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HomeMy WebLinkAbout1980-06-03 Info PacketCITY OF IOWA CITY CIVIC CENSER 410 E. WASHINGTON ST. IOWA CITY IOWA 52240 (319) 354.18 PRESS RELEASE Council Meetings Cancelled ;4 May 21, 1980 The Iowa City City Council's informal work session, normally scheduled at 1:30 P.M. every Monday, has been cancelled for May 26, 1980, because of the Memorial Day holiday. The formal session of Tuesday, May 27, 1980, has also been cancelled. -0- FROM: Administrative Offices I I 1\ MICROFILMED BY JORM MICR+LA13 �' CEDAR RAPIDS • DES MOINES n City of Iowa Cif, MEMORANDUM Date: May 23, 1980 To: Honorable Mayor and City Council From: Dale Helling, Assistant City Manager Re: League of Iowa Municipalities Policy Determination Attached is a copy of a memorandum from Bob Harpster requesting input from municipalities for the purpose of preparing a policy statement for the League to be utilized during the next legislative session. This is a procedure which has been pursued in recent years by the League and one to which we have attempted to respond in as thorough a manner as possible in the past. The following list of suggested concerns reflects many of the issues which have been discussed by Council in recent months. SUPPORT 1. Additional local option taxing authority as an alternative to limitations on property taxing. 2. Continued and increased funding assistance for local mass transit systems. 3. Modification of the Iowa Open Meetings Law to eliminate certain procedural constraints which impede even normal public discussions of pressing issues and/or require excessive and costly recording and documentation procedures. 4. Continue funding of the Municipal Assistance program as a revenue sharing vehicle between the State and municipal governmental subdivisions. 5. Mandatory multi-year (2) public sector contracts for collective bargaining agreements. 6. Continued legislative efforts to improve and enhance interstate and intrastate rail passenger and freight service. 7. State legislation to control and regulate the movement of hazardous materials and the disposal of hazardous wastes. OPPOSE 1. Further reduction or limitation of property taxing authority. leAd MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 1 2. Imposition of any constitutional spending limits on municipalities. 3. Any legislation which would reduce below 10% the amount of retainage fees which may be withheld on public construction and improvement contracts or which would diminish public authority to control and disburse those funds. 4. Further reduction in funding from the road use tax which will result if current taxing formulas and exemptions are retained. The above is presented to you merely for the purpose of suggestion. If there are other issues which you feel should be included or if you would wish to discuss any of those listed above, please contact me. I will attempt to insure that a brief amount of time is available at the June 2, 1980 informal Council meeting to allow discussion of this matter if desired. cc: City Manager Department Heads bj/sp MICROFILMED BY JORM MICR�LAB CEOAR 111111 • DES MOINES 1,30 League of Iowa Municipalities Y Suite 100 900 Des Moines Street, Des Moines, Iowa 50316 - 515/265.9961 April 25, 1980 PRESIDENT Deroth, V.. Hon Cnunnlwmnan wllmsnn T0: ALL MAYORS VICE PRESIDENT flicSinpl.len M.,or, FROM: Robert W. Harpster, Executive Director May Cnnetmlle PAST PRESIDENT SUBJECT: League Policy Development -- Statements of Concern NmnuM1 E. N.w MUY/Ir Mav,n r;nY DIRECTORS Two years ago the League developed a procedure for C.rnlyn Parr.II R.V.M. local "grass-roots" input that enabled us to better represent IT ...... . the interests of the cities before the Iowa General Assembly. E. J. G ... ..mn. M..Yn• This process of policy development was well received by many cities who, for the first time, could directly partici- Jo N . C.,,..,/w..n:,,, pate in policy development for this organization. Mvy N.eh.u"r Cnnnc„wn,.n We are distributing, again this year to each city, a Inwar:rw form called "Statement of Concern” (enclosed). This form is to N.1 N,.h., be completed by you or your designee after discussion with your C,,,, Eagi, G,., coumcil members. The statement should list, as clearly as possible, L.nP.Rnn'I legislation or issues which you feel the League should support, Wawl,nn change or oppose. D.,m J. S.N., C,w Manger RMIOak The forms, which must be returned by June 6, will be J.uVh Simon S.V.D. the first important step in building the policies which will be iPm M formalized at our annual convention in September. K ... wh E. Smith smjumnla The proposals you submit will be grouped into subject mrha Andy L.Sim, areas and along with staff recommendations will be presented to M'P"' a Resolutions Committee appointed by the League president and Chid. Might composed of city officials from each Congressional district. This McY,:r committee will meet during the summer and recommend those issues DaY....... t to be considered at the convention. EXECUTIVE DIRECTOR Reh.rt W. H.gntar The Statement of Policies approved by the Resolutions Committee will then be submitted for review, amendment and adop- tion at the League's annual convention. Each member city present at the convention will have an opportunity to speak on the policies and suggest additions, dele- tions or other changes. The Executive Board of the League which meets frequently during the year will serve as a review group should any adjustments be necessary. To facilitate the gathering of this information, we would ask that you not use the standard "Whereas/Be it Resolved" form, but rather "Tho City of (believes, supports, opposes..."). Remember, the deadline is June 6. Statements received after that date will not be eligible for review by the Resolutions Committee and any proposal would have to be submitted in writing at the annual convention. Please take the time within the next several weeks to give us your input and recommendations. RWH/mla enclosure Thank you. JORM MICR+LAB CEDAR RAPIDS • DES MOINES /: / NOTE: Salve letter sent to Senators Culver and Jepsen May 15, 1900 The Honorable James Leach U.S. Representative 1406 Longworth Ilouse Office Building Washington, D.C. 20515 Dear Jim: According to The_ Wall Street Journal the fIOUSe Public Works Committee has approved a hill Wrc permits States to accommodate travel by the disabled with special services. The City of Iowa City strongly supports this position. Under the Rehabilitation Act of 1973 the City of Iowa City will be required to make its line -haul transit system fully accessible within the next ten years. Not only will lift -equipped buses be very expensive to purchase and maintain, but the addition of wheelchair service will have negative effects on both bus capacity and schedule adherence. On the other hand, we currently offer a program of specialized transit for the elderly and handicapped under the auspices of Johnson County SEATS. Planned expansion of this effort will provide a much higher level of mobility than can ever he achieved with line -haul buses. In our opinion, we will he doing both the handicapped population and the community in general a ,grave disservice 'if the current specialized transportation system must be abandoned in favor of accessible buses. Therefore, we urge your support of the nurnsure as proposed by the House Public Works Committee. Thank you for your attention to this matter, Sincerely yours, John R. Balmer Mayor cc: American Public Transit Association City Council Johnson County Regional Planning Commission MICROFILMED BY JORM MICR+LAS CEDAR RAPIDS • DES MOINES I city of Iowa Cit Date: May 21, 1980 To: City Council --� From: Doug Boothroy, Acting Senior Planner Re: Provision of Recreational Facilities for the Westwind Development The preliminary LSRD plans for Westwinds had proposed a racquetball club to be located on lot 3 of said development. However, neither the subdi- vision nor the approved final LSRD plan of Westwinds provided for any recreational facilities. The plan as approved by Council in 1977 indicated no development on lot 3. Between 1977 and 1979 much of the development located east of Westwinds Drive was constructed and sold (i.e., lots 1 and 2). The .applicant amended the approved LSRD plan in 1979 for lots 3 and 4, or that area west of Westwinds Drive, and entitled it Windshire. This development proposed a different type of condominium unit (i.e., fourplexes in lieu of townhouses) and included a small club house with tennis and basketball/volleyball courts. The Windshire phase of the development is estimated to be one-third constructed. The club house shell is erected but the interior is unfinished, both tennis courts are finished but not lighted, and the basketball/volleyball courts are not constructed. The City may seek remedy to assure compliance with the LSRD through court action for a simple misdemeanor or an injunction to stop further construction. But in the situation of a possible bankruptcy neither of these aforementioned alternatives may, in fact, be remedies. cc: Neal Berlin Don Schmeiser Glenn Siders bj2/2 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES M City of Iowa Cit. MEMORANDUM Date: May 21, 1980 To: City Council From: Richard Plastino Re: Gabions vs. Concre e F g for South Branch Dam The engineers provided additional information concerning their selection of gabions as the best engineering solution to a design problem. They chose gabions for the following reasons: 1. Concrete slabs are susceptible to frost heave. 2. A concrete slab would need to be constructed with keyed joints and dowels. This is an expensive method of construction, particularly on a sloping dam face. 3. It is uncommon to use a concrete facing on an earth dam. It is more typically seen on a rock dam which has few problems with settlement. 4. The concrete facing would have to be reinforced. It would be 8" concrete with N4 bars at 12" each way. 5. When the dam is overtopped with water, erosion becomes a prime design factor. A concrete slab is extremely susceptible to undercutting at the edges of the slab. Concrete cutoff walls would need to be constructed with approximately 250 cubic yards of reinforced concrete. Gabions do not need this type of cutoff wall at the downstream edge. As undercutting occurs the gabions drop down into the void thereby minimizing further erosion damage. 6. Based on Iowa Department of Transportation bid prices, the engineer estimated the cost of the concrete face and additional cutoff walls at $42.16 per square yard. This compares with a cost of approximately $40 per square yard for the gabions. - The nation and the State have become extremely design conscious about dams due to some spectacular failures in the United States over the past ten years. Public Works monitored the design of the dam, but in this case the engineer must have almost complete design authority since they must sign the dotted line stating the dam is safe during the maximum probable flood. bj3/16 1 MICROFILMED BY JORM WCR4�LAB CEDAR RAPIDS • DES MOINES IOWA CITY COMMUNITY SCHOOL DISTRICT RECEIVED [Ji' 1 9 1950 I)avid L. Cronin IMO William slovi Sulx rin�cnJem Iowa 01y, Iowa 5=W 919 118.9685 16 May 1980 John Balmer, Mayor City of Iowa City Civic Center Iowa City, Iowa Dear Mr. Balmer: This is a letter relative to cooperation the school district has received from Iowa City administrators and staff regarding two recent incidents. On Saturday, May 12, we hosted an important tennis meet involving parti- cipants from several area schools. Through the efforts of Neal Berlin and the City's recreation staff, the school district was able to have access to tennis courts at Mercer Park. Having enough courts, five sites were used, helped make the tennis meet a "smashing" success. On Wednesday, May 13, we were informed by one of the school crossing guawasrds that dismissedethatld be afternoon.e to be A phonethis call top Harvey Millerpointed produced school produced the necessary protection for students that afternoon. These are just two examples of the excellent, ongoing cooperation we receive from City employees. We appreciate Mr. Berlin's and Mr. Miller's et al efforts. Sincerely yours, David L. Cronin MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES /Odd 0 MINUTES IOWA CITY HOUSING CODE TASK FORCE MAY 13, 1980 MEMBERS PRESENT: Dianne Klaus, Rab Grossinger, Jim Barfuss, Norman Bailey, Mark Hamer, Margaret Nowysz, Rachel Dennis, Goldene Haendel , Bobbie Farrell, (Dan Cross). MEMBERS ABSENT: None. STAFF PRESENT: Michael Kucharzak, Terry Steinbach. I. Fleeting to order, 7:21. II. Mark Hamer presented a thorough explanation of the intent of the study guidelines which had been submitted at the last meeting. A. A premise was that there should be specific separation between i structural and maintenance -type requirements. B. Significant discussion surrounding applicability of code to rental property only vs. all residential property. 1. Hamer felt that there should be different requirements for rental property than owner/occupied property. 2. Kucharzak requested only one basic set of standards be applied for all dwelling units. C. The Housing Code requirements concern not only the standards for rental units, but also serve as the basic requirements for relocation, rehabilitation, and Section 8 programs. III. First draft of Kucharzak code breakdown was distributed. IV. The interaction process of all City codes was explained and discussed. V. It was decided that meeting minutes ought to be sent to the City Council along with a cover memo to explain the current philosophy and intent of the Task Force. i VI. The next meeting was set for Wednesday, May 21, 1980, at 7:15 P.M. VII. Adjournment at 9:00 P.M. Prepared by: Approved by: na MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES 7 1980 CITY OF IOWA CITY JOHNSON COUNTY HERITAGE AGENCY UNITED WAY QUESTIONNAIRE FOR AGENCIES -REQUESTING FUNDING 1) Agency Name Johnson County Council on Agin i Address Will he nrnvided Phone 338-9514 Tempo4 A. Name of Director To be selected B. Name and Title of person completing this form Board Mem bare Alvin Logam, Ralph HindmaN Lawrence Carlton C. State purpose of your agency, as you see it Provide and Coordinate services to the Elderly of Jphnson County i D. Do you have a Board of Directors? _ NO X YES If yes: Is it X policymaking, or _ advisory in nature? Number of Board members i4 Frequency of meetings Monthly Average number in attendance DO Terms of office mare How members are selected (both method and criteria) Nomination and approval of the BAard I Please enclose a list of Board of Directors. E. If you do not have a Board of Directors, to whom are you accountable? 2) Is your agency regularly audited? NO x YES If yes, how frequently? Yearly By whom MoGlardly,Vendriokson 3) What criteria do you use for hiring staff? (education, experience, etc.) Please specify Use of Search Committee MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES /086 I '1 4) What is the client/staff ratio? 3,000 to 3 5) Now many persons in Johnson County did your agency serve in 1978? (unduplicated count) 3,000 6) How many service contacts for Johnson County did your agency have in 1978? 10 116 Outreach 56 Health Care 13 Supportive 32 Reht Rebate 32 monthly 7) Please list the programs for which funds are being requested. I. Comprehensive Outreach and Information & Referral• 2 Limited Service Chore/Handiman• 3. Advocacy I8) At what location(s) are (or will) these programs (be) located? Cof A Office 9) What are (or will be) the hours of operati&oo a.m. to 4:00p m 10) Are the facilities accessible to the handicapped? — NO X YES 11) What service or client follow-up measures do you (or will you) use, if any? Volunteers in so ilar as possible 12) What is your funding request? $4,465 United Way, $19,000 City of Iowa City $5,000 (in kind Vace) Johnson County $5,748 Heritage $1,000 City of Coralville 13) To what other funding sources or goveing or accrediting bodies are you accountable? e 14) Are there fees for any of your current services? Under what circumstances? Are they flat fees or sliding fees? None MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 3 /0,p6 1 I 15) In what city, county or regional planning effort, or other joint effort has your agency been involved during the past year? The City of Iowa City and Johnson G 16) List complaints about your services of which you are aware. None 17) What measures doyou feel would help alleviate these complaints? I i ** THE FOLLOWING QUESTION (018) IS FOR UNITED WAY AGENCIES ONLY i 18) What would you suggest that United Way could do for yyour aggency that it is not now doing? Provide more fending dor the Council on Aging I What changes would you suggest in the way United Way is operating in regard to your agency? Simply the forme for reporting to the United Wky. ** THE FOLLOWING SHOULD BE COMPLETED BY AGENCIES REQUESTING FUNDING On the following page, please find the A enc Goals Form. You will note that it consists of several columns with headings. he purpose of this form is to enable You to share with the funding bodies, from whom you are requesting support, information regarding the various programs your agency is carrying out. The form is set up so that you can list each program, the program's goals, objectives, and tasks planned to reach these goals, separately on the sheet. When you have completed the information requested for one program, please list the next and so on until you have covered all the programs pertinent to your agency. 00 NOT EXCEED THREE SHEETS. IM MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES n d E The agency for which these forms are being completed does not discriminate on the basis of race, religion, creed, national origin, color, sex, or disability. Authorized Agency ep esentative This completed questionnaire has been reviewed by Board of Directors on /.:I- z(Agency as ate I 24 i j r r: 1 1114 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 1 APPLICATION FOR AWARD FOR JOHNSON COUNTY ELDERLY SERVICES PROGRAM STATEMENT OF OBJECTIVE of Complete one set for each objective and/or fiscal category Use the space indicated below and continuation 'pages for program nerratives. GOAL:A comprehensive Outreach/Information A Referral Program will be developed and implemented utilizing volunteers, existing JAR Systems, and d sacf>r a4r t-kacoq,. Statement of Objective(s): 1. TO provire a link for the olderDWams is A va a w services in the conmunity relevant to their nsssds�-;;n csr1i acconpliah this objective the leorsaticn and pefsrnl ns:o Service must be easily manueverad by the elderly do must have a number of pointe of entry and an evaluation procel 2. To provide a follow-up service to determine if the need has been met, Sncludingl a. contact with the person who requested the service and with the agency (Sea) to whom referred to evaluate results b. if the need has not been set the reason should be determined and a q alternative) solutions sought, 3. To identify the needs that -4%o not be set and the reasons - y_wmrs a�; ~ ae+ determine what resources need to be strengthened or created if the need is not mets formulate data in assessing needs andgspecific program planning. fry. Action steps needed to reach objective. Responsible a Damp oEli11 for Completion Step 1 Step 2 Step 3 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 8 APPLICATION FOR AWARD FOR JOHNSON COUNTY may - ELDERLY SERVICES "NAM STATEMENT OF O6JECT1vE "" '!.'.• Complete one set for each objective and/or fiscal catgety. Use the space indicated below and continuation pages for'prefrN MI'MUVWq '. `: • i ;a` I OnAL: A UatW-Service Chore/Handyman Program will be developed and •, implemented utilizing volunteers, professional subcoRu�t� II and groups and agencies who have access to Mwe sgoR i human resources. Statement of Ow"tive(s): To eche the elderly pewee's hems Nth awlfirwo mad twoummol so that older persons sae mtay Is their eam b ma Y 1140 so Arli possible and they choose to do so. Handyman/Chore Service is a significant and deasndiog program. It hes been increasingly difficult to recruit volunteers to do the.tasks needed. some persons are available only if they are paid and sources of payment are'liuited, There are costs involved for tzanaportatiori to site of workp problems related to insurance, coordination of efforts etc... (Attach Continuation Sheets as Needed) Position Estimated Action steps needed to reach objective. Responsible o ow a 011 for Completion t� Step l " vll ,lgl r a4''eaiowv4d ?ieda..� la WJ,*- ci.r OL }�w.�J1l'H/LL ♦L ,laMsir I Step 2 Sef uf� VO� ��F�l✓'/ q.00 F Seed Ive e res" 7ji/° e e ur'e-e CO Mini �oStep J PoM�/tr.i / ifool. 12 tr e / t AA ui c.L, ? i I /DAG MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS •DES MOINES APPLICATION FOR AWARD FOR JOHNSON COUNTY ELDERLY SERVICES PROGRAM STATEMENT OF OBJECTIVE Complete one set for each objective and/or fiscal cetegery Use the space indicated below and continuation pages for programs narratives: AOAL: A program of advocacy will be conducted with the elderly citizens including individual/problem solving and group action. Statement of (bJective(t): Advoeaw with, 4 am fee the suarly. Advocacy with4 to amd for the elderly has bees as latepal part of all the objectives of the OCA. The psopama remeneaded in this report provide a major means of p*eaml &a But But there is also group adv�aacy, namely, the identification of broad4ise4j'iyetetiy :o the elderly so t. at they con be examined and pursued by the community ane the community can 0acide what it does for elderly citizens 1. a. premature institutionalization, conditions in institutions, economic base for family life, etc. These broad issues which no one agency can attend to alone, but the CCA shoulR make known its experionce through itz role in the community and should join with other groups in the deicision-making process about what the community decides to do for its elderly citizens. (Attach Continuation Sheets as near) Action steps needed to reach objectives. Step 1 Step 2 Step 3 Position Responsible f r Completion MICROFILMED OY JORM MICR�LAB CEDAR RAPIDS • DES MOINES E Estimated Oa o wl- m on 7.4* M n IO DETAILED BUDGET JUSTIFICATION FUND SOURCE CITY COUNTY U.W. H.A.A. P.I. OTHER A. ADMINISTRATION a. Personnel /nI i i �i n IO DETAILED BUDGET JUSTIFICATION FUND SOURCE CITY COUNTY U.W. H.A.A. P.I. OTHER A. ADMINISTRATION a. Personnel /nI ?.lvlZ Oulie--icl, S11:04 b. Fringe Benefits // -ct/�ua dig o_ L/c �-e S // /U2 s J ,0 C. Travel &,Sep on% (/D/UNfQQ.t$ a00"/mO fk TVrl d. Equipment � C e. Supplies IV o f�i c e.- MICROFILMED BY DORM MICR+LA6 '! CEDAR RAPIDS - DES MOINES /086 I . f MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES /0PG FY YEAR APPLICATION FOR AWARD FOR JOHNSON COUNTY Page of I1 ELDERLY SERVICES PROGRAM — — AAA q SUMMARY CASH BUDGET A. B. C. Object Class CategoriesTotal I Administration Advocacy Handyman Chore OuI$Rac a. Person i cs r� . i2, boo frnel /�roy ST,91r �uM b. Fringe�Benefits Y �o -f-,Pinfro// T n yp3 -/000 C. Travel -Z/ 00p d. Equipment s"C) 4�,1L) 1 �� u ��y 0 e. Supplies f. Contractual / 9s g o iv ",VIE 15 g. Construction h. Training a400 i. Other S PEC, in6 P,-ojre, rs /000 k. TOTAL BUDGET 3/ 7 0 D 1. City Funds �9 0 D 0 M. County Funds i _Tv k Ka n. United Way y 5�65- 0. Heritage Agency 5 151�Q P. Project Income q. TOTAL CASH BUDGET 9 -21 r. Volunteer Contributions S. Other Non-cash Contributions MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES /0PG CITY OF IOWA CITY JOHNSON COUNTY WAY HERITAGE AGENCY QUESTIONNAIRE FOR AGENCIES REQUESTING FUNDING UNITED 1480 1) Agency Name Johnson County Elderly Services Agency Address temporary: 1101 Gilbert Court Phone to be installed A. Name of Director Lucy Luxenburg, M.S.W. B. Name and Title of person completing this form Lucy Luxenburg, Director of the Johnson County Elderly Services Agency C. State purpose of your agency, as you see it to provide Information and Referral. Services Outreach Advocacy, and a limited Chore Service Proprnm to the elderly Population of Johnson County. D. Do you have a Board of Directors? _ NO x YES If yes: Is it x policymaking, or _ advisory in nature? Number of Board members A Frequency of meetings once a month Average number in attendance 5 Terms of office Lears How members are selected (both method and criteria) by a nominating committee and at election of officers at the Annual Meeting. Members elected must have demonstrated experience in working with the elderly. Please enclose a list of Board of Directors. E. If you do not have a Board of Directors, to whom are you accountable? 2) Is your agency regularly audited? _ NO x YES If yes, how frequently? annually By whom undecided at this point 3) What criteria do you use for hiring staff? (education, experience, etc.) Please specify Director, M.S.W. plus experience in working with the elderly and knowledge and demonstrated skills In management; Outreach Worker R.A., or B.S.W., and experience in working with the elderly; Serretnry/Honkkcoprr, ability to work with and relate positively to the elderly, and office/book- keeping skills. MICROFILMED BY JORM MICR( LAB CEDAR RAPIDS DES MOINES 4) What is the client/staff ratio. ; this is a newly formed agency 5) How many persons in Johnson County did your agency serve in 1978? (unduplicated count) N/A 6) Now many service contacts for Johnson County did your agency have in 1978? N/A 7) Please list the programs for which funds are being requested. i. Comprehensive Outreach and Information & Referral; 2 Limited Service Chore/Handiman; 3. Advocacy 8) At what locations) are (or will) these programs (be) located? a� a 9) What are (or will be) the hours of operation? -i,nn rn A•nn pm address listed. 10) Are the facilities accessible to the handicapped? NO YES 11) What service or client follow-up measures do you (or will you) use, if any? A random sample technique will be used in calling those individuals who have requested a service or referral; data will be recorded. 12) What is your funding request? $4,465 United Way, $19,000 City of Iowa City $5,000 (in kind space) Johnson County $5,748 heritage $1,000 City of Coralville 13) To what other funding sources or governing or accrediting bodies are you accountable? Donn at rl,ls Limn 14) Are there fees for any of your current services? Under what circumstances? Are they flat fees or sliding fees? nn MICROFILM711A111 JO RM MICEDAR RAPIDS • AIM -3- 15) In what city, county or regional planning effort, or other joint effort has your agency been involved during the past year? N/A 16) List complaints about your services of which you are aware. N/A 17) What measures do you feel would help alleviate these complaints? N/A THE FOLLOWING QUESTION 1#182 IS FOR UNITED WAY AGENCIES ONLY 18) What would you suggest that United Way could do for your agency that it is not now doing? What changes would you suggest in the way United Way is operating in regard to your agency? THE FOLLOWING SHOULD BE COMPLETED BY AGENCIES REQUESTING FUNDING On the following page, please find theAqency Goals Form. You will note that it consists of several columns with headings. These of this form is to enable You to share with the funding bodies, from whom you are requesting support, information regarding the various programs your agency is carrying out. The form is set up so that you can list each program, the program's goals, objectives, and tasks planned to reach these goals, separately on the sheet. When you have completed the information requested for one program, please list the next and so on until you have covered all the programs pertinent to your agency. DO NOT EXCEED THREE SHEETS. I , MICROFILMED BY DORM MICR¢LA0 CEDAR RAPIDS • DES MOINES 9 -4 - The agency for which these forms are being completed does not discriminate on the basis of race, religion, creed, national origin, color, sex, or disability. �i �iw, L.JO 1 �w41 Adihdri� n y epresR entatiY�- This completed questionnaire has been reviewed by s Agency Board of Directors on May 8 1980 Agency ame Date MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES BOARD OF DIRECTORS ELECTED OFFICERS: Roberta I'atrtck Dr. Lorraine Frost Marlon van Fossen Emil Trott, Atty. Mary Rock APPOINTED OFFICI,RS: to be named after proposal is granted. MICROFILMED BY JORM MICF;1#LA8 CEDAR RAPIDS • DES MOINES JCESA, 1980 INFORMATION & REFERRAL STATEMENT OF OBJECTIVES: .-_N 1. In FY 80/81, inform the elderly people of Johnson County about resources in the community which are designed to meet their needs, and how the Elderly Services Agency can assist them. ACTION STEP: prepare a brochure which describes the Elderly Services Agency, and distribute it throughout the county in an effort to reach 90% of the elderly; particularly in places frequented by the elderly and members of the adult community. Position Responsible for Completion: Director Estimated Date of Completion: on-going; to begin January 1, 1981. ACTION STEP: publicize the purpose of this agency via public service announcements, locations frequented by the elderly, and the public trans- portation system, to name a few. Position Responsible for Completion: Director Estimated Date of Completion: on-going; publicity to begin January 1, 1981. 2. To refer the elderly to those agencies which provide those resources, and to initiate the referral to the designated agency only if the person is unable to make the referral by him or herself. ACTION STEP: employ and train a half-time person as a receptionist, and to be able to make appropriate referrals or provide the necessary information. Position Responsible for Completion: Director Estimated Date of Completion: on-going; employment to begin August 1, 1980. 3. To follow up referrals by a random sample telephone calling system conducted once a week by a volunteer. ACTION STEP: schedule 1 volunteer per week to call those people who requested referral information. This person will use a random sample technique, and be responsible for recording data on special forms provided. Position Responsible for Completion: Coordinator of Volunteer Services Estimated Date of Completion: on-going; to begin January 1, 1981. 4. To Increase progressively the number of referrals. ACTION STEP: utilize action steps from objectives I, 2, and 3. Person Responsible for Completion: Director _ Estimated Date of Completion: on-going; to begin January 1, 1981. 5. To maintain records of all calls and referrals on a daily basis that pertain to this service for future program expansion and evaluation. i ACTION STEP: prepare weekly and monthly statements on I & Rs to funding sources requesting this information and data. Position Responsible for Completion: Director, and Coordinator of Volunteer Services. Estimated Date of Completion: on-going; to begin January 1, 1981. /086 MICROFILMED BY DORM MICR+LAB CEDAR RAPIDS • DES MOINES OUTREACH STATEMENT OF OBJECTIVES: 1. To develop an outreach program which will attempt to reach those elderly people who are not visible in the community and who may or may not be in need of community resources. ACTION STEP: publicize the agency's services as described in the Objectives of T 6 R. Position Responsible for Completion: Outreach Worker Estimated Date of Completion: on-going; to begin January 1, 1981. 2. To provide outreach services provided by trained volunteers and staff upon referral from individuals, family, friends, or professionals who are delivering services to the elderly. ACTION STEP: employ a half-time outreach worker and train approximately 30 volunteers to make home visits, and to be able to assess the person's environment and emotional status. In addition, these volunteers will make appropriate referrals when needed. Position Responsible for Completion: Director, and Outreach Worker. Estimated Date of Completion: on-going; employment to begin when funding is awarded. 3. To visit the elderly housing sites and neighborhoods which are primarily Inhabited by the elderly to inform them of the agency's services, and learn about their concerns ror guidance in future program expansion. ACTION STEP: schedule Outreach Worker to make monthly visits on a rotating basis to specific housing areas, and record particular infor- mation relevant to elderly needs and concerns, and perform any other tasks within her/his job limitations as recommended by the Director. Position Responsible for Completion: Outreach Worker, and Director. Estimated Date of Completion: on-going; to begin with employment of Outreach Worker. 4. Evaluate volunteer services on a regular basis with periodic supervision, and maintain records on the activities performed by the Outreach Worker and Volunteers. ACTION STEP: record information weekly and monthly about outreach activities, and submit to funding agencies as requested. The Outreach Worker will be evaluated annually, and the Volunteers two times per i year. Position Responsible for Completion: Director, Outreach Worker, and Volunteers. Estimated Date of Completion: on-going; to begin with employment of Outreach Worker and scheduling of Volunteers. /08( MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 0 LIMITED CHORE SERVICES STATEMENT OP OBJECTIVES: I. Establish a reference file of individuals, agencies, and groups who can provide chore service assistance to the elderly, and refer those elderly seeking workers or funds to the appropriate sources. ACTION STEP: communicate on a regular basis with those sources who can provide chore assistance in order to stay informed of Policies and programs which are subject to change. Position Responsible for Completion: Director and Volunteer Coordinator. Estimated Date of Completion: on-going; services to begin as of January 1, 1981, 2. Apply for grants to develop a limited chore service/handyman program which would provide seasonal services for the elderly, such as lawn mowing, and snow removal, on a contractual basis, and raking and window care on a volunteer basis. ACTION STEP: when funding becomes available, employ a manager on a half-time basis who would oversee the chore service program, and develop guidelines for appropriate chore service referrals. The Outreach Worker and Volunteers would assist in assessing any chore service needs not within this proposal, and would refer them to the available sources. Position Responsible for Completion: Manager of Chore Services, and Director. Estimated Date of Completion: to begin when funding sources become available, and program will be on-going as long as funds are continued. 3. Evaluate program on a regular basis. ACTION STEP: Maintain records which will assist future program expansion. The following types of information will be gathered: 1) what types of services are needed most and least; 2) which ones were provided and which ones were not; and 3) whether the service was contracted out or provided by volunteers. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES h ADVOCACY STATEMENT OF OB.IFCTTv1iS: I. TO have an active membership on the Council of Service Providers estnblished by the Senior Center to share information about current, changing and proposed programs for the elderly; and to serve as an advocate when the elderly are being detrimentally affected by a particular program or policy. ACTION STEP: attend meetings of the COSP as required. Position Responsible for Completion: Director Estimated Date of Completion: on-going. I 2. To represent the elderly interests and concerns at meetings of community groups. ACTION STEP: give presentations to Civic Groups and the Business Community. Position Responsible for Completion: Director Estimated Date of Completion: on-going. 3. To represent elderly interests and concerns at Governmental and Educational meetings. i ACTION STEP: work with city and county officials in developing and imple- menting programs needed by the elderly. Position Responsible for Completion: Director Estimated Date of Completion: on-going. 4. To establish a Speaker's Bureau which will consist of people knowledgeable on topics relative to the aging process and concerns of the elderly. ACTION STEP: interview people who are able to present programs on these topics, and compile a file for any groups who may want a speaker on programs relative to the elderly aging process, etc. Position Responsible for Completion: Director Estimated Date of Completion: on-going; to be available as of January 1, 1981. 5. To develop workshops with and for the elderly people of Johnson County which will assist them in dealing with their concerns and problems. ACTION STEP: organize and conduct workshops asninted by the elderly who are knowledgeable in areas or topics selected, and prepare evaluations which will he completed by the workshop participants, and compile the data for develop- ment of future workshops. Position Responsible for Completion: Director Estimated Date of Completion: will not begin until second year of program. f 0 MICROFILMED BY JORM MICR¢LAB CEDAR RAPIDS • DES MOINES le APPLICATION FOR AWARD FOR JOHt,'I COUNTY FY YEAR ELDERLY SERVICES PROGRhi Object Class Categories a. Personnel b. Fringe Benefits C. Travel d. Equipment e. Supplies f. Contractual g. Construction _ h. Training i. Other k. TOTAL BUDGET I. City Funds M. County Funds n. United Way o. Heritage Agency P. Project Income q• TOTAL CASH BUDGET r. Volunteer Contributions s. Other Non-cash Contributions SUMMARY CASH BUDGET A. B. i i i Administration Advocacy I i i i j APPLICATION FOR AWARD FOR JOHt,'I COUNTY FY YEAR ELDERLY SERVICES PROGRhi Object Class Categories a. Personnel b. Fringe Benefits C. Travel d. Equipment e. Supplies f. Contractual g. Construction _ h. Training i. Other k. TOTAL BUDGET I. City Funds M. County Funds n. United Way o. Heritage Agency P. Project Income q• TOTAL CASH BUDGET r. Volunteer Contributions s. Other Non-cash Contributions 29,213 19,000 5,000 In kind) 4,465 5,748 12,443.67 14,858.66 12,443.67 3,475 1,383.66 $12,443.67 14,858.66 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES C. Page _ of _ AAA I&R 8,600 1,032 600 525 1,153. 11,910,6 3,081.3 3,081, 5,748 1,910.6 SUMMARY CASH BUDGET A. B. Total Administration Advocacy 211600 9,750 3,250 -2,852 1,365 455 600 700 175 3,461 1,153.67 1,153.66 29,213 19,000 5,000 In kind) 4,465 5,748 12,443.67 14,858.66 12,443.67 3,475 1,383.66 $12,443.67 14,858.66 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES C. Page _ of _ AAA I&R 8,600 1,032 600 525 1,153. 11,910,6 3,081.3 3,081, 5,748 1,910.6 Addendum to budget: The present budget does not include insurance for the following areas: Liability Office Contents Professional Autos Our insurance representative, Bob Alderman, believes all of the above forms of insurance are minimal coverage and should be Included in our budget. However, our board member and legal representation, Emil Trott, believes we can get by without It. Tt other words, it would be great to Include it, but due to budget limitations, it has not been figured in with the present proposal. If the funding bodies believe that it is necessary, we will gladly include it and use money budgeted for printing and publicity to cover the cost. Mr. Alderman's ball park figure, including Worker's Comp. which is required by law, is approximately $1152.00 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES 9 i i i Addendum to budget: The present budget does not include insurance for the following areas: Liability Office Contents Professional Autos Our insurance representative, Bob Alderman, believes all of the above forms of insurance are minimal coverage and should be Included in our budget. However, our board member and legal representation, Emil Trott, believes we can get by without It. Tt other words, it would be great to Include it, but due to budget limitations, it has not been figured in with the present proposal. If the funding bodies believe that it is necessary, we will gladly include it and use money budgeted for printing and publicity to cover the cost. Mr. Alderman's ball park figure, including Worker's Comp. which is required by law, is approximately $1152.00 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES 9 DETAILED BUDGET JUSTIFICA. A au FUND SOURCE CITY COUNTY U.W. H.A.A. P.I. OTHER A. ADMINISTRATION a. Personnel Director 13,000 Half-time Outreach Worker Half-time Secretary/ Bookeeper b. Fringe Benefits Director 1,820 Outreach Worker Secretary/Bookeeper C. Travel Outreach mileage 600 Conferences 1 -0- 5,000 3,600 600 284 148 d. Equipment 2 -Telephones 119 581 2 -Desks 4 -Chairs Donated 1 -Typewriter n 1 -Adding Machine n I e. Supplies Duplicating Materials 1,000 Printing 2,000 Postage 400 Training Materials -0- Workshop Materials -0- Misc. 61 19,000 4,465 5,748 -0_ MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES MOINES a =• Johnson county � regional planning commission 012S0Uth dubuque street. omo c ry, c?,o 52240 (319) 351.8556 May 6, 1980 STEERING COMMITTEE ON PLANNING REORGANIZATION Thursday, May 1, 1980 4:00 P.M. Recreation Center - Room A Iowa City, IA 52240 DELEGATES Her)ertN.Jordon cr*q,•m Bony Hokonxx7 EtcymwNmv PRESENT: David Perret, David Roberts, Don Sehr, J. Patrick White, Lynne Cannon, Michael Kattchee AL'I'FRNATES PRESENT: Herbert Jordan, Neal Berlin, Janet Shipton, James Lindberg DELP.GATRS ABSENT: Casey Mahon OTHERS: JCRPC: Barry Itokanson, Dixie Collins, John Lundell, Karl Stundins, Isabel Turner City of Iowa City: Kevin Laverty LCItPC: Don Sayler Mr. White called the meeting to order. 1. APPROVAL OF MINUTES OF APRIL 24, 1980 It was moved by Mr. Kattchee, seconded by Mr. Roberts to approve the minutes of April 24, 1980 as distributed. Motion carried. 2. PRESENTATION ON 0RCAN1ZATION OF THE LINN COUNTY REGIONAL PLANNING COMMISSION Mr. White introduced Mr. Don Sayler, Executive Director of the Linn County Regional Planning Commission. Mr. Sayler referred to previously distributed materials on the LCRPC bylaws and the agency budget. Mr. Sayler presented a brief description of the LCRPC organizational structure. He said that the agency is divided into two separate committees, called the Metro Committee and the Non -Metro Committee. Mr. Sayler explained that the Metro Committee consists of representatives of the major cities plus one member from the County Board of Supervisors, and that this Committee oversdes all planning activities in the urban area, with particular focus on transportation planning. Mr. Sayler noted that the LCRPC policy body is the only group empowered to adopt plans, but the Metro and Non -Metro subgroups are more directly involved in their preparation. He said the Metro Committee approve& short- range documents such as the Transportation Improvement programs and the Transportation System Management plans. /087 MICROFILMED DY JORM MICR(�/LAS CEDAR RAPIDS 0 DES MOINES Page 2 Mr. Sayler said that the Non -Metro Committee consists -of one representative from the County Board of Supervisors plus one member each from all of the small cities. He -said that this committee is primarily served by one staff person who specializes in local assistance projects. Mr. Sayler also explained that the LCRPC meets four times per year, with the Metro and Non - Metro groups normally meeting once each month. He said that there is also an Executive Committee which handles A-95 reviews, consultant contracts, and other financial matters. Mr. Sayler pointed out that the LCRPC staff members are employees of the City of Cedar Rapids and that he, the Director, is selected by the City Council. He explained that the financial management is accomplished by keeping detailed records of time spent on various projects, but that there are few formal arrangements concerning the question of responsibility of the staff to the City of Cedar Rapids or LCRPC. He said that the arrangement seems to work due to a strong committment among Linn County governments to the Idea of eliminating staff duplication and using a cooperative approach whenever feasible. In response to a question from Mr. Perret, Mr. Sayler said that LCRPC uses various technical committees to discuss particular problems. He noted also that the planning staff responds directly to zoning and subdivision cases within the City of Cedar Rapids, but that the Cedar Rapids Planning and Zoning Commission, had, by resolution, delegated all long range planning to LCRPC. lie noted that there is no overlap of long range plans in Linn County since there is only one land use plan and that it is prepared on a county- wide basis including each local jurisdiction. In response to a question, Mr. Sayler explained that LCRPC is not required to allocate the annual transit operating assistance from the U.S. D.O.T., since there is only one transit operating agency in the metropolitan area. In response to further questions on administrative authority, Mr. Sayler noted that the Director and the staff are responsible to LCRPC on area -wide matters, and responsible to the City Council on Cedar Rapids issues, and that LCRPC is not involved in staff employment matters, but simply receives the services of staff which have been selected by Cedar Rapids. Mr. White thanked Mr. Sayler for his willingness to attend the meeting and his assistance to the Steering Committee. 3. ALTERNATE BUDGET PROGRAMS FOR RURAL PLANNING ORGANIZATION (RPO) Mr. Hokanson distributed materials showing various budget assumptions for a potential Rural Planning Organization. He said he had met with Ben Johnson and Jud Te Paske of the County zoning Department to discuss this budget. He explained that the budget chart contained three different levels of staffing, with related cost impacts. He said the County Board of Supervisors would be the primary authority for the first option, which would place a community assistance planner within the County Zoning Office. The second level described by Mr. Hokanson would add a graphics technician plus the community assistance planner. He noted that some of these technical services are now provided to the Zoning office by JCRPC. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Page 3 Mr. Hokanson noted that the third level for an RPO would, in effect, be the establishment of a more comprehensive County Planning Department, in which the graphics position would be increased from half-time to full time, and that a land use planner and a planning director would also be added. Mr. Perret suggested that the City of Iowa City may be able to lessen the overhead costs of an RPO by having the office in close proximity and providing certain administrative facilities, particularly since there is additional space soon to be available in the Davis Building. Mr. White suggested that the Steering Committee should defer any decision on an RPO, since the County Board of Supervisors had not yet discussed this arrangement. Fie said that such discussion would'occur prior to next week's Steering Committee meeting. 4. BUSINESS FROM COMMITTEE MEMBERS There was discussion of the target date for recommendations by the Steering Committee. Mr. Hokanson said that for administrative reasons, it would be difficult to accomplish a complete change of agencies by July 1, and he noted that, as budgeted, JCRPC would have substantial carryover of funds at the end of FY 1980 (June 30th). Mr. Berlin said he felt that although there may be some surplus of funds available, the committee should deal with this issue as expeditiously as possible. Ms. Cannon suggested that surplus funds could be used for a transition period. Mr. Hokanson said that after previous discussions it would seem that there would be some merit in looking at alternatives which would include planning consolidation. Fie said he had done preliminary work on such an alternative, largely based on the examples from other consolidated agencies. It was generally agreed that this kind of alternative should be discussed at the next meeting. 5. APPROVAL OF TENTATIVE AGENDA FOR MAY B 1980 It was agreed that the following items should be discussed at the next meeting: 1. Alternative reorganization: Consolidated Planning Agency 2. Discussion of Committee Recommendations 6. ADJOURNMENT The meeting adjourned at 5:40 P.M. MICROFILMED BY JORM MICR+LAS CEDAR RAPIDS • DES MOINES /0P '= Johnson county regional planning commission ��2 south du Herber) N. Jordan oopa buquestreet, iowacov.iowa 52240 (310)351.8556 BarryHokanscn Evaj,D ao, 4/28/80 STEERING COMMITTEE ON PLANNING REORGANIZATION Thursday, April 24, 1980 4:00 P.M. Recreation Center - Room A Iowa City, IA 52240 DELEGATES PRESENT: David Perret, David Roberts, Don Behr, J. Patrick White, ALTERNATES Casey Mahon, Lynne Cannon, Michael Kattchee PRESENT: Herbert Jordan, Neal Berlin, Janet Shipton DELEGATES ABSENT: None OTHERS: JCRPC: Barry Hokanson, John Lundell, Dixie Collins City of Iowa City: Kevin Laverty, Don Schmeiser U. of I.: Michael Finnegan Mr. White called the meeting to order. 1. APPROVAL OF MINUTES OF APRIL 17, 1980 It was moved by Mr. Perret, seconded by Mr. Kattchee to approve the minutes of April 17, 1980 as distributed. Motion carried. I 2. REVIEW EXAMPLES OF CONSOLIDATED PLANNING Mr. Hokanson distributed a comparison of selected city -county planning agencies throughout the country, noting that those listed had a population size similar to that in the Johnson County/Iowa City area. He noted that the examples ranged from rural counties with a strong central city to those which are divided into more complex portions of urban, suburban and rural development, similar to the Johnson County area. He described the chart and identified the alternate composition of the policy boards, the different staff arrangements and the various work programs. In response to a question from Mr. Kattchee, Mr. Hokanson said that in most of the examples studied, no small cities were directly involved, and that none of the examples appeared to include a parallel to the Iowa City/Coralville jursidictions. Mr. Perret asked about the organization of the Linn County Regional Planning Commission. Mr. Hokanson said that Mr. Madsen had described that organization at the local workshop on February 13th, but that additional information could be obtained. Mr. Hokanson noted that the LCRPC structure is somewhat different from the other examples listed, in that the city/county staff is not divided along agency lines but rather via a budgetary -accounting arrangement, and that the two policy bodies meet monthly and then meet in combined form on a quarterly basis. He 1097 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Page 2 said that LCRPC is the Metropolitan Planning Organization for Linn County, and noted that Linn County does have a separate zoning administration staff. Mr. White suggested that the Committee could schedule a further discussion of LCRPC at the next week's meeting and invite Mr. Don Salyer, LCRPC Director, to present further information on that organization. In response to a question from Mr. Kattchee, Mr. Hokanson said that most of the consolidated planning agencies listed on the chart were also encompassed by a multi -county planning agency at the area -wide level. Mr. Berlin said that the Iowa City staff had developed a reorganization proposal based on the concept of contracted services provided by Iowa City. He distributed copies of a memo from Don Schmeiser to the Steering Committee. Mr. Berlin described the memo and the attached organizational chart which proposed a Metropolitan Planning Organization staff housed within the Iowa City staff, and a Rural Planning Organization staff which w-uld be tied to county government. tie said that the MPO would include transportation planning and human needs planning, whereas the RPO would include land use planning and local assistance. He described the budget estimates prepared for the MPO portion, providing for two transportation planners and a half-time human services planner. He noted that there would be some savings in overhead costs due to the fact that the MPO would be attached to the existing City planning staff operation. Mr.. Kattchee asked about the structure for human services planning. Mr. Berlin said that it was hoped that other agencies would also support the human services planning program, although Iowa City has currently budgeted for the projected half-time staff position. In response to questions from Ms. Cannon and Mr. White about supervisory responsibilities, Mr. Berlin said that the MPO staff would be a part of the Iowa City Department of Planning and responsible to its director. Mr. Berlin said that the organizational chart illustrates separate policy groups, the MPO and the RPO, which would meet jointly as a council of governments on issues which are of common interest. Ms. Mahon asked how the MPO would perform its responsibilities for allocating state and federal funds. Mr. Perret said that this issue had not yet been discussed. Ms. Mahon said such allocations could generate substantive arguments among receipient agencies. Mr. Berlin said that the voting composition of the Wo policy body would be an important design issue in discussing reorganization. Concerning staff positions, Mr. Berlin said that most persons presently serving on JCRPC staff would be incorporated into either the Mpo or the RPO. He said that Iowa City has a current vacancy for a graphics technician, and that it would be assumed that the JCRPC transportation planner would be moved into the MPO. Mr. Kattchee asked about the other functions of JCRPC, such as A-95 reviews and census coordination. There was discussion on alternate means to arrange such services. Mr. Perret said he felt it would be possible to convene the MPO and RPO in joint session when certain A-95 reviews or legislative matters need to be addressed. MICROFILMED BY JORM MICR+LAO CEDAR RAPIDS • DES MOINES Page 3 r There was discussion about other planning categories such as parks and open space and solid waste mane.gement, and how these would fit in the MPO/RPO structures. There was discussion about the fact that University students residing in Iowa City are counted as Iowa City residents by the U.S. Census, thus affecting the amount of federal and state funds provided to Iowa City. Ms. Mahon said that the University of Iowa has historically provided Research Assistants to JCRPC in lieu of cash contributions, and that such contributions would probably continue to the reorganized MPO. She stated that the University was interested in participating and maintaining its eligibility for UMTA Section 5 funds. Mr. Sehr asked whether a budget had been drafted for the proposed RPO. Mr. Berlin said that only an MPO budget had been prepared, and suggested that Mr. Hokanson be requested to develop an estimate of RPO costs, in consultation with County and City staff members. Mr. Berlin noted that various alternatives existed for physically locating the RPO and MPO in adjacent quarters. He said he thought it would be important to have the RPO housed either with the MPO staff or with the County staff. Mr. white said that these discussions about an MPO/RPO implied a new organization replacing JCRPC, but that from a legal standpoint there may be advantages to accomplishing the reorganization via amended •: Articles of Agreement, including a change in name and/or structure but without terminating the legal entity. fie said this could reduce technicalities such as dispersing assets, closing out tax returns, and starting a new tax entity. Mr. Jordan said he felt the proposal for making the present three organizations into two groups may be very practical and may reflect current political realities, but that the design does not seem to be imaginative or fully anticipate future problems. Mr. Roberts said his initial reaction was that the organizational chart may be feasible, recognizing that JCRPC may be continued as a legal entity under Mr. White's proposal. He agreed that transportation planning does not significantly affect the small cities. There was discussion about a local assistance program within the proposed RPO. Mr. Roberts noted that there is not enough funding contributed by the small cities to support a full time staff position. Mr. White said that the County Board of Supervisors recognizes the importance of local assistance and has discussed partial funding of this program. Mr. Kattchee noted that the local assistance program is not now requiring a full time position. Mr. Hokanson said that about 606 to 706 of the full time position is assigned to local assistance, with the remainder on matters such as census and legislative coordination. Mr. Hokanson said he perceived some disadvantages with the management structure proposed by the MP0/RPO chart, such as the inability to have frequent sharing of information and planning expertise between current planning matters, ouch as zoning, and long range planning, for both the City and County jurisdictions. Mr. Berlin said that Iowa City is concerned about being involved with the County's planning and zoning issues and that the City would wish to avoid any difficulties which may arise, but that there may be some mechanism to provide for sharing of services and ideas which would be beneficial to both agencies. MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES Page 4 1 � Mr. Hokanson said much of the difficulty and conflict now experienced between agencies is generated by staff groups working under different leadership with different planning objectives. He noted that the comparison chart of consolidated planning agencies provides examples of solutions to inter -agency planning. Ms. Cannon said she was concerned that any reorganizational proposal would perpetuate current problems if it were dependent on annual financial contri- butions from member agencies, since this will frequently be disruptive to the planning work and the priorities. Mr. Berlin said that he agreed with the need for long term financial committments to a viable reorganization proposal. There was discussion about the possibility of special tax levees for planning. It was agreed that current state law and political considerations would make such a levee infeasible. Mr. White noted that an organization's Articles of Agreement can provide for a multi-year committment of local funding, similar to that arranged by the Area Crime Commission. Ms. Mahon asked if the Committee could also consider other alternatives of reorganization. She noted that one alternative to reduce the legal costs of reorganization would be to amend the JCRPC organization, as suggested by Mr. White. Mr. White said he felt the structure suggested by Iowa City representatives would be a rather simple solution and one which would represent a higher level of functional consolidation than presently exists, and one which would therefore be better than reverting to the absence of inter -jurisdictional planning which existed in the early 1960'x. He said that putting the planning staff into the agencies which deliver the traditional services and which have the ultimate political responsibility may be the best design. Mr. Jordan said that he felt the Iowa City proposal does not recognize the potential for consolidation and would cause a separation of some important functions. He said that although the proposal may reflect current political directions, there may be future needs or future mandates for action which will cross boundary lines of political agencies and the area would then be without a mechanism to respond. He suggested further consideration of an agency which would combine city and county zoning operations. Mr. Perret responded that there have been difference of opinion as to what will be necessary or unnecessary, and that the Iowa City proposal starts with the minimum whereas in the future, decisions can be made for additions and improvements. Mr. White said that based on these discussions it would appear that the elected officials do not favor a combined zoning function. 3. REVIEW SUMMARY CHARTS Mr. Hokanson noted that a chart had not yet been prepared on the subject of parks and open space, but that such a plan is required on a five year basis in order to be eligible for federal funds. He said that the required plan can be a very minimal document using previously submitted standards and criteria, or it can be a new plan designed to update local needs and conditions He said that the last update had been prepared in 1977 and that an update would be due -in 1982. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Page 5 Mr. Hokanson distributed summary charts in the following categories: Central Coordination/Information - Mr. Hokanson noted that this category includes primarily optional elements, most of which are currently being provided by JCRPC: intergovernmental coordination, A-95 review, mapping and data management, and legislative liason. Local Assistance - Mr. Hokanson said that the chart identified only i optional items including: research and information requested by cities, information on federal and state programs relevant to cities, serve as advocate for city interests, grant preparation, and contracted assistance to block grant programs. Solid Waste Management - Mr. Hokanson said that a facility plan is required for operating landfills, and noted that the chart identifies the City of Iowa City as the entity for preparing such a plan. He said that there may be more interest in the future for innovative technologies and hazardous waste management. Human Services - Mr. Hokanson distributed a list of major human services profile reports prepared by JCRPC under contract with the City of Iowa City. He described current activities of the human services program and referred to the summary chart. Mr. Sehr noted that the financial involvement of Johnson County illustrated on the chart included special funding categories such as mental health and that such figures could be misleading, since they go beyond the functions commonly referred to as local human services. Mr. White noted that the Board of Supervisors is generally not convinced about the importance of human services planning. He noted that the County government is directly involved in many of the categories addressed in the profile reports. 4. OTHER BUSINESS None 5. APPROVAL OF TENTATIVE AGENDA FOR MAY 1, 1980 It was agreed that next week's agenda should include a presentation by a representative from the Linn County Regional Planning Commission and a report on budget alternatives for a Rural Planning Organization as outlined in the Iowa City staff memo. 6. ADJOURNMENT The meeting adjourned at 6:00 P.M. MICROFILMED BY JORM aAICR+LAB CEDAR RAPIDS • DES MOINES '= Johnson county regional planning commission 0922 SWh dubuque street, 4/21/80 Herbert N. Jordan oaoa 000ON. iowo 52240 (319)351.8556 BmHokonson Ewwworecb STEERING COMMITTEE ON PLANNING REORGANIZATION Thursday, April 17, 1980 4:00 P.M. Recreation Center - Room A Iowa City, IA 52240 DELEGATES PRESENT: David Perret, David Roberts, Don Sehr, J. Patrick White, Casey Mahon, Lynne Cannon ALTERNATES PRESENT: Herbert Jordan, Neal Berlin, James Cole (Coralville) DELEGATES ABSENT: Michael Kattchee OTHERS: JCRPC: Barry Hokanson, John Lundell City of Iowa City: Kevin Laverty, Doug Boothroy Mr. White called the meeting to order. j I. APPROVAL OF MINUTES OF APRIL 10, 1980 I It was moved by Mr. Roberts, seconded b Mr. Sehr, to Y , approve the minutes of April 10, 1980 as distributed. Motion carried. 2. REVIEW FORMAT OF SUMMARY CHARTS Land Use Mr. Hokanson distributed and described a chart on land use planning, listing required plans, related plan administration, and optional planning elements. Mr. Perret said he thought this information would be helpful to the committee, particularly the cost information, since the committee's work has now reached the point where cost comparisons are appropriate, in relation to the perceived benefits and the financial committments announced to date. In response to a question from Mr. Perret, Mr. Sehr said that the County did not now anticipate significantly more work by JCRPC on its land use program. Mr. Perret asked about examples where City zoning staff had assisted with County zoning matters such as the mobile home zoning near Scott Boulevard. Mr. Sehr said those projects refer to the urban fringe Policies and he generally perceived those policies to be of benefit to city government, not Johnson County. Mr. Sehr said that the County's interest in comprehensive planning would be very limited, and noted that the County's Comprehensive Plan would probably need updating no sooner than every ten years. /08% MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES I101NE5 Page 2 Mr. Berlin said that the information in chart form would now be helpful to the Committee in outlining what types of planning "packages" each agency may wish to buy, after which the group should discuss configuration of an organization and the alternatives for providing these services. Mr. Ferret said it would be helpful in this same chart form to show cost information for County and City planning staff operations. Transportation Mr. Hokanson distributed and described a supplemental chart on trans Planning alternatives. He noted that in addition to required planningtati to be eligible for federal and state assistance, a variety of additional items would be optional in the coming year, Fiscal Year 1981, with some of those items becoming mandatory in the second and succeeding years. Hokanson explained the alternate cost estimates based on 1, 1�, and Mr. transportation planning staff members. 2 Mr. Berlin said that from a financial standpoint, assuming that the first priority of Iowa City is transportation planning, it would be better for the City to employ two transportation planners on the City staff and subcontract a portion of their services to whichever governmental agencies are interested in participating. He said that this arrangement would greatly reduce the overhead cost associated with a separate agency. Mr. Hokanson explained a table showing calculations of overhead costs, and noted that various central services such as A-95 review and legislative assistance appear to be overhead cost since they are not identified as a Program category. Mr. White said it would seem appropriate to add the cateogry of Central Services to those under discussion. Mr. Perret suggested that, in addition to the question of staffing, there remain organizational issues such as a voting policy body and the need for advisory committees, particularly in the field of transportation. Mr. White suggested that discussion be focused on the substantive areas where a planning need is identified, before trying to establish which agencies may be able to carry out which programs. It was generally agreed that transportation planning is a priority need, and that the planning requirements need to be met by some organization serving as the required Metropolitan Planning Organization. Mr. Behr noted that the small cities do not have much need for transportation planning, and that according to the Summary Chart the County government is not actively involved. He asked whether the County could contract for these limited transportation planning services from the City of Iowa City. iMr. White said that specialized transportation services, such as the SEATS system, are an important ingredient in the transportation planning structure, and that the County needs to decide whether the SEATS system is a rural system or whether it is intended to provide services on a county -wide basis. MICROFILMED BY JORM MICR+LAO CEDAR RAPIDS • DES MOINES Page 3 In response to a question from Ms. Mahon, Mr. Hokanson said that although the University CAMBUS system is different from other transit agencies in the state which now receive state operating assistance, it is a line haul system open to the general public and it would therefore seem to be eligible for federal operating assistance. Ms. Mahon said that the University is particularly interested in transportation planning and the establishment of an MPO. Mr. Lundell explained that the recipients of UMTA Section V operating funds are so designated by the Governor. He added that the staff is currently researching the criteria for such designation. In response to a question from Mr. White, there was a general consensus that the emphasis should be on "first year required items" for the transportation planning program, with the addition of grant preparation as an item which all local agencies consider essential. Mr. White noted that the preliminary budget allowance from the County govern- ment to JCRPC included an approximate figure of $3,000 as an assumed contri- bution for transportation planning. In response to a question from Mr. Perret about the allocation of $20,000 in the FY 1981 UMTA Section 8 grant, Mr. Hokanson explained that the grant would provide for selected work items, but that it would not fund a specific planning position. He added that the proportion for indirect costs, or overhead, are commonly 356 to 456 of salary and fringe costs assigned to a project. He said that the proportion of overhead costs would depend greatly on the number of program categories served by a central administrative staff, that one or two programs would have high overhead, but that five or six programs sharing central services would be less costly. Mr. Berlin said that from this discussion it would appear that only Iowa City is offering a level of financial committment adequate to support the transportation planning -program. Continued Discussion of Land Use Planning Mr. White suggested that an option for land use planning may be to trim the staffing to a half time equivalent because of the fact that it is primarily a county interest and that the County is not prepared to pay for a full time equivalent which is shown on the salary chart at a cost of $31,000 plus overhead. He said the County was also interested in giving some support to the local assistance program ofIJCRPC. Mr. Sehr suggested that the group may wish to review the amount of money now budgeted and decide how it should be allocated. Mr. Berlin said that under that arrangement Iowa City would be buying substantial overhead in an existing agency, and that it may be more efficient to do such work within the City staff. Mr. White noted that the planning functions shown on the chart would provide Iowa City with additional benefits in such categories as urban fringe land use planning. Mr. White asked for reaction to the arrangement used in Linn County where, in effect, a shared staff is housed within the city government. Ms. Cannon said that it seemed to her that Iowa City was not wishing at this time to reorganize its planning staff and the other agencies seem prepared only to buy those services which are essential to their own operation, and none are willing to contribute to overhead cost or central services. She said that under these circumstances, the Linn County example may be the only feasible option. /Og 7 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES Page 4 Ms. Mahon said that the University wishes to -continue its support of the cooperative planning effort, and that the current committment of approximately $9,000 in services provided by graduate research assistants would probably be committed to whatever agoncy is responsible for the planning. Mr. Berlin said he thought such assistance could be used in whatever organizational structure is created. In response to a question from Mr. Roberts, Mr. Berlin said that it may be Possible to accommodate some of the present JCRPC staff within City office space such as the third floor of the Davis Building soon to be vacated by ECICOG. Mr. Jordan asked about the feasibility of combining City zoning staff and County zoning staff. Mr. Sehr said that he felt such an option may be feasible, but that it had not been throughly discussed since it appeared that Iowa City was not interested in that kind of reorganization. Mr. Berlin said that it may be feasible to locate similar staff functions Physically near to one another, in adjacent office space, but that full staff integration would pose some special problems. He noted that Iowa City would not wish to be recognized as being responsible for the County's zoning administration, for example. Mr. Roberts said that a combined zoning staff would not be identified with any one agency, but rather should have a multi -jurisdictional outlook. 3. NEXT WEEK'S AGENDA Mr. White suggested that the next meeting should deal with examples of consolidated planning and the remaining summary charts: local assistance, human services, parks and open space, and solid waste. Mr. White also suggested that the committee members should make a special effort to review the items discussed at this committee meeting with their respective agencies. 1 Ms. Cannon suggested that in view of the limited time remaining for the committee's work, the group should begin to focus on the options which it considers ofhthe sLinn ked MCounty r. aRegionaloPlanningdCommissionformation 0 � i i Mr. Lundell distributed copies of a Federal Register outlining the specific responsibilities of a Metropolitan Planning Organization. i4. ADJOURNMENT The meeting adjourned at 6:05 P.M. I fi MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES • Johnson county =� regional 'planning commission •'22saumoubu Sfteet. wwaciN.1ov0 52240 (319)351-8556 ftbedN.Jorcbn Q1°'P01C^ BonYHokonson E.e u,D..cw 4/14/80 MINUTES STEERING COMMITTEE ON PLANNING REORGANIZATION Thursday, April 10, 1980 4:00 P.M. Recreation Center - Room A Iowa City, IA 52240 DELEGR.TES PttrS;ENT: Michael Kat:tchee, David Perret, David Roberts, Don Sehr, J. Patrick White ALTERNATES PRESENT: Herbert Jordan, Neal Berlin, James Lindberg DELEGATES ABSENT: Casey Mahon, Lynne Cannon OTHERS: JCRPC: Barry Hokanson, Dixie Collins, John Lundell ECICUG; Jim E1za City of Iowa City: Kevin Laverty, Doug Boothroy Others: ICdrin Pranklin Mr. White called the, meeting to order. i. APPROVAL OF MINUTES OF APRIL 10, 1980 It was moved by Mr. Perret, seconded by Mr. Roberts to approve the minutes Of April 10, 1980 ac distributed. Motion carried. Mr. Hokanson described the comparison chart for transportation planning which had been requested by the Committee. He noted that the chart included minimum requirements, current staffing arrangements, and the respective responsibilities of affected governmental agencies. Mr. Berlin said he had previously understood that JCRPC was programmod to employ an additional transportation planner to meet the minimum federal requirements. Mr. Hokanson explained that the agencies of the U.S. Department of Transportation had recently simplified the requirements for this urban area due to the fact that this will be the first year of the federally funded planning project. He said that the second year, Fiscal Year 1982, would include more stringent requirements plus additional federal funds to defray the planning costs. He stated that the reduced Program deals only with Planning tasks to be funded by the UMTA Section 8 Program, $20,000 for FY 1981. Mr. Hokanson explained that no decision is being made at this time concerning the overall transportation Planning effort, that such a decision would be dependent on the reconnnenddtions of this steering committee and 'all other agencies I nvolved. /oaf MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES F< Minutes Page 2 Mr. Berlin said he was concerned with the timing'of the budget -staffing decisions and that he felt no choices should be made until a recommendation had been prepared by this steering committee. Mr. Perrot said that due to the federal funding sequence, an application for the available $20,000 planning grant needed to be filed this month, but that this filing would not preclude additional transportation projects or a reassignment of planning priorities which may be suggested by this steering committee. Mr. Berlin said that the City Council of Iowa City has made a general comm.ittment to support overall transportation planning, and it was under- stood that the special federal planning grant would be used to undertake the steps to organize and certify the Metropolitan Planning organization. He expressed concern that the information on the planning grant should be carefully presented so that it not he interpreted as the overall program. Mr. Berlin asked when the local government agencies would be asked to make committments in support of specific planning projects. Mr. Perret said that the committee is currently using these planning charts as a way of evaluating each planning category, after which recommendations would be prepared as to staffing and agency organization. Mr. Sehr noted that the chart on transportation planning seemed to illustrate that Johnson County does not have substantial interest in transportation planning issues, since there would only be a small amount of funds involved in the Federal Aid Urban Systems (FADS) Program. Ile said that most of the operational planning concerns the secondary Roads Department, and that this io not directly a concern of JCRPC. Mr. Kattchee said he felt the summary chart helped to clarify the choices, showing who would be impacted by the establishment of the MPO. He noted that the Coralville City Council has determined its budget committment for FY. 1981, and that any increase in that support would be very unlikely. In response to a question from Mr. Kattchee, Mr. Hokanson said that in order to meet the minislum transportation planning requirement for an MPO during the first year of its existence, one transportation planner would be sufficient, and that this salary cost would be largely covered by the federal grant of $20,000. He added that for the second year, FY 1982, an additional staff position would probably be needed, but that additional transportation funds would also be available at that time to defray salary costs. There was a general discussion of current assessment levels for JCRPC, and the amounts currently budgeted by Iowa City, Coralville, and Johnson County, for FY 1981. Concerning the general priorities of program categories, Mr. Kattchee said that the City of Coralville did not list human services planning as a priority interest at this time. Mr. white noted that the County government was not yet convinced of the need for human services planning, although partial funding assistance in cooperation with another lead agency may be a possibility. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Minutes Page 3 Mr. Kattchee said that'the City of Coralville is interested in the establish- ment of an MPO for federal transportation grant eligibility, a housing plan for HUD eligibility, and a parks and open space plan for eligibility with the Iowa Conservation'Commission grants. He noted that Coralville would also make use of JCRPC assistance, if available, on the new City Comprehensive Plan and for miscellaneous graphics work. Mr. Berlin said that Iowa City's priorities are for transportation planning and human services planning. Mr. White noted that the establishment of this steering committee and its assignment had originated with a suggestion from Iowa City that its planning department may be able to be reorganized and in part consolidated with other local planning activities. He asked whether this objective from Iowa City's viewpoint had changed. Mr. Berlin responded that the current position of the City Council is basically not to pursue that issue, that there may be a possibility of some change, but that there was sentiment against any dismantling of the City's planning structure. Mr. Perret said he believed the issue of planning reorganization was still open and that the steering committee should pursue its assignment and develop a recommendation which would be forwarded to the City Council of Iowa City and to other agencies. He noted that another version of - reorganization could include contracting arrangements which would provide certain services from one agency to another. Mr. Berlin added that the contracting alternative may be the only one which could receive majority support from the City Council of Iowa City. Mr. White asked for suggestions to the staff for improvements to the summary chart as presented. Mr. Kattchee said that the minimum requirements were presented clearly on the chart. Mr. Perret said that he would like to see a description of planning costs in the different categories and a summary of planning staff requirements. In response to a question from Mr. Kattchee, Mr. Hokanson clarified that the transportation planning staff requirements of an MPO would be approximately two positions in the second year and beyond. Mr. White noted that the expanded version of the summary chart as being discussed would require additional staff time to prepare and suggested that a request be forwarded to the JCRPC Executive Board asking for this additional assistance. U1) It was moved by Mr. Berlin, seconded by Mr. Roberts to request additional staff assistance from the JCRPC Executive Board so that Mr. Hokanson could prepare more detailed summary charts including alternative planning levels and alternative cost estimates, Motion carried. 3. MINIMUM REQUIREMENTS FOR PLANNING -Summary Chart by ECICOG Mr. Elza described a summary chart prepared by ECICOG to list the planning requirements at different governmental levels, state, area -wide, metropolitan, city, and county. He discussed the individual requirements in four categories lot I MICROFILMED BY JORM MICR�LAB CEDAR 11PI05 * DES MOINES Minutes Page 4 Human Services Environmental Plane Transportation Plans Community Development After further discussion, it was generally agreed that summary charts should be prepared in the following categories: Human Services Solid Waste Local AssisiAnce Land Use Transportation Parks 6 Open Space There was discussion about the need to consider housing planning, but it was generally agreed that there was insufficient support for reorganizing the housing planning process or setting up a program of that kind on a county -wide level. 4. SELECTION OF AGENDA ITEMS FOR NEXT MEETING It was decided that next week's agenda would include a review of the summary charts, with a priority in the following three categories: Transportation Land Use Small Cities Assistance The second item for discussion would be a review of examples of consolidated planning agencies. S. ADJOURNMENT The meeting adjourned at 6:00 P.M. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Johnson county 9110 regional planning commission HerberlN..brden ovcae«+ 22souihdub:xluesteel. io ocity.iowo 52240 (319)351.8556 Bam/Hokcnson E,mameDmv 4/7/80 MINUTES STEERING COMMITTEE ON PLANNING REORGANIZATION Thursday, April 3, 1980 4:00 P.M. Recreation Center - Room A Iowa City, IA 52240 DELEGATES PRESENT: Casey Mahon, Michael Kattchee, Lynne Cannon, David Perret, David Roberts, Don Sehr, J. Patrick White ALTERNATES - PRESENT: Herbert Jordan DELEGATES ABSENTt None OTHERS: JCRPC: Barry Hokanson, Dixie Collins, Barbara Murray, John Lundell ECICOG: John Milligan City of Iowa City: Bruce Knight, Kevin Laverty, Doug Boothroy, Jim Hensen, Mike Kucharzak Iowa City School District: David Cronin Mr. White called the meeting to order. 1. APPROVAL OF MINUTES OF MARCH 27, 1980 (M) Moved by Perret, seconded by Roberts to approve the minutes of March 27, 1980. Motion carried. 2. DISCUSSION OF TECHNICAL PLANNING ASSISTANCE (Community Assistance) Ms. Barbara Murray distributed an outline of activities currently per- formed by the JCRPC Community Assistance Program, and she provided examples of the types of projects she frequently carries out for the small cities in Johnson County. She explained that she regularly attends most city council meetings, responds to requests for information or data, aids inter -city communication, contacts other agencies regard- ing concerns of the cities, and provides other information as necessary concerning such items as State or Federal legislation. Me. Murray noted that the JCRPC staff also supplies grants information and assists in the preparation of grant applications when requested. In response to a question from Mr. Kattchee, Ms. Murray explained that she works primarily with the smaller cities in Johnson County,' and only infrequently with the City of Iowa City. She also noted that JCRPC staff works under contract to assist the Johnson County/Coralville Community Development Program in the Summit Hills area. /087 MICROFILMED BDMOINES JORM MICR+ CEDAR RAPIDS • DES MINUTES Page 2 Mr. Hokanson said that Ms. Murray's work is divided approximately two thirds in direct assistance to small cities and one-third on the Community Development Block Grant project or general JCRPC projects. Mr. Sehr said that the County Board of Supervisors recognizes the excellent work which Ms. Murray performs for the small cities, and he suggested that it would be beneficial if some continuation of the small cities assistance could be included in the reorganization proposal to come from this committee. Mr. Roberts said that the Community Assistance Program of JCRPC is very valuable to the small cities, but that it would be difficult to assess additional charges beyond the current annual assessment. Mr. White noted that this committee, and eventually all participating agencies, will need to face the issue of how services are paid for in relation to who benefits from the services, and that the small cities may need to make a higher contribution. Mr. Hokanson noted that the issues of budget and of work program are interrelated, pointing out that either the services or the charges can be altered. He explained that the small cities collectively could decide to purchase services approximately equal to 501 of Me. Murray's time with the remaining 501 assigned to general JCRPC duties. Mr. Milligan distributed a memo and described the community assistance work performed by the East Central Iowa Council of Governments. He said that in the prior year, ECICOG had served approximately 35-40 small cities by aiding them in grant preparation, HUD block grants, and other projects. He noted that ECICOG is careful not to encourage a city to apply for funds when there is not a good chance of approval. He noted that ECICOG currently has a 1140 hour rule" which requires charging a specific community for planning services if such work exceeds 40 staff hours for any project; when work exceeds 40 hours the community is billed for 1/3 of the staff cost, with the remaining 2/3 paid by the grant to ECICOG from HUD. In response to a question from Mr. Sehr, Mr. Milligan said the cost of technical assistance usually charged to cities would be about $15.00 per hour. In response to a question from Mr. White, Mr. Milligan said he thought the Community Assistance Program in Linn County (LCRPC) is similar to that provided by JCRPC in Johnson County. Mr. Perrot asked about the future staffing program of ECICOG. Mr. Milligan said that if the proposed State Land Use legislation were to be passed and if the local communities and counties wished to be assisted by ECICOG, there would need to be a decision at that time about an increase in staff size. Mr. Kattchee noted that ECICOG serves as the planning agency to do required transportation planning for the rural counties, and he noted that these counties are direct members in ECICOG rather than going through an agency such as JCRPC. Mr. White observed that a small community in Johnson County could request assistance from ECICOG, but that approval would also be needed from JCRPC. MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES MOINES MINUTES Page 3 Mr. White asked for staff viewpoints concerning the advantages and disadvantages of local assistance being provided by an agency at the county level as opposed to a multi -county agency. Mr. Hokanson observed that different kinds of services are currently provided, that the kind of work done by Ms. Murray is more like an extension of the respective city clerks in each community, and that she is able to provide day-to-day services as requested, whereas ECICOG provides a more selective program for special projects. He said he did not perceive a difference in quality of service but rather a difference in the frequency of attendance and the kind of services available. Mr. Hokanson also noted that coordination between the small cities and the metropolitan area is probably greater when planning assistance is provided directly by the MPO to all local agencies. Mr. Milligan noted that within the six county area there ars at least three staff persons doing similar kinds of work and that there may, therefore, be economies in joining in this assistance. There was a discussion about the services available through the Iowa League of Municipalities, and it was noted that most cities belonged to this organization. In response to a question from Mr. Ferret, Mr. Roberts said he preferred to have technical assistance provided at the more local level, such as JCRPC, because the local agency can have a better working knowledge of the specific problems and concerns in each community. 'Mr. Perret said that he believed the City of Iowa City would derive some benefit from having close communication with the smaller cities in Johnson County, but that each agency must decide which aspects of coordination are priorities for funding. 3. DISCUSSION OF HOUSING PLANNING Mr. Milligan described the housing planning services performed by ECICOG. He noted that the housing element is a required item in the area -wide Comprehensive Plan in order to be eligible for HUD 11701" funding. He said that there are ongoing activities now to determine if there is interest in establishing a regional housing authority and also the issue of preparing an Area -wide Housing Opportunity Plan (AHOP). Mr. Milligan said that ECICOG staff has also assisted communities in receiving housing grants through the Farmers Home Administration. In response to a question from Mr. Perret, Mr. Kucharzak, Director of the Iowa City Housing and Code Enforcement Department, said that the Iowa City Housing Commission had recently decided to arrange a presentation from ECICOG to review the advantages and disadvantages of preparing an AHOP. Mr. Perret said he felt it would be important to determine if Iowa City is likely to have a better housing program with or without an AHOP, since there would be different competing units involved. /DLJ MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS . DES h101NE5 MINUTES Page 4 Mr. Hokanson explained that there would be two separate issues: the question of whether or not to have an AHOP prepared for the region, and the question of whether a multi -county housing authority should be established. He noted that Iowa City currently provides housing services outside the city boundaries via contract with Coralville, Johnson County, and two small cities. Concerning the format of a Housing Assistance Plan, Mr. Hensen said he didn't feel HUD would permit a county -wide document since Iowa City applies for and receives grant funds as an entitlement jurisdiction. Mr. Knight noted that the AHOP must be multi -county in scope, following which all housing assistance plans within the region must be in con- formance with the regional document. Mr. Perret said that it would appear the smaller cities in Johnson County have stronger connections towards the Iowa City/Coralville urban area than they would to the neighboring rural counties. Mr. Kattchee said that these housing documents can sometimes have direct effects on local communities, and that Coralville had been informed that elderly housing projects in Coralville would probably not be approved do to the forecasted demand in the County's Housing Assistance Plan. He noted also that such plans can be rather easily changed as different circumstances arise. Mr. Hokanson suggested that the staff groups of Iowa City, ECICOG, and JCRPC could meet to evaluate the housing planning issues and report back to the committee on a list of feasible options for the future. Mr. White said that he would prefer not to spend much committee time on this issue unless it would be determined that the City of Iowa City is interested in consolidating its housing planning efforts with others at the local level, which is the primary focus of this steering committee. Mr. Perret acknowledged that the Iowa City Council had not made such a determination at this time and that housing planning was probably not a priority for consolidation. 4. PLANNING CONCERNS OF THE IOWA CITY COMMUNITY SCHOOL DISTRICT Mr. David Cronin, Superintendent of the Iowa City Community School District, presented an overview of planning issues facing the School District. He noted that the District is not large enough to justify having a planning division within the District staff. He said that the major planning issue concerns declining enrollment, and he emphasized the following points, A) Enrollment has dropped from 9,164 in 1972 to 8,100 in 1979. B) A further decline of about 1,000 is expected over the next five years. C) The major factor in enrollment is the declining birth rate as shown by the numbers of incoming kindergarteners, 844 in 1975, compared to 598 for 1979. MICROFILMED DY JORM MICR�LAB CED.R R.PIDS DES MOINES I; MINUTES Page 5 D) The enrollment decline is expected to end in 1985, followed by a slight increase. E) Forecasts beyond five years will be greatly dependent on the local economy, recognizing that a major new industry could significantly affect population and school enrollment. Mr. Cronin discussed the "Facility Utilization Study" which proposed the closing of three elementary schools over a three year period. He noted that vacant school buildings could be used in the future for community functions, making them neig.+�tiorhood centers rather than attendance centers. Mr. Cronin said that the School District would not plan any site acquisitions until at least the 1990'x, based on enrollment forecasts and the current experience of rapidly declining enrollment. in response to a question from Mr. Perret, Mr. Cronin said that the School District would be generally interested in discussing joint ventures with local governments concerning busing procedures, however there would tend to be no excess capacity during peak hours for either the Iowa City Transit System or the school bus system. It was generally agreed that this subject could he pursued further, although it did not relate directly to the issue of planning reorgani- zation. In response to a question from Mr. White, Mr. Cronin said that the School District does not have a major role in long-range community planning, and that the District would probably not need to participate directly in the overall planning agency. It was generally agreed that a local planning agency could be structured so as to provide for regular coordination with agencies such as the School District. Ms. Cannon asked whether the recently approved SMSA status for the Iowa City/Johnson County area would have any direct impact on the School District. Mr. Hokanson said that there we:•e no educational Programs which appeared to be directly affected. 5. APPROVAL OF TENTATIVE AGENDA FOR APRIL 10, 1980 It was decided to include in next week's agendas 1) Review format of summary chart, 2) Discuss minimum requirements for planning, including a summary chart by ECICOG, 3) Review examples of consolidated planning agencies. It was also agreed to invite Mr. Elza of ECICOG to the meeting to discuss the various requirements for planning. 6. ADJOURNMENT The meeting adjourned at 6:10 P.M. MICROFILMED BY JORM MIC R�LAB CEDAR RAPIDS • OES MOINES /087 MANAGEMENT BY OBJECTIVES DEPARTMENT: PLANNING AND PROGRAM DEVELOPMENT DECISION UNIT: ADMINISTRATION QUARTER: THIRD FY80 Fiscal Year Objectives: 1• To facilitate the completion of the 1980), Iowa City Senior Center (January, 2, To enable all decision units within the department to meet their yea objectives as enumerated in their decision packages (throughout the 3• To foster a higher level of supervisory and administrative performance by all division heads (throughout the year). I 4. To identify and obtain additional federal and state funding (to meet federal 5. Toensure nthat aall ederaltemandated programs deadlinesand requirements are met in a timely manner. 6. To provide for the effective implementation of the Comprehensive Plan by fostering the adoption of a new zoning ordinance subdivision regulations'(December 1979). (July 1979) 7, To promote the coordination of federal and state programs b new quarterly meetings with department and division heads who are Participating in these t Y initiating July) ypes of programs (October, Januar 8• To efficient) Y� April and y prepare research and background reports and analyses for various ad hoc projects as assigned by the City Manager or as requested by boardsti ., commissions, or the City Council (within reasonably ToeScoordid 9• ef) coordinate and government (throughout the yearj1C1e5 with contiguous local units of Work Completed: In the third quarter of this fiscal year, the Department Director and Plane Administrationned f Divisrom h on was In the interim the Senior Planner of the Planner/Program Analyst II of the Plan sAdminist Administration Division ion was desDirector ignated the Acting Senior Planner. Discussions have progressed on the reorganization of the Department with the Johnson County Regional Planning Commission. The change in personnel has prompted considerable changes within the Department both in space redistribution and in the hiring of a minute taker, secretary and a part-time person to assist the Riverfront Commission. Changes in internal staffing and policies provide the basis for the establishment of an internal organization which can more effectively and efficiently cope with the activities of this Department. Completion of a zoning ordinance for the Cit Director will finish out prior to the close of thisis afii cal year. The ect which hPlanning and Zoning Commission is nearing completion of their review of the ordinance and propose to schedule public hearings on the ordinance near the end of the fiscal year pending the Legal Department's completion of pertinent sections of the ordinance. MICROFILMED BY JORM MICR�LA6 CEOAR RAPIDS 0 DES MOINES !'1 MICROFILMED BY JORM MICR+LAE CEDAR RAPIDS - DES MOINES MANAGEMENT BY OBJECTIVES DEPARTMENT: PLANNING AND PROGRAM DEVELOPMENT DECISION UNIT: DEVELOPMENT PROGRAMS QUARTER: THIRD FY80 Fiscal Year Objectives: 1. a. Insure full compliance with all redevelopment contracts. b. Complete the Block 83 Parking Ramp by June 1, 1980. C. Complete Phase II -B Streetscape Project by August 31, 1980. d. Complete the Block 64 Parking Ramp by October 1, 1980. 2. Carry out the Economic Development Program as directed by the City Council. 3. Carry out all land acquisitions/disposition activity in accordance with the schedule established for each project. Work Completed and Analysis: A. Downtown Redevelopment: I. Construction activity in the downtown has continued at a rapid rate. The following is a review of the status of private redevelopment projects: a. Under Contract: All parcels except Parcel 64-1 are under contract. b. Design Review: All private sector design reviews have been completed except for revisions as necessary and for Parcel 64- 1. C. Conveyances: All urban renewal property has been conveyed except Parcel 82-1b (North Bay) and Parcel 64-1. d. Changes: Parcels 65-2 and 65-4 have been removed as disposition parcels by action of the City Council. Parcel 65-2 is the Blackhawk Mini -Park and Parcel 65-4 is the new Iowa City Library site. With respect to Parcel 93-3, the original redevelopers, Robert Rath and Anna Rath, have assigned their contractual interest to the Breese Company, Inc., which will construct a parking lot in conformance to its original redevelopment proposal. e. Construction Start: Construction has begun on nine parcels. Construction on the two remaining parcels is expected as follows: 64-1 Expected in Spring, 1981. 82-1b Expected in Summer, 1980. f. Construction Completion: The following construction has been completed: 81-1 Hawkeye Barber Stylist 82-1a College Block Building 93-1/101-2 Pentacrest Garden Apartments 93-3 Breese MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES io00 r" 101-1 Perpetual 102-1 Mod -Pod The other five parcels are expected to be completed as follows: 64-1 1982-1983 (Hotel/Retail) 82-1b Summer, 1981, (North Bay) 83-84 Fall, 1980 (Old Capitol Center) 102-3,4 Summer, 1980 (First Federal) 103-3 Summer, 1980 (Capitol House) g. Block 64 Hotel: Parcel 64-1 is being rebid to give Fro�spective developers the option of using industrial revenue bonds. The development prospectus was completed and made available for distribution in January, 1980 and interested developers were given ninety days to submit proposals. II. The following is a review of the status of public projects in the CBD: a. City Plaza: City -Plaza is substantially complete. Supplementary items will be completed by Summer, 1980. b. Ramp A: Completion has been delayed due primarily to two labor strikes. Final completion is expected in June, 1980. C. Ramp B: Final completion is expected in October, 1980. d. Streetscape Phase II -A: Construction was completed in Fall, 1979. e. Streetscape Phase II -B: This project will begin in Spring, 1980. B. Real Property Acquisition: I. South Gilbert Street Project: Negotiations and/or condemnation have been underway on all South Gilbert Street parcels. Acquisition by sales contract and Ior condmenation should be complete by Spring, 1980. Physical possession of all parcels should be taken by the City by or before Spring, 1980. II. South Branch Ralston Creek Stormwater Detention Project: Negotiations have been underway on all four parcels. Acquisition by contract and/or condemnation should be complete by Summer, 1980. III. New Pollution Control Plant Site: Appraisals and review appraisals have been received. Negotiations will be underway in Summer, 1980. Relocation of mobile home tenants is underway. C. Economic Development: The first draft of an industrial site survey has been completed. Further work on this project and on the economic development program in general will proceed when the Development Division staff vacancies are filled. D. General Comments: None. MICROFIL711RIIA11B, JORM MCEDAR RAR105 W Expenditures �_ Bud ec Year -to -Date %_ 6000 $24,911.00 $22,660.49 90.0 7000 2,300.00 83.76 3.6 8000 16,850.00 1,755.99 10.4 9000 0.00 6.00 -- � Total $44,061.00 $24,506.24 55.6 *This figure includes $2,657,56 in termination wages and an undetermined Development amount which was Programs (1213.0) incorrectly charged to reallocated and to Urban Renewal Administration is being properly (8161.0). MICROFILMED BY JORM MIC R�LA6 I- CEDAR RAPIDS • DES MOINES MANAGEMENT BY OBJECTIVES DEPARTMENT: PLANNING AND PROGRAM DEVELOPMENT DECISION UNIT: PLAN ADMINISTRATION QUARTER: THIRD Fiscal Year Objectives: I. To review, analyze and prepare recommendations on all applications submitted for rezoning, subdivision, site plan and variance approval making a determination whether development proposals complement or conflict with the Comprehensive Plan. 2. To monitor development activities including: (a) advising developers of the impact a development may have upon the Comprehensive Plan; and (b) maintaining a current data base with which to amend the Comprehensive Plan to reflect a change in trends and conditions. 3. To prepare appropriate amendments to the Comprehensive Plan and implementation of ordinances to reflect any changes in the City Council's development policies with respect to new developments or a misunderstanding of the implications of the Plan upon adoption. 4. To develop plans and policies at a micro -level. Work Completed: All applications sumbitted have been reviewed on a timely basis as submitted. This activity is an ongoing function of this decision unit. A new zoning ordinance is nearing completion of review by the Planning and Zoning Commission and will be completed in the fourth quarter for review and final adoption by Council. In addition, several ongoing ordinance amendments have been prepared and adopted, which are consistent with the Council's development policies, including changes in sign regulations and established yard regulations. A detailed land use study of the "Near South Side" area was completed for the Planning and Zoning Commission (no written report on the Near South Side area has been prepared). Analysis: Subdivision plat submissions, rezoning applications, Large Scale Residential and Non -Residential Development plans have been reviewed to determine whether proposed developments are consistent with the Comprehensive Plan and ordinance requirements. This review and processing has been done in a timely manner. The Planner Program Analyst II of this decision unit was appointed as the Acting Senior Planner and results in less staff support to this division's activities. A reduced work program may be required as an alternative to filling the vacant position. Future work activities will involve the development of new subdivision regulations and the micro -analysis of problem areas and developing areas of the community. Two problem areas have been identified in which efforts will be concentrated for the remainder of FYBO: /egff MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES I . An update of the Comprehensive Plan to address the area in southwest Iowa City surrounding the Freeway 518/Highway 1 interchange -- this study is the current first priority, and will be conducted using federal funds. 2. A detailed development plan of future neighborhoods in the Foster Road corridor -- this is the second priority and is to be finished by the end of the fiscal year. There is a possibility that completion may carry over into FY81 and/or require some work effort by a locally - funded planner. Expenditures Budget This Quarter % 6000 $48,547 $12,674.66 75 7000 1,075 122.78 63 8000 5,700 1,109.89 84 9000 -0- -0- TOTAL $55322 $13,907.33 MICRDPILMED BY JORM MICR(�LA6 CEDAR RAPIDS • DES MOINES le 00 ...-_ ............ 0 MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORMS QUARTER: THIRD FYBO DECISION UNIT: STREETS FISCAL YEAR OBJECTIVES: 1. To continue converting the operational methods of the Street Division toward planned, expeditious, and economical work programs rather than a complaint oriented operational strategy. 2. To reinventory the condition of the street system and related facilities in September, 1979 in order to present a long-range guide to future reconstruction needs prior to the preparation of the FY81 budget. 3. To continue concentrating on the higher priority trafficways and bus routes and to progress on the repair of residential streets consistent with available funding. WORK COMPLETED: 1. Approximately 50 to 60 percent of planned work can be accomplished. High priority requests from citizens, Council and department and division heads accounts for the other 40 to 45 percent of the work effort. 2. Because of a lack of funding, the Street Division is operating on a year- to-year basis rather than a long-range basis. 3. This is continuing to be carried out. Expenditures Budget Year -to -Date % 6000 279,342 190,798 68 7000 165,681 142,468 85 8000 226,061 176,491 78 9000 92,640 116,139 125 Total 763,724 625,896 82 MICROFILMED BY JORM RR!CR+LA6 CEDAR RAPIDS • DES MOINES MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS QUARTER: THIRD FY80 DECISION UNIT: MASS TRANSIT FISCAL YEAR OBJECTIVES: 1. To allocate resources in a manner that maximizes our ability to carry passengers during the peak rush-hour periods, 2. To improve operations by reorganizing management functions and codifying policies and procedures. 3. To pursue Federal and State grants as expeditiously as possible. 4. To build off-peak ridership through increased transit marketing. WORK COMPLETED: 1. Revised routes and schedules went into effect 8/27/79; further improvements are scheduled for implementation in May. Bus stop signs were installed to improve rush-hour schedule adherence. Also, when fares were increased to 354, an exact fare policy eliminated change -making by the drivers. However, ridership is up over 20% above last year, so rush hour scheduling and capacity problems remain. 2. A second MW II has been hired to alleviate scheduling problems on the evening service crew. Clerical responsibilities have been reorganized to even out office staff work loads. The Senior Driver and one veteran operator attended an UMTA-sponsored "Train -the -Trainer" program in Novmeber. An Assistant Transit Manager position has been approved, and candidates have been interviewed, but by April 1st no staff selection had been made. 3. The Iowa City-Coralville-Cambus-Johnson County SEATS UMTA grant application is complete and currently under review by the UMTA regional office in Kansas City. The Section 3 portion of the grant has been approved, but the Section 18 part is still being delayed due to federal/state coordination problems. Vehicle specifications have been drafted, and are currently being reviewed and corrected. The FY81 State Grant and accompanying planning document was completed during mid-March and submitted to the State for IDOT review. 4. A work-study person has been conducting an on -board survey to determine ridership patterns, but no data is available yet. However, overall ridership (off-peak and peak) is up over 20 percent. For this reason, and because of budget shortfalls, marketig projects have been curtailed. Expenditures Budget Year -to -Date % 6000 $591,085 $438,123 74.1 7000 7,470 23,567 315.5 8000 367,510 305,280 83.1 9000 16,027 1,696 10.6 Total $982,092 $768,666 78.3 MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES n MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS QUARTER: THIRD FY80 DECISION UNIT: POLLUTION CONTROL FISCAL YEAR OBJECTIVES: 1. Provide input in the planning and design of the new treatment plant. 2. Clean 15 miles of sanitary sewers with reoccurring problems by June 20, 1981. 3. Continue to expand our televising program to include new subdivisions as well as existing problem areas. WORK COMPLETED: 1. Veenstra and Kimm have completed Facilities Plan for proposed new plant. 2. Cleaned 34,590 feet of sewers. 3. Televised 2,300 feet of sanitary sewers in a new subdivision. ANALYSIS: We believe all of our programs are progressing satisfactorily. We are staying well within our budget. The sewer maintenance crew has been exceptionally busy performing small to medium sized repairs to sewers. Expenditures Budget Year -to -Date % 6000 290,140 197,384 68 7000 64,855 25,729 40 8000 164,132 120,478 73 9000 16,667 16,373 98 Total 535,794 359,964 68 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES 11 n MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS QUARTER: THIRD FY80 DECISION UNIT: POLLUTION CONTROL FISCAL YEAR OBJECTIVES: 1. Provide input in the planning and design of the new treatment plant. 2. Clean 15 miles of sanitary sewers with reoccurring problems by June 20, 1981. 3. Continue to expand our televising program to include new subdivisions as well as existing problem areas. WORK COMPLETED: 1. Veenstra and Kimm have completed Facilities Plan for proposed new plant. 2. Cleaned 34,590 feet of sewers. 3. Televised 2,300 feet of sanitary sewers in a new subdivision. ANALYSIS: We believe all of our programs are progressing satisfactorily. We are staying well within our budget. The sewer maintenance crew has been exceptionally busy performing small to medium sized repairs to sewers. Expenditures Budget Year -to -Date % 6000 290,140 197,384 68 7000 64,855 25,729 40 8000 164,132 120,478 73 9000 16,667 16,373 98 Total 535,794 359,964 68 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES r-1 MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS DECISION UNIT: ENGINEERING QUARTER: THIRD FY80 FISCAL YEAR OBJECTIVES: 1. Analyze the time keeping records established in FY78 and FY79 to determine how the division budget is used among construction projects, subdivisions, interdepartmental requests, and citizen requests by March, 1980. This would help to determine an amount of charge back for subdivision work in the event it becomes necessary as well as to better schedule projects and priorities. 2. Coordinate the design process of the new Waste Water Treatment Plant enabling an application for a construction grant by July, 1980. 3. To complete the construction of South Gilbert Street during the 1979 construction season. WORK COMPLETED: 1. Complete, the report was submitted to Council in the spring of 1979. 2. Design has not begun. Waiting for EPA concurrence on amendment to agreement with Veenstra & Kimm, the City's engineering consultant. 3. Right-of-way acquisition is complete. ANALYSIS: 2. Design of the sanitary sewerage facility will begin as soon as EPA approves the City's engineering agreement with Veenstra & Kimm. 3. Project construction will begin April 15, 1980. Expenditures Budget Year-to-date % 6000 210,429 149,585 71 7000 6,810 4,262 63 8000 26,592 17,600 66 9000 1,728 1,603 93 Total 245,559 173,050 70 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES lofI I 0 MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS DECISION UNIT: ADMINISTRATION QUARTER: THIRD FY80 FISCAL YEAR OBJECTIVES: I. To coordinate construction of downtown urban renewal projects with completion of Block 64 garage by May 1, 1980. 2. To complete second phase of service building construction 3. by June, 1980. To energy retrofit Civic Center by July, 1980. 4. To start construction of Ralston Creek south branch storm water detention basin by August, 1979. WORK COMPLETED: 1. Construction underway, completion October, 1980. 2. On schedule. 3. Study completed. Design started. 4. Construction start planned May, 1980. ANALYSIS: These projects present unusual problems of funding, coordination input. or public Expenditures Budget Year -to -Date % 6000 45,579 36,103 79 7000 660 207 31 8000 6,140 10,126 165 9000 0 0 _ 0 Total 52,379 46,526 89 MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES MOIIIES r� Y MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS QUARTER: THIRD FY80 DECISION UNIT: EQUIPMENT DIVISION FISCAL YEAR OBJECTIVES: 1. To specify and procure equipment which will provide long and dependable service to the City. 2. To maintain this equipment in such a way as will extend the economic life to the maximum extent possible at minimum cost. 3. To perform equipment replacement analysis on a piece -by -piece basis to provide solid rationale for equipment replacements. WORK COMPLETED: 1. All FY80 equipment purchased. Only a tractor and mower remain to be specified for FY81. 2. Major progress in this area. On January 24, 1980 we assumed responsibility for maintenance of the entire police fleet. We were able to do this without additional staff because our new building enables us to be much more efficient, particularly on service work. With our service support the Police Chief intends to keep the squad cars for 15 and possibly even 18 months rather than the former 12 month cycle. This will eventually lead to an average annual savings of about $20,000 in capital outlay. 3. We have recently re -powered 2 1975 refuse trucks. We now feel confident with these units for as much as three additional years. ANALYSIS: The 7000 account is quite far off because we weren't even close on estimating the increases in price of fuel. We hope to be able to mostly offset the deficit with reduced capital outlay. We have been able to increase retention on most equipment by 2-3 years without losing a bit of dependability. Expenditures Budget Year -to -Date % 6000 241,942 160,964 66.5 7000 522,077 540,337 103.5 8000 88,869 71,917 80.9 9000 183,860 52,828 28.7 Total 1,036,748 826,046 79.7 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES AW d i i r� Y MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS QUARTER: THIRD FY80 DECISION UNIT: EQUIPMENT DIVISION FISCAL YEAR OBJECTIVES: 1. To specify and procure equipment which will provide long and dependable service to the City. 2. To maintain this equipment in such a way as will extend the economic life to the maximum extent possible at minimum cost. 3. To perform equipment replacement analysis on a piece -by -piece basis to provide solid rationale for equipment replacements. WORK COMPLETED: 1. All FY80 equipment purchased. Only a tractor and mower remain to be specified for FY81. 2. Major progress in this area. On January 24, 1980 we assumed responsibility for maintenance of the entire police fleet. We were able to do this without additional staff because our new building enables us to be much more efficient, particularly on service work. With our service support the Police Chief intends to keep the squad cars for 15 and possibly even 18 months rather than the former 12 month cycle. This will eventually lead to an average annual savings of about $20,000 in capital outlay. 3. We have recently re -powered 2 1975 refuse trucks. We now feel confident with these units for as much as three additional years. ANALYSIS: The 7000 account is quite far off because we weren't even close on estimating the increases in price of fuel. We hope to be able to mostly offset the deficit with reduced capital outlay. We have been able to increase retention on most equipment by 2-3 years without losing a bit of dependability. Expenditures Budget Year -to -Date % 6000 241,942 160,964 66.5 7000 522,077 540,337 103.5 8000 88,869 71,917 80.9 9000 183,860 52,828 28.7 Total 1,036,748 826,046 79.7 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES AW d 6.7 I h MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS DECISION UNIT: REFUSE QUARTER: THIRD FY80 FISCAL YEAR OBJECTIVES: I. To continue lowering refuse pickup costs by replacing two or more rear loading packers with single operator side loading vehicles by November, 1979. 2. To recycle newsprint at the most economical cost. WORK COMPLETED: 1. It has been noted that a two-man packer is more economical than a one-man side loading vehicle; therefore, this objective is no longer applicable. 2. This program is being phased -out as of July 1, 1980. Expenditures Lkq Year -to -Date % 6000 151,115 124,078 82 7000 1,079 2,131 198 8000 127,612 120,057 94 9000 78,834 53,480 67 Total 358,640 299,746 83 MICROFILMED aY JORM MICR;LAB CEDAR RAPIDS - DES MOINES ... _..................; 0 MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS I i ri I FISCAL YEAR OBJECTIVES: I. To ensure revenues equal 2. To expenses. i 0 MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS DECISION UNIT: LANDFILL QUARTER: THIRD FY80 FISCAL YEAR OBJECTIVES: I. To ensure revenues equal 2. To expenses. operate landfill in compliance with State landfill regulations. WORK COMPLETED: I. The landfill is meeting this goal. 2• We are meeting Department of Environmental Quality regulations. Ex2en`eS Budget Year_ to -Date 6000 84,426 58,820 _ 69 7000 12,150 5,124 42 8000 45,189 48,704 107 9000 37,176 35,317 94 Total 178,941 147,965 82 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES n MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORkS DECISION UNIT: WATER QUARTER: THIRD FY80 FISCAL YEAR OBJECTIVES: 1. To flush all city owned hydrants by June 1981, to remove sedimentation from the system. 2. To install 1,000 Outside Remote Readers by June, 1981. 6,800 have been installed with approximately 4,500 more to be installed. 3. Keep meter reading on schedule. 4. To continue to treat all water to meet the requirements of the Iowa Department of Environmental Quality. WORK COMPLETED: I. All hydrants on ends of mains have been flushed. 2. Have installed 1,179 outside readers since the start of FY80. 3. Meter reading has been on schedule the first 9 months of FY80. 4. We are meeting all requirements of the Department of Environmental Quality. Analysis: 1. Water usage for the first 9 months of FY80 was up about 2% over the first 9 months of FY79. 2. We had a total of 43 main breaks in FY80. Expenditures Budpet Year -to -Date % 6000 353,133 249,666.03 70_ 70 7000 180,350 109,991.63 60.988 8000 262,591 197,021.94 75.03 9000 231,950 200,704.78 86.529 Total 1,028,024 757,384.38 73.786 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES N MANAGEMENT BY OBJECTIVES DEPARTMENT: PUBLIC WORKS DECISION UNIT: TRAFFIC CONTROL QUARTER: THIRD FY80 FISCAL YEAR OBJECTIVES: 1. Continued reduction of signal reduction and street light corrective maintenance call outs. 2. Continued aggressive signal controller preventative maintenance. 3. Continued traffic and accident analysis to determine needs and problems and propose corrective action. 4. Convert street lighting at Keokuk & Hwy. 6 intersection from high voltage mercury vapor to sodium vapor by June 1980. WORK COMPLETED: I. Up 6% from previous quarter, down 16% from third quarter FY79.. 2. 168 hours of controller maintenance performed third quarter, program on target. 3. Program ongoing on schedule. 4. No work completed, scheduled for fourth quarter. Expenditures Bu_ dget Year -to -Date % 6000 145,610 89,888 61.7 7000 69,376 36,868 53.1 8000 148,213 122,107 82.4 9000 20,688 34,124 164.9 Total 383,887 282,989 73.7 MICROFIL7ESNEBS JORM MCEDAR RAPIDS /e pp e MANAGEMENT BY OBJECTIVES DEPARTMENT: LEGAL QUARTER: THIRD DECISION UNIT: LEGAL FISCAL YEAR OBJECTIVES: 1. Continue the preventive law program. 2. Attend meetings of the City boards and commissions in order to improve procedures and aid members in understanding the legal context in which the board or commission functions. 3. Gain further expertise in certain areas of litigation, especially personal injury and land use. 4. Complete urban renewal title work. 5. Improve skills inproperty acquisition and condemnation. 6. Gain greater familiarity with Federal statutes, cases and regulations pertaining to the federally funded City programs and other activities with Federal legal implications. WORK COMPLETED: Litigation: Sherinian vs. Board of Adjustment - Writ of Certiorari filed [Appeal Board decision 344 Beldon not a nonconforming use]; C. Miller vs. City - petition filed [water main break]; Dooley vs. Iowa City Airport Commission - petition filed [open meeting issue]; Rock Island Railroad vs. City [South Market Square] - verdict for City; Luchman vs. City and Iowa State Bank - verdict for City and against Iowa State Bank [damages for water seepage]; Iowa State Bank vs. City - dismissed with prejudice [damages for water seepage]; Shurson vs City - jury trial, verdict for City [slip and fall in City Plaza]; Amerex vs. City - verdict against City for $93,000, appeal filed; City vs. Sanhueza - mid -trial conference [zoning issue]; Eaton vs. City - adverse ruling by Iowa Civil Rights Commission; City vs. IDOT - settlement; Unemployment compensation appeal - verdict for City. Title Work on Small Cities and Ralston Creek Detention Structure sites; condemnations and closings for FAUS Gilbert Street Project, review contracts for insurance coverage; employee grievance of discharge - arbitration preparation; fact investigation and analysis of discrimination claims; assist in negotiations and arbitration of labor contracts. EXPENDITURES: MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES mi Budget This Quarter % 6000 $ 67,836 $ 54,261.93 79.990 7000 3,400 2,503.12 73.621 8000 50,930 45,807.07 89.941 9000 270 234.33 86.789 $ 122,436 $ 102,815.63 83.975 MICROFILMED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES mi MANAGEMENT BY OBJECTIVES DEPARTMENT: HOUSING AND INSPECTION SERVICES QUARTER: THIRD DECISION UNIT: ADMINISTRATION Fiscal Year Objectives: 1. To develop a system of moving the new Zoning Ordinance into the enforcement and interpretation phase (January -June 1980). 2. To initiate programs and studies to maintain housing inspection services at high levels without CDBG funds (October 1979). 3. Provide supervision and minimal clerical support for the department. Work Completed: 1. Rehabilitation work continues on the exterior of the Summit Street apartment complex. Bidding is underway for the Iowa Apartments 312 loan. Only one local forgivable grant remains to be approved before year end. 2. Sidewalk Snow Removal Program completed. Homeowners received free sidewalk snow removal services. HACAP contributed $600 to salaries for the project. 3. Efforts to establish a congregate housing unit for the elderly and handicapped who can no longer live independently continues. 4. Work continues on Public Housing Application. 5. Reorganization plans for clerical and inspection staff are underway and dialogue with the Fire Department began. 6. Study for undergrounding in CBD completed. Unit Analysis: - Continued supervision and clerical support was provided to the department. A variety of memoranda was submitted to the City Manager dealing with the work completed items above. - Since the new Zoning Ordinance has not been adopted, no activities to implement the ordinance were undertaken. Expenditures Budget Year -to -Date % 6000 $30,425 $19,367.63 63.65 7000 450 62.67 13.92 8000 6,780 1,620.54 23.90 9000 695 587.60 84_54 Total $38,350 $21,638.44 56_42 /0f 017 MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES MOINES / MANAGEMENT BY OBJECTIVES DEPARTMENT: HOUSING AND INSPECTION SERVICES DECISION UNIT: BUILDING INSPECTION QUARTER: THIRD Fiscal Year Objectives: 1. To provide accurate information to the public regarding the codes and ordinances affecting building and alterations. 2. To provide a more efficient level of code enforcement and citizen service by incorporating sidewalk inspections. 3. To provide print review on all residential structures, all alteration plans and some commercial structures. 4. To perform all code required field inspections. 5. To systematically inspect the City to help enforce the Zoning Ordinance by discovering and correcting illegal uses or coversions. 6. To provide technical support to housing inspection and federally assisted housing programs. Work Completed: I. Have completed three CDBG sidewalk surveys and are near completion of the remaining two. 2. Citizen complaints have fallen to a minimum level. 3. Have completed the plan review for the enclosed mall and have issued a building permit. 4. Have started Board review of the '79 regulatory codes for adoption by July. 5. Have held several public meeting inviting contractors to participate in both the electrical and plumbing fields. 6. Have continuously maintained a systematic inspection of all signs in Iowa City. Analysis: 3rd Quarter - Number of building permits - dollar amounts. 76 - 12,124,993 - Number of citizen complaints v. corrective orders through field observations. 6/123 - Number of field inspections performed. 876 Expenditure. Budget Year -to -Date _% *000 7000 $ 92,271.00 $73,097.77 79.22 **8000 4,245.00 2,205.68 51.96 9000 22,450.00 15,049.14 67.03 TOTAL .00 $118;966.00 2,446.46 $92,799.05 .00 78.78.-00 *Includes reimbursable costs -- **Includes Code book purchased for resale. fees advanced and recoverable -- plan check fees. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES M" . 8 MANAGEMENT BY OBJECTIVES DEPARTMENT: HOUSING & INSPECTION SERIVCES DECISION UNIT: HOUSING INSPECTION QUARTER: THIRD Fiscal Year Objectives: I. To investigate citizen complaints and pursue enforcement. 2. Provide licensing inspections and enforcement on all rooming houses and apartments outside federally assisted area (CDBG). 3. Respond to all citizen complaints of alleged violations of the Housing Code within 24 hours after receiving complaint. 4. To provide enforcement of the State Fire Code and Snow Ordinance as it affects residential structures. Work Completed: I. Creation of subcommittee of the Housing Commission; Task Force - to study Housing Code. 2. Responded to all citizen complaints within 24 hours. 3. Made four visits to Des Moines to assist in state code revisions. 4. Began intensive program to close out problem files. 5. Began planning for departmental reorganization due to budgetary restraints. Analysis: Inspections third quarter - 2,137. Reinspections third quarter -'409' Orders issued- 156. Compliances - 1,872. Court cases - 1. Placards - 0. Expen_ d� gadget Year -to -Date % 6000 $24,118.00 $18,111.64 75.096 096 7000 845.00 711.01 84.143 8000 6,592.00 2,754.89 41.791 9000 0 0 0 Total $31,555.00 $21,595.84 68.439 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I I MANAGEMENT BY OBJECTIVES DEPARTMENT: HOUSING & INSPECTION SERIVCES DECISION UNIT: HOUSING INSPECTION QUARTER: THIRD Fiscal Year Objectives: I. To investigate citizen complaints and pursue enforcement. 2. Provide licensing inspections and enforcement on all rooming houses and apartments outside federally assisted area (CDBG). 3. Respond to all citizen complaints of alleged violations of the Housing Code within 24 hours after receiving complaint. 4. To provide enforcement of the State Fire Code and Snow Ordinance as it affects residential structures. Work Completed: I. Creation of subcommittee of the Housing Commission; Task Force - to study Housing Code. 2. Responded to all citizen complaints within 24 hours. 3. Made four visits to Des Moines to assist in state code revisions. 4. Began intensive program to close out problem files. 5. Began planning for departmental reorganization due to budgetary restraints. Analysis: Inspections third quarter - 2,137. Reinspections third quarter -'409' Orders issued- 156. Compliances - 1,872. Court cases - 1. Placards - 0. Expen_ d� gadget Year -to -Date % 6000 $24,118.00 $18,111.64 75.096 096 7000 845.00 711.01 84.143 8000 6,592.00 2,754.89 41.791 9000 0 0 0 Total $31,555.00 $21,595.84 68.439 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES MANAGEMENT BY OBJECTIVES DEPARTMENT: PARKS AND REECREATION QUARTER: THIRD DECISION UNIT: CEMETERY Fiscal Year Objectives: 1. Reduce work projects outside the Cemetery by 5%. 2. To continue and update successful public relations program. 3. To design a specialized training program for individual members by March, 1980. 4. To prevent deterioration of present physical properties of the Cemetery by annual improvements and the completion of a long-range improvements program plan during FY80. Work Completed: 1. Reduction of staff automatically reduced outside work. 2. Cemetery bulletin board current. Seasonal news release prepared and released. 3. Training program underway. 4. Water extension project 75% completed. Gravel road repair underway. Monument repair program on-going annually. Analysis: Work on schedule. Expenditures Budget Year -to -Date % 6000 $55,653 $44,843.67 80.577 (cemetery monies not 7000 7,989 3,639.48 45.556 included) 8000 10,786 6,966.64 64.590 9000 7,100 3,487.44 49.119 9500 Transfers 7,389 7,480.00 101.232 Total $88,917 $66,417.23 74.696 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES MAMACEMENT BY OBJECTIVES DEPARTMENT: PARKS AND RECREATION QUARTER: THIRD DECISION UNIT: FORESTRY Fiscal Year Objectives: 1. Training program for Forestry -Horticulture. 2. Analyze informational needs of other division -departments by regularly contacting for comments, suggestions, and updated project .lists. 3. Review the current Forestry management program for possible reduction of time and cost expenditure. Work Completed: 1. Program completed for this season. 2. Checked with departments -divisions regularly. 3. Request for Forestry/Nursery/Cemetery divisions to be combined has been granted. Analysis: Work on schedule. Expenditures Budget Year -to -Date % 6000 Included in Cemetery 7000 $ 902 $ 636.84 70.603 8000 28,463 18,586.35 65.300 9000 17,400 860.29 4.944 (contracts let but not Total $46,765 $20,083.48 43.000 completed) ' L J MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES City of Iowa City MEMORANDUM Date: May 28, 1980 To: City Council From: :2'i4tinna�,n�.eveIoPment Re: in Downtown Iowa City (Ground Transportation Center) i Many of you have heard about the transportation center -retail -residential development being planned for Cedar Rapids. The intent of a ground transportation center is to transportation functions. Package private development with The State Department of Transportation has extended an offer to Iowa City - -- - - to participate in a ground transportation center. The initial phase of the project would include a detailed study to determine the location of the facility, explore private interest and joint private/public development, develop cost estimates, develop revenue estimates, etc. A combination of federal and local funds is needed to complete the study. The end product of the study is an application to the federal government to participate in a joint public/private development project in downtown Iowa City. The attractive part of the project is that public funds can be used to leverage large amounts of private financing. In most cases public funds can be used to build the lower floors of a development complex. Private developers can then use the foundation system of the public development to construct private development. Some anticipated private uses might be apartments, pharmacy, restaurant, office space, etc. Two tentative sites that might be considered include the block now occupied by the old City Library or perhaps the half -block occupied by the bus station and U -Smash -'Em building. It is too early to define any one site but the Possibilities are interesting. The State wants to spread its available funds far enough so that it can do a study for both Waterloo and Iowa City. To accomplish this both Iowa City and Waterloo will need to contribute about $17,500. The federal funds, to actually build a ground trancpertation center are by no means assured at this point in time nor even at a future point in time. The beauty of this project is that it will provide planning for that day when downtown urban renewal is completed anti the City and private interests seek to redevelop additional areas of the central business district. When urban renewal is completed Iowa City is going to be a tremendous magnet for additional private development. This study and the contacts that will be made during this study will provide the initial impetus to start that redevelopment. As you all know, the lead time for downtown development is measured in years and this study comes at a ` particularly opportune time. MICROFILMED BY JORM MIC R�LAS CEDAR RAPIDS 0 DES MOINES 2 !" 1 The City staff does recommend that the City Council make a commitment of $17,500 for this initial step toward future downtown development. Enclosed is a memorandum from Barton-Aschman Associates, Inc. concerning planning for the ground transportation center. It is the recommendation of the City Manager that the City Council direct the staff to enter into an agreement with the State and Barton-Aschman concerning this proposal. If Barton-Aschman is prepared to undertake this study in accordance with the limitations which currently exist, the staff believes that such an undertaking would be beneficial to the City. The consultant must take into account that the demand for retail space in the Central Business District will be met for the foreseeable future. The emphasis should be upon uses which strengthen already committed development in the Central Business District such as perhaps additional office space and certainly housing. The use of Barton-Aschman is of particular benefit to Iowa City because the key members of the consultant team, Barry Lundberg and Scott MacDonald are familiar with Iowa City because of their previous work here. It is estimated that it will take one staffperson about three months to work on this project in addition to the time allocated to the project by the consultant Barton-Aschman Associates. This work will be coordinated primarily by the Planning and Program Development Department with additional assistance, as required, from Transit, Public Works and the Regional Planning Commission staff. The City's commitment will be Federal and 11Statercosts of the governments. ThenCity'srsourcecte sll be of funding will by othe me particularly ifrom the nng and n Development Programs, has been less than theent. The fauthorized level. Therefore, money is available in the FY80 budget for this project. The City Manager believes that the ultimate value of this project is that it will provide the preliminary planning for future additional . This will be an investment development in the Central Business District in future strengthening of the Central Business District. At the informal session on Monday, June 2, Mr. Plastino will make the ground transportation center presentation. bj/sp cc: Dick Plastino Don Schmeiser MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES MOINES /0$9 r� I MEMORANDUM TO: FROM: DATE: SUBJECT: City of Iowa City BARTON-ASCHMAN ASSOCIATES, INC. May 22, 1980 Initiation of GTC Assignment - I Today the planning, packaging and design of a ground transportation study for Iowa City is initiated. Barton-Aschman Associates, Inc., under contract to the Iowa Department of Transportation, will be working with the City on this project. (We have the firm of Cannon Design, Inc., of Grand Island, New York, under subcontract to us to provide A & E services.) We and Cannon look for- ward to a client -consultant relationship with the City on this project --that is, we are working as much for the City as for IDOT on this assignment. Attached to this cover memo, are several items which describe the objectives of this assignemnt, (between City, Consultant, and IDOT) and schedule. The key people involved (from the consultant team and IDOT) are: I Mr. Frank Sherkow, Deputy Director IDOT Project Manager Iowa Department of Transportation 5268 N.W. 2nd Avenue Des Moines, Iowa 50313 (515) 281-4299 Mr. George Forsyth Project Planning Consultant IDOT EAR Manager Office of Project Planning Iowa Department of Transportation 800 Lincolnway Ames, Iowa 50010 (515) 296-1212 Consultant Team: Mr. Barry D. Lundberg ' Overall Project Manager Vice President Barton-Aschman Associates, Inc. 820 Davis Street Evanston, Illinois 60201 (312) 491-1000 Extention 331 MICROFILMED BY JORM MICR+LAB r CEDAR RAPIDS • DES MOINES Memo: City of Iowa City May 22, 1980 Page Two Mr. Scott MacDonald Economist/Development Packager Manager, Economic Development Services Division Barton-Aschman Associates, Inc. 820 Davis Street Evanston, Illinois 60201 (312) 491-1000 Extention 342 Mr. Mark Mendell Officer in Charge Cannon Design, Inc. 2170 Whitehaven Road Grand Island, New York (716) 773-6800 Mr. John Foti Project Manager Cannon Design, Inc. 2170 Whitehaven Road Grand Island, New York (716) 773-6800 1. KEY OBJECTIVES OF GTC ASSIGNMENT (Joint effort between Iowa DOT, City and Barton-Aschman Associates, Inc. and Cannon Design, Inc.) To define the best GTC ro'ect for the Cit -- referabl one that incor orates s1 nificant rivate develo men t. This will make the project both a strong transportation asset as welT as contributing to the community's economy and tax base. And, a strong joint development project will likely recieve higher priority for federal funding.) To to ckaoI the best private development elements with the transportation runctrons That is, to seek and obtain committments from private developers, tenants or uses to be contained within or integrated into the transportation center.) To arovide the Citv with the technical assistance and technical necessar to com tete an UMTA ca rtal rant a licatron forthe GTCumointtron evelo ment ro ect. This assistance will be in the form of consuIp,lting AeaaE,venvironmental iassessment, cost on, functional eestimating,oandnguiideancenandpreviewnary regarding the preparation of the application.) To re are and submit a ca ital rant a lication for UMTA and State funds to aid in the development of the GTC project The actual preparation of the application document will ce done by City Staff. Important technical data and certain sections will be furnished by the consultant and IDOT.) 13 11,11,1ASC 1ASSOCIATES INC. Fcvw.Unm;V.fd*+gbnpgµ cokSPalM1hmotr,ImArgdn aMSan.keaCNitr�;a:Uv4d+xb no MICROFILMED BY JORM MICR�LA 3 CEDAR RAPIDS • DES MOIIIES 'Memo: City of Iowa Cit. May 22, 1980 Page Three 2. PRELIMINARY WORK PROGRAM AND SCHEDULE id Figures 1. and 2. illustrate the basic work tasks to be undertaken in this assignment established for task completion. Figure 1. outlines the technical work to be done by the consultant and IDOT. Figure 2. indicates general scheduling for the completion of the various elements of the capital grant application. (The City will have the responsibility for the completion of the application. Table 1. presents a specific outline of the work tasks and the responsibility for the completion of these tasks. EU UM-ASCHMANASSOCIATES,INC Eaucnkxx%wadrg Dc mmwo49.Pnlkh wotuk mkah+masm"4c&vm;lv, Ort /del MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES I -.i a Table 1 GIG CAPITAL GRANT APPLICATION PREPARATION WORK TASKS AND RESPONSIBILITIES X • Responsible for finished product for application. ■ • Provides technical materials needed and assistance in preparing and reviewing this element of application. (Results of site planning, development packaging work and proliminary AGE.) 0 • Provides technical review and comment if requested. 0 • No responsibility. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Responsibility Application Sections City State on 1. CM Forms X 0 0 0 2. Resolution X 0 0 0 3. Assurances X 0 0 0 4. Civil Rights Assurances X 0 0 0 S. Council Opinion X 0 0 0 6. Certification X 0 0 0 Exhibit A 7. Project Description X 0 0 0 8. Location, Relationship to Community X 0 ■ ■ 9. Access, Circulation, Operation X 0 ■ ■ 10. Proposed Conceptual Design X 0 ■ ■ 11. Land and Relocation Requirements X 0 ■ O 12. Cost Estimate, Site and Relocation X 0 0 0 13. Construction and Operating X 0 ■ ■ 14. Operating Revenue Estimates X 0 ■ • Exhibit B 15. Organization of Transit Service X 0 0 0 16. Description of Existing Service x 0 0 0 17. Fare Structure X 0 0 0 18. Ridership X 0 0 0 19. Transit Information X 0 0 0 20. Physical Facilities X 0 0 0 21. Bus Fleet Data X 0 0 0 Exhibit C 22. Project Benefits to System Area and Urban Area X 0 0 0 23. Project Benefits to the User ' X 0 0 0 24. Project Benefits to CBD Development X 0 ■ 0 25. Project Benefits to Transit Operators X 0 0 0 26. Project Justification X 0 0 0 Exhibit D 27. Project Financing and Programming X 0 • • Exhibit E 28. Net Project Cost and Grant Funds X 0 ■ ■ Exhibit I: 29. Status of Comprehensive and Transportation Planning X 0 0 0 30. A-95 Review X 0 0 0 Exhibit G 31. Public Transportation Program X 0 0 0 • a. Capital Development Program and Financial Projections b. Administrative Policies Exhibit 11 32. Use of Project Facilities X 0 13 0 Exhibit 1 33. Labor Assurance X 0 0 0 Exhibit J 34. Public Hearing X 0 0 0 Exhibit K 35, Relocation Analysis X 0 0 0 X • Responsible for finished product for application. ■ • Provides technical materials needed and assistance in preparing and reviewing this element of application. (Results of site planning, development packaging work and proliminary AGE.) 0 • Provides technical review and comment if requested. 0 • No responsibility. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Table 1 GIC CAPITAL GRANT APPLICATION PREPARATION WORK TASKS AND RESPONSIBILITIES (cont'd) ' Res nsibilit Aaplication Sections City tateUM Camoi Exhibit L , 36. Protection of the Environment i j a. Study Area Description b. Alternatives Analysis e. Description of Recommended Alternative 1 d. Environmental Impacts of Proposed Action I L i 1 Table 1 GIC CAPITAL GRANT APPLICATION PREPARATION WORK TASKS AND RESPONSIBILITIES (cont'd) ' Res nsibilit Aaplication Sections City tateUM Camoi Exhibit L 36. Protection of the Environment 0 X O t7 a. Study Area Description b. Alternatives Analysis e. Description of Recommended Alternative d. Environmental Impacts of Proposed Action j e. Historic Properties and Parklands Analysis j f. Unavoidable Adverse Impacts g. Short -Term Uses of the Environment and Long -Tena Productivity h. Irreversible and Irretrievable Commitments of Resources i. Cmeamity Coordination Exhibit M 37 Elderly and Handicapped Effort X 0 0 0 Exhibit N 38. Nondiscrimination in the Transportation System X 0 0 0 Exhibit 0 39. Flood [Lazard Evaluation 0 X o O X • Responsible for finished product for application. ■ • Provides technical materials needed and assistance In preparing and reviewing this element of application. (Results of site planning, development packaging work and preliminary AGE..) n • Provides technical review and comment if requested. 0 • No responsibility. 111111ILFIED BY JORM MIC R�LAB CEDAR RAPIDS • DES MOIiIES a h PROJECT DEFINITION AND SITE SELECTION (CONSULTANT) I (TIVE31 ITAFF CIVESI I REVIEW AND EVALUATION ALTERNATIVE SITES SELECT SITE DOCUMENT SITE SELECTION ' MEETING MJCITY STAFF TO DISCUSS SELECTED SITE AND INITIAL CONCEPT DESIGN DEVELOPMENT PACKAGING WORK PROGRAM (CONSULTANT). "STAFF RIVES) I )TIAL TENANTSL omgTUNITIES I PRELIMINARY DEVELOPMENT PACKAGING REFINE LIST OF POTENTIAL TENANTS AND DEVELOPERS DETERMINE FINANCING FRLDENGN FIELO RECONNAISSANCE SITE EVALUATION PROGNAMDEFINITION IFha. C) CONRROESIGN TRANSPORTATION PRIVATE I I ENVIRONMENTWORK PROGRAM (IDOT) 1 INVENTORY40UTARNRIT STATE AND LOCALAGEi DOC UM ENT SITE SELECTION PROC. MAY I JUNE 0 CONSULTANTADOT WORK PROGRAM Figure 1 I i IMPACTASSELEMENT JULY MICROFILMED BY JORM MICR+LAE3 CEDAR RAPIDS • DES MOINES 7 AUGUST i EXHIBIT A I PROJECT DESCRIPTION MEET WITH IDOT & I CONSULTANT PARTICIPATE AS NEEDED IN DEVELOPER NEGOTIATIONS -------------- I DETERMINE LOCAL FINANCIAL NEEDS AND EXHIBIT B TRANSIT SERVICE CHARACTERISTICS EXHIBIT C BENEFITS I EXHIBITK RELOCATION cvwo�r n EXHIBIT G EXHIBIT I EXHIBIT L EXHIBIT M EXHIBIT N MAY JUNE PRELIMINARY MEETING WITH UMTA REPRESENTATIVES rnwc�i NNAMANG EXHIBITE PROJECTCOSTS EXHIBIT COMPREHENSIVE PLANNING/A-95 REVIEW PUBLIC TRANSPORTATION PROGRAM I EXHIBIT H PROJECT FACILITIES ' LABOR ASSURANCE I ENVIRONMENTAL I ELDERLY AND HANDICAPPED I NONDISCRIMINATION ' I I JULY PUBLIC EXHIBITJ HEARING PUBLIC NOTICE HEARING AUGUST MICROFILMED BY JORM MIC R�LAB CEDAR RAPIDS • DES MOINES CITY WORK PROGRAM Figure 2 l j 1 I City of Iowa City MEMORANDUM DATE: May 28, 1980 TO: Departme t Heads, Division Heads FROM: Ciger RE: Acting Director, Public Works Department After the departure of Dick Plastino on June 4, Mike Kucharzak will serve as acting director of the Department of Public Works for all divisions with the exception of Transit and Equipment. Transit will report directly to the City Manager, and the Equipment Division will report to the Finance Director. cc: City Council MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 'I �1 I City of Iowa City MEMORANDUM DATE: May 28, 1980 TO: Departme t Heads, Division Heads FROM: Ciger RE: Acting Director, Public Works Department After the departure of Dick Plastino on June 4, Mike Kucharzak will serve as acting director of the Department of Public Works for all divisions with the exception of Transit and Equipment. Transit will report directly to the City Manager, and the Equipment Division will report to the Finance Director. cc: City Council MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES City Of Iowa City MEMORANDUM _ DAW May 30, 1980 TO: Honorable Mayor and City Council FROM: Dale Helling, Acting Human Relations Director RE: Reduction in Force The reduction in the budgeted work force for FY81 has been achieved with the exception of four positions; two full-time, one full-time being reduced to half-time, and one half-time. The remainder has been accomplished due to voluntary resignations, transfers, promotions, etc. Of the four above mentioned positions, one or more may be resolved prior to July 1, 1980, but it appears that normal attrition will not allow for complete resolution by that date. However, there is every indication that the entire reduction could be completed without laying off any employee if a few positions could be retained past July 1, 1980 and we have identified available funding for this purpose. Since it was determined that a reduction in force would occur, many vacant positions in City employment have not been filled and a cost savings in excess of $36,000 has resulted for FY80. By contrast, the projected cost in FY81 for retaining three of these positions past July 1 (the fourth will be resolved by a "bumping" process) is $2877 per month. I am confident that everything can be resolved soon after July 1, without the necessity of actually laying off any employee if additional funding is approved by Council. The maximum cost for a three month extension period would be $8631. Assuming, as I have indicated, that resolution of most or all of the positions in question can be resolved much sooner than September 30, 1980, it is likely that the actual cost will be much less. I believe that this is a low cost alternative to a situation which both Council and staff have hoped to avoid from the beginning of the budget reduction process, We are very close to achieving the reduction in force through attrition. Extended funding as suggested above does not represent a postponement of the inevitable, but rather an affordable, highly desirable vehicle for attaining that goal. If Council wishes, I would be happy to discuss this further or provide additional informa- tion. DH/sam MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES MOIRES City of Iowa C11 MEMORANDUM Date: May 28, 1980 To: City Council From: Bette Meisel, Senior Center Coordinator .L� Re: Request for Proposals for Services to the Elderly On May 23 you received two proposals which were submitted in answer to the joint funding body's request for proposals to provide services to the elderly. The request was made by the five funding bodies interested in funding such an agency: the City of Iowa City, the Johnson County Board of Supervisors, the Heritage Agency on Aging, the United Way of Johnson County and the City of Coralville. Representatives of the five funding bodies met on May 19 to review the proposals submitted. The consensus was that the proposal submitted by the Johnson County Elderly Services Agency was an excellent proposal and far superior to that submitted by the Johnson County Council on Aging. The representatives agree to take their recommendation to accept the Johnson County Elderly Service agency proposal to their boards or commissions. We will meet again early in June to collect individual contracts and to prepare a joint reporting form covering both fiscal and program areas. In accordance with Council policy, a contract will be prepared by staff between the City of Iowa City and the agency. It will be submitted to Council at a later date. Our projection is that all the necessary details to enable the agency to begin to operate by FY81 will be completed this month. bj3/12 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES MU City of Iowa Ci j MEMORANDUM Date: May 27, 1980 To: City Council From: Don Schmeiser; Act1ing Director, Dept. of Planning and Program Development Re: Status of New Zoning Ordinance Please be advised that the Planning and Zoning Commission is nearing completion of its review of the new proposed Zoning Ordinance for Iowa City. The ordinance including the zoning map has been reviewed in its entirety, except for one last section called the "Additional Regulations" and sections yet to be prepared by the Legal Department. The following schedule should give you an indication of the status of the Zoning Ordinance at this point and the anticipated time for completion of the ordinance. When the final draft of the ordinance is completed prior to public hearings before the Commission, it will be forwarded to you for your review to expedite final adoption. The extent of public input is an unknown variable and could alter the schedule considerably. bcl/4 MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES MOINES 1013 M SCHEDULE June 9 -- Review by the Commission June June 21 -- 23 -- Final review of the initial draft by the Commission June 28 -- Review Final of the revisions to the initial draft July 3 -- review of the revisions to the initial draft Zoning Ordinance set for public hearings July 21 -- Public hearing July 22 -- Public hearing July 23 -- Public hearing July 24 -- Public hearing July 28 -- Review of comments at public hearings Aug. 11 -- Review of comments at public hearings Aug. 18 -- Final review of comments at public hearings Aug. 21 -- Recommendations formulated and Zoning Ordinance referred to City Council bcl/4 MICROFILMED BY JORM MICR�LAB CEDAR RAPIDS • DES MOINES 1013 M City of Iowa CitO MEMORANDUM Date: May 29, 1980 To: City Coyn ' From: Doug Boot\hroy,, Re: Melrose Corridor Committee This Committee meets on the Thursday of every month not scheduled for a regular meeting of the Planing & Zoning Commission. There are eight members constituting its makeup (see attached list). Commissioner John Kammermeyer serves as the Committee's Chairperson, Commissioner Juanita Vetter serves as its Vice -Chair, and Isabel Turner serves as its Secretary. A three-month time horizon has been agreed to by the Committee in which to discharge their task. The Committee has agreed that consideration of the Melrose Avenue corridor traffic problems will be focused by addressing issues regarding east -west traffic flow and circulation patterns of the Melrose corridor and issues regarding the north -south traffic circulation between the Melrose corridor and the Benton Street corridor. The Committee plans to address at its May 29, 1980 meeting traffic problems concerning Melrose Court and various improvement alternatives. If there are any questions, please don't hesitate to contact me. Thank you. bj3/13 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES /d?x MELROSE CORRIDOR COMMITTEE Randy Bezanson 114 Post Road Res: 351-3249 Bus: 353-3120 John Kammermeyer, Chairperson 116 Ferson Res: 337-7858 Bus: 354-7014 Juanita Vetter 3011 Brookside Drive Res: 338-2982 Bus: Glenn Roberts 21 Ashwood Drive Res: 338-2326 Bus: David Perret 1015 Oakcrest, 21 Res: 351-5350 Bus: Isabel Turner 1310 Cedar Street Res: 337-4414 Bus: 351-8556 Mark Wolraich 410 Melrose Court Res: 337-7085 Bus: 353-6204 Laura Hart 505 Melrose Court Res: 338-7272 Bus: 353-4823 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES W m i l City of Iowa City MEMORANDUM Date: May 28, 1980 To: City Council and City Manager nn� From: Rosemary Vitosh, Director of Finance 1` Re: Newspaper Recycling Program Hans Carries of Free Environment is working with City Carton and their program to place storage bins around town for newspaper collection. The proceeds from the sale of newsprint will go to the Cancer Society. Mr. Carries has contacted the City regarding a location for a bin in the Central Business District. An ideal place would be the northeast corner of the Library lot. Attached is a drawing of the lot which shows that space number 17 is located in that northeast corner and would be the location provided for the newspaper bin. This space would be blocked on two sides by a wall, close to a walkway and away from the Library. The bin is to be eight feet square, wooden with a shingle roof and has doors on two sides. It will be custom made by City Carton and will probably have a Cancer Society emblem on it. The schematic drawing is available for inspection in the Assistant City Manager's office. I believe this idea is worth a try as we could ask that the bin be removed if it turns into an unmanageable clutter. However, with the discontinuance of the City's recycling program on July 1st, it would offer the citizens a viable alternative. Unless 1 hear from you that you do not approve of this suggestion, I will proceed to work with Mr. Carries to locate the bin in the Library lot. He is aware that there is a remote possibility that the City will sell that lot with the sale of the old Library building. If that occurs it would be necessary to relocate the bin. bc3/5 MICROFIL14ED BY JORM MICR+LA9 CEDAR RAPIDS • DES MOINES ioy5 �r_ n 0 i i 19g8 MOTOrtVCI! WAIKwAy �o9s MICROFILMED BY v JORM MICR+LAB '! CEDAR RAPIDS - DES MOINES il. IG P L MEMORANDUM IOWA CITY PUBLIC LIBRARY TO: CITY COUNCIL FROM: LIBRARY BOARD R E : Contract for FY1981 library service to residents of North Liberty DATE: May 27, 1980 On April 25, the library received a signed contract from the City Council of North Liberty for library services to North Liberty residents for FY1981. The income from this contract ($6054.00) was not estimated as a receipt to the city during the budget process because we had not expected North Liberty, who dropped their contract with the library at the end of FY1979, to renew the contract at a price higher than they refused to pay for FY80_ The Library Board respectfully requests that this $6054.00 be allocated to the library to be used entirely for library materials. The additional $6054.00 will bring the library close to its original FY81 budget request of $80,300 for materials. It will help with the expense of providing this additional service and with the increased use which will follow the opening of the new building. It will reduce the great loss in purchasing power the library will experience in FY81 with a materials budget identical to FY80. (It is estimated that book prices have increased 15-18% in the last 10 months.) Since 1970 the library's material budget has increased 76% (1970: $42,000; FY1980: $73,800) while hardcover books and periodicals have increased 137% and the average price of paperbacks has risen 161%. Thus with 75% more money we are able to buy 25-30% fewer items than we did in the early Seventies. These figures do not include what has happened to prices in the last 10 months. When growth in circulation is considered, the loss in buying power is even more dramatic. In 1971 the library purchased one new book for every 27 circulated. By 1979 the ratio had dropped to one new book for every 50 circulated. Since 50 is considerably more than the number of circulations expected from an average book, it is evident that the collection is deteriorating rapidly. The library has spent nearly $8000 on rebinding books in the current budget year. ( Continued) MICROFILMED BY JORM MICR+LA13 CEDAR RAPIDS • DES MOINES I TO: CITY "�NCIL FROM: LIBRARY BOARD RE: Contract for FY1981 library service to residents of North Liberty PAGE 2 The Board realizes that the Library is only one part of the many financial problems facing the City Council- but an additional $6000 will help restore some of our lost buying power and when combined with the Board's efforts to raise additional monies from gifts and grants, it will aid in maintaining the current collection and help us prepare for the surge of increased use expected when the new building opens next spring. 1 cc: City Manager Financial Director i Budget Administrator ` I 1 1 _ r.. ? I i 1 1.. 1 I 1 � MICROFILMED BY JORM MICR+LAB ." CEDAR RAPIDS • DES MOINES I CKV ®f co a Cr! Date: May 20, 1980 To: City Manager and City Council From: Dick Plastino Re: Highlander Lagoon Ag�nent A quick recap of the situation is Highlander lagoon agreement. in order before discussing the The Highlander Corporation has approximately 80 acres of ground they wish to develop north of Interstate 80. They have a sewer lagoon and they would like to replace the sewer lagoon with a pump station which will pump sanitary sewage over Interstate 80 into the gravity sewer which then flows downhill to the sewage treatment plant. The City owns a lagoon which serves Westinghouse Learning Corporation. The City paid for the lagoon site (four acres) but we never received the title. As an alternate to recondemning this site and paying perhaps $15,000 to $20,000 for the four acres, the City is mildly interested in providing a lift station for Westinghouse Learning Corporation. Additionally, the City would like to provide a 60 foot access through Westinghouse Learning Corporation to a piece of property owned by Grolmus. There are some other odds and ends that also enter into this agreement. The end result is that the agreement is a five party contract between the City, Westinghouse Learning Corporation, Highlander, Inc., the heirs of James Grolmus, and Bruce Glasgow. Before Council becomes too engrossed in the details of the agreement, a review of the desirability of a lift station is in order. The following items need to be discussed: 1. The City has a general policy against construction of any new lift stations. 2. Pumping sewage from another watershed reduces the capacity of a sanitary sewer for development in the proper water shed. It is possible and likely that several years hence development south of Interstate 80 will be halted due to insufficient sewer capacity in the Dubuque Street road sewer. Much of that capacity will have gone to the lift station. 3. The City has been in a lengthy lawsuit on another lift station. Many elements of that lawsuit are similar to the conditions that will exist after the Highlander lift station is completed. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES /0 97 ' . 2 The recommendation from the Public Works Director is as follows: 1. Condemn the four acre lagoon site at Westinghouse Learning Corporation. Continue operation of the lagoon. 2. Terminate further discussion of the lift station as contrary to City policy. 3. If number 2 is not feasible, give the Highlander Corporation permission to build and maintain its own lift station with a maximum capacity of 75 gallons per minute. The maximum flow measured from the present Highlander Inn and Supper Club was 54 gallons per minute. This would allow some leeway in flow from the Inn and Supper Club. In summary, Public Works has prepared as workable agreement as possible if the City decides to proceed ahead with construction of a large capacity lift station. Preparation of this agreement is contrary to general City policy and litigation is probable in the future. If Council proceeds, the rough draft of the agreement will need tentative approval by Council. Upon tentative approval, preliminary design of the lift station will proceed and necessary legal descriptions prepared. These legal descriptions will then be attached to the agreement and the agreement will be formally submitted to the City Council for adoption and signing. After that, the engineering firm will proceed will final design. bdwl/20-21 cc: Angela Ryan John Hayek Chuck Schmadeke Mike Kucharzak Phil Leff Highlander Lagoon File Jim Shive Joe Pugh William Sueppel Bruce Glasgow R. W. Jansen, 9 S. Linn Street MICROFILMED BY i JORM MICR+LAB CEDAR RAPIDS • DES MOINES AGRLLMLNI This agreement made by and between the City of Iowa City, a municipal corporation, hereinafter referred to as the "City", Westinghouse Learning Corporation, hereinafter referred to as "WLC", Highlander, Inc., hereinafter referred to as "Highlander", the beneficiaries of the Estate of James Gro Imus, the same being John Grolmus, Phyllis Haman, Shirley Dunn, and Mary Ann Dorsey, hereinafter referred to collectively as "Grolmus", and Bruce Glasgow, hereinafter referred to as "Glasgow". INTRODUCTION The purpose of this agreement is as follows: 1. To provide lift station sanitary sewer service to the Highlander, WLC and Glasgow by allocating the cost between the parties, establishing the method of payment and providing for the dedication of necessary easements. 2. To provide for the abandonment of the WLC sewer lagoon. 3. To provide access to the Grolmus property from Highway 1. 4. To convey a small parcel of land from Glasgow to WLC at the entrance of WLC. SCOPE Of AGREEMENT A. Highlander agrees to do the following: 1) Highlander shall design and construct at its expense a sanitary sewer line from its facilities to the lift station in an easement more particularly described in Exhibit A and by this reference made a part hereof. The plans and specifications for this sanitary sewer shall be reviewed and approved by the City. 2) Highlander shall grant a ten foot wide permanent easement to the City for a sanitary sewer line from the Highlander facilities to the lift station, as more particularly described in Exhibit A and by this reference made a part hereof. This easement shall revert to the Highlander should the sewer line be abandoned. 3) Highlander• agrees to pay a portion of the cost of design and construction of the force main and lift station on a pro rata basis. This prorated basis shall be 73 percent of the cost thereof. The current cost estimate for the total project is $230,000. Therefore, the pro rata share would be $167,900. Should the construction cost be greater or less than $230,000, Highlander agrees to pay 73 percent of the final cost as defined in section II -D. 4) Upon completion of the project, Highlander agrees to pay standard sewer rates for commercial entities. for the purpose of determining the sewer flow, the City may either - use water billings or take actual sewage flow measurements. 5) By Resolution 373, dated January 17, 1967, a tapping fee of $110 per acre was established for a series of downstream sanitary sewer facilities. In addition, by an agreement between E. J. Corporation, Inc., American College Testing, Inc., and the City, dated May 24, 1966, a tap -on fee for the Dubuque Road sewer was established at $120 per acre. Highlander agrees to pay $230 per acre for 21.0 acres Lo the City upon execution of the construction contract for the sanitary sewer lift station. 1697 CEPAP RAPIDS • DES Rotors 2 6) Highlander agrees to pay its share of the improvements in accordance with the special assessment procedures of Chapter 384 of the Code of Iowa 1979. Highlander agrees to waive the right to notice or to object to the amount of the assessment. B. WLC agrees to the following: 1) WLC shall grant to the City appropriate easements for the site of the lift station, access to the lift station, and the sanitary sewer line, running from the lift station to WLC, as more particularly described in Exhibit "B", which is incorporated by reference and made a part hereof, for no additional consideration. To the extent that these facilities are installed on land presently owned by WLC, their location shall be subject to the approval of WLC and its parent, Westinghouse Electric Corporation. The easements shall contain an "indemnity and save harmless" clause running to the benefit of WLC and they shall revert to WLC should the facility be abandoned. The final location of the lift station has not been determined as of the signing of this agreement. If the lift station is riot located on land owned by WLC, an easement will be only needed for the sewer line running from WLC to the lift station. 2) WLC agrees to pay Glasgow $ for the real estate more particularly described in Exhi ibib t C and by this reference made a part hereof. 3) WLC agrees to convey to the City a permanent nonexclusive easement for both vehicular and pedestrian access for no consideration prior to 1980. The easement shall be 60 feet wide and shall provide access from the Grolmus tract to Highway 1. The site of the easement is more particularly described in Exhibit D and by this reference made a part hereof. 4) WLC agrees to pay the actual cost for the design and construction of the sanitary sewer line from WLC to the lift station upon completion of the sewer line. Should the cost exceed $10,000, the City shall pay the balance. 5) WLC agrees that Grolmus shall riot be liable for any damages incurred by WLC in removing or plugging the pipe connections between the WLC building and the lagoon after its abandonment. 6) WLC agrees to grant the City a permanent easement as more particularly described in Exhibit E and by this reference made a part hereof, for the purpose of extending future sanitary sewer service to Glasgow. This easement shall be conveyed upon the payment of $ by Glasgow to WLC. The plans and specifications for the sewer shall be reviewed by WLC and the City; however, approval shall riot be unreasonably withheld. The final location of the lift station may eliminate the need for the easement described in Exhibit "E". 7) Upon connection with the sewer line, WLC agrees to pay standard sewer rates for commercial entities. For the purpose of determining the sewer flow, the City may either use water billings or take actual sewage flow measurements. 107 CEDAR RAPIDS • DES MoitIE5 /"r CiLy agrees to do the InIIowing l) the City shall contract with an enyineering firm for the design of a lift station with a capacity of 200 gallons per minute, force main and sewer line to WLC. The City shall design and let the construction contract for the lift station, force main, and sewer line to WLC between January and June of 1981. 2) [he design of the lift station shall be in a manner which incorporates its appearance into the general aesthetics of the area. Contract documents will include plantings in a sufficient number to be installed around the lift station so that it will be largely obscured from view. All ground cover at the lift station and sewage lines will be restored as nearly as possible to its present condition. The City agrees to indemnify and hold harmless WLC for any injury or damage to persons or property that may occur by reason of construction activities being carried out on WLC's premises. 3) The City agrees to pay for the cost of the design and construction of the lift station and force main on a pro rata basis determined by peak flows from WLC. In concept, the City is paying for the lift station capacity for WLC in return for the actions by WLC identified in this agreement. This prorated basis shall be 20 percent of the cost thereof. The current cost estimate for the total project is $230,000. Therefore, the pro rata share would be $46,000. Should the construction cost be greater or less than $230,000, City agrees to pay 20 percent of the final cost as defined in Section II -D. 4) The City agrees to accept easements and maintenance responsibility for the lift station, force main, and for the sanitary sewer lines running to the lift station from the existing Highlander facilities, WLC, and from the Glasgow property after its development. 5) The City agrees to maintain and pay all operating costs for the lift station, force main, and sanitary sewer line services over which the City has public easements. 6) The City agrees to convey the 60 foot permanent nonexclusive easement granted by WLC to Grolmus. 7) The City agrees to remove the existing sanitary sewer lagoon on the Grolmus property and grade the site at its expense within 90 days after completion of the sanitary sewer line from WLC to the lift station. The City waives and releases any other rights, title, property and interest in and to the Grolmus property, including the site of the present sanitary sewer lagoon, and shall execute a Quit Claim Deed to the property to Grolmus supported by the required resolution of the City Council. 8) By Resolution 373, dated January 17, 1967, the tapping fee of $110 per acre was established for a series of downstream sanitary sewer facilities. In addition, by an agreement between E. J. Corporation, Inc., American College Testing, Inc., and the City, dated May 24, 1966, a tap -on fee for the Dubuque Road sewer was established at $120 per acre. The City will pay these fees for WLC. 9) The City agrees to institute special assessment proceedings under Chapter 384 of the Code of Iowa, 1979, to finance the design and construction of the lilt station, the force main, and the sanitary sewer line from the till. 1097 JORM MICROLAB CEDAR RAPIDS • DES MOVIES a station to the Highlander property. The City's portion of the design and construction costs of the lift station, force main, and the sanitary sewer line from the lift station to WLC shall be paid in a lump sum by the City. Glasgow agrees to do the following: 1) Glasgow agrees to pay a portion of the cost of the design and construction of the force main and lift station on a pro rata basis. This prorated basis shall be 7 percent of the cost thereof. The current cost estimate for the total project is $230,000. Therefore, the pro rata share would be $16,100. Should the construction cost be greater or less than $230,000, Glasgow agrees to pay 7 percent of the final cost as defined in section II -D. 2) Glasgow agrees to convey the land more particularly described in Exhibit C and by this reference made a part hereof to WLC upon receipt of payment of $ from WLC. 3) Glasgow agrees to pay a sum of $ to WLC for the easement granted by WLC to the City more particularly described in Exhibit E and by this reference made a part hereof, which provides for future sanitary sewer service from the Glasgow property to the lift station. Final location of the lift station may eliminate the need for an easement as described in Exhibit "E". 4) By Resolution 373, dated January 17, 1967, the tapping fee of $110 per acre was established for a series of downstream sanitary sewer facilities. In addition, by an agreement between E. J. Corporation, Inc., American College Testing, Inc., and the City of Iowa City, dated May 24, 1966, a tap - on fee for the Dubuque Road sewer was established at $120 per acre. Glasgow agrees to pay $230 per acre for acres to the City upon execution of the construction contract for the sanitary sewer lift station. 5) Glasgow agrees to pay its share of the improvements in accordance with the special assessment procedures of Chapter 384 of the Code of Iowa 1979. Glasgow agrees to waive his right to notice or to object to the amount of the assessment. 6) Upon connection with the lift station, Glasgow agrees to pay standard sewer rates for commercial entities. For the purpose of determining the sewer flow, the City may either use water billings or take actual sewage flow measurements. Grolmus agrees to the following: 1) Grolmus agrees that this agreement constitutes a full settlement of all claims with regard to the sewer lagoon, including but not limited to, claims for rental or property taxes. 2) Grolmus shall accept the easement for access from the Grolmus tract to Highway 1 as more particularly described in Exhibit D and by this reference made a part hereof. The acceptance of the easement terminates the City's responsibility for provision of access to the Grolmus property. 3) Grolmus agrees that the City may continue to have access and operate the lagoon at no additional cost until its abandonment. JORM MICR46LAB CEDAR RAPIDS • DES hm IIIES I GENERAL PROVISIONS A. All parties agree that the maximum peak capacity of the lift station shall not at present or at any time in the future exceed 200 gallons per minute peak flow. B. All parties agree that lift station capacity will be on a "first come, first served" basis to any party in the watershed of the lift station. If the lift station is designed for an initial capacity of less than 200 gallons per minute, each party to the contract shall be guaranteed only a percentage of the capacity which is agreed upon in Sections IA3, IC3 and 101 of this document. In the future, parties other than those mentioned in this contract may expand the lift station to its full rated capacity of 200 gallons per minute provided the other parties pay the full amount of such expansion. C. Flow equalization tanks may be used by any party in the watershed of the lift station. Such flow equalization tanks shall be placed on private property and maintained by parties other than the City. The design and construction of any flow equalization tank is subject to the review and approval of the City to preclude formation of hydrogen sulfide gases which might adversely effect the operation of the lift station. 0. The term "cost" used in prorating the cost of the lift station shall mean total design costs plus final construction costs including change orders. WLC will'not use the special assessment procedure. The design and construction costs for the sanitary sewer line from the lift station to WLC shall be paid as a lump sum from WLC to the City. The City's portion of the design and construction costs for the lift station, force main and sewer line to WLC shall be paid as a lump sum. Special assessment bonds shall be sold for: Highlander's expenditures for the design and construction of the lift station, force main, and a sewer line from the lift station to the Highlander facilities. Glasgow's share of the design and construction of the lift station and force main only. Glasgow shall pay the total cost of the sewer line from the lift station to his property at such time as the line is constructed in the future. Special assessment procedures will not be used for installation of this line. Should any section of this agreement be found invalid, the entire agreement shall be invalid and the sections shall not be deemed severable. H. This agreement shall be binding upon Lhe, successors and r,signs of the parties hereto; provided, however, Lhal. no assignment. he made without the written consent of all par Lies to Lhe agreement. LCEnAB RANDS • DES MOINES Dated this _ day of FOR THE CITY OF IOWA CITY, IOWA: MAYOR ATTEST: CITY CLERK FOR WESTINGHOUSE LEARNING CORPORATION: PRESIDENT SECRETARY COMMONWEALTH OF PENNSYLVANIA ) SS: COUNTY OF ALLEGHENY ) 1980. I, , a Notary Public in and for said County, in the Commonwealth aforesaid, do hereby certify that and , to me personally known to be President and Secretary respectively of Westinghouse Learning Corporation, a corporation, and also known to me to be the persons whose names are subscribed to the foregoing instrument, appeared before me this day in person and acknowledged that as such President and Secretary, respectively, they signed, sealed and delivered the said instrument as the free and voluntary act of said corporation, for the uses and purposes therein set forth, and that they were duly authorized to execute the same by the Board of Directors of said corporation. Notary Public CEDAR RAPIDS - DES MOINES FOR HIGHLANDER, INC.: PRESIDENT ATTEST: SECRETARY STATE OF IOWA SS: COUNTY OF JOHNSON 1, , a Notary Public in and for said County, in the State aforesaid, do hereby certify that and to me personally known to be President and Secretary respectively of Highlander, Inc., a corporation, and also known to me to be the persons whose names are subscribed to the foregoing instrument, appeared before me this day in person and acknowledged that as such President and Secretary, respectively, they signed, sealed and delivered the said instrument as the free and voluntary act of said corporation, for the uses and purposes therein set forth, and that they were duly authorized to execute the same by the Board of Directors of said corporation. Notary Public FOR THE ESTATE OF JAMES GROLMUS: JOHN GROLMUS STATE OF IOWA ) ) SS JOHNSON COUNTY ) On this day of , 1980, before me, the undersigned, a Notary Public in andfor said County and State, personally appeared to me known to be the identical person named in and who executed the within and foregoing instrument and acknowledged that he executed the same as his voluntary act and deed. Notary Public in and for said County and State 107 CEDAR RAPIDS • DES MOINES PHYLLIS HAMAN STATE OF IOWA ) ) SS JOHNSON COUNTY ) On this day of , 1980, before me, the undersigned, a Notary Public in and for said County and State, personally appeared , to me known to be the identical person named in and who executed the within and foregoing instrument and acknowledged that she executed the same as her voluntary act and deed. Notary Public in and for said County and State SHIRLEY DUNN STATE OF IOWA ) ) SS JOHNSON COUNTY ) On this day of , 1980, before me, the undersigned, a Notary Public in and for said County and State, personally appeared 'to me known to be the identical person named in and who executed the within and foregoing instrument and acknowledged that she executed the same as her voluntary act and deed. Notary Public in and for said County and State MARY ANN DORSEY STATE OF IOWA ) ) SS JOHNSON COUNTY ) On this day of , 1980, before me, the undersigned, a Notary Public in and for said County and State, personally appeared 'to me known to be the identical person named in and who executed the within and foregoing instrument and acknowledged that she executed the same as her voluntary act and deed. Notary Public in and for said County and State /4097 .. .I.--- CEDAR RAPIDS • DES MoplES 9 FOR BRUCE GLASGOW: BRUCE GLASGOW STATE OF IOWA ) ) SS JOHNSON COUNTY ) On this day of , 1980, before me, the undersigned, a Notary Public in and for said County and State, personally appeared , to me known to be the identical person named in and who executed the within and foregoing instrument and acknowledged that he executed the same as his voluntary act and deed. Notary Public in and for said County and State /097 JORM MICR6LA93 CEDAR RAPIDS • DES MOINES City of Iowa Cit, MEMORANDUM = DATE: May 28, 1980 TO: City Manager City Council G,Q FROM: Lyle G. Seyde] RE: Pickard Street R.O.W. between Highland $ Friendly 1. The property is under consideration for possible use as two sites for single-family structures, 4 bedrooms each. It is currently a dedicated street R.O.W. and action to vacate the R.O.W. has not been initiated. It is currently being utilized by the surrounding neighborhood as open and garden space. It is highly unlikely that the city will ever consider improving the property as a public street. 2. A survey of the site has been completed and will be available at the informal session on June 2. This document will identify cur- rent elevations, trees, schrubs and encroachments. 3. An existing sanitary sewer, utilized by two adjoining properties, bisects the property. There exists a sanitary sewer on Friendly and on Highland that could be utilized by these properties. Al- ternatives are discussed later in this memo and will be amplified at the informal session. 4. An appraisal on the value of the property has been completed by the Means Agency. The value of the property, after resolution of the sewer problem, is $19,500 or $9,750 per lot. 5. In order to build on both lots, it would be mandatory that (1) the sewer hook-up for the property at 1210 Highland be redirected to the line on Highland. This would cost approximately $2,500. (2) the sewer hook-up for the property at 1203 Friendly be redirected on the Pickard Street property, and install two new manholes. This would cost approximately $5,500. In short an expenditure of ap- proximately $8,000 would be required in order to produce two lots valued at $19,500. 6. The adjoining property owners on Friendly Street have indicated an interest in obtaining control of at least the lot facing Friendly Street. Consideration of this interest is warranted. As a possi- ble solution, the city could consider selling the lot to the adjoin - property owners at a negotiated price. The lot is valued at $9,750 after elimination of the sewer problem. If they were to purchase the property, I recommend the sewer be retained and a 10 ft. ease- ment be placed over the line to preclude the site being utilized as a building site. A reasonable price for the parcel should be be- tween $4,000 and $4,250 or half that cost to each adjoining property owners. MICROFILMED BY JORM MICR+LA13 CEDAR RAPIDS • DES MOINES sm r. - 2 - 5-28-80 City bIanager City Council 7. If the action identified above is followed, that leaves the property facing Highland Avenue as a buildable site with minor changes in the sewer hook-up for the house at 1210 Highland. Remove the existing manhole. Install a new one at or near the rear property line and re- direct the hook-up of 1210 Highland to the new manhole. Estimated cost $2,500. While neither of the adjoining property owners have in- dicated an interest in acquiring the property, there has been oppo- sition voiced to placing a low-income rental unit on the property. The parcel could be offered to the adjoining property owners at a reasonable price. The appraised value is $9,750 after resolution of the sewer problem. If the adjoining property owners wish to buy the property, I recommend a price for this lot between $7,000 and $7,250 with an easement over the sewer. In the event they are not interested in buying the property, steps should be initiated to va- cate the street R.O.W. and seek HUD approval as a building site for a 4 -bedroom single-family unit. LGS/cf MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES ■ City of Iowa Citi MEMORANDUM Date: May 23, 1980 To: Neal Berlin, City Manager From: Michael Kucharzak, Director of Housing and Inspection Services Re: Third Avenue Paving Request Following a recent informal Council meeting, an inquiry regarding the possibility of providing some sort of overlay treatment on Third Avenue was sent to the Engineering division. The results of the investigation are as follows: The Engineering staff inspected the paving on Third Avenue and found it to be in relatively good condition. The few areas that are spalied are small in area and isolated in relation to the entire paving. It is the staff's opinion that to asphalt overlay an entire street or block because of isolated spalling is not economically practical. Since the paving is structurally sound and the surface is in good condition except for the spalling, the staff would not recommend any s overlaying at this time. The street will be again inspected next Spring to see if the conditions worsen. Third Avenue is a local street and the City's Capital Improvement Program has concentrated on arterial streets, bus routes and other streets having high traffic volumes. of course, if the Council so directs, Third Avenue could be resurfaced; obligatedbe to delete one of the however, the staff would eets in the CapitalImp ovements Program torprovide the�necessaryecfor efundstfor Third Avenue. Unless the Council so directs, the staff will place this memo in the followup file and reinspect next April. bc4/22 MICROFILMED OY JORM MICR(�LAB CEDAR RAPIDS 9 DES MOINES /099 a I City of Iowa City MEMORANDUM Date: May 23, 1980 To: Neal Berlin, City Manager From: Michael Kucharzak, Director of Housing & Insp. Serv. Re: Sewer Conduit Under 518 Following the informal Council meeting of May 19, the City Public Works staff was asked to respond regarding the feasibility of oversizing the sewer conduit under Highway 518 for later expansion purposes. After discussing this matter with the City Engineer, we find no difficulty in increasing the size of conduit passing under Highway 518 and the staff suggests that if so directed by City Council, that the larger conduit be put in place during the time of construction for later expansion. Please advise regarding the specifications of this project so the proper plan amendments can be made. bc5/5 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 1106 a= MINUTES IOWA CITY HOUSING CODE TASK FORCE MAY 21, 1980 ME14BERS PRESENT: Rachel Dennis, Goldene Haendel, Bobbie Farrell, Dan Prepared Cross, (Rob Grossinger), Mark Hamer , Norman Bailey, Jim Barfuss. Approved MEMBERS ABSENT: Margaret Nowysz, Diane Klaus. OTHERS PRESENT: Harry Baum. STAFF PRESENT: Terry Steinbach, Michael Kucharzak. I. Meeting to order, 7:20 P.M. II. Draft of Chapter 17 by Kucharzak and model code comparison by Steinbach were dispersed. III. No response was received from the City Council re: update memorandum. IV. Further discussion of Hamer guidelines. V. Rob Grossinger resigned from Task Force and announced his permanent replacement; Dan Cross. VI. Kucharzak presented detailed explanation as to the form of Housing Code draft. VII. Discussion: types of certificates and permits, validity durations, suspensions and legislation necessary to accomplish registration and inspection of rental properties. VIII. Legal support necessary to effectively enforce Code inspection and provisions was discussed. IX. Bailey suggested deletion of storm/screen door requirements. X. Adjournment, 9:15 P.M. Prepared by: Approved by: MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS - DES MOINES m 8 MANAGEMENT BY OBJECTIVES DEPARTMENT: CITY CLEnv QUARTER: THIRD FY80 DECISION UNIT: 1-2-3 Fiscal Year Objectives: I. To continue the administration of our office so that it is consistent with changing laws, and to ensure prompt access to information by continuing to maintain an up-to-date Cross-reference index for all proceedings and documents, and to preserve permanent documents. 2. Investigate and implement sound, economical management practices, being open minded about changes, implementing time -management processes, continuing to use word processing services when possible, continuing to identify wasted effort and duplication. Finish the four volume Clerk's Manual by June 1980. 3. Conduct the business of our office to merit public confidence by providing neutrality and impartiality, with equal service to all. Use simple, clear and concise language that can be understood by all. 4. To maintain office expenditures with only a 3% increase. Work Completed: 1. We. have complied with legal regulations re publishing and notification. Preservation of documents: 1978 records microfilmed, along with 1959 and 1960 records found in storage that had not been microfilmed. All filming being spot-checked. Indexing, up-to-date. 2. As our permanent part-time position has been eliminated, and the employee has already found a position, we have asked each City department to compose its own resolutions and ordinances and use word-processing to finalize. Some departments had already been doing this, and it frees up time so that my two employees can take over indexing duties. The rearranging of materials in the retention room and marking supplements to Code will aid in future retrieval. Supplement N3 received and distributed. 3. On-going. 4. In the 7000 ,account, maintaining 3%. Expenditures gudret Year -to -Date % 6000 $49,836 $35,931 72 7000 1,497 1,008 67 8000 42,521 29,058 68 9000 - 1,143 - Total $93,854 $67,141 72 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS - DES MOINES f �1 MANAGEMENT BY OBJECTIVES DEPARTMENT: FIRE QUARTER: THIRD DECISION UNIT: ADMINISTRATION Fiscal Year Objectives: 1. To provide educational opportunities for division heads for the purpose of upgrading technical skills. 2. To implement a program of meetings for division employees on a quarterly basis for information exchange by January 1, FY81. 3. To provide divisions with modern up-to-date methods and equipment. Work Completed: 1. The Acting Training Officer and a line Lieutenant attended the four day International Instructors Conference held in Memphis, Tennessee March 24, through March 27. 2. Division officers continue to participate in fire investigations and receive valuable information as a result. 3. The last of work saving items provided for in the FY80 budget are under evaluation in regard to product and prices quoted. Analysis: Procurement of budgeted equipment is running slightly behind schedule because of numerous evaluations and comparisons of equipment offered. In most other areas accomplishments are proceeding nearly on schedule. Expenditures Budget Year -to -Date % 6000 $40,311.00 $30,929.49 77 7000 4,407.00 1,272.62 29 8000 21,239.00 7,498.20 35 9000 2 310.00 869.46 31 Total 68,267.00 $40,569.77 60 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES //a> i DEPARTMENT: FIRE DECISION UNIT: SUPPRESSION Fiscal Year Objectives: n MANAGEMENT BY OBJECTIVES QUARTER: THIRD 1. To maintain all equipment at peak operating condition. 2. To improve officers' abilities to make immediate and accurate decisions. 3. Fully utilize personnel through training and attendance of technical schools. Work Completed: 1. At the present time our Fire Department equipment is in top operating condition. During the month of April we will be testing all of our departmental fire hose. Any minor problems that our pumpers have had were quickly repaired. 2. Our Fire Department officers are very anxious to broaden their fire investigation techniques. Several of our officers do have the opportunity to critique different and interesting fires that our department has been involved in. 3. All our Fire Department personnel have been involved with invensive training on hazardous material information. Over nine hundred slides and cassette tapes have been available to our department for training purposes. Analysis: Our equipment has continued to be kept in top operating condition, with no major problems. Our Fire Department personnel have continue to answer first responder calls. In the third quarter our personnel responded to a total of 54 first responder emergencies. A total of 91 calls were made for the second and third quarter by Fire Department personnel. Our personnel have been doing an excellent job of fire suppression and fire investigation. Expenditures 6000 7000 Budget $766,467.00 18,920.00 13,200.00 Year -to -Date $592,331.06 25,018.07 13,525.43 9000 10 450.00 7 677.77 Total 808,637.00 638,552.33 MICROFILMED BY JORM MICR+LAe7 CEDAR RAPIDS • DES MOINES 77 135 102 73 /roa l`1 MANAGEMENT BY OBJECTIVES DEPARTMENT: FIRE QUARTER: THIRD DECISION UNIT: PREVENTION Fiscal Year Objectives: 1. To inspect and require all drinking establishments to meet the new provisions of the Iowa Administrative Code. 2. To provide a more intensive fire prevention program for the dormitories (November 1980). 3. To maintain and provide the public with fire prevention material. Work Completed: I. The Fire Marshal conducted thirty-one (31) inspections of drinking establishments and signed four (4) dance permits. Thirteen (13) violations were noted and corrected within the specified time limits. 2. Meetings with the various dormitory personnel have been working out very well. The false fire alarms have been down somewhat from last year's reports. 3. Our department has been giving out a lot of pamphlets to the general public. Our fire prevention pamphlets and apartment rules and regulations have been the most sought after material. This is due to the large number of nursing students that are taking fire safety courses at the University of Iowa. Analysis: Our fire Department personnel inspected a total of six hundred and ninety-two (692) mercantile establishments during this quarter. Also, our night inspections on drinking establishments have been working out nicely. Problems that are found are readily taken care of immediately by the management. Fire Marshal did give fire prevention talks and demonstrations at nursing homes, elderly homes, Systems Unlimited personnel, group care homes, several day care homes, McBride Hall, Light and Power personnel, to mention a few. Also, sixteen (16) fire drills were conducted by our Fire Department personnel in schools, dorms, fraternity and sororities, etc. Expenditures Budget Year -to -Date % 6000 $20,856.00 $16,301.28 78 7000 1,655.00 320.40 20 8000 1,240.00 724.64 60 9000 350.00 195.09 56 Total $24,101.00 $17,558.41 73 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 6 MANAGEMENT BY OBJECTIVES DEPARTMENT: FIRE QUARTER: THIRD DECISION UNIT: TRAINING Fiscal Year Objectives: 1. To reduce non-productive time (ongoing). 2. To continue all programs beneficial to the citizens of Iowa City (ongoing). 3. To continue to have a well-trained, well-oriented department in all areas: Fire Prevention, Suppression, Public Relations, etc. (ongoing). Work Completed: 1. Completed and instituted training schedules, including the structure, outline and reference of material. Conducted drills, gave review and test on material covered. Worked on restructuring office records, files and reference material to meet the needs of the division. 2. Continued participation in Civil Defense Disaster "Night Train". Certified 49 firefighters, 79 City employees, 30 private citizens in CPR. Presented extinguisher and self-contained breathing apparatus classes to SUI School of Nursing, Coralville Fire Department and Sheller -Globe. 3. A total of 2,916 hours of training, maintenance, and inspections have been completed in this third quarter for an average of 3.68 hours of training per individual per shift excluding weekends and holidays. Analysis: As Temporary Training Officer, the priorities of this division have changed since the decision has been to vacate this position. Most of my time has been setting up or scheduling required work and testing completed by July and to have training records and files in an orderly manner. Expenditures Budget Year -to -Date % 6000 $20,856.00 $15,201.02 73 7000 720.00 218.30 30 8000 925.00 59.91 6.5 9000-- Total 22,501.00 16,514.38 73 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES HOZ MINUTES OF STAFF MEETING May 14, 1980 Referrans from the informal and formal Council meetings were distributed to the staff for review and discussion (copy attached). Items for the agenda of May 20 include: Resolution amending Rehab Manual Appointments to Resources Conservation Commission and Board of Adjustment Award of bid for dam First reading of ordinance vacating College Street The City Manager referred to the department head evaluations which were sub- mitted to his office some months ago. In these evaluations the department heads listed program areas or goals which they wanted to accomplish during the next year. The City Manager requested that the department heads choose five or six areas from this list on which they want to concentrate and to submit this list to him within the next week. The City Manager announced that the Credit Union will accept City employees as members July 1. The Finance Department is making arrangements and will be meeting with the Credit Union soon. A letter will be sent to each employee concerning this matter. The City Manager cautioned the staff about vehicle problems. The public is more vigilant about use of gasoline. — The subject of the morale of the City staff will be discussed at a staff meeting soon. The City Manager advised he had met with the Human Rights Commission on Monday. The Human Rights Commission would prefer to have a director level position reporting to the City Manager. The Affirmative Action Analyst would coordinate directly with the Assistant City Manager. This subject will be discussed with the City Council at the next informal meeting. Part of the recommendation is that there will be a task force which involves department heads and division heads in developing and working with the Affirmative Action Plan along with the Human Rights Commission. The City Manager asked for volunteers who have interest in and could contribute to this important function of the City government. We are also talking with the Human Rights Commission about doing ongoing training for City employees. He asked the department heads to give some thought to participating. The City Manager asked if any of the staff is interested in being part of the C.I.P. Coordinating Committee. The City Manager advised that the Energy Program will involve all major buildings of the City. Several department heads should work with Roger Tinklenberg on this. The Police Chief advised the last meeting to work on the Personnel Manual would be held today. Prepared by: /i Lorraine Saegerc , eL--, ,fes ti MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES Ioforlral Council Meeting May 12, 1980 I 0 DEPARTMENT REFERRALS MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES SUBJECT DATE REFERRED M DATE DUE COMMENTS/STATUS] REVD W Begin design work on sanitary sewer relocation around this property. Ralston Creek Village 5-12 Public Wks Area studies/Northside Study, Informal agenda 5-12 Asst City Joint swimming pool on 6-2-80., 11gr/P&PD Notify Pat Hayek and Parks & Rec . I Send information to area legislators) 5-12 Assistant and League of Iowa Municipalities Retainage of fees on construction project City Mgr regarding case of Chadek Construction rgmpiIAY Notify Furmeisters when item will Oaks Meadow Subdivision 5-12 P&PD be on agenda for Council action. Program for FY 81 approved. Explored Energy Conservation Program 5-12 Energy with H&IS use of thermography Coordinator instrument in Building Inspections. FY 81 program. " 5-12 Finance Include program, budget, etc. le FY 81 budget amendments. Schedule for Block 64 parking lot June 9 - 14. Will construction of Jaycees Carnival 5-12 Public Wks ramp interfere if 200 block of South Council to discuss at informal South Ralston Creek Dam Bids 5-12 Public Wks meeting on 5-19-80. I MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 'Regular Council Meeting May 13, 1980 DEPARTMENT REFERRALS MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES D W SUBJECT DATE p REFETO RRED � � WW COMMENTS/STATUS ET W � Report to Council regarding CATV Easements 5-13 Legal questions involving use of existing utility easements. Are these Hawkeye CableVision? e Fbs.nce 5-13 Information David Perret gone May 19 - 22. i Contact University regarding using 5-13 Public Wks Prentiss Street lot to store dirt from sewer project construction;' County gas pump 5-13 Fire Located on new jail site. Is this authorized? C. i i I MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES "O, MINUTES OF STAFF MEETING May 21, 1980 Referrals from the informal and formal Council meetings were distributed to the staff for review and discussion (copy attached). A brief discussion was held to determine the need for a formal Council meeting on May 27. A question was raised regarding the deadline for the UMTA grant. Also a number of liquor permits are scheduled for the agenda, and a public hearing on yard setbacks is scheduled for May 27. The deadline for the UMTA grant will be checked, but it was felt that delaying the remaining items for one week would not present a problem. The City Manager mentioned the Affirmative Action Task Force and advised that the Library Director has volunteered to serve with this group. He added that the Police Chief, the Fire Chief and a representative of Public Works should also be part of the task force. The City Manager advised that the City Council had approved the Energy Program. This program will concentrate on City facilities. He asked that a representative from Public Works and from Parks and Recreation be involved in this effort. The City Manager advised that the Police Department is investigating the complaints generated from the Fire Department and asked that department heads discuss their experiences with such problems where employees do not get along. At what point does the department head take action. A brief discussion was held and it was pointed out that most departments do not have the same situation as the Fire Department where employees are together for 24 hours at a time. It was felt that division heads should be more sensitive to problems and should be ready to handle sucl situations. The need for sensitivity training for all employees was stressed. It was noted that some of the problems reflect community attitudes. The Library Director advised that Iowa City has come a long way since 1972 when statistics were compiled by her office regarding females and minorities including salaries. Prepared by: Lorraine Saeger MICROFILMED BY JORM MICR+LAS CEDAR RAPIDS • DES MOINES 1103 i i i i I "O, MINUTES OF STAFF MEETING May 21, 1980 Referrals from the informal and formal Council meetings were distributed to the staff for review and discussion (copy attached). A brief discussion was held to determine the need for a formal Council meeting on May 27. A question was raised regarding the deadline for the UMTA grant. Also a number of liquor permits are scheduled for the agenda, and a public hearing on yard setbacks is scheduled for May 27. The deadline for the UMTA grant will be checked, but it was felt that delaying the remaining items for one week would not present a problem. The City Manager mentioned the Affirmative Action Task Force and advised that the Library Director has volunteered to serve with this group. He added that the Police Chief, the Fire Chief and a representative of Public Works should also be part of the task force. The City Manager advised that the City Council had approved the Energy Program. This program will concentrate on City facilities. He asked that a representative from Public Works and from Parks and Recreation be involved in this effort. The City Manager advised that the Police Department is investigating the complaints generated from the Fire Department and asked that department heads discuss their experiences with such problems where employees do not get along. At what point does the department head take action. A brief discussion was held and it was pointed out that most departments do not have the same situation as the Fire Department where employees are together for 24 hours at a time. It was felt that division heads should be more sensitive to problems and should be ready to handle sucl situations. The need for sensitivity training for all employees was stressed. It was noted that some of the problems reflect community attitudes. The Library Director advised that Iowa City has come a long way since 1972 when statistics were compiled by her office regarding females and minorities including salaries. Prepared by: Lorraine Saeger MICROFILMED BY JORM MICR+LAS CEDAR RAPIDS • DES MOINES 1103 .I a Conference Room 5-19 Government C� Buildings informal Council fleeting May 19, 1980 SUBJECT County Home Sewer DEPARTMENT DATE REFER RECD M 5-19 11 Legal Public Wks REFERRALS � W DATE DUE COMMENT-S/STATIJ! , Report to Council for May 20, 1980 information packet: 1) Is City obliged to provide a 2) What are utility obligatior if some surrounding land is ^^ deannexed? Size? Consider obligation in view of { comprehensive plan. Sizing? Can sewer conduit under 518 be oversized for later expansion? MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Post specific "smoking" and "no -smoking" areas. When was Council advised that City " City Clerk is obligated to provide sewer? I Has Melrose Corridor Committee^ Melrose Court 5-19 P&PD considered staff report on alt'L.,-j natives including new curb and e` twit nformation regarding traffic counts conducted. Provide City Manager with cost 5-19 Public Wks estimates and tentati.ve scheduling for implementation of new curb and MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES Post specific "smoking" and "no -smoking" areas. Informal Council Fleeting May 19, 1980 DEPARTMENT REFERRALS 0 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES p ~ SUBJECTc p REFERRED DUE (_� MMENTS/STATUS M W Undergrounding Utilities in CBD 5-19 Report to Council on available funding alternatives: jP&PD/ Finance 1) Block Grant funds (grants, loans,: rnt haring) 2) Other possible funding sour 1 i Have Stanley provide information to j Council on why gabions are used South Branch Dam 5-19 Public Wks rather than concrete or rip -rap in i w of cost consid rations. Should portion of 3rd Avenue be Asphalt Resurfacing 5-19 Public Wks considered where concrete is Ispallinq/breaking up? Informal Meeting - Attendance 5-19 Dept Heads Notify staff to attend at scheduled times or when called and not to attend otherwise for long periods of time.C i 0 MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES ' `Regular Council Meeting May 20, 1980 DEPARTMENT REFERRALS SUBJECT DATE RECD REFERRED To DATE DUE O W W COMMENTS/STATUS Weeds 5-20 Parks & Rec Weeds in yard at 2115 East Court. May have to cut and assess to owner. Temporary Sidewalk 5-20 Public Wks Divide walkway on Burlington fy�� street with a fence. Even out the sidewalk. Senior Center 5-20 Bette M. Meet with City Manager regarding inquiring about funding through Historic Preservation. I I 0 I I MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES FIOIIIES I 0 Johnson county ®OD regional planning commission VIS®swhdutxx7uesheet, iOWacih/.iawa 5224O (319)351-8556 May 30, 1980 MEMORANDUM TO: Iowa City Council Herbed N. Jordan Oe+renon BarryHokonson 6ecaneo.eoacr Johnson County Board of Supervisors United Way of Johnson County Human Service Agency Directors FROM: Pam Ramser RE: Options for FY 82/1981 Human service Agency Hearings Enclosed you will find several sheets outlining possible formats for the FY 82/1981 human services funding hearings. These were discussed by the Human Services Advisory Committee at its May 28th meeting. Committee pre- ferences as well as other pertinent comments are noted. This item will be scheduled for discussion at the Council's June 2nd informal session and at the Board's June 3rd informal meeting. The Human Services Advisory Committee will discuss funding body responses at a meeting on June 4th at 2:00 P.M. at the First Christian Church. We hope that this discussion will result in an improved hearing process for PY 82/1981. Your comments on the proposed options will be passed on to the committee by your appointed representatives. You may wish also to attend the meeting on the 4th. Thank you. Enclosures: Human Service Agencies & Current Funding Sources Alternatives for FY 82/1981 Funding Hearings Human Services Congress & Budget/Program Review Allocations MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES , 0 Johnson county ®OD regional planning commission VIS®swhdutxx7uesheet, iOWacih/.iawa 5224O (319)351-8556 May 30, 1980 MEMORANDUM TO: Iowa City Council Herbed N. Jordan Oe+renon BarryHokonson 6ecaneo.eoacr Johnson County Board of Supervisors United Way of Johnson County Human Service Agency Directors FROM: Pam Ramser RE: Options for FY 82/1981 Human service Agency Hearings Enclosed you will find several sheets outlining possible formats for the FY 82/1981 human services funding hearings. These were discussed by the Human Services Advisory Committee at its May 28th meeting. Committee pre- ferences as well as other pertinent comments are noted. This item will be scheduled for discussion at the Council's June 2nd informal session and at the Board's June 3rd informal meeting. The Human Services Advisory Committee will discuss funding body responses at a meeting on June 4th at 2:00 P.M. at the First Christian Church. We hope that this discussion will result in an improved hearing process for PY 82/1981. Your comments on the proposed options will be passed on to the committee by your appointed representatives. You may wish also to attend the meeting on the 4th. Thank you. Enclosures: Human Service Agencies & Current Funding Sources Alternatives for FY 82/1981 Funding Hearings Human Services Congress & Budget/Program Review Allocations MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 0 JCRPC 5/27/80 HUMAN SERVICE AGENCIES & CURRENT FUNDING SOURCES The agencies below are those which participated in the FY 81/1980 funding hearings held by the City of Iowa City, Johnson County, and United Way of Johnson County. Funding sources of each are noted. This information is presented to assist the Human Services Committee in reaching a proposal for how the FY 82/1981 hearings should function. Mental Health Association of Iowa School Children's Aid Mississippi Valley Girl Scouts Hawkeye Area Boy Scouts Iowana Camp Fire Girls RACAP Head Start Preschool Iowa Children's & Family Services 4 C's Goodwill Industries of SE Iowa Lutheran Social Service Red Cross Salvation Army Babe Ruth League Boys Baseball Girls Softball Mayor's Youth Employment Youth Homes Mid -Eastern Iowa Comm. Mental Health Ctr. MECCA Iowa City Residence for Women Aid & Alternatives for Victims of Spouse Abuse Pals Rape Victim Advocacy Visiting Nurse Association Free Medical Clinic Johnson Co. Association for Retarded Citizens Crisis Center Transient Program - CURRENT FUNDING SOURCE - United Way Iowa City Johnson Co. X X X X X X x X X X X X X X x x x x x x x MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES (OVER) d i United Way Willow Creek Neighborhood Center X United Action for Youth g Crisis Center X Page 2 Iowa City Johnson Co. X X x X g In summary, agencies are funded in the following way by the three local sources: United Way Only 12 IC & JC `ti 2 all r� I 3 three local Johnson County Only 5 UW & IC 2 sources 21 single 7 two local local source t I In addition, the following agencies received small amounts of funding from I for FY 81: Pals Crisis Center Transient Program i United Way Willow Creek Neighborhood Center X United Action for Youth g Crisis Center X Page 2 Iowa City Johnson Co. X X x X g In summary, agencies are funded in the following way by the three local sources: United Way Only 12 IC & JC 2 UW + IC + JC 2 all Iowa City Only 4 UW & JC 3 three local Johnson County Only 5 UW & IC 2 sources 21 single 7 two local local source sources In addition, the following agencies received small amounts of funding from Coralville for FY 81: Pals Crisis Center Transient Program Mayor's Youth Employment American Red Cross . Crisis Center Association for Retarded Citizens Aid & Alternatives for Victims of Spouse Abuse Amounts allocated to these human service agencies for FY 81/1980 were: Johnson County $521,414 United Way 170,235 City of Iowa City 90,615 Coralville 8,600 $790,864 SUMMARY OF CURRENT AGENCY FUNDING # AGENCIES FUNDED MANE WITH OTHERS* United Way Iowa City Johnson County 12 7 4 5 6 7 *Total # Agencies with Funding From More Than One of These Sources = 9. MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES 0 ALTERNATIVES FOR FY 82/1981 FUNDING HEARILIGS The alternatives below were developed by JCRPC staff and presented to the Human Services Advisory Committee for discussion and comment, as noted. Four types of hearings are presented (joint; two-pronged; separate, and joint/separate), with several variations possible for each, A. Joint All funding bodies hear all agencies requesting local funding. 4 variations: JCRPC Staff Comments FU7 FTC7 1. Q + 11 re + 11 refl Last year's format, -.too UW dominant. 2, O + - IC + JC Entire IC Council & JC Board would participate; too time -demanding. IC JC *3. Q + 2 reps + 2 reps Still somewhat UW dominant; may be rotating rotating necessary choice. UW IC JC UW may not wish to rotate. (This was 4. rot. + rotating + rotating the case, as indicated at the meet - reps reps reps ing). IC JC Committee felt this provides best *5. 0 + 1 staff + + 1 staff + choice in terms of information flour 2 reps 2 reps and continuity. rotating rotating *Indicates a committee preference. B. Two -Pronged United Way has own hearings (with Iowa City & Johnson County sending repre- sentatives.) Iowa City and Johnson County combined hearings with United Way sending representatives.) 2 variations: 1. O (19 agencies) IC & JC (13 agencies) --1 j IC j i JC *2. [E + + ',reps ----- — IC +1 JC + UW LYep� MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES JCRPC Staff Comments Lacks guarantee of sufficient inter- action. Some committee members felt this would result in too many hear- ings. The agency representative felt that the joint hearings already require some agencies to attend many meetings. Same as (1). troy h 7 0 HUMAN SERVICES CONGRESS This idea is based on one used in Story County. The committee liked the idea and indicated that the meeting would require careful planning to be most valuable to funding bodies and agencies. The committee will be discussing this in more depth • This would be a joint session in addition to the hearings, scheduled after the hearings have been completed. All funding body members would be required to attend. All agencies requesting funding would present information on programs (in fairly brief form.) This session would: 1) Assure basic core of information for all funding body members 2) Allow all agencies to provide information at same point in time 3) Provide broad overview of human service system - possible pre- sentations by other key agencies This might be repeated bi-annually or quarterly for update on programs. BUDGET/PROGRAM REVIEW 3 steps: with possible consultation ($500-$1,000 1. Budgets reviewed by staff, for consultants) 2, program review by staff 3. Hearings: minute review fbudgets emphasis onreviewofprograms 3 variations:_ 1. ru—wl staff reviews budget & program for Q agencies JCRPC staff reviews budget & program for IC & JC agencies 2. Same as 1 + JCRPC staff compiles overall.program analysis 3. © staff reviews all budgets CRPC staff reviews all programs JCRPC Staff co=cnts: Alternative (3) is not recommended by JCRPC staff, as 'it involves U4] being responsible for review of budget requests from governmental bodies and the iew of U41 agencies' JCRPC human services planner being responsible for rev programs. United Way prefers alternative (3). No committee concensus was reached on these three alternatives. i MICROFILMED BY JORM MICR+LAB CEDAR RAPIDS • DES MOINES (OVER) M iio v I C. Separate Each funding body has its own hearings (with others sending representatives.) Committee did not like this'alternative at all. 2 variations: JCRPC Staff Comments 1. to (19 agencies) Even less interaction than (b); rep- --- resents return to pre -joint hearings. IC (10 agencies) JC (12 agencies) IC! lic 2. E] + 11repjl + 1 repl, JC 1 i UW ❑ + �repi + re i pi iC _J gy iuw I rIC i JC � + e_p�i + *Indicates Committee preference. D. Separate/Joint Each funding body hears agencies requesting funds only from it separately; double or triple funded agencies heard jointly. Committee felt this alternative to be too complicated and time -demanding. 2 variations: 1.UW (12 agencies) double single<j__ ( 4 agencies) or + JC + 0 (9 agencies) funded _ triple IC JC ( 5 agencies) funded 2' single Fuw� (12 agencies) doubl funded IC + JC ( 9 agencies) or IC + JC + 0 (9 agencies) tripl funded -Representatives could be sent to other funding bodies' hearings in the above formats, if desired. MICROFILMED BY JORM MICR+LA6 CEDAR RAPIDS • DES MOINES i 1 i � 1 ALLOCATIONS This item was not discussed in detail. The three variations below were presented. The committee preferred variation two. 3 variations. 1. Separate allocations 2. Tentative allocations —. allocations b Joint meeting (human services congress)—sfinal y each body. 3. Allocations made jointly *Committee preference. Concern was expressed by the County representative that the County and City would not be prepared to set dollar amounts in December, when the human servi,,, would occur. The committee felt that --~^ Priorities for funding would be more a time than setting dollar amounts. MICROFILMED BY JORM MICR+LAB 4 CEDAR RAPIDS • DES MOINES