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Home My WebLink About1986-08-26 Info Packet of 8/22r - City of Iowa City MEMORANDUM DATE: August 22, 1986 TO: City Council FROM: City Manager RE: Material in Friday's Packet Memoranda from the City Manager: a. CADSI Grant/Loan b. Urban Renewal Memorandum from the City Manager and Director of Parks and Recreation regarding the FY86 and FY87 Recreation Division budgets. Memorandum from the City Attorney regarding Fringe Area Policy. Memorandum from the President of the Library Board regarding service reductions at the Library. Memorandum from the City Clerk regarding the League of Iowa Municipalities Meeting. Memoranda from the JCCOG Human Services Coordinator: a. Human Service Agency Funding Request for FY88. b. Free Bus Ticket Program Review Copy of letter from the Broadband Telecommunications Specialist to Mr. Bill Blough of Heritage Cablevision regarding quality of the Council cablecasts. — Calendar for September 1986. E I _,V F City of Iowa City MEMORANDUM Date: August 19, 1986 To: City Council From: City Manager Re: CADSI Grant/Loan We have recently concluded discussions with representatives of the CADSI firm with an steaof a nt. The firm ha indicated that ct t e thadut State's the fact that the Iowa n IowaDepartment of Economic Develop— s ment offered a loan, as opposed to a grant, it would be necessary for them to rethink their position. The results of those discussions are that an amended application will be prepared and submitted to the Department of Economic Development whereby CADSI will offer alternatives to the original loan offer but are also indicating a willingnessto pursue hloan with the State. On the surface, the situation does app optimistic. P cc: Assistant city Manager Patt Cain Don Schmeiser 49/T v bj2/13 //M ii i City of Iowa City MEMORANDUM DATE: August 20, 1986 TO: City Council FROM: City Manager Of: Urban Renewal Shortly after my arrival I began to receive inquiries about the status of the City's development efforts with respect to the final urban renewal parcel in downtown. I would like to have the Council's authorization to proceed with preliminary discussions with developers and other interested parties to determine how we might wish to pursue development of this parcel. This is not an indication of any financial commitment and/or any other related commitments on the part of the City government but simply an opportunity for me to pursue the development of the final parcel: I will keep you advised. is�yo irr City of Iowa City MEMORANDUM DATE: August 22, 1986 TO: The Honorable Ilayor and Members of the City Council FROM: Stephen Atkins, City Manager RE: Terry G. Trueblood, Director of Parks and RecreaT FY'86 and FY'87 Recreation Division Budgets The purpose of this memorandum is twofold. The first part is a final report regarding the FY'86 shortfall in the Recreation Division budget. The second part deals with some proposed revisions to the FY'87 Recreation Division budget. FY'86 BUDGET The following is a brief history, in chronological order, of the various short- fall estimates given during the last half of FY'86. ESTIMATED DATE INFORMATION SOURCE SHORTFALL January 15, 1986 Report to Parks and Recreation $160,000 Commission April 4, 1986 Memorandum to Council from Dale Between $55,000 Helling, Acting City Manager and $126,000 May 16, 1986 Memorandum to Council from Terry $57,629 Trueblood, Director of Parks and Recreation The FY'86 budget year is now completed, and the final figures indicated a shortfall of $18,767.00. I would also like to take the opportunity to report that we are continuing to work with the Accounting Division to reconstruct the Recreation Division budget, making it much easier to monitor. These efforts are not completed, but are coming along nicely. FY'87 BUDGET (CURRENT) Due to the fact that the amount allocated in the FY'87 Recreation Division budget is not sufficient to operate at the FY'85 or FY'86 levels of service, it is necessary to propose a number of revisions in order for the division to operate in an effective manner, but without an increase in the property tax allocation. At a special meeting of the Parks and Recreation Commission conducted on August 20, the Commission voted to recommend adoption of a revised budget based on the following expenditure reductions and revenue increases. /yy/ 'r -I The Honorable Mayor and Members of the City Council August 22, 1986 Page two EXPENDITURE REDUCTIONS APPROXIMATE SAVINGS Eliminate one full-time program supervisor (currently vacant), but increase current half-time program supervisor to full-time, and increase current three-quarter time maintenance worker to full-time (net reduction in full-time personnel of .25 F.T.E.). Added to this is a general savings in the budgeted amount of full-time employee expense, due to personnel changes ---------- $11,300.00 Pay sports officials, scorekeepers and aerobics instructors by "contract", as opposed to paying them as part-time employees j (will save F.I.C.A.)------------------------------------------ $ 5,086.00 Reduce part-time office staff --------------------------------- $ 2,800.00 j Reduce part-time maintenance staff responsible for softball/ baseball facilities ------------------------------------------- $ 2,500.00 i Reduce hours of operation for Recreation Center game room by one hour per weekday (currently open 9:00 a.m.-10:00 p.m.; proposed change is 10:00 a.m.-10:00 p.m.). Also includes some miscellaneous reductions in budgeted hours for part-time game room staff ---------------------------------------------------- $ 2,000.00 Eliminate Saturday "Play Day" (drop-in program) --------------- $ 2,000.00 Reduce hours of part-time building supervisors at Recreation Center (Center will remain supervised during all open hours) -- $ 1,900.00 Eliminate some of the less -popular "social activities" offered to adults --------------------------------------------- $ 990.00 Eliminate drop-in aerobics ------------------------------------$ 900.00 Reduce part-time maintenance staff at Recreation Center ------- $ 750.00 Eliminate after-school recreation program (previously offered in cooperation with University of Iowa Recreation Education, but they lost their funding, and had to discontinue their involvement)-------------------------------------------------- $ 400.00 Eliminate some of the less -popular "cultural activities" for senior citizens ----------------------------------------------- $ 300.00 Eliminate drop-in aquacizing---------------------------------- $ 200.00 Total $31,126.00 'r The Honorable Mayor and Members of the City Council August 22, 1936 Page three ESTIMATED ADDITIONAL REVENUE INCREASES REVEPIUE Increase racquetball fees from $2.00 to $2.50 per court hour -- $ 1,250.00 Increase park shelter reservation fees from $4.00 to $6.00 (open-air), and from $10.00 to $12.00 (enclosed). (A future proposal will probably be forthcoming to base these fees on the size of the shelters, thus increasing revenue to a greater extent.) ---------------------------------------------- $ 1,200.00 Increase adult volleyball entry fees from $45.00 to $50.00 per season --------------------------------------------- - $ 1,150.00 Increase adult basketball entry fees from $130.00 to $140.00 per season --------------------------------------------- $ 800.00 Initiate charge for aerobics and fitness programs for senior citizens, offered at the Senior Center. Programs are currently free; new charge would be $6.25, based on 50% of the regular fee for aerobics and fitness ---------------------------------- $ 900.00 Initiate a charge for equipment loan service, which is currently free; new charge would be an average of $2.00 ----------------- $ 500.00 Increase darkroom usage fees from $2.00 to $4.00 (for two hours of use, plus chemicals) --------------------------------------- $ 400.00 Increase cost of pottery studio user card from $10.00/season to $5.00/month (or similar method) ------------------------------- $ 265.00 Initiate charge for tennis court reservations, based on $1.00 per court hour ------------------------------------------------ $ 240.00 Increase fee for adapted aquatics (S.P.I. program) from $3.00 to $5.00 for a ten -lesson session ----------------------------- $ 240.00 Increase softball field reservation feesfrom $4.00 to $5.00 (without lights), and from $14.00 to $15.00 (with lights) ----- $ 210.00 Discontinue current practice of charging senior citizens only $1.00 to participate in "regular" adult programs; establish a 50% of normal fee policy -------------------------------------- $ ??? Miscellaneous revenue adjustments due to previously determined fee increases (per the "fee study" conducted in FY'86), and new estimates based on more current revenue information ------- $19,646.00 (Some of the more significant causes of these miscellaneous adjustments are: Farmers Market fee increases and usage; park shelter fee increases and usage; Summer Camp fee increases and participation; adult cultural activities fee increases; annual swim pass fee increases and sales; ball diamond reservations fee increases; racquetball court usage; fee increases in adult softball, volleyball and basketball; fee increases in youth basketball, football and volleyball.) Total $26,801.00 T The Honorable Mayor and Members of the City Council August 22, 1986 Page four Two attachments are included for your review. "attachment A" is a summary sheet for an easy comparison of the FY'87 budget allocation and the proposed revised budget. "Attachment B" is a copy of the "Receipts and Expenditures Summary" published in the FY 87 budget book, with the proposed revisions added. as It is recommended that you adopt a revised FY'87 Recreation Division budget, as proposed in this memorandum. i cc: Parks and Recreation Commission Members /y�el I ATTACHMENT A August 22, 1986 RECREATION DIVISION C f •; s FY'87 Budget Allocation: ' Total Budget $754,232.00 Budgeted Revenue $327,209.00 Net Property Tax Support $427,023.00 ! I FY'87 Revised Budget (Proposed): i Total Budget $779,571.00 I Projected Revenue $354,010.00 P Y pp NetPro Property Tax Support $425,561.00 i 1 i I t i Gy I F' i - r F; T . 1 ' EXPENDITURES: PERSONAL SERVICES COMMODITIES SERVICES AND CHARGES ' CAPITAL OUTLAY j TRANSFERS OUT TOTAL I PROPERTY TAX RECREATION FEES LESSONS ENTRY FEES POOL RECREATION 1 I MISCELLANEOUS TOTAL CITY OF IOWA CITY RECEIPTS BAND EXPENDITURESTING 16100 RECREATION FY85 ACTUAL 557,646 58,985 150,471 50,157 45,557 862,816 aaaaaaaaa FY85 ACTUAL 578,297 43,456 54,173 49,286 108,189 18,292 11,123 862,816 eaavavvaa I ATTACHMENT 8 August 22, 1986 a i -- FY86 BUDGET ---- - FY87 ADOPTED ESTIMATE REQUEST 625,229 55,994 132,924 18,847 0 832,994 aaaaaaaaa PY86 REVISED ESTIMATE 368,499 47,712 54,498 50,708 122,573 20,211 13,066 677,267 aaaaaaaaa 160 466,629 609,160 47 485 138;366 56516 149523 1 642 -- 23145 0 677,267 843,819 aaa as as aa:aeaaaaa FY87 FINAL BUDGET 427,023 56,567 56,881 50,921 139,489 12,529 10,822 754,232 aaaaaaaaa FY87 PROPOSED REVISIONS BUDGET ---- FY87 FINAL PROPOSED BUDGET REVISIONS' - 498,104.00 550,475 51,138 57,011.00 145,799 - 217,636.00 6,8200 - 6,820.00 -- - .00 754,232 779,571.00. aaaaaaaaa 427,023.00 13,050.00 1 060.00 99:233.00 114,720.00 19,096.00 11,851.00 - 781,033.00 i City of Iowa City MEMORANDUM Date: August 13, 1986 To: From: Terrence L. Timmins, City Attorney Re: File Note - opinion on Fringe Area Policy The substance of this opinion was orally presented to the City Council during its formal meeting on August 12, 1986. This written version of that opinion has been prepared for inclusion in City files for future reference, and for the benefit of City Councilmembers who are members of the Fringe Area Commit- tee and who will have to conduct further discussions with County Board repre- sentatives to that Committee regarding the revision of the policy for Fringe Area 4. cc: City Council City Manager Planning Department bj3/7 /0�z I T City of Iowa City MEMORANDUM Date: August 13, 1986 To: Mayor William Ambrisco and City Councilmembers From: Terrence L. Timmins, City Attorney Re: Highland Heights Subdivision - Non-compliance with Fringe Area Policy In reviewing the proposed Highland Heights Subdivision, I have identified three issues which must be resolved. The first issue is whether or not the proposed Highland Heights Subdivision is in compliance with the Fringe Area Policy for Fringe Area IV. The second issue is whether or not the City can deny subdivision approval if it is determined that the proposed Highland Heights Subdivision is not in compliance with the Fringe Area Policy. The third issue is the impact that approval of this subdivision would have on the Fringe Area Policy. As to the first issue. staff takes the position that the proposed subdivision doesn't comply with the Fringe Area Policy. In approving the zoning for this development, the Board has either indicated that they believe it complies or that the policy should be changed to legalize this development. The devel- oper's of course believe that the proposed subdivision would comply with the policy. In reviewing the policy for Fringe Area IV as adopted in 1983 and as recentlyro osed for amendment - it is my view thata propose H ghTand e g s u v sion does not comply with the policy. If the Council concludes that the proposed Highland Heights subdivision doesn't comply with the Fringe Area Policy, what then can the City do about it. That's the second issue and the one that I'll spend most of my time addressing. In his opinion on the Dean Oakes Woods Subdivision, Dick Boyle indicated that the Council could deny approval because that subdivision didn't comply with the Comprehensive Plan provisions on individual lot access to secondary arterials. We think that the Highland Heights Subdivision presents a very similar issue. Although the Fringe Area Policy Agreement is not a formal part of the City's Comprehensive Plan, I think it could be argued that it is the City's plan for the two mile fringe area, and that by virtue of the Fringe Area Policy Agree- ment, it is the City's and the Count 's comprehensive plan for that area - Tv—en though not designate as such . As Dick Boyle pointed out in his memo on Dean Oakes Woods, Section 409,14 of the Iowa Code allows the City to review subdivision plats with a view to ascertaining whether or not such plats conform with state statute or city ordinance -.or otherwise interfere with the carp in out of the comprehensive cit lam, o e ex en a propose g an e ghts =alvision is con- trary to the development policies, goals, and objectives for 'Fringe Area IV /yya2 I interfere with carrying out the City's and County's compreheas expressed in the Fringe Area Policy Agreement, it could also be said to the fringe area. nsive plan for Now this issue is somewhat complicated by the fact that the County has re- zoned the Highland Heights property to this permit development, and has also approved this proposed subdivision. As a general principal, if once an area is zoned to permit say residential development, by either a city or s county, then that city or county is virtually bound to approve a subdivision plat for that area for such residential development if the plat conforms to the technical requirements of the subdivision ordinance regarding streets, sewers, water, etc. I think that the Planning staff, and perhaps the Planning Commission, were acting on this assumption when they recoomended k approval of the Highland Heights Subdivision, since the County had already rezoned the property for residential use. They probably believed they had no choice but to recommend approval of the C. plat. As it turns out, Mr. Boyle was not even present at that PR meeting to offer an opinion on that issue. a' In reviewing this issue, it is our view that County zoning - or rezoning - in the two mile fringe area does not affect y the City's authority with respect to the approval of subdivision plats in the fringe V area. Section 409.14 of the Iowa Code also gives cities what is commonly referred to as "extraterritorial jurisdiction" as to subdivisions. I think the public Policy behind extraterritorial jurisdiction is clear. City's have an obvious interest in controlling growth and development in their fringe areas. Irre- sponsible growth in such areas creates problems which the City may ultimately inherit - and have to solve - when annexation occurs. Extraterritorial Jurisdiction was intended to give cities the power to either prevent irre- sponsible growth or to control such growth and force it be ble. ^i more responsi- In the past, many cities exercised their extraterritorial jurisdiction by requiring development in the fringe areas to meet some or all of the urban design requirements applicable to subdivisions inside the city - paved streets, curb and gutter, storm drainage sewers, and connection to city sanitary sewerage syst erns and water distribution systems Imposing Imposing such requirements had a self-limiting effect - only "close in" { s could afford to connect to city water and sewer, those ar er out were effectively prevented from development by economics - the cost of extending sewer and water mains. In Iowa City's context, extraterritorial jurisdiction has evolved into some- thing more enlightened and sophisticated. The City still has the ultimate authority to approve subdivisions in the two mile area, but it bases its decision in that regard on the proposed subdivision's compliance with the Fringe Area Policy - as expressed in the Fringe ARea Policy Agreement. It is our view thapt the City's subdivision approval authority in the two mile a disapprove the apdevepopm nts t inothe'fringenareateventif the and the City's decision is preemptive. a 3 Again, I think public policy dictates this result since it is the City which can ultimately end up having pay the bill for solving problems created by premature, unplanned 'growth in the fringe area. It is also our view that the Fringe Area Policy constitutes in effect the comprehensive plan for the fringe area, and that the Fringe Area Policy can therefore be the basis for a City decision to deny a proposed subdivision in the fringe area. I'll now turn to the impact that approval of this subdivision would have on the Fringe Area Policy. The Council basically has only two choices in ad- dressing this item — approve or disapprove the subdivision plat. If the Council decides to approve this subdivision, that would in effect be an amendment of the Fringe Area Policy. If that occurs, I would then strongly recommend that an effort be made with the Board of Supervisors to formall amend the Fringe Area Policy for Area IV so that the policy will con orm o and allow the development of such subdivisions in the future. However, it may be appropriate to specifically identify in the policy statement for Fringe Area /4 the circumstances and the criteria that led the Council to approve this subdivision. Those circumstances and criteria could then be uti ed in the revie f future applications for similar such subdivisions. errence mm ns, y orney bj3/8 i ierr City of Iowa City I r_ MEMORANDUM Date: August 7, 1986 To: City Council From: Richard J. Boyle, First Assistant City Attorney Re: Dean Oakes Woods Subdivision BACKGROUND The plat of the proposed Dean Oakes Wood Subdivision shows six lots, four of which have access onto Amhurst Street, one having access only onto Lower West Branch Road, and one (Lot No. 5) with access only onto Rochester Avenue. The City's 1978 Comprehensive Plan ("Plan") designated Rochester Avenue as a secondary arterial street. (Plan, p. 135.) The Plan notes (p. 129) that -secondary arterial streets are intended "to serve a dual function of circu- lation and access, with circulation taking precedence.... Secondary arterial streets should offer direct property access only to large industrial, commer- cial, institutional, and multi -family residential sites.... Driveways should not be permitted to have direct access to secondary arterials." The 1983 Comprehensive Plan Update ("Update") continues to designate Rochester Avenue as a secondary arterial street (Update, p. 17), and reiter- ates the 1978 Plan's dual function (access and circulation, with circulation taking precedence) for such streets. (Appendix C.1.) In describing Traffic - way Design Standards (Appendix C.2) the Update points out that, for secondary arterial streets, "Access will be controlled and driveways should not be permitted to have direct access to secondary arterials. Direct access to property (i.e., street or private drive) should be allowed to serve large industrial, commercial, institutional and residential sites." In reviewing the proposed plat, the Planning and Zoning Commission ("Commis- sion") noted that Lot 5 would have access only to Rochester Avenue, and based its failure to recomend approval of the plat, in part, on the fact that allowing such access would violate the policies enunciated in the Comprehen- sive Plan and the Update. ISSUE May the City deny approval of a subdivision plat on the grounds that it has a policy against direct driveway access to secondary arterial streets, where a proposed plat would create one or more lots having no other means of ingress and egress? 111fIA I ii CONCLUSION The City is not required to approve a plat which would create one or more lots having no other means of ingress and egress except via a secondary arte- rial street. DISCUSSION It should first be noted that the issue here is not access per se. Generally speaking, a land owner has a right to access to property, meaning a right of ingress and egress permitting him/her and the public generally to get to and use the general system of roads. Stom v.Cit of Council Bluffs, 189 N.W.2d 522, 528 (Iowa 1971). Thus, if the propose p a were approved, the owner of Lot 6 would have a legal right to direct driveway access onto Rochester Avenue since there appears to be no other means of ingress and egress. Iowa Code (1985) Section 409.14 provides, among other things, that proposed plats shall be examined by the City Council and City Plan Commission - "with a view to ascertaining whether the same conform to the stat- utes relating to plats within the city and the limits prescribed by this section, and whether streets... shall conform to the gen- eral plat of the city and conduce to an orderly development thereof, and not conflict or interfere with rights-of-way.., or otherwise interfere with the carrying out of the comprehensive city plan, in case such as been adopted by such city." Generally, city councils and plan commissions reviewing subdivision applica- tions are acting in an administrative, not a legislative capacity, but they may consider not only the express words of the subdivision ordinance, but also the legislative intent and purpose of the subdivision statute (Code Chapter 409) and the city subdivision regulations. Oakes Construction Co. v. City of Iowa City, 304 N.W.2d 797, 799, 806-807 (Iowa Since Lot 5 would have driveway access only onto Rochester Avenue, the ques- tion is whether the City Council can legally consider that access in passing upon the plat. Construing the legislation, it is given "a reasonably liberal interpretation which will further the apparent intent and object of the legislative body." _Oakes Construction Co. v. City of Iowa City, supra, 304 N.W.2d at 804. Code Sec. 409.14 says, in pertinent part, that new plats may be reviewed to determine conformance "with the carrying out of the comprehensive plan." One of the purposes of the City's Comprehensive Plan is to set forth "a statement of the goals and policies of the community", and the City adopted its Plan "to provide a basis for the decisions in the regulation of land use in the construction of trafficways and community facilities." (Iowa City Council Resolution No. 78-197.) Based upon the policies set forth in the Plan and Update to limit access onto secondary arterial streets, and the express language of Code 409.14, it is our opinion that the City Council may reject a subdivision plat which shows one or more single family residential lots with direct access only onto an arterial street. krAd 3 It should be noted that the City has been enforcing that policy for a number of years, as'shown by the data included in Karin Franklins memorandum which is attached. One other point is worthy of note. Code Sec. 409.15 requires that a City Council take action on a proposed subdivision plat within 60 days and, if the plat is rejected, to set forth its reasons for rejection in a resolution. If this subdivision plat is rejected, you are required to adopt a resolution stating the reasons for the rejection. /sp I 'r MEMORANDUM Iowa City Public Library T01 The Iowa City City Council FROM: Riley Grimes, President Iowa City Public Library Board of Trustees RE: The announcements of service reductions at the Iowa City Public Library DATE: August 21, 1986 Enclosed for your information are materials relating to the Iowa City Public Library Board of Trustees' forthcoming announcement of reductions in library service. As the materials make clear, the difficult decisions to reduce library service have been made only after careful analysis of current library usage, projected growth in usage, budgetary constraints, and library policies, procedures and operating principles. As you know, the Board is committed to the principle of the free, full-service public library. We are also committed to keeping our service quality at the high level expected by Iowa City users. Given those commitments, the Board's solution to the dilemma of limited funding and growing needs is to reduce quantity rather than allow erosion of quality. We believe that the enclosed material should be helpful in answering your questions and your constituents' questions about the Board's decision. You can ask further questions at our session with you during the .August 25 informal meeting. We naturally will want to keep you informed of the library's pians and we expect to work closely with you in the months ahead. /"Is I -r SERVICE REDUCTIONS AT THE IOWA CITY PUBLIC LIBRARY The trustees of the Iowa City Public Library regret to announce that due to inadequate funds to increase staff in proportion to increases in library usage, certain services previously offered the public will be curtailed, beginning September 1. Moreover, beginning March 1, 1987, and continuing for an indefinite period, the Library will be closed Thursday evening and all day Friday. These painful steps are not taken easily. The Library is a popular and extremely successful service, but it is success and popularity, coupled with the city's fiscal restraints, that make these steps necessary. Since opening the new building in 1981, the Library has seen its number of users more than double. More than 80 percent of Iowa Citians now hold and use library cards -- some 40,000 citizens, a number more typical of a town three times the size and with three times the tax base. An enthusiastic and dedicated staff, assisted by superior management, ad- vanced technology, and a remarkable volunteer organization, has allowed the Library to meet the demand for many years, and the Library's reputation for excellence has grown even outside of the community. This year, for example, the Iowa City Public Library was named among the top 50 public libraries in the country by a national research group. The support of Library users has been superb, including not only volunteers working in the Library, but an active Friends group and a Foundation that is successfully raising funds to help maintain and improve the Library's collec- tions. But success brings expectations and demands that cannot be met by private efforts. While the number of users has doubled, the number of permanent staff in the Library has remained virtually the same, increasing by the equivalent of one quarter of one full-time employee over the last five years. There will inevitably come a time when the best organization and management can no longer compensate for the work hours necessary to perform essential tasks. Then the quality of service weakens and users suffer. Private fund- raising, if it is to help maintain and improve the collection, needs 'to be matched by sufficient staff to select and process items. The Library is a service institution -- without its services, it would be no more than a warehouse of unsorted, rapidly obsolescent materials inaccessible to the public. A shortage of staff weakens services and threatens the very fabric of the library. It was clear to the Library Board that erosion of quality of service must not be allowed and that some action must be taken. The appropriate solution to this dilemma would be to request additional staff, about four full-time positions. During the last few city budget cycles, however, it became evident that given the current tax levy and the city's budget constraints, the Board would be forced to consider other, less pleasant alternatives. /S'%3 W, Meeting in special sessions during the spring months, the trustees analyzed and piecemealeismunaccelans ptablesbecausened othedcutsuce the wouldrk load. damage theuttingyservices Library overall and would discriminate against certain user groups. More the to the point, such cuts all together would not save enough work hours M make the needed difference. After much deliberation, the Board approved postponement of some program objectives identified in its five-year plan and the trimming of some serv- ices. These adjustments include reducing the quality control on some tasks done by volunteers; discontinuing telephone reservations for meeting rooms, films, and equipment; fewer displays and programs in the Library; and fewer book lists, press releases, and other publications about Library services. In addition, the Library will be closed on three minor holidays: Veteran's Day, President's Day and the day following Thanksgiving. Together, these measures can reduce the Library's need from 4 to 2,5 additional staff, but because use will probably continue to increase, this additional staff time is not enough to guarantee that the Library can stay open on its current sched- ule. Reducing the hours the Library is open to the public was found to be the solution least detrimental to the long-term quality of service at the Li- brary. Thursday evening and Friday were chosen because these were periods when the Library is used least. The Board recognizes that these decisions will be unpopular. It also recog- nizes how difficult it will be for many in the community to understand its decision since the Library has met demands so successfully in the past. For that reason, an education program, which will include public discussion and meetings with Library support groups, ever, is absolutely necessary, The Library needs support of the public, the Friends and the Foundation now more than /1 4KE QUESTIONS AND ANSWERS ABOUT SERVICE REDUCTIONS AT THE LIBRARY 1. Why is this being announced now? For the last five years the board has recognized the increase in demand for Library services and has requested additional staff to respond to these demands. In February of this year, the Board of Trustees reached a point in the city budget planning cycle where it could see that there would be no increase in funding in the next fiscal year to hire needed staff. At that point, the Board began to meet in special session to review its options and to decide on a course of action. Decisions to reduce service are important and painful for the Board -- decisions to be made carefully. Now that those decisions have been made, the Board is ;+ moving quickly to inform the City Council, Library support groups, commu- nity leaders and groups. The Board decided that some service adjustments will take place September 1 and, beginning next March, the Library will } be closed on Thursday night and all day Friday. 2. What do the September service adjustments mean to users? A. Users will not be able to reserve meeting rooms, films, and equipment over the telephone after the September I adjustments. r B. They may experience longer waits to obtain service where more staff are needed. i C. There will be fewer displays and programs, as well as fewer publica- tions, lists, press releases and channel 20 programs. D. There will be three times this year when the library will close on days it has previously been open for service: Veteran's Day, Tues- day, November 11; the day after Thanksgiving, Friday, November 28; +i and President's Day, Monday, February 16, 1987. E. Currently all overdue notices are checked against books on the shelf before they are mailed. This process, which most Libraries do not " perform but which helps'eliminate unwarranted overdue notices, will x�! be discontinued. Some of the service adjustments will be invisible to most users. For example, the Library has postponed its plans to reach certain groups with special needs, who don't use the Library in proportion to their numbers, such as those who use English as a second language and adult beginning readers. i1 3. Whcy such seemingly drastic action as cutting hours? Why not cut serv- Cutting hours March 1 may be viewed as "drastic action," but the Board feels that the overall, long-term effect on the Library will be less drastic than a slow erosion of quality and the inevitable accompanying erosion of user confidence. The Iowa City Public Library is a high- quality full-service free public library with users for each and every /y_/3 07 service' it offers. Whittling away services not only will downgrade the quality of the Library but will discriminate against particular groups of users. More to the point, the Library is already operating so close to the bone that minor service cuts could not save enough money or work hours to make up the difference. The Board decided to offer Iowa City the same high quality of service its citizens have come to expect, but to offer that service for fewer hours each week. Checkouts and traffic into the building for five years indicate that Thursday evenings and Fridays are the days of lightest library business. 4. What about the Library's fund drive? Currently the Library Foundation is involved in a million -dollar endow. ment fund drive to enrich the quality of the Library's collections. Once that fund is in place, its income will enhance the Library through mate- rials it otherwise could not afford. This money may eventually as much as ten percent of the Library's budget, but it has been the amount to Board's policy to fund staff salaries and other basic operating expenses from tax -generated revenues. The Board believes that the Library, as a Public service, should be supported by public funds. The generosity of private citizens and organizations may enhance its services, but not support them. 5, Can something be done to get more public funds? Under the city's current tax policies there is little surplus money. The Library already receives a larger -than -average share of the city budget, reflecting the community's larger -than -average use of its library and its expectations of first rate service. Unlike most states, Iowa has no direct state aid to libraries. Some'sort of tax increase is probably necessary to increase library support. /Vf0'3 i 550,000 475.0m rm.000 325.000 '1J FIVE YEARS OF SERVICE IN THE NEW LIBRARY KEY SERVICE RIOICATORS , MATERIALS AOOEO d STAFFIN0 LEVELS try 55,Oa1 hN hlMn hhrlAb [htlrd Out 1 Uvd In old'. I sba,omI:o,m0 47,500000 Il:.sm 40.000 I.IJO,m 111.000W MJ W SIS Up {01 32.500 Ila ,m0 I),Sm 7s,m 100,300 15 '16 'a '1t 'a 'll •a 'U 'II .. '.. 50,mo n�n JO hm[rI19 V. n 10 33.1 F.T.[. S.1 I.L1. m Ilrwnbet pbltlrnr TIJ L1.[l JO (0.13 "sitl'. 'ad GT.[. burl Ila. Fold 0) u01b III, hr Ar IM enlr. 1 01'a 'M r City of Iowa City MEMORANDUM DATE: August 22, 1986 TO: Mayor and City Council FROM: Marian K. Karr, City Clerk' RE: League of Iowa Municipalities Meeting The League meeting will be held at the Des Moines Marriott on September 24, 25, and 26. Please check your calendars and let me know at the informal session Monday whether you plan on attending. 1y`ly i Johnson County Council of Governments r�%% 410E�X tingtonSt. Wv City bvvo 52240 Date: August 21, 1986 To: Iowa City City Council From: Marge Penney, Human Services Coordinator Re: Human Service Agency Funding Requests for FY88 The annual funding request cycle for human service agencies is about to begin with the mailing of budget packets to all currently funded agencies. I will be attending your August 25 meeting so that you can advise me of any guidance or direction you would like me to share with these agencies. The Johnson County Board of Supervisors has directed that basic agency re- quests for Johnson County funding for FY88 may not exceed the FY87 funding level. An addendum sheet will be provided which agencies may use to request higher levels of support. bj1/2 T Johnson County Council of Governments 410EWUShingicnSt. b Q0ty,bna52240 i r / Date: August 21, 1986 To: Members of the Iowa City City Council ^ From: Marge Penney, Human Services Coordinator 0-(,P Re: Free Bus Ticket Program Review The City of Iowa City began providing free bus tickets to individuals seeking work through Job Service of Iowa in September of 1983. In April, 1985, the City Council directed that the Iowa City Crisis Center and the Johnson County Department of Human Services be added as distribution sites; these agencies were first given tickets to be distributed in June, 1985. Council reviewed the entire program after six months and determined that it was successful in meeting the needs of those persons it is intended to help. Each agency receives a predetermined number of tickets each month. Job Service and the Department of Human Services each receive 200 tickets per month, and the Crisis Center receives 75 tickets per month. If there are tickets left over at the end of any month, the number of tickets provided for the next month is reduced to prevent stockpiling of unused tickets by any agency. Both the Department of Human Services and Crisis Center supply statistics regarding the number of tickets dispensed and the purposes for which the tickets were used. Job Service does not supply this information, as they accepted the program in 1983 with the stipulation that they not be required to screen clients or keep records. During FY86, thethree agencies received a total of 5,563 tickets and ten one-month bus passes, at a cost of $2,941.50. It was funded out of the Aid to other Agencies herexpenditure Contingency froFund which n $3,48 for FY86. m thatContingencyFundduriing FY86 was $40Because only an underpayment, the costs of the bus ticket program were met without incident. I have appended letters regarding the bus ticket program from the Directors of the human service agencies involved. They are enthusiastic about the free bus ticket program. Statistics on the usage of the tickets during the 13 month period from June 1985 to the end of FY86 are also included. While the majority continue to be used for employment related activities (65X), the remainder met a wide range of needs. Both the statistics presented and the Directors' responses indicate that the program is fulfilling Council's objectives in establishing the free bus ticket DireDuring ctor of each the linvolvedagency aast nvdiscussed d have carefullyreviewed program statisticslsth tan ticket usage. i considered changes in format and level of funding but concluded that the current program, while limited in scope, is a real help in providing transportation assistance to the most needy human service agencyy clients. The maximum cost for this program, as currently formulated, for FY87 is $3,010. ;3,790 has been budgeted for the FY87 Aid to Agencies Contingency iyy6 T I I Fund. Unless Council should direct otherwise, staff will continue the free bus ticket program for the remainder of this fiscal year, funded from the Aid to Agencies Contingency Fund. If the program is to continue into FY88, it would be appropriate that it be included as a separate budgetary it among the Aid to Agencies funding requests. /sp i' /yid .17 BUS TICKET PROGRAM - JUNE 1, 1985 TO JUNE 30, 1986 (13 MONTHS) TOTAL TICKETS DISPENSED TO EACH AGENCY TOTAL JUNE-NOV. DEC. JAN. FEB DNS 1181 200 200 200 Crisis Center 437 75 75 75 Job Service* 1236 200 200 200 TOTAL 2854 475 475 475 TOTAL TICKETS DISPENSED TO CLIENTS BY EACH AGENCY TOTAL 13 -MONTH MAR. APR. MAY JUNE TOTAL 200 200 195 200 2576 75 75 75 75 962 200 200 100 200 2536 475 475 370 475 6074 TOTAL TICKETS DISPENSED TO CLIENTS BY EACH AGENCY TOTAL 2918 475 475 475 475 441 372 351 5982 *Job Service started June, 1985, with 64 tickets on hand. NUMBER OF INDIVIDUALS/FAMILIES RECEIVING TICKETS, BY AGENCY** TOTAL 13 -MONTH JUNE-NOV. DEC. JAN. FEB. MAR. APR. MAY JUNE TOTAL DHS 1181 200 200 200 200 166 197 191 2535 Crisis Center 437 75 75 75 75 75 75 75 962 Job Service* 1300 200 200 200 200 200 100 85 2485 TOTAL 2918 475 475 475 475 441 372 351 5982 *Job Service started June, 1985, with 64 tickets on hand. NUMBER OF INDIVIDUALS/FAMILIES RECEIVING TICKETS, BY AGENCY** TOTAL BUS PASSES DISPENSED BY DHS*** Jan. to 13 -Month June July Aug. Sept. Oct. Nov. Dec. June Total 0 1 2 0 0 3 4 0 10 ***only DHS is dispensing bus passes; only 10 were available. 1 Meld —t TOTAL 13 -MONTH JUNE-NOV. DEC. JAN. FEB. MAR. APR. MAY JUNE TOTAL DHS 58 10 16 16 17 17 14 16 164 Crisis Center 95 19 16 19 18 17 18 15 217 TOTAL 153 29 32 35 35 34 32 31 381 **These statistics do not include Job Service tickets. TOTAL BUS PASSES DISPENSED BY DHS*** Jan. to 13 -Month June July Aug. Sept. Oct. Nov. Dec. June Total 0 1 2 0 0 3 4 0 10 ***only DHS is dispensing bus passes; only 10 were available. 1 Meld —t NUMBER OF INDIVIDUALS/FAMILIES WHO RECEIVED:* TOTAL 13 -MONTH JUNE-NOV. DEC. JAN. FEB. MAR. APR. MAY JUNE TOTAL 1 ticket 18 3 5 3 4 2 2 1 38 2 tickets 32 4 8 5 3 4 2 3 61 3 tickets 8 2 0 2 2 4 1 0 19 4 tickets 14 2 4 8 7 7 10 8 60 More than 4 81 18 15 17 19 17 17 19 203 TOTAL 153 29 32 35 35 34 32 31 381 *These statistics do not include Job Service tickets NUMBER OF TICKETS USED FOR: CRISIS JOB DHS CENTER SERVICE TOTAL to seek employment 563 354 2485 3402 to and from employment 365 130 495 medical appointment 200 70 270 appt. w/ other agency 627 109 736 other appointments 20 0 20 children: to and 360 52 412 from school to return home 0 99 99 UAY tutoring program 0 24 24 to adult classes 84 15 99 parent to take child to school 12 0 12 apartment hunting 28 2 30 workfare 246 0 246 car breakdown 20 0 20 attend AA meetings 10 0 10 other 0 55 55 unknown 0 52 52 TOTAL 2535 962 2485 5982 E /yyd T JOHNSON COUNTY SOCIAL SERVICES Mental Health/Mental Retardation Services Services for the Elderly Intake and Referral General Assistance Day Care August 18, 1986 911 North Governor Street Iowa City, Iowa 52240 (319) 351.0200 Marge Penney Human Services Planner 410 E. Washington Iowa City, Iowa 52240 Dear Marge: After one year, I feel the bus ticket program has been highly successful. Staff here report that the tickets have helped clients follow through on job applications and referrals to other agencies. From the clients' viewpoint, the bus tickets are a visible token of the community's efforts to assist families. The tickets have been used to help mothers to get children to child care, for children going to school, for families going to counseling, and for the elderly to get medical care, as well as for job -seeking and getting to and from employment. Clients appreciate the program as well as staff. I hope the City Council will continue this program. Sincerely, Carol Thompson J Human Services Director CT:mkf SERVINGJOHNSON COUNTY FUNDED BYTHEJOHNSON COUNTY BOARD OF SUPERVISORS T IOWA CITY CRISIS INTERVENTION CENTER 28 EAST MARKET IOWA CITY, IOWA 622!40 business phone: (319) 361-2725 crisis line: (3191 351-0140 TOO users 13191 337-3685 Marge Penney JCCOG 410 E. Washington Iowa City, Iowa 52240 August 18, 1986 Re: Continuation of Bus Ticket Program Dear:Marge, This letter is to inform you that we wish to continue to receive bus tickets from the city. This program has been very beneficial to us in assisting clients in a variety of situations. Its effectiveness is limited because thetickets are not accepted by Coralville transit, but it still provides a very necessary service for our clients. We would deeply apprec- iate the continuance of the program. Thank you. Sincerely, ;oyd ehrinng � Food Bank/Emergency Services Coordinator Terry E. Branstad, Governor JOB /'f /�Richard G. Freeman, Director SERBOfVICE� 'owa Department Of of Job Service 1810 Lower Muscatine Road OC IOW) Iowa City, Iowa 52240 r YYM Phone: (319)351-1035 „ra �i -� Marge Penney 7 Human Services Coordinator Johnson County Council of Government 410 E. Washington Street - Iowa City, Iowa 52240 Dear Marge:' i 4r Ka After another year of experience with the free bus pass ' program approved by the city council, it continues to work well as far as the Job Service staff is concerned. i r' The real success of the program would be to know the degree to which it assists applicants find jobs. Although Job Service staff believes it does assist clients in a very positive way, the degree of success can not be measured. Applicants, who have used the bus passed, tell our staff that this program enables them to get to job interviews and' y in a timely manner. If economically possible, I would encourage the council to Pi continue this service to the people of our community. J: i. - Sincerely, Tom M. Bullington Manager Job Placement Job Insurance I+W46 CITY OF 10'VA CITY CiVIC CENTER 410 E. WASHINGTON ST. IOWA CiTY, IOWA 52240 (319) 356-5000 August 15, 1986 Mr, Bill Blough 546 Southgate Ave. Iowa City, Iowa 52241 Dear Bill: The City Council of Iowa City has recently discussed the technical quality of the Council cablecasts, In this regard, they have queried about the factors contrib- uting to the technical quality they see on Government Channel 29 Council cable - casts. In my opinion, the technical quality was improved when Heritage installed the current lighting system in the chambers. In addition, the wireless headsets you provided also contribute to better Council productions. However, there are, I believe, three factors contributing to the overall technical quality the Council is referring to (i.e. ghosting and graininess of images, resolution of pictures, variance in ability to balance cameras, etc.). These contributing factors include the kind of cameras used an Council PVOM shoots, the age of the equipment being used and the amount of usage of this same equipment. A quick comparison between programs shot in the Community Programming Center studio with the studio cameras and the Council cablecasts which are shot with different cameras, illustrates how much difference a camera can make in the re- sulting images. Much of the equipment used in the Council shoots approaches four to six years of age. This is quite a while for video equipment that is used daily. Final]y, all the equipment used on Council shoots is available to the public on a daily, first come first served basis - and it is used daily. As equip- ment yets older and used more frequently, as you know, its ability to,perform its function is reduced. I would appreciate your providing me any information about Heritage's plans to replace any of the existing equipment the City now uses so that i may address for the Council its concerns Thank you for your cooperation and assistance on this matter. I look forward to hearing from you soon, Sincerely, Williaht rew Shaffer Broadband Telecommunications Specialist cc: Dale Hell ing City Council BTC /sp /Yy7 xkN S M T W TH F S Z OAM-Staff Meetin r S (Goof Room) 8Magistrate Court (Chambers) Court n ' -�-a1 •30PM-Informal P&Z (Senior Ctr) •30PM-Riverfront 7:30PM-Formal P&Z Comm (Senior Ctr) (Chambers) % g 8:30AM-Housing 10 AM -Magistrate A peals Board lOAM-Staff MeetingBAM-Magistrate Court (Chambers) (Public Library) (Conf Room) Court (Chambers) PM -Deferred Co Comp 9AM-Housin Comm (Public L brary) 3PM-Senior Center corm (Sr. center) IPM -Deferred Comp (Conf Room) 4:30PM-Broedbanl 4:30PM-Board of Adjustment (Chaml (Conf Room) • PM -Informal Council (Chambers Telecommunicat or Comm (Chambers) 7PM-Parke S Rec 7.30PM-Airport Com (Transit Facility i 7:30PM-Resources 7:30PM-Council Comm (Rec Center) 7:30PM-Historic . Conservation (Chambers) re at n Co Comm Pub Librar /� 1 AM -Staff Meeting /17 BAM-Ma istrate /y 2a SAM -Magistrate (Conf Room) Court (Chambers) Court (Chambers) 3:30PM-Committee o 1PM-Police Traininc. 7PM-Informal Community Needs 4PM-J000G Board of (Conf Room) Council (Chambers (Public Library) Directors (Transi 4PM-Design Review 7:30PM-Informal 7c30PM-Council Facility) Committee (Public Library) P&2 (Senior Ctr) (Chambers) 7:30PH-Formal P&Z (Chambers) &Pk '3 q/ s zb 17 Magistrate OAM-Staff Meeting Court (Chambers) (Conf Room) AM -Magistrate Court (Chambers) PM -Human Rights 4PM-Library Board (Public Library) Comm (Senior Ctr) Zg BAM-Magistrate 0 Court (Chambers) 7PM-Committee on Community Needs Li (public brary) 7:30PM-Informal P&Z (Senior Ctr)