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HomeMy WebLinkAbout1989-02-07 Council MinutesInformal Council Budget Discussion January 16, 1989 Informal Council Budget Discussion: January 16, 1989 at 7:30 PM in the Council Chambers in the Civic Center. Mayor John McDonald presiding. Council Present: Ambrisco, Balmer, Courtney, Horowitz, Kubby, Larson, McDonald. Staff Present: Atkins, Helling, Vitosh, Kimble, Karr, Smith. Tape Recorded: 89-2, Side 2, End -1; 89-4, Side 1, 1 -End, and Side 2, End - 313. Introduction of New Councilmembers: McDonald welcomed Kubby and Balmer, newly elected City of Iowa City Councilmembers. Budget Discussion: Atkins said the proposal is a three-year plan. Atkins raised concerns about the continued intrusion by state and federal government - necessitating local government to assess by state and federal policies. Atkins stated the CIP is reduced and it is hoped that the City's debt position will improve in future years to allow capital projects needed by the City. Vitosh presented a slide presentation of the proposed financial plan - fiscal years 1990-92. Vitosh outlined the objectives of the presentation (Slide: Objectives). � I Vitosh emphasized the City's Financial Department takes the budget very seriously and that attitude is imparted to the departments by sending out a budget manual at the beginning of the budget process to provide guidelines to the departments in preparing the budget. Vitosh stated the City is preparing a three-year financial plan. Vitosh outlined the benefits of a the three-year financial plan (Slide: Three - Year Financial Plan). Vitosh reviewed General Fund - Expenditures (proposed financial plan - page 15). Larson inquired about personal services/personnel costs. Vitosh said the annual salary increases have not been included in the proposed budget because new contracts with the three bargaining units are currently being negotiated; once collective bargaining agreements are reached, the budgets will be adjusted accordingly; and for the time being, the pure fund balance is sufficient to handle any salary increases that may be approved. Vitosh said the pure fund balance will be reduced once the salary increases are added in. Vitosh noted that there will be a 21% increase in health insurance costs and the City is projecting a 10% increase in health insurance costs in future years. Commodity expenditures. Vitosh stated paper costs have increased over 40% the past two years. Horowitz asked why paper costs have increased and what recycled paper costs. Vitosh said the cost of paper has increased and the City has been unable to purchase recycled paper because of the lack of availability. Transfers. Vitosh said transfers include all transfers from the General Fund to other funds, including transit, airport, and repayments to the reserve funds. Vitosh noted the City will be borrowing from the landfill reserve in FY90 for financing the computer upgrade and animal shelter construction and transfers in FY90 and FY92 include transfers out of the pure fund balance for the Civic Center building project. Horowitz asked about the 30 -year post -closure landfill fee. Atkins said the City's landfill is good until 2014 and the operating estimates were included to demonstrate that by FY92, policies should be set and refuse collection rates would need to increase to finance any programs established by those policies. Contingency. Horowitz asked about the line item for the Community Relations Officer. Atkins explained the FY89 budget will need to be amended to cover the cost of the Community Relations Officer once that person is hired. In response to Balmer, Vitosh stated the City is at the $8.10 limit but the City has not reached the maximum property tax amount. Kubby asked for the definition of the pure fund balance. Vitosh explained the general fund balance is broken into two parts: 1) the pure fund balance - the working capital for the City - what the City needs for cash flow and to cover any emergency expenditures that might come up, and 2) the contingency amount - the amount set aside for unknown budget amendments that occur during the year. Vitosh reviewed the outline for the FY90-92 financial plan projection rates FY91 and FY92 (Slide: FY90-92 Financial Plan Projection Rates FY91 and FY92). Kubby asked what would be done if health insurance costs increased more than the projected 10%. Vitosh said the City would need to adjust the pure fund balance or increase property taxes. Revenues. Kimble explained that at the end of the fiscal year, she analyzes all fees and state revenues the City received in the past fiscal year and prepares projections for the upcoming budget year. Kimble reviewed the comparison of fees and state revenues to total general fund revenues (Slide: Comparison of Fees and State Revenues to Total Fund Revenues). Kimble stated the fines include $5.00 and $25.00 parking fines, magistrate court fines, library fines, and fees include fire contracts, administrative chargebacks, recreational fees, animal licenses, housing inspection fees and building permits. Horowitz stated she would like to see the actual figures between how much it actually costs the City to deliver services and what is actually charged back. Staff and Councilmembers discussed actual costs of services. Kimble noted the City can only change an estimated 25% of the fees listed and those fees are analyzed each year. Kimble said only increases in zoning and subdivision fees are proposed for this year. Kimble explained another 25% of those fees and state revenues are revenue sources governed by the State and include liquor and cigarette licenses ($80,000), municipal assistance ($335,000), liquor profits ($295,000), parking fines, magistrate court fines, and bank franchise fees. Transfers. Kimble stated transfers into the general fund are restricted and include road use tax, employee benefit taxes, UDAG funds, and CDBG funds. Ambrisco inquired about the UDAG repayment balance. Atkins said UDAG funds are now being used to fund the City's Economic Development Program staffed by Patt Cain, and ICAD. Atkins stated a hefty reserve will begin to accumulate and he plans to further discuss future uses of that reserve with Council. Property taxes. Kimble reviewed comparison of property tax revenue to general fund revenues (Slide: Comparison of Property Tax Revenue to General Fund Revenues). In response to Larson, Vitosh stated there are minimal federal revenues coming in to the General Fund. Kimble reviewed real property values (Slide: Total Real Property Evaluation 1977-1988, (January 1)). Balmer asked how much urban renewal contributed to the real property valuations. Kimble explained the City Assessor is mandated to do re -valuations - equalizing property values to market sales prices. Kimble explained how the base property taxes is projected (Slide: Comparative Analysis Percentage of Real and Economic Growth) and Taxable Valuations). Kimble noted that the County Auditor subtracts military property exemptions, only residential properties have a rollback, and the County Auditor certifies total taxable valuations. Kimble explained that the increases made to businesses' property to increase jobs through the Jobs Training Program will not be added to the tax rolls until their debt has been paid. Vitosh explained that when bonds are sold to finance training programs handled by community colleges, the amount of property taxes that would normally be paid are diverted to pay the debt service on the bonds. Vitosh said there are four to five local industries that are participating in the TIF program. Kimble presented information regarding property taxes for an average residence (Slides: City Property Taxes for Average Residential Properties and Comparison of Change in Property Taxes for an Average Residence). Larson asked if the proposed property tax increase would increase the average homeowner's taxes by $23. Kimble said yes, under the scenario presented. Vitosh noted revenues follow the projected expenditure increases in FY91 - 4% and FY92 - 6%. Larson asked what the median residential valuation is. Kimble said that information was not available. Kimble explained the City Assessor has the total valuation of residences and the total number of residences. Atkins stated the average new single-family home built in Iowa City costs $108,000. Kimble presented information relating to the total tax revenues (Slide: Property Tax). Horowitz asked why there isn't tort liability in FY89, FY90, FY91, and FY92. Vitosh explained when the City decided to change its insurance program to a self-insurance program, it was necessary to set up a loss reserve. Vitosh said money was set aside in FY89 under the general levy - where money would not be restricted for expenditures. In response to Horowitz, Vitosh said if the City would need to settle a large lawsuit, she would recommend the City sell bonds and pay the damage award over a number of years. Vitosh said the City currently has coverage up to $2 million and the City's loss reserve is projected to have a balance of $600,000 by FY91 and $1 million by FY92. Atkins stated that the City works hard at its risk management. Horowitz asked what the City's participation in haz mat (hazardous materials) does to the City's risk management. Atkins said there is a liability but it is difficult to predict the City's exposure. Kimble noted that the Civic Center expansion project is being funded from the general levy instead of selling bonds. In response to Larson, Vitosh said once the City reaches the $8.10 maximum, the City can levy under employee benefit trust funds and the City does have some flexibility. Vitosh said the City can also levy under tort liability for insurance costs. Atkins said staff can calculate information regarding the tax margin. Larson asked why transfers are not done first before property tax increases are made. Vitosh stated that the state will not let cities transfer to the employee benefit trust until the $8.10 maximum general levy is reached. Discussion followed regarding the use of a loss reserve if the insurance market softened. Vitosh said she would be hesitant to dismantle the loss reserve. Council and staffinembers discussed options available once the City meets the maximum tax levy amounts. Kimble presented a chart showing how much of the general levy is used for tort liability (Slide: General Levy). Vitosh presented information relating to major sources of revenues and expenditures (Slide: General Fund FY90 Budget). In response to Kubby, Vitosh said that the only federal revenue the City receives into the general fund is the portion of CDBG monies that are allocated for aid to agencies. Vitosh presented information relating to the pure fund balance (Slide: General Fund - Pure Fund Balance). Vitosh said the pure fund balance is holding relatively steady at about 14% of expenditures and the pure fund balance is established by starting with the beginning balance, adding receipts, subtracting expenditures, and then subtracting out reserve balances. Vitosh said an indication of how well the City is able to generate resources to pay annual expenditures is to look at how annual revenues compare with annual expenditures. In response to Horowitz, Vitosh said the pure fund balance carries from one year to the next. Balmer noted the large balance is maintained in the pure fund balance because of the timing of collection of tax revenues. Vitosh said the pure fund balance is needed to cover cash flow in the first quarter of the year (Slide: Comparison of Pure Fund Balance to Shortfall and Receipts for the First Quarter). Courtney raised concerns about the size of the pure fund balance. Vitosh said the pure fund balance needs to be at a certain level so the City would be able to make a large emergency expenditure that was not budgeted for. Courtney said the City does not need that high a pure fund balance. Vitosh said the pure fund balance can also be used for special capital projects such as the Civic Center expansion project. Ambrisco asked what is the City's CPA's opinion regarding the size of the pure fund balance. Vitosh said the City's CPA does not advise us on the size of the pure fund balance, however, Moody's, the bond rating firm, always looks at the pure fund balance. Councilmembers and staff discussed size of the pure fund balance. Atkins stated the City is working towards a pay-as-you-go policy. McDonald stated that Council would like to discuss the pure fund balance amount again before final budget decisions are made. Kubby inquired about the recreation facility reserve. Atkins said that the recreation facility has been eliminated. Money is still being set aside in the Parkland Acquisition Fund. Debt Financing Vitosh presented information relating to debt financing (Slides: City of Iowa City General Long -Term Debt, Debt Service - Financial Plan Summary, G.O. Debt Paid from Property Taxes Proposed Bond Issues Through FY92, and Debt Margin). Vitosh noted the City's capital outlay, principal and interest on bond payments, is remaining relatively stable throughout the three proposed years. Vitosh said it is proposed that no bonds be issued in FY93 and $2 million of bonds issued in FY94. In response to Ambrisco, Vitosh stated no projects have been projected for FY94 but staff just projected what a reasonable level of debt financing should be. Atkins said debt proposals will build flexibility in the budget in future years. Vitosh stated legal guidelines and the City's internal guidelines are considered when structuring debt. In response to Council, Vitosh explained that when the City issues debt, the Council certifies the amount of debt to the County Auditor and that then sets the amount of debt the City can levy taxes for. Vitosh explained the City maintains an internal fiscal policy that places the maximum amount of debt service at 25% of the total tax levy (Slide: Ceiling on Debt Service). Vitosh presented a list of projects planned to be funded from a $2.5 million bond issue in FY90 (Slide: G.O. Bond Issue FY90 (July, 1989)). Council and staff discussed the projects listed. In response to Larson, Vitosh said all bridge projects have been funded out of the G.O. bonds. Vitosh noted $2.1 million in bonds were sold in FY85 and FY86 for the Benton Street bridge widening project. Because the City is limited in how long it can take to spend the money, those funds were reallocated to other projects, and the City is therefore selling bonds again in FY90 and FY91 for the Benton Street project. The funds were reallocated to the water storage tank project and to the Washington and Benton Street area storm sewer projects. In response to Ambrisco, Atkins said the Summit Street bridge project appeared in the FY92 CIP because it is high on the state's bridge funding program. Ambrisco asked if the railroad could share the cost of that project. Vitosh presented the list of projects planned to be funded with FY91 and FY92 bonds issues (Slides: G.O. Bond Issue FY91 (July 1990), and G.O. Bond Issue FY92 (July 1991)). Vitosh presented a proposed funding plan for the Civic Center expansion project (Slide: Civic Center Building Plan Proposed Funding). McDonald inquired about the certificate of participation. Vitosh explained the certificates of participation allowed the City to set up financing in a lease -purchase format, the City is allowed to enter into a lease purchase agreement without voter approval, and the financing is then paid out of 11 the general levy versus the debt service tax levy. Larson stated using certificate of participation looks funny in that it is a means of funding the Civic Center project without voter approval. Councilmembers and staff discussed the certificates of participation. Vitosh presented information relating to the employee benefit trust (Slides: Employee Benefit Trust - Financial Plan Summary and Employee Benefits Trust - Summary of Expenditures). Vitosh said this fund was previously known as the Trust and Agency fund. Horowitz asked if those monies are invested. Vitosh said the money is not available to be invested because these are actual annual costs the City pays out. Vitosh said the police and fire pensions are not in the budget. Kubby inquired about the police and fire retirement contribution rate. Vitosh stated an actuary comes in and does an actuary study of police and fire funds and then sets the rates. Meeting Schedule: Council agreed to continue the budget discussions on January 31, 1989, at 6:30 p.m. Meeting adjourned at 8:45 p.m. Informal Council Discussion January 23, 1989 Informal Council discussion, January 23, 1989, 6300 P.M. Councilmembers present: Larson, Kubby, Courtney, McDonald, Balmer, Horowitz. Absent: Ambrisco. Staffinembers present: Atkins, Melling, Timmins, Karr, Smith, Schmeiser, Vitosh, Meisel, Schmadeke, Kimble. Tape-recording: 89-4, Side 2, 313-1; 89-5, Sides 1&2; 89-6, Sides 1&2. COUNCIL TIME/AGENDA: Reel 89-4, Side 2 1. Helling invited Councilmembers to visit with a group of foreign visitors on February 9, 1989, 2:30-4:00 p.m. 2. Helling referred Councilmembers to his 1/20/89 memo regarding creation of Organizational Board of Directors for private non-profit organization (item Ne). Council discussed the recommendations from the Broadband Telecommunications Commission to appoint the Organizational Board of Directors for the non-profit organization. In response to questions from Councilmembers, Melling said by-laws have not been written yet, and appointments to the Organizational Board of Directors was handled by consensus. Helling stated the decision regarding the number of Board of Director positions was based on trying to come up with a manageable group that could get things done. Kubby and Larson raised concerns about the number of people appointed to the Organizational Board of Directors. Helling said the Organizational Board of Directors will decide the number of permanent Board of Directors that will be appointed. Kubby suggested that letters be sent to persons not appointed to the Organizational Board of Directors explaining that they will be able to apply to the permanent Board of Directors. Councilmembers agreed with the Broadband Telecommunications recommendation regarding appointments to the Organizational Board of Directors. E-911 EMERGENCY SYSTEM AND JOINT COMMUNICATIONS FACILITY: 89-4, Side 2 Dick Myers, Johnson County Board of Supervisors, presented information about the progress of the joint communication plan and the E-911 emergency system. Myers stated the Joint Communications Ad Hoc Committee voted to ask the Board of Supervisors and the Iowa City Council to jointly fund the hiring of a consultant to study the joint communications issue - should Johnson County, Iowa City, surrounding communities, the University of Iowa, and emergency services get involved in a joint communications set- up. Myers said it would take an estimated 30 to 60 days to screen consultants to decide who should be hired and additional information regarding consultant costs will be presented to the City Council. Myers explained the Johnson County Ad Hoc Committee passed a motion outlining what the consultant should do, including: recommend location, address who the people should work for, methods of financing, purchase of public safety answering point, and the scope of the equipment. Myers said the Johnson County Board of Supervisors has already approved funding one-half the cost for a consultant. Minutes Informal Council Discussion January 23, 1989 Page 2 Myers stated in addition to the Joint Communications Ad Hoc Committee, another committee was formed by the Board of Supervisors to study the E- 911 emergency system. Myers stated it is hoped the E-911 emergency system can be dove -tailed into the joint communications plan. Myers said if the E-911 emergency system can be dove -tailed into the joint communications plan, the budget for the E-911 equipment will pay for the joint communications facility, property tax monies will be needed to initially finance the joint communications facilities, the E-911 emergency system bill calls for a 25 cent per month fee to be levied against every telephone line in the County, and the consultant fee can be paid for out of the 25 cent fee. Myers stated if each governmental agency purchased a public safety answering point, it would cost one-quarter million dollars apiece. Myers and i lan and the E-911 emergency system. Myers snot d there are12 telephone companies and 45,000 telephone lines in Johnson County and the 25 cent fee would yield $12,500 in revenue per month. Atkins said Fire Chief Donner agrees with the plan, the studyion willto hire provideaconsultant to recommendations regarding the Citoint communications City's hardware needs, and a study is needed to provide the proper analysis framework to cause the debate to occur. Larson asked if the joint communications plan will be completed prior to the police station remodeling project or hiring of a Police Chief. Atkins said probably not, but the police station design allows for flexibility. Courtney stated the City's volumes of calls are lan for the E-911 emergency system has treater than the o beyMyers approveby voterstfinalhe at ageneralnelection or by mail ballot. Council agreed to fund one-half of the cost of the consultant to study a joint communications plan. PLANNING & ZONING MATTERS: Reel 89-5, Side 1 A. B. C. Schmeiser stated the Planning & Zoning Commission deferred action on this item until February 2, 1989. No Council comment. No Council comment. Minutes Informal Council Discussion January 23, 1989 Page 3 SENIOR CENTER COMMISSION FIVE-YEAR PLAN: Reel 89-5, Side 1 Jean Hood, Senior Center Commission Chairperson introduced Ruth Wagner, Bud Gode, and Duane Means, Senior Center Commission members and Geri Hall and Bill Coen, past Senior Center Commission members. Hood noted Councilmembers received the Senior Center Commission Five -Year Goal 1989- 1993 Report. An overhead projector was used by the Senior Center Commission members and Senior Center Director Bette Meisel to present information to Councilmembers. Meisel reviewed the format of the Senior Center Commission Five -Year Goal 1989-1993 Report. Meisel said the Senior Center Commission initiated the goal -setting process five years ago, using the National Council on Aging evaluation form, questionnaires to 15 communities, and interviews of Iowa City citizens. Meisel explained the Senior Center Commission looked at the consensus of what people felt was right for the Senior Center in Iowa City and reviewed information relating to the needs not being met and changes in population of older people in Iowa City. Senior Center Commission members reviewed the goals of the Senior Center as outlined in the Senior Center Commission Five -Year Goal 1989-1993 Report. Ruth Wagner presented information about additional staff volunteers, and increased involvement of the Senior Center Commission. Bill Coen presented information about improved parking and gift fund development. Bud Gode presented information about health suite and computer use. In response to questions, Coen stated 3,000 parking permits have been issued to use the Senior Center parking lot and 6,000 people sign in per month at the Senior Center. In response to Courtney, Meisel stated the Senior Center has two Mackintosh computers. McDonald commended Senior Center Commission members for the work done to prepare the Senior Center Five -Year Goals. Hood urged Councilmembers to consider supporting the Senior Center Commission's request for an additional 20 hour staff position. In response to Kubby, Hood explained the additional 20 hour position would be used to increase the Volunteer Specialist to full-time. Kubby requested information regarding future trends and the number of elderly people in Iowa City who use the Senior Center. Horowitz inquired about the Senior Center outreach plans and user fees. Hood stated outreach plans include a radio program and a television program on cable TV. Atkins stated a cable program, such as the cable presentation concerning budget issues being produced by the Finance Department, could be produced for the Senior Center. In response to Larson, Hood said the Senior Center parking lot is full during Congregate Meal time. Courtney inquired about the parking lot permit fee. Larson noted the Senior Center parking lot was not included in the City's parking study. Sandra Eskin distributed the table of contents of Gerald Mansheim A Pictorial History of Iowa City, the cost and potential profits from the sale of the book, and a letter from the author. The proposed five sponsors would each contribute $12,500 and have the money refunded if the book sold about 3,000 copies. Eskin said that Irving Weber approved the book and historical publishing company, Downing Publishers of Virginia Minutes Informal Council Discussion January 23, 1989 Page 4 will print the book. Eskin said a marketing campaign will attempt to pre - sell the book to promote the sellers in Iowa City's sesquicentennial celebration. Downing will help design posters and brochures to help market the book. The Chamber of Commerce will also market the book. Eskin said sponsors will meet to decide on the layout, logos and list price. In response to Balmer, Atkins said the City might be asked to provide services for the sesquicentennial celebration. The Council agreed to partially sponsor the book. UTILITY AGREEMENT: Reel 89-5, Side 1 Timmins provided a handout of the University's cable TV revenues. Timmins stated that from their figures, there would be a franchise fee of an estimated $5,000 or less. Timmins stated the current draft did not include cable TV. McDonald said that some negotiations will have to take place. Timmins noted that the proposal is reciprocal with provisions applying equally to both sides. Timmins noted that no one from the University has seen the proposed agreement. In response to Larson, Timmins said the franchise fee is in return for use of the streets for non-essential services. Timmins noted that there are several potential ways to collect the cable fee, but there are no fees currently being collected. Timmins stated that if cable TV is left out of the agreement, a separate addendum could be added later. Several Councilmembers raised the issue of whether the University owes a retail fee, Heritage owes a wholesale fee or both owe a fee. In response to Horowitz, Timmins stated the University would prefer to have only a franchise agreement to run in perpetuity. Kubby suggested that a 15 year agreement like the Iowa - Illinois agreement would be a comfortable time span. Timmins stated that the City has suggested a 10 or 20 year agreement to the University, but the University does not want to have long-term improvements like steam or chiller lines up for grabs. In response to Kubby, Timmins stated that for such public improvements, 60 years is not all that long. In response to Horowitz, Schmadeke stated that he doesn't have a problem with a 50 to 60 year agreement. McDonald stated the University needs a chance to respond to the City's proposed agreement. Atkins said he feels that Timmins' agreement is very thorough, but the University would probably prefer a case-by-case agreement for utilities in city streets. In response to Horowitz, Timmins said that the proposed agreement does not cover parking ramps. Horowitz said that she does not agree with every element of the plan. McDonald said the cable TV issue will be addressed separately. He said that one of the reasons the agreement is back on the table is because of the problem on Madison Street. Timmins said that the University needs to power -up in late March or early April. Timmins suggested a temporary license for about a year if no agreement can be reached. In response to Horowitz, Timmins stated the City has the legal right to license someone to use its streets, but the University might not believe that they have the corresponding authority to enter into such an agreement. Timmins stated the Attorney General's Office might be able to tell the City whether the University can indeed enter into such an agreement. Minutes Informal Council Discussion January 23, 1989 Page 5 AGENDA ADDITIONS: Item 15 - Snyder Creek. Timmins stated that the power poles in the easement right-of-way need to be moved, but the appraiser didn't know that when the original appraisal was done so the City needs to pay Iowa - Illinois an additional $3,000 to move the poles. Item 12 - Four Seasons Car Wash. Timmins stated that because the City did not have an exclusive easement for its sewer, the City will have to bear the $22,000 cost for building a new sewer. COUNCIL TIME/AGENDA CONTINUED: Reel 88-5, Side 2 3. McDonald noted that after Tuesday's formal Council meeting a quick Executive Session on collective bargaining and litigation is scheduled. 4. McDonald stated Councilmembers interested in attending the Iowa Legislation Session sponsored by the League of Municipalities on February 15 should contact Lorraine. 5. McDonald reminded Councilmembers of the National League of Municipalities meeting in Washington on March 11-14, 1989. 6. In response to McDonald, Atkins said the parking report will be discussed at next week's informal session. Larson requested information regarding the need for parking ramps located at the north end of Iowa City and at the Senior Center. APPOINTMENTS: Reel 89-6, Side 1 Historic Preservation Commission: David Jepsen (Summit Street rep.) Ken Hanick (At -large rep.) COUNCIL BUDGET DISCUSSION: Vitosh presented information regarding the proposed financial plan FY90- 92, including receipts and expenditure trends, fund balances and multi- year planning. Vitosh noted on Tuesday, January 31, 1989, Atkins will present budget highlights. Vitosh stated the Risk Management Loss Reserve was set up in conjunction with the City's insurance program (Slide: Risk Management Loss Reserve Financial Plan Summary). Vitosh said the City self -insures for the first $50,000 for each loss up to the aggregate amount each year of $475,000. The losses are paid from this loss reserve. Vitosh said monies are transferred from the General Fund and from each of the non -general funds into the Loss Reserve to fund any payments. Vitosh said it was decided the Loss Reserve balance should be established at approximately $1 million. Vitosh presented information regarding the Loss Reserve balances. Vitosh explained the transfers from the General Fund in FY89, FY90, and FY91 were reduced by $200,000 in each of those years and those monies are being used to fund the Civic Center Building Program. Vitosh recommended that an actuary be retained to evaluate the City's Loss Minutes Informal Council Discussion January 23, 1989 Page 6 Reserve Fund and offer guidance regarding what the balance should be in that fund. Vitosh said money going into the Loss Reserve Fund from the General Fund is being funded from the general tax levy instead of tort liability levy so that if, in the future, there is a larger balance than what is needed in that fund, the money can be used for another use. In response to Larson, Vitosh said there is no maximum levy for tort liability because of the restriction to its uses. In response to Kubby, Vitosh reviewed transfers into the Loss Reserve Fund. Vitosh said the City uses the majority of road tax revenues to fund Streets and Traffic Engineering (Slide: Road Use Tax - Financial Plan Summary). Vitosh presented information regarding the Road Use Tax. Vitosh noted that the State implemented a two cents per gallon fuel tax effective April 1988 and an additional two cents per gallon fuel tax effective January 1989. Vitosh said the Road Use Tax balance can be used for capital projects such as the reconstruction of Kirkwood Avenue, a $1.1 million project. In response to Balmer, Atkins said $200,000 has been budgeted to renew the City's Asphalt Overlay Program. Vitosh reviewed the Road Use Tax receipts and expenditures as outlined (Slide: Road Use Tax - Financial Plan Summary). Vitosh recommended that an ending balance be used to fund future capital projects. Atkins said the money could only be used for transportation related projects. In response to Larson, Atkins said Streets and Traffic Engineering operations are almost 100% funded with Road Use Tax monies. Horowitz asked if this money could be used to install stormwater drainage systems on the streets in areas such as Fairmeadows. Vitosh said money could not be used for stormwater management. Horowitz said stormwater management needs to be scheduled for a separate discussion. Vitosh presented information about the Enterprise Funds (Slides: Parking Operations - Financial Plan Summary, Parking Renewal & Improvement Reserve - Financial Plan Summary). Vitosh said a $5.00 per month rate increase is proposed for the monthly parking permits, effective in FY90 and FY92. Vitosh said transfers to the Revenue Fund are going to be increased to set aside money for future parking facility construction. Vitosh said the parking revenue bond resolution requires the City to set aside $60,000 each year into the Parking Renewal & Improvement Reserve. In response to Larson, Vitosh said no new facilities are planned, but it is anticipated that sometime in the future, additional facilities will be needed. In response to Balmer, Vitosh said receipts are adequately covering the City's bond indebtedness and debt coverage requirements. McDonald asked if the City has been able to pay the parking reserve back any of the $450,000 transferred out of that fund into Transit in FY86 & 87. Vitosh said no. Larson asked where overtime parking fines are placed. Vitosh said the money is put into parking operations as revenue; however, if at the end of the fiscal year if Parking does not need that revenue, it is transferred into the General Fund. Horowitz asked if there was any correlation of increased transit use when parking decreased. Vitosh said no. It appeared that when parking usage decreased that many persons were using University parking facilities. Vitosh presented information regarding the Pollution Control Fund (Slides: Pollution Control Operations - Financial Plan Summary, and Pollution Control Renewal & Improvement Reserve Financial Plan Summary). Vitosh said expenditures are added in FY90 and FY91 for the increased operating Minutes Informal Council Discussion January 23, 1989 Page 7 costs of the south plant and the renovated north plant. Vitosh said the budget includes transfers out to the sewer plant projects, $1 million in FY89, $500,000 in FY90, and $300,000 in FY91. Kubby inquired about the leachate costs. Vitosh said costs are based on projections received from Public Works and a large increase in the flow of leachate is not anticipated. Vitosh said the bond resolution requires the City to set up the Pollution Control Renewal 6 Improvement Reserve. Vitosh explained that because there was a large balance in the operating fund, this reserve was funded completely up to the maximum required balance of $2 million. Therefore, the City does not have to make transfers into the reserve on an annual basis. Vitosh said the fund could be used for any capital improvement project for Pollution Control or capital needs. In response to Horowitz, Vitosh said the City cannot borrow from the fund, but the balance can be used for capital expenditures. Vitosh said two rate increases are projected in the next three years, two percent each in January 1990 and January 1992 (Slides: Water Operations - Financial Plan Summary). Balmer stated rate increases should be kept to a minimum. Councilmembers and staff discussed projected balances. Atkins said with the three-year planning process, some of the reserves are being used up, but the City still maintains a reasonable balance. Vitosh said rates are at a level that the City can pay -as -it -goes for capital improvements. Vitosh said the Water Depreciation Extension 8 Improvement Reserve is a reserve that was set up when the City had water revenue bonds (the bonds are fully funded) and therefore the City is no longer legally required to have this fund. (Slide: Water Depreciation, Extension Improvement Reserve - Financial Plan Summary). Vitosh said the City has chosen to maintain this reserve to set aside monies for capital projects. Vitosh said in FY89, $325,000 funds the computer project, FY90 $110,000 finances the water storage plant, and FY92 $150,000 provides funding for water mains in Madison and Washington streets. Horowitz asked if any funds will pay for detecting and digging up underground storage tanks. Atkins said no. Vitosh stated rates proposed for refuse collection will increase from the current rate of $5.25 per month to $5.50 per month January FY90 and to $7.50 in FY92. (Slides: Refuse Collection Operations - Financial Plan Summary). In response to Horowitz, Atkins said by FY92 the City will have made decisions regarding alternative waste disposal. Vitosh said rate increases are projected in each fiscal year for landfill: FY89 $9.25 per ton, FY90 $10.00 per ton, FY91 $10.80 per ton, FY92 $13.40 per ton (Slides: Landfill Operations - Financial Plan Summary, Landfill Replacement Reserve - Financial Plan Summary, and Solid Waste Surcharge Reserve - Financial Plan Summary). Vitosh said in FY89, the large amount in capital outlay is for excavation at the landfill and transfers out are going into the Landfill Replacement Reserve. Vitosh said the Solid Waste Surcharge Fund is the 50 cents per ton the City is allowed to keep of the State landfill fee. Vitosh said expenditures are shown in FY89 $25,000 for the Regional Facility Study, FY90 $80,000 for the Groundwater Study and Monitoring Well Recommendations, and FY91 $40,000 for the Comprehensive Plan preparation and submittal. Minutes Informal Council Discussion January 23, 1989 Page 8 Vitosh presented information as outlined in (Slides: Airport Operations - Financial Plan Improvement Reserve - Financial Plan Summary). the Airport Operations Summary, Airport Capital Vitosh said Transit expenditures are increasing with inflationary rates and fare revenues are decreasing each year. Vitosh noted a projected decrease in fare revenues by 5% in FY89 and a 3% decrease in the following years (Slides: Transit Operations - Financial Plan Summary, Transit Replacement Reserve - Financial Plan Summary, and Transit Revenues). Vitosh presented Transit expenditures. In response to Courtney, Vitosh said when the City purchases a new brand of buses, a new parts inventory needs to be built up. Atkins noted that the President's budget proposal for capital assistance lowers Federal funding to 50% of costs as opposed to the current funding level of 80%. Vitosh stated fare revenues are decreasing each year as ridership drops off, the Transit tax levy is remaining constant, and the property tax monies or subsidy from the General Fund are continuing to increase. Balmer said Council needs to discuss Transit funding. Vitosh said Broadband Telecommunications is being set up as an Enterprise Fund because revenues have increased in that fund and it is funded 100% by its own revenues (Slide: Broadband Telecommunications - Financial Plan Summary). In response to McDonald, Atkins said the entire fee goes back into the fund. Melling said an ordinance adopted in 1979 earmarks those funds. Vitosh presented slides showing All Funds FY90 Budget, City of Iowa City Impact of Inflation on the Budget, and Number of Authorized Positions by Department. The meeting adjourned at 9:55 p.m. i OFFICIAL COOMCIL ACTIONS - 1/24/89 The cost of publishing the following proceedings 3 claims is $_. Cmulative cost for this calendar year for said publication is $_. Iowa City Council, reg. mtg., 7:30 p.m. at the Civic Center. Mayor McDonald presiding. Cooncilmanbers present: Anbrisco, Balmer, Car w, Horowitz, Kubby, Larson, Md)3reld: /assent: fore. The Maya welcomed newly elected Cancilmanbes Karen Kubby and Jahn Balmer. Moued and seconded that the follorirg iters ad recamgdations in the Consent Calendar be reoeitiei, or approved, arVor adapted as presented: Approval of Official Actions of the special meeting of 1/10/89, as published, subject to correction, as recamnended by the City Cleric. Minutes of Boards and Commissions: Housing Comn. - 12/13/88; Broadband Telecomm. Comm. - 12/14/88, 12/21/86; Historic preservation Conn. - 12/14/86, 12/22/88; Airport Corm. 12/20/88. Permit Motions: Class E Beer Permit for QuikTrip #509, 323 E. Burlington. Motions: Accepting Abstract of Election of the Special City Council Election of 1/10/89. Resolutions: BES. 89-13, ACCEPTING THE WM( FOR SANITARY SGU, STORM SBR, PAVING AND STORM INTAKE MOVD1ENTS FOR DEAN OWES SEOOND ACDITICN. Setting Rblic Hearings: To set a public hearing for 3/7 for the City of Iara City's application to the Iara DOT State Transit Assistance Program, and authorizing publication of a notice regarding said hearing. To set a public hearing for 2/7, to receive citizen caments on the extension of the Rental Rehabilitation Program Target Area to include the St. Clements Street Neighborhood. Correspondence: Jean Hood, Chairperson of the Senior Center Comm., regarding the request to the Council for 20 additional ham of Volunteer Coordinator tin: of the Senior Center. Sandra Eskin for Frieds of Historic Preservation, regarding sponsoring a publication, "A Pictorial History of las City." Mara fran the Traffic Engr. re: Loading zone at 623 East Jefferson Street; Parking prohibition on the east side of Roo Street at its intersection with Fairchild Street; Parking prohibition on Oakcrest Street at its intersection with George Street; Parking prohibition on Seventh Avenue at Jackson Street. The Mayor declared the motion carried. Minutes Council Activities January 24, 1969 Page 2 Moved and seconded to set a public hearing for 2/7, on an ordinance to arced the Zoning Ordinance to make the setback requirements for high-rise dellings in the RI -145 zone consistent with the Building Code. The Mayor declared the notion carried. A public hearing was.held on an ordinance to vacate an unimproved portion of First Aare bebem J Street and the Iowa Interstate %ilwq, a 360 foot alley along the northern right-of-way lines of the railroad. Moved and seconded that the rule requiring ordinances to be considered and voted on for final passage at two Council meetings prior to the meeting at vihich it is to be finally passed be suspended, the second consideration and vote be vaieed and that OPD. 89-3401, VACATE A PORTION OF EXCESS RIGHf-0E- VAY ON THE SOUTH SIDE OF U.S. HI(HPI 6, 1M IAMY NNM OF TOBD CAR WM, be voted on for final passage at this time. The MaYQ declared the notion carried. Moved and seconded that the ordinate be finally adopted at this time. Emilie Rhbright, Project GAD, reported on the 22 year history of the program in Ime City and outlined future events. The Mayor Owird the Tap for their efforts. A public hearing was held on plans, specifications, form of contract and estimate of cost for the Coralville/Iaa City Animal Shelter. Mored and seconded to adopt RES. 89-14, APPFMING PUPS, SPECIFICATIM, FCM OF CONTM AND ESTIMITE OF COST FOR THE MALVILLE/I0A CITY ANDK SHELTER, ESTABLISHING AMM OF BID SECUM To Af.OQM EACH BID, DIRECTING CITY CLEW, TO PUBLISH AUJEHTISEMENT FOR BIDS, AND FIXING TIME AND PLACE FOR RECEIPT OF BIDS. The Mayor announced the following vacancies: CON Comm. - one vacancy for an unepired term ending 3/1/90 and one vacancy for a three-year term ending 3/1/42; Hawing Comn. - three vacancies for three- year terms ending 5/1/42; Mayor's Yauth Employment Edd. - two vacancies for three-year terms ending 4/15/42; Historic Preservation Comm. - one vacancy for a ioodlmm District representative for an urhe.xpired term ending 3/29/91. These appointments will be made at the 3/7/89 meeting of the City council. Moved and seconded to make the following appointments: Bill Anbrisco to the Rules Committee and Karen Kubby to CON Comn.; Airport Comm. reconmendation to appoint Pat Foster, 1020 Keokuk Street, to the Airport Zoning Can for an unexpired term ending 1/1/94; Bd. of Adjustment tutamen tim to appoint David Ninegarden, 115 Oberlin Street, to the Airport Zoning Bd. for a five-year term ending Minutes Council Activities January 24, 1989 Page 3 2/26/94; appointed David Jepsen, 405 S. Summit, to the Historic Preservation Comma., Sumdt Street representative for a three-year tern ending 3/29/92 and appointed Kevin Hanick, 1830 Friendship, an at - large representative for a three-year term ceding 3/29/92; &madbard Teleccnm. recommendation to appoint Janes Lanw, Kristin M. Evenson, Daniel L. Daly, Sandra Eskin, and Susan McGuire as regular voting wrbers and Doyle Detroit, Dewey McGuire and Jon Hess as ex -officio, non-voting members to the Organizational Bd. of Directors. The Mom declared the motion carried. Mored and seconded to endorse the 1989 Legislative Priorities of the Iowa Public Transit Association. The Mayor declared the motion carried. Moved and seconded to adopt RES. 89-15, (1) AUTHORIZING AND DIRECTING THE MAYOR AND CITY CLER( TO EXECUTE AND ATTEST, RESPECTIVELY, A QUIT CLAIM DEED IN FAVOR OF FOUR SEASON'S CAR WASH, CO. RELINQUISHING AND QUIT -CLAIMING THE CITY'S INTEREST IN A PORTION OF A 10 FOOT WIDE SANITARY SEWER EASEMENT IN OI.'S SLEDIVISICN, IN CONSIDERATION OF AND IN E DWGE FOR THE MAYPNE 10 THE CITY OF AN ALTERNATE DOW TOUTS FOR SAID SEWER, AND (2) ACCEPTING THE SEWERS COSTRUCTED IRON AND IN SAID ALTERNATE EAS" ROUTE, ALL IN CONJUNCTION WITH TEE DEVELOF W OF THE FOUR SE W'S CAR WASH. Moved and seceded to adopt RES. 89-16, M MING THE AFSDE AND THE FIMIINISTRATIVF/DQMIVE CLASSIFICATION/COMPENSATION PLANS. Moved and seconded to adopt RES. 89-17, AMENDING THE ADMINISTRATIVE/EXECUTIVE CLASSIFICATIOT(/C(MPEIISATICN PIAN. Moved and seconded to adopt RES. 89-18, AUTHORIZING THE CITY MANAGER TO MND AN AMENDED OFFER TD PURCHASE FOR PARCEL NO. SISC.12, ALL IN CONNECTION WITH 1HE SOUTHEAST INTERCFPIO(S111D R CRE➢( PIDJECT. Moved and seconded to adjourn to executive session to discuss as a public employer, strategy regarding collective bargaining with City employee organizations; as such discussion is exempted from the provisions of Chapter 21 according to Chapter 20.17(3); and to discuss strategy with counsel on netters that are presently in litigation or Were litigation is imminent where its disclosure mould be likely to prejudice or disadvantage the position of the governmental bogy in that litigation. TUe Maar declared the motion carried. Minutes Cantil Activities January 24, 1989 Page 4 A note cmplete description of Cantil activities is on file in the office of the City Clerk. SAM M4YQt s/MaRIAN K. KAPR, CM CLEW StWtted for Publication - 2/2/89. �I ��Lko,a;J -K• !'S COMPLETE DESCRIPTION OF COUNCIL ACTIVITIES January 24, 1989 Iowa City Council, reg. mtg., 7:30 p.m. at the Civic Center. Mayor McDonald presiding. Councilmembers present: Ambrisco, Balmer, Courtney, Horowitz, Kubby, Larson, McDonald. Absent: None. Staffinembers present: Atkins, Melling, Timmins, Karr, Schmeiser, Lundell. Council minutes tape recorded on Tape 89-3, Side 2, 723-1. The Mayor welcomed newly elected Councilmembers Karen Kubby and John Balmer. Moved by Horowitz, seconded by Courtney, that the following items and recommendations in the Consent Calendar be received, or approved, and/or adopted as presented: Approval of Official Actions of the special meeting of 1/10/89, as published, subject to correction, as recommended by the City Clerk. Minutes of Boards and Commissions: Housing Comm. - 12/13/88; Broadband Telecomm. Comm. - 12/14/88, 12/21/88; Historic Preservation Comm. - 12/14/88, 12/22/88; Airport Comm. 12/20/88. Permit Motions: Approving a Class E Beer Permit for QuikTrip Corporation dba QuikTrip #509, 323 E. Burlington. Motions: Accepting Abstract of Election of the Special City Council Election of 1/10/89. Resolutions: RES. 89-13, Bk. 100, p. 13, ACCEPTING THE WORK FOR SANITARY SEWER, STORM SEWER, PAVING AND STORM INTAKE IMPROVEMENTS FOR DEAN OAKES SECOND ADDITION. Setting Public Hearings: To set a public hearing for 3/7/89 for the City of Iowa City's application to the Iowa DOT State Transit Assistance Program, and authorizing publication of a notice regarding said hearing. To set a public hearing for 2/7/89, to receive citizen comments on the extension of the Rental Rehabilitation Program Target Area to include the St. Clements Street Neighborhood. Correspondence: Jean Hood, Chairperson of the Senior Center Comm., regarding the request to the Council for 20 additional hours of Volunteer Coordinator time of the Senior Center. Sandra Eskin for Friends of Historic Preservation, regarding sponsoring a publication, "A Pictorial History of Iowa City." Memo from the Traffic Engr. re: Loading zone at 623 East Jefferson Street; Parking prohibition on the east side of Reno Street at its intersection with Fairchild Street; Parking prohibition on Oakcrest Street at its intersection with George Street; Parking prohibition on Seventh Avenue at Jackson Street. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the motion carried and repeated the public hearings as read. Minutes Council Activities January 24, 1989 Page 2 Moved by Balmer, seconded by Ambrisco, to set a public hearing for 2/7/89, on an ordinance to amend the Zoning Ordinance to make the setback requirements for high-rise dwellings in the RM -145 zone consistent with the Building Code. The Mayor declared the motion carried, 7/0, all Councilmembers present. A public hearing was held on an ordinance to vacate an unimproved portion of First Avenue between J Street and the Iowa Interstate Railway, a 360 foot alley along the northern right-of-way lines of the railroad. No one appeared. Moved by Courtney, seconded by Ambrisco, that the rule requiring ordinances to be considered and voted on for final passage at two Council meetings prior to the meeting at which it is to be finally passed be suspended, the second consideration and vote be waived and that ORD. 89- 3401, Bk. 30, p. 2, VACATE A PORTION OF EXCESS RIGHT-OF-WAY ON THE SOUTH SIDE OF U.S. HIGHWAY 6, IMMEDIATELY NORTH OF ROBO CAR WASH, be voted on for final passage at this time. Affirmative role call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the motion carried. Moved by Courtney, seconded by Ambrisco, that the ordinance be finally adopted at this time. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the ordinance adopted. Emilie Rubright, Project GREEN, reported on the 22 year history of the program in Iowa City and outlined future events. The Mayor thanked the group for their efforts. A public hearing was held on plans, specifications, form of contract and estimate of cost for the Coralville/Iowa City Animal Shelter. No one appeared. Moved by Ambrisco, seconded by Balmer, to adopt RES. 89-14, Bk. 100, p. 14, APPROVING PLANS, SPECIFICATIONS, FORM OF CONTRACT AND ESTIMATE OF COST FOR THE CORALVILLE/IOWA CITY ANIMAL SHELTER, ESTABLISHING AMOUNT OF BID SECURITY TO ACCOMPANY EACH BID, DIRECTING CITY CLERK TO PUBLISH ADVERTISEMENT FOR BIDS, AND FIXING TIME AND PLACE FOR RECEIPT OF BIDS at 10:30 a.m., February 14, 1989, in the City Manager's Conference Room. Horowitz questioned if there were any plans to beautify Ralston Creek at the time this project was done. The City Manager stated that would be a separate project and there was $5,000 appropriated to Mayor's Youth included in the budget recommendations. Kubby suggested that the Riverfront Commission be contacted. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the resolution adopted. The Mayor announced the following vacancies: CCN Comm. - one vacancy for an unexpired term ending 3/1/90 and one vacancy for a three-year term ending 3/1/92; Housing Comm. - three vacancies for three-year terms ending 5/1/92; Mayor's Youth Employment Bd. - two vacancies for three-year terms ending 4/15/92; Historic Preservation Comm. - one vacancy for a Woodlawn District representative for an unexpired term ending 3/29/91. These appointments will be made at the 3/7/89 meeting of the City Council. Larson urged citizens to apply for vacancies and noted the fine applications received for the NPO Board of Directors. Minutes Council Activities January 24, 1989 Page 3 Moved by Balmer, seconded by Horowitz, to make the following appointments: Bill Ambrisco to the Rules Committee and Karen Kubby to CCN Comm.; Airport Comm. recommendation to appoint Pat Foster, 1020 Keokuk Street, to the Airport Zoning Comm. for an unexpired term ending 1/1/94; Bd. of Adjustment recommendation to appoint David Winegarden, 115 Oberlin Street, to the Airport Zoning Bd. for a five-year term ending 2/26/94; appointed David Jepsen, 405 S. Summit, to the Historic Preservation Comm., Summit Street representative for a three-year term ending 3/29/92 and appointed Kevin Hanick, 1830 Friendship, an at -large representative for a three-year term ending 3/29/92; Broadband Telecomm. recommendation to appoint James Larew, Kristin M. Evenson, Daniel L. Daly, Sandra Eskin, and Susan McGuire as regular voting members and Doyle Detroit, Dewey McGuire and John Hess as ex -officio, non-voting members to the Organizational Bd. of Directors. The Mayor declared the motion carried, 7/0, all Councilmembers present. Councilmember Courtney welcomed Councilmember Kubby and noted his displeasure with a recent Iowa City Press -Citizen editorial dealing with the City budget. Horowitz pointed out three bid notices in that night's Press -Citizen directed toward women and minority businesses and stated she was proud the community support shown these businesses. Councilmember Balmer noted the Mayor and he were currently representing Council at the joint raisinguman effortsvices notingu they hadrexceeded their s and ded the day fund - projected ctegoal.ited Balmer stated unless significant spring rain comes we could be facing another drought and water shortage problems, and urged the City Manager to be prepared to institute conservation measures if necessary. The City Manager stated he hoped should the situation arise that this could be accomplished on a voluntary basis rather than a mandated one. Larson echoed Councilmember Courtney's remarks re the editorial dealing with the City budget and stated he felt the City was in extraordinary hands due to the Finance and City Manager's staff. Kubby thanked everyone for welcoming her to Council and extended an invitation to an open forum and potluck on Sunday, 1/29, from 4-7 p.m. The Mayor also noted displeasure with the editorial City budget. The City Manger reported that 4200 Christmas trees had been recycled by the City and distributed as mulch to the community. Moved by Balmer, seconded by Horowitz, to endorse the 1989 Legislative Priorities of the Iowa Public Transit Association. Councilmembers commended Transit Manager John Lundell on the job being done with the system. The Mayor declared the motion carried unanimously, 7/0, all Councilmembers present. Moved by Balmer, seconded by Horowitz, to adopt RES. 89-15, Bk. 100, p. 15, (1) AUTHORIZING AND DIRECTING THE MAYOR AND CITY CLERK TO EXECUTE AND ATTEST, RESPECTIVELY, A QUIT CLAIM DEED IN FAVOR OF FOUR SEASON'S CAR WASH, CO. RELINQUISHING AND QUIT -CLAIMING THE CITY'S INTEREST IN A PORTION OF A 10 FOOT WIDE SANITARY SEWER EASEMENT IN OHL'S SUBDIVISION, IN CONSIDERATION OF AND IN EXCHANGE FOR THE CONVEYANCE TO THE CITY OF AN ALTERNATE EASEMENT ROUTE FOR SAID SEWER, AND (2) ACCEPTING THE SEWERS CONSTRUCTED UPON AND IN SAID ALTERNATE EASEMENT ROUTE, ALL IN CONJUNCTION WITH THE DEVELOPMENT OF THE FOUR SEASON'S CAR WASH. Balmer questioned the status of unimproved lots in the area. The City Manager reported that Minutes Council Activities January 24, 1989 Page 4 this corrects the easement problem in the area. The Asst. City Manager reported that a sewer had been placed in the area years ago but easements were not acquired until 1975 and the alignment of Mall Drive further complicated the situation. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the resolution adopted. Moved by Balmer, seconded by Courtney, to adopt RES. 89-16, Bk. 100, p. 16, AMENDING THE AFSCME AND THE ADMINISTRATIVE/EXECUTIVE CLASSIFICATION/COMPENSATION PLANS, deleting a Customer Service Manager from the AFSCME pay plan and adding it to the Administrative/Executive pay plan. In response to Balmer, the City Manager stated the position was in the Finance Department. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the resolution adopted. Moved by Balmer, seconded by Ambrisco, to adopt RES. 89-17, Bk. 100, p. 17, AMENDING THE ADMINISTRATIVE/EXECUTIVE CLASSIFICATION/COMPENSATION PLAN, changing the Assistant City Attorney II from Grade 57 to Grade 62. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the resolution adopted. Moved by Horowitz, seconded by Courtney, to adopt RES. 89-18, Bk. 100, p. 18, AUTHORIZING THE CITY MANAGER TO MAKE AN AMENDED OFFER TO PURCHASE FOR PARCEL NO. SISC.12, ALL IN CONNECTION WITH THE SOUTHEAST INTERCEPTOR/SNYDER CREEK PROJECT. The City Attorney reported that 60 to 70 large power poles stored in the temporary easement area would have to be moved to accommodate sewer construction. This resolution would authorize City payment to Iowa -Illinois for moving. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the resolution adopted. r Moved by Courtney, seconded by Horowitz, to adjourn to executive session to discuss as a public employer, strategy regarding collective bargaining with City employee organizations; as such discussion is exempted from the provisions of Chapter 21 according to Chapter 20.17(3); and to discuss strategy with counsel on matters that are presently in litigation or where litigation is imminent where its disclosure would be likely to prejudice or disadvantage the position of the governmental body in that litigation. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the motion carried and adjourned to executive session 8:20 p.m. JOHN McDONALD, MAYOR MARIAN K. KARR, CITY CLERK OFFICIAL COUNCIL ACTIONS - 1/31/89 The cost of publishing the following proceedings and claims is $ Cumulative cost for this calendar year for said publication is ; Iowa City Council, special meeting, 5:30 p.m. at the Civic Center. Mayor John McDonald presiding. Councilmembers present: Ambrisco, Balmer, Courtney, Horowitz, Nubby, Larson, McDonald. Absent: None. Moved and seconded to adopt RES. 89-19, AUTHORIZING THE ACQUISITION OF CERTAIN PROPERTIES, CONSTRUCTION EASEMENTS, AND PERMANENT SEWER EASEMENTS FOR THE OUTFALL SEWER PROJECT, ALL IN CONJUNCTION WITH IOWA CITY'S WASTEWATER FACILITIES IMPROVEMENTS PROJECT. Moved and seconded to adopt RES. 89-20, EXTENDING TIME FOR RECEIPT OF BIDS, APPROVING ADDENDA NOS. 1 THROUGH 4 TO THE PLANS AND SPECIFICATIONS, AND DIRECTING THE CITY CLERK TO PUBLISH NOTICE TO BIDDERS CONCERNING SAID TIME EXTENSION AND ADDENDUM NO. 4, ALL IN CONNECTION WITH THE SOUTHEAST INTERCEPTOR SEWER PROJECT. Moved and seconded to adopt RES. 89-21, EXTENDING TIME FOR RECEIPT OF BIDS, APPROVING ADDENDA NOS. 1 THROUGH 4 TO THE PLANS AND SPECIFICATIONS, AND DIRECTING THE CITY CLERK TO PUBLISH NOTICE TO BIDDERS CONCERNING SAID TIME EXTENSION AND ADDENDUM NO. 4, ALL IN CONNECTION WITH THE BENTON STREET INTERCEPTOR PROJECT. Moved and seconded to adopt RES. 89-22, EXTENDING TIME FOR RECEIPT OF BIDS, APPROVING ADDENDA NOS. 1 THROUGH 4 TO THE PLANS AND SPECIFICATIONS, AND DIRECTING THE CITY CLERK TO PUBLISH NOTICE TO BIDDERS CONCERNING SAID TIME EXTENSION AND ADDENDUM NO. 4, ALL IN CONNECTION WITH THE SLUDGE FORCE MAIN PROJECT. Moved and seconded to adjourn to Informal Session 5:45 p.m. The Mayor declared the motion carried. A more complete description of Council activities is on file in the office of the City Clerk. AA s/JOHN MCDONALD, MAYOR U s/MARIAN K. KARR, CTY CI EJt� 272a< rte`% an Submitted for publication 2/3/89 COMPLETE DESCRIPTION OF COUNCIL ACTIVITIES January 31, 1989 Iowa City Council, special meeting, 5:30 p.m. at the Civic Center. Mayor John McDonald presiding. Councilmembers present: Ambrisco, Balmer, Courtney, Horowitz, Kubby, Larson, McDonald. Absent: None. Staffinembers present: Atkins, Helling, Timmins, Schmadeke, Fosse, Kimble, Karr, Smith. Council minutes tape recorded on Tape 89-7, Side 1, 1-240. Moved by Ambrisco, seconded by Balmer, to adopt RES. 89-19, Bk. 100, p. 19, AUTHORIZING THE ACQUISITION OF CERTAIN PROPERTIES, CONSTRUCTION EASEMENTS, AND PERMANENT SEWER EASEMENTS FOR THE OUTFALL SEWER PROJECT, ALL IN CONJUNCTION WITH IOWA CITY'S WASTEWATER FACILITIES IMPROVEMENTS PROJECT. The City Attorney stated three properties would be affected. Horowitz questioned whether some nursery stock could be salvaged. The City Attorney replied that the stock would be purchased or moved to another location and that decision was part of the offer being discussed. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the resolution adopted. The City Attorney reported that three resolutions had been added late to the agenda and without the 24-hour notice. A problem surfaced late 1/30 regarding the rock placed in the sewer trench for the Southeast Interceptor Sewer Project, the Benton Street Interceptor Sewer Project, and the Sludge Force Main Project. To correct the problem an addendum was needed to the plans and specifications of each project and would extend the time for receipt of bids. Moved by Balmer, seconded by Horowitz, to adopt RES. 89-20, Bk. 100, p. 20, EXTENDING TIME FOR RECEIPT OF BIDS, APPROVING ADDENDA NOS. 1 THROUGH 4 TO THE PLANS AND SPECIFICATIONS, AND DIRECTING THE CITY CLERK TO PUBLISH NOTICE TO BIDDERS CONCERNING SAID TIME EXTENSION AND ADDENDUM NO. 4, ALL IN CONNECTION WITH THE SOUTHEAST INTERCEPTOR SEWER PROJECT, TO FEBRUARY 9, 1989. Public Works Director Schmadeke stated the problem resulted from an interpretation by our consultant and to clarify the plans and specifications an addendum was needed. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the resolution adopted. Moved by Balmer, seconded by Horowitz, to adopt RES. 89-21, Bk. 100, p. 21, EXTENDING TIME FOR RECEIPT OF BIDS, APPROVING ADDENDA NOS. 1 THROUGH 4 TO THE PLANS AND SPECIFICATIONS, AND DIRECTING THE CITY CLERK TO PUBLISH NOTICE TO BIDDERS CONCERNING SAID TIME EXTENSION AND ADDENDUM NO. 4, ALL IN CONNECTION WITH THE BENTON STREET INTERCEPTOR PROJECT, TO FEBRUARY 10, 1989. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the resolution adopted. Moved by Horowitz, seconded by Ambrisco, to adopt RES. 89-22, Bk. 100, p. 22, EXTENDING TIME FOR RECEIPT OF BIDS, APPROVING ADDENDA NOS. 1 THROUGH 4 TO THE PLANS AND SPECIFICATIONS, AND DIRECTING THE CITY CLERK TO PUBLISH NOTICE TO BIDDERS CONCERNING SAID TIME EXTENSION AND ADDENDUM NO. 4, ALL IN CONNECTION WITH THE SLUDGE FORCE MAIN PROJECT, TO FEBRUARY 10, 1989. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the resolution adopted. Moved by Horowitz, seconded by Balmer, to adjourn to Informal Session 5:45 p.m. The Mayor declared the motion carried unanimously, 7/0, all Councilmembers present. JOHN MCDONALD, MAYOR MARIAN K. KARR, CITY CLERK COMPLETE DESCRIPTION OF COUNCIL ACTIVITIES February 7, 1989 Iowa City Council, reg. mtg., 7:30 p.m. at the Civic Center. Mayor McDonald presiding. Councilmembers present: Ambrisco, Balmer, Courtney, Horowitz, Kubby, Larson, McDonald. Absent: None. Staffinembers present: Atkins, Helling, Timmins, Karr, Schmeiser, Milkman. Council minutes tape recorded on Tape 89-7, Side 1, 240 -End and Side 2, 723-600. The Mayor proclaimed February 1989 AMERICAN HISTORY MONTH; February 12- 18, 1989 BUSINESS PROFESSIONALS OF AMERICA WEEK; February 19-25, 1989 ENGINEER'S WEEK; February 14, 1989 SALUTE TO HOSPITALIZED VETERANS DAY. Moved by Ambrisco, seconded by Horowitz, that the following items and recommendations in the Consent Calendar be received, or approved, and/or adopted as amended: Approval of Official Actions of the regular meeting of 1/24/89, and the special meeting of 1/31/89, as published, subject to correction, as recommended by the City Clerk. Minutes of Boards and Commissions: P&Z Comm. - 1/19/89, 2/2/89; P&R Comm. - 1/11/89; Bd. of Library Trustees - 1/26/89. Permit Motions and Resolutions: Approving a Class E Liquor License for Walgreen Co. dba Walgreens, 1646 Sycamore. Approving a Class C Liquor License for Vanessa's of Iowa City, Inc. dba Givanni's, 109 E. College. Approving a Special Class C Beer/Wine Permit for Hung Lam dba Saigon Restaurant, 209 N. Linn Street. Approving a Class C Liquor License for Motif LTD dba Bo -James, 118 E. Washington. Approving a Class E Liquor License for Nash -Finch Company dba Econofoods #473, 1987 Broadway. Approving a Class E Liquor License for American Drug Stores, Inc. dba Osco Drug Store, 201 S. Clinton. Approving a Class E Liquor License for John R. Alberhasky dba John's Grocery Inc., 401 E. Market Street. Approving a Class C Liquor License for Beverly K. Nuechter dba Mike's Tap, 122 Wright Street. Approving a Class C Liquor License for R.T. Grunts, Inc. dba R.T.'s, 826 S. Clinton. RES. 89-23, Bk. 100, p. 23, ISSUING A CIGARETTE PERMIT. RES. 89-24, Bk. 100, p. 24, ISSUING A DANCING PERMIT. Approving a Class E Beer Permit for Hy -Vee Food Stores, Inc. dba Hy -Vee Food Store 0, 1201 North Dodge. Approving disbursements in the amount of $5,350,353.82 for the period of 12/1 through 12/31/88, as recommended by the Fin. Dir., subject to audit. Setting Public Hearings: RES. 89-25, Bk. 100, p. 25, TO SET A PUBLIC HEARING ON 2/28/89 ON THE OPERATING BUDGET ESTIMATE FOR THE FISCAL YEAR 7/1/89 THROUGH 6/30/90, AND THE PROPOSED THREE-YEAR FINANCIAL PLAN, WHICH INCLUDES THE CAPITAL IMPROVEMENTS PROGRAM FOR FISCAL YEARS 1990-1992. Correspondence: James G. Whalen, President of the Iowa Council of the United Blind regarding SEATS services. Memo from the Civil Service Comm. submitting certified lists of applicants for the following positions: Associate Planner - CDBG Program; Police Sergeant. Council Activities February 7, 1989 Page 2 Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the motion carried and repeated the public hearing as set. A public hearing was held on an ordinance to amend the Zoning Ordinance to make the setback requirements for high-rise dwellings in the RM -145 zone consistent with the Uniform Building Code. No one appeared. Moved by Balmer, seconded by Horowitz, that the ordinance to vacate an unimproved portion of First Avenue between J Street and the Iowa Interstate Railway, a 360 -foot alley between First and Second Avenues and a 175 -foot alley along the northern right-of-way lines of the railroad, be given first vote for passage. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the motion carried. The Mayor noted Council discussion the previous evening re a study of the retail market of Iowa City and stated Council did agree to proceed. Moved by Horowitz, seconded by Ambrisco, to approve the recommendation of the Planning and Zoning Commission regarding a study of the retail market of Iowa City. Horowitz reiterated Council direction to the City Manager and PPD staff to formulate questions that the study should address for Council review. The Mayor declared the motion carried unanimously, 7/0, all Councilmembers present. A public hearing was held to receive citizen comments on the extension of the Rental Rehabilitation Program Target Area to include the St. Clements Street Neighborhood. Paul Kavanaugh, 1124 St. Clements, representing residents present, urged Council approval for this request. Staffinember Milkman present for discussion. The Mayor announced that Council would be acting on this matter after the Housing Commission meeting scheduled for 2/14. Councilmember Horowitz requested an update on the storage of trailers on property at the corner of Church and Dodge. The City Manager reported that the HIS staff was with the owner, Jim Murphy, and an extension has been granted to resolve the conflict of the semi trailers in the back yard. The City Manager stated the ordinance is stringent and the problem must be corrected in a certain period of time but not immediately. Staff is working with Mr. Murphy on the problem. The City Manager said the matter had been brought to the City's attention by neighborhood complaints. Ambrisco noted the Salute to Hospitalized Veterans Day proclamation on the agenda and encouraged the public to visit the Veterans Hospital. Balmer complimented the City Manager for the manner in which he is handling the neighborhood complaints concerning parking on Whiting Avenue primarily during school -related functions at Shimek School. Balmer noted the letter from Bruce Haupert re the erecting of a peace pole in Blackhawk Mini -Park and concurred with the concern for visual clutterness. The City Manager stated he has asked the Parks & Recreation Director to find an appropriate location for the peace pole. Kubby commented that three Iowa cities were currently reviewing the Human Rights Ordinance and hoped that they had received a copy of our ordinance. Kubby said she was concerned about the status of the Resources Conservation Commission with only two active members. The Mayor stated vacancies had been advertised more than once and no applications received. The City Clerk stated that Mike Singer had applied that week but no application had been received during the advertising period. Kubby stated that the RCC was needed and questions their possible input into solid waste management issues. Horowitz stated the Commission bylaws would have to be reviewed and amended to address new issues if necessary. The Mayor said the Commission would be reviewed. Kubby asked that styrofoam cups used in City offices be discontinued because of dangers Council Activities February 7, 1989 Page 3 in the manufacturing process and paper cups be used as they are biodegradable. Kubby reported that a number of citizens attended the open forum on 1/29 and brought up a number of concerns and she had a list of those concerns. The City Manager reported that City staff is videotaping the budget presentation for cablecasting, and alerted the public that a salt -sand pile is available at lower City Park and Mercer Park for residents. The City Attorney distributed a letter from the Attorney General's office re the University/City sewer rate issue, and noting that the Attorney General had been advised by the University to pursue the lawsuit vigorously. The City Attorney stated the letter was accompanied by an amendment petition filed by the University asking for reimbursement for rates that the University had paid and viewed as an overcharge. A memo outlining the situation will be prepared for Council review at their next meeting. Moved by Courtney, seconded by Horowitz, to approve a Tentative Agreement with the American Federation of State, County and Municipal Employees, Local 183, AFL-CIO, for a Collective Bargaining Agreement effective 7/1/89 through 6/30/91. The Mayor declared the motion carried unanimously, 7/0, all Councilmembers present. Moved by Courtney, seconded by Ambrisco, to adopt RES. 89-26, Bk. 100, p. 26, APPROVING FUNDING FOR THE COMMUNITY RELATIONS OFFICER IN THE POLICE DEPARTMENT. Kubby raised concerns re supporting the position without a more detailed and formal outline. The City Manager reported that contracts had been made with local school committees, administrators, and the school board and a memo summarizing activities had been provided. Individual Councilmembers voiced support for the position. The Mayor declared the resolution adopted, 6/1, with the following division of roll call vote: Ayes: Balmer, Courtney, Horowitz, Larson, McDonald, Ambrisco. Nays: Kubby. Moved by Balmer, seconded by Ambrisco, to adopt RES. 89-27, Bk. 100, p. 27, AUTHORIZING THE MAYOR TO EXECUTE AND THE CITY CLERK TO ATTEST A SUBORDINATION AGREEMENT BETWEEN THE CITY OF IOWA CITY, IOWA AND MID -AMERICA SAVINGS BANK. Affirmative roll call vote unanimous, 7/0, all Councilmembers present. The Mayor declared the resolution adopt. Moved by Balmer, seconded by Horowitz, to adjourn 8:15 p.m. The Mayor declared the motion carried unanimously, 7/0, all Councilmembers present. /amu' ,/ N MCDONALD, MAYOR Xa.t,i% MARIAN K. KARR, CITY CLERK Informal Council Discussion January 31, 1988 Informal Council Discussion: January 31, 1988, at 5:45 p.m. in the Council Chambers in the Civic Center. Mayor John McDonald presiding. Council Present: McDonald, Ambrisco, Horowitz, Larson, Kubby, Courtney, Balmer. Staff Present: Atkins, Timmins, Karr, Smith, Schmadeke, Kimble, Vitosh, Helling. Tape Recording: Reel 89-8, Sides 1 & 2, 1 -End, Reel 89-9, Side 1, 1-385. Atkins stated he will review major expenditure issues in the budget that need policy guidance from City Council. Economic Development - Proposed financial plan FY1990-1992, pages 66-67. Atkins said the City will receive UDAG/Holiday Inn repayment money in the amount of $220,000 per year, last year the City financed the Economic Development program budget with UDAG monies, to date the City has appropriated funds from the UDAG repayment for the RISE application and intend to provide a $50,000 loan for the Central States Can Company. Atkins stated his budget also reflects the continuation of $40,000 per year appropriation to ]CAD. Atkins asked Council how the UDAG repayment money should be used. Atkins stated the UDAG money can be used for any CDBG purpose. Atkins recommended that $30,000 be appropriated for the downtown market study. Atkins said the UDAG repayment money could be used for an economic development loan pool, Parcel 64-1a, a housing trust, and to expand an industrial park. In response to McDonald, Balmer said the City will receive UDAG payments until the year 2009. Ambrisco said the UDAG repayment money has to be used to implement job -creating opportunities. In response to Kubby, Atkins said the money could be used for aid to agencies and housing rehab. Balmer stated he would like to see a continuation of funding of economic development activities and use of the money to displace property tax. Kubby suggested appropriating some of the money, such as $30,000, to fund programs recommended by CCN. Horowitz asked if economic development would be focused in Iowa City or other areas. Atkins recommended that money be used for projects within the corporate limits. Larson said he was unsure if he would support appropriating more than $80,000 to economic development. Courtney stated that an economic development revolving loan pool should be established with UDAG repayment money. Horowitz said there should be an emphasis towards women and minority small businesses. In response to Kubby, Atkins said the CDBG regulations are applicable for use of the UDAG repayment money. Atkins said the City has flexibility in the use of the money and asked for example if the City should get into a publicly owned industrial park. Atkins said that organizations receiving aid to agency funding need to get involved with financial planning to eliminate the year-to-year emergency funding requests. Larson asked what are the advantages of the revolving loan pool to businesses. Courtney said the businesses would be able to borrow money at a reduced rate of interest. Atkins stated the revolving loan pool can be set up many different ways. Courtney said the revolving loan pool could be set up to make funds also available to agencies funded by aid to agency money. Council discussed the use of the UDAG repayment money. Council requested the City Manager to prepare a proposal including a list of options for the use of the UDAG repayment money. Courtney inquired about Atkins' recommendation regarding the downtown market study. Atkins said the intent of the downtown market study would be to address if the City can afford to expand the downtown, and if the City should expand the downtown business district should the expansion south of Burlington Street include retail and/or office uses. Atkins said the downtown market study could include an overview of the City's retail and business services economy. Atkins said the Chamber of Commerce has recommended the downtown market study be done. Horowitz suggested the University of Iowa economic survey center be contacted. Courtney asked if City staff could do the market study. Atkins said City staff could handle the market study but other projects that are pending would need to be postponed. In response to Ambrisco, Atkins said a geographer/demographer would probably be used for the market study. Atkins said an issue that needs to be addressed is should the retail core of downtown be expanded and if so, should it be expanded south of Burlington Street, or should downtown be expanded south of Burlington Street into a business and office center. Councilmembers noted that Burlington Street has always served as a line of demarcation for the downtown area. Larson asked why the private market forces are sufficient to force the change. McDonald said businesses first look at zoning and if zoning is not in place, the businesses go elsewhere. McDonald said a specific type of development could be promoted in the area south of Burlington Street. Larson raised concerns about the City paying the entire cost of the downtown market study. Balmer said the Chamber of Commerce may be willing to assist with some of the cost of the study. Councilmembers discussed the need for the downtown market study. In response to Larson, Atkins said information from the downtown market study could be used in development of Parcel 64-1a. CBD Maintenance - Proposed financial plan FY1990-92, page 124 Atkins said the budget reflects a higher spending level on the plaza than in previous years and includes funding additional plantings, repair of the fountain, and repair of the tree grates. Atkins said the vendor permits will continue to cost $750. In response to Larson, Atkins stated he will find out the permit amount the Popcorn Wagon pays. In response to Horowitz, Atkins explained the tree grate repair includes removing the tree grates, cutting back the bricks, and constructing a concrete ring. Atkins said the bricks will butt into the cement and the grate will fit around the tree. Kubby inquired about the $500 increase in commodities. Ambrisco asked about last year's pine tree removal. Atkins said pine trees were removed because they were diseased. Courtney stated the water hose hookups in the plaza are need to be repaired to allow persons to water the plaza adapt -a -bed plants. Kubby suggested chess pieces be purchased for the giant chess board. Courtney stated other areas of the downtown need cleaning. Atkins said the CBD crew does clean more than just the plaza area. Councilmembers discussed key areas where people vomit. Street System Maintenance - Proposed financial plan FY1990-92, page 134 Atkins said street maintenance is financed 100'% with road use tax. Council agreed the street overlay program should be restored at $200,000 per year. Atkins said curb repair is also a popular program. Horowitz asked what is the projected amount for providing safe sidewalks and street crossings for all pedestrians, including the handicapped. Atkins said $5,000-7,000 is budgeted for curb repair. Atkins said the City's routine sidewalk repair program is done S- `% on a complaint basis. Larson said there should be more public awareness of the program. Kubby asked that the use of "glass-phalt" on streets be explored. Atkins reviewed the snow removal program. Atkins said eight snow removal districts are designated and refuse workers can be used for a ninth district during the most severe storms. Balmer inquired about overtime dollars. Atkins said the snow removal budget is based on average years and any remaining funds are rolled back into the road use tax reserve. Larson inquired about the ramped sidewalks (page 135, footnote N5). Atkins said there is not a special program for ramp sidewalk construction. Ambrisco asked if the used sand can be recycled. Atkins said the EPA regulations do not allow the sand to be reused and the sand is disposed of at the landfill. Forestry - Proposed financial plan FY1990-92, page 138 Atkins stated Councilmembers received program evaluations. Atkins recommended the purchase of a bucket truck. Atkins noted there are only two crew members in the Forestry Division. Atkins explained crews trim large trees by using a ladder and hoisting themselves higher up into the tree with a rope. Balmer questioned the effective cost savings of purchasing a bucket truck and raised concerns regarding the additional maintenance and replacement costs. Atkins stated the bucket truck life is estimated at ten years and will reduce contractual services $15,000 per year. Councilmembers discussed the purchase of a bucket truck. Atkins distributed pictures demonstrating how trees are presently trimmed without the use of a bucket truck. Atkins said the truck would be stored at the cemetery but would be used year round. Horowitz asked if other crews from oth±r municipalities could be used for large projects. Atkins said the City does not have a massive tree trimming program. In response to Kubby, Atkins said the City is responsible for about 14,000 trees. In response to Balmer, Vitosh said estimates are available on annual operating costs for the truck and replacement costs. Atkins said additional information can be prepared for Council. Police Administration - Proposed financial plan FY1990-92, page 146 Atkins said he has recommended the accreditation program. Atkins explained the accreditation process establishes a uniform set of professional standards and criteria and the $14,000 is a one-time charge. Larson said the accreditation process will be of benefit to the new Police Chief and will help the City's liability. Courtney questioned the need for the accreditation. Horowitz said accreditation will give an outside objective evaluation and can be used as a teaching tool. Atkins said almost all of the candidates for the Police Chief position have indicated an interest in or experience with the accreditation. Councilmembers discussed the need for the accreditation. Balmer said there are a number of things in the Police Department budget that need to be discussed. Atkins stated an additional officer is proposed in the police patrol in FY91; $26,000 in additional support staff for records and identification is proposed; and $10,000 is budgeted for the E911 study. Atkins reviewed the community services bureau budget, including the additional sergeant position, the community relations officer and police reserve program. Horowitz said she would like to first hear from the community school board members regarding the community -I r relations officer before agreeing to that budget. Atkins said he has received support for the community relations officer from the citizens group involved with the drug intervention policy. Kubby stated specific guidelines are needed. Courtney said specific guidelines are not needed at the time of appointment and those guidelines can be worked out with the drug intervention team, parent committees and the school board. In response to Kubby, Balmer said the community relations officer position has already been approved. Atkins explained that community relations is budgeted in the proposed budget and he will be requesting a budget amendment of the current budget soon to hire that individual. Atkins said the community relations officer is intended to be a full-time commitment to public and parochial schools and school liaison is a component of the community relations officer's responsibility. Council discussed the need for a community relations officer program. Courtney requested additional information relating to the use of civilian personnel for police dispatching and desk duties. Courtney asked how much money it would cost to get all uniform officers off the radio and desk. Courtney also stated additional police strength is needed during the nighttime hours. Kubby asked if an additional officer is needed in FY91 if additional civilian personnel are hired. Balmer inquired about the community services bureau. Atkins stated that the community services bureau is an attempt to bureaucratically assign a number of functions like the community relations officer and animal control into some niche. Atkins said he would like to assign a sergeant who would have sole responsibility to conduct those activities. Atkins said the program would also create additional promotional opportunities. Councilmembers discussed the need for the community service bureau. Atkins said if Council has strong reservations about the community service bureau, they should consider in future years to allow the new police chief to make decisions regarding that proposal. Ambrisco inquired about the reserve officer proposal. Atkins said the reserve program would work in conjunction with uniform officers on community relations kinds of activities. Atkins emphasized reserve officers would not do anything to jeopardize persons in that program. Larson said he would like to get a response from the new police chief regarding this proposal. In response to Ambrisco, Atkins said 160 applications were received for the Police Chief position, including two women applicants and five local applicants. Council agreed to support the community relations officer proposal. Council deferred a decision regarding the community service bureau sergeant position until all Councilmembers were available. In response to Kubby, Atkins said the rehabilitation and expansion project for the Police Department is being financed from reserve funds. Fire Department - Proposed financial plan FY1990-92, page 161 Atkins said $15,000 has been budgeted for the hazardous materials study, several of the budget changes are associated with OSHA regulations, the equipment replacement program is being continued, and there is a proposal for additional staff, a training and public education officer, in FY91. Atkins said it is proposed to use a lieutenant as a training officer to encourage promotions within .r 5 the department. Council discussed the need for a training and public education officer and the rank of that officer. Atkins said currently there is not an individual responsible for training in the Fire Department. Atkins said he will prepare additional information. Kubby suggested the hazmat team be involved with household hazardous waste. Balmer asked if pagers would be critical to the safety of the community. Atkins said no, and the pagers would just speed the process to get people to report to conflagrations - big fires. Balmer stated he is in favor of eliminating the pagers from the budget. Atkins said he would prepare additional information. Councilmembers and staff briefly discussed the impact of new OSHA regulations. In response to Balmer, Atkins said that the Fire Department's new aerial truck needs to have the command position assigned to it to be more effective. The change would create more promotional opportunities. Atkins stated the three lieutenant positions would replace the three firefighter positions in FY90 at an annual cost of $7,100. Meeting Schedule: Council agreed on the following meeting schedule: February 6 - informal Council discussion, 6:30 p.m. February 14 - special meeting February 21 - informal Council meeting, 6:30 p.m. formal meeting, 7:30 p.m. February 28 - budget hearing Meeting adjourned at 7:35 p.m. Informal Council Discussion February 6, 1989 Informal Council Discussion, February 6, 1989, 7:00 p.m., Council Chambers. Mayor John McDonald presiding. Councilmembers present: McDonald, Ambrisco, Balmer, Horowitz, Larson, Kubby, Courtney. Staff present: Atkins, Helling, Timmins, Karr, Schmeiser, Donner, Vitosh, Kimble, Penney. Tape-recording: Reel 89-9, Side 2, 656-1; Reel 89-11, Side 1 and 2, 1 - END; Reel 89-12, Side 1, 1 -END. CONSENT CALENDAR: Reel 89-9, Side 2 Council agreed to add the renewal of a Class "E" Beer Permit for Hy -Vee Food Store, K3, 1201 N. Dodge, to the agenda. IOWA CITY/UNIVERSITY HEIGHTS CHAPTER 2BE AGREEMENT: Timmins reviewed changes in the Chapter 28E Agreement between the City of Iowa City and the City of University Heights. He noted that the City agreed to assume complete responsibility for the sewer system after University Heights completed the survey and upgrade of that system to meet Iowa City standards, but that agreement has been modified. Timmins stated University Heights will retain responsibility for substandard pipe in their injury totamthird party. The City iof Iowa cityfailure willo beresponsible including their responsim or for portions of the system that are acceptable including responsibility for sewer back-up and replacement. Timmins stated University Heights will be relieved of sewer system responsibilities for the 30 year agreement. In response to Horowitz, Timmins stated that all costs of the sewer system enterprise are figured into Iowa City's rate structure. In response to McDonald, University Heights City Attorney Leff said that although there hasn't been an opportunity for public input yet, the proposed agreement seems agreeable to University Heights Councilmembers. Leff stated that there will be a special public hearing on February 20, 1989, that will ow include the first reading, a second special meeting will follthe public meeting for the he anticipates that the oordinance andn28Ead hAgreementreading. f will bepas ed by thf stated e end of February. Timmins stated that the DNR also requires a comprehensive sewer use ordinance like Iowa City already has. Timmins said the City helped University Heights draft their ordinance. In response to Larson, Timmins stated that at the end of 30 years the agreement can be extended or either party may terminate the agreement. Timmins said that if the agreement is terminated, University Heights has two years to sever the two systems and find an alternate source for sewage treatment. In response to Larson, Timmins said that if the agreement is terminated, University Heights would get their system back, but it would be difficult to ever separate the two systems. ='J MINUTES INFORMAL COUNCIL DISCUSSION FEBRUARY 6, 1989 PAGE 2 Council concurred with the agreement as presented. Leff expressed his appreciation to City Attorney Timmins and Public Works Director Schmadeke for their help and cooperation. PLANNING AND ZONING MATTERS: Reel 89-9, Side 2 A. L•Ii Schmeiser stated that the Uniform Building Code (UBC) presently allows such walls with windows to be situated on the property line. Schmeiser said the amendment would adjust the Zoning Ordinance to match that language and staff and the Planning and Zoning Commission concurred with the proposal. In response to Kubby, Schmeiser said that the original Zoning Ordinance requiring a five foot setback is probably an oversight. Schmeiser noted that the five foot band makes a difference in the high density zone. Schmeiser said the UBC and Zoning Ordinance both require a five foot setback if there is an adjoining property owner, unless there are no windows. In response to Kubby, Schmeiser said that the current ordinance allows a blank wall to be built on the property line and an adjoining property to be a building built with windows and a five foot setback. No Council comment. C. RECOMMENDATION OF THE PLANNING AND ZONING COMMISSION REGARDING A STUDY OF THE RETAIL MARKET OF IOWA CITY. Schmeiser stated that a retail marketing study will help Council decide how much retail floor space the community can accept. He noted that the proposed Wal-Mart will add over 212,000 square feet. Kubby stated that there is some disagreement about who should pay for the study. Horowitz said that although the study is needed, a methodology that determines exactly what questions are to be answered must come first. She said that she would like to see the Planning and Zoning minutes about the Northwestern Bell development as well as the joint meeting between the Planning and Zoning Commission and Council. Horowitz said that she would also like to see City staff's questions. Atkins stated that there are a variety of opinions about what the City should achieve, including expansion of the business district south of Burlington Street. Atkins stated that he expects Wal-Mart to be questioned extensively by the Planning and Zoning Commission about the need for additional retail space. In response to Larson, Atkins said the City staff would give specific guidance to the consultant with input from the Planning and Zoning Commission. Atkins stated that if Council accepts the concept of the study, a more specific proposal will be presented. Horowitz said that $30,000 would not buy much of a study. Atkins noted that the UDAG funds -T-5 MINUTES INFORMAL COUNCIL DISCUSSION FEBRUARY 6, 1989 PAGE 3 could provide more funds for the study. Balmer warned that if the Chamber of Commerce is asked to contribute money for the study, they should be part of the decision-making process. Council discussed who should fund the downtown market study. Horowitz questioned what the City would get out of the downtown market study. Atkins stated that a summary memorandum will be prepared for Council based on information from discussions with PPD Director Schmeiser and Economic Development Coordinator Patt Cain. Council directed the City Manager to proceed with the concept and provide more detailed information on possible questions. Sally Dierks, Planning and Zoning Commission member, stated the Planning and Zoning Commission would like the downtown market study completed before summer. HUMAN SERVICE AGENCY FUNDING RECOMMENDATIONS: Reel 89-11, Side 1 McDonald noted Council received Human Services Coordinator Penney's February 2, 1989 memo regarding Iowa City/Johnson County Representatives Committee recommendations for FY90 Human Service Agency funding. Council discussed the Iowa City/Johnson County Representatives Committee recommendations as follows: DOMESTIC VIOLENCE PROJECT/COUNSELING FOR BATTERERS. In response to Kubby, Penney stated batterers may be required during sentencing under the mandatory arrest law to receive counseling and counseling is not readily available. Penney said the Committee felt that a new program is important, but the DVP staff is so over -burdened that it cannot handle the program. Penney said the program is being mandated without any source of funding. Larsoa asked what considerations are used to determine what is the appropriate proportions of funding from County and City sources. Pcnney said the number one issue in terms of who funds whom for how much has been a historic evolution. Larson said a more rational basis should be used and at issue should be where do the people served by an agency live. McDonald reviewed the process to establish the recommendations for funding. Balmer stated the current system avoids duplication of funding. Kubby asked how much total Aid -to - Agency money was requested by agencies compared to what is being recommended for funding. Larson said the percentage of the City's funds that are allocated to Aid -to -Agencies is inadequate. Balmer said the City should work within the process established by the Iowa City/Johnson County Representatives Committee. Horowitz raised concerns that many human service agencies are still needing to do individual fund-raisers. Horowitz also noted concerns about the burn -out factor among agencies. YOUTH HOMES. Larson stated he disagreed with the statement that, "Funding constraints prevent a recommendation for new City funding at this time." (Penney's February 2 memo regarding Iowa City/Johnson County Representatives Committee recommendations, page 10.) Larson stated Youth Homes has demonstrated that they do a tremendous job. McDonald explained Iowa City previously allocated $100,000 in CDBG monies to Youth Homes. Larson stated the rationale should have stated that the City has already contributed a significant amount to Youth Homes and currently that was felt to be sufficient. Horowitz I -51 MINUTES INFORMAL COUNCIL DISCUSSION FEBRUARY 6, 1989 PAGE 4 stated she has received complaints that there is not enough housing for youth in this community. Penney explained Youth Homes first received Emergency Shelter grant monies through a grant applied for by Iowa City and then received a Emergency Shelter grant applied for by Johnson County. Larson and McDonald discussed the role of City and County regarding funding of human service agencies. Larson noted that he would support increasing the amount of money the City allocates to Aid -to -Agencies. RED CROSS. Horowitz asked how Red Cross is tied in with the Hazardous Materials Response Team. Donner said officially Red Cross is not tied with the Hazardous Materials Team with one exception. Donner said Red Cross will assist with setting up shelters if an evacuation is needed. Horowitz asked how can Johnson County Red Cross deal with an evacuation in the event of a nuclear leak from the Arnold Nuclear Plant. Horowitz said Cedar Rapids Red Cross is funded from United Way and United Way's money cannot leave Linn County. Donner said an evacuation in Johnson County in the event of a nuclear leak would be coordinated by the Johnson County Sheriff; Johnson County, Red Cross, and Iowa City would be involved; and after the event, the utility would be charged for it. UNITED ACTION FOR YOUTH. Horowitz asked if LAY is tied in with Youth Homes. Penney explained Youth Homes and UAY are separate entities but have offices in the same building on Iowa Avenue. Penney stated most of UAY's activities take place on Iowa Avenue whereas Youth Homes administrative offices are only located on Iowa Avenue. Penney explained Youth Homes' actual services are provided for at the Emergency Shelter or group home. Penney stated there is currently a program that allows daily supervision of juveniles under court supervision to occur at their family home. Penney said Johnson County does not have a detention facility for juveniles under court supervision and the judge has an option, under an in-home detention program, to allow those youth to stay at their family home with extensive checking done by UAY. Horowitz said she has heard the University of Iowa and VA are doing a study regarding the number of patients they have who are using the City's Emergency Housing Program. Penney said she did not know about that study. Penney said there are a tremendous number of emergency housing clients because of the University of Iowa and VA Hospitals. Horowitz said MECCA receives University of Iowa Hospital patients. Horowitz asked how the University of Iowa and VA should be approached to assist with funding human service agencies that are used by their patients. AGENCY SALARY STUDY. Kubby noted Red Cross' director salary is below the recommended range. Penney presented information regarding salary study. Penney said a salary study was done in 1984 and now needs to be re -done. Penney stated the United Way Planning and Allocation Committee appointed a subcommittee to review the original study; a subcommittee decided that the study should be updated; and the subcommittee is recommending the City set aside $2,500, the projected City's share that would be needed to raise the agency director's salary to a minimum. !_S MINUTES INFORMAL COUNCIL DISCUSSION FEBRUARY 6, 1989 PAGE 5 Kubby suggested the City allocate more than $2,000 to Red Cross. The Council agreed to fund Red Cross $2,000 as recommended by the Iowa City/Johnson Representatives Committee. Horowitz said Red Cross should be established as a regional program. EMERGENCY HOUSING PROJECT. McDonald stated that the issue is if Iowa City should approve the funding of an agency not previously funded by the City with Aid -to -Agencies monies. Penney reviewed the history of the Emergency Housing Project. Council reviewed City funding for this agency in the past. In response to Kubby, Penney said $62,824 includes the Emergency Shelter grant money which is limited to capital expenditures. Council discussed the Emergency Shelter's request for $1,800, the need for shelter for homeless, and funding vs. volunteerism. The majority of Council recommended denial of Emergency Housing Project's request for funding. BATTERERS COUNSELING ACTIVITIES. Kubby suggested Council set aside $2,000 to assist organizing of a coalition of agencies to coordinate group counseling activities for batterers. Penney recommended that Council direct agencies to present a plan for consideration. Council agreed to allocate the $2,500 request to fund the agency director salary increases. COUNCIL TIME/AGENDA: Reel 88-11, Side 2 Horowitz asked if money within the Public Works Department has been appropriated for identification of the leaking of underground storage tanks. Atkins said there is not a specific appropriation. Atkins said legislation related to the leaking of underground storage tanks is being followed and once legislation is approved and guidelines established by a particular regulatory agency, the City will devise cost projections. Balmer asked if the proposed Cedarwood Neighborhood Center needs four offices. Atkins said HACAP will also use the building and the City does not have any managerial control over what decisions the Cedarwood Board of Directors makes. Atkins said if Council has concerns about the proposed project, he can communicate those concerns to the Cedarwood Board of Directors. (Agenda Item No. 9 - AFSCME Contract) Balmer inquired about the proposed Section 6 of the AFSCME contract. Helling explained this is a new section and it allows that if someone is receiving sick leave pay, they are assumed to be forbidden from working elsewhere except if they can demonstrate their health condition precludes them from doing City work but not something else. Helling said the section sets down in contract language an understanding that already exists. 1-5 MINUTES INFORMAL COUNCIL DISCUSSION FEBRUARY 6, 1989 PAGE 6 OPOSED FINANCIAL PLAN FY1990 THROUGH 199 ire DeDartm In response to Kubby, Donner said the current emergency recall system is not reliable and the emergency recall system has been used about a half dozen times within the 1st year. Balmer noted that only off-duty firefighters would need pagers. Donner stated it is best to assign each firefighter a pager. Donner detailed the procedures required for fighting a fire. In response to Kubby, Donner explained that the Iowa City Hazardous Materials Team could help throughout Johnson County if the budget allowed. Council suggested that as the pagers are phased in over three-year period, an ongoing study should take place to determine response time improvements and whether individual pagers are needed for every firefighter or only off-duty personnel. In response to Kubby, Atkins said that the training officer and public education officers are dramatically different. Donner said that the public education officer needs to be a Lieutenant because of public perception of the relative difference between a firefighter and an officer. He noted that salary and benefits for all the positions represent a total increase of about $7,100 over current positions. Donner explained that he is concerned that currently adequate supervision isn't provided by the current management system and he hopes that the new Lieutenants would help reduce injuries through better on-site supervision. Helling said the Lieutenants earn about 10% more than corresponding firefighters. Council agreed with the requests as proposed. Recreation, Page 180. Atkins stated that program fees provide about 4D% of expenses and the major change is the $30,000 for improvements to the Recreation Center including repairing the ceiling, replacing the public address system and repairing the lockers. In response to Kubby, Kimble said the original PA request was reduced from $20,000 to $5,000. Parks, Page 185. Atkins said the CIP details many improvements in park maintenance. Courtney noted that the parking lot by the City Park baseball fields needs repair. In response to Balmer, Kimble explained that miscellaneous receipts include park shelter reservations and City Park rides share. Atkins said that he will find out details on the York rake. In response to McDonald, Atkins said that the park by Horace Mann will receive improvements. Kubby noted problems from bicycle use at Hickory Hill Park. In response to Horowitz, Vitosh stated the Parkland Acquisition Fund is currently $375,000. Horowitz noted that the money could be linked to the Parks and Recreation Commission Program Division Statement. Horowitz said that she would like to see the Open Space Committee reformed. Atkins said that $30,000 could be used to finish the green space by the new sewer plant. Atkins said he would like to see Parks maintain more. Kubby noted the need for green space south of Burlington and west of Gilbert Street. Council discussed parkland acquisition issues. I 5' MINUTES INFORMAL COUNCIL DISCUSSION FEBRUARY 6, 1989 PAGE 7 Library, Page 187. Atkins stated the Library Board plans to convert their full-time Foundation Director into a Foundation Director funded by the Gift and Endowment Fund with $11,500 financed by the General Fund to support the position. In response to Balmer, Susan Craig stated that the Library is asking for $11,500 to fund areas that contributors prefer not to fund. The money will not go toward new staff, but will allow endowment money to be spent on materials. In response to Balmer, Kimble said the FY89 estimates for Library services should be $65,000. Senior Center, Page 194. Atkins stated that two major issues for the Senior Center are to appropriate money to paint the exterior windows and trim and to provide $12,700 for an additional 20 hours a week staff person. Kubby noted that three years ago the position was funded as half-time and is now being increased to full-time. Council agreed to increases as proposed. Transit, Page 234. Atkins stated that property taxes are subsidizing the Transit Program and subsidy is growing. A major capital equipment replacement is coming in FY89. Atkins stated that if Federal funding is cut, the City must start setting money aside now. Atkins said that he received a disappointing reply from Senator Harkin regarding transit funding. Atkins noted that with the passage of the State gas tax, Transit will receive a little more money. Atkins said recent bids for new buses were good at $150,000 per bus. Council discussed the Transit system including various brands of buses, Federal funding, SEATS expansion and the effect of downtown apartments on ridership. Atkins stated the SEATS expansion will probably cost more than the $30,000 allocated. Horowitz stated that coordinating the After School Program transportation, providing commuter service from neighboring communities, and informing non- and former non -bus riders about their needs, could improve the bus system. Horowitz stated that new routes and new alliances might provide alternatives. In response to Ambrisco, Atkins stated that bigger buses are needed during rush-hour. Council discussed smaller buses for non -rush service and the general problem of increasing bus ridership and funding Transit. Kubby noted that Transit decisions by Council should be made during Transit hours. MEETING SCHEDULE: Atkins stated that the next budget discussion will be on February 14, 1989, at 5:30 p.m. to discuss the Enterprise Fund (after special formal meeting). Atkins said budget decisions must be made at the February 14 meeting. McDonald noted that no budget decisions have been formally made yet. Atkins said that on the Police budget, the Community Service Bureau Sergeant position has been moved to FY91 and the Police reserve has been taken out, and accreditation is proposed in FY91. -E-51 MINUTES INFORMAL COUNCIL DISCUSSION FEBRUARY 6, 1989 PAGE 8 EXECUTIVE SESSION - COLLECTIVE BARGAINING: Moved by Courtney, seconded by Horowitz, to adjourn the executive session to discuss as a public employer, strategy regarding collective bargaining with City employee organizations; as such discussion is exempted from the provisions of Chapter 21 according to Chapter 20.17(3). Affirmative roll call vote unanimous, 7/O,all Councilmembers present. The Mayor declared the motion carried and adjourned to executive session 10:10 p.m.