HomeMy WebLinkAbout2022-05-12 Info Packet
City Council I nformation Packet
May 12, 2022
IP1.Council Tentative Meeting S chedule
May 17 Work Session
IP2.Work Session Agenda
IP3.Pending City Council Work S ession Topics
Miscellaneous
IP4.Memo from City Manager: Utility B illing P rocedures and Status of Utility
Enterprise Funds
IP5.I owa City F ire Department: 2021 A nnual Report
IP6.L etter from Northside Neighborhood: Draft Statement of Purpose
IP7.Press Release: I owa City F ire Department to celebrate 150th anniversary
IP8.Civil S ervice E xamination: Maintenance Worker I - Water Customer S ervice
IP9.Civil S ervice E xamination: Recreation Program S upervisor - S pecial Events &
Communications
May 12, 2022 City of Iowa City Page 1
Item Number: 1.
May 12, 2022
Council Ten tative Meeting Sched u l e
AT TAC HM E NT S :
Description
Council Tentative Meeting S chedule
City Council Tentative Meeting Schedule
Subject to change
May 12, 2022
Date Time Meeting Location
Tuesday, May 17, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Wednesday, May 18, 2022 9:30 AM Work Session - Strategic Planning East Side Recycling Center
2401 Scott Blvd SE
Monday, June 6, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, June 21, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, July 12, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Monday, July 18, 2022 4:30 PM Joint Entities Meeting TBD
Hosted by City of Coralville
Tuesday, August 2, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, August 16, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, September 6, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, September 20, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Monday, October 3, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Monday, October 17, 2022 4:30 PM Joint Entities Meeting City Hall, Emma J. Harvat Hall
Hosted by City of Iowa City 410 E. Washington Street
Tuesday, October 18, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, November 1, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, November 15, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Tuesday, December 6, 2022 4:00 PM Work Session City Hall, Emma J. Harvat Hall
6:00 PM Formal Meeting 410 E. Washington Street
Item Number: 2.
May 12, 2022
Work Session Agen d a
AT TAC HM E NT S :
Description
Work Session Agenda
Item Number: 3.
May 12, 2022
Pen d ing City Cou n cil Work Session Topics
AT TAC HM E NT S :
Description
Pending City Council Work S ession Topics
Item Number: 4.
May 12, 2022
Memo from City Man ager: Util ity Billin g Proced u res and Statu s of Util ity
Enterprise F u n d s
AT TAC HM E NT S :
Description
Memo from City Manager: Utility B illing P rocedures and Status of Utility E nterprise F unds
Date: May 12, 2022
To: Mayor and Council
From: Geoff Fruin, City Manager
Re: Utility Billing Procedures and Status of Utility Enterprise Funds
Summary
Since the onset of the COVID-19 pandemic, the City has been operating on a relaxed billing
and collections protocol for delinquent utility accounts. These billing and collection
adjustments were intended to avoid water shut offs and provide relief for households who
may have experienced financial impacts due to the pandemic. Although this shift in protocol
provided critical, needed relief to households during the worst of the pandemic, it has resulted
in growing revenue loss in the City’s utility enterprise funds and particularly the Water Fund.
The City’s utility bills include charges for water, wastewater, stormwater, and curbside
collection services. To date, the amount of delinquent utility payments has risen to over half
a million dollars. This memo provides background on past utility account relief actions taken
by City Council and some options for consideration within the context of the current situation.
Background and Analysis
March 2020: Due to the pandemic, the City discontinued charging late fees, carding fees, and
re-connection fees; shutting off water; and filing liens or using collections services.
October 2020: The City Council adopted changes to the City’s water rate ordinance including
eliminating the water shut-off carding fee and reducing the reconnection fee. These changes
were estimated to save households approximately $45 in fees during a water shut-
off/reconnection situation and resulted in an estimated $150,000 in annual revenue loss in
the Water Fund. At this time, the City also established additional notification procedures to
implement when water shut-off protocols resume, including mailing, e-mailing, and texting
households who are risk of water shut-off.
In October 2020, the City also notified households with delinquent accounts by phone and
mail of the State’s Utility Disruption Prevention Program and the City’s low-income discount
program. The City also expanded eligibility for the low-income discount program through the
end of Fiscal Year 2021 and eased the enrollment process by requiring only proof of
assistance from another state, federal, or local program. The City used local funds and
pandemic relief funds to operate multiple rent, utility, and essential need assistance programs
through local social service agencies throughout the pandemic.
November 2020: City staff recommended a timeline for transitioning to the standard
collections procedures by March 2021 and Council elected to delay this by one month to see
whether state relief programs were extended or expanded during this time.
February 2021: The State of Iowa announced a new rent and utility assistance program, in
addition to its existing Utility Disruption Prevention Program.
March 2021: The City resumed a ‘soft’ collections procedure which transferred only inactive
delinquent utility accounts to Valley Collection Services. No active accounts were/are
currently transferred. Valley Collection Services set up payment plans for the delinquent
accounts on the City’s behalf and did not use any action against an individual’s credit report
or legal procedures. Application of late fees and water shut offs remained discontinued.
In March 2021, the City Council held a Work Session to discuss utility account protocols. Staff
reported 1,661 delinquent accounts ($344,000 total past due), including 521 (approximately
$82,000) which were inactive. Since inactive accounts were not at risk of water shut-off due
to households no longer living at the residence, staff recommended proceeding with the
formerly proposed return to normal collection procedures for inactive accounts. In light of the
new state assistance program, staff recommended some options for collecting on delinquent
active accounts that took the new state program into consideration, would not jeopardize
households’ eligibility for that program, and emphasized a strategy of setting up payment
plans. Council again decided to delay a transition back to normal collection procedures until
the rules for the new state assistance program were released.
September 2021: The State of Iowa announced a new Low-Income Household Water
Assistance Program (LIHWAP). When mailing October past due notices, the City included
information about this program in the notice as another option for households who were
eligible and needed help paying overdue bills.
As the state program rules were released, the City notified households with delinquent
accounts and continued to help qualified households get assistance through state and local
programs or enroll in the City’s low-income discount program. Since the March 2021 Work
Session, the City has continued to operate upon the billing and collections protocol last
directed by Council:
• Active accounts: Connect and refer to assistance programs and encourage
households to pay what they can. No late fee, water shut-off, or collections penalties
in effect.
• Inactive accounts: Transfer to Valley Collection Services for ‘soft’ collections that do
not use any action against an individual’s credit report or legal procedures.
To date, the City has received approximately $242,000 from the state relief programs that
assisted households with paying off past-due balances, including approximately $145,000
from the state utility relief programs and $96,000 from the LIHWAP program.
As of April 14, 2022, 2,153 utility accounts are delinquent with a total past due amount of
$576,654. Of those, 526 ($99,400) are inactive or stopped accounts, meaning the household
has since moved away and is no longer receiving service. Of the 1,627 active accounts, only
62 are enrolled in the low-income discount program despite the City’s targeted efforts to enroll
as many eligible households as possible over the past two years. The City anticipates the
number of delinquent accounts and amount in unpaid balances will continue to grow as has
been the trend.
As a reminder, the utility funds are enterprise funds, which means staffing and operations are
self-supported through utility rates and service fees. For example, approximately 91% of
Water operations are funded through charges for services and the Water Fund also supports
capital maintenance through revenue bonded debt which has certain debt coverage
requirements. Although the City’s utility enterprise funds have weathered the revenue loss
impacts generally well, they are likely unable to sustain this rate of revenue loss if the City
continues to operate on the relaxed utility billing and collections procedures.
The City has taken several steps to connect households with relief programs and the soft
collections procedures have not resulted in significant improvements in unpaid balances of
delinquent inactive accounts. Furthermore, collections and water shut offs are two of the only
tools the City has to incentivize households to pay on overdue balances. Without these
incentives, continued growth in revenue loss is expected. Sustained revenue loss will lead to
more pressure for rate increases, which are borne by all utility users, not just those with past-
due balances.
$-
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
0
500
1,000
1,500
2,000
2,500
Nov-20*Mar-21 Apr-22
Number of Delinquent Accounts & Cumulative Utility Revenue Loss
Active Inactive Cumulative Revenue Loss
Recommendation
Staff recognizes a need to address losses in the utility enterprise funds while also transitioning
back to normal utility billing and collection procedures in a manner that is sensitive to the
households with delinquent accounts, some with large past due balances. As such, staff
recommends using a portion of the City’s ARPA funds to replace lost revenue in our utility
accounts, effectively eliminating the need to pursue shut-offs based on current past-due
balances and enabling a clean return to normal utility operating protocol:
• By fiscal year end, use ARPA funds to pay off any delinquent bills generated prior to
June 1, 2022 for all active and inactive accounts (estimated cost approximately
$580,000 to $600,000).
• Resume regular collections procedures and late fees on delinquent accounts
beginning in August 2022 for bills generated June 1, 2022 and after.
• Reinstate water shut-offs in September 2022.
As a reminder, several water service fees (carding, reconnection, etc.) were reduced or
eliminated through the October 2020 Ordinance amendment. Additional notification
procedures were also established at that time and would be implemented through this
transition. Additionally, staff will continue efforts to boost enrollment in our low-income
discount program and connect residents with ongoing pandemic relief programs.
No formal City Council action is needed on this matter. Staff intends to move forward as
outlined above absent alternative direction from the City Council.
Item Number: 5.
May 12, 2022
Iowa City F ire Dep artment: 2021 An n u al Report
AT TAC HM E NT S :
Description
I owa City F ire Department: 2021 A nnual Report
Annual Report
2021
2
2
MISSION, VISION & VALUES
MISSION
To protect our community by providing progressive, high-quality emergency and
preventive services.
VISION
Provide exemplary services to our community through innovation and collaboration, while
honoring tradition, leading change and embracing inclusion for all.
VALUES
Professionalism We are dedicated to the pursuit of excellence and the
demonstration of high professional standards.
Accountability We are accountable to each other and the community we have
sworn to serve.
Respect We believe in the dignity of every individual and value all
members of the community and organization.
Trustworthiness We embolden trustworthiness as it encompasses such qualities
as honesty, integrity, loyalty and reliability.
PRIDE PROTECTING PEOPLE
3
ACCOMPLISHMENTS
Notable ICFD accomplishments in 2021 include:
Submitted Annual Compliance Report. The ACR was reviewed by the Commission on Fire
Accreditation International, and the ICFD was unanimously recommended to retain
accredited status.
Obtained state grant for additional commercial washing and drying equipment to more
adequately remove toxins and carcinogens from PPE following fires.
Updated automatic aid agreements with the Coralville and North Liberty Fire Departments.
Received delivery of new 2021 Pierce Enforcer engine.
Fire Prevention Bureau composed and prepared a virtual presentation for Fire Prevention
Week delivery to elementary schools.
Developed and instituted a program to augment the work of the Johnson County Social
Services Navigator.
Completed specification and placed order for new 2022 Pierce Ascendant ladder truck.
Car Safety Technicians continued to conduct car seat safety checks with both in -person and
virtual models through the pandemic.
Instituted new program to recognize exceptional performance by ICFD members.
Implemented new three-year strategic plan and began rewriting community risk
assessment & standard of cover.
4
4
FIRE CHIEF JOHN GRIER
RETIRED FEBRUARY 2022
DEPUTY FIRE CHIEF
ERIC NURNBERG
FIRE MARSHAL
BRIAN GREER
BATTALION CHIEF
GREG TINNES
BATTALION CHIEF
BRIAN ROHR
BATTALION CHIEF
ZACH HICKMAN
FIRE ADMINISTRATION
5
DEPUTY
FIRE CHIEF
OPS/ADMIN
FIRE CHIEF
ADMINISTRATION
FIRE MARSHAL
FIRE PREVENTION
PUBLIC EDUCATION
TRAINING OFFICER
TRAINING DIVISION
CAPTAIN
4 LIEUTENANTS
14 FIREFIGHTERS
4 LIEUTENANTS
14 FIREFIGHTERS
4 LIEUTENANTS
14 FIREFIGHTERS
SHIFT INSPECTOR
SHIFT INSPECTOR
SHIFT INSPECTOR
BATTALION CHIEF
EMS
SPECIAL OPERATIONS
BATTALION CHIEF
TRAINING
HAZ-MAT
BATTALION CHIEF
EQUIPMENT
CAPTAIN
CAPTAIN
COMMAND STAFF
SHIFT B
SHIFT C
SHIFT A
FIRE DEPARTMENT PERSONNEL
1 FIRE CHIEF
1 DEPUTY FIRE CHIEF
1 FIRE MARSHAL
3 BATTALION CHIEFS
1 TRAINING OFFICER
3 SHIFT CAPTAINS
12 SHIFT LIEUTENANTS
39 FIREFIGHTERS
FIRE DEPARTMENT OVERVIEW
STAFF - 40 HOUR WORKWEEK
MONDAY-FRIDAY
SHIFT A, B, C - 56 HOUR WORKWEEK
1 DAY ON, 1 OFF, 1 ON, 1 OFF, 1 ON, 4 OFF
16 FIREFIGHTER MINIMUM STAFFING
ORGANIZATIONAL CHART
6
6
25.28
Square Miles
POPULATION
75,798
ANNUAL BUDGET
8,883,021
ISO Rating: 2
4
Fire
Stations
7
Engines
1
Ladder
1
Quint
1
Rescue
2
Utility
DEPARTMENT DEMOGRAPHICS
Number of
Uniformed
Personnel 64
7
EMERGENCY
RESPONSE
EMS
Calls
Fire
Calls
Technical
Rescue
Calls
Hazardous
Condition
Calls
Other
Calls
(includes building fire,
vehicle fires, vegetation
fires and fire alarms)
(includes confined space,
high angle, trench, and
water incidents; rescue
standbys, extrications)
(includes chemical leaks
and spills, equipment
problem, toxic release))
(includes citizen com-
plaints, public assistance,
cancelled en route, no
incident found)
4,208 1,534 243 295 1,826
6
Minutes
AND
28
Seconds
Average
Response
Time
8
8
Responses by Hour-of-the-Day
CALL VOLUME
Call Volume by Day of Week
9
UNIT RESPONSES
UNIT 2021
Battalion Chief 342
Engine 1 2424
Engine 2 / Quint 2 2098
Engine 3 2570
Engine 4 1033
HazMat 1 1
Rescue 1 232
Truck 1 492
10
10
TRAINING
FIRE, RESCUE & EMS
TRAINING HOURS
11,039
PHYSICAL FITNESS
TRAINING HOURS
5,047
PER FIREFIGHTER
MONTHLY AVERAGE
23.3
DIVISION
Newly hired firefighters
complete 240 hours of entry-
level instruction in the ICFD
recruit academy.
11
COMMUNITY RISK REDUCTION
D IVISION
CODE ENFORCEMENT - FIRE INVESTIGATION - FIRE & LIFE SAFETY EDUCATION
$1,635,203 $54,660,063
Total Value Loss Total Value Saved
168
Fire Cause Investigations
12
12
FIRE STATS
Contained to
Object Where
Fire Started
Contained to
Room Where Fire
Started
Contained to
Floor Where Fire
Started
Contained to
Building Where
Fire Started
16 5 6 7
BUILDING FIRE CONTAINMENT
Civilian
Injuries
Civilian
Deaths
Firefighter
Injuries
Firefighter
Deaths
0
CASUALTIES DUE TO FIRE
3 0 1
13
STATION LOCATIONS
STATION 4
2008 N. Dubuque Rd.
STATION 2
301 Emerald St.
STATION 1
410 E. Washington St.
STATION 3
2001 Lower Muscatine Ave.
TRAINING CENTER
3920 Napoleon Lane
14
14
Item Number: 6.
May 12, 2022
Letter from North side Neighborh ood : Draft Statemen t of Pu rp ose
AT TAC HM E NT S :
Description
L etter from Northside Neighborhood: Draft Statement of Purpose
Item Number: 7.
May 12, 2022
Press Rel ease: Iowa City F ire Departmen t to cel ebrate 150th anniversary
AT TAC HM E NT S :
Description
Press Release: I owa City F ire Department to celebrate 150th anniversary
Item Number: 8.
May 12, 2022
Civil Service Examin ation : Main ten ance Worker I - Water Customer Service
AT TAC HM E NT S :
Description
Civil S ervice E xamination: Maintenance Worker I - Water Customer S ervice
Item Number: 9.
May 12, 2022
Civil Service Examin ation : Recreation Program Su p ervisor - Special Even ts &
Communication s
AT TAC HM E NT S :
Description
Civil S ervice E xamination: Recreation Program S upervisor - S pecial Events & Communications