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1978-11-21 Info Packet
bli1i<UriLNLU BY JURM MICROLAB • CEDAR RAPIDS AND 'DES MOINES, IOWA City of Iowa Cit, MEMORANDUM OATS: November 14, 1978 TO: City Council FROM: .City Manager RE: Attached material The attached material was mailed to the following agencies: Mayor's Youth Employment Program Johnson County Council on Aging United Action for Youth Iowa City Girls' Softball Iowa City Boys' Baseball Babe Ruth League HACAP Crisis Center Red Cross Visiting Nurses Association Rape Victim Advocacy Program Mark IV Friends of the Children Museum PALS Program Youth Homes, Incorporated Mideastern Communities Council on Alcoholism Spouse Abuse Program LINK HERA MICROFILMED BY DORM MICR+LAB CEDAR RAPIDS - DES MOINES 2166 MiLKUhiLMLu BY JORM 1.1CROLAB 1 CITY OF CIVIC CENTER 410 C. WA51 IINr%I( )I\l SI November 8, 1978 CEDAR RAPIDS AND DES IOWA CITY II 1Wn :IIY I(,>Wn 52240' (319) 35 1 18(l) Dear Agency: Your participation in the agency funding hearings held this summer aided the City in understanding your agency's operation and services. Additional financial information is needed to complete a further review of your agency's FY8D funding request to the City of Iowa City. Please complete the financial forms A -F included with this letter. An instruction sheet with completed examples for the Mayors Youth Employment Program are also enclosed for your assistance. The financial information portion of your funding request should be completed and returned to the Finance Department, City of Iowa City, 410 East Washington Street, no later than November 27, 1978. A budget help work session has been scheduled on Friday, November 17 at 9 AM to 11 AM in the Public Library Auditorium to assist your agency in completing your funding. An agenda for this meeting is attached. If you have questions concerning the forms or the budget process, please feel free to contact me. Xal yours, erl i" n City Manager bdw3/4 Enclosures cc: City Council - all forms MICROFILMED BY J ORM MICR+LAB { ! CEDAR RAPIDS • DES MOINES �f :.: I i I November 8, 1978 CEDAR RAPIDS AND DES IOWA CITY II 1Wn :IIY I(,>Wn 52240' (319) 35 1 18(l) Dear Agency: Your participation in the agency funding hearings held this summer aided the City in understanding your agency's operation and services. Additional financial information is needed to complete a further review of your agency's FY8D funding request to the City of Iowa City. Please complete the financial forms A -F included with this letter. An instruction sheet with completed examples for the Mayors Youth Employment Program are also enclosed for your assistance. The financial information portion of your funding request should be completed and returned to the Finance Department, City of Iowa City, 410 East Washington Street, no later than November 27, 1978. A budget help work session has been scheduled on Friday, November 17 at 9 AM to 11 AM in the Public Library Auditorium to assist your agency in completing your funding. An agenda for this meeting is attached. If you have questions concerning the forms or the budget process, please feel free to contact me. Xal yours, erl i" n City Manager bdw3/4 Enclosures cc: City Council - all forms MICROFILMED BY J ORM MICR+LAB { ! CEDAR RAPIDS • DES MOINES o-LuitUr 1LMLu BY JURM MICROLAB CEDAR RAPIDS AND DES B INSTRUCTION SHEET TO COMPLETE FINANCIAL INFORMATION FY80 BUDGET AGENCY FUNDING REQUEST t To be considered for agency funding for FY80 from the City of Iowa City further financial information is needed. The forms that must be completed are: Total Expenditure Summary, Personnel Summary, Revenue and Support, Program Goals and Objectives, Program Expenditures, and Classification Detail by Program. These forms must be completed and returned no later than November 27, 1978. The Chart of Accounts describes and categorizes types of revenue and expenses for your agency. Please refer to it when you are completing the financial information forms. The Chart of Accounts is divided into five components. The first component is Revenue and Support (account number 5000 series) your agency receives. The second component Personnel Services (account number 6000 series) includes expenses incurred for staff salaries I and employee fringe benefits. Commodities (account number 7000 series) includes office, operating, repair and maintenance supplies. Items such as professional charges for accounting, . legal, management, and data processing services are included in the Services and Charges category (8000 account series). Services and Charges also includes expenses covering communications, ' transportation and education, dues and memberships and public utility services and rental. Capital Outlay (9000 account number series) includes purchase of land, buildings, and equipment (including office equipment like desks and chairs). The Total Expenditure Summary (form A) represents your agency's total operating budget for FY80 (July 1, 1979 to June 30, 1980). Employee position(s) salary and fringe benefits should be recorded on -the Personnel Summary (form 8). Revenue and Support (form C) j itemizes your agency's revenue from all sources. Goals and objectives for your agency in FY80 should be stated by program and recorded on form D. Expenditures for your agency also should be. separated by program on form E. Additional copies of this form are available. Form F, Classification Detail should also be itemized by each program your agency provides. A budget help work session has been scheduled on November 17 from 9:00 to 11:00 a.m. in the Auditorium at the Public Library to answer your agency's budget questions and to assist you in completing the financial portion of your funding request. ! Forms should be returned to the Finance Department, City of Iowa City, 410 East Washington Street no later than November 27, 1978. MICROFILMED BY f ' I DORM MIGR4LAE3 CEDAR RAPIDS • DES MOINES I Mi u<UhILMEU BY JURM MICROLAB • CEDAR RAPIDS AND DES MO NE5, I0 b CHART OF ACCOUNTS FYBO BUDGET AGENCY FUNDING REQUEST 5000 Public Support and Revenue l 5100 Contributions i Legacies and Bequests i I 5400 Contributions by Association Organizations 5500 5600 Fund raising Fees and Grants from Government Agencies I Membership Dues 5710 Assessments and Dues 5800 Program Service Fees 5810 Sales of Material and Service 5820 I Mi u<UhILMEU BY JURM MICROLAB • CEDAR RAPIDS AND DES MO NE5, I0 b CHART OF ACCOUNTS FYBO BUDGET AGENCY FUNDING REQUEST 5000 Public Support and Revenue 5100 Contributions 5200 Legacies and Bequests 5300 Collections from MBR Units 5400 Contributions by Association Organizations 5500 5600 Fund raising Fees and Grants from Government Agencies 5700 Membership Dues 5710 Assessments and Dues 5800 Program Service Fees 5810 Sales of Material and Service 5820 Sales to Public 5900 Investment Income 5910 Gains on Investment Transactions 5990 Miscellaneous Revenue 6000 Personal Services 6100 Wages 6200 Pension and Retirement 6300 Employee Insurance 6400 Miscellaneous 7000 Commodities 7100 Office Supplies 7200 Operating Supplies 7300 Repair and Maintenance 7400 Miscellaneous 8000 Services and Charges 8100 Professional Charges 8200 Communications (postage and telephone) 8300 Transportation and Education (staff development) 8400 Property and Liability Insurance 8500 Public Utility Services 8600 Technical Services 8700 Dues and Memberships 8800 8900 Rental Special Assistance to Individuals 8950 Awards and Grants 8990 Miscellaneous 9000 Capital Outlay 9100 Land 9200 Improvements, Building and Structure 9300 Equipment 9400 Miscellaneous MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES - (•IlLowi ILMED BY JORM MICROLAB • CEDAR RAPIDS ANU A TYRO 1111DGKT AOh:NCY FUNDING RRQIIF.ST TOTAL RXPIIND['rI1R1r. SUMMARY Agency Name: i i 'i I (•IlLowi ILMED BY JORM MICROLAB • CEDAR RAPIDS ANU A TYRO 1111DGKT AOh:NCY FUNDING RRQIIF.ST TOTAL RXPIIND['rI1R1r. SUMMARY Agency Name: Address: Forms. Completed by: Resources Required Actual FY78 FY79 FY80 Adjustment FY8O Budget ` i_ Number of Personnel Personal Services (Acct. No. $ $ 6000) $ $ $ 3 Commodities $ $ (7000) $ $ $ Services 6 p R Charges $ $ { (8000) Capital ut ay $ $ $ (9000) $ $ TOTALS Total Funding Request from City of Iowa City for FY8O $ MICROFILMED BY • ,e2 DORM MICR+LA9 1 CEDAR RAPIDS • DES MOINES IILAUHLMED BY JORM MICROLAB CEDAR RAPIDS ANU FYBO BUDGET AGENCY FUNDING REQUEST PERSONNEL SUMMARY Full—time Actual This Yr til B Proposed MICROFILMED BY 7` JORM MICR+LAB , CEBAR RAPIDS • DES MOINES 1 } hIUXUFILMED BY DORM MICROLAB CEDAR RAPIDS AND DES MOINES 1041 e ' w.u-u.....u..n�..���._. ...-�..�.....e..r�nw.v .Y..r.. ry u ,... i. ".: ,t': r'r :.'i:. .:: r.". .. �:{. i �Y ';Sir i1{'�..4R•u�'�Y4� { C . REVENUE AND SUPPORT (RESTRICTED AND UNRESTRICTED SOURCES) FY80 BUDGET AGENCY_ FUNDING REQUEST Agency Name .. Agency Address Completed by: *.5000 Public Support and Revenue k. 5100 Contributions 5200 Legacies and. Bequests 5300 Collections from MBR Units 5400 Contributions by Association Organizations 5500 Fund raising F 5600 Fees and Grants from Government Agencies 5700 Membership Dues 5710 Assessments and Dues 5800 Program Service Fees 5810 Sales of. Material and Service 5820 Sales to Public 5900 Investment Income 5910 Gains on Investment Transactions j 5990 Miscellaneous Revenue i a TOTAL }I MitROFILMED BY J, RM MICR+LAB CEDAR RAPIDS - DES MOINES IalL.RUfILi4LU BY JURM MICROLAB • CEDAR RAPIDS AMU E FYRO BUDGET AGENCY FUNDING REQUEST PROGRAM EXPENDITURE j Agency Name: /�. Program Description: - I Reumrraa Ron../.aa. iI tdICROFILMEO BY w. jJORM MICR+LAB' CEDAR RAPIDS • DES MOINES MiwWU ILMED BY JURM 14ICROLAB Agency Name: Address: Forms Completed by: • CEDAR RAPIDS ANU UL',) FY80 BUDGET AGENCY FUNDING REQUEST CLASSIFICATION DETAIL BY PROGRAM F IdILROFILMED JORM MICR�LAB , CEDAR RAPIDS - DES MOINES hilUlUFiLMED BY JORM MICROLAB 9:00 9:10 10:00 • CEDAR RAPIDS AND ULS FY80 BUDGET AGENCY FUNDING REQUEST { BUDGET WORK SESSION ; F November 17, 1978 9 AM - 11 AM Public Library Auditorium Introduction Human Services Project - Carol.Spaziani, Chair Human Services Committee. i Setting goals 6 objectives for your agency - David Chancey, Research Assistant JCRPC Completing financial information - Linda Schreiber, Administrative.Intern i j 1 i _I ` MICROFILMED BY JORM MIC R+LAB CEDAR RAPIDS • DES MOINES hlil t<UI i1,11Lu BY JORM M(CROLAB CEDAR RAPIDS AND DES y FYBO BUDGET t AGENCY FUNDING REQUEST TOTAL EXPENDITURE SUMMARY Agency Name: Mayor's jouth Employment Proaram Address: 1810 Lower Muscatine Avenue Forme Completed by: Joan Van Steenhuyse, Director A MICROFILMED BY JORM MICR+LAB 1i CEDAR RAPIDS • DES MOINES Resources Actual FY78 FY79 PY80 Adjustment FY80 Budget Required Number of Personnel 1.5 1.5 1.5 i i 4.1 Personal Services (Acct. No. 6000) - S 47,649 $49,818 $ 53,256 $ $ Commodities 82 $ 102 $ 100 $ $ (7000) S Services & Chargee S 7211,897 S $ 1,734 $ S (8O()O) I I Capital outlay$ S 100 $ S (9000) $ $48,452 $51,817 $55,190 TOTALS 'Total Funding l i Request from City of Iowa city for FY8O $ 23,133 MICROFILMED BY JORM MICR+LAB 1i CEDAR RAPIDS • DES MOINES I.jLL1<W-W'1LU BY JORM MICROLAB Persona *Position title and employee name and description of employee benefits • CEDAR RAPIDS ANU I B FY80 BUDGET AGENCY FUNDING REQUEST PERSONNEL. SUMMARY Actual This Yr Proposed Full—time W70 FyBO - ;. A b the 1.0 Director - Employe y City for 9.5 months. Fringe 2,376 i 37,352 16 wk/2.65 ,I 20 wk/2.90 vacation and sick leave. $49,818 $53,256 I.jLL1<W-W'1LU BY JORM MICROLAB Persona *Position title and employee name and description of employee benefits • CEDAR RAPIDS ANU I B FY80 BUDGET AGENCY FUNDING REQUEST PERSONNEL. SUMMARY Actual This Yr Proposed Full—time W70 FyBO - ;. A b the 1.0 TOTAL c $ 9,162 1,594 36,893 $47,649 Y 141CROFIL14ED 91' DORM MICR+LAB ! CEDAR RAPIDS • DES MOINES $10,090 Director - Employe y City for 9.5 months. Fringe 2,376 benefits include FICA, IPERS, 37,352 16 wk/2.65 Workman's Compensation, 20 wk/2.90 vacation and sick leave. $49,818 $53,256 Asst. Director - Position funded 80% by University 20% of Iowa work study and by City of Iowa City. No fringe benefits. iIEnrollees - 35 youth will be employedfor 10 hours/week for 36 weeks at $2.65/hour. Fringe FICA and Work- benefits include man's Compensation. Example of jobs: office aide, patient extort, janitor. **Enrollees wages may be amended 1 based on the minimum wage rate. ' TOTAL c $ 9,162 1,594 36,893 $47,649 Y 141CROFIL14ED 91' DORM MICR+LAB ! CEDAR RAPIDS • DES MOINES $10,090 $10,560 2,376 2,430 37,352 16 wk/2.65 j 40,266** I 16 wk/2.90 20 wk/2.90 20 wk/3.10 $49,818 $53,256 ■ I. iGI(Oi ILMLO BY JORM 141CROLAB CEDAR RAPIDS AND DES REVENUE AND SUPPORT (RESTRICTED AND UNRESTRICTED SOURCES) FY80 BUDGET AGFWrY FITNDTNG RF.n1IF.5T Agency Name Mayor's Youth Employment Program $53,266 MICROFILMED DY 1*1 JORM MICR+LAB ...I ;j CEDAR RAPIDS • DES MOINES C i. i I' 4 t ***State $26,173 ( City 23,133 1,700 f Coralville 1, IC School Dst 2,250 I. Agency Address 810 Lower Muscatine Avenue Completed by: Joan Van Steenhuyse, Director 5000 Public Support and Revenue 5100 Contributions 5200 Legacies and Bequests 5300 Collections from MBR Units 5400 Contributions by Association Organizations 1500 Fund raising 5600 Fees and Grants from Government Agencies *** 5700 Hembership Dues 5710 Assessments and Dues 5800 Program Service Fees 5810 Sales of Haterial and Service 5820 Sales to Public 5900 Investment Income 5910 Gains on Investment Transactions' 5990 Miscellaneous Revenue TOTAL I r $53,266 MICROFILMED DY 1*1 JORM MICR+LAB ...I ;j CEDAR RAPIDS • DES MOINES C i. i I' 4 t ***State $26,173 ( City 23,133 1,700 f Coralville 1, IC School Dst 2,250 I. tIiw(W iLMLU BY JURM MICROLAB (") CEDAR RAPIDS AND DES FY80 BUDGET AGENCY FUNDING REQUEST CLASSIFICATION DETAIL BY PROGRAM Agency Name: Mayor's Youth Employment Program Address: 1810 Lower Muscatine Avenue Forms Completed by: Joan Van Steenhuyse, Director F Instructions: Include classification account number found in Chart of Account for each FY80 Budget expenditure. nN Classification Commentary Budget Estimate 7000 Commodities 7100 8000 Services & Charges 8100 8200 "W 8600 8700 8800 9000 Capital Outlay 9300 Office Supplies TOTAL Audit for FY79 Postage Telephone will be provided by Job Service of Iowa Staff Development Support Servcies Mileage Printing (In-house) Membership for Youth Employment Association Office Space is provided by Job Service of Iowa TOTAL Office equipment - additional file cabinet TOTAL K.-... ILMEDBy.. j JORM MICR+LAB CEDAR RAPIDS • DES MOINES $ 100.00 100.00 600.00 114.00 100.00 150.00 500.00 160.00 10.00 1,734.00 100.00 100.00 i tIiw(W iLMLU BY JURM MICROLAB (") CEDAR RAPIDS AND DES FY80 BUDGET AGENCY FUNDING REQUEST CLASSIFICATION DETAIL BY PROGRAM Agency Name: Mayor's Youth Employment Program Address: 1810 Lower Muscatine Avenue Forms Completed by: Joan Van Steenhuyse, Director F Instructions: Include classification account number found in Chart of Account for each FY80 Budget expenditure. nN Classification Commentary Budget Estimate 7000 Commodities 7100 8000 Services & Charges 8100 8200 "W 8600 8700 8800 9000 Capital Outlay 9300 Office Supplies TOTAL Audit for FY79 Postage Telephone will be provided by Job Service of Iowa Staff Development Support Servcies Mileage Printing (In-house) Membership for Youth Employment Association Office Space is provided by Job Service of Iowa TOTAL Office equipment - additional file cabinet TOTAL K.-... ILMEDBy.. j JORM MICR+LAB CEDAR RAPIDS • DES MOINES $ 100.00 100.00 600.00 114.00 100.00 150.00 500.00 160.00 10.00 1,734.00 100.00 100.00 wlutUIiLMLU BY JORM 141CROLAB CEDAR RAPIDS AND D FBI FY80 BUDGET AGENCY FUNDING REQUEST PROGRAM GOALS 6 OBJECTIVES MAYOR'S YOUTH EMPLOYMENT PROGRAM Program Goals 1. To provide disadvantaged youth of Johnson County with supervised work experience. Program Objectives: 1. Develop 35 jobs at sites that will provide meaningful work. experience, supportive supervision, and accept the youth as part of the staff. 2. Assignment of youth to job sites on the basis of age, educational level, aptitude, and occupational interest. 3. Assess the progress of youth including attendance at work, attitude toward work, and performance on the job. Program Goal: 2. To provide special services such as (a) employment and career counseling,. (b) educational services and (c) cultural opportunities. Program Objectives: 1. World of work orientation will be provided, including nature of work, basic expectations, and responsibilities. 2. Individual follow-up visits and counseling sessions will occur to help youth develop positive work habits and attitudes. 3. One cultural activity will be arranged based on the youths Interests. One workshop will be arranged to discuss job seeking skills and introduce the Career Information System of Iowa. 4. Youth will be referred to community agencies that offer workshops and other educational services. Y-• ��?� IICROFI LIdEO BY +i 1 JORM MICR+LA13 CEDAR RAPIDS DES MOINES } c, l G. 6 wlutUIiLMLU BY JORM 141CROLAB CEDAR RAPIDS AND D FBI FY80 BUDGET AGENCY FUNDING REQUEST PROGRAM GOALS 6 OBJECTIVES MAYOR'S YOUTH EMPLOYMENT PROGRAM Program Goals 1. To provide disadvantaged youth of Johnson County with supervised work experience. Program Objectives: 1. Develop 35 jobs at sites that will provide meaningful work. experience, supportive supervision, and accept the youth as part of the staff. 2. Assignment of youth to job sites on the basis of age, educational level, aptitude, and occupational interest. 3. Assess the progress of youth including attendance at work, attitude toward work, and performance on the job. Program Goal: 2. To provide special services such as (a) employment and career counseling,. (b) educational services and (c) cultural opportunities. Program Objectives: 1. World of work orientation will be provided, including nature of work, basic expectations, and responsibilities. 2. Individual follow-up visits and counseling sessions will occur to help youth develop positive work habits and attitudes. 3. One cultural activity will be arranged based on the youths Interests. One workshop will be arranged to discuss job seeking skills and introduce the Career Information System of Iowa. 4. Youth will be referred to community agencies that offer workshops and other educational services. Y-• ��?� IICROFI LIdEO BY +i 1 JORM MICR+LA13 CEDAR RAPIDS DES MOINES 14i,KUf1Li4LU BY JORM MICROLAB CEDAR RAPIDS AND DES CITY OF IOWA CITY' CIVIC CLNII:R• 410 L. WMHINGf0N S1 IOWA CIIY IOWA 52244 (319) 354 1£ico) November 15, 1978 Mr. Harold P. Bechtoldt 1152 East Court Street Iowa City, Iowa 52240 Dear Mr. Bechtoldt: The City Council appreciates the letter you sent dated October 9 dealing with the pedestrian accident at Gilbert and Iowa.Avenue. A review of the accident report indicates that it was caused by driver error and that it had no direct relationship to the location of the accident, i.e., Gilbert and Iowa. There appear to be no basic design flaws at the intersection and sight distance is not restricted. Please note on the attached accident report that the vehicle driver was west- bound on Iowa Avenue and stopped at the stop sign. He then proceeded to turn north onto Gilbert and the accident occurred between the vehicle and the pedestrian crossing Gilbert. The driver of the vehicle started from a stopped position and apparently failed to see the pedestrian even though the vehicle was moving only a few miles per hour. The installa- tion of a sign or other traffic device will not eliminate accidents when the cause of the accident is poor judgment. The City must continue to devote its efforts to remedying situations where the City's limited resources can be spent most effectively. For example, we have an extremely high accident and injury rate at the intersection of Benton and Riverside and accordingly we have programmed a large amount of money in the budget to correct this situation. On a smaller scale, the same reasoning applies to other locations. The resources must be used where we can have some useful effect, realizing that we cannot correct or alleviate all accidents where the primary cause is poor judgment. I have instructed the Traffic Engineer to do a technical traffic study of this intersection and in 30 to 60 days we will present a recom- mendation to the City Council. " �I'hp�14ICROFILMED BY .5 JORM MICR+LAE3 � CEDAR RAPIDS • DES MOINES . 2-167 i y A q i i i 14i,KUf1Li4LU BY JORM MICROLAB CEDAR RAPIDS AND DES CITY OF IOWA CITY' CIVIC CLNII:R• 410 L. WMHINGf0N S1 IOWA CIIY IOWA 52244 (319) 354 1£ico) November 15, 1978 Mr. Harold P. Bechtoldt 1152 East Court Street Iowa City, Iowa 52240 Dear Mr. Bechtoldt: The City Council appreciates the letter you sent dated October 9 dealing with the pedestrian accident at Gilbert and Iowa.Avenue. A review of the accident report indicates that it was caused by driver error and that it had no direct relationship to the location of the accident, i.e., Gilbert and Iowa. There appear to be no basic design flaws at the intersection and sight distance is not restricted. Please note on the attached accident report that the vehicle driver was west- bound on Iowa Avenue and stopped at the stop sign. He then proceeded to turn north onto Gilbert and the accident occurred between the vehicle and the pedestrian crossing Gilbert. The driver of the vehicle started from a stopped position and apparently failed to see the pedestrian even though the vehicle was moving only a few miles per hour. The installa- tion of a sign or other traffic device will not eliminate accidents when the cause of the accident is poor judgment. The City must continue to devote its efforts to remedying situations where the City's limited resources can be spent most effectively. For example, we have an extremely high accident and injury rate at the intersection of Benton and Riverside and accordingly we have programmed a large amount of money in the budget to correct this situation. On a smaller scale, the same reasoning applies to other locations. The resources must be used where we can have some useful effect, realizing that we cannot correct or alleviate all accidents where the primary cause is poor judgment. I have instructed the Traffic Engineer to do a technical traffic study of this intersection and in 30 to 60 days we will present a recom- mendation to the City Council. " �I'hp�14ICROFILMED BY .5 JORM MICR+LAE3 � CEDAR RAPIDS • DES MOINES . 2-167 i I-.titWhLMEU BY JURM 141CROLAB • CEDAR RAPIDS ANU 141CRorILMEI) BY DORM MICR+LAB CEDAR RAPIDS DES MOINES ■ 1.11LiiJhiU4ED BY JORM MICROLAB 11 • CEDAR RAPIDS AND HAYEK, HAYEK & HAYEK ARCA CODE JI[ 'ATTORNEYS AT LAW HAYEK 337.9808 WILL J. JOHN W. HAYEK IIO EAST WASHINGTON STRUT C. PETER HAYEK IOWA CITY. IOWA 52240 j. C.JOS[PH HOLLAND November 16, 107B Jk S The llonorable, Mayor and (:it•y Council of Iowa (Aty Civic Center _ Iowa City, Iowa 52240 Re: Liability for Land Use Controls Mayor and Council Members: .lust as a matter of information I thought I would enclose a copy of thr, program for a seminar that I will be at in January on the I of governments and their employees for damages as a result of L planning and land use controls. As you can see from the program tile i' nteresting and informative. I believe that seminar promises to he most i the information on this program will be particularly relevant to the ls. of Iowa City as a result of our activity in the area of land use controls. it is my hope that the things that I learn at this seminar will help us avoid some of the pitfalls. Very truly yours, 4W. Hayek JWII:vb Enclosure 1 )} MICROFILMED BY JORM MICR+LAB 1 CEDAR RAPIDS • DES MOINES I NOV 17 1978 ABBIE STOLFUS, CMC CITY CLERK (3) J hliUmUl iLi•iw by JURM MiCROLAB s • CEDAR RAPID:, ARU JLC FOLLOWING -BEST DOCUMENT AVAILABLE rmm� JORM M/CROLAB TARGET SERIES I FOLLOWING BEST DOCUMENT AVAILABLE MICROFILMED BY 1 JORM MICR+LAB I ! CEDAR RAPIDS • 015 MOINES !•iitw<Ui ,Li•li.0 by JOR11 I.1ICROLA3 CEDAR RAPIDS AND DES �::H p. r.. Di>tussion. a„n1„em,.:rn.i 1'.:11 •(. REGIST'tss.ATION icefor this Course of Study is 5185. It in Questio::• — s1 �. Kinner, llru•ldli•. 11:1.1 The re_istration eludes admi,sian to all sessions. a set of study materials. j alsq•m, Reception 5.311 P.n,. • ” • :!,. Reception one reception, and two luncheons. "tum the form prosidcd, with your (borsch:..;: To register, simply check for 5135, made payable to :SLI -ABA. Registrations '•"9;. 9:00 :Lm. ....i:ion by Exaction: A De^are will be accepted at the doer on a spaccavailable basis, but ill b Ij Hes✓Irt :. :, lairisnt hY E.urcno:ts, fees in 1. f,'rr please call in advan;e to avoid disappointment. %'hrrt•,n: :ilrpac•t Taxes on Devel-rperc :Ire 1111:1 T'i ir')'. 111111 A special combined re%istre tion fee of SJ00 has been Tin) llir;:. � •ws titlrtiunuL •. :.:ru! f It'lH' lel-161 set for the two Coronado pra•rams. \lndcrait•- ....Vetter Pro: .11r. CANCELLATIONS Con. lir Cancellations received 48 hours prior to the opening session f10.30 IO 15 a.n `x Break - a.r,.. n Effects of Regulation on Land will be honored and regutmtion fees refunded. Later can- honored and, registration fees re- ' :dalues a:s. =outing Cost%(Ik'ill':)—lMr lfrl- !i.V,.. cellations will also be :funded, mints a $50 charge for unrecoverable expenses t vlski 1110 a.m nel Discussion. Comment, and Qlestiu tlela1!s HOTEL ACCOMMODATIONS ytir�)ns 1140 ,.m Rest of the.Cons [}am , islimitedomlakill of rooms has be held a; a blockbeen until four weeks before for ViuLt!..__ua Process; Equal Profeition E0. the program, at which time they will be released to the —.Nr. 1',,: ,Isn'nr general public. Each registrant should make his own ar- I „• ` h 5. P.M.:.��haon - ^ "'. rangements for hotel accommodations and indicate that he p.m.. :..a:;ges Under lh.. Civil Right, AU is attending the AL1 -ABA Course or Study to qualify fora � t 'Torts • —Afr. Vale 4Lshnt - room in the block. ' ,�CbntiUt, Is'M.. ,- tgts in Tore Damages for Breach Room reservations may be made by calling or writing to: y ...I ...2:1X1, of Contra_ — lir. l'0n .41stcne - Hotel del Coronado { '+ i5;p m ';ocl Di Sion. Comments :and. ISW Orange Ave. I .,.,Quesuun—lles.crs; Nrrcrumr land Von llstvlt Coronado. CA 92118 ire::nisNiun ... ' . •.. Relocation AssiS _ Phone (714) 435-6611 , 1 3,30 p m .cutup Damages ' : IRnce: Hi -1s iy Beautification Act: compensatory Please note that the hotel will not hold reservations • l regU lltl+r.;:regon. Olde and Modern English-. regu Development Code: transten beyond 6:00 p.m. without an advance deposit. Persons planning'a later arrival should guarantee their reservations M0u Mand ALI4. -hle des un^lent rights: toning by Special is with the hotel. emiateral dom im-w•indl ells fur . sessmen + .Howl .+wipeoul,:.,ruitrust damages other proposals'.' , CLE COURSE CREDIT (WIN' 111 .'I -?f)— Llr.!lntnum and Questions — Mr. Au,• . Nand:dory continuing legal education. of ;1;311. p.m.. lmmants ntscertificationveb Specinlisls. •andother CLE.requircmenls have been the I e. lirinl ... -'; C X1 p m=tiioomment '.;adopted in some states. Tu obtain information on At.I.ABA coupes of study approved for CLE credit in ..• i :tTCDY MATERIALS "'.such jurisdictions. please write to Registrar. CLE Course 4025 Chestnut Street. Philadelphia, I ccpstran.- it :his course of study will receive a Credit. AIXAHA. PA 1914. hook cntilL. 1•'11111id1s lilr H1ipe,nr1s: Land Vlah(r i. "capture it,;, i ✓nPl'n%1r(i1o, t). Hagman & D. Mi.• hook of ,pcci:dly pre- . ADDITIONAL INFORMATION 11-8). and a 1'clnled materials. For I'unher informal ion write DonalI-AB M. Maclay. Di' ' xu'cd slO;is �:!!ine, and In the ”' = :n,, lt'lW and a numher in par-, rector. Cuua%e, of Swdt•.:SL1-AHA. 4025 Chcslnm PA 19119. or telephone 2151387 I I :mhe.e, •n ...," 1he Cn.1P1er, in the Irrnllr1d11 lin• Sovet. Philade!phin. ,slat. t gnsnla, - . a:c%Wll :o the dis:u„ion. ea MICROFILMED BY JORM MICROLAB I CEDAR RAPIDS • DES MOINES Alp, ASpo, and pacific Legal Foundation To Cosponsor Land Use Cours: The Gompe1�.Satloi n Issue The Liability of Governmee,, 11. and Their Employees. in Damages for Planning - and Land Use Controls January 3-4, 1979 in Coronado, Cal. A new AL1 -ABA Course of Study on The Coe: station Issue: The liability of Governments and Employees in Damages for. Planning and i -a! Controls will be presented on Wednesday-, Thursday. January 3-4. 1979:: at the Hotel Coronado in Coronado. California. near San Di This course is cosponsored by the American F ning Association. a cons3ild36011of the Amer institute of Planners and the American Socio' Planning Officials: and by the Pacific l Foundation. All `BA AAIERICAN LAO' I4S71TtiTE•AMERICA%' DAR ASSOCI CoNl%1ITI'EE ON t31N"1'ISI:ISO PROFESSIONAL Ent 402S CII Vs 1 NV Is rer'cr . PHu.AUE1.1,011 . PESNSYI V AV HiLIWI ILMEu BY JORM MICROLAB -------------------1 _ w 1 o, _ .�. t 1 i s E o „e On 1 o_ Bonn 1 �q aca im I - 3 • .Vn pin Sa -%_m •D G t JO no 13 'O '0. •E4° W .o O O a i ' �=M � OU � CL 09CF-�V n3 3aC Mn fm V I pe' o.�. w. a •icn m a I o 1 O� w o c� C- u T _ I eN �" E�n,3 ~I ES Vc0t ii 'o 2C U O O • j t 1 "NO YU .-aV Nm U. r -Cao-, N n 1 N O J a1 v' O.Q NI CEDAR RAPIDS AND SCOPE AND PURPOSE The King can do wrong and be held liable for dam- ages. Concomitant with the environmental decade of the 70's, governments. as well as their officials and employees, increasingly have been sued for dam- ages for plans and regulations alleged to be takings. As with obscenity. the U.S. Supreme Court in Penn Central announced that it will "know a taking when it sees it." Meanwhile. suits are also being brought for deprivations, other constitutional violations. torts, and breaches of contract. Damages in nui- sance are being recovered from government-owned properties. Old statutes on civil rights and anti- trust are being stretched to aptly :and new stat- utes requiring payment to rclocatecs and sign own crs are being passed. States have adopted and are considering compensatory regulations and similar schemes based on the ALI Model Land Develop- ment Code. transferable development rights. zoning by special assessment -financed eminent domain; and windfalls for wipeouts This course is designed to be informative to three groups. Th-.- first group includes property owners' lawyers who need a refresher on the traditional and. emerging compensatory remedies for harm from governmental action. Lawyers representing these governments should also find the course helpful. especially in an age of tax revolt and expenditure limitations when claims for compensation are less easily funded. In addition, while not primarily ad- dressed to them. the presentations will be delivered at a level designed to communicate to non -lawyers and to government oci:ds and employees who are exposing either themselves or their governments to liability. Time will he reserved throughout the program to answer written questions from the registrants. PLANNING CH:URNIAN Donald G. flagman, Professor of Law. University of California School of Law. Los Angcles FACCLTI' Robert C. Elfickson, Profes<or of 1 a%%. University of Southern California lav Center. Los Angeles Gideon Kanner, Professor of Law. Loyola Law School. Los Angeles Richard Nfelcalre,Aprrliscr-and Vaduniion Consul- tant. La C:mada, California 7' 141CROFIL14ED BY ! DORM MICR+LAB i CEDAR RAPIDS • DES MOINES Dean .f. \llsee)nski. Senior Economist. 011ice oi. Planning and Research. Stare of California. Sac, ramento Edith Netter, Editor. Lund Use Loss- & Zoning Uigtevl. American Society of Planning Officials, Chicago Ario Van Alst)ne, Professor of Lac. University (if. Utah.College of Law. Sait Lake City ;. PROGRAM Wednesday, January 3, 1979 8:00 a.m. Re_istration . . 9:N) a.m. Introduction: Theories of Liabdty.'A 7. ..isnalional Oversew — Me. llucnun 9:25 a.m:. Non -Physical Takings:.A Legal His(`�-: :Ur. Knauer � 9:55 n.m. The Uncertain Line Between the Regis- latory'Powerand the Eminent Domain: Power`- 10:30 a.m. Coffee Break 10:45 a.m. Panel Discus ion. Comments. and Questions — Afe.scs. 11a. man and Kanner 11:15 a.m. Acquisition on Its Mind: Inverse con- demnation for planning hli ht.:oudemnation ',r blight. resenations, regulations. and other'ac- - tions as de facto takings: delay damages: indirect damages: regulation of adjacent sites to protect:' public facilities (11711' 10) —.lar. Kanner 12:I5.p.m. Luncheorf..k 1:15 p.m. No :Acquisition on Its Mind: Inverse condemnation for harsh plans or regulations as a taking: agencies without eminent domain power:.. statutes providing—takings not authorized IF 101 — Mr. Hal-11trin. 1:50 p.m. Panel Discussion.Comments, and Questions— ifrare. Haiumn (urd Kanner . 11-:1-0 p.m. Remedies and Valuation Rules in"i ' Non-physical Takings: Invalidation: p iti l tak: ing. temporan• taking, damages: regulation to di. minish market value: Wend or state court: abstention: exhaustion 0I'/11' 1n S 11) - Mr. Klinner ' 1:55 p.m. Viduing the Non-physical Taking: The Apprakal Problems — 11r. llrrrulre 3:40 p.m. Intermission 3:55 p.m. An Adverse Externality from a Publicly.owned Facility or a Planned Acquisition may Ilea' raking orlhNuisance !11'!11'91-1fr. I'un .4M1h•nr 1y1 a<ur ILI'1w by JORM 141CROLAB • LunR RAPIDS AND JES �l Bar Association Cunuuilluu un CuulD,u„Iy I'nnebslooul ""'; c•,:•..,,. 4025 Chestnut Street, Philadelphia, PA 19104. 1 ADVANCE CONFIRMATION RFOUIRFO FOR DOOR REGISTRATION. l I u c.., Please enter my registration(s) for the ALI-ABA Course(s) of Study checked below: t. The Compensation haus: The Liability of . , Governments and Their Employees In Dom• Il. apes for Planning and Land Use Controls, January 3.4, 1979, Coronado, of S105 3400 State and Local Tax llon as a Land Use Con• ta trol, January 5•8. 1979, Coronado, at $105 3400 NAME fINM " Ablmc99 Both of the above eoursee, at $300 i CITY STATE SIP CODE 1 W -NATURE 1 Make check payobM to ALI•ASA 1 TOlal plan anach mmoo ane .ddrnu1 o1 addlaand Ntgeh.hl. --� 5---------------------- I 1 7:1 Q SO O c''.0r 3'Y'�c -vn,co 0pj; Q3 v�nonc 7k^,.po2vyi oa3n oa �. j rnlny� o,� .acro cp yn, v_, 3,n < ��c c'uinn 'n 00a 2.Oj nw,^"F0^'O v n ten': 0'aSro 3°:� nn rtu0iz ln�a•-re o� = ort n of J 7.- n.nLJG 'n OG•i l „�A pIn �' 0'•'7 O',0..•�O A7 <W �. r1 n O plet n 7 n IT n, Ri .Fin p� 7 On �3rn•3 Gnv•r., 'In �.,llCL77tiIn Orn GOY=?.0 n.O^ L nr. tng r. a� rt> >>Tn rtry��'o'�NO3Nr. n,n?n,.o� ° O c n n o_ _ T. n ,. 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'• •°n ci G In = nn:3 o, 'o'i�3�.c",_`< �_LjnL n3T,.n= C. n �n.n c30_]n�'i:'' n m(�L Li'�� �C•' O•,•np n•n p.` n?'n 3�Fo oN:C.�o zloo'=orn.,°TnHc •'. . ^Ini r 3 nL'�fGf��ry.>> '�3''c c�r°i�',�'n,-3Wo 3. :%,. •C o o n w yL, L n In •4-1 n , .*C_7..° > P O �.r •r I IJ - .. t� - » ,^ ,c ;o „t oo rGr C >G?sEi �'/_"Ai' LT��f Aro L..?L"p•j .y ti^SAI (J __ O, CT _ 0-1 -1. 31111 oo o- a a5on ry c Ten n L. 3, 3�roroc�n n' �7Yn.'7-rnn.°�n.xm?__',n,nIJ �,�n�crG,_a wm�•/o?. 33'3? ^T ?3^3' %.:333-F r El Z" d? 3^3nm. °o n0In may, eo ?. _. >. > ?30'�, �L.�nnoyn n�;Z°nnL. n�' � t .1e , W 4 :1 W 27 I . ^• p_p ^:rr ^' 7 .. n I '•D ° a Q n ' o v .l ti n 0 • �. p7 =" p• G Y. ry '� n^ O 7: L ri' n �! n Gi i n J in r, O •l; C l n r L x 5 L y 3• ^ v� �. c ry .1 1 ZZ 0 n, � _.:. o� .p' i. G n ,Z' , a VOL— n ,d (^ ro n p Is r m a 3 C rT c. x m P r. 0 0, n 'a c L 1. ,l .�•n GO 'TC >>r •r •� ... C, nO I Ia N ry J, Y•. •' n T a C' C'n' ' J 7 ^, rn�l J y 0 I' T C' F ,p y' C In C Ir.'1. ._i; ! I_' J I :J, y "!•, ,q L y •' y.• •' _ .: g n_ ° c: T :..� '�.•,°., r` r, m »!n '71 ? .o°. �•p� n,: �'I�=� mIn "`'r7•• _. j ❑c3� �'+:n .. cn Cg'a rY On `% (gyp 9L• n ,i o 3 T �,n L �' �' 3 3 `❑ 3 r-,; ,i C ^y„• -1. ^ems°r3 7.3<< e..•L��r,3 >> 1��- m� _• �u c. o r°n I o .;' $ ? < a G ?. ? r'n i .'' `• j : Ln n _1 r:' L on - ^04 L 14 y1 Y• +'� MICROFILMED BY 1 JORM MICRIll CEDAR RAPIDS • DES MOINES I HILI( riLi'iw by JURM 14iCROLAB l.cunR RAPIDS Ali....CS Hawkeye Cabierisian 328 S. Clinton Iowa City, la. 52240 " - 319-354-2490 {� •n7 � 1 ..♦ f a -r •. r�T i5 r}r t+ v �M1 J C•�,. r � S K t4r ,t'{[��/C'L"FTht i r r I 1, ^ ,�'j M : �,� j k / , Cy`r%i.f-c 1-j !,, f�♦ i'� v i , :.. i r, r �y,-S• ,i - 1 .. '• , r Yf�lr i'Y C"�,t�%,r�}ii• `sC l\ I �•,T , y.i:.. � November 16.. 1J(ppy�8 d. Mr. Dale McGarry i i 1 Coity Mallro. i.;e \L - \ f rt •.� ,` � r i , , P♦<r b♦ ' �+ p � ' 1 I Iowa City, IA 52240!' i;,�+L v1 a t l t } fr. r4 i'. r. -y.+. 7.: -.Y i. k Fi fit •rrt'r>•l 1 , rr r . :.` �,. '.'i r.. -... •i Dear•Dalel ;,, .: f , Lj �•, Y,; I )) ... As you know, ay "t+e now have our displat the Mall completed. The Cable Television demonstration includes a booth display and a 4.5 meter satellite earth receiving dish, I a pit Please accept RlY invitation for personal "tour "sof theldemonstration for yourself, staff, or council 'members' e Just give mea call and I'll be more than happy to make the arrangements. ` i Sincerely,` r • • ! t ;i a , i I CJ t . �,h ] f„ f � 't f Mit v r� < {f ti , , ♦ J i ♦ ,y' 1, t "''I "+"' � ;C1 '{ 4fj_ • �'ts. � Cj xY J F r 7 C • ., r . r 'x f r r ! Z r ♦rr�i t�.Ar�''�.�� I t ' -r V. ,•. r 'Yla. J :. ' - Mr. Dyad' Dobbs µ 1 : t t . r �„ ,♦ , :'( Har+keye Cablevision . ti z• " x I 1 . - �. — .. i JI S• ,Y,wa MICROFILMED BY ' JORM MICR+LAB I CEDAR RAPIDS • DES MOINES uwWriU4w BY JORM MICROLAB CEDAR RAPIDS AND ^` City ot,Iows CPQ' r MEMORANDUM Date: November 15, 1978 To: Neal Berlin, City Manager; and Dick Plastino, Director of Public Works . n From: Hugh Mose, Transit Manager; and Dave Daley, Equipment Q�[/ Superintendent /f Re: old Bus #971 Iowa City Transit is currently operating one old-style transit coach, #971. This bus was built in 1952, and has few of the amenities of our more modern coaches. It is obsolete and generally worn out, but it is still a serviceable bus. Because #971 is less attractive to both drivers and passengers than our newer coaches, we have followed a policy of using it only on an as -needed basis. When the mechanics have insisted that it be used, we have made every effort to replace it as soon as another coach was available. The drivers have requested that we take this bus out of service al- together. They feel the bus is not suitable for use under any circumstances, for a variety of reasons, as outlined on page 2. At the present time Iowa City Transit is operating at capacity during the peak period. We are running 15 buses out of a total fleet, including #971, of 18 coaches. We cannot dispose of this bus and continue our present level of service. We have recently ordered two used buses from Hausman Bus Sales in Chicago. When these buses are available for service, a decision will be made concerning their deployment. At that time it may be possible to get by with running only 16 of our 20 buses, although the use of 17 would provide the better level of service. But whether we run 16 or. 17, we will still want to keep #971 in reserve. The chances are just too great that some day we will need that extra bus. The UMTA Assistance grant, for which we are applying, requests a bus specifically for replacing #971. If everything goes well, this could result in a new bus by next winter. If this application is rejected, and the used buses currently on order prove a wise investment, we may want to consider purchasing a more modern used bus to replace #971. For the foreseeable future we will continue to operate 0971, but only when we have no other serviceable coach. We will assign it on the routes that minimize the difficulties encountered in its operation. We will rotate its use among various drivers. But we cannot abandon it. ti 141CROFILMED BY ,I JORM MIC R+LAB CEDAR RAPIDS • DES MOINES i r9LLKUIiLMLD BY JORM MICROLAB CEDAR RAPIDS AND DES 2 ^• DRIVER COMMENTS ABOUT MECHANICAL DEFECTS, DRIVER CONSIDERATIONS, AND PASSENGER AMENITIES. Mechanical: 1. The stalling problem. At the present time the bus does stall uncontrollably before it reaches normal operating temperature. Dave Daley, Equipment Superintendent, has informed me that the mechanics have isolated the problem and have ordered the parts necessary to correct it. 2. The driver's assertion that "the mechanics don't feel it should be on the road." This is an interesting point, because until recently the mechanics were insistent that we use #971 as frequently as any other bus. 3. The lights are inadequate. Exterior lights on this bus are not in conformance with today's standards. However, the bus is legal, because the lights meet the standards in effect at the time of manufacture. 4. The drivers' statement that the bus is generally unsafe. In Dave Daley's words: "For City service at low speeds (under 30 mph), I do not regard this bus as being dangerous." Driver: 1. The bus is difficult to handle. The steering is harder than our newer buses, because the bus is heavy but it is not unduly difficult. The bus is long, and the turning radius is large,.so additional planning is required to turn corners safely. The suspension is mechanical springs and the ride quality is poor, so the driver is jarred and jolted all the time. These problems cannot be corrected. 2. Visibility is poor. Visibility is poorer than our newer coaches, but it is just the same as it was when the bus was built, and this model was the standard of the industry for 20 years. 3. Headroom is inadequate over the driver's seat. Once again, it is just the same as it was when the bus was built. 4. The driver controls are awkward. The turn -signal and passenger counters are mounted on the dashboard, which is less convenient than on our other buses. Their locations however, do not impede safe operation of the vehicle. Passengers: 1. The bus generates noxious fumes. The exhaust system discharges emissions at street level and they do seep into the bus. It smells bad, but it is not dangerous. 141CROFIL14ED BY JORM MICR+LAB I CEDAR RAPIDS • DES MOINES I I I j 'I 1 i r9LLKUIiLMLD BY JORM MICROLAB CEDAR RAPIDS AND DES 2 ^• DRIVER COMMENTS ABOUT MECHANICAL DEFECTS, DRIVER CONSIDERATIONS, AND PASSENGER AMENITIES. Mechanical: 1. The stalling problem. At the present time the bus does stall uncontrollably before it reaches normal operating temperature. Dave Daley, Equipment Superintendent, has informed me that the mechanics have isolated the problem and have ordered the parts necessary to correct it. 2. The driver's assertion that "the mechanics don't feel it should be on the road." This is an interesting point, because until recently the mechanics were insistent that we use #971 as frequently as any other bus. 3. The lights are inadequate. Exterior lights on this bus are not in conformance with today's standards. However, the bus is legal, because the lights meet the standards in effect at the time of manufacture. 4. The drivers' statement that the bus is generally unsafe. In Dave Daley's words: "For City service at low speeds (under 30 mph), I do not regard this bus as being dangerous." Driver: 1. The bus is difficult to handle. The steering is harder than our newer buses, because the bus is heavy but it is not unduly difficult. The bus is long, and the turning radius is large,.so additional planning is required to turn corners safely. The suspension is mechanical springs and the ride quality is poor, so the driver is jarred and jolted all the time. These problems cannot be corrected. 2. Visibility is poor. Visibility is poorer than our newer coaches, but it is just the same as it was when the bus was built, and this model was the standard of the industry for 20 years. 3. Headroom is inadequate over the driver's seat. Once again, it is just the same as it was when the bus was built. 4. The driver controls are awkward. The turn -signal and passenger counters are mounted on the dashboard, which is less convenient than on our other buses. Their locations however, do not impede safe operation of the vehicle. Passengers: 1. The bus generates noxious fumes. The exhaust system discharges emissions at street level and they do seep into the bus. It smells bad, but it is not dangerous. 141CROFIL14ED BY JORM MICR+LAB I CEDAR RAPIDS • DES MOINES *liu<UiiLMEU BY JURM MICROLAB • CEDAR RAPIDS ANU 3 /_ 141CROFILMED BY J6RM MICR+LAB CEDARRAPIDS • DES MOINES I a 2. The front step is dangerous. is slanted, and it is higher to than our os it is morIt ne fallingte. on There is, perhaps, a greater dangereoflfficult passengers this bus. 3. The rear door is dangerous. The bus does not have an effective be rear -door interlock, so it is possible for the bus to moved while the rear door is open. Unlike our new buses, however, by the the door is driver -activated and cannot be pushed open passenger. Hence any safety problems in this area would appear to be negligence on the part of the driver. bj2/3 YJ 141CROFILMED BY J6RM MICR+LAB CEDARRAPIDS • DES MOINES I Ft,wtJriLMLU BY JORM 141CROLAB TO: FROM: RE: W, CEDAR RAPIDS AND DES City of Iowa City MEMORANDUM DATE: November 16, 1978 City Council Dick Plastino, Director of Public Wor� Rosemary Vitosh, Director of Finance Budgeting for motorized equipment operating costs and replacement in FY80 Each year, the City Council and the staff. have a difficult time making the budget balance. When we have trouble making the budget balance, we do what .many cities do. We locate dump trucks or tractors or cars somewhere in the budget and we cut them out of the budget and plan on replacing them next year. We all know doing this only postpones the inevitable but it is a natural thing to•do'it. If a little discomfort around budget time was the only disadvantage of handling equipment purchases in this manner, we could probably stagger along from year to year. Unfortunately, this is only the tip of the iceberg. The City's equipment management program is in serious trouble. We believe we have a solution and we would like to present information to Council in this memo. The memo will be composed of three parts: 1) How.we use to manage (or mismanage) equipment, 2) A start on a solution, 3) The future. HOW WE USE TO MANAGE EQUIPMENT In the past, each division of the City operated its equipment as though it were a separate kingdom. Each division replaced equipment depending on whether money was available and each division even repaired its own equipment for the most part Later, in the early 19701s, maintenance of equipment was consolidated and done by the Equipment Division. Each division was charged for time and material for repair work much as a private garage does for your car. The replacement of equipment continued to be on a division basis with equipment being replaced if money was available and equipment not being replaced if it was not available. In addition, there was a central equipment pool so divisions could share certain pieces of equipment rather than each division owning a piece of equipment that might not get heavy use from only one division. This method of handling equipment has gotten the City into serious financial and operational problems. a) Paying for equipment repairs based on time and materials caused budget disruptions. Divisions were budgeting for repairs based on an average repair cost but repairs were being charged back to divisions on an actual repair cost. For example, a division might budget an average of $300 per vehicle for repairs and during the year a major engine overhaul might occur costing $800 or $900, thereby throwing the division's budget our of kilter. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 2,172- MICROFILMED y171. s• Ft,wtJriLMLU BY JORM 141CROLAB TO: FROM: RE: W, CEDAR RAPIDS AND DES City of Iowa City MEMORANDUM DATE: November 16, 1978 City Council Dick Plastino, Director of Public Wor� Rosemary Vitosh, Director of Finance Budgeting for motorized equipment operating costs and replacement in FY80 Each year, the City Council and the staff. have a difficult time making the budget balance. When we have trouble making the budget balance, we do what .many cities do. We locate dump trucks or tractors or cars somewhere in the budget and we cut them out of the budget and plan on replacing them next year. We all know doing this only postpones the inevitable but it is a natural thing to•do'it. If a little discomfort around budget time was the only disadvantage of handling equipment purchases in this manner, we could probably stagger along from year to year. Unfortunately, this is only the tip of the iceberg. The City's equipment management program is in serious trouble. We believe we have a solution and we would like to present information to Council in this memo. The memo will be composed of three parts: 1) How.we use to manage (or mismanage) equipment, 2) A start on a solution, 3) The future. HOW WE USE TO MANAGE EQUIPMENT In the past, each division of the City operated its equipment as though it were a separate kingdom. Each division replaced equipment depending on whether money was available and each division even repaired its own equipment for the most part Later, in the early 19701s, maintenance of equipment was consolidated and done by the Equipment Division. Each division was charged for time and material for repair work much as a private garage does for your car. The replacement of equipment continued to be on a division basis with equipment being replaced if money was available and equipment not being replaced if it was not available. In addition, there was a central equipment pool so divisions could share certain pieces of equipment rather than each division owning a piece of equipment that might not get heavy use from only one division. This method of handling equipment has gotten the City into serious financial and operational problems. a) Paying for equipment repairs based on time and materials caused budget disruptions. Divisions were budgeting for repairs based on an average repair cost but repairs were being charged back to divisions on an actual repair cost. For example, a division might budget an average of $300 per vehicle for repairs and during the year a major engine overhaul might occur costing $800 or $900, thereby throwing the division's budget our of kilter. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 2,172- MICROFILMED y171. B r ff MiutUt iLPlcu BY JORM 141CROLAB -2- CEDAR RAPIDS AND DE N b) At the Civic Center there were several vehicles owned by various divisions but used by all divisions. Many times another division used the vehicle more than the division that owned the vehicle, once again throwing budgets out of kilter. c) Budgeting for future years was difficult since future budgets must take into account the existing physical condition of specific vehicles and whether that specific vehicle may suffer serious and expensive breakdowns in the future. d) It was difficult to balance vehicle use between divisions when each division had total financial and operational control over individual pieces of equipment. Some of the worst discrepancies occurred between divisions funded by user fees and divisions funded by property tax. As an example, the Water and Sewer Divisions, have traditionally replaced equipment on a very regular schedule, while the Parks and Recreation Department has been forced to keep equipment until it disintegrated in the field. e) In the past the City had no centralized records to keep track of the cost and utilization of equipment. f) In the past there had been no single agency management control of our equipment nor had there been a professional evaluation of equipment specifications by an equipment professional. g) The current deficit fund balance in the Equipment Division started accumulating in 1973. The Equipment Division was to be funded through a charge -back system which was obviously not sufficient and the deficit started growing. h) Since City divisions were not funding the costs of operating the Equipment Division 100%, the amounts each have been spending on equipment costs each year have been understated and therefore total yearly expenditures did not always show total actual cost to operate that division. A START ON A SOLUTION Beginning on July 1, 1978, the City converted to an "interim" centralized motor equipment pool. The "centralized" means that all equipment in the City is treated as though it belonged to one agency for purposes of funding and operating the equipment. For example, this means: a) Operational cost of all equipment is averaged for the whole fleet. In the past when a piece of equipment went into the garage, a division was charged for the actual time and materials spent on the equipment. Under the interim plan each division is charged a certain number of cents per mile or per hour as an operating charge. This operating charge is the avera a cost of that type of equipment. For example, each month each division is charged 14¢/mile for a compact auto, 174/mile for a van truck, 67t/mile for a dump truck, etc. What this does is allow each division to budget based on the number of miles or hours, and each division is actually providing kind of an insurance policy to other divisions MICROFILMED BY j JORM MICR+LAB CEDAR RAPIDS • DES MOINES i ,a ,j MiutUt iLPlcu BY JORM 141CROLAB -2- CEDAR RAPIDS AND DE N b) At the Civic Center there were several vehicles owned by various divisions but used by all divisions. Many times another division used the vehicle more than the division that owned the vehicle, once again throwing budgets out of kilter. c) Budgeting for future years was difficult since future budgets must take into account the existing physical condition of specific vehicles and whether that specific vehicle may suffer serious and expensive breakdowns in the future. d) It was difficult to balance vehicle use between divisions when each division had total financial and operational control over individual pieces of equipment. Some of the worst discrepancies occurred between divisions funded by user fees and divisions funded by property tax. As an example, the Water and Sewer Divisions, have traditionally replaced equipment on a very regular schedule, while the Parks and Recreation Department has been forced to keep equipment until it disintegrated in the field. e) In the past the City had no centralized records to keep track of the cost and utilization of equipment. f) In the past there had been no single agency management control of our equipment nor had there been a professional evaluation of equipment specifications by an equipment professional. g) The current deficit fund balance in the Equipment Division started accumulating in 1973. The Equipment Division was to be funded through a charge -back system which was obviously not sufficient and the deficit started growing. h) Since City divisions were not funding the costs of operating the Equipment Division 100%, the amounts each have been spending on equipment costs each year have been understated and therefore total yearly expenditures did not always show total actual cost to operate that division. A START ON A SOLUTION Beginning on July 1, 1978, the City converted to an "interim" centralized motor equipment pool. The "centralized" means that all equipment in the City is treated as though it belonged to one agency for purposes of funding and operating the equipment. For example, this means: a) Operational cost of all equipment is averaged for the whole fleet. In the past when a piece of equipment went into the garage, a division was charged for the actual time and materials spent on the equipment. Under the interim plan each division is charged a certain number of cents per mile or per hour as an operating charge. This operating charge is the avera a cost of that type of equipment. For example, each month each division is charged 14¢/mile for a compact auto, 174/mile for a van truck, 67t/mile for a dump truck, etc. What this does is allow each division to budget based on the number of miles or hours, and each division is actually providing kind of an insurance policy to other divisions MICROFILMED BY j JORM MICR+LAB CEDAR RAPIDS • DES MOINES i I•Il1,;cUr ILMLIJ by JORM 141CROLAB -3- CEDAR RAPIDS AND DES so no one is faced with an $800 or $1000 bill for a major repair. In other words, we are looking at the operational costs of our motor fleet on an average City-wide basis rather than worrying about the cost of each individual piece of equipment. This operational cost includes repairs, gas, oil, tires, etc. This operational charge varies from a low of 14¢/mile for compact auto up to $7.53/hour for a bulldozer at the landfill. b) Replacement of Equipment. The new plan calls for each division to put aside a certain amount of money each month so that when it comes time to replace a piece of equipment, the money is there and has been put away rather painlessly month by month rather than in large sums of money. In the past we budgeted for equipment replacement when we needed it. This has caused massive gyration in individual budgets. As an example, in the Refuse Collection Division, the budget for replacing equipment the last several years has been as follows: 1973 1974 1975 1976 1977 1978 $25,000 $47,900 $ 6,400 $0 $0 $55,000 Wild swings in the amount of money become even more pronounced in equipment heavy divisions like the Street Division. On a City-wide basis, this type of equipment replacement policy has resulted in large monetary fluctuations for equipment replace- ment. In the past the City Council has willingly funded these fluctuations because there was enough money to do it. This situation has changed drastically in the last two to three years and it is now time to level out the amount of money we are putting aside each year for equipment replacement. If you stop to think about it, the idea of deferring the replacement of a piece of equipment to the next year will always have an unhappy ending. Unless a major new source of money is found, you end up doubling up, tripling up, and so on the next year so the situation just gets worse and worse. To a large extent, the heart of municipal services is composed of its motor equipment — sweepers, mowers, trucks, graders, bulldozers, snow blowers, automobiles, fire.equipment, etc. Without equipment, we can provide few services. Effective July 1, 1978, each division began putting aside a certain amount of money each month to provide for replacement of its equipment. This charge varies from a low of $75/month for an automobile up to a high of $1741/month for a bulldozer. The money goes into a central financial fund. In this way, when a piece of equipment has reached the end of its useful life the money will be available to replace the equipment without budgeting a lump sum to replace it. There are several advantages to this: a) Each year the City is able to budget a uniform amount of money for equipment replacement. We know in advance how much per month has to be set aside for a piece of equipment and we know that the money will be there when we need it: • — 141CROFILIIED BY :_•� JORM MICR+LAB 1 CEDAR RAPIDS • DES MOINES 11 i i 'I i I•Il1,;cUr ILMLIJ by JORM 141CROLAB -3- CEDAR RAPIDS AND DES so no one is faced with an $800 or $1000 bill for a major repair. In other words, we are looking at the operational costs of our motor fleet on an average City-wide basis rather than worrying about the cost of each individual piece of equipment. This operational cost includes repairs, gas, oil, tires, etc. This operational charge varies from a low of 14¢/mile for compact auto up to $7.53/hour for a bulldozer at the landfill. b) Replacement of Equipment. The new plan calls for each division to put aside a certain amount of money each month so that when it comes time to replace a piece of equipment, the money is there and has been put away rather painlessly month by month rather than in large sums of money. In the past we budgeted for equipment replacement when we needed it. This has caused massive gyration in individual budgets. As an example, in the Refuse Collection Division, the budget for replacing equipment the last several years has been as follows: 1973 1974 1975 1976 1977 1978 $25,000 $47,900 $ 6,400 $0 $0 $55,000 Wild swings in the amount of money become even more pronounced in equipment heavy divisions like the Street Division. On a City-wide basis, this type of equipment replacement policy has resulted in large monetary fluctuations for equipment replace- ment. In the past the City Council has willingly funded these fluctuations because there was enough money to do it. This situation has changed drastically in the last two to three years and it is now time to level out the amount of money we are putting aside each year for equipment replacement. If you stop to think about it, the idea of deferring the replacement of a piece of equipment to the next year will always have an unhappy ending. Unless a major new source of money is found, you end up doubling up, tripling up, and so on the next year so the situation just gets worse and worse. To a large extent, the heart of municipal services is composed of its motor equipment — sweepers, mowers, trucks, graders, bulldozers, snow blowers, automobiles, fire.equipment, etc. Without equipment, we can provide few services. Effective July 1, 1978, each division began putting aside a certain amount of money each month to provide for replacement of its equipment. This charge varies from a low of $75/month for an automobile up to a high of $1741/month for a bulldozer. The money goes into a central financial fund. In this way, when a piece of equipment has reached the end of its useful life the money will be available to replace the equipment without budgeting a lump sum to replace it. There are several advantages to this: a) Each year the City is able to budget a uniform amount of money for equipment replacement. We know in advance how much per month has to be set aside for a piece of equipment and we know that the money will be there when we need it: • — 141CROFILIIED BY :_•� JORM MICR+LAB 1 CEDAR RAPIDS • DES MOINES 11 9 t4, U,tUr iLiltU BY JURM 141CROLAB CM CEDAR RAPIDS AND D b) Replacement of equipment will be decided on a fleet basis rather than on a division basis. By a careful program of preventive maintenance we will extend the life of equipment and replace certain pieces of equipment when they actually need it rather than replacing it just because a division is well funded. Once a dollar is put into the replacement fund by a division it is no longer specifically that division's dollar. It is part of a pool of money that can be drawn on by the Equipment Division to replace any piece of equipment in the City's fleet when the need arises. c) Council will continue to maintain ultimate control. Each year the Equipment Division will prepare a schedule of anticipated replacements. We may periodically make a replacement purchase out of sequence if we become convinced that it is uneconomical to repair a vehicle after a major breakdown or accident. As an example, if a pickup truck was to be replaced in two years but a major failure occurred, we might replace it early or switch its replacement with another vehicle. Any additions to the equipment fleet would require specific Council approval in each budget year. We are moving into a very extensive preventive maintenance program. The cost of equipment is increasing between 7% and 15% a year. This has thrown a clinker into the old ideas of replacing equipment every four, five or six years based on the lowest average cost. With the rapidly inflating cost of equipment, it is more and more economical to extend equipment life as long as it is..reasonably possible. For most pieces of equipment, we are going to try to extend equipment life into the seven year range while in the past a more traditional replacement schedule was five years. THE FUTURE In the FY80 Budget, we are asking Council to make a major decision whether to continue the interim program mentioned above or go back to the old system. It should be obvious that.we consider the replacement of equipment as essential as paying workers' salaries. If we can't afford to put the money aside each month to replace a piece of equipment, it is obvious we cannot afford to own that piece of equipment. ' In the FY80 Bud et the'Cit staff has put all operating and replacement charges } g Y P. P g P g in.level one of:the budget. ,.These are not small amounts of money. As an example, f; for .the Refuse Division.the replacement charge on a garbage truck is $1004/month for each garbage truck and the operating charge is $1.06/mile. Although this 4 decision will increase many budgets in FY80, it is essential that we recognize the cost of the vehicle fleet. It is not costing us any more than it did in 6 past years, we just will not be hiding a portion of the cost of operating and maintaining the vehicle fleet in the deficit fund balance of the Equipment Division. i I �r MICROFILMED BY,,� i JORM MICR+LAO CEDAR RAPIDS • DES MOINES i I i t4, U,tUr iLiltU BY JURM 141CROLAB CM CEDAR RAPIDS AND D b) Replacement of equipment will be decided on a fleet basis rather than on a division basis. By a careful program of preventive maintenance we will extend the life of equipment and replace certain pieces of equipment when they actually need it rather than replacing it just because a division is well funded. Once a dollar is put into the replacement fund by a division it is no longer specifically that division's dollar. It is part of a pool of money that can be drawn on by the Equipment Division to replace any piece of equipment in the City's fleet when the need arises. c) Council will continue to maintain ultimate control. Each year the Equipment Division will prepare a schedule of anticipated replacements. We may periodically make a replacement purchase out of sequence if we become convinced that it is uneconomical to repair a vehicle after a major breakdown or accident. As an example, if a pickup truck was to be replaced in two years but a major failure occurred, we might replace it early or switch its replacement with another vehicle. Any additions to the equipment fleet would require specific Council approval in each budget year. We are moving into a very extensive preventive maintenance program. The cost of equipment is increasing between 7% and 15% a year. This has thrown a clinker into the old ideas of replacing equipment every four, five or six years based on the lowest average cost. With the rapidly inflating cost of equipment, it is more and more economical to extend equipment life as long as it is..reasonably possible. For most pieces of equipment, we are going to try to extend equipment life into the seven year range while in the past a more traditional replacement schedule was five years. THE FUTURE In the FY80 Budget, we are asking Council to make a major decision whether to continue the interim program mentioned above or go back to the old system. It should be obvious that.we consider the replacement of equipment as essential as paying workers' salaries. If we can't afford to put the money aside each month to replace a piece of equipment, it is obvious we cannot afford to own that piece of equipment. ' In the FY80 Bud et the'Cit staff has put all operating and replacement charges } g Y P. P g P g in.level one of:the budget. ,.These are not small amounts of money. As an example, f; for .the Refuse Division.the replacement charge on a garbage truck is $1004/month for each garbage truck and the operating charge is $1.06/mile. Although this 4 decision will increase many budgets in FY80, it is essential that we recognize the cost of the vehicle fleet. It is not costing us any more than it did in 6 past years, we just will not be hiding a portion of the cost of operating and maintaining the vehicle fleet in the deficit fund balance of the Equipment Division. i I �r MICROFILMED BY,,� i JORM MICR+LAO CEDAR RAPIDS • DES MOINES LtKUr iUlLu BY JURM MICROLAB CEDAR RAPIDS AND DES -5- In the FY80 Budget, you will see equipment operating funds and replacement funds budgeted in two different manners: a) Much of the City's equipment has been permanently assigned to individual divisions. These divisions pay for their equipment on a base monthly charge for replacement and an additional operating charge. As an example, a utility body pickup would cost the Water Division $95/month replacement plus 19¢/mile operating. b) There has also been an administrative vehicle pool set up at the Civic Center. It operates exactly the same as Hertz Rent-A-Car. Whenever anybody uses a vehicle at the Civic Center they pay $1/hour plus 12¢/mile. This charge provides for both replacement and operation and maintenance. c) Service building vehicle pool. There is also a small vehicle pool at the service building for unusual types of equipment such as a boom truck. There is a certain hourly and mileage charge on this equipment. The City staff feels that the centralized motor vehicle pool is the only way to go. It allows intelligent budgeting from year to year and it allows intelligent decisions to be made about when to replace equipment and which piece of equipment should be replaced. The only disadvantage ever expressed concerns individual division heads losing iron -clad control over their equipment replacement budget. We do not consider this a disadvantage but rather an advantage. We are asking the City Council to review this concept and express support for it as .at method of budgeting for equipment management in the FY80 Budget and on into the future. ` MICROFILMED BY JORM MICR¢LA13 1 , CEDAR RAPIDS • DES MOINES A s ti LtKUr iUlLu BY JURM MICROLAB CEDAR RAPIDS AND DES -5- In the FY80 Budget, you will see equipment operating funds and replacement funds budgeted in two different manners: a) Much of the City's equipment has been permanently assigned to individual divisions. These divisions pay for their equipment on a base monthly charge for replacement and an additional operating charge. As an example, a utility body pickup would cost the Water Division $95/month replacement plus 19¢/mile operating. b) There has also been an administrative vehicle pool set up at the Civic Center. It operates exactly the same as Hertz Rent-A-Car. Whenever anybody uses a vehicle at the Civic Center they pay $1/hour plus 12¢/mile. This charge provides for both replacement and operation and maintenance. c) Service building vehicle pool. There is also a small vehicle pool at the service building for unusual types of equipment such as a boom truck. There is a certain hourly and mileage charge on this equipment. The City staff feels that the centralized motor vehicle pool is the only way to go. It allows intelligent budgeting from year to year and it allows intelligent decisions to be made about when to replace equipment and which piece of equipment should be replaced. The only disadvantage ever expressed concerns individual division heads losing iron -clad control over their equipment replacement budget. We do not consider this a disadvantage but rather an advantage. We are asking the City Council to review this concept and express support for it as .at method of budgeting for equipment management in the FY80 Budget and on into the future. ` MICROFILMED BY JORM MICR¢LA13 1 , CEDAR RAPIDS • DES MOINES A FiiuUh iLricu by JOR14 HICROLAB CEDAR RAID' AND OCs +n r City of Iowa Cif, MEMORANDUM Date: November 16; 1978 To: Neal Berlin and City Council JQn�{ From: Eugene A. Dietz, City Engineer L� ' Re: Highlander Service Area Sometime ago, Jim Shive, representing the Highlander Corporation appeared before the Council at an informal session to discuss the possibility of constructing a lift station to service the Highlander Inn and surrounding property. Several questions were asked at that time to which I will try to respond. First of all, a request was made that a map of,the sewer system be provided for the area. A print of this system has been made and was installed in the informal Council Chambers. The important aspects of the sewers have been highlighted in color. Another question related to determining the unused capacity of the Northeast Trunk Sewer. At the meeting, I informed you that Veenstra and . Kimm may not have information available to answer these questions. This indeed has been the case. I have,.however, attached a letter dated October 2nd from Mr. Kimm, which attempts to answer the questions presented. The letter does little more than offer an opinion. Mr. Shive indicated that the Highlander was willing to bear the cost of constructing a lift station. That being the case, a question was asked regarding whether or not the Highlander could also pay the cost of maintenance. I have discussed this with the legal staff and have been advised that this type situation definitely has appearances of discrimi- nation. The legal staff also offered the opinion -that selecting the Highlander area as an acceptable site for anew lift station because of its particular type of development would be discriminatory if similar circumstances were denied for a trailer court. Another question asked for an opinion as to whether or not the Highlander area was a unique spot for a lift station. The apparent reason for the question was whether or not the City Council would be faced with a similar request on a reoccurring basis. The answer to such a question cannot be specific but only relative. The Highlander area is.uniqud in the fact that to provide sewer by gravity would require an extremely sizable expenditure as compared to the amount of return available. There are no specific areas in town which I know there to be pressure to install lift stations. However, I do believe that many instances could' arise in which the installation of a lift station could be•the least expensive initial cost. Therefore, in all probability the City Council will have to deal with requests for lift stations in the future. Another question asked at that particular meeting dealt with the costs to operate lift stations. I believe I indicated that lift stations 141CROFILMED BY ?� JORM MICR LAB CEDAR RAPIDS • DES MOINES 2173 5 1> FiiuUh iLricu by JOR14 HICROLAB CEDAR RAID' AND OCs +n r City of Iowa Cif, MEMORANDUM Date: November 16; 1978 To: Neal Berlin and City Council JQn�{ From: Eugene A. Dietz, City Engineer L� ' Re: Highlander Service Area Sometime ago, Jim Shive, representing the Highlander Corporation appeared before the Council at an informal session to discuss the possibility of constructing a lift station to service the Highlander Inn and surrounding property. Several questions were asked at that time to which I will try to respond. First of all, a request was made that a map of,the sewer system be provided for the area. A print of this system has been made and was installed in the informal Council Chambers. The important aspects of the sewers have been highlighted in color. Another question related to determining the unused capacity of the Northeast Trunk Sewer. At the meeting, I informed you that Veenstra and . Kimm may not have information available to answer these questions. This indeed has been the case. I have,.however, attached a letter dated October 2nd from Mr. Kimm, which attempts to answer the questions presented. The letter does little more than offer an opinion. Mr. Shive indicated that the Highlander was willing to bear the cost of constructing a lift station. That being the case, a question was asked regarding whether or not the Highlander could also pay the cost of maintenance. I have discussed this with the legal staff and have been advised that this type situation definitely has appearances of discrimi- nation. The legal staff also offered the opinion -that selecting the Highlander area as an acceptable site for anew lift station because of its particular type of development would be discriminatory if similar circumstances were denied for a trailer court. Another question asked for an opinion as to whether or not the Highlander area was a unique spot for a lift station. The apparent reason for the question was whether or not the City Council would be faced with a similar request on a reoccurring basis. The answer to such a question cannot be specific but only relative. The Highlander area is.uniqud in the fact that to provide sewer by gravity would require an extremely sizable expenditure as compared to the amount of return available. There are no specific areas in town which I know there to be pressure to install lift stations. However, I do believe that many instances could' arise in which the installation of a lift station could be•the least expensive initial cost. Therefore, in all probability the City Council will have to deal with requests for lift stations in the future. Another question asked at that particular meeting dealt with the costs to operate lift stations. I believe I indicated that lift stations 141CROFILMED BY ?� JORM MICR LAB CEDAR RAPIDS • DES MOINES 2173 MIuW1,Ggw BY JURM WICROLAB LIDAR RAPIDS AND 2 consume the time of two individuals from Pollution Control. I in fact errored; two individuals spend one-half of their time at this particular task. Attached to this memorandum you will find two tables which highlight the costs involved with operating the lift stations in Iowa City. The tables are fairly self-explanatory. I would, however, point out one item - that being that the cost to operate a 200 GPM lift station would appear to be approximately $1400 per year. This of course does not include amortization of initial construction costs. These tables also give a history of the lift stations as constructed in Iowa City. ANALYSIS The above information attempts to answer the questions raised at the informal session of Council. I would attempt to analyze this information . in the following paragraphs. First all, Mr. Kimm's letter combined with the fact that the potential service area for the Highlander is less than five percent of the area intended to be sewered by the Northeast Trunk Sewer, leads me to believe that capacity is available in that sewer. There are certainly a number of unknowns remaining about the sewers below the Northeast Trunk for which we will not have answers until next spring. I do not believe, however, that addition of waste water from the Highlander intersection will seriously impact those sewers. One of the most convincing arguments for allowing a lift station in this vicinity comes from a previously undiscussed matter. The Westinghouse Learning Corporation is presently being served by a lagoon similar to that built for the Highlander. The primary difference is that the City of Iowa City operates and maintains the Westinghouse lagoon, whereas the . Highlander performs this function privately. Without qualification, the Westinghouse lagoon does not function properly nor can it meet the requirements of the IDEQ. Attached for your information is a memorandum from Harry Boren to myself which gives a breakdown of the total operating and maintenance costs for the Westinghouse lagoon. This sum of money is approximately $1700 per year. Based on the cost of maintenance as well as the environmental effect, it would be extremely desirable to connect the Westinghouse Learning Corporation to a lift station in the vicinity of the Highlander. , a As an approximation developed through the use of water records for the Westinghouse Corporation, the Highlander, and a restriction of sewage generation not to exceed 1500 gallons per day per acre for the undeveloped 80 acres surrounding the Highlander, a lift station with a r capacity of approximately 200 GPM could service the area. Referring you back to the charts regarding annual operation and maintenance costs, i theoretically, a lift station of this size would cost approximately $1750 per year to maintain. Once again, this does not include the cost of initial construction. The income that could be derived from the existing facilities for the Westinghouse Corporation and the Highlander if they were to pay for sewer service would be approximately $3500 per year. This does not include the undeveloped 80 acre area surrounding the Highlander. Certainly, sewer revenue goes for more things than 141CROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES M0I14ES f,ii�KJr rLALu by JORM MICkOLAB CEDAR RAPIDS AND DC 3 !` r operating lift stations, i.e., primary costs would be involved with the operation and maintenance of treatment facilities. Revenue generated from sewage, however, would more than pay for the operation and maintenance of the lift station and the added cost of treating the sewage at our waste water plant would be difficult to detect. One item of course which could be used to rationalize a method of offsetting the costs, would be to consider other revenues generated --specifically taxes --from the undeveloped 80 acres. In summary, it is the position of Public Works that a lift station in the vicinity of the Highlander be constructed. This recommendation is in spite of the fact that a small amount of capacity will be removed from the service area for which the Northeast Trunk Sewer was built. However, the potential elimination of the Westinghouse lagoon for which we currently maintain is in itself nearly enough to sway the balance. Following are conditions that should be placed on the construction of such a lift station should Council choose to accept this recommendation: 1. Entire initial construction cost of the facility should be from private section --no City participation; 2. The size of the station (probably in the 200 GPM range) should be limited to existing water consumption from the Highlander and Westinghouse, plus an agreed upon growth factor, plus 1500 gallons per acre per day for the undeveloped portion of the area; and 3. That the Westinghouse Corporation should pay only an amount which would be equal to the cost to upgrade the facility from that capacity necessary for the Highlander up to total capacity of the station. In other words, because the Westinghouse Corporation did not initiate this action, they would not be expected to pay a percentage share based on a prorated usage. The Westinghouse Corporation has not been contacted about this information. At this point, they probably are under the im- pression that their sanitary facilities are adequate and would probably oppose this program. I would stress the point that Public Works is not advocating indiscriminate use of lift stations in Iowa City. However, the advantages in this particular case seem to outweigh the disadvantages. The reason that the condition should be placed on limiting the cost of a lift station to the Westinghouse Learning Corporation is fairly obvious --it may be extremely difficult to require them to connect to the facility short of a special assessment. By reducing their cost, perhaps this method may be circumvented. The aspect of lift stations is discussed in the report on utilities which is a part of the Comprehensive Plan. This report does specify that pumping is expensive and is wasteful of energy. In general policy the City prohibits construction of additional lift stations. However, it does indicate that the lagoons being discussed in this report will be ti MICROFILMED DY 1 JORM MICRd•LA6 i CEDAR RAPIDS • DES MOINES 1'tiUi<UHLi1EU BY JORM MICROLAB • CEDAR RAPIDS ANU U 4 abandoned in the near future. In the facts as shown above, I believe that the installation of a lift station would not be in complete opposition to the Comprehensive Plan. Furthermore, I believe that if rationale .similar to the facts stated above are used in the future, that it will be passible to limit the number of lift stations being built in the future without being arbitrary and discriminatory. I bdw4/7-10 Ii cc: Jim Shive I , 141CROFILIIED BY LAeI JORM MICR+ I CEDAR RAPIDS DES MOINES 1 PjILI(UF ILALO by JURM h1!rRULAU October 2, 1978 Mr. Eugene A. Dietz City Engineer City of Iowa City Civic Center 410 East Washington Street Iowa City, Iowa 52240 NORTHEAST TRUNK SEWER CEDAR RAPIDS AND RFC�1jv J ,1 4 1978 This is in response to your request relative to the Highlander proposal to discharge its wastewater to a branch of the Northeast Trunk Sewer. In the F4cility Plan, Pages 3-32 and 3-33, we state that the Highlander and Westinghouse facilities can be served in the long range future by extensions to the River Corridor Sewer System. Accordingly, estimated wastewater contributions from the two complexes have been included in the sizing of the River Corridor Sewer System. The wastewater contribution from the Highlander is estimated as follows: Existing: 22,000 gpd x 2.0 peak factor = 44,000 gpd Future Expansion: 10% of Existing = 4,400 gpd Future: 50 acres x 5,000 gpd per acre = 250;000 gpd Total Estimated Wastewater Flow 298,400 gpd The Northeast Trunk Sewer includes pipe varying from 8 -inch to 24 -inch in diameter. Our analyses of the infiltration/inflow and the sewer system evaluation survey data to date indicate that the 18 -inch and 24 -inch diameter reaches of the Northeast Trunk Sewer have adequate capacity to serve the Highlander at the present time. We have very little information about the upper reach (8 -inch diameter pipe) that now serves the Howard Johnson complex, except that two manholes on that reach have been found to be defective during the smoke testing. Attached are excerpts from the Appendices of the Infiltration/Inflow Study that show capacities of the various reaches of the Norhteast Trunk Sewer and flows measured at key manholes. Y- tl7r 141CROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES -i i v i ( i PjILI(UF ILALO by JURM h1!rRULAU October 2, 1978 Mr. Eugene A. Dietz City Engineer City of Iowa City Civic Center 410 East Washington Street Iowa City, Iowa 52240 NORTHEAST TRUNK SEWER CEDAR RAPIDS AND RFC�1jv J ,1 4 1978 This is in response to your request relative to the Highlander proposal to discharge its wastewater to a branch of the Northeast Trunk Sewer. In the F4cility Plan, Pages 3-32 and 3-33, we state that the Highlander and Westinghouse facilities can be served in the long range future by extensions to the River Corridor Sewer System. Accordingly, estimated wastewater contributions from the two complexes have been included in the sizing of the River Corridor Sewer System. The wastewater contribution from the Highlander is estimated as follows: Existing: 22,000 gpd x 2.0 peak factor = 44,000 gpd Future Expansion: 10% of Existing = 4,400 gpd Future: 50 acres x 5,000 gpd per acre = 250;000 gpd Total Estimated Wastewater Flow 298,400 gpd The Northeast Trunk Sewer includes pipe varying from 8 -inch to 24 -inch in diameter. Our analyses of the infiltration/inflow and the sewer system evaluation survey data to date indicate that the 18 -inch and 24 -inch diameter reaches of the Northeast Trunk Sewer have adequate capacity to serve the Highlander at the present time. We have very little information about the upper reach (8 -inch diameter pipe) that now serves the Howard Johnson complex, except that two manholes on that reach have been found to be defective during the smoke testing. Attached are excerpts from the Appendices of the Infiltration/Inflow Study that show capacities of the various reaches of the Norhteast Trunk Sewer and flows measured at key manholes. Y- tl7r 141CROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I;1t�U4UrIL&O BY JURM 141CROLAB Mr. Eugene A. Dietz Page 2 CEDAR RAPIDS AND The additional wastewater flows from the Highlander would contribute to and aggravate the existing surcharged conditions in the Outfall Relief and Jefferson Street Relief Sewers downstream from the Northeast Trunk Sewer during wet weather. We have not analyzed the capacity of the Northeast Trunk Sewer and the remaining trunk system relative to the future wastewater flows, or the removal of inflow from the existing system through cost-effective rehabilitation and its effect on future flows. The results of the trunk system study will be presented in the final Facility Plan report upon completion of the sewer system evaluation survey and complete analyses of the survey data. The area tributary to the Northeast Trunk Sewer includes about 1,910 acres of which only a small part has been developed. In the or study, the Northeast Trunk Sewer was sized based on a density of eight persons per acre and flows of 350 gallons per capita per day .(gpcd). These figures will be subject to change based on the new Land Use Plan that was recently adopted by the City showing anticipated limits and density of development. In summary, it appears that the City may extend sewerage service to the Highlander at the expense of reducing capacity in the Northeast Trunk Sewer of future wastewater contribution from its tributary service area. Should you have questions regarding our comments, please contact us at 515-225-8000. VEEN TRA& KIMM J. W. Kimm C JWK:jk 11634 MICROFILMED BY >t JORM MICR+LAB 1 CEDAR RAPIDS • DES MOINES NI UPh 1LNEU BY JORM MICROLAB CEDAR RAPIDS AND er , MICROFILMED BY JORM MICR+LAE3 , CEDAR RAPIDS • DES MOINES f Iowa City, Iowa Lift Stations Annual Costs Yr. Const. Date of Replacement/ Annual 06M Capacity (GPM) Station Major Repair Cost (FY78) {+ 1. North Dubuque 1930 _ New pumps 1959 $1,750 200 11 Abandoned 1979 2. Pine Street 1956 **Discontinued use 1965 397 — 3. .Old Landfill 1959 Replaced 1974 P 797 350 4. West Park 1959 Re laced 1977. p 1,413 200 622 100 5. Pepperidge 1961 — 6. Melrose Park 1963 Abandoned 1967 — — J. Fairmeadows 1964 Nev s 1974 um pumps 4,158 B00 9,584 4,000 8. Aawkeye 1967 — i 9. Sand Road 1971 — 743 100 741 80 10. Heinz 1971 — 1,294 200 11. South Riverside 1972 — 12. Village Green 1978 Has not been accepted by City as of yet NOTE: The approximate average 06M cost Per 100 GPM is $700 ver vear. *06M consists of: personnel (salary only, no overhead), power, vehicle (travel), repair parts, and supplies (gas and water — Aawkeye only). **Still maintained { for wet weather flow only (reason for low O&M costs). MICROFILMED BY JORM MICR+LAE3 , CEDAR RAPIDS • DES MOINES f7iutwr iLNtu BY JORM 141CROLAB n I CEDAR RAP105 AIID Iowa City, Iowa Lift Stations Annual Costs FY78 Operating Costs Power $ 602 64 175 326 55 Vehicle+ $60 60 60 60 60 Repairs S Supplies++ $ 200 100 100 100 50 1,740 60 Station Man Hous/Cost* 3,022y 1. North Dubuque 159k/$888 60 2. Pine Street** 31/$173 100 3. Old Landfill 81/$462 4. West Park 16611/$927 5. Pepperidge 82/$457 m 6. Melrose Abandoned 7. Fairmeadows 33311/$1858 8._ Hawkeye 35911/$2,002 9. Sand Road 9211/$515 10. Heinz 44/$245 i •11. South Riverside 81/$451 12. Village Green not accepted yet CEDAR RAP105 AIID Iowa City, Iowa Lift Stations Annual Costs FY78 Operating Costs Power $ 602 64 175 326 55 Vehicle+ $60 60 60 60 60 Repairs S Supplies++ $ 200 100 100 100 50 1,740 60 500 3,022y 60 4,500 68 60 100 336 60 100 683 60 100 NOTE: Costs do not include initial construction costs. *No overhead included (at the rate of $5.57/hr.) **Maintained for service during wet weather flow only. +Prorated cost of vehicle replacement only (no gas and oil costs). ++Prorated from actual cost during FY78. yIncludes: $2,667 - electricity, $271 - gas (heating), $84 (water). IdILROPILMEO BY J0 RM MICR+LAE3 y CEDAR RAPIDS • DES MOINES Total $ 1,750 397 797 1,413 622 1.1.i LtWU lLi4EU BY JOR1.1141CROLAB CEDAR RAPIDS AND DES VINES, 1014A � CItV o4 lows C.iy pATEI November 9, 1978 TO: Gene -Dietz, City Engineer FROM Harry Boren, Supt. of Pollution Control I REI operating Costs for Westinghouse Lagoon WEEKLY Sampling; ,Z.manhoura/Week @ $5.89. $11.78 Vehicle 1 hour (a:$2.50'� 2.50 Analyze Sample: I hour/week @ $5.66 5.66 19.94 52 weeks/yew 3 _52 $ $1,036.88 MOMMY Reporting: Compute flow, calculate loadings compile state report 2 hours @ $3.69 $ 7.38 12 montha/year R 12 Mw Grounds Once Per Month, 7 Months Per Year 9 man hours @ $5.59 - $50.31 2 mowers -3 hours ea. ' @ $5.00/hr. . 30.00 1 vehicle 3 hours @ $2.50/hr. - 7.50 87.81 7 months / year x 7 Total Operating b Maintenance Costs 141CROFILMED BY , DORM MICR+LA9 i CEDAR RAPIDS • DES MOINES $ 88.56 y$614.67 $ 1,740.11 it I CItV o4 lows C.iy pATEI November 9, 1978 TO: Gene -Dietz, City Engineer FROM Harry Boren, Supt. of Pollution Control I REI operating Costs for Westinghouse Lagoon WEEKLY Sampling; ,Z.manhoura/Week @ $5.89. $11.78 Vehicle 1 hour (a:$2.50'� 2.50 Analyze Sample: I hour/week @ $5.66 5.66 19.94 52 weeks/yew 3 _52 $ $1,036.88 MOMMY Reporting: Compute flow, calculate loadings compile state report 2 hours @ $3.69 $ 7.38 12 montha/year R 12 Mw Grounds Once Per Month, 7 Months Per Year 9 man hours @ $5.59 - $50.31 2 mowers -3 hours ea. ' @ $5.00/hr. . 30.00 1 vehicle 3 hours @ $2.50/hr. - 7.50 87.81 7 months / year x 7 Total Operating b Maintenance Costs 141CROFILMED BY , DORM MICR+LA9 i CEDAR RAPIDS • DES MOINES $ 88.56 y$614.67 $ 1,740.11 1— 14iu<UiiLi-i-U BY JURM MICROLAB TO: FROM: RE: CEDAR RAPIDS AND DES City of Iowa City MEMORANDUM DATE: Novgmber 17, 1978 Neal Berlin/City Council Dick Plastino, Director of Public Wo Stop sign data for Court and Oakland Attached is information showing: 1. Traffic speeds before and after the stop sign.installation. 2. Traffic volumes before and after the installation. 3. Stop sign compliance. SPEEDS There are decreases in the speeds shown by our speed study after installation of the stop sign. This tendency is more pronounced the closer the location is to Court and Oakland since vehicles are slowing down or starting up from the stop sign. At approximately Grant and Court the speeds are: before - 30.6 mph; after - 26.5 mph. At a point approximately half way between Clark and Oakland the speeds were: before - 33.9 mph; after - 29.6 mph. At a point a short distance east of Clark and Court the speeds were: before - about 31 mph; after - 27.5 mph. TRAFFIC VOLUMES Traffic volumes on Court were: before - 2,801; after varied from 2,259.to. 4;643.. No conclusion can be drawn concerning the effect of the stop signs based on this data. STOP SIGN COMPLIANCE A study was done on February 24, 1978, and February 28, 1978. The east, south, and west leg were checked. A summary of all the data shows that 25% of the cars made a voluntary full stop; 9% of the cars stopped because other cars were stopped at other legs of the intersection (this means that we could not determine voluntary driver behavior); 44% rolled through the stop sign at less than 5 mph; 19% drove through slowly at 5-10 mph; and 3% went through the stop signs quickly at over 10 mph. OFILMED BY j JORM MICR+LAB CEDAR RAPIDS • DES MOINES 2-17,q 14lLdUHU4LU BY JORM MICROLAB -2- CEDAR RAPIDS AND DES 9 The department referral sheet indicated that Council would like input from area residents. If Council still wishes the input, it would appear best to either send a letter to all residents asking for written comments or schedule it for informal and send a letter inviting all the residents or a spokesperson y for the residents. Public Works continues to believe that stop signs should be based upon the i need to provide time for side street vehicles to enter the main street or can be corrected by stop signs. based upon accident conditions which As Council will note from the above data, there has been a small decrease in the speed of vehicles but there is massive noncompliance with the stop sign (66% of the vehicles failed to make a full stop and 22% of these actually drove through the stop sign). i4 I i .r e 7 E k 6 s .a 141CROFIL14ED BY J6RM MICR+ AB I ' CEDAR RAPIDS • DES MOVIES •11LkUhiLMED BY JORM MICROLAB • CEDAR RAPIDS AND DES MOINES, IOW fSPOT SPEED STUDY COURT STREET AREA MAY 20 1975z25.0(E) MAY201973,26.3 (W) BEFORE MAY 20 1975&30.5( E ) MAY 201975z32.7(W) FEB 23 AFTER 25 1975x33.9 FEB 21978= 23.9 85TH PERCENTILE SPEED STOP SIGNS INSTALLED AT AT LOCATIONS SHOWN COURT 8 OAKLAND DEC1301976 1975230.5 MAY 12 MAR 1 1978; MICROFILMED BY di JORM MICR+LAB-? ! CEDARRAPIDS • DES MOINES A tll utUFii-&U BY JORM MICROLAB ■ • CEDAR RAPIDS AMU )) MICROFILMED BY I DORM MICR+LAB CEDAR RAPIDS • DES MOINES 1 tll t'w(UF1Lilcu BY JORM MICROLAB CEDAR RAPIDS AND DES 1,10 'lES, IOW STOP --SIGN COMPLIANCE STUD^ - SUMMARY LOCATION � TYPE OF AKLAND 8 COURT STOP EXECUTED DATE NORTH SOUTH LEG FE824628 WEST EAST LEG TIME SUMMARY TOTAL ALL LEGS aLEGo yLEG i 7 '6 . 59149 58 146 124 25 y A F 1 I 12126 19141 15-133 46 ' 9 STOPPED BY TRAFFIC PRACTICALLY STOPPED LESS 5 MPH 1 201 9 76 35 120156 216 ' 44 1 3 13 94 19 ENTEREDSLOW-1 I 1 O 0 5 136 1 9 164 14 3 E A - 494 100 LOCATION DATE. I NORTH SOUTH WE TYPE OF STOP EXECUTED LEG LEGo LE o VOLUNTARY FULL T P ' I vToppFp 1 PRACTICALLY STOPPED FNTFRFn .;I OW MEH) i I I yy T � MICROFILMED DY JORM MICR+LAB CEDAR RAPIDS • DES MOINES TIME TOTAL ALL LEGS i Pjl(LKUFiLi'ILU BY DORM hIICROLAB • CEDAR RAPIDS AND ULA MUI IL>, 4 STOFW.SIGN COMPLIANCE STUD" SUMMARY mmmmm VMS �ffls 13 1 9 K533 MICROFILMED BY DORM MICR+LAB 1 CEDAR RAPIDS • DES MOINES 10 46 21 3 100 DATE FEB 24 1978 — TIME 7120A -9:20A •FLOCATION A s COURT — •� NORTH SOUTH WEST EAST TOTAL ALL LEGS E OF STOP EXECUTED LEG LEG LEG YLEG 3 1 5. 154 25 14 1 61 ' 32 y A F 1 1 4 125 10 164 1 2 113 16 ' 8 qToPED BYTRAFFIC 1 7 1 9 31 40 .. 40 15I 78 ' 41 PRACTICALLY STOPPED LESS 5 MPH 1 1 16 1 O 1 0 18 60 12 140 30 ENTEELD 1 0 0' 4 1 67 2' 33 6 3 LffATE A 191 100 'i DATE FE628 1978 TIME 9:30A -10!30A LOCATION OAKLAND 8 COURT NORTH SOUTH WEST EAST TOTAL ALL LEGS 2 TYPE OF STOP EXECUTED LEG_ LEG LE/o LE 'o I # n mmmmm VMS �ffls 13 1 9 K533 MICROFILMED BY DORM MICR+LAB 1 CEDAR RAPIDS • DES MOINES 10 46 21 3 100 r•iL, UtIL LU BY DORM MICROLAB CEDAR RAPIDS AND 0 City of Iowa City MEMORANDUM DATE: November 15, 1978 TO: Neal Berlin/City Council FROM: Dick Plastino, Director of Public Works RE: Value Engineering Changes Proposed in the Bock 83 Parking Garage Recently a meeting was held between Carl Walker and Associates, the Viggo M. Jensen Company, and one of the major subcontractors for the 900 -car parking garage. i r•iL, UtIL LU BY DORM MICROLAB CEDAR RAPIDS AND 0 City of Iowa City MEMORANDUM DATE: November 15, 1978 TO: Neal Berlin/City Council FROM: Dick Plastino, Director of Public Works RE: Value Engineering Changes Proposed in the Bock 83 Parking Garage Recently a meeting was held between Carl Walker and Associates, the Viggo M. Jensen Company, and one of the major subcontractors for the 900 -car parking garage. The purpose of the meeting was to determine whether there were items of construction that could be deleted to reduce costs without affecting the form or function of the garage. Several items were found. The City will be authorizing the following changes after construction begins.unless Council advises otherwise. CHANGE AMOUNT SAVED 1. Use local sand aggregate $ 9500 2. Omit sand blasting on all columns 7500 3. Omit sand blasting on the interior walls of the corridors 4500 4. Reduce by one-third the number of driver guidance bollards 1500 S. Use uninsulated glass in the upper stairways and lobbies.(All levels of the elevator and lobby above the mall were originally to be heated. These will now be unheated to save energy costs and to reduce construction costs.) 5039 6. Use uninsulated glass in doors and side lights in upper lobbies. 1034 7. Omit expansion joint material around stair towers except at roof tier and doorways 4000 8. Omit water seal on masonry walls 1000 9. Omit vehicle traffic deck coat over rooms 4 and 5 2500 10. Eliminate one of the four illuminated out signs at the basement exit 800 11. Eliminate fluorescent light fixtures at guidance 2300 signs 12. Approve Spaulding as an approved equal in lieu of Holophane 1100 13. Allow Abolite as an approved equal of Holophane (now pending approval -as an equal). 5000 ? :41CROFILMED BY .� 1 JORM MICR+LAB 1 CEDAR RAPIDS • DES I401NES QiLI(UliLMEL) BY JORM MICROLAB • CEDAR RAPIDS AfIU a st cc: Block 83-84 file 173B - IdICROFILMEO BY x� DORM M111CR+LA13 CEDAR RAPIDS • DES MOINES 1 •A -2- I 14. Omit six exterior fixtures over entrances and f; $ 1450 a' exits r 15. Substitute a standard elevator solid color flush -' panel in place of a raised panel 1074 4 16. Omit heatings in top three elevator lobbies 1300 17. Omit insulation and gypsum wall in top three elevator lobbies 3775 TOTAL $ 53,372 These items have been carefully reviewed by the City with our consultant. ' - Many of the changes proposed have been incorporated in other garages with no adverse effect and the City feels the changes will be worthwhile. I a st cc: Block 83-84 file 173B - IdICROFILMEO BY x� DORM M111CR+LA13 CEDAR RAPIDS • DES MOINES htiti�UiILMLu BY JORM MICROLAB CEDAR RAPIDS AND DES MOINES, IOW City of Iowa city MEMORANDUM DATE: November 17, 1978 TO: City Manager / City Council FROM: Rosemary Vitosh, Director of Finance (Z0 RE: Moody's Bond Rating Paul Speer has informed me that Moody's Investors Service has just announced an 'A' rating for our Parking Facility Bond Issue. This should prove to be quite advantageous in attracting investors and in keeping the interest rate as low as the market will allow. We do anticipate several good bids. 141 CROFILMED BY JORM MICR+LAB - CEDAR RAPIDS • DES MOINES ■e z) 7(o I I J si I I 'ar I i ,f i I htiti�UiILMLu BY JORM MICROLAB CEDAR RAPIDS AND DES MOINES, IOW City of Iowa city MEMORANDUM DATE: November 17, 1978 TO: City Manager / City Council FROM: Rosemary Vitosh, Director of Finance (Z0 RE: Moody's Bond Rating Paul Speer has informed me that Moody's Investors Service has just announced an 'A' rating for our Parking Facility Bond Issue. This should prove to be quite advantageous in attracting investors and in keeping the interest rate as low as the market will allow. We do anticipate several good bids. 141 CROFILMED BY JORM MICR+LAB - CEDAR RAPIDS • DES MOINES ■e z) 7(o I I J hjiu<U! ILM�U BY JORM 1-11CROLAB • CEDAR RAPIDS AnU 'JL5 City of Iowa City MEMORANDUM DATE: November 15, 1978 10: City Council / City Manager FROM: Rosemary Vitosh, Director of Finance Rv RE: The Financial Condition of the City The attached report is provided to give you a general overview of the City's financial condition and any resulting implications for the future which you should be.aware of. Funds are discussed in the same order as they appear on the following Summary Statement of Fund Operations, reading from right to left. Discussion of the General Fund is the final fund discussed, as it's status is in part dependent upon actions taken relative to other funds and it is the fund which best shows the City's actual financial condition. I have made several recommendations through- out the report which I will be discussing with you in the.Informal Council Meeting on November 21, 1978, and at that time asking for your approval to proceed with them. 1 I4ICROFILI4ED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES F n s >E q I k a hjiu<U! ILM�U BY JORM 1-11CROLAB • CEDAR RAPIDS AnU 'JL5 City of Iowa City MEMORANDUM DATE: November 15, 1978 10: City Council / City Manager FROM: Rosemary Vitosh, Director of Finance Rv RE: The Financial Condition of the City The attached report is provided to give you a general overview of the City's financial condition and any resulting implications for the future which you should be.aware of. Funds are discussed in the same order as they appear on the following Summary Statement of Fund Operations, reading from right to left. Discussion of the General Fund is the final fund discussed, as it's status is in part dependent upon actions taken relative to other funds and it is the fund which best shows the City's actual financial condition. I have made several recommendations through- out the report which I will be discussing with you in the.Informal Council Meeting on November 21, 1978, and at that time asking for your approval to proceed with them. 1 I4ICROFILI4ED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I-jiLiWtiLNEU BY JORM MICROLAB • CEDAR RAPIDS AND DES MOINES, INA MICROFILMED BY DORM MIcR+LAB CEDAR RAPIDS - DES MOINES . . . . . . . . . . ....... . .. CITY OF IOWA C17Y SUMMARY STATEMENT Of FUND OPERATIONS YEAR ENDED JUNE 30. 1978 INTRAGOVER21- SPECIAL TOTAL CAPITAL PRO- ENTERPRISE MENIAL SERVICE MY S ASSESSMENT (MmoorAMM GENERAL SPECIAL REVENUE DEBT JECTS FUNDS FUNDS FUNDS AGENCY FUR4DS FUNDS r1nIVI FLRID FUHDS SERVICE FWDS S 376,334.36 S S,014.623.9D RECEIPTS Property Tames $3,6614 723.33 S -- S 776.566.16 1.664.817.77 — 4.SO7.60 6,828.421.38 217,615.48 WW. 9 Intergove, maental Reveme 62 :939.811 4.53B.663.73 4.00 305 70.15 4299.42 1 Licenses a Permits Forfietures 213.303.98 305.470.15 2,535.i".24 — 1,184-21 - 69.360.01 3.773: Fine, I charges for Services 759,016.89 408.204. 07 9,576.24 181.564.21 14.701.1s 1.0.34.55S.B9 Remm fr,gg Use of Money 49.804.62 134,363.40 105,313.73 3.015.000.00 538.232.54 �:992.87 3.015.000.00 fi A property 15,917.79 354,128.43 506,972.32 BA9.;53.92 3-620-900-21 Sale of Bonds Miscellaneous Revenue 97,002.22 1,679, 01.51 24,425.25 $4,BM.049.29 $3.427,809.21 S 517.732.77 $1.481,320.00 S 107,694.02 S2 3.809.996.53 $5,911.261.12 $6.761,138.71 S 500.991.41 44,972.04 — 3,597,726.75 IRON OTHER FUNDS TRANSFER 5 F 1,907,038.15 42, 1.85 2?4.800.00 403,427.70 96S.467.01 $1, 526.291.4 S 107,694.02 $27,397,723.28 1 t6 807.160.56 51.025,791.41 $5,205,476.99 $at 393,276.22 S 517,732.77 .'A 70"1 Receipts I Transfers $7,818,299.27 4,511.09 S 842 197,27 S 159,624.30 S 691.846.01 1 :: $ 6.1164.756.97 11225.114.06 Personal Services 54,63B.BS2.44DISBWSERMTS 3 253 778.93 336.275.72 11,507.06 293,348.39 3 7 Commoditin 566,016.59 17.554.59 4766971.63 531 728.13 a3.261.61 32,589.84 6" 206, 21 4:7 4 Services & Charges 1.474,407.43 901,143.48 1.337.667.75 63 :419.02 17,751.07 3�.OSO.00 SM.E�' 3 47 capital Outlay 'Debt $55 '! DO.40 1.831.132.13 2.i9S,652.47. 1,116,351.25 458,587.75 51,029.291.30 S 39,nSO.00 'F33 $19.665i -35 Service $7.234.276.86 $5."3.208.53 S1,116,351.2S SI,869.131.64 52.517,711.10 S 596.912.70 581.74 1,260,038.67 141.22 204,687.80 3,587,726.75 IKAMSFERS M OTHER FUNDS 194,089.37 1,928,187.95 $3.777,749.77 $ S96.912.70 $1,029,432.52 $ 243.737.80 327 157.660.1 Total Disbursements A Transfers $7,428,366.23 $7.791.796.18 51,116.751.25 $1,869,713.38 Receipts a Transfers Over S3.335.763.6i S 615.526.45 S (79.179.93) S 496.859.52 3(136.043.78) S 3.944.063.15 (Under) Disbursooents S 389.933.04 S (5811.235.92) S (90,559.84i 6,844,156.69 Transfers (767,509,76) 2,368,927.15 (390,143.85 %345.928.81 311,831,86 FUND BALANCE (Deficit)- Beginning 806.134.03 1 .164,942.36 4.046.09 S2,98,253.65 52.984.453.60 S(469,323.78 $10,788.219.84 FUND BALANCE (Deficit), Ending I (86,513.75 MICROFILMED BY DORM MIcR+LAB CEDAR RAPIDS - DES MOINES . . . . . . . . . . htiL[WriLi'IcU by JORM MICROLAB CEDAR RAPIDS AND DES SPECIAL ASSESSMENT FUNDS The following balances existed as of 6-30-78: Paving $(248,954) Sewer ( 19,677) Sidewalks ( 24,645) Street Lighting ( 2,802) Working Capital 471,86 -6 - TOTAL $ 175,788 The Working Capital balance is a result of 1) monies from the General Fund loaned in prior years to pay the cost of Special Assessment projects; 2) the General Fund not being reimbursed for project costs billed directly to the General Fund (i.e., engineering cost); 3) receipt of interest collected with a special assessment payments from property owners. The Working Capital Fund was set up in 1972 based upon a Code of Iowa section which allowed the creation of a fund to be used for financing special assessment projects instead of selling special assessment bonds. Since the Code of Iowa section has been rescinded, the Working Capital Fund should be liquidated. I propose that the balance be used first to zero -out the deficits in the other four Special Assessment Funds and the remainder be transferred to the General Fund. Likewise, all special assessments collected during each fiscal year will be transferred to the General Fund at year end beginning 6-30-79. The following Special Assessment Projects are scheduled for FY79 in the budget: North Dodge Sewer Project $12,000 Englewood & Ventura Improvement Project $75,000 Since these projects have both been requested by the adjoining property owners, I feel it would be appropriate to sell Special Assessment Bonds for financing purposes. The interest paid on the bonds will increase the total costs, but I do not feel it is appropriate to have all taxpayers initially finance projects which benefit and will be paid for by a few individual property owners when City funds are so tight. However, the decision on financing will need to be made when each project is started. ti MICROFILMED BY -� DORM MICR+LAB CEDAR RAPIDS • DES MOINES is 4 Y 'l i i htiL[WriLi'IcU by JORM MICROLAB CEDAR RAPIDS AND DES SPECIAL ASSESSMENT FUNDS The following balances existed as of 6-30-78: Paving $(248,954) Sewer ( 19,677) Sidewalks ( 24,645) Street Lighting ( 2,802) Working Capital 471,86 -6 - TOTAL $ 175,788 The Working Capital balance is a result of 1) monies from the General Fund loaned in prior years to pay the cost of Special Assessment projects; 2) the General Fund not being reimbursed for project costs billed directly to the General Fund (i.e., engineering cost); 3) receipt of interest collected with a special assessment payments from property owners. The Working Capital Fund was set up in 1972 based upon a Code of Iowa section which allowed the creation of a fund to be used for financing special assessment projects instead of selling special assessment bonds. Since the Code of Iowa section has been rescinded, the Working Capital Fund should be liquidated. I propose that the balance be used first to zero -out the deficits in the other four Special Assessment Funds and the remainder be transferred to the General Fund. Likewise, all special assessments collected during each fiscal year will be transferred to the General Fund at year end beginning 6-30-79. The following Special Assessment Projects are scheduled for FY79 in the budget: North Dodge Sewer Project $12,000 Englewood & Ventura Improvement Project $75,000 Since these projects have both been requested by the adjoining property owners, I feel it would be appropriate to sell Special Assessment Bonds for financing purposes. The interest paid on the bonds will increase the total costs, but I do not feel it is appropriate to have all taxpayers initially finance projects which benefit and will be paid for by a few individual property owners when City funds are so tight. However, the decision on financing will need to be made when each project is started. ti MICROFILMED BY -� DORM MICR+LAB CEDAR RAPIDS • DES MOINES FliwWt!LMLb by JORM MICROLAB CEDAR RAPIDS AND DES TRUST AND AGENCY Pension and Retirement The 6-30-78 fund balance was $253,899. The excess balance originated in FY76 as taxes were levied for that year based upon a projected increase in the City's contribution to IPERS from 3.5% to 9.5%. However, the legislation was not passed and the tax levy far exceeded actual expenses. Each succeeding fiscal year we have reduced the levy to slowly use up the available balance so that the annual tax levy would be kept at a fairly constant level. The tax levy for FY79 was computed using the entire projected balance at 6-30-78 of $216,457 and based upon an antici- pated increase in the City's contribution to IPERS from 5.25% to 5.75%. Because the actual ending balance exceeded the projected balance and because legislation increasing the IPERS rate was passed with an effective date of 7-1-79 instead of 7-1-78, a balance of approximately $150,000 is expected at 6-30-79 and this will allow the City to levy for Pension and Retirement at an amount lower then actual estimated expenditures during FY80. Trust Funds and Agency Funds These are not operating funds for the City and they thus have little to no effect upon the City's financial condition. The balances are not available for use for City operating costs with the exception of the Transit Replacement Reserve. This was set up with the intent of annually accumulating funds which would allow for the replacement of City buses. By placing funds yearly in this reserve, the cost is spread over all years at a consistent level. 2 141CROFIL14ED BY JORM MICR+LAB i !. CEDAR RAPIDS • DES MOINES i I b FliwWt!LMLb by JORM MICROLAB CEDAR RAPIDS AND DES TRUST AND AGENCY Pension and Retirement The 6-30-78 fund balance was $253,899. The excess balance originated in FY76 as taxes were levied for that year based upon a projected increase in the City's contribution to IPERS from 3.5% to 9.5%. However, the legislation was not passed and the tax levy far exceeded actual expenses. Each succeeding fiscal year we have reduced the levy to slowly use up the available balance so that the annual tax levy would be kept at a fairly constant level. The tax levy for FY79 was computed using the entire projected balance at 6-30-78 of $216,457 and based upon an antici- pated increase in the City's contribution to IPERS from 5.25% to 5.75%. Because the actual ending balance exceeded the projected balance and because legislation increasing the IPERS rate was passed with an effective date of 7-1-79 instead of 7-1-78, a balance of approximately $150,000 is expected at 6-30-79 and this will allow the City to levy for Pension and Retirement at an amount lower then actual estimated expenditures during FY80. Trust Funds and Agency Funds These are not operating funds for the City and they thus have little to no effect upon the City's financial condition. The balances are not available for use for City operating costs with the exception of the Transit Replacement Reserve. This was set up with the intent of annually accumulating funds which would allow for the replacement of City buses. By placing funds yearly in this reserve, the cost is spread over all years at a consistent level. 2 141CROFIL14ED BY JORM MICR+LAB i !. CEDAR RAPIDS • DES MOINES i i uL)lILNLu by JURM NICROLAB CEDAR RAPIDS AND DES INTRAGOVERNMENTAL SERVICE FUNDS Equipment Maintenance Division The 6-30-78 fund balance was a deficit of $(469,664). The deficit started accumulating in 1973 as shown by the chart on page 4 . The deficit was mainly attributable to these factors: 1) the Equipment Maintenance division was buying vehicles and equipment for use by other City divisions but no reimbursement was being made to the Equipment Division for their use, 2) no reimbursement was being made by other City divisions to cover the maintenance costs and operating costs of these vehicles; 3) City divisions were being charged for equipment maintenance services at a rate lower than actual cost and overhead. In FY77, the labor rate used for charge -backs was increased from $7.00 per hour to $15.00 per hour. By omitting the capital outlay during that fiscal year the net operating loss for the year would be $(51,356). This was a reduction from the net loss in FY76 but it was evident that the second two factors listed above were still causing a deficit. Little was done on reducing the deficit in FY78 because of the vacancy and subsequent filling of the Equipment Superintendent position. Rental rates for equipment and vehicles purchased by the Equipment Division and loaned out to other divisions were initiated and this helped to somewhat reduce the deficit. The net loss for FY78 was $(83,254). However, the charge -backs for the month of June, 1978, were made in FY79. These amounted to $43,253 and thus reduced the net loss for FY78 to $(40,001).. Late in FY78, Public Works and Finance, working together, developed the concept of the vehicle pool and the new charge -back system. It was instituted on 7-1-78 and will be monitored closely so that adjustments in charge -backs can be periodically made in order to keep the Equipment Division operating at a break-even point. Although the new charge -back system will result in higher costs to City divisions, the costs will finally reflect the true total cost to the City of maintaining and operating its vehicle and equipment fleet. In past years, the cost was not less, it was just buried in the increasing deficit of the Equipment Maintenance Division. The problem now at hand is eliminating the deficit which existed as of 6-30-78. If the balance at that time is reduced by the receipts for June, 1978, charge -backs made in FY79, then the total deficit is $(426,411). I propose making a transfer from the General Fund to zero out the deficit. The FY79 Budget included a proposal for a transfer of $100,000 to reduce the deficit in Equipment Maintenance. The transfer from Special Assessments to the General Fund will amount to $175,788 and if this is used for the deficit, that would leave an additional $150,623 to be taken out of the General Fund balance. Central Supply and Printing The 6-30-78 balance was $340. This fund is currently self-supporting; 3 MICROFILMED BY .,.1 JORM MICR+LAB j CEDAR RAPIDS • DES MOIRES i i 4 , i uL)lILNLu by JURM NICROLAB CEDAR RAPIDS AND DES INTRAGOVERNMENTAL SERVICE FUNDS Equipment Maintenance Division The 6-30-78 fund balance was a deficit of $(469,664). The deficit started accumulating in 1973 as shown by the chart on page 4 . The deficit was mainly attributable to these factors: 1) the Equipment Maintenance division was buying vehicles and equipment for use by other City divisions but no reimbursement was being made to the Equipment Division for their use, 2) no reimbursement was being made by other City divisions to cover the maintenance costs and operating costs of these vehicles; 3) City divisions were being charged for equipment maintenance services at a rate lower than actual cost and overhead. In FY77, the labor rate used for charge -backs was increased from $7.00 per hour to $15.00 per hour. By omitting the capital outlay during that fiscal year the net operating loss for the year would be $(51,356). This was a reduction from the net loss in FY76 but it was evident that the second two factors listed above were still causing a deficit. Little was done on reducing the deficit in FY78 because of the vacancy and subsequent filling of the Equipment Superintendent position. Rental rates for equipment and vehicles purchased by the Equipment Division and loaned out to other divisions were initiated and this helped to somewhat reduce the deficit. The net loss for FY78 was $(83,254). However, the charge -backs for the month of June, 1978, were made in FY79. These amounted to $43,253 and thus reduced the net loss for FY78 to $(40,001).. Late in FY78, Public Works and Finance, working together, developed the concept of the vehicle pool and the new charge -back system. It was instituted on 7-1-78 and will be monitored closely so that adjustments in charge -backs can be periodically made in order to keep the Equipment Division operating at a break-even point. Although the new charge -back system will result in higher costs to City divisions, the costs will finally reflect the true total cost to the City of maintaining and operating its vehicle and equipment fleet. In past years, the cost was not less, it was just buried in the increasing deficit of the Equipment Maintenance Division. The problem now at hand is eliminating the deficit which existed as of 6-30-78. If the balance at that time is reduced by the receipts for June, 1978, charge -backs made in FY79, then the total deficit is $(426,411). I propose making a transfer from the General Fund to zero out the deficit. The FY79 Budget included a proposal for a transfer of $100,000 to reduce the deficit in Equipment Maintenance. The transfer from Special Assessments to the General Fund will amount to $175,788 and if this is used for the deficit, that would leave an additional $150,623 to be taken out of the General Fund balance. Central Supply and Printing The 6-30-78 balance was $340. This fund is currently self-supporting; 3 MICROFILMED BY .,.1 JORM MICR+LAB j CEDAR RAPIDS • DES MOIRES htluiUHLHLu BY JORM MICROLAB • CEDAR RAPIDS ANU DLA EQUIPMENT MAINTENANCE DIVISION 12-31-71 THRU 06-30-78 ANNUAL CUMULATIVE GAIN LOSS $ -0- 211,484 210,803 $ 681 $ 681 289,081 340,280 $ (50,518) $ (51,199) 591,796 732,835 $(191,557) $(141,039) 310,133 405 124) $(286,548) $ (94,991) 375,733 475 595) $(386,410) $ (99,862) 461,614 (544,868) $ i6 664) $ (83,254) 4 ,r.".y'P" MI R ILMED BY •I JORM MICR+LAB 6EDAR RAPIDS • DES WINES CAPITAL OUTLAY $ 5,392 $ 5,407 $ 35,614 $ 10,883 i— $ 48,506 $ 11,251 A z; jN ti a 12-31-71 Balance Receipts Disbursements �= 12-31-72 Balance Receipts Disbursements 12-31-73 Balance Receipts Disbursements .06-30-75 Balance Receipts Disbursements 06-30-76 Balance Receipts Disbursements 06-30-77 Balance Receipts Disbursements 06-30-78 Balance w r, _f i 1. i i 1 i • CEDAR RAPIDS ANU DLA EQUIPMENT MAINTENANCE DIVISION 12-31-71 THRU 06-30-78 ANNUAL CUMULATIVE GAIN LOSS $ -0- 211,484 210,803 $ 681 $ 681 289,081 340,280 $ (50,518) $ (51,199) 591,796 732,835 $(191,557) $(141,039) 310,133 405 124) $(286,548) $ (94,991) 375,733 475 595) $(386,410) $ (99,862) 461,614 (544,868) $ i6 664) $ (83,254) 4 ,r.".y'P" MI R ILMED BY •I JORM MICR+LAB 6EDAR RAPIDS • DES WINES CAPITAL OUTLAY $ 5,392 $ 5,407 $ 35,614 $ 10,883 i— $ 48,506 $ 11,251 A Pli LKL)f IL�iLu by JURM MICROLAD Parking Revenue CEDAR RAPIDS AND DE ENTERPRISE FUNDS a The 6-30-78 fund balance of $1,155,205 will be used in addition to Revenue Bond proceeds for the construction of the two parking ramps planned for construction within the next two years. Sewer Revenue The 6-30-78 fund balance of $822,392 includes restricted bond reserves amounting to $344,475. The available balance of $477,917 will be used for funding a small portion of the local share of the River Corridor Trunk Sewer Construction and the Sewer Plant Construction with the remaining portion to be financed with bonds. Total local funding needs are expected to be at least $12,000,000. Water Revenue The 6-30-78 fund balance of $928,162 includes restricted bond reserves amounting to $579,860. The available balance of $348,302 will be used for the Water Plant Solids Disposal Project scheduled for FY80. Refuse Collection Refuse Collection was established as an Enterprise Fund in FY78. Funding consists of a 394 per month charge to all residences, General Revenue Sharing, and a subsidy from the General Fund. The fund balance at 6-30- 78 was $(23,959). The transfer from the General Fund was budgeted at $100,000. During FY78 only $90,296 was transferred, leaving $9,704 to be transferred in FY79. The additional deficit of $(14,255) is due to the lag created by the billing cycles. The rate went into effect on July 1, 1978, and was to be added to the water/sewer bills. Because bills are sent out every two months, the first billings with the refuse charge added were sent out in September, 1978. I recommend zeroing out the entire year-end deficit as we will be collecting only twelve months revenue in FY79 and will not be able to make up any of the deficit.. This can be done by a budget amendment for a transfer to Refuse Collection. Refuse collection was set up as an enterprise fund originally with the intention that it be relatively self-supporting, as all enterprise funds should be. However, the revenue from the monthly charge of 394 amounts to only 10% of total funding. Therefore, unless the fee is increased substantially in the near future, I will recommend putting refuse collection back in the General Fund. Landfill The Landfill was established as an Enterprise Fund in FY78. The rate of $4.62 per ton was instituted to fund operations. The following is the financial status at 6-30-78: el 141CROFILMED BY a� JORM MICRbLAB I. CEDAR RAPIDS • DES MOINES ,, i Pli LKL)f IL�iLu by JURM MICROLAD Parking Revenue CEDAR RAPIDS AND DE ENTERPRISE FUNDS a The 6-30-78 fund balance of $1,155,205 will be used in addition to Revenue Bond proceeds for the construction of the two parking ramps planned for construction within the next two years. Sewer Revenue The 6-30-78 fund balance of $822,392 includes restricted bond reserves amounting to $344,475. The available balance of $477,917 will be used for funding a small portion of the local share of the River Corridor Trunk Sewer Construction and the Sewer Plant Construction with the remaining portion to be financed with bonds. Total local funding needs are expected to be at least $12,000,000. Water Revenue The 6-30-78 fund balance of $928,162 includes restricted bond reserves amounting to $579,860. The available balance of $348,302 will be used for the Water Plant Solids Disposal Project scheduled for FY80. Refuse Collection Refuse Collection was established as an Enterprise Fund in FY78. Funding consists of a 394 per month charge to all residences, General Revenue Sharing, and a subsidy from the General Fund. The fund balance at 6-30- 78 was $(23,959). The transfer from the General Fund was budgeted at $100,000. During FY78 only $90,296 was transferred, leaving $9,704 to be transferred in FY79. The additional deficit of $(14,255) is due to the lag created by the billing cycles. The rate went into effect on July 1, 1978, and was to be added to the water/sewer bills. Because bills are sent out every two months, the first billings with the refuse charge added were sent out in September, 1978. I recommend zeroing out the entire year-end deficit as we will be collecting only twelve months revenue in FY79 and will not be able to make up any of the deficit.. This can be done by a budget amendment for a transfer to Refuse Collection. Refuse collection was set up as an enterprise fund originally with the intention that it be relatively self-supporting, as all enterprise funds should be. However, the revenue from the monthly charge of 394 amounts to only 10% of total funding. Therefore, unless the fee is increased substantially in the near future, I will recommend putting refuse collection back in the General Fund. Landfill The Landfill was established as an Enterprise Fund in FY78. The rate of $4.62 per ton was instituted to fund operations. The following is the financial status at 6-30-78: el 141CROFILMED BY a� JORM MICRbLAB I. CEDAR RAPIDS • DES MOINES f-jiut OF ii.NLu BY JURM MICROLAB CEDAR RAPIDS AND Fund Balance (Cash Basis) $(66,427) Less Encumbrances (3,222) Add Accounts Receivable at 6-30-78 50,881 NET LOSS $(18,768) The above shows the net loss for the year on an accrual accounting basis. The rate per ton ($4.62) was computed based upon a projected annual tonnage of 75,000 tons. The actual tonnage for FY78 was 67,344 tons, therefore actual revenue was not sufficient to cover the cost of operations. In FY79, the actual tonnage is running at a level similar to that in FY78. Public Works has informed me that the budgeted amount of $80,000 in FY79 will not be used as further excavation is not needed at the Landfill this year. This will reduce the actual operating cost for FY79 below the budgeted amount. Therefore, during FY79, revenues will exceed expenditures and the fund balance at 6-30-79 should be in the black. But, if tonnage continues to run at the same level, it does appear that it will be necessary to increase the landfill rate in FY80 so that future deficits can be avoided. Airport The 6-30-78 fund balance was $94,707. This was primarily due to the sale of right-of-way to the D.O.T. for the widening of Highway 218, in 1972, for $84,749. The Airport operated with a gain during FY78 with receipts exceeding disbursements by $9,958. This occurred because actual disbursements were less than budgeted disbursements and actual receipts exceeded budgeted receipts. This fund balance has little to no effect on the financial condition of the City as it is not available for other City operations. 0 } (d ICROFILI4C0 DY ` JORM MICR+LAB CEDAR RAPIDS DES MOINES i f-jiut OF ii.NLu BY JURM MICROLAB CEDAR RAPIDS AND Fund Balance (Cash Basis) $(66,427) Less Encumbrances (3,222) Add Accounts Receivable at 6-30-78 50,881 NET LOSS $(18,768) The above shows the net loss for the year on an accrual accounting basis. The rate per ton ($4.62) was computed based upon a projected annual tonnage of 75,000 tons. The actual tonnage for FY78 was 67,344 tons, therefore actual revenue was not sufficient to cover the cost of operations. In FY79, the actual tonnage is running at a level similar to that in FY78. Public Works has informed me that the budgeted amount of $80,000 in FY79 will not be used as further excavation is not needed at the Landfill this year. This will reduce the actual operating cost for FY79 below the budgeted amount. Therefore, during FY79, revenues will exceed expenditures and the fund balance at 6-30-79 should be in the black. But, if tonnage continues to run at the same level, it does appear that it will be necessary to increase the landfill rate in FY80 so that future deficits can be avoided. Airport The 6-30-78 fund balance was $94,707. This was primarily due to the sale of right-of-way to the D.O.T. for the widening of Highway 218, in 1972, for $84,749. The Airport operated with a gain during FY78 with receipts exceeding disbursements by $9,958. This occurred because actual disbursements were less than budgeted disbursements and actual receipts exceeded budgeted receipts. This fund balance has little to no effect on the financial condition of the City as it is not available for other City operations. 0 } (d ICROFILI4C0 DY ` JORM MICR+LAB CEDAR RAPIDS DES MOINES I hliuWi lLi4cU BY JUKM MICROLAB CEDAR RAPIDS AND DE CAPITAL PROJECT FUNDS Bridge Construction The 6-30-78 balance equaled $225,442 and consists primarily of bond proceeds not used as of year end. Some construction work did occur during the summer and construction on Court/Muscatine Bridge is now in progress. Pollution Control System Improvements The 6-30-78 balance equaled $(75,753) and is due mainly to construction costs for the present sewer plant paid out in 1972. The City withheld payment from the original contracter hired because of unsatisfactory performance. The matter has been tied up in litigation and upon settlement in FY78, the City filed for a final reimbursement of costs under an EPA grant but has not yet received a reply. Street and Traffic Control Construction The 6-30-78 balance equaled $1,900,096 and includes the bond proceeds to be used for the College/Dubuque Street Pedestrian Mall and miscellaneous street projects scheduled for completion in FY79. Water System Construction The 6-30-78 balance equaled $238,014 and includes bond proceeds to be used for water line improvements in the College/Dubuque Street Pedestrian Mall. It is anticipated that an excess of about $160,000 will exist and the funds will be used for other mall construction costs. Parking Facilities Improvement The 6-30-78 balance equaled $296,221. This will be used along with Revenue Bond proceeds for construction of parking ramps. Other Construction The 6-30-78 deficit balance of $(16,825) exists because a final settlement has not been made on the UMTA Grant received in FY77 for the purchase of buses for Iowa City, Coralville and the University. The used University buses were sold for less than projected revenue used in preparing the grant and the federal government should be reimbursing us for this deficit. 7 MICROFILMED BY 1 ' JORM MIC R+LAEI , CEDAR RAPIDS • DES MOINES ■ I hilL1(&1Li'IED BY JURM 141CROLAB • CEDAR RAPIDS AIIU DEBT SERVICE The deficit fund balance at 6-30-78 of $(86,514) is due to the $3,015,000 G.O. Bond Issue sold July, 1977. The interest payments made in FY78 were not levied for during that year but will be levied for during FY79. This fund will also have a deficit at year end FY79 because the $2,250,000 G.O. Bond Issue sold in August, 1978, will require interest payments to be made in FY79 even though no taxes were levied for them. 8 rii'lY F. (1 MICROFILMED BY ,r ' JORM MICR+LAB i CEDAR RAPIDS • DES MOINES .i i Yi i crtr r✓ f p9� �pp 5 f ` f 1 f 1 1 • CEDAR RAPIDS AIIU DEBT SERVICE The deficit fund balance at 6-30-78 of $(86,514) is due to the $3,015,000 G.O. Bond Issue sold July, 1977. The interest payments made in FY78 were not levied for during that year but will be levied for during FY79. This fund will also have a deficit at year end FY79 because the $2,250,000 G.O. Bond Issue sold in August, 1978, will require interest payments to be made in FY79 even though no taxes were levied for them. 8 rii'lY F. (1 MICROFILMED BY ,r ' JORM MICR+LAB i CEDAR RAPIDS • DES MOINES .i i H.iwWl iLMLb BY JORM 141CROLAB Road Use Tax CEDAR RAPIDS ACID DES SPECIAL REVENUE FUNDS On pages 10 and 11 are schedules for FY78 Budget vs. Actual and a revised budget for FY79. The Road Use Tax receipts for FY79 are based upon the latest figures received from D.O.T. The revisions to expenditures reflect changes approved as of the current date. The amendment for the new vehicle pool charge -backs is required as the FY79 budgets need to include the following: I The $25,000 addition for the Equipment Service Building Modification was pointed out as needed in Dick Plastino's memo last summer. The Asphalt Resurfacing Project and Gilbert/Bowery Signalization Project were originally budgeted for funding with a G.O. Bond Issue; however, the additional Road Use Tax to be received in FY79 will be used instead. The Alley Projects is an unbudgeted project which must also be funded with Road Use Tax. This leaves a balance of $93,436 which is available for other projects or operations. Public Works has indicated that this amount should probably be carried over to FY80 as projects scheduled for that year far exceed anticipated R.U.T. Revenues. General Revenue Sharing On page 12 and 13 are schedules for FY78 Budget vs. Actual and a revised budget for FY79. The FY79 budget has been revised for a new projected Revenue Sharing total as received from the Office of Revenue Sharing a few months ago. The expenditures are revised for carryovers and the additional amount needed for the City Park Tennis Court Overlay. The unappropriated amount is $223,156. Recommended uses for this are as follows: 1. The Civic Center Air Conditioning System is expected to cost more than the $88,835 originally budgeted in FY78. Estimates now stand at a total cost in FY80 of $170,000 or an increase of $81,000. 2. Since the General Fund balance will be reduced significantly as explained on page 14 and 15 , perhaps some general revenue sharing monies could be used to finance capital outlay items already budgeted in the General Fund in FY79. This would enable us to increase the General Fund fund balance by using G.R.S. in place of property tax monies. N MICROFILMED BY - ,@•i JORM MICR+LAB i CEDAR RAPIDS • DES MOINES I BUDGETED ESTIMATED AMENDMENT FY79 FY79 NEEDED Replacement Charge $ 43,000 $109,848 $ 66,848 Operating Charge 78,949 111,504 32.555 TOTAL $ 99,403 The majority is attributable to the Street Division and the new charge - backs are more representative of the actual cost.of their vehicle.and equipment fleets. The $25,000 addition for the Equipment Service Building Modification was pointed out as needed in Dick Plastino's memo last summer. The Asphalt Resurfacing Project and Gilbert/Bowery Signalization Project were originally budgeted for funding with a G.O. Bond Issue; however, the additional Road Use Tax to be received in FY79 will be used instead. The Alley Projects is an unbudgeted project which must also be funded with Road Use Tax. This leaves a balance of $93,436 which is available for other projects or operations. Public Works has indicated that this amount should probably be carried over to FY80 as projects scheduled for that year far exceed anticipated R.U.T. Revenues. General Revenue Sharing On page 12 and 13 are schedules for FY78 Budget vs. Actual and a revised budget for FY79. The FY79 budget has been revised for a new projected Revenue Sharing total as received from the Office of Revenue Sharing a few months ago. The expenditures are revised for carryovers and the additional amount needed for the City Park Tennis Court Overlay. The unappropriated amount is $223,156. Recommended uses for this are as follows: 1. The Civic Center Air Conditioning System is expected to cost more than the $88,835 originally budgeted in FY78. Estimates now stand at a total cost in FY80 of $170,000 or an increase of $81,000. 2. Since the General Fund balance will be reduced significantly as explained on page 14 and 15 , perhaps some general revenue sharing monies could be used to finance capital outlay items already budgeted in the General Fund in FY79. This would enable us to increase the General Fund fund balance by using G.R.S. in place of property tax monies. N MICROFILMED BY - ,@•i JORM MICR+LAB i CEDAR RAPIDS • DES MOINES I Ig1utUHLi4Lu BY JOR4 141CROLAB CEDAR i,APIDS AND DES MOINES 1041 1; ROAD USE TAX FUND FY78 BUDGET VS. ACTUAL BUDGET $ 880,568 $ 880,568 $ 358,870 808,792 84,000 $1,251,662 10 ACTUAL $ 968,202 25,739 $ 993,941 $ 305,610 776,780 312 81,768 23.796 $1,188,266 $ (194,325) 560,137 $ 365,812 .MICROFILMED BY JORM MICR+LAB f CEDAR RAPIDS - DES MOINES OVER (UNDER) BUDGET J C� X yyG N RECEIPTS: Road Use Tax Interest Income TOTAL RECEIPTS EXPENDITURES: Operations: Traffic Control Street System Maintenance Purchase Accrued Interest Contingency: Right -of -Way - Iowa DOT °:: •,, Capital Projects: Service, Building Modification TOTAL EXPENDITURES EXPENDITURES OVER RECEIPTS i BEGINNING BALANCE ENDING BALANCE x k { "r BUDGET $ 880,568 $ 880,568 $ 358,870 808,792 84,000 $1,251,662 10 ACTUAL $ 968,202 25,739 $ 993,941 $ 305,610 776,780 312 81,768 23.796 $1,188,266 $ (194,325) 560,137 $ 365,812 .MICROFILMED BY JORM MICR+LAB f CEDAR RAPIDS - DES MOINES OVER (UNDER) BUDGET J T FLutW' lLilcu BY JORM MICROLAB RECEIPT: Road Use Tax Interest Income TOTAL RECEIPTS • CEDAR RAPIDS AND 'DES I "IES, 1051 Y ROAD USE TAX FY79 EXPENDITURES: TRANSFERS - Operations: Traffic Control Street System Maintenance Encumbrances and Carryovers Amendment -Vehicle Pool Costs SUBTOTAL Capital Improvement: Asphalt Street Sealing Equip. Serv. Building Modifications Asphalt Resurfacing Gilbert/Bowery Signalization Alley Projects (Iowa State Bank & Trust Drive-in & Bowery) SUBTOTAL TOTAL EXPENDITURES EXPENDITURES OVER RECEIPTS BEGINNING BALANCE ENDING BALANCE BUDGET FY79 $ 931,008 24,000 995,008 $ 379,706 570,617 950;596 $ 37,517 205,000 242.5 7 $1,193,113 $ (198,105) 238,105 $ 11 REVISIONS NEEDED $ 436,380 436 380 87,251 99.400 186,651 25,000 205,000 30,000 24 000 284 000 $ 470,651 $ (34,271) 127,707 93J36 �IdICROFILMED BY JORM MICR+LAB ••�� CEDAR RAPIDS • DES MOINES REVISED BUDGET FY79 $1,367,388 24,000 1 391 388 $ 379,979 570,617 87,251 99 400 . 37,247 $ 37,517 • a 230,000 205,000 30,000 24 000 526 517 $1,633,764 s $ (242,376) 365,812 I 0 r: i r T 4 I: k T FLutW' lLilcu BY JORM MICROLAB RECEIPT: Road Use Tax Interest Income TOTAL RECEIPTS • CEDAR RAPIDS AND 'DES I "IES, 1051 Y ROAD USE TAX FY79 EXPENDITURES: TRANSFERS - Operations: Traffic Control Street System Maintenance Encumbrances and Carryovers Amendment -Vehicle Pool Costs SUBTOTAL Capital Improvement: Asphalt Street Sealing Equip. Serv. Building Modifications Asphalt Resurfacing Gilbert/Bowery Signalization Alley Projects (Iowa State Bank & Trust Drive-in & Bowery) SUBTOTAL TOTAL EXPENDITURES EXPENDITURES OVER RECEIPTS BEGINNING BALANCE ENDING BALANCE BUDGET FY79 $ 931,008 24,000 995,008 $ 379,706 570,617 950;596 $ 37,517 205,000 242.5 7 $1,193,113 $ (198,105) 238,105 $ 11 REVISIONS NEEDED $ 436,380 436 380 87,251 99.400 186,651 25,000 205,000 30,000 24 000 284 000 $ 470,651 $ (34,271) 127,707 93J36 �IdICROFILMED BY JORM MICR+LAB ••�� CEDAR RAPIDS • DES MOINES REVISED BUDGET FY79 $1,367,388 24,000 1 391 388 $ 379,979 570,617 87,251 99 400 . 37,247 $ 37,517 • a 230,000 205,000 30,000 24 000 526 517 $1,633,764 s $ (242,376) 365,812 I 0 Qi�i�il-MLU BY JORM 141CROLAB CEDAR RAPIDS AND DESP10 .`IIS, '.Ow GENERAL REVENUE SHARING FY78 BUDGET VS. ACTUAL * Carryovers needed. 12 1 tdlCROFI LIdED BY JORM MICR+LAB l CEDAR RAPIDS • DES MOINES OVER (UNDER) BUDGET $ 53,469 30 230 83 699 (26,154) (45,000) 2,922 (88,835)* (7,500)* (15,000)*. I. -- f 179 567) i BUDGET ACTUAL RECEIPTS: Revenue Sharing $ 520,000 $ 573,469 30 230 Interest Income 520.000 603 699 TOTAL EXPENDITURES: Operations - $ 153,534 $ 153,534 Aid to Agencies General Fund Capital Outlay 121,308 95,154 55,000 Mass Transportation 100,000 164,862 164,862 Refuse Collection Fire (Pumper) 70,549 70,549 Purchase Premium on Investment -- 2,922 Capital Improvement - Air Conditioning -Civic Center 88,835 -- 24,881 Equipment Repair Facility 24,881 7,500 -- Animal Shelter Study 19,000 4,000 Library Study 157,620 157,620 Showers Property Downpayment-Old Post Office 25,000 25,000 1 745 Policewomen Locker Room 1 745 755 267 TOTAL - 934.834 $ (151,568) EXPENDITURES OVER RECEIPTS BEGINNING BALANCE 409,810 ENDING BALANCE (6-30-78) $ 256.242 * Carryovers needed. 12 1 tdlCROFI LIdED BY JORM MICR+LAB l CEDAR RAPIDS • DES MOINES OVER (UNDER) BUDGET $ 53,469 30 230 83 699 (26,154) (45,000) 2,922 (88,835)* (7,500)* (15,000)*. I. -- f 179 567) i Mt LoWhiLMEU BY JORM 141CROLAB RECEIPTS CEDAR RAPIDS AND GENERAL REVENUE SHARING FY79 BUDGET FY79 S REVISIONS REVISED BUDGET NEEDED FY79 $ 100,390 $ 634,568 10 000 100 390 644,568 14,000* 14 000 $ 88,835* 7,500* 15,000* 10 000** 121,335 $ 135,335 $ (34,945) z 258,101 223,156 * Carryovers.from FY78 budget. ** Amendment needed as acutal bid came in at $30,000 for this project. 13 f I4ICROFILMEO BY I JORM MICFzt+LA6 CEDAR RAPIDS • DES MOINES $ 153,534 14,000 213 285• 380,8191 $, 88,835 7,500 15,000 150,000 7,500 30 000 298 835. $ 679,654 E (35,086) 258,242 .t 223,156 x I s ft p Revenue Sharing $ 534,178 {- Interest Income 10 000 544 178178 TOTAL RECEIPTS t EXPENDITURES, TRANSFERS: R a Operation & Maintenance - $ 153,534 Aid to Agencies L t General Fund Capital Outlay _ Mass Transportation 213 285 366.819 SUBTOTAL Capital Improvements - Civic Center Air Conditioning\\W'V' $ -- Animal Shelter Study -- Library Study Remodeling U -Smash -Em Building 150,000 Transit Oper. & Maint. Facility 7,500 City Park Tennis Court Overlay 20 000 SUBTOTAL 177,500 TOTAL EXPENDITURES $ 544,319 c•,, -• RECEIPTS OVER EXPENDITURES $ (141) BEGINNING BALANCE 141 ENDING BALANCE S REVISIONS REVISED BUDGET NEEDED FY79 $ 100,390 $ 634,568 10 000 100 390 644,568 14,000* 14 000 $ 88,835* 7,500* 15,000* 10 000** 121,335 $ 135,335 $ (34,945) z 258,101 223,156 * Carryovers.from FY78 budget. ** Amendment needed as acutal bid came in at $30,000 for this project. 13 f I4ICROFILMEO BY I JORM MICFzt+LA6 CEDAR RAPIDS • DES MOINES $ 153,534 14,000 213 285• 380,8191 $, 88,835 7,500 15,000 150,000 7,500 30 000 298 835. $ 679,654 E (35,086) 258,242 .t 223,156 x I s R a L t S REVISIONS REVISED BUDGET NEEDED FY79 $ 100,390 $ 634,568 10 000 100 390 644,568 14,000* 14 000 $ 88,835* 7,500* 15,000* 10 000** 121,335 $ 135,335 $ (34,945) z 258,101 223,156 * Carryovers.from FY78 budget. ** Amendment needed as acutal bid came in at $30,000 for this project. 13 f I4ICROFILMEO BY I JORM MICFzt+LA6 CEDAR RAPIDS • DES MOINES $ 153,534 14,000 213 285• 380,8191 $, 88,835 7,500 15,000 150,000 7,500 30 000 298 835. $ 679,654 E (35,086) 258,242 .t 223,156 x I s rlii,iWr1LMLU BY JURM MICROLAB CEDAR RAPIDS AND $ 751,131 14 MICROFILMED BY JORM MICF4+LAB J / CEDAR RAPIDS • DES MOINES GENERAL FUND k At 6-30-78 the General Fund -Fund Balance equaled $1,196,067. This exceeded the projected figure by approximately $360,000 primarily due to budgeted expenditures exceeding actual expenditures by $440,000. However, encumbrances and carry-overs at 6-30-78 amounted to $270,000 so in actuality, the budget - s exceeded actual FY78 costs by only $170,000. Encumbrances are those items ordered or purchased prior to 6-30-78 but not paid for until FY79. Carry-overs are made for major items items which were budgeted for in FY78 but the actual purchase was deferred until FY79. Actual receipts for FY78 fell below budgeted receipts. "Revenue From Use of Money and Property" less was than budget because interest income which had previously been put in the General.Fund is now deposited into the fund in which the idle funds exist. "Transfers In" were lower than t budget estimates due to the following: BUDGET ACTUAL ACTUAL OVER (UNDER) BUDGET Road Use Tax -Streets $808,792 $776,780 ($32,012) Road Use Tax -Traffic Control 358,870 305,609 General Revenue ( 53,261) Sharing -Transit 100,000 55,000 ( 45,000) General Revenue Sharing -General Fund Capital Outlay 121,308 95,154 LgEL154 $ 156 427 If my prior recommendations regarding transfers to and from the General Fund are approved, the following will be the resulting status of the General Fund balance: 6-30-78 Fund Balance $1,196,067 Encumbrances and Carry -Overs ( 271,605) -' Revenue Carryovers: General Revenue Sharing 14,000 j Road Use Tax 87,251 j Transfer from Special Assessments 175,788 Transfer to Equipment Maintenance ( 426,411) I Transfer to Refuse Collection 23,95 $ 751,131 14 MICROFILMED BY JORM MICF4+LAB J / CEDAR RAPIDS • DES MOINES hlikI(UrILMLU by JURM 141CROLAB FY79 State Transit Grant: CEDAR RAPIDS AND Actual $164,293 g5 707) Budget 250,000 $665,424 In addition, the recent judgment regarding the back rent on the Recrea- tion Center parking lot will probably need to be paid out of the General Fund as funds are not currently available in the Parking Revenue Fund due to the upcoming construction of the parking ramps. Parking revenue generated by the lot amounts to under $4,000 annually and therefore the existence of the lot for parking can be surmised to benefit the Recrea- tion Center (General Fund) more than the parking system (Parking Revenue Fund). Payment of the back rent out of the General Fund would reduce the fund balance further to $557,424. Using this as the beginning fund balance for FY79, the fund balance. projected for 6-30-79 would be: Beginning Balance $ 557,424 Budgeted Receipts, FY79 7,697,516 Budgeted Disbursements. FY79 7,784,103 $ 470,837 Less Insurance Reserve 200,000 Ending Balance $ 270,837 It is imperative that an effort be made to increase the General Fund - Fund Balance. One alternative is the use of available general revenue sharing monies to fund budgeted expenditures in the General Fund. Another alternative is to review current and proposed user's fees to. investigate any possible increase in revenue from this source (i.e., refuse collection fee, the various recreation user fees, subdivision reviews and inspections, etc.)' I am not suggesting an overzealous effort to increase fees, but some increases may be in order at this time based upon actual cost of providing the service and consideration of who should provide this funding, all taxpayers vs. actual users. By all means, careful consideration must be given prior to approval of expanded or -new services, programs, or projects which must be funded by the General Fund. Currently, new projects which will place increased financial demands upon the General Fund in future years are the Senior Center operations, maintenance of the pedestrian mall, and operation of the new Library building. In addition, a decision similar to that of purchasing additional buses should be analyzed for all associated costs. Not only must the initial capital outlay be funded, but the future costs of additional salaries, fringe benefits, operating and maintenance costs must be taken into consideration. With the upcoming reduction of CDBG 15 MICROFILMED BY DORM MICR+LAB I, CEDAR RAPIDS • DES MOINES - A MWAW1 iLi1LU BY JURP1 14ICROLAB CEDAR RAPIDS AND DES funding, some difficult decisions may be necessary regarding the current CDBG-funded programs and whether to fund the continuation of such programs with General Fund monies. (i.e., Code Enforcement, Comprehensive Plan update). I do advise that both staff and Council review all such future requests for both current and future cost to the City. The prospect of an ending balance of $270,837 definitely means that some belt tightening is in order both during the rest of FY79 and in preparation of the FY80 budget. This balance could be reduced even further if the Recreation Center parking lot is purchased from the railroad (estimated cost is $200,000). Another consideration is the effect the fund balance reduction could ultimately have on the City's bond rating. Although investors are not too concerned with the amount of the fund balance, they are extremely concerned with the comparison to total receipts to total disbursements. And, total disbursements continuously exceeding total receipts does nothing to show financial stability. For obvious reasons, investors prefer that receipts exceed or equal disbursements. This has not been the case for the City of Iowa City in the past few years and FY79 will be no exception. Demands placed upon General Fund resources are growing at such a rate that close financial monitoring will be necessary in the future and it is for this reason that I request that I be kept informed of all unbudgeted expenditures or unbudgeted projects which are presented to the Council for approval during the year. The City is at the financial point where a decision to expend money for an unbudgeted item may have to be made concurrently with a decision being made on what budgeted item will be omitted to provide the necessary funding. I41CROFILMED BY • JORM MICR+LA9 1 CEDAR RAPIDS • DES MOINES 0 1 I i i I i MWAW1 iLi1LU BY JURP1 14ICROLAB CEDAR RAPIDS AND DES funding, some difficult decisions may be necessary regarding the current CDBG-funded programs and whether to fund the continuation of such programs with General Fund monies. (i.e., Code Enforcement, Comprehensive Plan update). I do advise that both staff and Council review all such future requests for both current and future cost to the City. The prospect of an ending balance of $270,837 definitely means that some belt tightening is in order both during the rest of FY79 and in preparation of the FY80 budget. This balance could be reduced even further if the Recreation Center parking lot is purchased from the railroad (estimated cost is $200,000). Another consideration is the effect the fund balance reduction could ultimately have on the City's bond rating. Although investors are not too concerned with the amount of the fund balance, they are extremely concerned with the comparison to total receipts to total disbursements. And, total disbursements continuously exceeding total receipts does nothing to show financial stability. For obvious reasons, investors prefer that receipts exceed or equal disbursements. This has not been the case for the City of Iowa City in the past few years and FY79 will be no exception. Demands placed upon General Fund resources are growing at such a rate that close financial monitoring will be necessary in the future and it is for this reason that I request that I be kept informed of all unbudgeted expenditures or unbudgeted projects which are presented to the Council for approval during the year. The City is at the financial point where a decision to expend money for an unbudgeted item may have to be made concurrently with a decision being made on what budgeted item will be omitted to provide the necessary funding. I41CROFILMED BY • JORM MICR+LA9 1 CEDAR RAPIDS • DES MOINES 0 1 H twWlr 1LMLu BY JORM MICROLAB • CEDAR RAPIDS ANU I^ City of Iowa City MEMORANDUM DATE: November 16, 1978 TO: City Council FROM: Rosemary Vitosh, Director of Finance �V RE: 1st Quarter Management -By -Objective Report Attached are the first quarter Management -By -Objective reports for the Finance Department. Discussion of these will be at the November 21, 1978, informal meeting in conjunction with my report on the City's Financial Condition. I4ICROFIL14ED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES t.iutUriLMLu BY JORM MICROLAB 1 CEDAR RAPIDS AND DE MANAGEMENT BY OBJECTIVES DEPARTMENT: FINANCE QUARTER: FIRST OF FY79 DECISION UNIT: FINANCE ADMINISTRATION Fiscal Year Objectives: 1. To analyze the accrual accounting system after a six month use period to determine its effectiveness and usefulness to City staff. March, 1979. 2. To review the fiscal policy and make recommendations by December, 1978. 3. To provide a risk management program of accident prevention, insurance purchasing, and claims adjustment by December, 1978. Work completed: 1. The accrual accounting system is not yet setup. Computerization of the accrual accounting format for our financial records is expected to be completed by 12-31-78. Therefore, no work has been done on this objective. 2. Recommendations will be made along with the presentation to Council on the City's Financial Condition in November, 1978. 3. No progress has been made on this. Analysis: Much of Finance Administration's time during the first quarter was devoted to the FY80 budget planning, the $2,500,000 G. 0. bond issue sold in August, 1978, the parking revenue bond issue to be sold in November, 1978, and the FY78 audit. Expenditures Budget This Quarter % 6000 $132,224 $13,043 9.8 7000 740 130 17.5 8000 7,950 2,097 26.3 9000 301,947 69,640 23.0 TOTAL $442,861 $84,910 19.1 Y 141CROFILMED BY I JORM MICR+LAB I CEDAR RAPIDS • DES MOINES i 14il.KJi iLHU BY JURN MICROLAB CEDAR RAPIDS AIID DE MANAGEMENT BY OBJECTIVES Department: Finance Quarter: First Decision Unit: Central Procurement and Services Fiscal Year Objectives: 1. Rewrite Purchasing Manual to detail to departments requirements for consistent purchasing support - January 1, 1979. 2. Increase competitive bidding by increasing number of specifications for City used commodities by 15% - June 30, 1979. 3. Conduct a study with Northwestern Bell and an independent telephone company to encompass present telephone system vs. new and NWB vs. independent company for service and cost savings - Proposed November 15, 1978 - Recommendation March 1, 1979. 4. Produce a 30% increase in impression volume and turnaround time in the Print Shop by reorganizing work flows and procedures. June 30, 3.979.. Work Completed: 1. Letters written and sample Purchasing Manuals and procurement information received. Possible revisions of present manual discussed and reply received from Legal. 2. Letters written to State and other City agencies to obtain sample specifications of commodities and services. 3. Proposals received mid August, 1978. Due to proposals not being similar enough to compare nor encompassing the entire City operation, companies are reevaluating the City operation and will make new recommended proposals by November 15, 1978. 4. Operator has been given new guidelines to run the print shop by with 50% of work being turned around in 24 hours and no work being sent out to outside services as of this date with no overload being experienced. in the Print Shop. Analysis: The achievement of the above objectives will help to insure that the Central Procurement &Services Division is providing its support services was hole and each doing, the operatin unit will be en efficiencies of the City as a hanced Expenditures Budget This Quarter % 6000 55,538 11,875.70 21% 7000 1,350 359.99 26% 8000 35,500 7,624.22 21% 9000 6,000 43.71 1% TOTAL 98.388 19,903.62 20% Kc. t MICROFILMED BY JORM MICR+LAB I CEDAR RAPIDS • DES MOINES i 14il.KJi iLHU BY JURN MICROLAB CEDAR RAPIDS AIID DE MANAGEMENT BY OBJECTIVES Department: Finance Quarter: First Decision Unit: Central Procurement and Services Fiscal Year Objectives: 1. Rewrite Purchasing Manual to detail to departments requirements for consistent purchasing support - January 1, 1979. 2. Increase competitive bidding by increasing number of specifications for City used commodities by 15% - June 30, 1979. 3. Conduct a study with Northwestern Bell and an independent telephone company to encompass present telephone system vs. new and NWB vs. independent company for service and cost savings - Proposed November 15, 1978 - Recommendation March 1, 1979. 4. Produce a 30% increase in impression volume and turnaround time in the Print Shop by reorganizing work flows and procedures. June 30, 3.979.. Work Completed: 1. Letters written and sample Purchasing Manuals and procurement information received. Possible revisions of present manual discussed and reply received from Legal. 2. Letters written to State and other City agencies to obtain sample specifications of commodities and services. 3. Proposals received mid August, 1978. Due to proposals not being similar enough to compare nor encompassing the entire City operation, companies are reevaluating the City operation and will make new recommended proposals by November 15, 1978. 4. Operator has been given new guidelines to run the print shop by with 50% of work being turned around in 24 hours and no work being sent out to outside services as of this date with no overload being experienced. in the Print Shop. Analysis: The achievement of the above objectives will help to insure that the Central Procurement &Services Division is providing its support services was hole and each doing, the operatin unit will be en efficiencies of the City as a hanced Expenditures Budget This Quarter % 6000 55,538 11,875.70 21% 7000 1,350 359.99 26% 8000 35,500 7,624.22 21% 9000 6,000 43.71 1% TOTAL 98.388 19,903.62 20% Kc. t MICROFILMED BY JORM MICR+LAB I CEDAR RAPIDS • DES MOINES I'11L1(Ut iL&1J by JOHM 111CROLAB CEDAR RAPIDS AND �1 141CROFILMED BY ( 4 JORM MICR+LAB CEDAR RAPIDS • DES MOINES I MANAGEMENT BY OBJECTIVES v Department: Finance Quarter: 1st of FY79 i Decision Unit: Accounting h�h Fiscal Year Objectives: P 1. Study the current activities in the division, such eaccounts to dettermine the receivable and assisted housing rent checks, in order computerization. January, 1979. feasibility of additional 2. Provide all departments and divisions with enough information and guidelines to enable them to have a complete understanding of accrual accounting. October, 1978. 3. Implement an orientation procedure to familiarize new department and division heads with the Accounting Division's activities and abilities. March, 1979. 4. Phase in increased key -entry activity during FY79 to handle an estimated 30% growth in EDP systems. June, 1979. Work Completed: 1. A list of possible computer applications has been compiled. Analysis been as to volumes and person -hours involved has not completed. 2. No activity. A "rough" list of activities has been compiled. It needs to be t . 3. refined as to completeness and interest. e to block of mally -entry operator has committed rhas 4. The back-up key been parte key -entry work. An additional key -entry operator trained and is solely responsible for one application. Analysis: 1. Accrual accounting has not been implemented. Expenditures Budget This Quarter % 6000 $88,159 $20,041.67 22.7 7000 . 1,133 290.19 25.6 46,935 10,066.25 21.48000 9000' 660 104.98 15.9 1' TOTAL $136.887 $30.503.09 22.3 w: i; 141CROFILMED BY ( 4 JORM MICR+LAB CEDAR RAPIDS • DES MOINES I W,�<Ui iLi'ILu BY JORM MICROLAB CEDAR RAPIDS AND MANAGEMENT BY OBJECTIVES Department: Finance Quarter: First FY79 Decision Unit: Treasury Fiscal Year Objectives: 1. Develop schedule for and coordinate cash flow for maximization of interest on idle funds by August, 1978. 2. Computerize traffic tickets by June, 1979. 3. Work toward obtaining 90% actual readings for utility billings and prepare public information handouts by December, 1978. Work Completed: 1. Coordinated checks written with transfers from the savings account so that all idle funds are earning interest until actually used for operating expenses. Opened savings accounts for Police and Fire Retirement Systems. 2. Rewrote court procedure and worked with attorneys and county offi- cials to set up workable system. This is one step needed for traffic ticket computerization. 3. Tabulated readings, tallied complaints and worked with Water Super- intendent to interpret this information for use in obtaining a higher percentage of readings. We rewrote the customer service card and have handouts of the agreement plus the card with present rates. Analysis: - The control on idle funds has increased the annual interest income by a minimum of $1,500. - The computerization of traffic tickets has not been scheduled at this time but will be given priority after the lst of the year. - Installation of NORs in specific houses and moving forward the installation on some areas will enable us to get readings in present areas where access to inside meters is not available. The handout information brings to the customr's attention that he has signed a working agreement with responsibilities on the part of the customer and the City. Expenditures Budnet This Quarter % 6000 $137,344 $30,315.70 22.07 7000 1,565 346.21 22,12 8000 48,245 10,067.46 20.87 9000 600 262.18 43.70 TOTAL $187,754 $40,991.55 21.83 {' tdICROPILIAED BY JORM MICR+LAB �CEDAR RAPIDS • DES MOINES P I 1 W,�<Ui iLi'ILu BY JORM MICROLAB CEDAR RAPIDS AND MANAGEMENT BY OBJECTIVES Department: Finance Quarter: First FY79 Decision Unit: Treasury Fiscal Year Objectives: 1. Develop schedule for and coordinate cash flow for maximization of interest on idle funds by August, 1978. 2. Computerize traffic tickets by June, 1979. 3. Work toward obtaining 90% actual readings for utility billings and prepare public information handouts by December, 1978. Work Completed: 1. Coordinated checks written with transfers from the savings account so that all idle funds are earning interest until actually used for operating expenses. Opened savings accounts for Police and Fire Retirement Systems. 2. Rewrote court procedure and worked with attorneys and county offi- cials to set up workable system. This is one step needed for traffic ticket computerization. 3. Tabulated readings, tallied complaints and worked with Water Super- intendent to interpret this information for use in obtaining a higher percentage of readings. We rewrote the customer service card and have handouts of the agreement plus the card with present rates. Analysis: - The control on idle funds has increased the annual interest income by a minimum of $1,500. - The computerization of traffic tickets has not been scheduled at this time but will be given priority after the lst of the year. - Installation of NORs in specific houses and moving forward the installation on some areas will enable us to get readings in present areas where access to inside meters is not available. The handout information brings to the customr's attention that he has signed a working agreement with responsibilities on the part of the customer and the City. Expenditures Budnet This Quarter % 6000 $137,344 $30,315.70 22.07 7000 1,565 346.21 22,12 8000 48,245 10,067.46 20.87 9000 600 262.18 43.70 TOTAL $187,754 $40,991.55 21.83 {' tdICROPILIAED BY JORM MICR+LAB �CEDAR RAPIDS • DES MOINES P ILMLu by JURM 141CROLAB r-� CEDAR RAPIDS AND MANAGEMENT BY OBJECTIVES DEPARTMENT: FINANCE QUARTER: 1ST FY79 DECISION UNIT: WORD PROCESSING FISCAL YEAR OBJECTIVES: 1. Train employees on equipment - ongoing. 2. Develop procedures for Center use - July, 1978. 3. Orient all staff to the Center - ongoing. 4. Perform typing assignments in a timely manner - ongoing. 5. Maintain records of Center usage - ongoing. WORK COMPLETED: 1. Two mag card operators completed training on new mag card typewriters. All center personnel also trained on high speed printer. Basics of operation have now been learned; building technical expertise will be ongoing. 2. Supervisor completed an operator's manual detailing specific procedures to follow in completing documents. Used as a training and reference tool to insure consistent uniform work procedures are followed. 3. 47 people have been trained and have access to the central dictation system. Procedural manuals for Center users have been distributed to familiarize users with WPC procedures and standard formats. Newsletters keep staff up to date on new developments and give reminders on correct procedures to use. 4. At the end of the first quarter, average turnaround of dictated work (calculated from check-in to check-out time) was 2.3 hours. In order to phase in more dictators, this turnaround may increase but still will meet the timeliness standard. 5. Records are now kept for each document produced and have and will be used• to make management decisions. Data is used to calculate turnaround, use of dictation, number of lines produced, types of lines produced, and production by operator. ANALYSIS: This quarter has seen substantial progress in meeting this year's goals. Effort the rest of this year will center around maintaining these in the face of additional workload. Therefore, emphasis will be placed on refining work procedures to make best use of personnel and equipment resources in the WPC. The fifth objective of maintaining detailed records will be instrumental in calculating charge back costs to departments in FY80. 14ICR0I IL14ED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I I I f i ILMLu by JURM 141CROLAB r-� CEDAR RAPIDS AND MANAGEMENT BY OBJECTIVES DEPARTMENT: FINANCE QUARTER: 1ST FY79 DECISION UNIT: WORD PROCESSING FISCAL YEAR OBJECTIVES: 1. Train employees on equipment - ongoing. 2. Develop procedures for Center use - July, 1978. 3. Orient all staff to the Center - ongoing. 4. Perform typing assignments in a timely manner - ongoing. 5. Maintain records of Center usage - ongoing. WORK COMPLETED: 1. Two mag card operators completed training on new mag card typewriters. All center personnel also trained on high speed printer. Basics of operation have now been learned; building technical expertise will be ongoing. 2. Supervisor completed an operator's manual detailing specific procedures to follow in completing documents. Used as a training and reference tool to insure consistent uniform work procedures are followed. 3. 47 people have been trained and have access to the central dictation system. Procedural manuals for Center users have been distributed to familiarize users with WPC procedures and standard formats. Newsletters keep staff up to date on new developments and give reminders on correct procedures to use. 4. At the end of the first quarter, average turnaround of dictated work (calculated from check-in to check-out time) was 2.3 hours. In order to phase in more dictators, this turnaround may increase but still will meet the timeliness standard. 5. Records are now kept for each document produced and have and will be used• to make management decisions. Data is used to calculate turnaround, use of dictation, number of lines produced, types of lines produced, and production by operator. ANALYSIS: This quarter has seen substantial progress in meeting this year's goals. Effort the rest of this year will center around maintaining these in the face of additional workload. Therefore, emphasis will be placed on refining work procedures to make best use of personnel and equipment resources in the WPC. The fifth objective of maintaining detailed records will be instrumental in calculating charge back costs to departments in FY80. 14ICR0I IL14ED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I I I f fJiL.RUIiLMLU BY JURM MICROLAB CEDAR RAPIDS AND DES ',IOINES, IOWA I FExpenditures Budget This Quarter % 6000 45,036 9,566 21 fp 4,800 1,331 28 8000 4,906 1,041 21 9000 28,750 13,342 46 TOTAL 83,492 25 30 FExpenditures Budget This Quarter % 6000 45,036 9,566 21 7000nditu 4,800 1,331 28 8000 4,906 1,041 21 9000 28,750 13,342 46 TOTAL 83,492 25 30 141CROFILMED By JORM MICR+LAS CEDAR RAPIDS - DES MOINES A MIWW1ILNILU BY JURM I.IICROLAB f"� CEDAR RAPIDS AIID 'DES MANAGEMENT BY OBJECTIVES Department: Finance Quarter: 1st of FY79 Decision Unit: Parking Operations and Maintenance Fiscal Year Objectives: ir program in order to decrease trouble To expand meter cleaning and repa calls. By June 30, 1978. Work Completed: In the first quarter of FY79 we received 639 complaints of faulty meters of which 434 were found defective. 263 meters were found defective in the first quarter of FY78. parking spaces FY76 we had 8 meters vandalized and repaired compared to 78 in FY79- In Both municipal lot booths were vandalized and repaired. 35 car6parking lot was and meters were converted to handicapped parking. installed at the old Post Office. The collection system was modified to provide more security. Analysis: During the first quarter of FY79 approximately 25% of the meters in operation were found defective at some as comparased fromo 16% in 56,876.62 to Meter revenue during this same p e acconts for the 60 636.17, an increase of 6.6%. The increase in usage increase in defective meters. The meter cleaning was not accomplished this quarter due to the increase in additional tasks performed..• Bud et This r % Expenditures ._ 6000 47,091.00 8,705.57 18.4 7000 4,050.00 1,777.24 35.2 8000 21,540.00 11,248.34. 52.2 9000 --- 470.00 TOTAL 72.681.00 22.201.15 30.5 MICROFILMED BY A it DORM MIGR¢LAB CEDAR RAPIDS • DES MOINES i t I•ll�i<OE iLi•tEJ BY DORM MICROLAB ra 1 CEDAR RAPIDS AND DES MANAGEMENT BY OBJECTIVES C Department: Finance Quarter: 1st of FY79 Decision Unit: Parking Enforcement Fiscal Year Objectives: 1. Maintain effective enforcement of the on and off street parking facilities and to operate the municipal parking lot during FY79. 2. To maintain the level of revenue during FY79 at approximately the same as FY78 through enforcement. Work Completed: During the first quarter of FY79 the number of tickets issued increased to 24,882 from 22,545 issued in the first quarter of FY78. Meter revenue increased from $56,876.62 to 60,636.17. The municipal lot has been operated throughout the first quarter. There has been a decrease in'revenue from $23,006.42, FY78, to $22,181.21, FY79, but an increase in the number of customers using the lot from 56,890, FY78 to 68,826, FY79. Analysis: Parking Enforcement has met its objectives for the first quarter of FY79. The restructuring of the rates at the municipal lot have caused the desired effect by decreasing the number of long-term parkers and increasing usage by short-term parkers. Expenditures Budget This Quarter % 6000 74,178 16,835.54 22.6 7000 1,097 --- 0 8000 5,700 1,817.02 31.8 9000 --- --- TOTAL $80,975 $18,652.26 23.0 Y.I M IdLROFILMEO BY ' JORM MICR#LA13 ' CEDAR RAPIDS •DES MOINES I l'lfi,l<U�1LMLU BY JORM MICROLAB New Issue Date of Sale: November 21, 1978 1:00 P.M., C.S.T. CEDAR RAPIDS APID D I 1 i Investment Ratings: Applied For OFFICIAL STATEMENT Interest Exempt, In Opinion of Bond Counsel, From All Present Federal Income Taxes $5,200,000 CITY OF IOWA CITY, IOWA Parking Facilities Revenue Bonds, Series 1978 Y Dated December 1, 1978 Due Serially 1982-2003, incl. Coupon Bonds Denomination $5,000 Registrable As To Principal Only Principal and semiannual interest (January 1 and July 1) will be payable at the Office of the City Treasurer, Iowa City, Iowa. First coupon due July 1, 1979. $105,000 ........................ 1982 115,000 ........................ 1983 120,000 ........................ 1984 130,000 ........................ 1985 140,000 ........................ 1986 150,000 ........................ 1987 160,000 .... I., ................. 1988 MATURITIES—July 1 $170,000 ........................ 1989 180,000 ........................ 1990 195,000 ........................ 1991 210,000 ........................ 1992 225,000 ........................ 1993 240,000 ........................ 1994 255,000 ........................ 1996 275,000 ........................ 1996 PRIOR REDEMPTION $290,000 ........................ 1997 310,000 ........................ 1998 335,000 ........................ 1999 360,000 ........................ 2000 385,000 ........................ 2001 410,000 .................. I..... 2002 440,000 ........................ 2003 Bonds due July 1, 1982 through July 1, 1990, inclusive, are not callable prior to maturity. Bonds due July 1, 1991-2003, inclusive, are callable on any interest payment date on or after July 1, 1990 in whole or in part, in the inverse order of their maturity and within a maturity by lot, at par plus accrued interest and a premium of 67o, such premium reducing by't/2 of 17o each full year after July 1, 1990. Notice of redemption of any of said bonds shall be given by publication in a financial journal published in the City of New York and in a newspaper of general circulation in the State of Iowa once at least thirty days prior to date of redemption. PURPOSE The proceeds of these bonds will be used for the acquisition and construction of additions to the municipal parking facilities system, including multi-level facilities for the parking of motor vehicles. The need for these additions has been confirmed by Carl Walker & Associates, Inc., Consultants, Minne- apolis, Minnesota, which firm has made projections of revenue contained in this Official Statement. LEGALITY AND SECURITY These bonds, in the opinion of bond counsel, Messrs. Ahlers, Cooney, Dorwefler, Haynie & Smith, Attorneys, Des Moines, Iowa, will constitute valid and legally binding obligations of the City of Iowa City, Iowa, payable solely from the revenues of the parking system of the City in the manner set forth in the resolution authorizing them and in no event shall constitute an indebtedness of the City within the meaning of any constitutional or statutory limitation. The City will furnish the unqualified approving opinion of said bond attorneys evidencing legality of the bonds and that the interest thereon is exempt from Federal Income Taxes under current rulings and official interpretations. The information in this Official Statement has been compiled from sources believed to be reliable. but is not guaranteed. As far as any statements herein involve matters of opinion, whether or not so stated, they are intended as opinions and not as representations of fact. The Official Statement has been prepared under authority of the City of Iowa City, Iowa. Additional copies may be secured from the Financial Consultants to the City: Established 1954 PAUL D. SPEER & J460eia4 J"e. MUNICIPAL FINANCE CONSULTANTS 20 NORTH WACKER DRIVE • CHICAGO, ILLINOIS 60606 Area 312 - 346-0858 )) NicRorILMED BY :I JORM MICR+LAB ` CEDAR RAPIDS • DES MOINES zi�q I f9ILIWF W4EU BY JORM I-11CROLAB • CEDAR RAPIDS AND ULS TABLE OF CONTENTS Page The In unemployin Job Service market ave 1972;1.9 p( Major employees; (Toothbrus r.nrnnrnflny H. P. Smit process an City. Iowa 1970 Cons cities in th of the 16 e 1974 was a estimates. reports th figure of MICROFILMED BY r ."I JORM MICR+LAB I CEDAR RAPIDS - DES MOINES Maturities and Bond Details ............................................................ ............................. ............... over Page City of Iowa City: General Information and Economics ............................... .................. ........... ............ ...... ............ Commerceand Industry ... ............................................................. .................................................... 2 Financial Information: (For information only) Statementof Indebtedness .......................................... .................. ....... ............................................ 3 Valuations and Tax Information ...................................................................................................... 3 I Alibi e Stol I u GeneralFund Summary ........................ .................... .... . ... .. ................................................ ; ....... 4 Rosemary V The Parking System: Parking Facilities ......................................................... ... ............. ..... ............................ ............. ... 4-5 Iowa C Z Z Parking Rates ................................................................................ ................................................. ...... 6 Des Moines, City was re "X The New Ramps ....................................................... ......... ...... ........ ... .............................................. 5 estimate the Parking System Historical Operations ................................................................... .......................... 6 University 1960 and du of 21 square Bond Resolution: The lar� Flow of Funds ........................................... .............. ........................................................................... .... 6-7 in enrollmer 7 professional Parity Bonds ........................................................................................................................... ............ At the start General Covenants ................................... ........................................................................................ ...... 7-8 1523,327.! L The go, Authorization and Certification .................................................................................................................... 8 elected. by t tive functijie c Flow of Funds Table 9 supervises I force and a .................................................................................................................................... wells) and Notice of Sale ............................................... ...... ... .. ...... .......... ........ ........ ..... ..... .. .... ......... Back Cover treatment r also operate from this be of t] section and around subsidized f The edi administers total >enrol combined e programs p enjoys 27 p and three I churches in The In unemployin Job Service market ave 1972;1.9 p( Major employees; (Toothbrus r.nrnnrnflny H. P. Smit process an City. Iowa 1970 Cons cities in th of the 16 e 1974 was a estimates. reports th figure of MICROFILMED BY r ."I JORM MICR+LAB I CEDAR RAPIDS - DES MOINES Mii�,tWtiL;1lLii BY JORt4 1•IICROLAB CEDAR RAPIDS AIID DE ��•� w� MICROFILMED BY i JORM MICR+LAM CEDAR RAPIDS • DES MOINES - ,� rl CITY OF IOWA CITY Page Johnson County, Iowa Cover Page Robert Vevera, Mayor City Council ..................• I John Balmer, Mayor Pro Tem Mary C. Neuhauser .................... 2 Carol IV. deProsse David Perret Clemens Erdahl Glenn E. Roberts 3 City Officials Neal G. Berlin, City Manager Abbie Stolfus, City Clerk John W. Hayek, Attorney Rosemary Vitosh, Director, Department of Finance Nancy Heaton, Treasurer GENERAL INFORMATION ..................... 4-5 Iowa City is located in the central eastern section of the State approximately 115 miles east of ..................... 5 Des Moines, 20 miles south of Cedar Rapids and 55 miles west of Davenport. The population of the 5 City was reported as 47,747 in a Special Census as of January 1, 1975, and City officials presently ..................... estimate the population as 51,550. Iowa City is the seat of Johnson County and the home of the State •...•„•,••.•....•... 6 University of Iowa. The 1970 Census population was 46,850 reflecting an increase of 41 percent over 1960 and during the same period the City's land area increased from 8 square miles to its present size of 21 square miles. The large increase in population during the 1960's was caused primarily by the significant increase ..................... 6-7 in enrollment at the State University of Iowa. In 1960, total enrollment (undergraduate, graduate and _. q professional levels) was 11,113 and in 1970 it totaled 20,322 showing an increase of 111.13 percent. ............... ' At the start of the 1978-1979 academic year, enrollment was 23,023 and the projection for 1980-1981 ..................... 7-8 is 23,327. Long range projections predict an enrollment of 20,050 in 1987-1988. The governing and legislative body of the City consists of a seven man council with the Mayor ..................... 8 elected by the Council from its own members. Since 1951, the Council has unified its administra- tive functions through its City Manager who, as administrative head of the City government, 9 supervises the performance of the 380 full-time municipal employees including a 54 man police ..................... force and a 51 man fire department. The City owns and operates its water supply (Iowa River and - wells) and distribution system and a sewage collection and treatment system (with secondary Back Cover treatment provided). Virtually the entire City has separate storm and sanitary sewers. The City also operates a municipal off-street and on -street parking system in the downtown area. The proceeds from this bond issue will be used to make additions to that system which is described in detail in another section of this Statement. In late 1971, the City began the operation of a transit system (buses) in and around the City which currently consists of 12 routes, 13 hours per day, 6 days per week, with a subsidized fare of 25C. It is expected to carry more than 1,500,000 riders in fiscal year 1978. The educational needs of the City are provided by the Iowa City Community School District which administers 16 elementary schools, three junior high schools and two high schools having a combined total enrollment of 9,048. In addition, the parochial elementary school and high school have a total combined enrollment of 745. The University of Iowa sponsors many cultural events and athletic programs providing Iowa City residents with year-round activities and entertainment. The community enjoys 27 parks covering 430 acres with 11 supervised playgrounds and three public swimming pools, and three public and two private golf coarses. All leading denominations are represented by the 42 churches in Iowa City. The City's public library houses 124,167 volumes and has a circulation of 437,690. ECONOMICS The Iowa City labor market (Johnson County) has a long history of minimum unemployment. The unemployment rate for June, 1978 was 2.5 percent (unadjusted) according to the Iowa Department of Job Service while the statewide figure was 3.8 percent. In recent selected ,years the Iowa City labor market average annual unemployment rates have been as follows: 1,8 percent in 1970; 2,3 percent in 1972; 1.9 percent in 1974; and 2.1 percent in 1976. Major employers in the City are the State University of Lown (the largest employer) with 11,594 employees; University Hospital, 4,532; Veteran's Administration Hospital, 1,,000; Owens Brush Co. (Toothbrushes), 450; Sheller Globe Corp. (Urethane Foam Products), 535; Westinghouse Learning Corporation (Educational Testing Services), 525; Proctor & Gamble (Toiletries), 350; American College Testing, Inc„ 450; Northwestern Bell Telephone, 270; and Moore Business Forms with 240 employees, H. P. Smith and Company, a subsidiary of Phillips Petroleum Co., which operates a paper conversion process and H. J. Heinz Co., which has a regional warehouse, have just recently been established in the City. Iowa City residents are well above average in terms of housing and income. Statistics from the 1970 Census indicate that median value of owner occupied homes in the City was the highest of the 16 cities in the State with a population of 25,000 or more. Median family income was at the midway point of the 16 city group but per capita money income was the third highest. Per capita money income in 1974 was up 47.5 percent over the 1969 amount reported in the 1970 Census, according to Census Bureau estimates. The Survey of Current Business published by the United States Department of Commerce V i reports that per capita personal income for Johnson County in 1976 was $5,803 and gives a statewide figure of $6,239. 1 p; ��•� w� MICROFILMED BY i JORM MICR+LAM CEDAR RAPIDS • DES MOINES - 1 III MILK i i0ED 8Y JORM 1-11CROLAB CEDAR RAPIDS AtID '1 v'� l $28,761 U.S. Census Figures 1967.............................................................. ..._................ 432 125,920 54 hledian 5ledian i 1972.................................................................................... i III MILK i i0ED 8Y JORM 1-11CROLAB CEDAR RAPIDS AtID '1 v'� �"_ $ 84,322 39 $28,761 U.S. Census Figures 1967.............................................................. ..._................ 432 125,920 54 hledian 5ledian 426 20,835 1972.................................................................................... 38% Value Family Per Capita Nancy Income of Homes Income —1970 —19G9 1969 1972 1974 Iowa City .......... ._. _._._..__.._............ $23,169 $9,942 $3,028 $3,573 $4,465 Johnson County ...... _..__._.........._..... _.......................... 22,623 9,744 3,007 3,674 4,608 State of Iowa ............._ .._ _. ...... _..........__.... 14,025 9,016 2,884 3,510 4,628 Building Permits Residential Total No. Value of i Year Units Value All Permits 1974 ...................................... 170 $ 6,507,907 $12,766,238 1975 ...................................... 232 10,337,584 14,434,118 1976 ...................................... 292 17,763,310 25,372,479 � 1977 ...................................... 261 14,425,464 19,929,669 ! i, 1978• ... .. ... 177 9,095,159 16,818,828 'Seplember 30. Iowa City is served by a diverse transportation network. The Cedar Rapids Airport, located about 20 miles from downtown Iowa City, is served by both Ozark and United Airlines with numerous daily flights available. Rail service is provided by the mainline of the Chicago, Rock Island and Pacific Rail- road and by a shortline connecting Iowa City and Cedar Rapids. This connects with mainlines of the Milwaukee Road, the Illinois Central Gulf, and the Chicago and North Western. Intercity truck and bus lines operate to and through Iowa City which lies immediately south of Interstate Route 80, the main east -west interstate highway through Iowa. There are five interchanges available to and from Iowa City. Chicago is less than five hours away via the completed Interstate Highway System. As of September 30, 1978, the three banks and two savings and loan associations in the City reported total deposits of $259,396,437 and total assets of $308,857,098. COMMERCE AND INDUSTRY The Census of Business figures for the two latest periods available showed a strong increase in commercial activity between 1967 and 1972. Retail sales for the City increased 49 percent compared to ia 17 ncrease ofn55 percent; cet increase ad selected serviceor the State; sale receiptssincrea increa69 sed centrcent whilecthe Stateared reported State increase of 51 percent. Census of Business ($000) Retail Wholesale Selected Semite E b Sales Estub Sales Eslnb, Receipts Iowa City stn ' 313 �"_ $ 84,322 39 $28,761 272 $11,146 1967.............................................................. ..._................ 432 125,920 54 48,533 426 20,835 1972.................................................................................... 38% 4970 387. G97. 667. 8770 Increase 1967/72.............................................................. Retail sales in the City have continued to increase based upon information published by the Iowa Department of Revenue. The "taxable sales" shown below are based on state tax receipts and are not comparable to Census of Business figures. Fiscal Year Taxnble Sales (Ending G-30) 1975.................................................................... $140,8(30,2013 1976 ........ _......................................................... 160,123,754 1977 ................. _...... _........................................ 182,138,611 1978 ..... ................ ............................................._ 2D2,638,341 The City's manufacturing base has increased about in line will' that of the State as a whole, accord- ing to the Census of Manufactures. Value Added by manufacture increased by 44 percent over 1967- 1972 in the City and by 46 percent in the State. Census of Manufactures Iowa Value Added City Establishments by 5lnnufaclure 1967 ... ... .................................................. 21 $ 90,300,000 1972 .............................. _.............,....., ...... 36 13618001000 Major improvements are presently teller construction, or soon to be, in the downtown area of the City. Progress is being made on a $2.3 Million pedestrian mall and the projected starting date for the construction of a 200,000 square foot enclosed shopping mail is November, 1978. A new 140 room hotel containing 30,000 square feet of ground floor retail space is expected in the same area. 2 �' 141 CROFILMEO BY '` DORM .MICR+LAB (I ! CEDAR RAPIDS • DES MOINES t 3,574 3,510 1974 $4,465 4,608 4,628 port, located about ith numerous daily C and. Pacific Rail - h mainlines of the city truck and bus outs 80, the main nd from'Iowa City. n the City reported strong increase in :State reported an Selected Service Eslab. Receipts 272: $11,146 425 20,836 - 56% 87% lished by the Iowa eceipts and are not as a whole, accord - percent over 1967- 6vn area of the ig date for the new 140 room area. t.!1LlU1-1L;'ILU BY JORM 141CROLAB CEDAR RAPIDS AND FINANCIAL INFORMATION (For Information Only. These Bonds Are Not Payable From Taxes.) Statement of Indebtedness As of November 15, 1978 City Gross Assessed (Actual Value), 1077 (Not Including Moneys and Credits) ............................................ $466,467,080 Per Capita .Applicable Ratio to 1978 Pop. City Est. @ Total Percent Amount Actual 51,5550 Direct Debt* ................................................................................ $7,647,000 100.00% $ 7,647,000 2.6470 $148.34 Overlapping Debt: Johnson Count $2,370,000 49.097c 1,163,433 .251/o 22.57 Iowa City Community School District ................................ 4,831,000 69.317c 3,348,366 .72r/o 64.95 Total Direct and Overlapping Debt ....................... .......................................... ........ .I ....... I...... $12,158,799 2.61% $235.86 *Excludes $2,119,000 Nater Revenue Bonds and $1$45,000 Sewer Revenue Bonds. Also excludes $3,090,000 Irdustrial Development Revenue Bonds, principal and interest of which are payable solely from rents under a lease with the Phillips Petroleum Co. Of the direct debt, $2,065,000 are considered self-supporting as water and sewer revenacs are used annually to abate the taxes. Note: The voters of Iowa City on November 7, 1978 approved the issuance of $3,500,000 general obligation Bonds for Library purposes. These bonds will be said in 1979. Total Tax Extended $3,134,947 5,427,059 4,091,176 4,712,4GG 4,955,262 5,662,74G Current Collected $3,114,393 5,378,747 4,153,403 4,710,073 4,969,801 qj %Cullectedl Valuations Callecled Assessed for Taxing Purposes $3,166,136 Valuation For Tax as of Collection Real Personal Railroad Utility Total Assessed Jan.1 ..Year Property Property and 4,742,154 1973 ............................ 1974-75(3) ................ $ 71,264,091 $ 8,394,046 $ 4,855,441 $ 84,513,578 1974 ............................ 1976-76...................... 82,223,198 8,384,840 5,062,620 95,670,658 1975(1) ...................... 1970.77 ............... I...... 379,504,175 30,946,885 20,680,850 431,131,910 1976 ............................ 1977-78 ...................... 303,667,654 31,123,659 22,369,601 447,160,914 1977 ............................ 1978.79...................... 409,8DO,264 31,668,916 24,907,900 466,467,080 Notes: (1) Assessed value changed from 27510 of actual to 100% actual. (2) Debt limit Sha of actual. (3) Tax collection year changed from calendar year to year ending June 30. Tax Rate"1,000 Assessed Valuation City of Iowa City Iowa City Area Tax Collection Debt 111 School Johnson Total District County School Levies Year Service Pensions Other 1974-75(1) $10.265 $6.898 $46.293 $63.450 $102.477 $27.389 $8.010 1975-76(2) 4.140 7.965 30.646 42.751 57.253 22.616 2.128 1976-77...... 1.72036 1.528 7.70221 10.95057 14.92734 4.38065 .48258 1977-78....., 1.73165 .82G29 8.53874 11.09G68 15.13891 4.49937 .40666. 1978-79...... 2.47245 1.05920 8.54707 12.07872 14.85019 4.99708 .41615 Notes: (1). 1S month levy to prepare for June 30 fiscal year. (2) First new fiscal year. Taxes Extended and Collected (City Purposes Only) Total Tax Extended $3,134,947 5,427,059 4,091,176 4,712,4GG 4,955,262 5,662,74G Current Collected $3,114,393 5,378,747 4,153,403 4,710,073 4,969,801 qj %Cullectedl Total Tax Callecled 99,341/0 $3,166,136 99.1170 5,394,323 101.52% 4,193,843 99.95r/o 4,742,154 100.29% 5,014,624. In Collection ti t ICROFILMED BY ;:�5 JORM MICR+LAB 1 CEDAR RAPIDS • DES MOINES Actual Value For Debt Limit(2) $313,013,252 354,335,770 431,131,910 447,160,914 466,467,080 Total $201.332 124.647 30.74114 31.14162 32.34214 9, Total Collected 101.0 96 99.4 Vo 102.61% 100AW. 101.201/0 I I 61i L,KUHC'hU BY JORM 141CROLAB CEDAR RAPIDS AND DES 62 General Fund Summary Cash Receipts and Disbursements IS Dlnnths Fiscal Years Ending June 30 Ending , , 1979 6/30/75 197G IJ77 Audited Audited Audited Audited Budget Receipts: Property and General Taxes _.._ _ $3,964,235 lntergovernment Revenue: $4,020,061 State .... ................... _.._._..............,._._.. $1,992,576 Federal...... .......... ......_.........__.................... 535,548 Other......................................._... ................. 121,166 Subtotal ......... ..._ __. ...... $2,649,290 Charges for Services ... .... __.. _. _. $ 005,502 Licenses and Permits ........................ .... ...._. 203,339 Fines and Forfeitures ................. __. _....___. 293,993 TransfersIn ......................................... _........... 225,539 Use of Blaney and Property _.....,_. ............ 235,567 All Other ........ ...... 217,901 Total Receipts ......................_.... $5,6951366 $3,019,146 $3,348,549 $3,861,723 $4,020,061 $ 654,309 $ 584,311 $ 606,523 $ 770,000 574,354 4- 18,417 -0- -0- -0_ -G- -0- $1,228,663 $ 584,311 $ 624,940 $ 770,000 $ 604,596 $ 800,402 $ 759,017 $ 713,420 192,938 185,439 213,304 205,250 237,714 289,728 305,470 294,000 41G,375 1,783,482 1,907,038 1,581,700 96,799 80,040 49,804 65,000 102,793 92,595 97,002 39,085 $5,899,024 $7,164,546 $7,818,299 $7,697,516 Disbursements: $1,65G,b16 $1,158,671 $1,199,850 $1,727,140 $1,831,786 Administration ......... ...._........_............... _........ 1,257,782 914,112 1,013,515 1,008,440 1,164,530 Police Protection ..... 947,804 724,336 761,908 - 89.1,204 925,215 Fire Protection ... .......... ...................................- 700,466 523,654 483,382 13,247 -0- Sanitation .... ......... ....... .................._ Street System Maintenance ............................ ............ _.... 1,350,359 610,266 564,909 808,650 670,617 Mass Transportation ........................................ 745,076 503,062 692,770 781,351 999,439 793,105 Parks and Recreation ...................................... 806,056 680,263 667,909 867,760 453,968 Library ••.•••..•.•...----•-••••.. •••-•• ...... I-..•.•.••"".• 427,284 355,467 395,852 432,433 1,045,443 All Other ................... .... ......:... ... ... ........ ........... 1,093,908 841,382 1,432,463 895,242 Total Disbursements .............. $8,985,240 $6,311,003 $7,192,558 $7,428,366 $7,784,103 Fund Balance at June 30 ................................ $1,246,124 $ 834,145 $ 806,134 $1,106,067 $1,109,480 Note:, Types of disbursements and some types of receipts as shown above have been prepared by the disbursements and hoe City Director of 30 fund balanoes Finance and differ frmn those shown in the audit. Total for 1979 receipts, total have also been provided by the Director of Finance. Due to arc in accord with the audits. Budgeted figures formerly included as " lutergovenmmntat Revenue" are now included as "Trans- accounting change, certain decrease revenues in "Sanitation' disbursements in 1977-1978 reflects the establishment of refuse collection fers In". The and land fill operations as an enterprise fund. Parking Facilities The City's control of traffic in the downtown area through the use of on -street parking meters started in 1946 when 155 were installed on a test basis. As the number of installed meters increased, the City started a complementary off-street metered parking program in 1954. By the early 1960's, the 1,175 on -street meters and 575 off-street meters recorded average occupancy of 85 percent. Since that time, the system has expanded by approximately 50 percent mainly through the addition of off-street locations. In 1964, the City issued $320,000 Parking Revenue Bonds and in 1969, $300,000 parity bonds were issued. All of these bonds )lave been retired from system funds. According to the parking engineer's report, the parking system consists of 2,167 controlled spaces including 1,182 metered on -street spaces and 985 spaces in 11 off-street lots. The redevelopment of the Central Business District will requite the removal of some spaces due to construction of the new ramp and for new commercial buildings. This will also create greater demand for parking spaces to serve the new buildings. The construction now scheduled includes the City Plaza, the Old Capitol Center, and Parking Ramp A. A 140 room hotel is expected for the block including Parking Ramp B. The rede- velopment of the Central Business District also Includes modification of certain Central Business District streets, construction of the College Street Mall, a bus staging area and a housing project for the elderly. In conjunction with the construction of the shopping mall in the Central Business District, the text of the following letter was received from Paul Glnves, Development Coordinator for the City of Iowa City, Iowa. Old Capital Associates, the devclopels of the enclosed shopping mail, on blocks 83 and S have submitted their construction schedule to the City. They propose to begin site work ml November 27 with grading and foundntimt work proceeding until April, 1979. Structural erection and exterior is to pletedlbyl A �u9t1a1980 tw tln beneficial owupancyein ope�ating center by Sept ober 1980 be com- The Center will have 200,000 square feel of retail with two sachet stores plus office space. Younkers of Des Moines has filed n letter of intent to lease a store of approximately 60,000 square feet in the Center and the tense is being prcpnretl. Younkers hlts operaletl a smaller store in Iowa City for many years. Negotiations are in progress between the developer and J. C. Penney Co., wlfch now operates a smeller store in Iowa City, for a new retail store of approximately 65,000 square feet in the Center. The engineer's study of parking demand cattle to the conclusion that there wns no competition for s in the Central Business the patronage of shopperness District. The Nestdale Mall in Cedar Rapids, Iowa, listanis located which has er alll thegad advantages of thand e 11 estdale 1Iallof this �cshould e will 1p ove ave little bellmore attractive totlet. The new t thetlpeople lin 4 MICRO,FILMED BY.... DORM MICR+LAB i 1! i CEDAR RAPIDS • DES MOINES 4 1978 1979 ,%udited Budget $3,861,723 $4,029,061 S 606,523 18,417 -o- $ 624,940 $ 769,017 213,304 305,470 1,907,038 49,804 97,002 $7,818,299 $ 770,000 -0- -0- 770,000 $ 713,420 205,250 294,000 1,581,700 65,000 39,085 $7,697,516 $1,727,140 $1,831,786 1,008,440 1,164,530 894,204 925,216 13,247 -0- 808,550 670,617 ..781,351 999,439 867,760 793,105 432,433 '453,968 895,242 - 1,045,443 $7,428,366 $7,784,103 $1,196,067 $1,109,480 red by, the City Director of and June 3o fund balances Director of Finance. Due to I re now included as "Trans- lishment of rofuse collection ii -street parking meters stalled meters increased,. By the early 1960'x, the 85 percent. Since that he addition of off-street 9, $300,000 parity bonds f 2,167 controlled spaces The redevelopment of construction of the new d for parking spaces to the Old Capitol Center, kIng Ramp B. The cede- entral Business District g project for the elderly. I Business District, the rdinator for the City of 11, on blocks 83 and 84, n site work on November ral erection and exterior nish work. is to be com- eptember 1980. us office space. Younkers aqunrnfeet in the Center va City for many years. now operates a smaller he Center. was no competition for I in Cedar Rapids, Iowa, lie new shopping center tractive to the people in 1,11uUltiLFlcu BY JORM 1.11CROLAB CEDAR RAPIDS ACID DES r b the area surrounding Iowa City. Although the University of Iowa is in close proximity to the Central Business District, its parking system is not detrimental to the City's system. The University parking system charges rates comparable to the City parking rates, but its facilities are not conveniently located i to the Central Business District except for a few curb spaces on the adjacent streets. The completion of the two ramps built from the proceeds of this issue will add 1,350 spaces to the parking system. The Recreation Center Lot on Van Buren Street between College and Burlington Streets contains 50 spaces, of which 44 are on property formerly the right of way of the Rock Island Railroad. The other six are on City property. In a title dispute the District Court of Johnson County, Iowa on October 31, 1978 found the title to be in the railroad for those 44 spaces. This decision is expected to be appealed, but in any event, the City expects to continue to operate the lot either on a lease from the railroad or by purchase, so the revenue of approximately $4,000 per year is not expected to be lost. The new ramps plus the other improvements in the Central Business District will eliminate all or parts of 4 lots, resulting in reduction within the two year construction period of approximately 520 of the present surface lot spaces. In order to finance the present program, an increase in the charge per hour of parking will be effected January 1, 1979 as shown below. Parking Rates ry 11.1.78 1.1-70 On -Street Meter.............................................................................................................. $ .10 per hour $ .10 per half hour ' Central Business District Lots..................... .20 per hour ............................................................... 2 Hour Meter................................................................................................................ .15 per hour - 3 Hour Meter................................................................................................................ .10 per hour - MunicipalLot.............................................................................................................. .16 per hour - Peripheral Lot Meter...................................................................................................... .10 per hour .30 per hour 1 Parking Ramps Being Constructed.............................................................................. - .26 per hour 1 Peripheral Lot Permit (Per Month).......................................................................... 10.00 12.00 The New Ramps Ramp "A" will be a four and one-half tier parking structure of precast and prestressed concrete on the north side of Burlington Street between Clinton and Capital Streets with a capacity of ap- proximately 900 vehicles. Ramp "B" will be a multi -tiered parking structure located on the north side of Burlington Street between Linn and Dubuque Streets. Initially it will have a capacity of approxi- mately 450 vehicles and it is designed to permit future expansion. Construction bids for Ramp "A" were received October 25, 1978. Construction of Ramp "A" will begin November, 1978 with completion scheduled for October, 1979. The Ramp "B" project is scheduled to begin in August, 1979 with com- pletion in May, 1980. After completion of both ramps there are expected to be 418 spaces in off-street City lots and approximately 943 on -street metered spaces. Capital Budget October 31, 1978 Construction: Ramp A (Per Bids)................................................................ $3,698,700 Ramp B (Estimated)................................................................ 1,800,000 Total Construction ................................................ $5,498,700 Engineering, Design, (Balance) ............................................ 150,000 Engineering Supervision...................................................... 125,000 Construction Contingencies (Ramp A) .................................. 186,300 Construction Contingencies (Ramp B) ............................... 90,000 Subtotal.................................................................. $6,050,000 Other Costs: Capitalized Interest ($5,200,000 @ VA -15 months) ........ $ 455,000 Funded Bond Reserve (1 Year Debt Service) ...................... 471,750 Legal, Fiscal, Administrative ............................................... 65,250 Additional Contingencies 143,000 1 Subtotal_ .................................................................. Total Funds Required .......................................... $7,185,000 Source of Funds FundsOn Hand............................................................................ $1,525,000 Interest Earnings (Estimated) .................................................. 275,000 Net Revenues Through March 1, 1980 (Estimated) ..... ..... - ... 185,000 RevenueBonds.............................................................................. 5,200,000 Total........................................................................ $7,185,000 5 14IC46FILMED BY iJORM MICR+LAE3 CEDAR RAPIDS • DES MOINES r .,- 14ICROFILMED By JORM MICR+LAB 11 CEDAR RAPIDS • DES MOINES Reserve Fund Beginning provided that v interest coming made. (This fl Fund shall be t whenever there Improvement F Beginning $5,000. The [ bonds wheneve that it is not . repairs, renew purposes anti f Surplus Accou All money Account. This dinary repairs lawful Purpos obligations iss parity bonds. Investment of Money of tion Fund, ran banks which amount insur of the United than five days exceed three y but may be in of the City. 1 The Cityl No. prior or for extensi conditions. (1) No (2)(a) (b) (3) Ad For purpose evidenced by shall reflect monies whit Estimated n ly pledged fo be evidenced salary basis. Princip ing June 30: refunding In delivery of Sinking Fun General Cov, By this to perform hliucUi 1Li4LU by JORM 141CROLAB CEDAR RAPIDS AND DES '•10 NES, 1041 Parking System historical Operations 1 (Fiscal Year Ended June 30) y l 1973 (Year 1975 Ended 12/30) (for 18 Months) 1976, 1977 1J78 1 Receipts: 3,363 $ 3,900 $ 3,900 $ 4,225 $150.899 $ Rental of Buildings .................................................... 217,889 131,267 134,399 134,566 On-Street...................................................................... 93,732 145,483 149,026 163,794 206,078 Off -Street .................................................. ......s .......... 1,716 2,172 1,498 1,952 1,441 MeteredHeeds ............................................................ 18,985 26,105 21,084 22,033 29,414 Parking Stickers.......................................................... 5,596 29,326 18,574 18,908 34,094 Interest Earnings ........... .......... .... ... ........... I................ 1,406 1,490 1,145 196,074(1) 164,9500) Miscellaneous Revenue ................................................ $272,334 $425,826 $320,494 $ 541,060 $ 574,768 Total Receipts ...................................... Disbursements:41,988 $ 51,014 $ 36,785 $ 49,357 $ 37,586 $ Personal Services ........... ........ ........... 4,176 6,366 4,667 3,251 6,564 • Commodities .............................................................. 15,373 24,359 12,937 28,081 38,920 Services and Charges........................................... 17,000 24,087 9,836 15,977 9,806 ` • /� I73,334 Administration ............................ .......... $104,171 $ 64,930 $ 89,297 $ 306,296 Total Disbursements ...................... $ 468,472 ' $ 461,763 $ ' Net Revenue ........................ .............................. $199,000 $321,0'u7 $255,56A $(195,222) $(111,720) ; .: Less Non -Recurring Sale of Property(1) .... .... $ 110,000 $ 110,000 Add Overtime Parking Charges, Estimated (2) ...... 37,740 37,740 i -'. .......... Add Eat. Interest on New Debt Reserve(3)$ 404,281 $ 454,492 Net Pro Forma Available for Debt Service ............ 86x 96x - Maximum Debt Service ($471,760) Coverage ...... $ 4,285 $ 52,026 $ 20,855 $ 1,110 $ 103,764 , ' '' _. •... ' . , Capital Outlay(4).................................................. Transfers to Capital Improvement Fund(4) ........ $184,593 $ 99,384 $303,190 $ -0- $ -0- 1 Notes: (1) Non-recurring receipts included. i , - - (2) These chargee new flow to Revenue Fund. i (J) Funded debt reserve ($471,750 ® 7%). t i (4) Capital outlay deducted from disbursements BOND RESOLUTION These Bonds are being issued pursuant to Division V, Chapter 384, of the City Code of Iowa and laNN the State of Iowa. The in compliance with all applicable Provisions of the Constitution and n 7, 1978, and will be in full force and effect Prior to the date ' Bond Resolution was adopted November to the Resolution for exact details, the meanings of pertinent sections of sale. Reference should be made of which are in summary form below. Parking System -Section 1 ' The Parking System means all the parking facilities of the City including "off-street Parking" and the all properties acquired from "on -street parking"including parking meters on and along streets and from of the system or monde a port thereof by Council resolution. the Proceeds of the Bonds m• revenues Revenues include overtime parking charges as provided in the Bond Resolution. Bond Proceeds -Section 13 l 1 Account except for all amount equal to the Bond Proceeds shall be paid to the Construction Fund zed i Funnel and fifteen month's maximum year's debt service which shall be paid into the Reserve reicaprtaining interest, shall be paid into the Sinking I und. Any surplus remaining interest which, with any accrued after completion of the project shall be paid into the Improvement Fund. FLOW OF FUNDS -Section 15 Parking System Revenue Fund be deposited in the Parking System Revenue Fund and i The revenues o[ the Perking System shall for the benefit of holders of the Bonds and parity bonds and shall be shall be held as trust fluids on the first business day of each month. disbursed monthly in the following priority Operation and Maintenance Fund into this fund an amount sufficient to meet On the first day of each month there shall be deposited the month plus an amount equal to 1/12 of expenses payable on an annual basis it the current expenses of such as insurance. I Sinking Fund 1980 (interest for 15 months -through February 1980 estimated at $455,000 Beginning January 1, Begin be deposited into this fund a monthly amount equal to 1/5 of the interest is capitalizein there shall next due on the next interest payment date 131,18 1/10 of the principal coming clue on the next succeeding to makepayments nd in lPale sityn�bonnls� re �on I ,July 1 until the full amounts necessary the Bmltls anclas shall be used for the sole purpose of paying principal nd interest I they become due. G r .,- 14ICROFILMED By JORM MICR+LAB 11 CEDAR RAPIDS • DES MOINES Reserve Fund Beginning provided that v interest coming made. (This fl Fund shall be t whenever there Improvement F Beginning $5,000. The [ bonds wheneve that it is not . repairs, renew purposes anti f Surplus Accou All money Account. This dinary repairs lawful Purpos obligations iss parity bonds. Investment of Money of tion Fund, ran banks which amount insur of the United than five days exceed three y but may be in of the City. 1 The Cityl No. prior or for extensi conditions. (1) No (2)(a) (b) (3) Ad For purpose evidenced by shall reflect monies whit Estimated n ly pledged fo be evidenced salary basis. Princip ing June 30: refunding In delivery of Sinking Fun General Cov, By this to perform 1978 $ 4,225 134,566 206,078 1,441 29,414 34,094 1) 164,950(1) $ 574,768 $ 51,014 6,554 38,920 9,808 $ 106,296 $ 468,472 $(161,720) $ 110,000 37,740 $ 454,492 .96x $ 103,764 $ –0--< ode of Iowa and Ie of Iowa. The Irior,to the date crtinent sections cot Parking" and equal to the s capitalized s remaining ue Fund and and shall be sufficient to meet an annual basis noted at $455,000 /5 of the interest next succeeding he Sinking Fund parity bonds as r`A 1. 0 (.Wril-ALU by JOkM MICROLAB Y' s CEDAR RAPIDS AlID DES Reserve Fund Beginning July 1, 1080, there shall next be deposited into this fluid the monthly amount of $5,000 provided that whenever the amount on deposit is equal to at least the maximum amount of principal and interest coming due on the Bonds and parity bonds in any succeeding fiscal year, no deposits need be made. ('Phis full amount, estimated at $471,750, will be deposited from bond proceeds.) The Reserve Fund shall be used for the sole purpose of paying principal and interest on the Bonds and parity bonds whenever there is insufficient money in the Sinking Fund. Improvement Fund Beginning July 1, 1080, there shall next be deposited into this fund minimum monthly amounts of $5,000. The Improvement fund shall be used to pay principal of or interest on the Bolds or parity bonds whenever there is insufficient money in the Sinking Fund and the Reserve Fund. To the extent that it is not so required, it is to be used for the payment of extraordinary maintenance expenses or repairs, renewals and replacements, payments for property rented or purchased for Parking System purposes and for capital improvements to the System. Surplus Account All money remaining in the Revenue Fund at the end of each month shall be deposited in the Surplus Account. This account shall be used to make up any deficiency in any of the funds, to pay for extraor- dinary repairs or replacements to the System, to pay or to redeem the Bonds and parity bonds, or for any lawful purpose. Money in this account may also be used to pay principal of and interest on any other obligations issued to extend or improve the Parking System which are subordinate to the Bonds and parity bonds. Investment of Funds—Section 15 Money of all of the funds, except the Operation and Maintenance Fund but including the Construc- tion Fund, may be invested only in direct obligations of the United States Government or deposited in banks which are members of the Federal Deposit Insurance Corporation. If the deposit exceeds the amount insured by the F.D.I.C., the excess shall be continually secured by a pledge of direct obligations of the United States Government having an equivalent market value. Investments shall mature not less than five days prior to the date when the money will be required and Reserve Fund investments shall not exceed three years. The Sinking Fund and Reserve Fund shall be maintained in a separate bank account but may be invested in conjunction with other City funds but designated as a trust fund on the books of the City. Income derived from investments shall be deposited in the Revenue Fund. Rate Covenant—Section 16(b) The City covenants to adopt or continue rates sufficient to produce net revenues sufficient to meet the requirements of the several funds and in any event at least equal to 135 percent of the principal and interest requirements oil the Bonds and parity bonds for the current fiscal year. PARITY BONDS—Section 18 No prior lien bolds may be issued. Additional parity bonds may be issued for refunding purposes or for extensions, additions, improvements or replacements to the Parking System under the following conditions. (1) No Bonds or interest thereon are in default. (2) (a) Net revenues (or adjusted net revenues) for the preceding fiscal year must have been equal to at least 150 percent of the maximum principal and interest requirements on the bonds then outstanding and on the bonds then proposed to be issued in any fiscal year prior to the longest maturity of the then outstanding bonds; or (b) Net revenues (or adjusted net revenues) for the preceding fiscal year must have been equal to at least 100 percent of the maximum year's debt service on all bonds then outstanding and on the bonds then proposed to be issued during the life of such outstanding bonds and the estimated net revenue during the second full fiscal year of operation of the improvements being financed shall be equal to at least 150 percent of the maximum year's debt service on the outstanding and proposed bonds during the life of the outstanding bonds. (3) Additional bonds must be payable as to principal on July 1 and interest on January 1 and July 1. For purposes of 2(a) or 2(b) above, net revenues for the immediately preceding fiscal year shall be those evidenced by certificate of the certified public accountants who made the audit. Adjusted net revenues shall reflect changes in rates to the extoll not reported as a portion of the prior yea's revenue and any monies which may be and are legally pledged for the period when any of the outstanding bonds mature. Estimated net revenue shall include the operations of facilities being financed and any other monies legal- ly pledged for payment into the Parking System. Adjusted net revenues and estimated net revenues shall be evidenced by it certificate of a qualified consulting engineer not employed by the City on a regular salary basis. Principal and interest due July 1 shall be considered a requirement of the preceding fiscal year end- ing June 30. Notwithstanding the above limitntions, additional parity bonds may be issued for the purpose of refunding bonds which shall have matured or which shall mature not later than three months after delivery of the refunding bonds and for the payment of which there shall be insufficient money in the Sinking Fund and the Reserve Fled. General Covenants—Section 16 By this Resolution the City covenants with each of the holders of the bonds faithfully and punctually to perform all duties with reference to the Parking System required by the Constitution and laws of Iowa 7 1 MICROFILMED BY n X75 DORM MICR+LAB ; A CEDAR RAPIDS • DES MOINES riwwtiL&O BY JORM IIICROLAB CEDAR RAPIDS ACID DES and to segregate and apply the revenues in accordance with the provisions of the Bond Resolution and not to sell, lease, loan, mortgage, or dispose of the System while any of these bonds are outstanding provided, however, that the City has the right to dispose of a portion of one parking lot to be the site of an elderly housing project and three existing lots to be eliminated as a result of downtown redevelop- ment and parking facilities construction, and to dispose of any part of the System found by resolution to be no longer useful or profitable, the proceeds of such sale to go into a Revolving Fund. The City also reserves the right to lease or contract to another operator any of the parking facilities, or to lease or sell air rights above the off-street facilities, to the extent permitted by law, so long as the net revenues derived from such leased portion, combined with all other system net revenues, are not less than required by the Bond Resolution. The City may designate in portion of the System to be used without charge, provided the net revenues of the remaining System will be not less than 135 percent of the required deposit into the Sinking Fund for the next fiscal year, such determination to be certified by a consulting engineer when such facilities have produced over 15 percent of the gross revenues of the System for the preceding fiscal year. Off- street parking facilities may be withdrawn from time to time for the purpose of erecting multiple level or other parking facilities thereon as a part of the System provided the net revenues from the remainder of the System, together with interest during construction, is sufficient to meet Bond Resolution require- ments. The City agrees not to undertake any action unfavorably affecting the security of the bonds, but may relocate on -street facilities for street widening, alterations or closing, and traffic control. The usual forms of insurance coverage are provided for in the Resolution including liability and use and occupancy insur- ance on the off-street multi-level facilities equal to the historic revenues of said facilities but subject to a reasonable deductible provision, provided such insurance is available on reasonable terms. Audits, Budgets, Engineering --Section 16 Within 90 days following the close of the fiscal year the City will cause an annual audit of the System accounts to be made by a certified public accountant, and a copy shall be mailed to the original purchaser and to any bondholder who so requests. An annual budget of expenses of operation and maintenance of the Parking System shall be prepared by the City Council covering requirements for the ensuing year. The City has agreed to employ independent consulting engineers at least once every four years to make an inspection and a report on the operation and maintenance of the System and recommendations for revision of rates. Modification of Resolution—Section 22 Provision has been made in the Bond Resolution for modification of certain of its terms, but only with the consent of the then holders of two-thirds of the principal amount of the outstanding bonds. The following may not be modified under any circumstances: (1) Maturity; (2) Amount of principal or interest due on any bond; (3) The percentage of bonds required to consent to modifications; and (4) The rights of the holders of less than all of the bonds and parity bonds then outstanding. AUTHORIZATION AND CERTIFICATION The foregoing Official Statement has been prepared for the City of Iowa City, Iowa, by Paul D. Speer & Associates, Inc., Municipal Finance Consultants, and is authorized for distribution to prospec- tive underwriters and purchasers of these bonds. All statements, information and statistics herein are believed to be correct but are not guaranteed by the consultants or by the City and all expressions of opinion, whether or not so stated, are intended only as such. We have examined the attached Official Statement dated November 8, 1978, for the $5,200,000 Park- ing Facilities Revenue Bonds, Series 1978, believe it to be true and correct and will, if requested, provide to the purchaser of the bonds at the time of delivery it certificate confirming to the purchaser that to the best of our knowledge and belief the information in the Official Statement was at the time of acceptance of the bid for the bonds and, including any addendums thereto, wns at the time of delivery true and correct in all material respects and does not include any untrue statement of it material fact, nor does it omit the statement of any material fact required to be stated therein, or necessary to make the statements therein, in the light of the circumstances under which they were made, not misleading. /s/ ROSWARY VITOSH Director of Finanee November 8, 1978 /s/ N C'tv Manager ge MICROFILMED BY JORM MIGR+LAB ! CEDAR RAPIDS • DES MOINES I _.- ^1nw?$-�ni't .-. �O^�^.�❑ �'^p .. 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HO `°n ni3 oirw� ^e wGw Oa�O;] Oma I4ICROFILMED BY .� JORM MICR+LAB CEDAR ,RAPIDS • DES MOINES CITY OF IOWA CITY, IOWA Parking Facilities Revenue Bonds, Series 1978 Flow of Funds Table (2) (3) (4) (5) (6) (7) (e) (9) (10) (11) 0) Year Ending Groes Operation & Maintenance Net Revenue(!) Interest (Rased on 7% Principal ]ul)• 1 Total Debt Service Bond Coverage Reserve Improvement Surplus ' 6.30 Rm•enues(L) Pund(L) $ $ $ 1977 ...................................... $ 455,838(1) $ 89,297 $ 366,541 $ $ $ . 1978 ,... ...; .......... .... ............. .._ 523,048(1) 106,296 416,752 • I 1979 ........... .•..•.•••• 455,500 110,000 345,600 Capitalized 121 33 4.03x 471,760 -O- -0-. 201,641(J) 367,077 1980 ................................ ....... ... .18,010 818,188 126700 488,410 2:11.00 727,488 121,333(4) 364,000 r3 364,000 1.72x (C) 60,000 203,488 . 11981 1982 .... ..... ............. 947,226 231,700 716,526 354,000 105,000 409,000 1.53x 60,000 60,000 188,62b 271,612 1983 ..:...... ........_ ........ 1,016,362(5) 243,200(5) 803,162(5) 356,660 115,000 471,660 468,600 1.70x 60,000 274,662 • � 1064 ... .... ....... .... ..... ....„.,,,,,,,....................... 1,046,362 243,200 893,162 803,162 348,600 310,200 120,000 130,000 470,200 Mix 1.712 _ 60,000 272,962' - 1985 ................... ....... ......... ....... 1,045,36 1,046,36_ 243,200 243,200 803JG2 331,100 140,000 471,100 1. z 60,000 272,002 271,862 1986 1987. .........._....__......................................_. ................................ 1,044,3G2 243,200 803,152 321,300 150,000 471,300 470,800 Mix 1.712 60,000 272,362 ' 1088' .. .. 1,046,362 .. ............... ........ 243,200 803,162 243,200 803,162 310,800 299,600 360,000 170,000 469,700 1.71x' 60,000 60,000 273,662 .1089 ID90 ... ,,,_,,,,,...1 ,,,,, ,,,,,,,, 1,046,962 1,0461,362 243,200 803,162 287,700 ]80,000 477,100 1.722 60,000 60,000 276,462 273,012 1991 ..............• ...... ,,,,,,,, „ . .............................................................. 1,046,362 243,200 803,iG2 275,100 195,000 215, 000 470,100 471,450 1.71x 1.70x 60,000 271,712 �. 1992 ................................. _ 1,046,362 ],046,362 243,200 803,162 243.00 803,162 261,450 246,750 226,000 471,760 60,060 zn,alz 1993 994',,,,,,,;,;,,,;,,,,,_,,,,,,,,,,, .....4.11 ................. ..._. .... 1,010,362 24.1,200 803,162 231,000 240,000 371,000 Mix ].71x 1.11x 60,000 60,000 272,162 - 273,962. ' • 1995' ,,..,.................. ..... .... ..__..... .... .._............. _...... ..... ......., 1,01fi,3f,2 243,200 803,162 214,200 255,000 275,000 4G9,200 471,350 1.70x (10,000 271,812 1999 .. .,. . ..... 1,046,362 243,200 803,162 213,200 803,162 196,350 177,100 290,000 407,100 1.72x 60,000 276,062 1997 IDDB I .: .................. .... 1 046,362 1,OIG,3G2 242200 803,162 156,800 310,000 466,800 1.72x 60,000 60,000 276,362- 273,062 1999 :,.............., ............ ......................................... ... ....... 1,011,372 243,200 803,162 135,100 336,000 380,000 470,100 471,450 1.71x 1.70x .60,000- 271,612. �. 2000 ............................................. ...........I..... 1,0.16,362 243 .OD 803,162 803,1G2 111,450 86,460 985,000 471,450 3.702 70,000 271,712 2D01` ' ......................:....................................... 1,046,362 1, 046,,36'2 243,200 243,200 803,162 69,500 410,000 469,500 Mix 60,000 G0,000 273,662 _ 272,362 • 2002 2003 ,.. ...... ............ '............ 1,046,36'2 243,200 803,16,2 80,800 440,000 470,800 1.71x ............................. ............. Total% (Includes 1979.2003) ........................ $24,878,625 $5,835,200 $19,043,326 $5,727,633 $6.000000 $10,027,633 1.74x $471,760 $1,380,000 $0,700,839 Noun: (1) Excluding non-recurring ntcipfs-1077 at j1D5,PP2 and 1078 at d161,720. '..Z '.. (f) Columns 1-4, inclusive, are as projected by Carl )Volker & Associatrs, Inc., Perking Consultants, Minneapolis, Minnesota. 1 - - (J) Surplus prorated to 7 months from December 1, 1978. 9 (4) This figure reflects we of 8 months capitalized interest equalling $242,667. at the ammmta calculated for 188J by the park. .! and net revenue remain (6) To illustrate debt service coverage for the entire maturity schedule, groes revenues, opernlion and maintenance 82 and $25,000 thrreaflee, hotel in 1091; $21,000 in 1886 and Ing consultants. Estimates of gross revenues include $17,600 induced but the 140 room deposit required in 1981 and subaequently if needed to replace reserve funds (a) The maximum year's debt service ($471,750) will be deposited in the Bond Reserve from bond proceeds. $60,000 iwed for debt service. (7) Columns 5 through 11 projected by Pod D. Speer & Asaneintes, Inc. I4ICROFILMED BY .� JORM MICR+LAB CEDAR ,RAPIDS • DES MOINES MICROFILMED BY JORM MICROLAD CEDAR RAPIDS AND DES F10IIILD, iD,b; n r,�, OFFICIAL NOTICE OF SALE $5,200,000 CITY OF IOWA CITY, IOWA Parking Facilities Revenue Bonds, Series 1978 Sealed bids will be received until 1:00 P.M., Local Time, on the 21st day of November, 1978 at the office of the City Clerk in the Civic Center, Iowa City, Iowa, for the purchase of $5,200,000 Parking Facilities Revenue Bonds, Series 1978, of the City of Iowa City, Iowa. Promptly thereafter open bids will be called for in the Council Chambers at the meeting of the City Council of said City to be then held in the Civic Center in said City. If no open bids are then made, such bidding will then be closed but if commenced, will be concluded not later than 1:30 P.M. on the date of sale. After the best open bid, if any, has been determined, the sealed bids will be publicly opened. All bids will then be referred to the City Council of said City and the bonds will be sold to the highest it for cash. Sealed bids will be fully protected and will remain sealed until open bidding has been concluded. Said bonds will bell be dated December 1e at the office ( 1978 beyin thesunr denom nat on of $5,0d will be 00, bear interest bonds registrable to principal only, able July 1, 1979 and semiannually thereafter on the first days of January and July in each year, and mature serially on July 1 of each of the respective years as follows: IIATURiT1ES—July 1 1997 $105,000 ........................ 1982 $170,000 ........................ 1989 $290,000 ........................ 115,000 1983 180,000 ........................ 1990 310,000 ........................ 1998 120,000 1984 195,000 1991 335,000 1999 130,000 ......... ... . 1985 210,000 ........................ 1992 360,000 ........................ 2000 ..... 140,000 ....................... 1986 225,000 ....................... 1993 385,000 ........................ 2001 150,000 ........................ 1987 240,000 ........................ 1994 410,000 ........................ 2002 160,000........................ 1988 255,000 1995 440,000 .......I ................ 2003 275,000 ............. .. ... 1996 Bonds maturing 1982 to 1990, inclusive, are non -callable. Bonds due July 1, 1991 to 2003, inclusive, are callable on any interest payment date on or after July 1, 1990, in whole or in part, in the inverse order of maturity and within a maturity by lot, at par plus accrued interest and a premium of 5 Jo, such premium reducing by 1/2 of 1% each full year after July 1, 1990. The proceeds of these bonds will be used for the acquisition and construction of additions to the municipal parking facilities system, including multi-level facilities for the parking of motor vehicles. These bonds are payable, both principal and interest, solely from the revenues of the parking system of the City of Iowa City in the manner set forth in the Resolution authorizing them, and in no event shall constitute an indebtedness of the City within the meaning of any constitutional or statutory limitation. No tax funds of the City can or will be used for the payment of either principal or interest. Bidders shall specify the interest rate or rates which the respective bonds shall bear, not exceeding 7-1/2%, in multiples of one-quarter or one-tenth of one percent (1/4 or 1/10 of 190, Provided that only one rate shall be specified for a single maturity and not more than six (6) rates may be named. Repeat- ing a previously mentioned interest rate will not constitute an additional interest rale. The highest rate bid for the bonds shall not exceed the lowest rate by more than two percent (27o) per annum. Each installment of interest will be represented by a single coupon on each bond and no supplemental coupons will be permitted. All bids must be for all of the bonds, must be for not less than $5,200,000 plus accrued interest from December 1, 1978, to the date of delivery, must be made upon the Official Bid Form and delivered in a sealed envelope marked 'Bid for Bonds." The bonds will be awarded to the best bidder determined upon the basis of the lowest total interest cost at the rate or rates designated in his bid from December 1, 1978, to the respective maturity dates, after deducting any premium and without reference to prior redemption dates. The bonds will be delivered without expense to the purchaser in Des Moines, Iown, or Chicago, Illinois, at any mutually agreeable bank or trust company, against full payment in immediately available cash or federal funds. The bonds are expected to be delivered within thirty days after the sale. Should delivery be delayed beyond sixty days from date of sale for any reason without the fault of the issuer,or except failure of performance by the purchaser, the purchaser may withdraw his check and thereafter his interest in and liability for the bonds will cease. (When the bonds are ready for delivery, the issuer will give the successful bidder rive working days notice of the delivery date and the issuer will expect payment in full on that date, otherwise reserving the right at its option to determine that the bidder has failed to comply with the offer of purchase.) Said bonds will be sold subject to the approving opinion of Ahlers, Cooney, Dorweiler, Haynie & Smith, Attorneys of Des Moines, Iowa, as to the legality and their opinion will be furnished, together with the printed bonds, without cost to the purchaser and all bids will be so conditioned. Except to the extent necessary to issue their opinion as to the legality of the bonds, the attorneys will not examine or review or express any opinion with respect to the accuracy or completeness of documents, materials or statements made or furnished in connection with the sale, issuance or marketing of the bonds. The opinion will be printed on the back of the bonds. All bids shall be nccompnnied by a certified check or a cashier's check drawn upon a solvent bank doing business in the United States, in favor of the City, in the amount of $104,000. The proceeds of said check will be forfeited as liquidated damages in case the bidder to whom said bonds are awarded Should withdraw his bill or fail to complete his purchase in accordance with the terms thereof. Checks of unsuccessful bidders will be returned promptly and no interest will be allowed on any checks. The check of the successful bidder will otherwise be returned or applied on the purchase price at delivery at the option of the City. The City Council reserves the right to waive informalities in any bid, to reject any or all bids and to determine in its sole discretion the best bid. The City Council has authorized the preparation of an official Statement containing pertinent infor- mation relative to the City and the Municipal Parking System. For copies of that Statement, the Official Notice of Sale and Official Bid Form, or for any additional information, any prospective Purchaser is Wackerdto Drive, Chicago, Illinois 60606. Telephone Area 31tile 2-346.0858pee &Associates, Inc., 20 North By order of the City Council of the City of Iown City, ]own, /s/ ABBIE $TOLFUS November 8, 1978 City Clerk 10 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES L I i i. I nr ' MICROFILMED BY JORM MICROLAD CEDAR RAPIDS AND DES F10IIILD, iD,b; n r,�, OFFICIAL NOTICE OF SALE $5,200,000 CITY OF IOWA CITY, IOWA Parking Facilities Revenue Bonds, Series 1978 Sealed bids will be received until 1:00 P.M., Local Time, on the 21st day of November, 1978 at the office of the City Clerk in the Civic Center, Iowa City, Iowa, for the purchase of $5,200,000 Parking Facilities Revenue Bonds, Series 1978, of the City of Iowa City, Iowa. Promptly thereafter open bids will be called for in the Council Chambers at the meeting of the City Council of said City to be then held in the Civic Center in said City. If no open bids are then made, such bidding will then be closed but if commenced, will be concluded not later than 1:30 P.M. on the date of sale. After the best open bid, if any, has been determined, the sealed bids will be publicly opened. All bids will then be referred to the City Council of said City and the bonds will be sold to the highest it for cash. Sealed bids will be fully protected and will remain sealed until open bidding has been concluded. Said bonds will bell be dated December 1e at the office ( 1978 beyin thesunr denom nat on of $5,0d will be 00, bear interest bonds registrable to principal only, able July 1, 1979 and semiannually thereafter on the first days of January and July in each year, and mature serially on July 1 of each of the respective years as follows: IIATURiT1ES—July 1 1997 $105,000 ........................ 1982 $170,000 ........................ 1989 $290,000 ........................ 115,000 1983 180,000 ........................ 1990 310,000 ........................ 1998 120,000 1984 195,000 1991 335,000 1999 130,000 ......... ... . 1985 210,000 ........................ 1992 360,000 ........................ 2000 ..... 140,000 ....................... 1986 225,000 ....................... 1993 385,000 ........................ 2001 150,000 ........................ 1987 240,000 ........................ 1994 410,000 ........................ 2002 160,000........................ 1988 255,000 1995 440,000 .......I ................ 2003 275,000 ............. .. ... 1996 Bonds maturing 1982 to 1990, inclusive, are non -callable. Bonds due July 1, 1991 to 2003, inclusive, are callable on any interest payment date on or after July 1, 1990, in whole or in part, in the inverse order of maturity and within a maturity by lot, at par plus accrued interest and a premium of 5 Jo, such premium reducing by 1/2 of 1% each full year after July 1, 1990. The proceeds of these bonds will be used for the acquisition and construction of additions to the municipal parking facilities system, including multi-level facilities for the parking of motor vehicles. These bonds are payable, both principal and interest, solely from the revenues of the parking system of the City of Iowa City in the manner set forth in the Resolution authorizing them, and in no event shall constitute an indebtedness of the City within the meaning of any constitutional or statutory limitation. No tax funds of the City can or will be used for the payment of either principal or interest. Bidders shall specify the interest rate or rates which the respective bonds shall bear, not exceeding 7-1/2%, in multiples of one-quarter or one-tenth of one percent (1/4 or 1/10 of 190, Provided that only one rate shall be specified for a single maturity and not more than six (6) rates may be named. Repeat- ing a previously mentioned interest rate will not constitute an additional interest rale. The highest rate bid for the bonds shall not exceed the lowest rate by more than two percent (27o) per annum. Each installment of interest will be represented by a single coupon on each bond and no supplemental coupons will be permitted. All bids must be for all of the bonds, must be for not less than $5,200,000 plus accrued interest from December 1, 1978, to the date of delivery, must be made upon the Official Bid Form and delivered in a sealed envelope marked 'Bid for Bonds." The bonds will be awarded to the best bidder determined upon the basis of the lowest total interest cost at the rate or rates designated in his bid from December 1, 1978, to the respective maturity dates, after deducting any premium and without reference to prior redemption dates. The bonds will be delivered without expense to the purchaser in Des Moines, Iown, or Chicago, Illinois, at any mutually agreeable bank or trust company, against full payment in immediately available cash or federal funds. The bonds are expected to be delivered within thirty days after the sale. Should delivery be delayed beyond sixty days from date of sale for any reason without the fault of the issuer,or except failure of performance by the purchaser, the purchaser may withdraw his check and thereafter his interest in and liability for the bonds will cease. (When the bonds are ready for delivery, the issuer will give the successful bidder rive working days notice of the delivery date and the issuer will expect payment in full on that date, otherwise reserving the right at its option to determine that the bidder has failed to comply with the offer of purchase.) Said bonds will be sold subject to the approving opinion of Ahlers, Cooney, Dorweiler, Haynie & Smith, Attorneys of Des Moines, Iowa, as to the legality and their opinion will be furnished, together with the printed bonds, without cost to the purchaser and all bids will be so conditioned. Except to the extent necessary to issue their opinion as to the legality of the bonds, the attorneys will not examine or review or express any opinion with respect to the accuracy or completeness of documents, materials or statements made or furnished in connection with the sale, issuance or marketing of the bonds. The opinion will be printed on the back of the bonds. All bids shall be nccompnnied by a certified check or a cashier's check drawn upon a solvent bank doing business in the United States, in favor of the City, in the amount of $104,000. The proceeds of said check will be forfeited as liquidated damages in case the bidder to whom said bonds are awarded Should withdraw his bill or fail to complete his purchase in accordance with the terms thereof. Checks of unsuccessful bidders will be returned promptly and no interest will be allowed on any checks. The check of the successful bidder will otherwise be returned or applied on the purchase price at delivery at the option of the City. The City Council reserves the right to waive informalities in any bid, to reject any or all bids and to determine in its sole discretion the best bid. The City Council has authorized the preparation of an official Statement containing pertinent infor- mation relative to the City and the Municipal Parking System. For copies of that Statement, the Official Notice of Sale and Official Bid Form, or for any additional information, any prospective Purchaser is Wackerdto Drive, Chicago, Illinois 60606. Telephone Area 31tile 2-346.0858pee &Associates, Inc., 20 North By order of the City Council of the City of Iown City, ]own, /s/ ABBIE $TOLFUS November 8, 1978 City Clerk 10 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES L MICROFILMED BY JORM 141CROLAB • CEDAR RAPIDS AND DES 1-10INL>, Turin City of Iowa City MEMORANDUM DATE: November 6, 1978 TO: Neal Berlin, City Manager FROM: Michael E. Kucharzak, Director, Housing & Inspection Services RE: Monthly Report - October 1978 Attached is the monthly report for the Department of Housing & Inspection Services. 141CROFIL14ED BY _ A i DORM MICR4+LAB CEDAR RAPIDS • DES MOINES n i i t I i i MICROFILMED BY JORM 14ICROLAB CEDAR RAPIDS AND DES b1UIIIE:,, iurL. BUILDING INSPECTION Y OCTOBER ACTIVITIES: 1. Attended the annual I.C.B.O. business meeting to discuss the 459 pro- posed building code changes. 2. Held plumbing examinations. 3. Prepared and started enforcement of a homeowner's examination for owner occupied single family dwelling electrical permits. 4. Prepared final drawings and documents for in-house office remodeling. 5. 66 permits were issued for a monthly total of $1,834,363.00. This brought the total for this year to 585 permits reflecting $18,653,173.88 in.con- struction. The above figures are composed of 24 new single family dwellings and 9 other types of new construction. In addition, 33 alteration permits and 6 demolition permits were issued. GOALS FOR NOVEMBER: 1. Attend the bi-monthly I.A.B.O. meeting in preparation for the annual meeting which is to be held here in Iowa City in January. 9 2. Complete plan review for the uptown parking ramp "A". 3. Complete plan review for Capitol House Apartments. 4. Issue permits for Mod Pod offices. i i i 1 MICROFILMED BY i JORM MICR+LAB CEDAR RAPIDS • DES MOINES I-ICIIOFIL14ED BY JORM MICROLAB CEDAR RAPIDS AND DES IIUINLS, luw,: n �\ HOUSING REHABILITATION GOALS THROUGH DECEMBER 31, 1978 1. Encumber $100,000.00 per quarter for new construction. 2. Perform staff services for Johnson County Housing Rehabilitation. 3. Develop an Emergency Repair Program. OCTOBER ACTIVITIES - City of Iowa City Construction: a. completed contracts: 25 b. under construction: 14 c. specs or bids: 11 d. surveys: 3 e. case review completed Finance: a. finance interviews: 10 b. presentations: 3 c. file consolidation continues Administration: Develop an Emergency Repair Program for Council decision. OCTOBER ACTIVITIES - Johnson County Rehab 1. Meetings with County/City staff occur on a weekly basis. 2. Construction: 1 case at spec writing. 3. Finance: 3 cases reviewed. PROPOSED NOVEMBER ACTIVITIES: Construction: a. complete 7 cases b. start 8 new contracts c. survey 7 cases d. continue assisting County Finance: a. 10 interviews b. continue file consolidation c. continue review of County cases Administration: Develop Emergency Program. micRorILMED BY JORM MIC R+LAE3 CEDAR RAPIDS DES MOINES I ■ i NICROFILMEU BY JORM MICROLAB CEDAR RAPIDS AND UES MUIIiL), iuw+ ASSISTED HOUSING GOALS: I. Section 8 - Existing Housing - Presently authorized 334 units. Continue to provide assistance to the maximum number of families within program restrictions. II. Manage Autumn Park - Continue to act as Managing Agent for the 64 units of elderly housing known as Autumn Park. III. Provide input to Housing Assistance Plan and the Annual Performance Report as required by the Plan. IV. Provide advice and assistance to both profit/non-profit organizations whose goal is to produce housing for low-income families. V. Provide administrative support to the Iowa City Housing Commission. OCTOBER ACTIVITY: I. During October 319 families received assistance from the Section 8 program. This is a decline of two over September, but it is anticipated that there will be at least 8 new starts in November. 45 Initial/Annual Inspections were performed. 14 new applications were received and approved. II. Autumn Park - continued performing managerial functions per Management Agreement. III. H.A.P. completed. IV. Midstates/Old Capitol - no change in status reported. V. The Housing Commission met in regular session, October 4. Sub -Committee met with Committee of Board of Realtors on October 6 to discuss potential sites for Public Housing. A special meeting of the Housing Commission met October 20 to discuss recommendations to CCN. Recommendations were made regarding funding of Emergency Repair Program under the Rehab. Program and funding a Spouse Abuse Shelter. The Commission was advised that Vice Chairperson, Carol Ivie, was no longer residing in the area. Clarification was requested. Proposed changes in Bylaws were discussed. Changes will be voted on at the November meeting. PROJECTED ACTIVITIES: I. It is projected that approximately 8 to 10 new units will be added to the program in November. II. Normal activity. III. Completed. IV. Midstates/Old Capitol - no contact. V. The Housing Commission formal meeting is scheduled for November 1, 1978 at which time proposed changes in Bylaws will be voted on. The Commission will consider CCN recommendations. The Commission will meet with the Means Agency representatives and the Committee of the Board of Realtors to discuss current status of land acquisition and negotiation as well as any new sites that may have been found for Public Housing. The site selection process will continue. �- MICROFILMED BY JORM MICR+LAB � i CEDAR RAPIDS DES MOINES n ti " y i NICROFILMEU BY JORM MICROLAB CEDAR RAPIDS AND UES MUIIiL), iuw+ ASSISTED HOUSING GOALS: I. Section 8 - Existing Housing - Presently authorized 334 units. Continue to provide assistance to the maximum number of families within program restrictions. II. Manage Autumn Park - Continue to act as Managing Agent for the 64 units of elderly housing known as Autumn Park. III. Provide input to Housing Assistance Plan and the Annual Performance Report as required by the Plan. IV. Provide advice and assistance to both profit/non-profit organizations whose goal is to produce housing for low-income families. V. Provide administrative support to the Iowa City Housing Commission. OCTOBER ACTIVITY: I. During October 319 families received assistance from the Section 8 program. This is a decline of two over September, but it is anticipated that there will be at least 8 new starts in November. 45 Initial/Annual Inspections were performed. 14 new applications were received and approved. II. Autumn Park - continued performing managerial functions per Management Agreement. III. H.A.P. completed. IV. Midstates/Old Capitol - no change in status reported. V. The Housing Commission met in regular session, October 4. Sub -Committee met with Committee of Board of Realtors on October 6 to discuss potential sites for Public Housing. A special meeting of the Housing Commission met October 20 to discuss recommendations to CCN. Recommendations were made regarding funding of Emergency Repair Program under the Rehab. Program and funding a Spouse Abuse Shelter. The Commission was advised that Vice Chairperson, Carol Ivie, was no longer residing in the area. Clarification was requested. Proposed changes in Bylaws were discussed. Changes will be voted on at the November meeting. PROJECTED ACTIVITIES: I. It is projected that approximately 8 to 10 new units will be added to the program in November. II. Normal activity. III. Completed. IV. Midstates/Old Capitol - no contact. V. The Housing Commission formal meeting is scheduled for November 1, 1978 at which time proposed changes in Bylaws will be voted on. The Commission will consider CCN recommendations. The Commission will meet with the Means Agency representatives and the Committee of the Board of Realtors to discuss current status of land acquisition and negotiation as well as any new sites that may have been found for Public Housing. The site selection process will continue. �- MICROFILMED BY JORM MICR+LAB � i CEDAR RAPIDS DES MOINES n MICROFILMED BY JORM MICROLAB CEDAR RAPIUS AND DES MOINL;, W -M �I HOUSING INSPECTION NOVEMBER GOALS: 1. Perform 50 systematic inspections in 403 area. 2. Perform annual inspections of multiple dwellings. 3. Conduct reinspections as required. 4. Field training for new inspector to include her assuming responsibility for scheduling and inspecting half her monthly annual workload (under direct supervision). 5. Notify all owners on November annual list in advance of inspection and permit procedures. 6. Get 30 day advance notice out to property owners on December billing list. 7. Resume file review for microfilming. B. Begin in-service training this month. I OCTOBER ACTIVITIES: 1. 46 systematic area inspections 23 routine annual inspections 13 complaint inspections 2. 1051 dwelling units inspected 125 rooming units inspected 134 reinspections ' i 3. 42 violation letters issued 1 emergency order issued 89 compliances issued 4, 0 housing appeals 1 court appearance 0 intent to placard 0 placards 0 administrative reviews 5. Continued training new inspector. 6. Conducted housing tour for City Council members. I 7. Assumed responsibility for billing and sent notice to all property owners on October list. i I I MICROFILMED BY JORM MICROLAB CEDAR RAPIUS AND DES MOINL;, W -M �I HOUSING INSPECTION NOVEMBER GOALS: 1. Perform 50 systematic inspections in 403 area. 2. Perform annual inspections of multiple dwellings. 3. Conduct reinspections as required. 4. Field training for new inspector to include her assuming responsibility for scheduling and inspecting half her monthly annual workload (under direct supervision). 5. Notify all owners on November annual list in advance of inspection and permit procedures. 6. Get 30 day advance notice out to property owners on December billing list. 7. Resume file review for microfilming. B. Begin in-service training this month. I OCTOBER ACTIVITIES: 1. 46 systematic area inspections 23 routine annual inspections 13 complaint inspections 2. 1051 dwelling units inspected 125 rooming units inspected 134 reinspections ' i 3. 42 violation letters issued 1 emergency order issued 89 compliances issued 4, 0 housing appeals 1 court appearance 0 intent to placard 0 placards 0 administrative reviews 5. Continued training new inspector. 6. Conducted housing tour for City Council members. I 7. Assumed responsibility for billing and sent notice to all property owners on October list. Yom. • rYrs......—.-- ,MICROFILMED BY I JORM AAICR+LAB { CEDAR RAPIDS - DES MOINES "I i i I r I I Yom. • rYrs......—.-- ,MICROFILMED BY I JORM AAICR+LAB { CEDAR RAPIDS - DES MOINES "I i i I r / I t i I i I I i ot - LO t` CC) co 0• 0. v N N 3 0 w -V 3 0 C% 01b 0 D 1-1ILRUFILMED BY JORM I.IICROLAB CEDAR RAPIDS AND ULA NUINLJ RtCEIVED P10V 1 5.19711: MONTHLY REPORT SEPTFI`OBUi, 1978 OUTREACH' The opening of schools dominated outreach activity in September. As a contrast to previous years, school reopening seemed less chaotic both for staff and more importantly for students. We have established excellent cooperative relationships with school personnell which should allow U.A.Y. to do meaningful advocacy for individual clients as well as students generally. At the end of September our weakest school in- volvement appeared to be at Northiieet. It is hoped that utilizing board member Tom Conway as a resource can strengthen our involvement with Northwest students. The new diversion director, Jan Souter, started this month. She brings her own unique perspective to the diversion program, a have already developed a good relationship with her. We look forward to U.A.Y. continuing as a significant resource to diversion. A very "bright spot" in the outreach aide staffing developed in Sep- tember. Craig Engel was hired for the third Outreach Aide position. Craig is a junior at West High, active in school activities and ath- letics. ilia training went very well and he is already working one- to-one with a number of clients. Ethan also returned from a leave of absence renewed with fresh energy (and California sunshine) and quickly got back into his work at U.A.Y. Ile is going to Solon one day a week with Larry and has continued his involvement with clients which began last spring. Vicky has also "blossomed" in her work with youth cen- tered on the east side. She is regularly contacting students and doing follow-up at Kirkwood, City, and SouthEast. The three aides are work- ing very well together and compliment each other's individual skills - They are making a major contribution to the overall outreach program which should strengthen this year's program. YOUNG ARTS WORKSROPt September 30 marked the end of the Phase I grant to develop the work- shop. It is difficult to summarize briefly all the activity of Sep- tember. Bids were opened publically and after review and consultation with Peter Otto contracts were awarded to Advanced Audio (sound equip— ment and synthesizer) and MPCS Video Industries (video equipment). All equipment should be installed and ready to use by the first week in November. All other materials and purchases from Phase I were made prior to September 30 - Joan Graham was hired as the third counselor. She will be responsible for traditional art forms and photography. Polly Arp also was selected as the group trainer. Polly is well acquainted with U.A.Y. as a former board member. She is a Ph.D. candidate in clinicalpsychology united action for youth alternatives for young people 4• • �',� 141CROFILMED DY DORM MICR+LAB CCDIIR RAPIDS - DES MO1NRS M M i .11 LO r` b co co u 3 0 0` CC) X O .O I•IICROFILMED BY JORM MICROLAB CEDAR RAPIDS AND ULS MUIlu:), ul— and has substantial experience in group work with the RAP program and Psych Hospital. After revising the implementation time tablep one major obstacle remains before the program is fully underway. Renovation of Center East. It appears that both materials and time of construction were very underestimated. Two carpenters from River City Builders have made an agreement to help with rennovation. Dave will be putting most of his time in early October to completing the renovation. It is hoped to use volunteers and indrested young people to finish the studio in October. All in allg considering the 60 day delay in starting# we accomplished most of the work set out in Phase I. We are all most anxious to see how young people will respond to the program. Peter Otto felt that we were proceeding better than expected and had much to be proud of., U.A.Y.: E As mentioned previouslyt contracts with MPCS and Advanced Audio for equipment purchase were signed by the Johnson County Board of Super— I visors on September 20. The audit is still not complete. Al Bobanan has sent a note to Dee Gosling requesting that it be complete as soon as possible.. A time use summary of the outreach staff was prepared at the request of the board. While the most complete method was used, it gave an accurate picture of how staff spend their time. The report is on file at U.A.Y. and will be discussed at the October board meeting. The tutoring program has gotten off to a slow start. It is hoped that Hanne will have it well underway in October with some help from Scott and volunteers. September went by too quickly for most of us but a great deal of pro— gross was made in both outreach and the arts. In October we will con— tinue our work at each school and try to take advantage of any remain— ing good weather to interact with youth outdoors. OCTOBER STATISTICS Youth Served .......... I .... 86 (24 county) Crisis Interventions ....... 16 Referrals In...............12 (3 for tutoring Referrals Out .............. 20 Tutor matches .............. 0 Drug Seminars .............. 3 Total Contacts.. ........ ig16q united action for youth alternatives for young people ICRorILMEN BY ..r i 1 JORM MICR#LAB CEDAR RAPIDS DrS MBIN S . _ ... ti i JUt(M ?l1( IWL,ib • _I J,,: r11, .,. , ,.. The , nBuildiLi e November 1978 Volume 15 THE SPARK OF GENIUS Section 9.20.21 of the Iowa City Electrical Code reads as follows: desires "Homeowner. In cases where an owner/occupant of a single family dwelling IL install electrical equipment or perform any electrical work in his/her single hfamily e/she isrcompetente/she may to do theaspecifearbicfwork.ore Aftertsuchlshowingtohe/sher and smay that obtain an electrical permit by paying the proper fee." The above statement requiring the homeowner to show their competence in the elect- The nts field wor hen iringomes htheir residence is pirtlydly aduend,veryto tsignificantlyct that theTh quire- ,mounty f electriciking the tyused requirements for home has tripled ii homes much morethe lcomplex.ast ten years, conse- q The staff the thome weer couldCshowBoard competenceElectrical electrical field. TheBoa by which considered three alternatives. They are: 1. A person could answer a few basic questions in some type of short exam- ination form. 2 There coulindividualdtoeshowehowctoewireacertainl electrical of utletsand servicthe es, etc. in uits, etc . and 3. individualdcbe a ould indicatechowdtheyrmuestbeawired,vindicating what wire, etc. The Electrical Board chose to pursue the short examination form. Thewould basis for their selection was twofold. Firsnott,thmuchatimexminatt3 complete.e offo Sermat condly, iteiseay easred and fairly inexpensive procedureosedhtoebuyingnhardwarerint theaform ofnwire, davined edevices9 normal working hours, as opp and so forth to be made part of a practical exam. Homeowners are now expected to successfully complete the examination before an ivwhenever anyone applies directly at the buildingfor a permit, and is administered questions, is being g electrical permit will bbee issued. The examination, consisting of fifteen wr ten permit counter. p If you have any questions pertaining to this examination, please do not hesitate to contact the Building Division at the Civic Center. RESIDENTIAL FIRE PROTECTION If you wish to know where to install smoke detectors or how to evaluate the cefrourenowtbookletfire titledtResidential then you need a copy The booklet also contains Fire Protection me Iowa City. it planning, fire doors and information on emergeunits, If you would like a copy of isolation of heating Ins ection Office at the booklet, drop in at the Houhone call. Copies are the Civic Center or give us a P free to the public. 21.52 I[( Poi 11.411 J 0 JORM MICROLAB ''. . . '.,,.1, JiY JURM 11CkULAU r�% 5JAMCS MINIMUM HOUSING During October, 1978, 241 structures were inspected containing 1051 dwell- ing units and 125 rooming units. 394 dwelling units and 44 rooming units were found to be in compliance with the Minimum Housing Code of Iowa City. 657 dwelling units and 81 rooming units did not comply with the Minimum Housing Code. BUILDING INSPECTION During the month of October, 1978, 66 Building Permits, 32 Mechanical Permits, 29 Plumbing Permits, and 60 Electrical Permits have been issued by the City. The total value of all October construc- tion in Iowa City is $1,834,363.00. There were 6 demolition permits issued. HOUSING ASSISTANCE PROGRAM During October, 1978, 8 units were brought into the Section 8 Program. Total units, Section 8 = 319. SS1 'oN kW�'d tlM01 'Alli VM01 0"Itld 30V1SOd 'S 'O �itl� 3rine atcuw n.iai.n n� JORM MICROLAB ri-�Ao is x. � .� •n0��. �� OOZES eMOI `4413 enol •4S u036ul4seM '3 Olt SDDIAuaS U014oadsul PUP 6ulsnoH ;o 4uaml.aedaO 4310 eMol ;o 44[o I. �.1 I ,) . � �. � i� I JURM 0 johnson county mission regional planning corn -'•, -. Isobel Turner c --,c m • 221/2 south dibuque street, iowo city, 10%`10 52240 (319)351-8556 Al L. Brandt E-1- DIK 11-8-78 MINUTES program Development Subcommittee We dnesday,,. November 1;.1978 9: 00 'First ChristianChurch Library low 52240 PRESENT Car ' ol Spaziani (Chair) Linda Schreiber, Anne Voli G raham . j, im,Harris Betty.. Meisel,, Swaim;.: CarolSpazian J ameron,, Jim RogerB!jidt',-Verne Kelley ,-_, tt, ABSENT.' -' ''`Lloyd TUrner,,Kathy *Wallace. 'STAFF .. �P&M Ramser',-David Chancey,-Emil,Brandt ..... d -f the !jjjbrommittee.:,,,� Lllace.has'since'resigne rom Kathy Wa ... ... . ..... gepait on Iowa C81incil'of Information and .Referral .providers (ICIRPS) Meeting Carol ICIRps,,which: she; a, ...... -reE d Lindar"schreiber�uaT Th t, on, sal,r, included an �Ptoger Boldt attended. mee ing'was'hel forthis meeting cluded.pre- Spazian I Betty Mei Moines.. The agenda 9 October 19 and 20 in Des M Study Director of the President s, Reorganrizattt sentations by David St. John;`Study I several. information and referral'. roj6cts.in,!Human Services, tion providers injowa.,, ns which7he willlbe, r focused on rpcommendatio Mr�'_ St" John'S.r presentation..,, presenti. neg to President Carter,.in:Dece,mbeIrI fI'th is-Lyear�.T he-study upon fiich.threrecommendations;are. basedincluded areviewofl.j!R,services er Am range i6coiarnendatio bY..the,older, a icane.Act. Sher r,I, COMMUnityISr a mandated data,base:• 0;include that rural dreasib,e included in each t: & 'I for ' L:R.services, d f i & R re 2) that one agency be designate as. responsible or r this, j. source development ,and ,receive.federal,funding for . 3)- that a..centralizect. system.'fO r IR be developed and made available toeachdesignated agency,, on dir6atories-be dielvelope&and ,made 4).,that special, in formation 11 1 f nati available,to interest gr , Oups suchrras elderly persons', hand i - ca dp, a' s ppe . nd health service 5) that communities follow through on these recommendations. Long range recommendations will include: I a developed for'nationwide 1) that common service definations b use and that training be provided to those using these, 2) that follow-up on all service referrals be a requirement for receiving federal funding, (over) rnrani nen n Ise joRm MICROLAB A 1. I, ; _ i1Y .Jifi*l tl)(IWLnU 2. 3) that needs assessment eliminate duplicate counting of people receiving specific services, 4) that quality assessment of services be rendered. Presentations by Iowa providers Of I & R services included a report on .statistics and unmet needs by Mary Jane Gormly (Linn Co. Information and Referral), one on categorizing resources and developing 1 & R networks by Inez.Morrow (Greater Des Moines United Way Information and Referral Center), and one on needs assessment by Jean Sandman (AID Center of Sioux City). The AID Center offers an interesting conglomeration of services. It receives funding from the Department of Social Services and has been designated as the agency `which carries out Title XX needs assessment and planning for the district in which it is located. The.center.also re- ceives some funding from HUDandhouses'services for_•which the Human Services Project found alocal need last year,.such'as credit counsel ing and services;to.transients.. Infoimation'.presented at the ZCIRPS.meetinq also included discussion of `5 an Automated Information and Referral, System (AIRS) developed, by Inter-' national Graphics (Division of 'Moore ,:Business Forms) in Minneapolis „ This system ,'provides;a means f or: computerizing. nformation which allows'` ease in updating -informational listings. There was some discussion of contacting,a:representative of Internationai"Graphics'to get an estimate'' of'start-up'costs for this service, .in .regard..to the Johnson County•Ser vices In ex. cost,,not,including start-up, is"$3600.)''!Ms.'<Ramser will`put together a breakdown of the cost for,,putting.the,Services Index- { on'the ATS system at` the.University;of Iowa this past year and `then,seek.. an'estimate from International,Graphics in'.order to bompare costs. The subcommittee.asked that the Regional Planning Commission consider joining tfie,iCZRPS. The dues,;are presently„$25 per year 4nformation.and Referral -'Other Discussion. a Roger.Boldt,told the'subcommittee that`the Iowa Department of Social Ser- vices (DSS) will be holding.a meeting on November, 16th`to'discuss reassign- ment'of funding needs 'and priorities. ;Mr. Boldt has written a letter to the :•DSS urging that 'information and referral be -accepted as.a priority, item.for funding.' He:'will be; attending the November `16th meeting and s urged..that'someone from Johnson County! Regional Planning` also"attend''to make our =interest.in.information and referral known. " Mr. Boldt noted that,he will be preparing a final report on his work in the field of information and referral•:for.East Central'Iowa Council 'of'Govern- ments:'.(ECICOG).: This reportwill speak .specifically to the availability of funding for I &.R through •a variety.of sources. 'It would seem to be desirable to develop a'centralized I & R service using this funding, which is currently being disseminated to'a variety of>agencies 'and creating some duplication and fragmentation of effort, For example,there are 5 social service directories presently published which cover Johnson County to some extent. JORM MICROIAB . m! .r' 3. Betty Meisel• spoke about her upcoming report on an I & R service for the new Senior Center.. The report will recommend that such a service be in- dependent of existing agencies and have I & R as its primary . service. Thal & R service should be located in the Senior. Center.to. best -serve elderly; persons and agencies. The report will be submitted to. Julie Vann'(Iowa'City .Department of.Community:`Development) who will then submit it to.the Iowa.. ,city. City Manager and Council. Ms. .Meisel noted, that the issueof funding has not yet°been specifically addressed.. She said that,it might be pos sibleao include the Senior Center I &-.Ras an:arm of thelgeneric.'I &.,R,... which`. is committee will recommend, but that several stipulations must be'.. made. She said that`�the elderly population has been shown to be the most frequent user of I &'R.services. in most areas of,�the country and that the,:'-:: 5 need`of this population for advocacy,, and accompaniment' to service loca- tions„and,.follow up i§`;greater, than that of other;population'groups An 7.&�•R'service'for senior citizens s} ould'.provide:theIse last services to be :noceu_wa `v__ &'R M6nitorin4 'Ooal and` Ob7e2tive'Sett*pg for i ”' David,Chancey;reported,on his 'work, in colle _" lection procedures and-.from•local`human ser next'step isto holda.'workshop`on goal -''and sentatives of these!agencies.,i:;The workshop term?'objectives and de'veloping!ways;to help commendation will:include or_Center.,recommendation ecommendations with hers 11, ,.u1 .:?11 , H+ DORM MICR©LAB