation. The intense commitment to life-safety and community risk
reduction will be based on continual improvement and become the foundation of a strong labor-
management partnership.
Iowa City Fire Department Strategic Plan 8
ISSUES, TRENDS, AND DIRECTIVES FUNDAMENTAL TO
THE STRATEGIC PLAN
Background Information
Iowa City has experienced significant population growth during the last 30 years, from a
population of approximately 45,000 in 1970 to over 60,000 in 2000. During this time, Iowa City
Fire Department facilities and resources have not kept pace with this growth. The City of Iowa
City has employed the same number of firefighters, and maintained facilities that have not been
significantly modified since the 1970s. The responsibilities of the Iowa City Fire Department
have grown significantly. Many new initiatives have been undertaken by the fire department in
recent years, to the point where fire suppression, although still a significant function of the
department, no longer constitutes the majority of the work performed.
Emergency medical services, fire prevention, technical rescue, and hazardous materials
mitigation are functional areas which now require a great deal of time and effort by the Iowa
City Fire Department (see page 23). The occurrence of simultaneous calls for fire department
services has become an increasing problem, especially when a typical fire suppression incident
requires all on-duty personnel. An additional concern is unfunded federal mandates which must
be dealt with within the constraint of existing financial resources.
The lack of expansion in personnel and facilities has led to gaps in the efficient provision of fire
department services. Areas with longer than desired emergency response time exist in northeast
and far west Iowa City (see page 23). The City Council has recognized the needs for
construction of Fire Station 4 in northeast Iowa City, and nine full-time professional firefighters
to staff the new facility. Also significant for the fire department is construction of the Scott
Boulevard and 1st Avenue extensions in northeast Iowa City. When completed, these new
facilities with additional personnel and arterial street extensions will greatly enhance the
provision of fire department services in northeast Iowa City.
Overall growth in Johnson County, and particularly in the urbanized area, impacts regional
issues associated with the Johnson County Mutual Aid Agreement for fire protection. For
example, between 1990 and 2000, Iowa City increased in population from 60,148 to 62,220.
However, the city of Coralville increased in population during the same time - from 11,998 to
15,123 - a greater number of persons and overall percentage increase. Coral Ridge Mall was
constructed during this time period, and has strained the resources of the Coralville Volunteer
Fire Department, which potentially impacts calls for mutual aid.
The entire population of Johnson County increased from 99,064 to 111,006 between 1990 and
2000. The University of Iowa, while maintaining a relatively stable student enrollment,
continues to have significant growth and a wider distribution of its facilities. All of these trends
have stretched the Iowa City Fire Department in its efforts to continue the provision of
emergency and preventive services at an acceptable level to the community. With no
expectation of a significant increase in budgetary resources in the near future, issues such as
regionalization of fire department services and the training of volunteers to assist professional
Iowa City Fire Department Strategic Plan 9
staffmust be addressed. The training of volunteer fire department members to acceptable levels
of expertise is also an issue which affects Iowa City, as calls for mutual aid in Iowa City are
responded to by off-duty firefighters and volunteer fire departments.
National and Local Trends in Fire Protection
In Fire Protection in the 21st Century~ William Jenaway and Daniel Gardiner identify ten trends
in fire protection that will have an impact on local fire departments in this century. The issues
range from science and technology (materials that cause fires; substances that fight fires) to the
role of fire departments. Lifestyle trends, the workfome, the role of legal regulation and
financing of fire services will all need to be monitored. Fire departments will have to be
prepared to respond to a constantly changing environment.
Fire Service Response to the Terrorism Threat
On September 11, 2001, our nation experienced a coordinated terrorist attack in New York City,
Washington, DC, and Pennsylvania. Following these attacks, our government warned of the
likelihood of future incidents. This threat requires that all fire departments assess their
preparedness and response capabilities.
The Iowa City Fire Department has identified a number of needs that must be met in order to
effectively prepare and equip itself for the threat of terrorism. Foremost in preparing for a
terrorist attack is the need for continual coordination between local, state, and national
responders. Such cooperation has been alluded to in the Iowa City Comprehensive Plan Beyond
2000 goals. Preparation and cooperative efforts are critical if the Iowa City Fire Department is
to be successful in protecting personnel and citizens. National agencies need to involve local
authorities in every discussion of resource allocation, planning, and training. The Iowa City Fire
Department must take a leadership role in these activities.
Projected Performance Measurements
Using calendar year 1990 as the base, activity in the following areas are presented for review:
Emergenc, Response
1990 2000 2010
Fire Incidents 854 1,511 2,271
Actual Fires 269 259 459
Hazardous Conditions 191 168 268
Medical Emergencies 1,019 2,089 3,229
Average Response Times in Minutes 3.33 4.45 5.91
Total Responses 2,064 3,768 5,768
Iowa City Fire Department Strategic Plan 10
Prevention and Training
1990 2000 2010
Activities
· Firefighter Training (hours per month) 11.6 10.3 9.1
· Public Education Events 230 373 604
· Fire Safety Inspections 2,679 926* 1,019
*Biennial commercial schedule implemented
These projections were based on analysis of data from 1990 to the year 2000. The projections in
thc 1997 Iowa City Comprehensive Plan for growth and possible annexation of adjacent land
point to an expanding area of responsibility for thc fire department. It is also essential that Iowa
City Fire Department personnel are trained in thc complex technical procedures associated with
rescue and fire suppression. The map on page 12 illustrates first due response times for the
existing fire stations and additional or relocated fire stations. In addition, thc Iowa City Fire
Department anticipates an increasing role in prevention programs, public outreach and education,
and staff training. There is a need to inform the public about fire risks and safety precautions.
Regionalization Directive
In the May 2000 goals of the City Council, the fire department was directed to consider a
regional (countywide) fire protection system, including emergency medical response. While
some limited aspects of rcgionalization are currently in use, consideration of countywide shared
services is a priority in this period of greater specialization of fire services and budgetary
constraints.
Iowa City Fire Department Strategic Plan 11
IOWA CITY FIRE DEPARTMENT
Estimated Emergency Response Ti~e
2002
~..
~e
STRATEGIC PLAN
Goals for the Period FY03 to FY05
Goal One: The Iowa City Fire Department will be the first fire department in the state to
achieve accreditation through the Commission on Fire Accreditation
International (CFAI).
The Commission on Fire Accreditation International (CFAI) provides a comprehensive system
for evaluating the City of Iowa City's fire and emergency service delivery. The categories
include: Governance and Administration, Assessment and Planning, Goals and Objectives,
Financial Resources, Programs, Physical Resources, Human Resources, Training and
Competency, Essential Resources, and External System Relationships. The Iowa City Fire
Department is in the process of identifying community risks and fire safety needs, evaluating
organizational performance, and planning for continued improvement. This multi-dimensional
evaluation system, as compared to the Insurance Services Office evaluation system, reflects the
fire service of the future. The Commission on Fire Accreditation International process, which
the department aspires to attain in 2005, directly correlates to and complements the National Fire
Protection Association 1710 standard for fire service delivery and deployment.
The department's goal is to be the first CFAI accredited fire department in Iowa. This
accreditation will establish the Iowa City Fire Department in a leadership position for
regionalized fire protection services. Pursuing accreditation encourages quality improvement
through a continual self-assessment process. Core competencies are identified and minor
deficiencies are addressed through the department's annual goals and objectives. Additional
budgetary support will be needed to resolve some core deficiencies by 2005.
Goal Two: Complete land acquisition, design work, planning, construction, and staffing
for Fire Station 4 in the Northeast Planning District.
Recognizing the projected in-fill development of Iowa City to the northeast, due to the
construction of 1st Avenue and Scott Boulevard, Fire Station 4 will be constructed and staffed.
Future development of the Northeast Planning District will not allow it to be adequately served
by Fire Station 1. Response times are currently longer than the goal of no more than six minutes
for first-due apparatus. Fire Station 4 will need to be built in the area of 1st Avenue and Scott
Boulevard to achieve adequate first-due response times and service delivery.
Goal Three: Recognizing the need for increased fire prevention activities, fire prevention
staffing within the department will be increased.
Fire prevention includes all fire service activity that decreases the incidence of emergency
response. Fire prevention methods usually focus on inspection, which includes engineering and
code enforcement, public fire and life-safety education, and fire origin and cause investigation.
Iowa City Fire Department Strategic Plan 13
In the 1973 National Commission on Fire Prevention and Control report, America Burning, one
of its recommendations was to make fire prevention at least equal to suppression. Twenty-five
years later, the commission reconvened and concluded that the goal was yet to be reached except
in a few departments. A case in point, the Iowa City Fire Department allocated just over three
percent of its total annual budget to prevention in FY02.
When the Iowa City Fire Department completed its CFAI self-assessment, fire prevention
staffing was identified as a core competency deficiency. For example, due to inadequate
staffing, public education efforts have failed to address a number of high-risk groups, such as the
elderly. The Iowa City Fire Department has only one full-time position - Fire Marshal - devoted
to prevention activities. Minimally, two full-time positions are required to meet the departmental
goal of CFAI accreditation. One staff position would focus primarily on public education
programs and the other on managing fire risk by enforcing the requirements of the locally
adopted fire code and conducting fire investigations.
Goal Four: The increased demands and complexity of the administrative role in the
department requires that the Iowa City Fire Department's organizational
structure be analyzed and structured to ensure effective fire suppression,
prevention, and leadership.
The Iowa City Fire Department has utilized a three-shift, 56-hours per week schedule since
January 1, 1966. At that time, Assistant Chiefs were used primarily as emergency response
personnel. In the mid-1970s, the title of Assistant Chief was changed to Battalion Chief. As the
department's call volume and menu of services have expanded, so have the administrative duties
of the Battalion Chiefs, including the Fire Marshal. In addition, the 24-hour shift schedule does
not facilitate scheduling or attending meetings with professional contacts. Consequently, the
Battalion Chiefs have found it difficult to provide the day-to-day administrative direction for
their assigned areas of responsibility, maintain proficiency in emergency response skills, and
perform fire prevention duties.
A review of the department's organizational structure and the current job description for
Battalion Chief should be completed by 2005. The duties and responsibilities for supervision
and support of emergency operations and administrative support have been added to the
Battalion Chiefs to the point of overload. In addition to the command functions of emergency
operations and administrative support, the Strategic Plan has components that require
management, planning, review, and supervision. Among these are the planning, hiring, and
support functions related to the Fire Prevention Bureau, training issues and the Training Center,
and the construction of Fire Station 4, relocated Fire Station 2, and Fire Station 5.
A review of the department's organizational structure should be completed by 2005.
Organizational structure options should include additional staff positions, rearrangement of
current authorized staffing, and a combination of the aforementioned. The goal of the
organizational restructuring is to evenly distribute the workload throughout all levels of the
organization and to make attainment of this plan possible.
Iowa City Fire Department Strategic Plan 14
Goal Five: Establishment of a special technical operations rescue unit should be
investigated so that rescue activities will be strengthened.
During the last five years, the department has expanded its menu of services, especially in its
delivery of rescue services. This expansion was driven by several factors, including federal
mandates (e.g., confined space rescue), an internal need to improve rescue services (e.g.,
water/ice rescue), and unreliable or unavailable services provided by other agencies (e.g., heavy
rescue/vehicle extrication).
Specialized rescue requires an extensive number of training hours. The terrorist events of
September 11, 2001, the subsequent anthrax scares, and the potential for future biological and
chemical threats are certain to burden emergency responders with additional expectations in
response to Weapons of Mass Destruction (WMD). These factors, when combined, demand that
the specialization of personnel a special operations unit be established as a way to maximize
efficiency.
Goal Six: To ensure proper planning and evaluation, the Iowa City Fire Department will
develop a process for technology assessment and evaluation prior to purchase of
capital equipment and/or implementation of procedures.
The Iowa City Fire Department shall develop a formalized process for managing change,
specifically as it relates to planning, research, development, and use of new or improved
technology, apparatus, and equipment. The department does not currently have a formal method
for either identifying or evaluating new or improved technologies, apparatus, and equipment.
Managing change as it relates to planning, research, and development will provide a critical
function to the department in assuring that safety, effectiveness, and efficiency are the criteria for
all changes.
Goal Seven: Funding alternatives will be investigated and proposed so as to be prepared
for Homeland Security initiatives and increased training needs.
Every fire department must consider funding constraints in its budget. Funding influences the
amount of emergency resources available and the scope of prevention activities, which in turn
influence life or death issues. The choice of funding alternatives raises fundamental questions
about governance and equity. Should only the users of fire department services pay for services
received? Should fire protection be treated like insurance, in which the fees charged are a
function of the risks presented? Should fire and rescue be considered services to people in need,
with the costs spread evenly across society with no user fees? These are fundamental questions
that speak to our values and the role of government.
Budget pressures are forcing local governments to seriously consider reducing services,
increasing efficiency, or finding new funding sources. The impact is especially complex for the
Iowa City Fire Department because it comes at a time when there are increasing concerns for
firefighter safety, and an increasing demand for other service deliveries and expertise in areas
such as technical rescue incidents and hazardous materials. The addition of new services may,
on the other hand, offer new opportunities for funding. The Iowa City Fire Department needs to
Iowa City Fire Department Strategic Plan 15
know the range of possibilities for new funding sources and to ascertain which alternative
funding approaches have worked.
An example of alternative funding which may be available in future years (and should be
explored) is federal funding. For example, for FY02, House-Senate conferees agreed to a final
emergency supplemental appropriation of $210 million for the USFA/FEMA Assistance to
Firefighters grant program, commonly known as the FIRE Act. Added to a $150 million
appropriation last fall, the total available will be $360 million in fiscal year 2002.
The goals of the City of Iowa City Comprehensive Plan Beyond 2000 support and encourage
efficient and effective use of resources in planning for public safety needs. The Iowa City Fire
Department will monitor potential funding sources and make recommendations and/or
applications for alternative funding where it is appropriate to do so.
Goals for the Period FY06 to FY08
Goal One: A regional fire training facility to be used by the 12 fire departments in Johnson
County should be established.
Plans arc underway to relocate the fire department training facility to 1000 South Clinton Street
at thc North Wastewater Treatment Plant in May/June 2002. The new site has a structure that
can readily be used as a classroom, has ample storage for training materials, and several acres of
land to locate fire and rescue training simulators. The fire department training facility will be
used by the 12 fire departments, which are members of the Johnson County Mutual Aid
Association, in order to improve regional delivery of fire protection and emergency services.
Goal Two: The Iowa City Fire Department supports the formation of a task force to
investigate consolidation of the Johnson County Ambulance Service (JCAS)
with the Iowa City Fire Department to provide economical emergency
medical service to the community.
The Johnson County Council of Govemments should form a task force to investigate
consolidation of JCAS with the Iowa City Fire Department. Statistics show that Emergency
Medical Services (EMS) is the fastest growing segment of fire department responses nationwide.
The Iowa City Fire Department currently responds to all medical emergencies in Iowa City
alongside JCAS.
Cross-training firefighters as paramedics would permit employees to function in multiple roles,
providing much needed additional staffing for traditional fire department responsibilities.
Consolidation of the two services would provide economical EMS to the county and also serve
as the first step toward delivery of emergency services by a countywide fire protection system, a
goal established by the City Council in May 2000.
Iowa City Fire Department Strategic Plan 16
Goal Three: In an effort to recruit, develop, and retain personnel, human resources
development/training programs and policies will be strengthened.
The following programs and policies are department priorities:
· An officer development/training program.
· A physical fitness training program in cooperation with a local organization.
· New recruitment and retention policies.
Goal Four: Consistent with the City Council's recognition that information management
is a key component in public safety agencies, the position of a Public
Information Officer (PIO) should be created.
The function of a public information officer is to collect, verify, and disseminate information to
the public. A proactive approach to public information necessitates creation of a Public
Information Officer position for the Iowa City Fire Department. The PIO must reach out to the
media to establish good relations and begin to anticipate community expectations, as well as the
hazards the Iowa City community may face.
The most critical moments for governmental agencies are when they are challenged. Recent acts
of terrorism provide excellent examples. People expect rapid response and effective application
of resources in the most efficient manner. The display of professionalism and responsiveness
during moments of high visibility foster credibility.
Iowa City Comprehensive Plan Beyond 2000 goals identify information management as a key
component in effective public safety practices. The Public Information Officer will help provide
leadership in managing the regionalization of fire department services previously noted.
Goal Five: Recognizing the past and projected growth of Iowa City to the west, a relocated
Fire Station 2 should be built.
A new location should be secured in west Iowa City for construction of a new Fire Station 2.
Fire Station 2 provides primary response to most of west Iowa City. At the time Fire Station 2
was constructed in the 1970s, it was relatively centrally located within the corporate limits of
Iowa City west of the Iowa River. Iowa City has grown considerably in the intervening 30-year
time period, particularly to the west and south - this has resulted in Fire Station 2 now being
located near the northeast boundary of the primary response area where it is the first-due station.
First-due response times that may be over eight minutes for properties located on the periphery
of southwest Iowa City has resulted. The Iowa City Fire Department's goal is for the first-due
unit to arrive within six minutes.
The Iowa City growth area boundary delineates where the city will grow in a west and south
direction; it represents the estimated corporate limits line by 2025. The growth area boundary
designates where growth can occur and be served by gravity sanitary sewer. Additional
development within the growth area will exacerbate first-due response times from Station 2 to an
even greater degree.
Iowa City Fire Department Strategic Plan 17
The location of a new Fire Station 2 should take into consideration the City of Coralville
possibly establishing a career engine company that would respond to emergency calls in west
Iowa City. This is an arrangement that will undoubtedly be explored in upcoming years.
Goal Six: After evaluating the current emergency plans for Iowa City, the Iowa City Fire
Department will prepare a comprehensive disaster preparedness plan for Iowa
City.
The Iowa City Fire Department will develop a comprehensive disaster preparedness plan for
Iowa City. A plan is needed to bridge the gap between the current City of Iowa City Severe
Weather Plan and the somewhat complex and outdated Johnson County Multi-Hazard Plan - this
was noted as a weakness during the accreditation assessment process.
The current Severe Weather Plan is excellent, but narrow in scope. The Multi-Hazard Plan is
complex, general, and slanted toward radiological incidents. Neither plan addresses disasters,
such as plane crashes, bombings, or terrorism with weapons of mass destruction - this must be
corrected. A comprehensive plan must also include damage assessment procedures, checklists,
forms, and resource lists for all kinds of disasters. A disaster preparedness plan should call for
periodic exercises. A natural progression of the plan would be to include the fire mutual aid
organizations and their resources, providing a large support structure of first responders to any
disaster, anywhere in the county.
Goal Seven: To reduce confusion in the minds of the public and to increase organizational
efficiency, the Iowa City Fire Department will explore various alternatives for
the consolidation of all city inspection services.
The City of Iowa City should explore options for consolidation of commercial/industrial fire
department inspection services performed by the fire department and rental housing inspection
services performed by the Department of Housing and Inspection Services. Combining
inspectors from both departments would eliminate duplication of services. Currently, an
inspector from each department is involved in the inspections of combined use buildings that
include both conunercial and residential occupancies. Both departments inspect all beer and
liquor permit holders. Owners are confused by the current methods and would be better served
with one complete inspection. A combined inspection would allow one inspector to more
effectively examine a mixed use building. Fire department management of inspection services
would utilize our positive public image and legal authority to gain inspection compliance.
Consolidation would require City Manager approval and significant cooperation between the
Director of Housing Inspection Services and the Fire Chief. Inspectors should be selected for
duty based on technical training, expertise, and their ability to motivate people to act. Strict
enforcement of legally adopted codes will continue to be necessary to assure safe conditions in
our community. A consolidated inspection system should have program management transferred
to the Iowa City Fire Department.
Iowa City Fire Department Strategic Plan 18
Goals for the Period FY09 to FY12
Goal One: Consistent with the City Council's goals, as well as the Response 2020 Program
developed by the Iowa Department of Economic Development and the Fire
Service Institute at Iowa State University, the department will investigate
regionalization of selected resources in Johnson County.
A. Work toward implementation of the Response 2020 Program.
The Response 2020 Program was developed by the Fire Service Institute at Iowa State
University and funded by the Iowa Department of Economic Development as a tool to
assist local communities with delivery of fire and emergency services. The primary
purpose of the program was to provide technical assistance to Johnson County fire
departments and emergency service providers in order to collectively assess their current
services and identify potential service-sharing options. The Response 2020 Program
parallels the City Council's goal of regionalized fire protection.
The program produced a list of issues that should be addressed by city and county
officials in the future. The issues are divided into the following categories or topics:
Response and Working Together, Volunteers, Hazardous Materials Spill Response,
Equipment, and Miscellaneous Concerns, including insufficient funding, friction between
fire and law enforcement personne/1, annexations resulting in lost property tax revenue,
tax increment financing, and water supplies for fire protection.
B. Implement a plan designed to promote service sharing and cooperation to all stakeholders
in Johnson County.
The Iowa City Fire Department needs to look at utilizing the resources beyond
jurisdictional lines to fulfill staffing needs, specialized equipment, and other services.
Cooperation with the county departments to implement the Response 2020 document will
be initiated. The January 2002 implementation of the Johnson County Mutual Aid Box
Alarm System (MABAS), which is an automatic countywide mutual aid box alarm
system, has shown that such cooperation is feasible. A joint city-county task force within
the county should be formed to determine how material resources and staffing can be
pooled to better serve the citizens of our individual and collective communities.
Along with the task force, the Johnson County Council of Governments will be asked to
facilitate the politics and logistics that need to be overcome to provide shared services.
This will be a challenge to all communities involved, stretching across city boundaries
and into county jurisdiction for the collective cooperation that will be needed.
Iowa City Fire Department Strategic Plan 19
Goal Two: In response to the projected growth in south Iowa City, Fire Station 5 should
be constructed, equipped, and staffed.
A location should be secured in south Iowa City for construction of Fire Station 5. It is
estimated that this station will be constructed between 2009 and 2011. At the present time, the
South Planning District in the Iowa City Comprehensive Plan is adequately served by the
location of existing Fire Station 1 and Fire Station 3 in southeast Iowa City - this includes the
area bounded by U.S. Highway 6 on the north, the Iowa City Sewage Treatment Plant on the
south, the Iowa River on the west, and Sioux Avenue on the east.
Although the existing developed area in the South Planning District is adequately served by Fire
Station 3, the recent construction of a major sanitary sewer trunk line has made this area a prime
candidate for additional development in the next ten years. This major infrastructure
improvement, along with the anticipated construction of a major east-west arterial street in this
area during the next ten years, will allow redevelopment of property at urban densities for
various residential and commercial uses.
Future development of the South Planning District will not allow it to be adequately served by
Fire Station 3; response times will be longer than the goal of no more than six minutes for the
first-due apparatus. Fire Station 5 will need to be built somewhere within the South Planning
District in order to maintain adequate first-due response times. Annexation and rezoning of
property in the South Planning District indicates efforts should be made to secure a site of
approximately three acres for construction of Fire Station 5.
Goal Three: Fire Station 1 should be relocated because of overcrowding in the facility and
increased traffic on Gilbert Street.
Fire Station 1 is located at 410 East Washington Street. Station 1 was opened in 1962 as a
single-level fire facility comprised of three apparatus bays, an administrative office, and living
quarters for fire personnel. The apparatus bays are crowded and traffic on Gilbert Street make
responding to and returning from alarms problematic.
The new location of the fire station should be adjacent to the central business district for rapid
deployment of resources, as the majority of emergency incidents occur in Fire District 1.
Goal Four: The Iowa City Fire Department will investigate and propose the most
advantageous organizational structure for the public safety communications
center.
The City of Iowa City and Johnson County Sheriff's Office staff and maintain independent
public safety answering point communications centers. One of the centers serves the city of
Iowa City; the other serves Johnson County public safety agencies outside of the city of Iowa
City. Having public safety agencies that work closely together, but are served by different
communications centers, creates significant problems and delays. Emergency medical requests
originating in Iowa City require action by both centers to mobilize an ambulance. The fact that
both centers have to act builds in response delays. Fire mutual aid requests also require the
Iowa City Fire Department Strategic Plan 20
involvement of both cemers. As a result, delays are inherent and the chances for
miscommunication increase. Additionally, both centers operate on different radio frequencies,
complicating unit-to-unit communications.
A single communications center, serving all public safety agencies in Johnson County, should be
constructed, which would relinquish control by both jurisdictions. The Iowa City Council and
Johnson County Board of Supervisors should create a separate and distinct management structure
that enables the center to function independently, yet respond to the needs of all.
Iowa City Fire Department Strategic Plan 21
CONCLUSION
The Strategic Plan has presented the vision of the Iowa City Fire Department and identified 18
goals to be accomplished over the next ten years. The plan will allow the department to
anticipate and respond to environmental changes that may negatively impact service delivery. In
addition, the Strategic Plan will be reviewed annually.
The Iowa City Fire Department recognizes that the price of public safety is not inexpensive;
however, the ability to deliver consistent fire protection service has diminished in the face of
growing demands. The status quo no longer serves the needs of Iowa City's citizens. The
department's resources are stretched to an extreme limit. The Iowa City Fire Department
Strategic Plan is a sound investment in the future for the citizens of Iowa City.
The Iowa City Fire Department welcomes inquiries and comments on this plan and its
implementation.
Iowa City Fire Department Strategic Plan 22
DEFINITIONS
Hazardous material mitigation (Haz Mat): An example of a special operation, which requires
highly skilled individuals, techniques, equipment, and training. It involves the containment
and/or removal of toxic chemicals or substances, and may include rescue activities. The range of
activities will depend on the type of substance, its location, and the nature of risk it presents.
Response time: Response time starts when the 911 Emergency Communications Operator
(ECO) answers the call. As soon as the ECO realizes this is an emergency call for service, time
begins. Incident reports note the time as "Dispatch Notified" - this and each of the following
times are recorded by the hour, minute, and second.
Alarm time is that time when the fire department first receives notice of the call. The moment is
captured as "Alarm Time." The interval between "Dispatch Notified" and "Alarm Time" is
referred to as alarm processing time, which measures how long it takes the dispatcher to receive
the information and dispatch appropriate units.
When the fire truck breaks the plane of the overhead door, the company officer announces they
are enroute to the scene - this time is captured as "Enroute Time." The interval between "Alarm
Time" and "Enroute Time" is known as turnout time, which measures how long it takes
firefighters to put on their protective clothing and board the trucks.
The final benchmark is "Arrival Time." The interval between "Enroute" and "Arrival Time"
measures travel time. When you add all of these elements together, you get the "Total Response
Time."
Technical rescue: Firefighters engage in life-saving activities in a variety of places that require
extensive training, specialized, costly equipment, and considerable personal risk to individual
firefighters. Examples of these include: water rescue, ice rescue, confined space rescue, vehicle
extraction, trench rescue, and high-angle rescue.
The financial costs of a single response can be enormous, and a poorly trained or badly equipped
unit in any of these cases can result in loss of life. Increasingly, the efforts of firefighters are
moving from fire suppression activities to rescue and emergency responses.
Iowa City Fire Department Strategic Plan 23
REFERENCES
1. America Burning, National Commission on Fire Prevention and Control (1973)
2. Commission on Fire Accreditation International
3. FIRE Act
4. Iowa City Area Quicklook 2000, City of Iowa City Economic Development Division
5. City Council Goals - May 25, 2000
6. Iowa City Comprehensive Plan Beyond 2000
7. Iowa City Comprehensive Plan, 1997, available at:
http://www.iowacity.com/city/planning/PDCompPlan.htm
8. Iowa City Land Use Plan
9. Jeniway, William F. and Gardiner, Daniel B.C., "Fire Protection in the 21st Century," The
Alliance for Fire and Emergency Management, Ashland, Massachusetts (1995)
10. Johnson County Fire and Emergency Response Services: Response 2020, Phase 2, Task
Force Report, May 2000
11. Leading the Wa?: Homeland Security in your Community, International Association of
Fire Chiefs
12. Public Protection Classification Draft Map for Iowa City, Johnson County, Iowa
13. "Strategic Plan and Operational Guide 2001-2006" Tempe Fire Department, Tempe,
Arizona, available at http://www.tempe, gov/fire/
14. University of Iowa Sesquicentennial Campus Planning Framework Update, Planning
Summary and Summary Map
15. Vision 2010, Communique for Change, Fire Chief, February 2001
16. West Coralville Land Use Plan
Iowa City Fire Department Strategic Plan 24
City of Iowa City
MEMORANDUM
Date: June 20, 2002
To: Mayor and City Council
From: Marian K. Karr, City Clerk
Re: Council Work Session, June 10, 2002, 6:30 PM in Emma J. Harvat Hall
Council: Champion, Kanner, Lehman, O'Donnell, Pfab, Vanderhoef, Wilburn
Staff: Atkins, Helling, Dilkes, Kart, Franklin, Morris, Humston, Scott, O'Brien, Fowler, O'Malley,
Davidson, Craig
Tapes: 02-44, Side 2; 02-51, Both Sides; 02-52, Both Sides
(A complete transcription is available in the City Clerk's Office)
PLANNING & ZONING ITEMS
PCD Director Franklin presented information on the following items:
A. Motion setting a public hearing for July 2 on an ordinance changing the zoning designation
from Neighborhood Conservation, RNC-20, to Sensitive Areas Overlay-Neighborhood
Conservation, OSA/RNC-20 for 0.41 acres of property located at 341 Nodh Riverside Drive.
(REZ02-00004)
Franklin stated the applicant had requested expedited action, and staff was recommending
setting the hearing prior to the P&Z vote on June 20.
B. Public hearing on an ordinance amending the Sensitive Areas Ordinance to regulate
isolated wetlands.
C. Public hearing on an ordinance changing the zoning designation from Low Density Multi-
Family Residential, RM-12, to Sensitive Areas Overlay-Low Density Multi-Family
Residential, SAOoRM-12, for Lot 2 of First and Rochester subdivision, Part 1, a 38,041
square-foot property located west of First Avenue, north of Rochester Street. (REZ02-
00003)
D. Ordinance to amend Section 14-6K-2 of the Zoning Ordinance, Floodplain Management, in
order to remove the requirement for fill beyond the area of a structure, update various
definitions and references, and to acknowledge the new Flood Insurance Rate Map (FIRM).
(Second Consideration)
AGENDA ITEMS
1. (Agenda Item #8 - Public hearing ... and resolution approving ... plans, specifications, form
of contract ... Iowa City Fire Station #3 Addition and Renovation Project ...) Architectural
Services staff Morris and Battalion Chief Humston present for discussion.
City of Iowa City
M MORANDt M
Date: June 20, 2002
To: Mayor and City Council
From: ]rian K. Kart, City Clerk
Re: Session, June 20, 2002, 6:30 PM in Hall
Council: )n, Kanner, Lehman, O'Donnell, Pfab, lderhoef, Wilburn
Staff: Atkins, He I, Dilkes, Kart, Franklin, Morris, H~ ston, Scott, O'Brien, Fowler, O'Malley,
Davidson,
Tapes: 02-44, Side 2; Both Sides; 02-52,
(A complete transcription is ~ilable in the City C ('s Office)
PLANNING & ZONING ITEMS
PCD Director Franklin presented the following items:
A. Motion setting a public hearing for J ordinance changing the zoning designation
from Neighborhood Conservation, RN to Sensitive Areas Overlay-Neighborhood
Conservation, OSA/RNC-20 for 0.41 a of property located at 341 North Riverside Drive.
(REZ02-00004)
Franklin stated the applicant had reque and staff was recommending
setting the hearing prior to the P&Z
B. Public hearing on an ordinance ~ ~nding the ~s Ordinance to regulate
isolated wetlands.
C. Public hearing on an ordina changing the zoning signation from Low Density Multi-
Family Residential, RM-1 to Sensitive Areas '-Low Density Multi-Family
Residential, SAO-RM-12 Lot 2 of First and subdivision, Part 1, a 38,041
square-foot property Io¢ west of First Avenue, Rochester Street. (REZ02-
00003)
D. Ordinance to amend 14-6K-2 of the Zoning Ordinance, ,lain Management, in
order to remove th, uirement for fill beyond the area of a ~ructure, update vario, us
definitions and and to acknowledge the new Flood Insur~l, nce Rate Map (FIRM).
(Second Consider;
AGENDA ITEMS
1. (Agenda Item Public hearing ... and resolution approving ... plans, specifications, form
of contract ... City Fire Station #3 Addition and Renovation Project ...) Architectural
Services staff Morris and Battalion Chief Humston present for discussion.
Council Work Session
June 10, 2002
Page 2
2. (Agenda Item #21 - Resolution authorizing ... agreement ... MMS Consultants ... South
Sycamore Regional Greenspace Landscape and Trail Project) City Clerk Karr announced
that the item had been pulled and the service would be handled in house.
3. (Agenda Item #9 - Public hearing ... and resolution approving ... plans, specifications, form
of contract ... Landfill FY02 Cell Construction Project) In response to Council Member
Champion, Sr. Civil Engr. Scott stated the landfill is expected to last 20-25 years, and each
cell 3-5 years.
4. (Agenda Item #19 - Resolution awarding contract ... Nodhside Marketplace Streetscape)
Asst. PCD Director Davidson present for discussion. Council Member Vanderhoef
requested that the two bump outs be removed from the project on the nodhside of Market
Street, and dedicate the two parking spaces to be a bus stop. A majority of Council were
not interested in making the changes requested.
5. (Consent Calendar #3d(2) - Setting public hearing on ordinances adopting 2000 ... Building
Code,... Fire Code ..., Plumbing Code ..., Mechanical Code ... ,) Council Member Kanner
requested the changes be distributed a week early to allow for review.
6. (Consent Calendar #3f(10) - Correspondence from Geoff Johnson ... City Code ... Lizards
and snakes) Council Member Kanner asked that Animal Control staff review the letter.
7. (Agenda Item #21 - Resolution ... agreement ... MMS...South Sycamore Regional
Greenspace Landscape and Trail Project; and Agenda Item #24 - Resolution ... acquisitio,n
of property interests ... Nor[h Dodge Street Project ...) In response to Council Member
Vanderhoef, the City Mgr. reminded Council that item #21 had been removed from the
agenda and would be handled in house; and City Atty. Dilkes stated that the service was
being subcontracted out and IDOT funding was available for the contract.
8. (Item #1P14 of Info Packet of 6/6 - Memo from Asst. CA Matthews ... Property Tax
Assessment Appeals) In response to Council Member Vanderhoef, City Atty. Dilkes stated
staff would progressively defend. Council Member Pfab requested a copy of the agreement
with Bob Burns mentioned in the memo.
9. (Consent Calendar Item #3e(8) - Resolution amending ... Capital Improvement Project ...
financing for Peninsula Affordable Housing Project) In response to Council Member Kanner,
City Mgr. Atkins outlined the proposed agreement with Greater Iowa City Housing
Fellowship, noting details were being worked out and the agreement would be brought to
Council for approval.
10. (Agenda item #6 - Public hearing ... purchase agreement ... United Action For Youth ...
Tower Place Unit 1-C) Council Member Kanner suggested that the Economic Development
Committee look at providing a subsidy to encourage keeping those type of institutions
downtown. Majority of Council agreed to forward the request to the Economic Development
Committee next week.
Council Work Session
June 10, 2002
Page 3
APPOINTMENTS
Airport Zoning Commission - No applications, readvertise
Airport Zoning Board of Adjustment - No applications, readvertise
Historic Preservation Commission - Deferred indefinitely
Deer Task Force - Accept recommendations to appoint Karime Reveiz
(biologist~scientist) & Mark Sandier (hunter)
DEVELOPMENT AGREEMENT FOR 64-1a (Aqenda Item #16)
PCD Director Franklin, Legal Counsel John Hintz, and Finance Director O'Malley present. After
discussion the majority of Council were not interested in amending the current contract to
require a definitive length of time for the grocery store or the hotel to be maintained on this
project.
LIBRARY PARKING (IP3 of Info Packet of 5/30)
Library Board President Parker, Parking & Transit Director Fowler, Parking Mgr. O'Brien, and
Library Director Craig present for discussion. After discussion Council directed staff to move 50
permits out of the Dubuque Street ramp to Chauncey Swan; and remove the maximum daily
rate in the Dubuque Street ramp.
STAFF ACTION: Fifty permits are being moved from the Dubuque Street Ramp.
Research shows the daily maximum charge is not established by ordinance and the daily
maximum charge will be removed from the Dubuque Street Ramp effective July 1, 2002.
(Fowler)
PAY STATION v CASHIER AT NEAR SOUTHSIDE TRANSPORTATION CENTER
Parking & Transit Director Fowler reported on a JCCOG discussion regarding utilizing a pay
station concept similar to Chauncey Swan in the new Southside Transportation Center, and
Council Member Champion's concerns with that recommendation. Majority agreed to proceed
with the pay station but maintain the option to convert to a cashier by adding a booth at a later
time.
STAFF ACTION: Proceed as directed. (Fowler)
PROCEDURE FOR CALLING A SPECIAL MEETING
Majority of Council directed staff to prepare a revised resolution requiring a special meeting to
be called by the Mayor or three Council Members.
STAFF ACTION: Prepare for July 2 agenda. (Karr)
Council Work Session
June 10,2002
Page 4
COUNCIL TIME
1. Council Member Kanner distributed information regarding the Senior High Alternative Center
program expansion, and its possible move to Coralville. Majority of Council agreed to
discuss the item at their joint meeting on June 19.
2. (Agenda Item #16 - 64-1a) In response to Council Member Champion, Mayor Lehman
suggested that after public input is received Council Members limit their remarks to 2-3
minutes and proceed to vote on the matter.
3. City Clerk Karr reminded Council Members that agenda items for the joint meeting on June
19 were due.
Meeting adjourned 10:15 PM.
City of Iowa City
MEMORANDUM
DATE: June 26, 2002
TO: Mayor and City Council
FROM: Marian K. Karr, City Clerk
RE: Packet of July 4
Due to the July 4th holiday there will be no Cotmcil information packet next week.
IP12
city of iowa city
PARKS AND RECREATION DEPARTMENT
220 S. Gilbert Street
TO: City Manager .I)
FROM: Parks and Recreation D/rector ~t~ /
DATE: June 21, 2002
RE: Court Hill Park ~
At a recent council meeting during discussions about PiN grants, a question was brought
up with regard to Court Hill Park and whether or not the proposed new playground
equipment would meet accessibility standards. Terry Robinson met with the
neighborhood representative about this issue. While the playground equipment to be
purchased with PIN grant funding will not be considered accessible equipment, the
playground apparatus already existing in this area does meet the accessibility standards.
Unfortunately, the approach to the playground equipment and the surface under it are not
ADA compliant. We will rectify this deficiency in the near future, and we are also
considering the purchase of an accessible swing to complement the existing equipment.
Should you have any questions, please feel free to contact either Terry Robinson or me.
City of Iowa City
MEMORANDUM
Date: June 25, 2002
To: City Council
From: Dale E. Helling, Assistant City Manager
Re: Municipal Electric Utility - Feasibility Study
The Iowa Association of Municipal Utilities is moving ahead with a joint meeting of nearly
a dozen cities that have expressed interest in exploring a municipal electric utility. Several
tentative dates between mid-July and mid-August are being considered. A collection of
sample documents will be sent to participating cities in advance of the meeting. I
anticipate these will include sample Requests for Proposal (RFPs) and other educational
material.
The initial meeting will be for the purpose of assessing interest and sharing information
among cities in attendance, beginning to develop one or more RFPs for feasibility studies,
identifying potential respondents to RFPs who have both expertise and experience in this
area, and addressing the issue of how the costs would be shared among participating
cities.
I will keep you advised as the planning progresses.
cc: City Manager
Kevin O'Malley
Andy Matthews
Chuck Schmadeke
Rick Fosse
mgdass'v'mern/mcplelectric.doc
RE: Englert Theatre/Economic Impact ~
Marian Karr
From: Jeffrey Horne [jhorne@co.johnson.iaus]
Sent: Tuesday, June 25, 2002 3:47 PM
To: 'Marquee123@aol.com'
Cc: Mike Sullivan; 'steve-atkins@iowa-city.org'; 'council@iowa-city.org'; Carol Thompson; Mike Lehm.an; Patrick
Harney; Sally Stutsman; Terrence Neuzil
Subject: RE: Englert Theatre/Economic Impact
Justine,
In speaking to the Board of Supervisors, it is their feeling that the county will not have funding available for the Englert Project
although they support the project. The county is faced with the very real prospect of layoffs and/or cuts in services to residents in the
FY 2004 budget. It is the general consensus that the county is contributing to economic development through tax increment financing
districts laid out by the cities, including Iowa City. Iowa City has over $5 million in TIF area valuation of which the comity receives
no tax revenue.
The Board would be glad to write a letter of support to the Vision Iowa Board making the case regarding our budget and contributions
through T1F districts. You could also have me go to the Vision Iowa Board and explain our situation to them.
If you wish to pull off of Thursday's agenda, that is fine. You are still welcome to come in and discuss it. We wanted to give you a
heads up prior to the meeting as to the Board's direction.
If you have any further questions, please let me know. Thank you.
Regards,
Jeffrey Home
Budget Coordinator -- Johnson County
..... Original Message .....
From: Marquee123@aol.com [mailto;MarqueeI23~aol,com]
Sent: Monday, June 24, 2002 11:52 AM
To: cthompso@co.johnson.ia.us; phamey~co.johnson.ia.us;
mlehman~co.johnson.ia.us; tneuzil~co.johnson.ia.us;
sstutsma~co.johnson.ia.us; jhorne~co.johnson.ia.us
Subject: Englert Theatre/Economic Impact
Hello,
Just wanted to forward on some information in preparation for our
meeting on Thursday. Please see the attachments (3). If you have any
questions please feel free to contact me at 688-2653 or by e-mail. Thank you
for your consideration.
Justine Zimmer
Executive Director
Englert Civic Theatre, Inc.
6/25/02
Iowa City Police Department /P15
Monthly Liquor License (OFF PREMISE SALES) Report
Jan. - May 2002
YEAR 2002 Monthly Total Year to Date Totals ArrestJVisit
Business Name AI BI Ai _BL~i~ YTD
A&JMN MART-2153ACTCR 0 ', 0 0 0 ~ 000
AAJAXXX L QUOR STORE 1 0 1 0 I 0.00
BIG KMART-HOLLYWOOD BLVD ' 0 0 0 0 ~ 0.00
CUB FOODS 1 0 I ! 1 ~) I 0.00
DAN S SHORT STOP CORP 0 0 0 ~ 0 00
DELI-MART- MORMON TREK 1 0 '~ 0 0.00
DELIMART- E. BENTON 4 0 4 0 I 0.00
~ ~ ~ ~ n nn
DELIMART-HWY 1 1 u · .....
0 2~ ~ ~ dnn
DELIMART-LWR MUSCATINE 2 ~~
DOC'S STANDARD 0 0 0 : 0 ~0.00
!DRUGTOWN 0 ~ 0 / 0'00
FEEAGLE FOOD CENTER- N.DOD. 0 : 0 0
t o / o.oo
FAREWAY STORES INC 0 ~ W ~ ~ a an
GASBY'S - S. GILBERT 2 u ~
GASBY'S EAST - 2303 MUSCAT. 1 0 1 0 0.00
HAND MART- DUBUQUE ST 3 0 3 ',', 0 ~ 0 00
H~ND MART- N DODGE 1 ; 0 1 ;;', 0 / 0.00
HANDIMART- WILLOWCREEK 1 0 1
HARTIG DRUG- MORMON TREK 0 0 0 0 I 0.00
HAWKEYE CON ~T-KIRKWOOD 1 0 i 0.00
Hy-VEE'N DODGEST ' 1 ~! 0.00
HY-VEE- S. 1 ST AVE 2 0 2
HY-VEE- WATERFRONT 0 !, 0 0 0 000
JOHN S GROCERY INC ' 1 U I U ~ U UU
KUM & GO - MORMON TREK 1 0 1 0 ~ 0.00
KUM & Go- G I_BER'F 0 10
KUM & GO- S. RIVERSIDE 3 0 3
KUM & GO-W BURL NGTON ST 3 0 3 0 ~ 0.00
L&M U GHTY SHOP NC 0 0 0
L NN STREET CAFE U U U U I U.UU
M N MART 0 0 0 ~
NEW P ONEER COOP 0 ~, 0 0 0 / 0.00
NORTH DODGE EXPRESS 0 0 0 0 0 00
OLD MARKET PLACE 0 0 0 0 ~ 0.00
ON THE GO CONV. STORE INC. , 1 0 1 0.00
Column A is the number of times a license holder is visited specifically checking for underage sales.
Column B is the number of people charged with possession under the legal age. Note this is not the total number
of charges.
Iowa City Police Department
Monthly Liquor License (OFF PREMISE SALES) Report
Jan. - May 2002
YEAR 2002 --_~M°nthly Total Year to Date Totals Arrest/Visit
Business Name [A~ YTD
'0 0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
TOTAL 44 0.00
Column A is the number of times a license horder is visited specifically checking for underage sales.
Column B is the number of people charged with possession under the legal age. Note this is not the total number
of charges.
IOWA CITY MUNICIPAL AIRPORT
1801 South Riverside Drive Iowa City, Iowa 52246
Office Phone (319) 356-5045
Memorandum
Iowa City has received a grant offer from the Io The grant is a
70/30 match, with the IDOT contributing 70 per cent of the project. The maximum amount of the
IDOT share is $ 50,000. That would require a local match of $ 21,500.
The grant is for replacement of the metal roofs on Buildings B and C, and to replace the gravel
/dirt floors with concrete floors. This project can be sized to fitthe grant. Depending on the bids,
it is likely that the Commission can replace the roofs and concrete some of the hangar floors or a
combination of roof work and floors that will utilize tho full grant amount. Because of the design
of the roofs, they require constant maintenance to repair the leaks. The roofs are not vented and
the metal buildings have a condensation problem. Wheo the conditions are right, this causes it to
"rain" inside the buildings. Building B was built in 1971 and Building C was built in 1976.
The Vortical Infrastructure program is the only State funding available for general aviation
airports for the upcoming fiscal year. The legislature used the Airport Improvement Program
funding to help balance tho budget. The Commission received a grant two years ago from the
IDOT Vertical Infrastructure program to rehabilitate Building D.
Because the City and Airport budgets are tight, I would l/ke to discuss the local match with you
before the Commission discusses the grant offer. This will be on the Commission agenda at their
next meeting on July 18.
Cc: Airport Commission
Sue Dulek, Assistant City Attorney
Iowa Department of Transportation
Office of Aviation 515-239-1190
800 Lincoln Way, Ames, Iowa 50010 FAX: 515-233-7983
Alan. Beddow @ dot.state.ia.us
www.iawings.com
June 18, 2002 Re: GAVI-IOW (29)--91-52
Contact # 05582
Mr. Ron O'Neil
Airport Manager
1801 South Riverside Dr.
Iowa City, IA 52246
Dear Ron:
Congratulations ! Your airport has been selected to be a recipient of the FY 2003 General
Aviation Vertical Infrastructure (GAVI) grant. On June 18, 2002 the Iowa Transportation
Commission approved your application for funding a project to replace the roofs and
install new concrete floors in two 10 unit T-hangars for a total state share of $50,000.00.
Enclosed you will find an executed copy of the contract agreement between your airport
sponsor and the Iowa Department of Transportation (IowaDOT). All you have to do is
take the time to completely check it over, fill in ail the necessary information, sign and
return one copy to my office. The other copy is for your file. This is strictly a grant
program and means that you will not have to pay it back. Although expenses incurred on
and after June 18, 2002 will be eligible for reimbursement, funding sources are not
available until July 01, 2002.
When making reimbursement claims please fill out the enclosed form and submit it with
your invoice. I have the form as a word document and would be pleased to mail or email
it to you for your convenience. It is our plan to make this form available on our website
in the near future.
If you have any questions regarding this information, please feel free to call me at 515-
233-7703. I look forward to serving you again in the future. Good luck with your airport
project!
Sincerely, ·
C. Alan Beddow
Airport Construction Engineer
Office of Aviation
attachment
cc: Michelle McEnany, Office of Aviation
Lee Benfield, District 6 Planner
FINAL/APPROVED
Revised MINUTES
CITY COUNCIL ECONOMIC DEVELOPMENT COMMITTEE
THURSDAY, May 16, 2002 - 10:30 AM
CIVIC CENTER LOBBY CONFERENCE ROOM
Members Present: Ernie Lehman, Dee Vanderhoef and Ross Wilburn
Members Absent: None
Staff Present: Steve Atkins, Steve Nasby and Karin Franklin
City Council Members Present: None
Others Present: Dan Smith and Steve Kanner
Call to Order
Ernie Lehman called the meeting to order at 10:39 AM
Approval of Minutes of January 17, 2002 and March 3, 2002
MOTION: Dee Vanderhoef moved that the minutes for the January 17 and March 3 meetings be
approved as submitted. Ross Wilburn seconded the motion. Motion passed 3-0.
Report on Chanqes in Staff and Economic Development Duties
Karin Franklin updated the committee on staff changes. Economic Development has been paired with
Community Development because it was apparent to Franklin that there was some capacity in
Community Development Division in terms of work program, as well as in terms of abilities and interests
that went well with the goals of Economic Development. There are many similarities in the skills needed
to work in either division. All of the "hard" economic development: business development, financial
assistance work has been combined with Community Development into the new Community and
Economic Development Division; Steve Nasby is the Community and Economic Development
Coordinator. Some of the other functions that David Schoon was a part of, such as the downtown events,
dealing with the banners, the kiosks, etc. will either be delegated to the groups that are planning these
functions or to the City Manager's office. Steve Nasby, as necessary, will deal with issues such as a self-
supporting municipal improvement district. Dale Helling will attend the DTA meetings, as he always has.
The budget line has been kept open for a year for an Associate Planner in Economic Development to see
how this works out; it depends a lot on demand. Franklin's expectations are that Nasby will aggressively
publicize the programs and create considerable demand. Steve Nasby will work on the "hard' economic
items like TIFs, urban renewal, etc. Right now, he is responding to some requests from ICAD for some
information about business locations.
Ernie Lehman commented that he felt it was to the City's advantage to have City Staff at Irving Weber
Day in terms of public relations. He encouraged the staff to volunteer for these events in the future.
Franklin assured him that staff, such as Barb Coffey, would continue to be involved, but it will fall under
Parks and Recreation. Lehman agreed that these events should be sponsored locally and have staff
volunteers to add to the events.
Discussion of Further Marketinq of Economic Development Assistance Pro.qrams
Ernie Lehman reported that he took the brochure to the Chamber Leadership meeting last Friday and
passed it out. Nasby added that the brochure was passed out at the bi-weekly Chamber Luncheon
yesterday. Overall, the brochure has been well received and is very informative. Nasby is looking at how
to use the brochure as a tool to bring businesses to Iowa City. He will begin by targeting prospects and
market through the Chamber and ICAD to market to existing businesses. He asked the members for
suggestions on how to proceed. Wilburn countered, asking Nasby what ideas he has to pursue, recruit
and educate business about Iowa City's economic tools that are available. Nasby answered that it all
depends on how progressive the City wants to get and whether they want to work with ICAD, to target
certain industries and groups, target subsidiaries of current major employers, etc. Up to this point, the City
Iowa City Economic Development Committee
May 16, 2002
Page 2
has not taken a very aggressive role in these matters. Vanderhoef, concerned that there was some
overlap in duties, asked how ICAD fit into this plan so those things are not double-done or done at cross-
purposes. Franklin said that historically, ICAD was the primary entity for recruiting businesses to come to
Iowa City. The Chamber of Commerce was historically, the entity that nurtured existing businesses, with
the City in a responsive role. There has been a shift in duties because of the formation of this new
committee, by the creation of the three funds: the general operations fund, the capital fund, and by the
CDBG pool.
There needs to be some thought put into what to do with the operating fund and the CDBG fund, which
will be available July 1. One option is to hand out brochures, then sit, and wait for the businesses to come
to the City or to take some steps to be more assertive. Franklin asked the committee what sort of posture
they wanted to take and how involved they want to be. Lehman stated that he felt that the CDBG funding
is something that should be aggressively pursued because Iow- and moderate-income businesses may
not know that these funds are available to them. He expressed more confidence in ICAD now, than two
years ago. Lehman noted that they are now much more aggressive. Franklin pointed out that bigger
programs like tax abatement and TIF are better suited to dealing with outside, established businesses,
and that the operating funds are better suited to nurturing new businesses.
Franklin alerted the members that the Historic Preservation Commission would be approaching them
about a potential facade renovation program for downtown businesses if and when they bring forward a
proposal for designating the downtown area as a historic district. Lehman asked whether there were
federal grants or loans available for such a project. Franklin affirmed that there were, but that then the
Historic Preservation Commission would have to closely follow the Secretary of the Interior's guidelines,
whereas local funds have more flexibility.
Nasby suggested working with groups like ISCD and the Small Business Development Center to market
Iowa City. Nasby was asked by the committee to pursue CDBG applications. Franklin asked how the
committee wanted to market the operating fund ($300,000-500,000), whether they wanted to do one big
project or several smaller ones. Capital funds are $700,00 a year, less the money allocated to Mormon
Trek Blvd. Project (won't have $700,000 again until 2005). Lehman said that he was confused, because
he thought that the portion of the fund not allocated to Mormon Trek would be available to the general
fund for allocation for Economic Development projects. Nasby clarified that there were three allocations:
CDBG, operational and a capital fund.
Wilburn said that in regards to the major employer visits that the committee should find out what the
businesses' future wants and needs are. He suggested going over hardcopy records made by Schoon
and then target any businesses that indicated a desire to expand. Lehman confirmed that Raso is aware
of the operating funds, even though the committee has never used it (Franklin thought they might have
done it last year for fiscal year '02, but nothing has been expended from it). Lehman commented that
there is no need to spend the money if a project is not identified. Vanderhoef suggested a short piece in
the Chamber newsletter on operations funds that are available. Lehman asked if a prior idea (sending
notices to banks, credit unions, the University School of Business, lending institutions, commercial
realtors, etc.) was acted upon. Vanderhoef said that staff was going to put together a meeting with some
University representatives, but this has not yet materialized. She indicated that this was because it was
desired to have all three members present at such a meeting.
Vanderhoef asked how the committee could assist ICAD on their bigger projects. She expressed that it is
important to have a City staff person and/or Councilperson there in certain stages. This will make
businesses more comfortable in coming to the City for assistance and support. Franklin agreed, but said
that a lot of the time, ICAD is just working with brokers and not the company members themselves.
Lehman added that if there is anything that the committee can do to help, just call them. Vanderhoef
suggested that it be made policy that whenever there is a direct meeting with the company members, that
a staff and Councilperson be there. Franklin noted that 9:30AM on May 29, there is a meeting with a
prospect; Nasby believes that it is with the decision-maker. Franklin said that she will get more
information, and if the decision-maker is present, she will try to have one of the committee members
there, as well.
Vanderhoef asked a question regarding prospective businesses' confidentiality and open meetings laws.
Lehman stated that all information given in the committee meetings is public. Franklin noted that the only
other way to communicate with the members is individually, also the same memo cannot be sent to more
Iowa City Economic Development Committee
May 16, 2002
Page 3
than one member. Franklin indicated that on issues where a business is concerned about confidentiality,
all of the communications would be individual and verbal. Lehman said that not respecting their
confidentiality would be counterproductive.
Vanderhoef brought to the group's attention an Iowa Press Citizen article with the headline, "Iowa City
#1". She suggested that this quote be added to the updated brochure be added to the web site. Nasby
noted that consultants have told them that it is important to include what other employers think of the City
and to not overload on aerial photos and maps.
Update on Chamber of Commerce's Iowa City Luncheons
Vanderhoef noted that she has been to all but one of these luncheons (she was in Ames for a meeting).
Dan Smith has also been to a few, but not integrally involved. Lehman noted that it is a good group of
folks that attend these luncheons. He said that he did not sense a particular goal in attending the
meetings, other than to stay informed. Franklin added that the goal was to create a venue for Iowa City
businesses to get together in an informal way and talk about things that are of concern to Iowa City and to
have resources there to answer questions. Lehman commented that he felt that it was a great idea.
Vanderhoef said that she has heard conversations on the comp plan and how it is proceeding, and what
they see as barriers for large apartment building complexes; she said that they looked at all the TIF
districts, they looked at the brochure and received Nasby's new business card. The luncheons are held at
a different place every time, which encourages businesses to come when the meeting place is nearby.
Nasby will be in attendance at all of the luncheons. Franklin noted that she spoke with Steve Atkins about
not having too many staff people.
Business Outreach Program---Maior Employer Visits
Nasby noted that Schoon left him a file, and since the April meeting was cancelled, he was under the
impression that the committee members had made visits and had reports to share. Lehman said that he
has not had a visit in the last two months; Vanderhoef and Wilburn said likewise. Nasby said that he did
not believe that all of the major employer visits had been done. Lehman suggested that the meetings be
scheduled individually. Franklin commented that it was the original goal to have the list done by July 1.
Nasby said that he will go back to the list and will contact the members regarding visits.
Other Business
Discuss the Committee's Regular Meeting Date and Time:
Nasby asked whether the group wanted to keep the third Thursday meeting schedule. It was agreed that
the committee would keep the same schedule. The next meeting will be on June 20 at 9:30AM.
Nasby shared a site plan for the AIpla Manufacturing Company with the committee. This is an Austrian
company that makes plastic bottles, and will be supplying them to P& G. He commented that this is
hopefully the final site plan and that they will be getting a building permit in the very near future. In the
next week or two, the company wants to have a major press conference, probably with a ceremonial
groundbreaking. ICAD is interested in having Council members be a part of this.
Al@la is considering applying for tax abatement and also for the partial industrial tax exemption. It is a
complex situation and ICAD is working with them on this. A speciai meeting possibility was mentioned.
Lehman said that he saw a piece on TV about a new Proctor and Gamble project. He said that they were
looking at West Branch, North Liberty and Iowa City. He asked whether the committee should proceed
with this. Franklin said that this was what the May 29 meeting is about.
Nasby noted that ICAD did a wage study for the Iowa City area and if anyone is interested, he has a
copy.
Vanderhoef mentioned a workforce development commuter survey. The last one was done in 1990, and
she believes this should be a priority for the chambers and ICAD. The survey would entail what kind of
jobs draw and how far workers are willing to commute; it would take in the six-county area. She does not
know who is going to do it; it is just being thrown around right now. However, she said that she believed
Iowa City Economic Development Committee
May 16, 2002
Page 4
that this would be something good to spend operational funds on if they needed it. Lehman said that a
similar study was done in the mid-90's and was aimed at the viability of a railroad, where a lot of money
was spent verifying what they already knew. Franklin assured him that this new study would be of great
use.
Adjournment
As there was no other business, the meeting was adjourned at 11:28AM
***NEXT MEETING DATE: JUNE 20 AT 9:30AM***
Iowa City-University of Iowa Relations Committee
June 20, 2002
Minutes are subject to change as finalized by the ICUI Relations Committee.
Members present: Steven Kanner, Dee Vanderhoef, Matt Blizek, and Nick Herbold
Call to order: 4:05 p.m.
Old Business: Tenant Handbook
Herbold asked if the city would assist to help host a mandatory meeting on how to
become a successful tenant because currently only the one person who has the bills in his
or her name gets the correct information.
Kanner questioned what the city could do to help and Herbold asked for the city to make
recommendations as to what UISG could do to help.
Vanderhoef said to contact Doug Boothroy.
Herbold invited councilors to these mandatory meetings on how to become a successful
tenant that will be held in the fall. This meeting will be held to inform all students and
members of the community.
Herbold will coordinate with the Tenant Landlord Association to write up this plan. He
will try to bring experts into this meeting.
Kanner and Vanderhoef raised concerns on how much a commitment this would be from
the city staff.
Bikes
Herbold said he was working with Goodwill and trying to get more people involved with
a video production of rights of bike riders.
Vanderhoef recommended working with Sgt. Brotherton and Brian Woodson (338-2346)
Herbold said he would integrate this into the free bike ride program.
Kanner discussed working this into the last Friday of the month Critical Mass Bike Ride.
New Business: Ordinances
Smoking
Herbold discussed his support of the red light green light (RLGL) program and asked for
the councilors thoughts on it.
Vanderhoef said that the council has no good picture and won't until next year. She went
on to say that they cannot tell what effect this ordinance would have on some restaurants
turning into bars.
Blizek mentioned the City of Ames and how it has the RLGL program.
Vanderhoef said that the smoke in the air couldn't be cleaned out of a building overnight.
She went on to say that this ordinance was put into place for the public's health.
Herbold asked if Iowa City would be in favor of starting a pilot program to test the
amount of smoke left in the building overnight if RLGL was put into place.
Vanderhoef suggested working with CAFI~ in order to do this. Eileen Fischer is the
person to contact or just go to one of their regularly scheduled meetings.
Kanner said that maybe CAFI~ and UISG could partner in this study. He also discussed
having a forum on this issue after one year.
UISG Website with a link to IC.gov
Herbold said that the UISG website will now have a link to view the City of Iowa City
website in order to inform more students about city issues.
Vanderhoef recommended Kevin Blevins, the Webmaster at IC.gov, to help out with this.
Kanner said that UISG could come to meetings and announce that our website is up and
running for all members of the community to use. The city council meetings receive TV
coverage which is good publicity for the UISG website.
Municipal Power Situation
Vanderhoef says the council has no idea as to what is going on with this situation--they
are waiting for a reply from the city staff. The council will then vote to either continue
with the study or halt it. She went on to say that the Johnson County Council of
Governments and the Easter Iowa Council of Governments are currently working on this
issue as well. It is costing them a halfa million dollars.
Karmer said that state law requires power companies to upgrade and provide power
without a city signing a contract.
Herbold questioned the effect this would have on the University. Currently, the U of I
manufactures 20% of their own power.
Kanner said that it is a slow process and the city is a long way away from making a
decision.
Intemet Voting Pilot Program
Blizek asked if the city would be interested in setting up an lntemet pilot program for city
council elections. He said that he had recently met with the Johnson County Auditor and
is willing to work with him in order to set up a pilot program.
Kanner asked for Blizek and Slockett to send a letter to the council explaining the
program and its benefits to the city. Kanner also said that he has seen information on this
issue and will pass it along to Blizek.
City Report
Skate Park is going to be built this summer.
Vanderhoef said that they are just waiting for good weather to start building it.
Student Recreation
Kanner said he would like to get student groups more involved with the community. He
would like UISG to work with the Downtown Association and the Parks and Recreation
Department. He said that is a priority for the city to have many outdoor events. He
would like to work with the student groups, such as SCOPE, in order to do this.
Herbold and Blizek said that using the Old Capitol Town Center (OCTC) during the
winter months and as a rain site would help promote these events.
Next Meeting is set for 4:00 p.m. on July 18, 2002. The discussion will be focused on the
UI and the IC relationship.
Meeting adjourned at 5:18 p.m.
From Council Member Pfab ~
THE FARM SECURITY AND RURAL INVESTMENT ACT OF 2002
Helping Rural Businesses and Expanding Markets for Agricultural Products
The Rural Development Title of the Farm Bill contains several provisions designed to help rural businesses start up and
expand, and to help farmers develop and secure new markets for agricultural products. Key initiatives include:
Value-Added Agricultural Product Market Development Grants: This program was originally passed in 2000. Our bill
expands it considerably, providing funding of $40 million per year for grants to farm-based groups including
cooperatives and individual farmers to obtain funds to develop value-added enterprises. Up to I 0 percent of the funds
can go to business ventures that are owned mostly, but not entirely by producers. These funds will help create jobs in
rural areas, and will help producers keep more of the profits from the processing and marketing of agricultural products.
The bill provides for grants of up to $500,000 to producer groups and rural business ventures. The grants can be used
for planning, development of business plans, and operating capital. Definition of value-added projects include ag
products and commodities that have undergone a change of physical state, was produced in a manner that enhances the
value, or is physically segregated . As a result, the customer base has been expanded and a greater portion of the
revenue is available to the producer. Renewable energy is included for farm based wind, solar, hydrogen and other
renewable energy. The program also provides funding for Ag Marketing Resource Centers and a demonstration
program for Ag Innovation Centers that will provide assistance to value added groups..
Venture Equity Capital for Rural Communities: One of the most significant obstacles to creating and expanding
business and employment in Rural America is the lack of equity capital.
Rural Business Investment Companies (RBiCs): This program is based on the SBA Small Business Investment
Corporation model, but it is designed to make the program work for rural areas. Profit making private equity capital
organizations can apply to USDA to form Rural Business Investment Companies. If standards are met, an RBIC in good
standing, with a demonstrated need for funds, may receive leverage up to 300 percent of its private capital. $100
million in mandatory money will provide guarantees for $280,000,000 and provide $36 million in grants for technical
assistance. 75% of the investments of RBICs would have to be made in rural areas (including cities of less than 50,000
people. 90% of the investment must be in areas that may contain a city of up to 150,000 people. Rural Business
Investment Companies may receive a grant of up to $ I million for technical assistance which they must partially match.
Day to day management would be carried out by SBA.
Rural Economic Development Loan and Grant (REDL&G) Program: The bill creates a new source of funding for this
program, which is used by rural electric and telephone cooperatives to fund rural development projects. New fees
collected on guarantees of bonds issued by corporate lenders for electricity and telecommunications purposes would
fund grants for rural development projects. With these guarantees, the bonds can be issued at a lower interest rate,
lowering the cost of electric and telephone improvements and the proceeds are zero interest loans and grants.
Rural Telework Centers: Authorizes a grant program for the creation of telework centers, so that workers can work
at a nearby town while being electron ically connected to a distant employer's offices. Grants may be used for facilities,
equipment, and capital. Up to $30 million a year may be appropriated for this program.
B&I loan guarantee program: Currently, Business and Industry (B&l) loan guarantees can only be used by farmers for
buying stock in a brand new cooperative up to $125,000 each. The bill allows the program to be used for the
guaranteeing of funds to buy ~tock in all types of existing farmer cooperative~ And, accounting standards normally used
by farmers is acceptable for those applications.
Farmer cooperatives based in urban areas could receive guaranteed loans, as long as the funds are used to serve rural
areas. Cooperatives would be able to refinance loans to get a lower rate.
This bill provides for a simplified form to reduce paperwork for B&I loan guarantees for sums under $400~000
Loans may be made in non-rural areas (over 50,000) if they provide for value-added processing for ag producers with
80 mile radius, Loans may be up to $40 million for value-added ag processing if directly approved by the Secretary.
Rural Strategic Investment Program. Establishes a new program providing planning grants to regional boards made
up equally of local governmental and non-governmental groups in an area. At least 80 planning grants of up $ 100,000.
$87 million is provided for Innovation grants of up to $3 million to regional boards to be used for their rural economic
development. A National Board is established to determine who will receive assistance. Poverty is not a criteria.
A National Board on Rural America is created to make the decisions for this program
Provides that a National Conference on rural issues will be held by 2004.
Renewable Energy System & Energy Efficiency Improvements. Establishes a loan, loan guarantee & grant program to
assist farmers in purchasing renewable energy systems and making energy efficiency improvements.
Biobased Product Purchasing Preference. Establishes a preference for the purchase ofbiobased products by Federal
agencies if the biobased product is at least of the same quality and does not cost more than the traditional product.
Helping Rural Communities
The Rural Development Title of the Farm Bill also contains provisions to assist rural areas with various community
development projects. These provisions include:
Rural development loans and grants: Many communities with worthy proposals to improve water, sewer, and
community facilities are waiting to receive final approval on water, waste disposal, and community facility grant or
direct loan applications. This section of the bill will eliminate this backlog of applications. This assistance is worth
approximately $1.5 billion nationwide.
Telecommunications and Broadband Access for Rural America: The Interact is increasingly important in rural areas,
but rural Americans are still lagging behind in their ability to access it. The Farm Bill provides $20 million per year
for 4 years and then $10 million for the following 2 years to be used to finance either 4% or cost of interest to the
government loans for broadband access. While communities of up to 20,000 are eligible, priority wilt be given to towns
under 2,500. Broadband speed and other standards will be reconsidered every 3 years.
Rural Local Television Broadcast Signal Loan Guarantees Provides $80 million for loan guarantees to create broad
availability of local TV signals. If an appropriate method is not funded by December 2006 or if less than this sum is
needed, the remaining funds will be used for the broadband program..
Firefighter and first responder traininR: Rural areas depend on well-trained local firefighters and first responders. This
bill provides $10 million a year for training, either at state and regional training centers, or within local organizations.
At least 60% of this money will go to local fire departments for training scholarships, leaving no more than 40% for
improvements for regional and state training facilities. Grants to training facilities are limited to $750,000
Water and Waste Disposal Grants and loans: Sets up an accelerated approval process for smaller loans and grants if the
· project costs less than $300,000. Intermediary nonprofit groups can receive funds to create local funds to finance and
provide technical support for small projects up to $ 100,000. $ I 0 m illion a year may be appropriated for this provision.
Circuit Rider Program for both rural water and waste water is authorized at $15 million a year.
EWAG is permanently authorized at no less than 3% nor more that 5% of funds available if sufficient appropriate
applications occur. The program is changed to Emergency and Imminent Community Water Assistance Grant Program.
Community Facility ProRram: To be sure that adequate funding goes to day care centers, this bill reserves of 10% of
the available community facility program funds for projects that benefit day care centers. However, if insufficient
quality applications are not approved by March 30 of each fiscal year, the funds could be used for other allowable
purposes. This bill sets thc population limit for cities which are eligible for Community Facility loan guarantees to
20,000
SEARCH ~;rants: Grants of $1 million will go to the states for aid to communities with difficult environmental
problems. A state council of nine members will award grants to carry out initial feasibility or environmental studies
before applying for traditional funding.
National Rural Partnership. Establishes a national structure for State Rural Development Councils. Provides $10
million a year.
Northern Great Plains Authority. Establishes a Northern Great Plains Regional Authority which may provide grants
to state and local governments, public and nonprofit entities for projects including transportation and
telecommunication infrastructure, business development and job training.. Authorizes $30 million per year.
911 Access. Amends REA to make telephone loans to state or local governments, Indian tribes or other public entities
for facilities and equipment to expand 911 access in rural areas.
Assistance to Regional Development Organizations: Authorizes a grant program for planning to Councils of
Governments of up to $ 100,000 each.
Historic Barn Preservation. Authorizes a program for the preservation of historic barns
Act of 2002
Chairman Tom llarkin
counter-cycliCal Payments
Commodities
~2.60 target price corn $2.60 target price corn
~1[I.28 direct pa.,anent 0.28 dircct pa?mcnt
Balanced package includes:
~ Dircct payments ~32 2.32
~ Countcr-cyclicalpaymcnts ~1.98 loan rate -2.101oanralc
~ Marketing assistance loans ~.34 payment 0.22 paymcnt
Continues planting flexibility ~th Counter-cyclical aad direct payments are made on 85%
Provides opportunity to update bases and ~[)'our base acres
yields !,~:,: ~ti!~9~!
Rebalances loan rates 5~=5} 1997- $2.43 2000- $1.84
;' 1999--
Payment Dates = 200l Farm Bi]] [1 19t. 6 Farm Bill Plus Ealergenc't Pa)ment~
35°~) of 1st payment in Oct. in the year lhe
crop is ha~'cstcd
35% o~'2'~° paymcnt in Feb of thc next
calendar 5car
Final paymcnl is at Ihc cna ot'lhc 12 month
marketing year
represen ~resen
farm-- 2002 crop year
Crop Year (1996-2002) Payment Limitations
~ 2002 Fblal Farm bill: $360.{}00
t::~*~ · Adjusted Gross Income: 52.5 mi0ion caI,
: }:;}~} payment limitation and (lie impact of pasmen
limilalion pollc'~ changes, on farm income, land val es,
and agribusiness in frastruct.r¢.
Rural Development r : Rural Development
$103 b~lhon in mamlatory funding · Rural Development Equity Fund: ProGdcs
? · Broadband Service ill Rural Areas: $280 million m guarantees ~br rural business
?to, ides $100 mil[kin ~o finm~cc loans f~r high ~pccd investment c~)mpanics to suppl~ equity capital
· Value-Added Agricultural Market } x, atc~ and ~aslcwalcr
Rural Development Conservation
Rural Econo~nic Development Loan and Increases consc~-,,ation l'undiug 80% above
Grant (REDL&G) Program: New source current level Thc biggest increase m
of funding for this program, which is used by conservalion spending in a £ann bill EVER
rural electric and lelephone cooperatives to
fund rural deveh~pment projects. $17. [ billion in new fuuding ['or a total of $38.5
billion over the next 10 years.
Rural Strategic Investment Program: Strong new iuvcstment iu existing conservation
$100 million available programs and creates new programs.
Conservation Security
Program
A vol ta ~', locally-driven flexibl~, progra
participating filrmers,
rise with grealcr conservation.
EnergY
Biobased Product Purchasing Preference:
· Rene}*aMe Energy S.~stems an Establishes a Dew pro.am for the purchase
Energy Efli¢iency mpro'*ement~:
Grants and loans to install renewable of biobascd products by Federal agencies.
cfficicneyimprovcme s.($115 MI
CCC Bioenergy Program: Incentives to
· Carbon Sequestration Research and expalld ethanol and biodiescl production.
De~elopmel, I ($204 M)
Energy Nutrition
Biomass Research and Development:
Rcauthorizes and funds the Biomass Total Funding: $64 billion
Research and Development Acl through Food Slamp Program:
FY2007. ($75 M) ~ Rcslolesbc~c/itstolcgllimmigra s ~lol3a~elived
Competition
Country of Origin Labeling: Includes mcat,
fruits & vegctablcs~ tish and peanuts t:or a
product to be labeled as l¥om thc LiS, it must bc
4
Credit Research
Creates greater access for beginning farmers
and ranchers to federal farm credit programs. Reauthohzes existing and creates
X new agricultural research and
Makes the beginning farmer interest rate extension programs.
reduction program permanent. Increases funding for ~he Initiative
Borrowers with loans lbr recapture amount [hr Future Agriculture and Food
under a shared appreciation agreement have Syste ns f?otn $120 million a year to
restructuring rights (except they cannot obtain $2(10 ~nillion annually in FY2006.
a further write-down).
Contract Sales n Authorizes beginning farmer
education and outreach program,
Direct Loan Program
Strong commodity safety net for U S farmers
Total Funding: $100 million strengthens our hand in trade negotiations
l'rade title opens markets for our U.S.
Funds a new cost-share program to assist commodities
Food Aid
Dairy
Creates a new National Dmry Program lo provide !~ · One time Mandatory Funding of $8 million
assistance to all U.S. pr{~tuccrs
· Equal paymcn s lb~ all US producers · Fully Fnnds National 4 H Conference
· Providcs 45% ol thc difference bctwcci/ a target
price ot $16 94/hundrcdweighl, and tSe monthly · Remainder divided among national
up to 2 4 iniilion pounds of milk per year, and
will bc rcltoactivc back
Organic Provisions ,~,,~.,~,.,,,~ ...... .,~.~u.~,, ....
· Check-offExemption when 100% oreanic :.~.,.~ Neti°na](a*tlemens'BeefAs~'ciat .....
Senator Harkin's Goals Comments/Questions
~D~s Moines Office Washington DC Office
~)~10 Walnut Street Rm 733 731 Hart Senate Office
}~4~deral Building Washington, D.C 20510
· Increase in conservation spending ~Des Momes, Iowa 50309 (202) 224-3254
¢}i(5!5) 284-4574
· New rural developmenl invcstmem {5' http://harkin.senate.gov
tom harkin~ serrate,gm
· Farm based Energy initiative : bnb soukup¢:harkin.senate.gov
55' ellen h nto £ha'inse e
Comments/Questions
Senate Agriculture Comnlittec
328A Russc Sc e Office BId~
· " IP20
JOHNSON COUNTY
HISTORICAL SOCIETY
QUESTIONS? Call JCHS Executive Director, Margaret Wieting at 358-0195
FOR RELEASE: June 20, 2002
THE JOHNSON COUNTY HISTORICAL SOCIETY PRESENTS LIVES
REVISITED: A HISTORIC CEMETERY WALK
Cemetery gravestones are reminders of lives that once were. A person's gravestone tells
the very basics about the person buried there---their name, when they were born and
when they died. The dash between their birth and death dates represents the information
we can't get by looking at their gravestone--who they were and what they did during
their lifetime.
The Johnson County Historical Society invites members of the public to 6xplore the lives
and "the dashes'"of a few of Johnson County's past residents on Sunday, June 30, 2002
through Lives Revisited: A Historic Cemetery Walk During this guided walk through
St: Joseph and Oakland cemeteries, participants will, have an opportunity to step back in
time and "meet," at their gravestones, nine people from Johnson County's past (portrayed
by current Johnson County residents) and hear them talk a little about their lives and fheir
contributions to Johnson County history. A few people portrayed will be Francis
Sueppel, Iowa High School Athletic Association Basketball Hall of Fame coach, William
Hohenschuh, a nationally known funeral director, Katherine LaScheck, a Chautauqua
actress, and Theresa Feldevert, the woman who commissioned the Black Angel and
others.
Ihe walking tour will be offered four times at 5:30, 6:00, 6:30, and 7:00. There are a
limited number of spaces on each tour so reservations are required. Tickets are $4 for
Johnson County Historical Society members and $6 for non-members. Participants
should be prepared for a lot of walking as they will be walking from grave to grave.
For tickets and more information about the tour, please call the Johnson County
Historical Society at 35 t-5738.
The Johnson County Historical Society is a private, nonprofit organization dedicated to
preserving, interpreting, and teaching Johnson County history.
P.O. Bax 5081 · Caralville, IA 52241 · Phane (319) 351-5738 · Fax (319) 351-5310
Council Member Wilburn
EAST.CENTRAL IOWA I P2 i
COUNCIL OF GOVERNMENTS
YOUR REC~ONAL PLANNING AGENCY
MEMORANDUM
DATE: June 19, 2002
TO: ECICOG Board of Directors
- FROM: ~Doug Ellio~ecutive Director-
SUBJECT: Next Meeting - Thursday, June 27, 2002.
The ECICOG Boarc~ of Di;ectors will meet on Thursday, June 27, 2002, 1:00 p.m:, at the
ECICOG offices in Cedar Rapids. An agenda for the meeting and minutes of the May 30th
meeting ~e en~10sed. Other items are highlighted below:
Item 2.0 Routine Matters: Financial statements for the month of May are enclosed.
Item 3.3 Director's Report: I have enclosed a letter received today [rom Senator Harkin's office
regarding a meeting on the Farm Bill on Wednesday, June 26, TOO p.m., at Kirkwood
Community C. ollege in Cedar Rapids. I contacted the senator's office to extend an~ inyitation to
attend our board meeting if they are still'in the area, but ha{,e n0 response at this writing. I will-
also provide a report on related issues from the EDA conference.
Items 3.4, 3.5, 3.6, & 3.7 Connnunity Development, Housing, Circuit Rider, & Solid Waste
Report: Staff. reports are,enclosed.
Item 3.8 Transportation Report: Staff has enclosed a Regional Drag and Alcohol Testing
Policy for your consideratiori.
We will alsd have a guest speaker at the meeting. Todd Bishop, GIS Coordinator for the Iowa
Department of Natural Resources (DNR), will report on a coordinated 15ublic/private effort that is
under way to develop color infrared digital orthophotography for the entire state of Iowa. The
aerial photo portion o? the $1.4 million project was completed in May, however additional
financing is necessary to make the digital data available statewide. Bishop will be available to
discuss the additional work to be completed, the types of data that will be available, and
counties' interest in partnering in the project.
Please review the remainder of the enclosed materials, and contact us if you have questions
before the meeting on the 27ta.
Eno.
108 Third Street SE, Suite 300 Cedar Rapids, Igwa 52401 319-365-994i FAX 319-365-9981 www. ia.net/~ecicog
Notice
TEL 365~9941 FAX 365-9981
pages
1.0 CALL TO ORDER
.1 Recognition of Alternates
.2 Public Discussion
.3 Approval of Agenda
2.0 ROUTINE MATTERS
1-3 .1 Approval of Minutes (May 30, 2002)
4-6 .2 Preceding Month's Budget Reports/Balance Sheets
3.0 AGENCY REPORTS
.1 Chairperson's Report
.2 Board Members' Reports
.3 Director's Report
7-8 .4 Community Development Report
9-11 .5 Housing Report
12 .6 Circuit Rider Report
13 .7 Solid Waste Report
14-16 .8 Transportation Report
· Regional Drug and Alcohol Testing Policy
· Presentation: Todd Bishop, IDNR GIS Coordinator
4.0 COMMITTEE REPORTS
· 1 Executive Committee
.2 Personnel Committee
· 3 Budget Committee
.4 Transit Operators Group
.5 Solid Waste Technical Advisory Committee
.6 Ad Hoc Committee Reports
17-20 5.0 IOWA INTERGOVERNMENTAL REVIEW SYSTEM
6.0 OLD BUSINESS
· 1 Approval of Expenditures
7.0 NEW BUSINESS
8.0 NEXT MEETING: August 29, 2002 (full board)
Executive Committee to meet in July
ECICOG is the Region lO planning agency serving local governments in the counties of Benton, Iowa, Johnson,
Jones, Linn, and Washington·
MINUTES
East Central Iowa Council of Governments
Board Meeting 1:00 p.m. - May 30, 2002
East Central Iowa Council of Governments
108 Third Street SE, Suite 300 - Cedar Rapids, IA
MEMBERS PRESENT
Bob Stout-Washington County Supervisor
Lu Barron-Linn County Supervisor
Don Magdefrau-Benton County Citizen
Ross Wilburn-Iowa City City Council
Ed Raber-Washington County Citizen
Gary Edwards-Iowa County Citizen
Ed Brown-Mayor of Washington
Dennis Hansen-Jones County Citizen
Pat Harney-Johnson County Supervisor
Ann Hearn-Linn County Citizen
James Houser-Linn County Supervisor
Henry Herwig-Coralville City Council
Charlie Montross-Iowa County Supervisor
Leo Cook-Jones County Supervisor
Larry Wilson-Johnson County Citizen
Wade Wagner-Cedar Rapids Commissioner
MEMBERS ABSENT
Rod Straub-Iowa County Supervisor
David Vermedahl-Benton County Supervisor
Tom Tjelmeland-Mayor of Ely
Benton County elected official-vacancy
Jones County elected officiabvacancy
ALTERNATES PRESENT - None
OTHER'S PRESENT - None
STAFF PRESENT
Doug Elliott-Executive Director
Chad Sands - Planner
Tracey Mulcahey - Grants Administrator
Mary Rump-IT/TransportationPlanner
Robyn Jacobson- Transit Administrator
Marie De Vries-Solid Waste Planning Coordinator
Catherine Hankey-Circuit Rider
Lisa Garlich-Planner
1.0 CALL TO ORDER
The meeting was called to order by Chairperson, Ed Brown at 1:04 p.m.
.1 Recognition of Alternates - None
.2 Public Discussion - None
.3 Approval of Agenda
M/S/C (Hansen/Stout) to approve the agenda. All ayes. 1
2.0 ROUTINE MATTERS
.1 Approval of Minutes (April 25, 2002)
MIS/C (Heam/Hamey) to approve the minutes as written. All ayes.
.2 Preceding Mouth's Budget Reports/Balance Sheets
Elliott gave an overview of the April financial statements and reviewed the corrections to the budget
reports.
M/S/C (Hansen/Montross) to receive and file the April financial statements for audit. All ayes.
(Wagner joined the meeting at this time)
3.0 AGENCY REPORTS
.I Chairperson's Report - None
.2 Board Members' Reports - None
.3 Director's Report
Elliott reviewed items included in the board packet.
.4 Community Development Report
Sands reviewed the development review services that are available to communities in the ECICOG
region. A packet describing services was distributed.
.5 Housing Report
Mulcahey noted CDBG pre-applications are due on August 1st and August 29t~. Applications invited
for a full review are due on December 8t~.
.6 Circuit Rider Report
Hankey noted a correction to the Brighton paragraph in the board report on page 19. Hankey had
planned to request assistance in the fall from the ISU design charette program. After speaking with
professors, a grant-assisted program will be available next year, and Brighton will seek assistance at
that time. Wagner asked what ISU students worked on the charettes. Hankey noted students in the
landscape and architecture areas, and that the professor prefers unique projects. Wagner noted he
would be interested in working with ISU in Cedar Rapids. Hankey said she would forward him
additional information.
.7 Solid Waste Report
DeVries expanded on the recycling evaluation project. She reviewed the grant and progress to date. A
preliminary report was dislxibuted.
.8 Transportation Report
Jacobson discussed renewal of the transit contracts.
M/S/C (Cook/Hansen) to allow the chair to sign the FY 2003 Transit Contracts. All ayes.
Jacobson told the board that the Transit Expo will be held on June 13t~. A postcard for the event was
included in the board packet.
The additional transit service requests were reviewed. Three new requests for 4~ quarter service were
received fi.om Jones County. Remaining requests were for FY 2003 services throughout the region.
The FY 2003 requests are the same as those approved by the board in FY 2002.
4.0 COMMITTEE REPORTS
.1 Executive Committee - None
.2 Personnel Committee - None
2
.3 Budget Committee - None
.4 Transit Operator's Group - None
.5 Solid Waste Technical Advisory Committee - None
.6 Ad Hoc Committee Reports - Transit Services Review Committee
Heam said the committee concurred with staff recommendations, except items #23 and #24 for
Washington County. The committee recommends approval of all submitted requests.
M/S/C (Edwards/Stout) to approve three new 4* quarter requests for Jones County. All ayes.
M/S/C (Heam/Wilson) to approve the FY 2003 requests as recommended by the Transit Services
Review Committee. All ayes.
Raber asked staff for an update on the compliance review. Staffhas not heard anything fxom the
5.0 IOWA INTERGOVERNMENTAL REVIEW SYSTEM
(Wagner left the meeting at this time.)
M/S/C (Hansenfrteam) to approve the Iowa Intergovernmental Reviews with a favorable review. All
ayes.
6.0 OLD BUSINESS
.1 Approval of Expenditures
M/S/C (Houser/Herwig) to approve payment of expenditures. All ayes.
7.0 NEW BUSINESS - None
8.0 NEXT MEETING: June 27, 2002
The meeting adjourned at 1:55 p.m.
David Vermedahl, Secretary/Treasurer
June 27, 2002 .
Date
3
2 39 B. Purpose ....................................................................... 3
3 40 C. Drug-Free Workplace & Omnibus Testing Act(s)....4
4 41 D. Preemption of State and Local Laws ....................... 4
THE
43 F. Education and Training ............................................. 5
44 G. Designated Employer Representative (DER) ........... 5
6 45 H. Prohibited Substances..... ........................................ 6
7 EAST CENTRAL IOWA TRANSIT 46 i. Prohibited Behavior and Conduct ............................ 6
47 U. Drug Statute Conviction ............................................ 7
45 K. Testing Requirements ............................................... 8
s 49 g Refusal to Submit to a Drug or Alcohol Test ........... 8
9 SUBSTANCE ABUSE POLICY s0 M. Drug and AIcohol Testing Procedures ..................... 10
st N. Pre-employment Testing ........................................... 21
$2 O. Reasonable Suspicion Testing ................................. 24
10 s3 P. Post. Accident Testing ............................................... 24
. and PROGRAM UPDATE
~5 R. Retur n-TooDuty Testing ............................................. 27
s~ S. Follow-Up Testing ...................................................... 28
12 ~7 T. Consequences and Disciplinary Action ................... 28
13 (East Central Iowa Transit hereinafter shall be referred s5 U. Grievance and Appeal ............................................... 28
14 to as the 'ECIT' or 'transit system') s9 V. Information Disclosure ............................................. 28
15 ~o W. Definitions .................................................................. 30
17 62
18 63 Attachment A
1~ 64 ECIT System Contacts .................................................... 36
21 66 Attachment B
~2 67 ECIT Covered Classifications ......................................... 37
24 ~9 Attachment C
25 Adopted b~/ ?0 Alcohol Fact Sheet ......................................................... 38
26 71
27 The East Central Iowa Council of Governments Board of Directors 72 Attachment D
28 73 Minimum Thresholds ...................................................... 40
35 TABLE OF CONTENTS 80
84 DRUG AND ALCOHOL TESTING PROGRAM POLICY ]2`) C. DRUG-FREE WORKPLACE ACT OF 1988 and OMNIBUS TRANSPORTATION
35 ~3o EMPLOYEE TESTING ACT OF 1991
87 A. POLICY STATEMENT t32 In 1988, Congress passed "The Drug-Free Workplace Act of 1988,' which
83 [33 requires all recipients of federal financial assistance to establish drug-free workplace
8`) As a public transit system officially designated under Chapter 324A of the Code t34 policies and to report certain drug-related offenses. In 1991, Congress passed the
`)o of Iowa, East Central Iowa Transit provides public transit services to residents and ~35 "Omnibus Transportation Employee Testing Act of 1991 (the Act)" mandating the
`)~ visitors of Benton, Iowa, Johnson, Jones, Linn, and Washington counties. Part of our t36 Secretary of Transportation to issue regulations to combat prohibited drug use and
92 mission is to ensure that this service is delivered safely, efficiently, and effectively by 137 a~coho~ misuse in the transportation industry. Tbe Act rec~uires the Federal Transit
`)3 establishing a drug and alcohol free work environment, and to ensure that the 13s Administration (FTA) to issue regulations requiting direct and Indirect recipients of
`)4 workplace remains free from the adverse effects of drugs and alcohol in order to t3`) Federal transit funds under 49 U.S.C, 5307, 5309, and 5311, and 23 U.S.C. 103(e)(4} to
,)5 promote the health and safety of our employees and the general public. In keeping with ]40 test safety-sensitive employees for the use of alcohol or drugs in violation of law or
`)s this mission, East Central Iowa Transit declares that the unlawful manufacture, 141 federal regulation. As a condition of FTA funding, the Act reqoires recipients to
`)? distribution, dispensing, possession, or use of controlled substances or misuse of 142 establish testing programs to detect alcohol misuse or use of prohibited drugs.
`)8 alcohol is prohibited for all employees. 143
99 i44 This po/icy also incorporates guidelines to maintain a drug and alcohol-free
[0o ]45 workplace in compliance with the Drug-Free Workplace Act of 1988, and the Omnibus
]o] B. PURPOSE 146 Transportation Employee Testing Act of 1991.
103 AS an indirect recipient of funding from the Federal Transit Administration (FTA), ]48
]o~ and/or provider of transit services using FTA funded vehicles, ECIT and its providers 14`) D. PREEMPTION OF STATE AND LOCAL LAWS
1o5 are required fo follow the FTA's rules on drug and alcohol testing found at 49 CFR Part ]so
[0~ 655 and the procedures found at 49 CFR Part 40. This document establishes ECIT's ts] 49 CFR Part 655 preempts any state or local law, rule, regulation, or order fo the
to7 policy on drug and alcohol use and describes our guidelines for provider's program of ]ss extent that: (1) Compliance with both the state or local requirement and any requirement
[08 drug and alcohol testing, t53 in this part is not possible; or (2) Compliance with the state or local requirement is an
]09 t54 obstacle to the accomplishment and execution of any requirement in this part. The Act
~]0 This policy is intended to comply with all applicable Federal regulations ]ss shall not be construed to preempt provisions of state criminal laws that impose
Hi governing workplace anti-drug and alcohol programs in the transit industry. Specifically, iss sanctions for reckless conduct attributed to prohibited drug use or alcohol misuse
[[8 the Federal Transit Administratio~ d/the U.S. Department of Transportation (USDOT) ]5? leading to actual loss of life, injury, or damage to property, whether the provisions apph/
]13 has published 49 CFR Part 655 "Prevention of Alcohol Misuse and Prohibited Drug Use 1ss specifically to transportation employees or employers or to the general public.
114 in Transit" as amended, that mandates testing of safety-sensitive employees for the use ]5`)
H5 of prohibited drugs and the misuse of alcohol in violation of Federal statutes or 16o
il6 regulations, and prohibits performance cf safety-sensitive functions when there is a 16] E. APPLICABILITY
H? positive test result. The USDOT has also published 49 CFR Pert 40, Revised and ]62
]]8 corresponding Technical Amendments, that sets standards for the collection and 163 This Drug and Alcohol Testing Program Policy applies to all ECIT employees
]]9 analysis of urine and breath and/or saliva specimens as part of the required testing 1~4 who perform, ]ncJudJng an applicant or transferee WhO will perform, safety-sensitive
[2o program. The USDOT's drug and alcohol testing procedures at 49 CFR Part 40 shall ]65 functions. The FTA drug and alcohol testing rules also apply to any contract employees
12[ be considered incorporated herein by reference and is available for review by ]66 or independent contractor that performs any safety-sensitive service on ECIT's behalf,
is2 employees upon request. ]6? or uses any federally funded public transit vehicles. A safety-sensitive function is any
[23 ]68 duty related to the operation of mass transit se~tce including the operation of a revenue
]24 in addition, ECITs' providers have authority under state laws and local ]6`) service vehicle (whether or not the vehicle is in revenue service), maintenance of a
]85 ordinances to establish cerlain policies related to use of drugs and/or alcohol or to 17o revenue service vehicle or equipment used in revenue sea. ice, secudty personnel who
~26 conduct additional tests that are not required under the FTA rules. [7I carry firearms, persons who control the movement of revenue set.,~'e veh~es, and any
~? ]?2 other transit employee who is required to hold a Commercial Drivers License. A listing
173 of the positions within our organization that are subject to testing under this policy is
3 4
]74 provided in Attachment B. Those positions that are required to be included because 2is
]?$ they perform one or more safety-sensitive duties are m&rked as such. 2~ H. PROHIBITED SUBSTANCES
176 220
177 Any agency, business, or organization that provides service under contract to 22I Prohibited substances addressed by this policy include the following:
t78 ECIT is also subject to the FTA drug and alcohol testing rules and must have its own 222
i79 formaily adopted drug and a~cohol program and po~Jcy in pJace. 223 (1) Illegally Used Controlled Substances or Drugs Under the Drug-Free
rso 224 Workplace Act of 1988, any drug or any substance identified in Schedule f through V of
Iii 225 Section 202 of tho Controlled Substance Act (21 U.S.C. 812), and as further defined by
IS2 F. EDUCATION AND TRAINING 226 21 CFR 1300.11 through 1300.15 is prohibited at all times in the workplace unless a
J83 22? legal prescription has been written for the substance. This includes, but is not limited to:
IS4 Every covered employee will receive a copy of this policy and will have ready 22s marijuana, cocaine, opiates, amphetamines, and pbencyclidine (PCP), as well as any
[88 access to the corresponding federal regulations including 49 CFR Paris 655 and 40. In 229 drug not approved for medical use by the U.S. Drug Enforcement Administration or the
rs6 addition, contracted EClT providers have established an employee education and 29o U.S. Food and Drug Administration. Illegal use includes use of any of the five specified
187 training program for all covered employees. The education component shall consist of 291 illegal drugs, misuse of legally prescribed drugs, and use of illegally obtained
ls$ a diaplay and/or distribution to evePJ covered employee of informational material and a 2~2 prescription drugs. Also, the medical use of marijuana, or the use of hemp related
rs9 community sendce hot-line telephone number for employee assistance, if available. All 293 products, which cause drug or drug metabolites to be present in the body above the
]90 covered employees must undergo a minimum of 60 minutes of training on the signs and 234 minimum thresholds is a violation of this policy.
]91 symptoms of prohibited drug use including the effects and consequences of drug use on 235
192 personal health, safety, and tho work environment. 236 Federal Transit Administration drug testing regulations {49 CFR Part 655)
193 237 require that all covered employees be tested for marijuana, cocaine, amphetamines,
i94 Ail supervisory personnel who are in a position to determine employee fitness for 238 opiates, and phencyclidine as described in Section K of this policy. Illegal use of these
195 duty and authorized by the BCIT provider to make reasonable suspicion determinations 239 five drugs is prohibited at ail times and thus, covered employees may be tested for
]96 must receive at least 60 mJnutas of training on the physical, behavioral, and 24o these drugs anytimethatthey are on duty.
]~7 pedormance indicators of probable drug use and at least 60 minutes of additional 24[
]98 training on the physical, behavioral, speech, and pedormance indicators of probable 242
]99 alcohol misuse. 243 (2) Alcohol: The use of beverages containing alcohol (including any
200 244 mouthwash, medication, food, candy) or any other substances such that alcohol is
201 Information on the signs, symptoms, health effects, and consequences of alcohol 245 present in the body while performing safety-sensitive job functions Js prohibited. An
202 misuse is presented in Attachment C of this policy. 246 alcohol test can be performed on a covered employee under 49 CFR Part 555 just
203 247 before, during, or just after the performance of safety-sensitive job functions. Under an
204 G. DESIGNATED EMPLOYER REPRESENTATIVE (DER) 248 EC[T provider authority, a reasonable suspicion alcohol test can be pedormed any time
205 249 an employee is on duty.
2o~ ECIT's providers' Boards of Directors can designate a position to represent each 250
207 respective county on all issues covered under this policy. This includes answering all 25t
208 employee questions concerning their respective county anti-drug use and alcohol 252 I. PROHIBITED REHAVIOR AND CONDUCT
20g misuse programs, or any aspect of our Substance Abuse Policy. The DER is also 253
210 responsible for recaiving Information about certain kinds of test results and taking 254 (1) All covered employees are prohibited from reporting for dub/or remaining
21] required action, such as causing an employee to be removed from the performance of 255 on duty any time there is a quantifiable presence of a prohibited drug in the body above
2t2 safety.sensitivefunctions. Co[lectors shall contact the DER with any problems or issues 256 the minimum thresholds defined in 49 CFR PART 40, as amended. {See Attachment
~]3 that may arise during the testing precass. Detailed contact information for this/these 257 D).
2i4 individual(s) can be found in Attachment A of this policy. 25~
215 259 (2) Each covered employee is prohibited from consuming alcohol while
2]6 260 performing safety-sensitive job functions or for specified on-cal~ hours of each covered
2]'/ 26[ employee who is on-call to perform safety-sensitive job functions. If an on-call
26z employee has consumed alcohol, he/she must acknowledge the use of alcohol and
5 6
263 his/her inability to pedorm his/her safety-sensitive duties at the time that he/she is called 3o8 K. TESTING REQUIREMENTS
264 to repeal for duty. The covered employee will subsequently be relieved of his/her on-call 3o9
285 responsibilities and subject to discipline as defined in an ECIT's providers Substance 3~o Analytical urine drug testing and breath testing for alcohol will be conducted as
266 Abuse Policy. Covered employees will be required to take an alcohol test, if the 3~] required by 49CFR Part 40 as amended. All covered employees shall be subject to pre-
26? covered employee has acknowledged the use of alcohol but claims ability to perform 3t2 employment drug testing, reasonable suspicion, post-accident, random, retum-to-duty,
268 his or her safety-sensitive function. 3]3 and follow-up drug and alcohol testing as defined in each ECIT provider's Substance
283 314 Abuse policy. Applicants may be hired into safety-sensitive positions pdor to receiving a
270 (3) An EClT provider shall not permit any covered employee to perform or 3ts negative drug test result. However, the new covered employee is not pemnitted to
o7~ continue to perform safety-sensitive functions if it has actual knowledge that the 3[6 perform a safety-sensitive function for the flint time until a negative drug test result is
2?2 employee is using alcohol, st? received.
273 3IS
274 (4) No covered employee shall consume alcohol within four (4) hours pdor to 319 Any time a covered employee or applicant has not performed a safety-sensitive
2?5 the performance of safety-sensitive job functions. 320 function for 90 consecutive calendar days regardless of the reason; and the employee
27s 321 has not been retained in the random selection testing pool during that time, the covered
277 (5) Each covered employee is prohibited from reporting to work or remaining 322 employee will be required to resubmit to pre-employment drug testing and must have a
278 on duty requiring the pedormance of safety-sensitive functions while having an alcohol 323 verified negative test result before being allowed to perform safety-sensitive functions
2?9 concentration of 0.04 or greater regardless of when the alcohol was consumed. 324 again.
280 325
281 (6) No covered employee shall consume alcohol for eight (8) hours following 326 Any covered employee who refuses to submit to a test, has a vedfied positive
282 involvement in an accident or until he/she submits to the post-accident d~ug and alcohol 327 drug test result, and/or has a confirmed alcohol test result of 0.04 or greater, will be
283 tests, whichever occurs first. 328 tested prior to returning to duty in accordance with the procedures outlined In 49 CFR
2s4 32e Part 40, Return to duty testing shall only occur after completion of the Substance Abuse
285 (7) An ECIT provider, under its own authority may also prohibit the 330 Professional's recommended treatment program and subsequent release to duty.
286 consumption of alcohol during lunch periods, rest breaks, split shift breaks, or anytime 33] Follow-up testing will also be conducted following return-to-duty for a period of one to
2s~ the employee is in uniform or wearing any provider apparel. 332 five years, with at least six tests performed during the first year. The duration end
288 333 frequency of the follow-up testing above the minimum requirements will be at the
2s9 (8) Consistent with the Drug-free Workplace Act of 1988, all ECIT provider 334 discretion of the Substance Abuse Professional.
290 empoyees are prohibited from engaging in the unlawful manufacture, distribution, 335
2st d spens ng possession, or use of controlled substances in the work place including 336 Covered employees will not be permitted to pedorm a safety-sensitive function
292 provider premises, transit vehicles, or while on provder business. Emp oyees who 337 within eight (8) hours of an alcohol test indicating an alcohol concentration of 0.02 or
2~ violate this provision can be subiect to disciplinary action up to and including 338 greater but less than 0.04, unless they are retested with a confirmed test result less
294 termination. 339 than 0.02.
295 340
296 34] A drug test can be performed any time a covered employee is on duty. An
23~ J. DRUG STATUTE CONVICTION 342 alcohol test can be performed just before, during, or after the performance of a safety-
298 343 sensitive job function.
2~9 Consistent with the Drug Free Workplace Act of 1998, all employees are required 344
3c0 to notify the DER of any criminal drug statute conviction for a violation occurring in the 345 Additional information is provided later in this policy regarding each of these
30] workplace within five days after such conviction. Failure to comply with this provision 346 topics or circumstances.
3o2 shall result in disciplinary action as defined in each ECIT provider's Substance Abuse 34?
303 Policy. 348
304 349 L. REFUSAL TO SUBMIT TO A DRUG OR ALCOHOL TEST
305 350
306 351 All covered employees will be subject to urine drug testing and breath alcohol
3o7 352 testing as a condition of ongoing employment with each ECIT provider in accordance
?
353 with 49 CFR Part 655. Any safety-sensitive employee who refuses to comply with a 393 written declaration. Such refusals constitute a violation of the ECIT provider's drug and
354 request for testing shall be immediately removed from duty, referred to a substance 399 alcohol program policy.
355 abuse professional for evaluation, and subject to discipline as defined in each EClT
356 provider's Substance Abuse Policy. As a covered employee, you have refused to take 40~ Failure to appear for pre-employment drug testing by applicants, or employees
337 a drug or alcohol test if you: 402 being transferred into safety sensitive positions, is not considered a refusal to submit to
358 403 a drug or alcohol test. However, failure to complete the testing process once testin§
339 (1) Fail to appear for any test within the specified time frame, as determined ,*04 commences is considered a refusal to submit in pre-employment instances,
360 by an ECIT provider, after being directed to do so; 405
361 406
362 (2) Fail to remain at the testing site until the testing process is complete; 407 M. DRUG AND ALCOHOL TESTING PROCEDLFR~
363 408
364 (3) Fail to attempt to provide a urine,specimen for any drug test, or fail to 409 Testing will be conducted in a manner to assure a high degree of accuracy and
363 attempt to provide a saliva or breath specimen, as applicable; required by 49 CFR Parts 4]o reliability and will use techniques, equipment, and laboratory facilities that have been
366 40, 655 or DOT agency regulations; 4~1 approved by the U.S. Department of Health and Human Se~ice (DHHS). All testing will
36'/ 412 be conducted consistent with the procedures set fodh in 49 CFR Part 40, as amended.
368 (4) Fail to provide a sufficient amount of urine when directed, or fail to provide 413 The procedures will be per[ormed in a private, confidential manner and every effort will
369 a sufficient breath specimen, and it has been determined, through a required medical 4]4 be made to protect the employee, the integrity of the drug and alcohol testing
370 evaluation, that there was not adequate medical explanation for the failure; 415 procedure, and the validity of the test result.
371 416
372 (5) In the case of a directly observed or monitored collection in a drug test, fail 417 Covered employees are required to arrive at the collection site at a specific time
373 to permit the observation or monitoring of your provision of a specimen; 418 or within a specified number of minutes of being ordered to report for testing. If the
374 4]9 employee does not appear at the collection site at the scheduled time, the coltection site
375 (6) Fail to undergo a medical examination or evaluation, as directed by the 420 will contact the DER to determine the appropriate interval within which the DER has
375 MRO as part of the verification process, or as directed by the DER as part of the "shy 42t determined the employee is authorized to arrive. If the employee's arrival has been
3/7 bladder" or insufficient breath procedures; 422 delayed beyond that time, the collection site will notify the DER that the employee has
373 423 not reported for testing. In cases where the DER has been notified that the employee
3?9 (7) Fail or decline to take a second test the employer, DER, or collector has 424 has not reported for testing, the employee will be notified that he or she has refused to
330 directed you to take; 425 test.
381 426
332 (8) Fail to cooperate with any part of the testing process (e.g. refusing to 427 Collection Sites: When the employee enters the collection site, the testing
333 empty pockets when so directed by the collector, behaving in a confrontational way that 423 process is to begin without undue delay. To the greatest extent practicable, collection
384 disrupts the collection process); 429 sites shall ensure that covered employees reporting for both alcohol and drug testing
385 a30 complete the alcohol test before the urine collection process begins, In cases of post-
386 (9) Fail to sign the certification at Step 2 of the Alcohol Testing Form (ATF) for n3] accident testing, medical attention needed for an injured employee shall not be delayed
337 alcohol testing; or 432 to collect a specimen or conduct a breath alcohol test.
388 433
359 (10) Provide a urine specimen that produces a verified adulterated or 4~4 Collection sites used shall meet the requirements of 49 CFR Pad 40. In most
3~0 substituted test rasult. 435 cases, a single-toilet room, having a full-length privacy doer, will be used. No one but
391 436 the employee shall be present in the room during collection, except for the observer in
392 Any covered employee who is suspected of providing false information in 437 the event of a directly observed collection. However, some collection sites may use a
393 connection with a drug test, or who is suspected of falsifying test results through 433 multi-stall rastroom. In these cases, a toilet stall with at least a partial-length door may
3~ tampering, contamination, adulteration, or substitution will be required to undergo an 439 be used. In either case, the collection site will take steps to prevent unauthorized
395 observed collection. Verification of the above listed actions will be considered a test 44o access to ensure privacy to the employee. Security measures will be taken by the
396 refusal and will result in the employee's removal from duty and discipline as defined in ~1 collection site to prevent access to all soumes of water and other any other substances
39? each ECI'I' provider's Substance Abuse Policy. Refusal can also include a verbal or 442 that could be used for adulteration and substitution (e.g. soap dispensers) to deter
]0
443 tampering with specimens. ~f a multi-stall restroom is used, monitored collection 488 reasonable time for voiding. Collections shall not occur by catheterization or other
444 procedures may be used. If the monitored collection procedure is used, no one but the 489 means, whether conscious or not, with the exception of an employee who normally
445 monitor will be present in the multi-stall restroom during the collection, except for the 49o voids through self-cathetedzation. In this case, the employee will be advised to provide
446 monitor, or the observer in the event of a directly observed collection. A source of water 4'~1 a specimen in that manner. If, a's an employee, you normally void through self-
447 or moist towelettes for washing hands external of the closed room shall be made 492 catheterization, and decline to do so, this constitutes a refusalto test.
448 available. 493
449 494 For any observed collections, this shall be noted in the "Remarks" line of the
450 Upon arrival, employees will be required to provide positive photo identification 495 CCF, Step 2. The collection site supervisor and DER will both be notified as soon as
451 issued by an ECIT provider, or a Federal, state, or local government (e.g. a driver's 456 possible of any direct observations that take place and the reason for doing so.
452 license). Faxes or photocopies of identification will not be accepted. Positive 497
455 identification by the DER (not a co-worker or other employee being tested) is also 498 If the specimen provided contains less than 45 mL of udne, "shy bladder"
454 acceptable. The collection site will contact the DER to verify the identity of the 499 procedures (described below) will be implemented. The original specimen will be
455 employee in any case where an employee is unable to provide positive identification. 5oo discarded, unless another problem (i.e. temperature out of range, signs of tampering)
45~, 501 also exists. Separate voids will never be combined to create a specimen. Excess udne
457 Drug Testing Procedures; The drugs that will be tested for include marijuana, 50~ will be discarded.
455 cocaine, opiates, amphetamines, and phencyclidine. Collection site staff will explain 505
459 the basic collection procedure, including showing the employee the instructions on the 504 The temperature of the specimen will be checked within four minutes after the
460 back of the chain of custody form (CCF). Employees will be directed to remove outer 5o5 employee has given the collector their specimen. If the temperature is within the range
46~ clothing (e.g. coveralls, jacket, coat, hat) that could be used to conceal items or Soo of 90-100 degrees Fahrenheit, the "yes" box on the CCF, Step 2 will be marked. If the
462 substances that could be used to tamper with a specimen. These garments, as well as 5o7 specimen temperature is out of range, the 'No" box will be marked. Collector findings
a63 any briefcase, purse, or other personal belongings must be left outside the restroom, 508 will be noted on the "Remarks" line, Step 2, for any out of range temperature readings,
464 however, employees will be allowed to keep their wallet. Failure to comply with the 50,) and the employee will be required to provide a new specimen under direct observation.
465 collection site directions constitutes a refusal to test. If desired, employees may ask the 5to Both the original out of range specimen and the specimen collected under direct
466 collection site for a receipt for any belongings leff with them. St! observation will be sent to the laboratory. If the employee refuses to provide another
467 5t2 specimen or refuses to do so under direct observation, the collection site will discard
465 Employees will be directed to empty pockets and display the items from them to 515 any specimen previously provided dudng the collection procedure and then notify the
469 ensure that no items are present which could be used to adulterate the specimen, if 514 DER.
470 nothing is there that can be used to tamper with the specimen, the employee will be 5~5
47~ allowed to place the items back into their pockets. Employees must allow the collector 516 Specimens will be inspected for signs of tampering, e.g. unusual color, presence
4?2 to make this observation, if any item has been brought into the collection site that 517 of foreign objects or material, or any unusual oder. If tampering appears to have
475 appears to have been brought in with the intent to alter the specimen, a directly 5~8 occurred, the employee will be ordered to conduct a new collection using direct
474 observed collection will be conducted. ECIT providers should recommend employees 5]9 observation. In these cases, both the original and the directly observed collection will
475 not bring anything to the collection site that can be construed as potentially intedering 520 be sent to the laboratory. If the employee refuses to provide a specimen under direct
476 with the collection process. 52t observation, the collection site will discard any specimen previously provided dudng the
477 522 collection procedure end then notify the DER.
475 Before providing a unne specimen, Step 1 of the CCF must be completed, and 523
479 the employee will be asked to wash and dry their hands and instructed not to do so 524 All collections under FTA drug testing regulations must be split specimen
480 again until after delivering the specimen to the collector. The employee will be handed, 525 collections. The collector shall, in the presence of the employee:
48~ or asked to select, an individually wrapped or sealed collection container from collection 526
482 kit materials. The employee may break the seal of the collection container or the 527 (1) Check the box on the CCF, Step 2, indicating that a split specimen
485 collector may do so in front of the employee. The specimen bottle shall remain sealed 528 collection took place;
484 and the employee will not be allowed to take anything from the collection kit into the 529
455 restroom except the collection container. The employee will then be directed to go into 530 {2) Pour at least 30 mL or udne from the collection container Into one
486 the restrcom, provide a specimen of at least 45 mL, not flush the toilet, and return to the 551 specimen bottle, to be used for the pdmary specimen;
487 collector with the specimen after completion of the void. A collector may set a 552
533 (3) Pour at least 15 mL of urine from the collection container into the second 578 Observed Collections: Direct observation of employees urine specimen
534 specimen bottle to be used for the split specimen; 5?9 collections are allowed in certain circumstances under 49 CFR Pad 40 Direct
535 530 observation requires the collector to watch the employee urinate into the collection
536 (4) Place and secure (i.e. tighten or snap) the lids/caps on the bottles; 331 container. Any employee that declines to allow a directly observed collection required
537 332 or permitted under this section to occur shall be considered to be refusing to test. The
533 (5) Seal the bottles by placing tamper-evident bottle seals over the bottle 383 observer's name shall be noted in the "Remarks" line of the CCF, Step 2, if observed by
539 caps/lids and down the sides of the bottles; 334 someone other than the collector.
540 585
54! (6) Write the date on the tamper-evident bottle seals after they are completely 586 If an ECIT provider has directed an obse~ed collection to be conducted, a
342 sealed. 387 supervisor or DER will advise the employee as to the reason for a directly observed
543 533 collection. The collector will also inform the employee the reason for a directly observed
544 The employee will then be asked to initial the tamper-evident bottle seals for the 539 collection ordered by the employer, if known. If the collector has directed an observed
545 purpose of certifying that the bottles contain the specimens that the employee provided. 390 collection to be conducted, the collector will advise the employee as to the reason for a
546 (If the employee fails or refuses to do so, the collector will note this in the "Remarks" line 591 directly observed collection. When a collector learns that a directly observed collection
547 of the CCF, Step 2, and complete lhe collection process.) Once this is completed, the 592 should have been collected but was not, they will inform a provider's transit manager to
548 collector will, in the employee's presence: 593 direct the employee to undergo an immediate recollection under direct observation,
549 394 even though some time may have passed since the original collection.
55o (1) Direct the employee to read and sign the certification statement on Copy 595 Consistent with 49 CFR Part 40, collection under direct observation (by a person
55! 2, Step 5, of the CCF and provide date of birth, printed name, and day and evening 396 of the same gender) with no advance notice to the employee will occur if:
552 contact telephone numbers; 397
553 593 (1) The laboratory reports to the MRO that a specimen is invalid, and the
554 (2) Complete the chain of custody on the CCF, Step 5, by printing the 599 MRO reports to an ECIT provider that there was not an adequate medical explanation
555 employas's name, recording the time and date of the collection, signing the statement, 600 for the result; or
556 and entering the name of the degvery servi~e transferring the specimen to the
55? laboratory; ~x~ (2) The MRO reports to the DER that the original positive, adulterated, or
558 ~o3 substituted test result had to be cancelled because the test of the split specimen could
559 (3) Ensure that all copies of the CCF are legible and complete; 6o4 not be performed;
561 (4) Remove Copy 5 of the CCF and give it to the employee, (Although ~ (3) An ECIT provider may direct a collection under direct observation if the
5sz currently used medications cannot be listed on the CCF, once copy 5 is given to the 6o7 drug test is a return-to-duty test or a follow-up test.
563 employee, the employee may list medications they have currently used on the back of
564 the form as a reminder, if they so wish.) (~9 (4) The collector, must immediately conduct a collection under direct
565 6]0 observation if:
5~ (5) Place the specimen bottles and Copy 1 of the CCF into the appropriate 61!
56? pouches of the plastic bag; 6]2 (a) They are directed by the DER to do so; or
569 (6) Secure the plastic bag, and discard any excess urine loft over in the 614 (b) The collector observes materials brought to the collection site or the
570 collection container;, 615 employee's conduct clearly indicates an attempt to tamper with a
571 616 specimen; or
5?2 (7) Advise the employee that they may !eave the collection site.
5"/3 618 (c) The temperature on the original specimen was out of range; or
5?4 The sealed plastic bag will be shipped to the laboratory within 24 hours or the 619
575 next business day, Copy 2 of the CCF will be sent to the MRO and Copy 4 to the DER. 620 (d) The odginal specimen appeared to have been tampered with.
576 Copy 3 will be kept at the collection site for at least 30 days. 62
622 Monitored Collections: Monitored collections allow for only the monitor and the 666 Split Specimen Testing: Any covered employee who challenges the results of
62~ employee to enter the room until after the collection has been completed. Monitors do 66? hedher required drag test under Sections N through S of this policy may request that
624 not directly observe employee collections. ~8 the split sample be tested. The split sample test must be conducted at a second DHHS-
025 609 certified laboratory with no affiliation with the laboratory that analyzed the primary
626 Consistent with 49 CFR Part 40, monitored collections are permitted by opposite- 6?0 specimen· The test must be conducted on the split sample that was provided by the
627 gender monitors who are medical professionals. Monitors who are not medical 67t employee at the same time as the primary sample. The method of collecting, stodng,
628 professionals must be the same gender as the employee. Any employee that declines 6?2 and testing the split sample will be 6onsistent with the procedures set forth in 49 CFR
629 to permit a collection authorized under 49 CFR Part 40 to be monitored, shall be 673 Part 40, as amended. The employee's request for a split sample test must be made to
· 630 considered to be refusing to test, The monitor's name shah be noted in the "Remarks" 6~4 the Medical Review Officer within 72 hours of notice of the original sample vedfied test
6~z line of the CCF, Step 2, if monitored by someone other than the collector. 675 result. Requests affer 72 hours will only be accepted at the discretion of the MRO if the
632 676 delay was due to documentable facts that were beyond the control of the employee.
63~ Shy Bladder: Insufficient specimens will be discarded, except where the 6?? Cost for a split sample test will be paid for under the determination of each EClT
6~4 insufficient specimen was out of temperature range or showed evidence of adulteration 678 provider Substance Abuse Policy.
635 or tampering, Employees will be urged to drink up to 40 ounces of fluid, distributed 679
636 randomly through a period of up to three hours, or until the employee is able to provide 6~0 If the analysis of the split specimen reconfirms a positive test for a drug or drug
637 a sufficient urine specimen, whichever occurs first. It is not a refusal to test if the 6si metabolife, the MRO will report the reconfirmation to the DER and the employee. In the
638 employee declines to drink. If the employee refuses to attempt to provide a new urine 6s2 case of a reconfirmed adulterated or substituted result, in which case this constitutes a
639 specimen, the collection will be discontinued and noted in the "Remarks" line of the 683 refusal to test, the MRO will report to the DER and the employee the final result of the
600 CCF, Step 2. The collector will then immediately notify the EClT's providers' DER. This 6s4 reconfirmation and "refusal to test",
~4t is a refusal to test. 6s5
~4~ 686 If the analysis of the split specimen fails to reconfirm the presence of the drug(s)
~43 If the employee has not provided a sufficient specimen within three hours of the 687 detected in the pdmary specimen, if the split specimen cannot be analyzed, or if the
~4 first unsuccessful attempt to provide the specimen, the collection will be discontinued 65s results of the split specimen are not'scientifically adequate, the MRO will report to the
045 and noted on the "Remarks" line of the CCF, Step 2. The collector will immediately 689 DER and the employee that both tests must be cancelled. In the case of the specimen
(,46 notify the ECIT provider's DER in these instances. Copy 2 of the CCF will be sent to 6~0 not available for testing, the reason for cancallation must also be repoded. The MRO
~47 the MRO, and Copy 4 to the DER within 24 hours or the next business day. The ECIT 69~ will direct the DER to ensure the immediate collection of another specimen from the
~ provider's DER will then consult with the MRO and direct the affected employee to 69~ employee under direct observation, with no notice given to the employee of this
609 obtain an evaluation, within five days, from a licensed physician, acceptable to the 693 collection requirement until immediately before the collection.
650 MRO, who has expertise in the medical issues raised by the employee's failure to 694
6~] provide a sufficient specimen. The MRO will provide the physician with specific 69~ In the rare situation a primary specimen tests positive for a drug, and a split
65~ information and instructions as detailed in 49 CFR Part 40, as amended· If the MRO ~96 specimen does not reconfirm the presence of the drug but the laboratory determines
~53 accepts the physician's recommendation, that a medical condition has, or with a high 697 that an adulterant is present there is not a reconfirmed positive drag test. Should this
654 degree of probability could have, precluded the employee from providing a sufficient 69s situation occur, the MRO would contact the employee to ask if there is any legitimate
655 amount of udne, the MRO will mark the test cancelled, Step 6 on the CCF, and sign and 6~ medical explanation for the presence of the adulterant in the split specimen. If thera is a
~56 date the CCF. If the MRO agrees with the referral physical in their recommendation that 700 legitimate medical explanation for the presence of the adulterant in the split specimen,
651 there is not an adequate basis for determining that a medical condition has, or with a 70t the entire test is cancelled. If not, the MRO repods the test to the employee and the
65s high degree of probability could have, precluded the employee from providing a ?m DER as a refusal. The employee will have 72 hours to request a test of the primary
659 sufficient amount of urine, the MRO will check "Refusal to test because", Step 6 on the 703 specimen to determine if the adul.terant is present there as well. If the primary
660 CCF, and enter the reason in the "Remarks" line, and sign and date the CCF. Once this 704 specimen reconfirms the presence of the adulterant found in the split specimen, then
60t is done, the MRO will notify the DER in writing as to their determination. When the 7o5 the refusal result is reconfirmed. If not, then the test is cancelled and the "split invalid"
60= ECIT provider receives this report from the MRO, and the test was cancalled, no further 706 procedure applies.
663 action will be taken. Tests marked "Refusal to test" shall be acted upon the same as 7(77
604 any other test refusal. (Refer to Section L. of this policy.) 708 The split specimen will be stored at the initial laboratory until the analysis of the
665 709 primary specimen is completed. If the pdmary specimen is negative, the split will be
7]0 discarded. If the pdmary is positive, the split will be retained for testing if so requested
?ti by the employee through the Medical Review Officer. If the primary specimen is 756 changed to one that does not make the employee medically unqualified or does not
7t2 positive, it will be retained in frozen storage for one year and the split specimen will also 757 pose a significant safety dsk. The results of this contact will be transmitted to any third
7]3 be retained for one year. 758 party the MRO previously provided information about the safety risks of the employee's
714 75<} other medication. The MRO shall have sole authority to make medical judgments about
715 Laboratory Procedures: The specimen analysis will be conducted at a DHHS 760 drug test results.
716 certified laboratory. An initial drug screen test ~vill be conducted on the primanJ urine
?J7 specimen and a validity test may also be conducted. The purpose of validity testing is ?62 Alcohol Testing Procedures: A trained Breath Alcohol Technician (BAT) wil~
?Is to determine [f the specimen is consistent with normal human udne and whether certain 763 conduct tests for breath alcohol concentration utilizing a National Highway Traffic Safety
7J9 adulterants or foreign substances were added to the urine, if the urine was diluted, or if ?64 Administration (NHTSA)-approved Evidential Breath Testing device (EBT). Alcoho~
?20 the specimen was substituted. 705 screening tests may be performed using a non-evidential testing device that is also
72] ?66 approved by NHSTA, or a saliva test.
122 For those specimens that are not negative in the screening test, a confirmatory 76?
?23 Gas Chromatography/Mass Spectrometry (GC/MS) test witl be pedormed. The test will 76~ The BAT or Screening Test Technician (S3q-) shall take steps to protect the
'/24 be considered positive if the amounts of the drug(s) and/or its metabol[tes identified by ?6D security of the alcohol-testing site. in addition, BAT's and ST'Cs are limited to
?~5 the GC/MS test are above the minimum thresholds established in 49 CFR Part 40, as 770 conducting an alcohol test for only one employee at a time to avoid distraction that
726 amended. (See Attachment D.) 77t could compromise security. If at any time the integrity of the testing procedures or the
727 772 validity of the test results is compromised, the test will be canceled. Minor
728 Medical Review Officer (MRO): The test results from the DHHS certified 773 inconsistencies or procedural flaws that do not impact the test result will not result in a
?28 laboratory are repotted to a Medical Review Officer (MRO). The MRO is a licensed 7?4 cancelled test. Determinations will be made in accordance with 49 CFR Part 40.267
730 physician with detailed knowledge of substance abuse disorders and drug testing. The 775 through 40.275.
73[ MRO will review the test results to ensure th@ scientific validity of the test and to 7?6
732 determine whether thera [sa legitimate medical explanation for a confirmed positive, ?77 The employee will be handed, or allowed to select, an individually wrapped or
?83 substitute, or adalteratad test result. The MRO will attempt to contact the employee to 718 sealed mouthpiece from the testing materials. The mouthpiece will be inserted in to the
?~4 notify them of the non-negative laboratory result, and provide the employee with an 778 device and then the employee will be instructed to blow steadily for at ~east six seconds
735 opportunity to explain the confirmed [aboraton/ test result. The MRO will direct the ?so or until the device indicates that an adequate amount of breath has been obtained. The
?36 employer to tell the employee to contact the MRO immediately and warn the employee 78~ BAT or STT will then show the employee the displayed test result. The BAT or S'I~' will
?37 that the MRO may declare the test a "non-contact positive" for failure to contact the 782 make sure the test number, testing device name and serial number, time, and result
738 MRO within the 72-hours. The MRO will subsequently review the employee's medical 788 have been printed correctly onto the Alcohol Testing Form (ATP-) if the device is capable
?35 history/medical records as appropriate to determine whether there is a legitimate ?84 of doing so, or, if the device is one that prints the this information on a separate printout,
?4o medical explanation for a non-negative laboratory result. If no legitimate medical ?83 the BAT or STT will affix the printout of the information to the designated space on the
741 explanation [s found, but the covered employee has a valid prescription for a medication ?86 AFT with tamper-evident tape or use a self-adhesive label that is tamper-evident. If the
742 that interfered with the immunoassay test, and the employee denies having adulterated 787 device does not print this information and it is also not being used with a printer, the
743 the specimen, the MRO will mark the test cancelled, "invalid result" and "direct ?88 BAT or S'IF will record this information on Step 3 of the ATF.
?44 observation collection required". The MRO will also repott to the DER that the test has
745 been cancelled, the reason for cenceJlation, and that a second collection must take 790 For alcohol screening tests using a Saliva Alcohol Screening Device (ASD), the
?46 place Immediataly under direct observation. If a legitimate explanation is found, the ?~ expiration date will be checked pdor to use. Devices cannot be used after their
74? MRO will mark the test cancelled, "invalid resalt~ and ~direct observation collection not 78;! expiration date. The aTT will offer the employee the opportunity to use the device
?48 required". The MRO will also report the test result as cancelled to the DER, the reason 7~5 themselves or for the aTT to use it to for the employee. If the employee uses it, they
?48 for cence[lation, and that no farther action will be taken unless a negative test result is 784 will be instructed to insert the device into their mouth and use it in the manner described
?so required (i.e. pre-employment, return-to-duty, or follow-up tests). If the employee ?!)5 by the device's manufacturer. If the employee chooses not to use the device, or in all
751 admits to having adulterated or substituted the specimen, the MRO must then report a 786 cases Jn which a new test is necessary because the device did not activate, the BAT or
?52 refusal to test. The MRO must repott the use of any legally prescribed medication to 797 S3-~- will insert the device into the employee's mouth and gather saliva in the manner
?53 the ECIT provider that could make the employee medically unqualified or pose a 7~8 described by the device's manufacturer. The BAT or SSq' will wear single-use
754 significant safety risk. The emp[oyce will be given five days to contact their physician to
?~5 have his or her physician contact the MRO to determine if the medication can be 8o3 the employee was unable to successfully follow the procedures, the device breaks or
801 falls to the floor, the device will be discarded and a new test will be conducted using a 845 the "Remarks" line of the ATF. In no instance shall another screening test be
~02 new device, d a new test is conducted, the reason will be noted by the STT on the 847 conducted.
203 "Remark" line of the ATF. The result must be read within 15 minutes of the test. The
8o4 employee will be shown the result of their test as displayed on the device. The STT will 849 Even though an employee who has a confi~Tned alcohol concentration of 0.02 or
805 enter the results on the ATF. Devices, swabs, gloves or other materials used in saliva 850 greater but less than 0.04 is not considered to have tested positive, the BAT will notify
80~ testing will not be reused. If a Saliva ASD was used, the STT must note it in Step 3 of 881 the DER of the confirmed alcohol testing result and the employee will not be permitted
8o7 the ATF. 852 to perform or continue to perform safety-sensitive functions until:
$10 by a BAT or S3~- will be considered a negative test and no additional alcohol testing will 855
8t i be conducted. The BAT or S'I-]' will sign and date Step 3 of the ATF and transmit the 886 (2) The stad of the employee's next regularly scheduled duty period, but not
s]2 result to the DER in a confidential manner. If the screening test is invalid, the BAT or ss? less than eight (8) hours following administration of the test.
8~4 "Remarks" line of the AFT. If practicable, the testing process will be repeated. 889 Employees with confirmed test results between 0.02 and 0.039 will be subject to
818 8~o the consequences described in Section T of this policy.
8]7 employee will be directed to take a confirmation test. To prevent an accumulation of 802 An employee who has a confirmed alcohol concentration of 0.04 or greater will
8]8 mouth alcohol from leading to an artificially high reading, the confirmatory test will not 863 be considered as having a positive alcohol test and in violation of this policy. The BAT
si9 be conducted for at least fifteen minutes after the completion of the initial test. The 8~ will notify the DER of positive alcohol test results and the mandatory requirement that
820 employee will be advised by the STT or BAT not to eat, drink, put anything (e.g. 865 the covered employee be immediately removed from his or her safety-sensitive function
82] chewing gum, cigarette) into their mouth, or belch. The confirmatory test must occur on 8(~ and evaluated by a substance abuse professional, as required by 49 CFR Part 40. The
822 an EBT. If the person conducting the initial test is not the BAT that will be conducting 86? consequences of a positive alcohol test are described in Section T of this policy.
824 to sign Statement 4 (in cases of test results .02 or higher) and give the employee Copy 869 Any safety-sensitive covered employee that refuses to take an alcohol test shall
8~8 2 of the ATF. The employee will then be required to show positive identification to the s?o incur the same consequences specified under DOT agency regulations for a violation of
826 BAT, who will explain the confirmation p rocedurec and a new ATF will be used. 87 ~ those DOT agency regulations.
828 Confirmatory tests will be performed using an NHTSA-approved EBT operated 873 Insufficient Amount of Saliva: If an employee is unable to provide sufficient
8~0 device name and serial number, time, and result, or it is a device not being used with a 8?5 activate the device), a new screening test will be conducted using a new screening
83[ printer, this information will be recorded by the BAT on Step 3 of the alcohol testing form 876 device. If an employee refuses to make the attempt to complete the new test, testing
832 (ATF). This information, along with the ATF, will be used to document the test, the 877 shall be discontinued, and noted as such on the 'Remarks' line of the ATF. The
833 subsequent results, and to al~ribute the test to the correct employee. The alcohol 878 wil]immediatelynotitythe DER. Thisisa refusal to test. If an employee has cot
834 testing form (AFT) required by 49 CFR Part 40 as amended, shall be used for all FTA 8?9 provided a sufficient amount of saliva to complete the new test, it will be noted on the
~35 required testing. Failure of an employee to sign Step 2 0f the ATF will be considered ~0 'Remarks" line of the ATF and the S'l-I' will immediately notify the DER. After
836 refusal to submit to testing. 88! notification, the DER will immediately arrange to have an alcohol test administered
838 If the confirmation test will be performed at a different site from the screenin
839 test, the employee will be directed not to drive to that Iccation. The perso~ 884 Insufficient Amount of Breath "Shy Lung": If an employee does not provide a
84o accompanying the employee to the BAT will be instructed to carry a copy of the ATF to 88~ sufficient amount of breath to permit a valid breath test, the BAT or S'lr will instruct the
841 the BAT who will perform the confirmation test. The employee will be observed by a sss employee to attempt again and advise the employee regarding proper procedures. If
842 BAT, STT, or DER as they are transpoded to the confirmation-testing site. Confirmation ss? the employee refuses to make the attempt, the test will be discontinued, noted on the
843 tests are to begin within 30 minutes of the screening test. For any instance in which the sss "Remarks" line of the ATF and the BAT or STT will immediately notify the DER. This is
~48 confirmation test shall still be conducted, and the reason for the delay will be noted on 8~0 of breath, the BAT or STT will make the determination as to whether to allow the
19 20
sgl employee to make another attempt or, if the person conducting the test is qualified to 936 (1) All offers of employment for covered positions shall be extended
sm use a Saliva ASD, and testing is still in the screening test stage, they may change to a 937 conditional upon the applicant passing a drug test. An applicant shall not be hired into a
893 Saliva ASD only to complete the screening test. When the BAT or S"CT informs an ECIT 938 covered position unless the applicant takes a drug test with a verified negative drug test
s94 provider that an employee has not provided a sufficient amount of breath, the DER will 939 result.
895 direct the employee to obtain, within five days, an evaluation from a licensed physician 940
8~ who is acceptable to the ECIT provider and who has expertise in the medical issues 94t (2) A non-covered employee shall not be placed, transferred or promoted into
89? raised by the employee's failure to provide a sufficient specimen. The ECIT provider 942 a covered position that requires the pedormance of a safety-sensitive function until the
s9s will provide the physician who will conduct the evaluation with specific information and 943 employee takes a pre-employmect drug test with a verified negative result.
s~ instructions. After making their evaluation and subsequent determination, the physician 944
~c<) must provide a written statement of their conclusion and the basis for it to the DER 945 (3) Covered employees, including applicants, may not peHorm a safety-
~01 directly. Upon receipt of the report, the DER will immediately inform the employee and 946 sensitive function for the first time, until a pre-employment drug test has been
~02 take any appropriate action based upon DOT agency regulations. 947 administered with a verified negative drug test result
~04 Substance Abuse Professional (SAP): SAP's have basic knowledge about 949 (4) If an applicant fails a pre-employment drug test, the conditional offer of
905 and clinical experience in the diagnosis and treatment of alcohol and controlled 950 employment shall be rescinded. Failure of a pre-employment drug will disquality an
~06 substances-ralated disorders. Any employee that has violated DOT drug and alcohol 95t applicant for consideration of employment for a period determined by the local ECIT
~07 regulations must be evaluated by a SAP before they can again pertorm any DOT safety- 952 provider. The ECIT provider shall advise the applicant of the resources available for
90s sensitive duties for any employer. The empldyee must also complete any referral, 953 evaluating and resolving problems associated with prohibited drug use and alcoho~
90P educatioWtreatmect process prescribed by the SAP. Each employee or applicant who 954 misuse, including the names, addresses, and telephone numbers of substance abuse
910 violates a DOT drug and/or alcohol regulation will be provided the names, addresses, 955 professionals and counseling and treatment programs.
91~ and telephone numbers of SAP's available to the employee. Determination of payment 956
912 for SAP evaluations and services will be specifically stated in each ECIT provider's 95? (5) When a covered employee or applicant has previously failed or refused a
913 Substance Abuse Policy. SAP's will make a face-to-face clinical assessment and 95s pre-employment drug test administered under 49 CFR part 655, the employee must
914 evaluation to determine what assistance is needed by the employee to resolve 959 provide the ECIT provider proof of having successfully completed a referral, evaluation
915 problems associated with alcohol and/or drug use. A foilow-up evaluation will also take 9~ and treatment plan in accordance with 49 CFR PaR 655.62, subpart G. Evidence of the
916 place to determine in the employee actively participated in the education and/or 951 absence of drug dependency from a Substance Abuse Professional that meets with 49
917 treatment program specified and that successful compliance with the initial assessment 962 CFR Part 40 as amended and a negative pre-employment drug test will be required
91s and evaluation recommendations has been demonstrated. The SAP will provide the 953 pdor to further consideration for employment. The cost for the assessment, follow-up
919 DER with a written foliow-up drug and/or alcoho[-testiog plan for the employee and 964 testing, and any subsequent treatment will be the sole responsibility of the applicant.
9~ recommendations to both the employer and the employee for continuing education 965
92! and/or treatment of the employee. 966 (6) When a pre-employment test for an employee being ptaced, transferred,
922 967 or promoted from a non-covered position to a covered position results in a verified
923 Local ECIT provider policy can determine whether to return an employee to 96s positive result, the employee shall be subject to disciplinary action in accordance with
924 safety-sensitive duties because the employee ,has successfully completed the SAP 969 the ECIT provider Substance Abuse Policy.
925 prescribed program and Return.to-Duty testing. The EClT provider has the discretion 970
92(, to decide whether any employee that has met these conditions will be returned to 971 (7) If a pre-employment drug test is canceled, the employee, in cases of
927 safety-sensitive functions. 972 transfers, or applicant shall be required to take another pre-employment drug test with a
928 973 verified negative result.
930 N. PRE-EMPLOYMENTTESTING 9?5 (8) Further testing policy of an applicant with a dilute negative pre-
931 9?6 employment test results will be determined by local ECIT provider policy,
,~32 Ail applicants that are offered a safety-sensitive position with an ECIT provider 977
933 shali undergo urine pre-employment drug testing. Pre-employment alcohol testing will 9?s (9) When a covered employee or applicant has not pedormed a salety-
934 be determined by the ECIT provider Substance Abuse Policy. 979 sensitive function for 90 consecutive calendar days regardless of the reason, and the
935 9so employee has not been in the employer's random selection pool during that time, the
21 22
98~ employee shall be required to take a pre-employment drug test with a verified negative 1026 O. REASONABLE SUSPICION TESTING
983 1o28 All ECIT provider's covered employees will be subject to a reasonable suspicion
9~d obtain specific information from any DOT regulated employer of the applicant, or 103t
985 application or transfer. Any applicant or employee that refuses to provide this written 1033 specific, contemporaneous, arficulable observations of the employee's appearance,
992 (1) Alcohol tests with a result of 0.04 or higher alcohol concentration; [037 concludes that an employee may be adversely affected or impaired in his/her work
994 (2) Verified positive drug tests; ]039 Reasonable suspicion alcohol testing is authorized only if the observations required are
995 ]040 made during, just preceding, or just after the pedod of the workday that the covered
996 (3) Refusals to be tested (including adulterated or substituted drug test 104] employee is required to be in compliance with this part. A reasonable suspicion alcohol
997 results); ]042 test can only be conducted just before, dedng, or just after the performance of a safety-
998 1048 sensitive job function. However, under an ECIT provider's local authority, a reasonable
99q (4) Other violations of DOT agency drug and alcohol testing regulations; and 1044 suspicion alcohol test may be performed any time the covered employee is on duty. A
]001 (5) With respect to any employee who violated a DOT drug and alcohol ]046 duty.
)oc~ regulation, documentation of the employee's successful completion of DOT ]o47
]c03 return-to*duty requirements (including follow-up tests). ]048 The ECiT provider's DER or supervisor will be responsible for transporting the
1004 ]o49 employee to the testing site. Supervisors will avoid placing themselves and/or others
ice5 Information concerning an applicant who has tested positive on a pre- to50 into a situation that might endanger the physical safety of those present. The employee
1006 employment test will be requested of the applicant directly if unavailable from the ]05] will be placed on administrative leave pending test results. An employee who refuses
[007 employer. The applicant or employee will be asked whether he or she has tested 1052 an instruction to submit to a drug/alcohol test shall not be permitted to finish his or her
~8 positive, or refused to test, on any pre-employment drug or alcohol test administered by 1053 shift and shall immediately be placed on adminlstrative leave pending disciplinary action
1009 an employer to which the employee applied for, but did not obtain, safety-sensitive ]054 as specified in the EClT providem Substance Abuse Policy.
[0[I past two years. Any applicant or employee acknowledging that he or she had a positive ~056 Local ECIT provider policy will determine if retesting is required for all covered
i014 completion of the return-to-duty process. 1059 A written record of the observations that led to a drug/alcohol test based on
Jo15 1o6o reasonable suspicion shall be prepared and signed by the supewisor making the
~oJ8 the date, the party to whom it was released, and a summary of the information provided. 1063
1019 Any information received from previous DOT regulated employers or the employee shall 1o64
1020 be kept confidential, as well as the good faith efforts made to obtain this information. 1o65 P. POST-ACCIDENT TESTING
23 24
1071 at the time of the accident and any other covered employees (e.g. mechanics, etc.) 1~6 (5) Nothing in this section shall be construed to require the delay of necessary
1o72 whose performance could have contributed to the accident, as determined by the ECIT 1117 medical attention for the injured following an accident, or to prohibit an employee
1073 provider's supervisor using the best information available at the time of the decision, iH8 from leaving the scene of an accident for the period necessary to obtain
1074 Post-accident drug and alcohol testing of the operator is not required if the covered t119 assistance in responding to the accident, or to obtain necessary emergency
1075 employee is tested under the fatal accident testing requirements of the FMCSA rule 49 H20 medical care.
lO?(' CFR 382.303(a)(1) or (b)(1). H21
1o77 1122 (6) In the rare event that the ECIT provider is unable to perform an FTA drug
1078 Nonfatal Accidents: In the case of nonfatal accidents, in which a transit vehicle H23 and alcohol post accident test (i.e., employee is unconscious, employee is
1o79 is involved, post-accident drug and alcohol testing will be conducted if any individual 1124 detained by law enforcement agency), the ECIT provider may use drug and
1080 suffers bodily injury and immediately receives medical treatment away from the scene of 1[25 alcohol post-accident test results of tests administered by Federal, State, or local
1081 the accident, or one or more vehicles (including non-FTA funded vehicles) incurs ~12(' officials having independent authority to test under the fatal accident testing
1082 disabling damage as a result of the accident and such vehicle or vehicles are H27 requirements of the Federal Motor Carrier Safety Administration rule of 49 CFR
1083 transported away from the scene by a tow truck or other vehicle, unless the ECIT H28 382.303(a)(1) or (b)(1), in lieu of the FTA test provided the test conforms to the
]0~4 provider's supervisor determines, using the best information available at the time of the 1129 applicable Federal, State, or local testing requirements and the test results are
1085 decision, that the covered employee's (driver/operator) performance can be completeiy 1130 obtained by the ECIT provider.
108(' discounted as a contributing factor to the accident. The ECIT provider shall also drug 113]
1087 and alcohol test any other covered employee e.g. mechanic, whose pedormance could 1182 Any safety-sensitive covered employee who fails to raped an accident to either
lOSS have contributed to tho accident, as determined by tho ECIT provider's supervisor using 1133 the DER or ECIT provider supervisor shall be subject to disciplinary action,
1089 the best information available at the time of the decision, 1134 determined by the local Substance Abuse Policy.
109o (1) As soon as practicable following such an accident, the transit supervisor ]]35
1091 investigating the accident or DER will notify the transit employee operating the ]]36
1092 transit vehicle, and all other covered employees whose performance could have 1137 Q. RANDOM TESTING
1093 contributed to the accident, of the need for the test. The DER or supervisor will 113s
10,)4 make the determination using the best information available at the time of the t139 All covered employees will be subjected to random, unannounced and
1095 decision. Such decision must be documented in detail, including the decision- tt40 unpredictable testing. The selection of employees shall be made by a scientifically valid
[09(, making process used to reach the decision not to test. t t41 method of randomly selecting employees from the appropriate pool of safety-sensitive
10~7 1142 employees.
logs (2) The DER or appropriate transit supervisor shall ensure that an employee, 1143
1099 required to be tested under this section, is promptly tested, or as soon as 1144 (1) Employees are required to proceed immediately to the collection site upon
ll~O practicabte, but no later than eight (8) hours after the accident for alcohol, and 1145 notification of their random selection. If the covered employee is performing a
ll01 within 32 hours for drugs. If an alcohol test is not performed within two hours of ]]46 safety-sensitive function at the time of the notification, they shall cease to
1102 the accident, the supervisor will document and maintain on file the reason(s) for 1147 continue performing the safety-sensitive function and proceed to the testing site
1103 the delay. If the alcohol test is not conducted within eight (8) hours, or the drug 1148 immediately.
1104 test within 32 hours, attempts to conduct the test must cease and the reasons for 1149
1105 the failure to test must be documented. 1150 (2) The dates for administering unannounced testing of randomly selected
1106 1151 employees shall be spread reasonably throughout the calendar year and
Il0? (3) Any covered employee involved in an accident must refrain from alcohol 1152 conducted at all times of day when safety-sensitive functions are performed.
1108 use for eight (8) hours following the accident, or until he/she undergoes a post- 1153
1109 accident alcohol test. 1154 (3) The number of employees randomly selected for drug/alcohol testing
lllO ]155 during the calendar year shall be not less than tho percentage rates established
1111 (4) An employee who is subject to post-accident testing who fails to remain 1156 by Federal regulations for those safety-sensitive employees subject to random
1112 readily available for such testing, including notifying the DER or a supe~'isor of 1157 testing by Federal regulations. The current minimum random testing rate for
Iii3 his or her location if he or she leaves the scene of the accident prior to ]158 drugs established by FTA equa[s fifty percent of the number of covered
1114 submission to such test, may be deemed to have refused to submit to testing. 1159 employees in the testing pool and the current minimum random testing rate for
1115 1160 alcohol established by FTA equals ten percent of the number of covered
25 26
[t6z employees in the testing pool. Each year, the Administrator will publish in the ~205 Return-to-Duty testing. The ECIT provider has the discretion to decide whether any
H62 Federal Register the minimum annual percentage rates for random drug and i20~ employee that has met these conditions will be returned to safety-sensitive functions.
iJ63 alcohol testing of covered employees. The new rates will be applicable starting 1207
]~4 January 1 of the calendar year following publication. ~208
He5 ~209 S. FOLLOW-UP TESTING
1166 (4) Random drug tests can be conducted at any time a covered employee is
l~e? on duty. Random alcohol tests shall only be pedormed just before, during, or just 121~ The SAP will also prescribe follow-up testing following an employee's return to
H68 after the pedormance of a safety sensitive duty. However, under the local EClT 1212 duty for each employee who returns to duty following any violation of the rules. The
H69 providers authority, a random alcohol test may be pedormed any time the 1213 SAP's written testing plan will be presented to the DER.
~]?0 covered employee is on duty. Testing can occur during the beginning, middle, or 1214
l I?~ end of an employee's shift. 12t5 Covered employees will be required to undergo frequent, unannounced drug
1172 1216 and/or alcohol testing following their return-to-duty. The follow-up testing will be
1173 (5) Each covered employee shall be in the pool from which the random i2]? performed for a period of one to five years, with a minimum of six tests to be performed
1174 selection is made. Each covered employee in the pool shall have an equal 1218 the first year. The frequency and duration of the follow-up tests (beyond the minimums)
[l?S chance of selection each time the selections are made. Employees will remain in 12le will be determined by the SAP reflecting the SAP's assessment of the employee's
H?6 the pool and subject to sete~:tion, whether or not the employee has been ]220 unique situation and recovery progress. Follow-up testing is intended to be frequent
t t77 previously tested. 1221 enough to deter and/or detect a relapse. Fellow-up testing is separate and in addition to
1 ]78 1222 the required random, post-accident, reasonable suspicion and return-to-duty testing.
H?0 (6) Covered transit employees that fall under the Federa~ Transit ]223
He0 Administration regulations will be included in one random testing pool maintained I224
Itel separately from the testing pool of employees that are included solely under local ]225 T. CONSEQUENCES AND DISCIPLINARY ACTION
]]82 ECIT provider authority. ]226
H 83 ~227 All consequences and disciplinary action for illegal drug use and alcohol misuse
He4 R. RETURN-TO-DUTY TESTING ]228 shall be determined by the local EClT provider's Substance Abuse Policy.
1186 All covered employees who have refused to submit to a FTA drug and/or alcohol 1230
ti87 test, had a verified positive drug test result, and/or had a confirmed alcohol test result i23] U. GRIEVANCE and APPEAL
lies of 0.04 or greater, shall be referred to a Substance Abuse Professional (SAP) for t232
1189 evaluation. Following the initial assessment, the SAP will recommend a course of ~233 All grievance and appeal actions for illegal drug use and alcohol misuse shall be
]190 rehabilitation unique to the individual. For someone who performs safety-sensitive ~234 determined by the local ECIT provider's Substance Abuse Policy.
Hgl transpodation functions, the very fact of a violation indicates a disregard of safety that 1235
]193 those functions in the future. The covered employee must successfulty complete the [237 V. INFORMATION DISCLOSURE
1194 treatment program specified by the SAP, and be recommended for retum-to-duty by t238
H98 the SAP with a negative return-to-duty drug and/or alcohol test, before returning to t230 Drug/alcohol testing records shall bo maintained by the EClT provider Drag and
1196 safety-sensitive duties. The SAP should schedule the return-to-duty test only when the 1240 Alcohol Program Manager and, except as provided below or by law, the results of any
z~97 employee is known to be drug and alcohol free and there is no risk to public safety. ]241 drug/alcohol test shall not be disclosed without express written consent of the tested
H98 For an initial confirmed positive drug test, a return-to-duty drug test [s required and an ]282 employee.
]]99 alcohol test is allowed, For an initial confirmed positive alcohol test, a return-to-duty
~2oo alcohol test is required and a drug test is allowed. The test results must be negative
~201 for drugs, or below 0.02 for alcohol, or both. 1245 records pertaining to their use of prohibited drugs or misuse of alcohol including
1202 1246 any drug or alcohol testing records. Covered employees have the Hght to gain
]203 An ECIT provider is not required to return an employee to safety-sensitive duties 1247 access to any pertinent records such as equipment calibration records, and
]204 because the employee has successfulty completed the SAP prescribed program and ]2491248 records of laboratory certifications.
2? 28
~280 (2) Records of a verified positive drug/alcohol test result shall be released to ! 1295
1251 the ECIT provider Drug and Alcohol Program Manager, DER, and Personnel u96 X. DEFINITIONS
1252 Manager in a confidential manner, on a need to know basis. 1297
1253 1298 Accident - an occurrence associated with the operation of a revenue service
1254 (3) Records will be released to a subsequent employer only upon receipt of a u99 vehicle (even when not in revenue service) or a vehicle that requires a Commercial
~255 written request from the employee. 1360 Drivers License to operate, if as a result--
1256 1301
t257 (4) Records of an employee's drug/alcohol tests shall be released to tho 1302 (1) An individual dies; or
1288 adjudicator in a grievance, lawsuit, or other proceeding initiated by or on behalf of 1303
1258 the tested individual arising from the results of the dru~/alcohol test. The records 1304 (2) An individual suffers bodily ~njury and immediately receives medical
1260 will be released to the decision maker in the proceeding. The information will 1305 treatment away from the scene of the accident; or,
1261 onty be released with binding stipulation !hat the decision maker will only make ~360
1262 the information available to partiesin the proceeding, t307 (3) One or more vehicles incur disabling damage as the result of the
1263 1308 occurrence and are transported away from the scene by a tow truck or other
1264 (5) Records will be released to the National Transportation Safety Board 1309 vehicle. For purposes of this definition, disabling damage means damage that
1265 during an accident investigation. 1310 precludes departure of any vehicle from the scene of the occurrence in its usual
1266 1311 manner in daylight after simple repairs. Disabling damage includes damage to
1267 (6) Records will be released to the DOT or any DOT agency with regulatory 1312 vehicles that could have been operated but would have been further damaged if
1268 authority over the employer or any of its employees. ]313 so operated, but does not include damage which can be remedied temporarily at
1269 1314 the scene of the occurrence without special tools or parts, tire disablement
1270 (7} Records will be released if requested by a Federal, state or local safety 1318 without other damage even if no spare tire is available, or damage to headlights,
1271 agency with regulatory authority over the ECIT provider or the employee. 1316 taillights, turn signals, horn, mirrors or windshield wipers that makes them
1272 1317 inoperative.
1273 (8) If a party seeks a court order to release a specimen or part of a specimen 13~8
1274 contrary to any provision of Part 40 necessary legal steps to contest the issuance 1319 Adulterated specimen - a specimen that contains a substance that is not
1275 of the order will be taken. [320 expected to be present in human urine, or contains a substance that is expected to be
1276 1321 present but is identified at a concentration so high that it is not consistent with human
1277 (9) Records will be made available for,review by Iowa DOTs Office of Public 1322 urine.
1278 Transit in order to carry out its responsibility to monitor compliance by 1323
1279 subrecipients of state-administered FTA funds. Records will be made available 1324 A/coho/- the intoxicating agent in beverage alcohol, ethyl alcohol, or other Iow
1280 for review by the ECIT provider in order to carry out its oversight responsibilities 1325 molecular weight alcohols, including methyl or isopropyl alcohol, contained in any
1281 as administrator of a transit services contract using FTA funds or FTA-funded 1326 beverage, liquid mixture or preparation, mouthwash, candy, food, or medication,
1282 vehicJas. 1327
1283 t328 Alcohol Concentration - the alcoho~ in a volume of breath expressed in terms
1284 Except as otherwise allowed under U.S. DOT rules, a service agent or 1329 of grams of a~cohol per 210 liters of breath as measured by an evidential breath-testing
mss employer participating in the DOT drug or alcohol testing process, are prohibited 1380 (EBT) device.
1286 from releasing individual test results or medical information about an employee to 1331
1287 third psrties without the ernployee's written consent. Blanket releases are 1332 Alcohol Confirmation Test- a subsequent test using an EBT, following a
mss prohibited. As an employer, ECIT provider's may release information pertaining ~333 screening test with a result of 0.02 or greater that provides quantitative data about the
]289 to an employee's drug or alcohol test without the employee's consent in certain ]334 alcohol concentration.
12~0 regal proceedings, in any case information is released for this purpose, the ECIT 1335
1291 providers will notify the effected employee in writing. Employees may refer to ]386 Alcohol Screening Device (ASD) - a breath or saliva device, other than an
1292 49 CFR Part 40, Subpart P- Confidentiality and Release of Information for more ]337 EBT, that is approved by the National Highway Traffic Safety Administration (NHTSA)
1293 specific details. 1338 and placed on a conforming products list (CPL) for such devices.
1294 1339
29 30
~340 Alcohol Screening Test - an analytic procedure to determine whether an 1384 actions, such as causing an employee to be removed from the performance 0 safety-
D411343~342 specimen.ampi°yea may have a prohibited concentration of alcohol in a breath or saliva 138713861385 sensitiveD/lutefUnctionS.speclmen- a specimen' with creatinine and specific gravity varues hat is
134~ Alcohol Testing Site - a place selected by the employer where employees 1388 lower than expected for human urine.
~3,,5 present themselves for the purpose of providing breath or saliva for an alcohol test. ]380
13~6 ]390 Disabling Damage - damage hat proc udes departure of any vehicle from the J
1347 Breath Alcohol Technician (BAT) - a person who instructs and assists 139]
scene of the occurrence in its usual manner in daylight after simple repairs. Disabling
~348 employees in the alcohol testing process and operates an evidential breath-testing ~302 damage includes damage to vehicles that could have been operated but would have
1349 (EBT) device.
1393 been fudher damaged if so operated, but does not include damage which can be
1350
I394 remedied temporarily at tho scene of the occurrence without special tools or paris, tire
psi Canceled Test. a drug or alcohol test that has a problem identified that cannot I305 disablement without other damage even if no spare tire is available, or damage to
~352 be or has not been corrected, or been declared invalid by a Medical Review Officer. A 1396 headlights, taillights, turn signals, horn, mirrors or windshield wipers that makes them
1353 canceled test is neither a positive nor a negative test. 1397 inoperative.
1354 1398
]355 Chain of Custody - the procedure used to document the handling of the urine 1399 Evidential Breath Testing Device (EBT) - a device approved by the National
1356 specimen from the time the employee gives the specimen to the collector until the [400 Highway Traffic Safety Administration (NHTSA) for the evidential testing of breath.
J357 specimen is destroyed. This procedure uses the Federal Drug Testing Custody and 140! Approved devices are listed on the NHTSA conforming products list (CPL) for
J358 Control Form (CCF). 1402 "Evidential Breath Measurement Devicec~.
1359 1403
1360 Collection Site - a place selected by the employer where employees present ~404 FTA - the Federal Transit Administration, an agency of tho U.S. Department of
136~ themselves for the purpose of providing a urine specimen for a drug test. 1405 Transportation.
1362
1406
1363 Collector - a person who instructs and assists employees at a collection site, 1407 Initial Drug Test- the test used to differentiate a negative specimen from one
~364 who receives and makes an initial inspection of the specimen provided by those ~405 that requires further testing for drugs or drug motabolites.
]365 employees, and who initiates and completes the custody and control form (CCF). 1409
1366
~410 Invalid Drug Test- tho result of a drug test for a urine specimen that ocntains an
1367 Confirmation (or confirmatory) drug test - a second analytical procedure 1411 unidentified adulterant or an unidentified interfering substance has abnormal physical
]368 performed on a urine specimen to identify and quantify the presence of a specific drug 1412 charecterist cs, or has an endogenous substance at an abnormal concentration that
1369 or drug metabolite.
1370 1413 prevents tho laboratory from completing or obtaining a valid drug test resutl.
1414
1371 Contractor - a person or organization lhat provides a safety-sensitive service for 1415 Medical Review Officer (MRO) - a licensed physician (medical doctor or doctor
1372 a recipient, subrecipient, employer, or operator consistent with a specific understanding 1416 of osteopathy) responsible for receiving laboratoPj results generated by the drug testing
i373 or arrangement. The understanding can be a written contract or an informal ]417 program who has knowledge of ~ubstance abuse disorders, and has appropriate
1374 arrangement that reflects an ongoing relationship between the parties. ]418 medical training to interpret and evatuate an individual's confirmed positive fast resu[l,
1375 1419 together with his/her medical history, and any other relevant bio-medical information.
~370 Covered Employee - an employee who pedorms a safety-secsitive function 1420
]377 including an applicant or transferee whom will be hired to perform a safety-sensitive 1421 Negative Dilute . a drag test that is negative for the five drugs or drug
1378 function (See Attachment B for a list of covered employees), and other employees, 1422 metabolites but has a specific gravity value lower than expected for human urine.
1379 applicants, or transferees that will not per[orm a safety-sensitive function but fall under 1423
1351138° tho policy of the local ECIT provider's own authority. 1424 Negative Test Result for a Drug or Alcohol Test - tests for which no verified
1425 presence of the five specified drugs or drug metabolites Is identified or tho verified
[382 Designated Employer Representative (DER) - an employee authorized by the 1426 presence of the identified drug or its metabolite is below the minimum levels specified in
1383 employer to receive information about certain kinds and tests results and take required 1427 49 CFR Part 40, as amended. Ag alcohol concentration of less than 0.02 BAC is a
1428 negative test resuri.
31 32 j
1429
1430 Non. Negative Test Result- a test result found to be adulterated, substitute, 1474
143i invalid, or positive for drug(s) or drug metabo[ite(s). 1475 Substance Abuse Professional (SAP) - a licensed physician (medical doctor or
1432 1476 doctor of osteopathy) or licensed or certified psychologist, social worker, employee
1438 OPT- Iowa Department of Transportation's Office of Public Transit, the office ~477 assistance professional, or addiction counselor (cerlified by the National Association of
1434 responsible for public transportation programs and the grantee for all statewide grants i478 Alcoholism and Drug Abuse Counselors Cedification Commission or by the International
1435 from ErA. 1479 Certification Reciprocity Consortiurn/AIcohol and other Drug Abuse) with knowledge of
1436 [480 and clinical experience in the diagnosis and treatment of drug and alcohol related
1437 Performing a Safety-Sensitive Function- a covered employee is considered to t481 disorders. A SAP evaluates employees who have violated a DOT drug and/or alcohol
1438 beperformingasafety-sensitivefunctionandincludesanyperiodinwhich heorsheis 1482 regulation and makes recommendations concerning education, treatment, lollow-up
1439 actually performing, ready to perform, or immediately available to perform such 1483 testing, and aftercare.
1440 functions. 1484
1441 1485 Substituted Specimen - a specimen with creatinine and specific gravity values
1442 Positive Test Result - for a drug test means a verified presence of the identified ~486 that are so diminished that they are not consistent with human urine,
1443 drug or its metabolite at or above the minimum levels specified in 49 CFR Part 40, as 1487
1444 amended. A positive alcohol test result means a confirmed alcohol concentration of t488 Test Refusal - the following are considered a refusal to test if the employee:
1445 0.04 BAC or greater, p~89
1446 1490 Fails to appear for any test within a reasonable time. as determined by the
1447 Prohibited Drug- tho drugs for which tests are required under 49 CFR Part 40, 1491 employer, affer being directed to do so by the employer;
1448 and Part 655, specifically marijuana, cocaine, opiates, amphetamines, or phencyclidine ]492 Fails to remain at the testing site until the testing process is complete;
1449 (PCP) at levels above the minimum thresholds specified in 49 CFR Pad 40, as 1493 Fails to provide a urine specimen for any drug test required by Pad 40 or
1450 amended. 1494 DOT agency regulations;
1451 i495 In the case of a directly observed or monitored collection in a drug test,
1452 Recipient- an entity receiving financial assistance under 49 U.S.C. 5307, 5309, [496 fails to permit the observation or monitoring of your provision of a
1453 5311, or 3037 (JARC); or under 23 U.S.C. 1 03(e)(4). 1497 specimen;
1454 1498 Fails to provide a sufficient amount of urine when directed, and it has been
t455 Revenue Service Vehicles - includes all transit vehicles that are used for 1499 determined, through a required medical evaluation, that there was no
1456 passenger transportation service. 1500 adequate medical explanation for the failure;
1457 1501 Fails or declines to take a second test the employer, DER, or collector has
1438 Safety-Sensitive Functions - includes (a) the operation of a transit revenue 1502 directed you to take;
1459 service vehicle even when the vehicle is not in revenue service; (b) the operation of a 1503 Fails to undergo a medical examination or evaluation, as directed by the
14~0 non-revenue service vehicle by an employee when the operation of such a vehicle 1804 MRO as part of the verification p~ocess, or as directed by the DER as
1461 requires the driver to hold a Commercial Drivers License (CDL); (c) maintaining a 1505 part of the"shy bladder'' or"shy lung" procedures;
1462 revenue service vehicle or equipment used in revenue service; (d) controlling dispatch
15o6 Fails to cooperate with any pari of the testing process (e.g., refuse to
14~3 or movement of a revenue service vehicle and (e) carrying a firearm for security 1507 empty pockets when so directed by the collector, behaves in a
1464 purposes. 15ns confrontational way that disrupts the collection process);
1465 1509 Provides a specimen which results in a verified ~adulterated" or
1466 Screening Test Technician (STT) - a person who instructs and assists 1510 "substituted" test result, as reported by the MRO; or
14~? employees in the alcohol testing process end operates an alcohol-screening device
1468 (ASD). 1511 Fails or refuses to sign Step 2 of the alcohol testing form (ATF),
1512
1469 1518 U.S.D.O.T. - Federal government's Department of Transportation, which
1470 Split Specimen - a part of the urine specimen that is sent to the first laboratory 1514 includes the U.S. Coast Guard (USCG), Federal Aviation Administration (FAA), Federal
1411 and retained unopened, and which is transported to a second laboratory in the event 1515 Transit Administration (ErA), Federal Railroad Administration (FRA), Federal Highway
1472 that the employee requests that it be tested following a vedfied positive test of the 1516 Administration (FHWA), Federal Motor Carriers' Safety Administration (FMCSA),
1473 primary specimen or a verified adulterated or substituted test result. 1517 National Highway Traffic Safety Administration (NHTSA), Research and Special
33 34
~51~ Programs Administration (RSPA), and the Office of the Secretary of Transportation ]525 Attachment A
1519 (CST). 15~6
1520
1521 Validity Testing - the evaluation of the specimen to determine if it is consistent 1527 SYSTEM CONTACTS
1522 with normal human urine. The purpose of validity testing is to determine whether certain ]528
~523 adulterants or foreign substances we re added to the urine, if the urine was diluted, or if ]529 Any questions regarding local ECIT provider Substance Abuse policy should be
~524 the specimen was substituted. ]550 directed to the following individual(s):
1525 1531
1532
1533 Manager, Benton County Transportation
[554 (319) 472-2413
1535
1536 Manager, Iowa County Transportation
]537 (319) 642-7615
1538
i539 Manager, Johnson County SEATS
]54o (319) 339-6128
1541
1542 Manager, Jones County JETS
]543 (319) 462-2143
]545 Manager, Linn County LIFTS
]546 (319) 892-5170
1547
]548 Manager, Washington County Mini Bus
]549 (319) 653-6703
35 36
~55o Attachment C
1551 159l
~552 Attachment B ~592
~553 ~593 Alcohol Fact Sheet
1554 ECICOG-- Covered ..lob Classifications ~59~
1595 Alcohol is a socially acceptable drug that has been consumed throughout the
1555 1596 world for centuries. It is considered a recreational beverage when consumed in
1556 1597 moderation for enjoyment and relaxation during social gatherings. However, when
1598 consumed primarily for its physical and mood-altering effects, it is a substance of abuse,
1557 TITLE TESTII~I G AUTHORITY ~5~ As a depressant, it slows down physical responses and progressively impairs mental
1558 16oo functions.
37 38
1634 Two-thirds of all homicides are committed by people who drink prior to the 1668
1635 er me. Attachment D
1636 Two to three pement of the driving population is legally drunk at any one time. 1668
t637 This rate is doubled at night and on weekends. 1669 Minimum Thresholds
1638 Two-thirds of all Americans will be involved in an alcohol-related vehicle 1670
I639 accident during their lifetimes, iNiTIAL TEST CUTOFF
]6~0 The rate of separation and divorce in families with alcohol dependency LEVELS
~64~ problems is 7 times the average. (ng/m0
~642 Forty percent of family court cases are alcohol problem related. Marijuana metabolites 50
1643 Alcoholics are 15 times more likely to commit suicide than are other segments Coca[ne metabolltes 300
1644 of the population. Opiate metabol[tes 2,000
1645 More than 60 percent of burns, 40 percent of falls, 69 percent of boating Phencyclldine 25
1646 accidents, and 76 percent of private aircraft accidents are alcohol related. Amphetamines 1,000
16~7 1671
1650 24,000 people will die on the highway due to the legally impaired driver. 1673
CONFIRMATORY TEST
1651 12,000 more will die on the highway due to the alcohol-affected driver. CUT/OFF LEVELS
~$2 15,800 will die in non-highway accidents. (ng/ml)
1653 30,000 will die duo to alcohol-caused liver disease.
165,~ 10,000 will die due to alcohol-induced brain disease or suicide. Marijuana metabolites 15
1653 Up to another 125,000 will die due to alcohol-related conditions or accidents. Cocaine metabolites 150
1657 D Workplace Issues Morphine 2,000
16~9 . It takes one hour for the average person (150 pounds) to process one serving Codeine 2,000
16~0 of an alcoholic beverage from the body, Phencyclidine 25
1661 . ~mpairment in coordination and )udgemen't can be objectively measured with Amphetamines:
~e63 . A person who is legally intoxicated is 6 times more likely to have an accident Methamphetamine 500
16~7 1677 equal to 200 ng/ml.
39 40