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2024-07-16 Resolution
Item Number: 6.a. CITY OF OF IOWA CITY � fil COUNCIL ACTION REPORT July 16, 2024 Motion to approve disbursements in the amount of $27,092,080.50 for the period of May 1 through May 31, 2024, as recommended by the Finance Director subject to audit. Disbursements are published and permanently retained in the City Clerk's office in accordance with State Code. Item Number: 6.b. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution Declaring an Official Intent Under Treasury Regulation 1 .150-2 to Issue Debt to Reimburse the City for Certain Original Expenditures Paid in Connection with Specified Projects. Prepared By: Nicole Davies, Finance Director Reviewed By: Geoff Fruin, City Manager Fiscal Impact: None Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Resolution Executive Summary: This agenda item approves incurring expenses prior to the closing of the Sewer Revenue Capital Loan Note for the Wastewater Digester Gas Improvements Project. Background /Analysis: The current 5 year Capital Improvement Plan includes $16,800,000 for wastewater digester gas improvements. This project is important in helping the City reach our climate action goals as it will take the gas being released during the digestion process and clean it to be injected back into the natural gas pipeline. The federal Inflation Reduction Act created several new clean energy credits and the City believes this project will qualify for the Investment Tax Credit for Energy Property. This credit ranges from 6% to 30% of qualified costs. The current estimate of the potential tax credit the City could receive provided by the consultants hired to design this project is approximately $3,800,000. One of the requirements for the project to be eligible is for construction to have begun by December 31 , 2024. The City is intending to meet this requirement by beginning construction on the equipment that will be needed for the project and also by possibly starting construction on the pipeline from the plant to the natural gas pipeline. This project is intended to be funded by a Sewer Revenue Capital Loan Note that is anticipated will be issued in the Spring of 2025. This resolution will allow the City to use cash on hand to pay for the equipment and any construction that has occurred prior to the closing of the Note and to be reimbursed by those proceeds. July 16, 2024 The City Council of the City of Iowa City, State of Iowa, met in regular session, in City Hall, 410 E. Washington, Iowa City, Iowa, at 6:00 o'clock P.M., on the above date. There were present Mayor Teague , in the chair, and the following named Council Members: Alter, Bergus, Dunn, Harmsen, Moe, Salih, Teague Absent: None Vacant: None * * * * * * * - 1 - Council Member Dunn introduced the following Resolution entitled "Resolution Declaring an Official Intent Under Treasury Regulation 1.150-2 to Issue Debt to Reimburse the City for Certain Original Expenditures Paid in Connection with Specified Projects" and moved that it be adopted. Council Member Moe seconded the motion to adopt, and the roll being called thereon, the vote was as follows: Ayes: Alter, Bergus, Dunn, Harmsen, Moe, Salih, Teague Nays: None Whereupon, the Mayor declared the Resolution duly adopted as follows: Resolution No. 24-179 Resolution Declaring an Official Intent Under Treasury Regulation 1.150-2 to Issue Debt to Reimburse the City for Certain Original Expenditures Paid in Connection with Specified Projects Whereas, the City anticipates making cash expenditures for one or more capital improvement projects, generally described below (each of which shall hereinafter be referred to as a "Project"); and Whereas, the City reasonably expects to issue debt to reimburse the costs of a Project; and Whereas, the Council believes it is consistent with the City's budgetary and financial circumstances to issue this declaration of official intent. Now, Therefore, Be It Resolved By the City Council of the City of Iowa City, State of Iowa: Section 1. That this Resolution be and does hereby serve as a declaration of official intent under Treasury Regulation 1.150-2. Section 2. That it is reasonably expected that capital expenditures will be made in respect of the following Project(s), from time to time and in such amounts as this Council determines to be necessary or desirable under the circumstances then and there existing. Section 3. That the City reasonably expects to reimburse all or a portion of the following expenditures with the proceeds of bonds, notes or other indebtedness to be issued or incurred by the City in the future. - 2 - Section 4. That the total estimated costs of the Project(s), the maximum principal amount of the bonds, notes or other indebtedness to be issued for the foregoing Project(s) and the estimated dates of completion of the Project(s) are reasonably expected to be as follows: Fund from which Amount of original Total Borrowing Estimated Project expenditures are to Estimated Anticipated Date of be Advanced Cost Completion Digester complex rehabilitation and Wastewater Fund $30,457,000 $30,457,000 June 2026 gas improvements Section 5. That the City reasonably expects to reimburse the above-mentioned Project costs not later than the later of eighteen months after the capital expenditures are paid or eighteen months after the property is placed in service, but in no event more than three(3) years after the original expenditure is paid. Section 6. That this Resolution be maintained by the City Clerk in an Official Intent File maintained in the office of the Clerk and available at all times for public inspection, subject to such revisions as may be necessary. Passed and Approved this 16th day of July , 2024. iZar_ May ATTEST: -194)-L.CLQ City Clerk - 3 - Certificate State of Iowa ) ) SS County of Johnson ) I, the undersigned City Clerk of the City of Iowa City, State of Iowa, do hereby certify that attached is a true and complete copy of the portion of the records of the City showing proceedings of the Council, and the same is a true and complete copy of the action taken by the Council with respect to the matter at the meeting held on the date indicated in the attachment, which proceedings remain in full force and effect, and have not been amended or rescinded in any way; that meeting and all action thereat was duly and publicly held in accordance with a notice of meeting and tentative agenda, a copy of which was timely served on each member of the Council and posted on a bulletin board or other prominent place easily accessible to the public and clearly designated for that purpose at the principal office of the Council pursuant to the local rules of the Council and the provisions of Chapter 21, Code of Iowa, upon reasonable advance notice to the public and media at least twenty-four hours prior to the commencement of the meeting as required by law and with members of the public present in attendance; I further certify that the individuals named therein were on the date thereof duly and lawfully possessed of their respective City offices as indicated therein, that no Council vacancy existed except as may be stated in the proceedings, and that no controversy or litigation is pending, prayed or threatened involving the incorporation, organization, existence or boundaries of the City or the right of the individuals named therein as officers to their respective positions. Witness my hand and the seal of the Council hereto affixed this 16th day of July , 2024. City lerk, City of Iowa City, State of Iowa (seal) 02337618\10981-000 Item Number: 6.c. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the 2024 Water Pavement Patching Project. Prepared By: Jason Havel - City Engineer Reviewed By: Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: $271,678.50 available in the Water Division Operating Budget, account#73730130. Staff Recommendation: Approval Attachments: Resolution Executive Summary: The 2024 Water Pavement Patching Project includes pavement repairs associated with water main breaks on various streets throughout Iowa City. The Project Manual was approved at the June 4, 2024 Council Meeting, and the engineer's estimated cost for construction was $320,000. Four (4) bids were submitted prior to the June 25, 2024, deadline: B.G. Brecke, Inc.: $271 ,678.50 Shekar Engineering: $313,130.00 All American Concrete: $318,004.00 Feldman Concrete: $395,000.00 B.G. Brecke, Inc. of Cedar Rapids, Iowa submitted the lowest responsive, responsible bid of $271,678.50. Staff recommends awarding the Contract for the 2024 Water Pavement Patching Project to B.G. Brecke, Inc. Background /Analysis: On average, there are approximately 60 water main breaks in Iowa City each year. Street and sidewalk pavement typically need to be replaced following water main repairs. With limited resources and the emergency nature of the pavement repairs, the City combines the pavement repairs at multiple main break sites into a single project to more efficiently address pavement damage resulting from water main breaks. As additional main breaks occur later this year, those sites will also be added to this project for repair. Project Timeline: Construction — July to November 2024 n, Co Prepared by:Marri VanDyke,Engineering Division,410 E.Washington St.,Iowa City,IA 52240(319)356-5044 Resolution No. 24-180 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the 2024 Water Pavement Patching Project. Whereas, B.G. Brecke, Inc. of Cedar Rapids, Iowa has submitted the lowest responsive, responsible bid of$271,678.50 for construction of the above-named project; and Whereas, funds for this project are available in the Water Divisions Operating Budget, account #73730130. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The contract for the construction of the above-named project is hereby awarded to B.G. Brecke, Inc., subject to the condition that awardee secure adequate performance and payment bond, insurance certificates, and contract compliance program statements. 2. The Mayor is hereby authorized to sign and the City Clerk to attest the contract for construction of the above-named project, subject to the condition that awardee secure adequate performance and payment bond, insurance certificates, and contract compliance program statements. 3. The City Engineer and City Manager are authorized to execute change orders according to the City's Purchasing Policy as they may become necessary in the construction of the above-named project. Passed and approved this 16th day of Jul , 2024 1„� May Approved by Attest : ', ,( -...Y �> .,,--- C.�,� G ,�-• City lerk City Attorn 's Office-07/11/2024 It was moved by Dunn and seconded by Moe the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Moe x Salih x Teague Item Number: 6.d. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution accepting the work for the Asphalt Resurfacing 2022 Project. Prepared By: Jason Havel - City Engineer Reviewed By: Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: None Staff Recommendation: Approval Attachments: Engineer's Report Resolution Executive Summary: The Asphalt Resurfacing 2022 Project has been completed by L.L. Pelling Company, Inc. of North Liberty, Iowa, in substantial accordance with the plans and specifications. The Engineer's Report and Performance and Payment bonds are on file with the City Clerk. Project Estimated Cost: $1 ,470,000.00 Project Bid Received: $1,482,925.50 Project Actual Cost: $1 ,665,467.70 Background /Analysis: This is a recurring maintenance project that concentrates on asphalt resurfacing and chip sealing of various streets throughout Iowa City. In addition to resurfacing, this project included storm intake repairs, repair of curb and gutter, and replacement of curb ramps to meet current ADA standards. The Asphalt Resurfacing 2022 Project included work at the following locations: Street Milling and 3-inch Asphalt Overlay Taylor Drive — Highway 6 to 2107 Taylor Drive Bancroft Drive — Tracy Lane to 2119 Bancroft Drive Crosby Lane — Sycamore Street to Bancroft Drive Rundell Street— Sheridan Avenue to Jackson Avenue Lower Muscatine Road — South 1st Avenue to Fairmeadows Boulevard Bloomington Street— Governor Street to Dodge Street Chip Seal: Taft Avenue — Herbert Hoover Highway to American Legion Road Sycamore Street— Gilbert Street to Lehman Avenue Taft Speedway — N Dubuque Street to 305 Taft Speedway N Dubuque — Bristol Street to North Dodge Street Soccer Park Road — Napoleon Street to Iowa City Treatment Plant Road Maier Avenue — Rohret Road to 3951 Maier Avenue t i CITY OF IOWA CITY UNESCO CITY OF LITERATURE ENGINEER'S REPORT 410 East Washington Street Iowa City, Iowa 52240-1826 319-356-5000 www.1cgov.org j July 9, 2024 City Clerk Iowa City, Iowa RE: 2022 Asphalt Resurfacing Project Dear City Clerk: I hereby certify that the 2022 Asphalt Resurfacing Project has been completed by L.L. Pelling Company, Inc., of North Liberty, Iowa, in substantial accordance with the plans and specifications prepared by the City of Iowa City Engineering Division. The project was bid as a unit price contract and the final contract price is $1,665,467.70. There were three (3) change orders for the project as described below: i 01 Sanitary sewer improvements $90,798.00 02 Fire hydrant extension, rock shoulder added $9,096.18 03 ADA intake adjustment $3,000.00 I recommend that the above-referenced improvements be accepted by the City of Iowa City. Sincerely, Ja�vel, P.E. City Engineer I Prepared by: Marri VanDyke,Engineering Division,Public Works,410 E.Washington St.,Iowa City, IA 52240(319)356-5044 Resolution No. 24-181 Resolution accepting the work for the Asphalt Resurfacing 2022 Project Whereas, the Engineering Division has recommended that the work for construction of the Asphalt Resurfacing 2022 Project, as included in a contract between the City of Iowa City and L.L. Polling Company, Inc. of Iowa City, Iowa, dated May 19, 2022, be accepted; and Whereas, the Engineer's Report and the performance, payment and maintenance bond have been filed in the City Clerk's office; and Whereas, funds for this project are available in the Annual Pavement Rehabilitation account #S3824; and Whereas, the final contract price is $1,665,467.70. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa. Passed and approved this 16th day of July , 2024 Approved by Attest: 1' City Clerk > City Attorne s Office—07/11/2024 It was moved by Dunn and seconded by Moe the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Moe x Salih x Teague Item Number: 6.e. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution accepting the work for the Asphalt Resurfacing 2023 Project. Prepared By: Jason Havel - City Engineer Reviewed By: Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: None Staff Recommendation: Approval Attachments: Engineer's Report Resolution Executive Summary: The project has been completed by L.L. Pelling Company, Inc. of North Liberty, Iowa, in substantial accordance with the plans and specifications. The Engineer's Report and Performance and Payment bonds are on file with the City Clerk. Project Estimated Cost: $ 600,000.00 Project Bid Received: $ 616,278.55 Project Actual Cost: $ 623,878.92 Background /Analysis: This is a recurring maintenance project that concentrates on asphalt resurfacing and chip sealing of various streets throughout Iowa City. In addition to resurfacing, this project included storm intake repairs, repair of curb and gutter, and replacement of curb ramps to meet current ADA standards. The Asphalt Resurfacing 2023 Project included work at the following locations: Asphalt Resurtacinq� • Court Street— Elmira Street to Berkeley Lane • Gilbert Street— at the railroad crossing between Southgate Ave and Cherry Ave Chip Seal: • Taft Avenue — Herbert Hoover Highway to American Legion Road i CITY OF IOWA CITY UNESCO CITY OF LITERATURE 410 East Washington Street ENGINEER'S REPORT Iowa City, Iowa 52240-1826 319-356-5000 www.icgov.org July 16, 2024 I City Clerk Iowa City, Iowa RE: 2023 Asphalt Resurfacing Project Dear City Clerk: I hereby certify that the 2023 Asphalt Resurfacing Project has been completed by L.L. Palling Company, Inc., of North Liberty, Iowa, in substantial accordance with the plans and specifications prepared by the City of Iowa City Engineering Division. The project was bid as a unit price contract and the final contract price is $623,878.92. There was one (1) change order for the project as described below: 01 Erosion stone and addition of Transit Facility paving $6,682.40 1 recommend that the above-referenced improvements be accepted by the City of Iowa City. Sincerely, Jason Havel, P.E. City Engineer Le.ei • Prepared by: Marri VanDyke,Engineering Division,Public Works,410 E.Washington St.,Iowa City, IA 52240(319)356-5044 Resolution No. 24-182 Resolution accepting the work for the Asphalt Resurfacing 2023 Project Whereas, the Engineering Division has recommended that the work for construction of the Asphalt Resurfacing 2023 Project, as included in a contract between the City of Iowa City and L.L. Pelling Company, Inc. of Iowa City, Iowa, dated May 16, 2023, be accepted; and Whereas, the Engineer's Report and the performance, payment and maintenance bond have been filed in the City Clerk's office; and Whereas, funds for this project are available in the Annual Pavement Rehabilitation account #S3824; and Whereas, the final contract price is $623,878.92. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa. Passed and approved this 16th day of July , 2024 Ma Approved by Attest: . ) City lerk City Attorn 's Office—07/11/2024 It was moved by Dunn and seconded by Moe the Resolution be adopted, and upon roll call there were: • Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Moe x Salih x Teague Item Number: 6.f. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution accepting the work for the CDBG ADA Curb Ramp 2023 Project. Prepared By: Ethan Yoder - Civil Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: None Staff Recommendation: Approval Attachments: Engineer's Report Resolution Executive Summary: Work on the project was recently completed by Feldman Concrete of Dyersville, Iowa, in substantial accordance with the plans and specifications. The Engineer's Report and Performance and Payment bonds are on file with the City Clerk. Project Estimated Cost: $140,000.00 Project Bid Received: $137,408.00 Project Actual Cost: $120,424.86 Background /Analysis: The locations for the CDBG ADA Curb Ramp 2023 Project were Broadway Street at Cross Park Avenue, Apple Court at Sandusky Drive, Hollywood Blvd at Delwood Drive (East), Tracy Lane at Davis Street, and Sandusky Drive at Bancroft Drive I � r �rmirn�_ CITY OF IOWA CITY UNESCO CITY OF LITERATURE I 410 East Washington Street Iowa City, Iowa 52240-1826 319-356-5000 www.1cgov.org ENGINEER'S REPORT July 9, 2024 Re: CDBG ADA Curb Ramp 2023 Project I i Dear City Clerk: I hereby certify that the CDBG ADA Curb Ramp 2023 Project has been completed by Feldman Concrete of Dyersville, Iowa, in substantial accordance with the plans and specifications prepared by the City of Iowa City Engineering Division. The project was bid as a unit price contract and the final contract price is $120,424.86. There was a total of one (1) change order for the project: • Additional curb on back of sidewalk $1,240.00 I recommend that the above-referenced improvements be accepted by the City of Iowa City. Sincerely, Jason Havel, 11- City ECity Engineer Prepared by: Ethan Yoder,Engineering Division,Public Works,410 E.Washington St., Iowa City,IA 52240(319)356-5145 Resolution No. 24-183 Resolution accepting the work for the CDBG ADA Curb Ramp 2023 Project Whereas, the Engineering Division has recommended that the work for construction of the CDBG ADA Curb Ramp 2023 Project, as included in a contract between the City of Iowa City and Feldman Concrete of Dyersville, Iowa, dated September 12, 2023, be accepted; and Whereas, the Engineer's Report and the performance, payment and maintenance bond have been filed in the City Clerk's office; and Whereas, funds for this project are available in the Curb Ramps-ADA account#S3822; and Whereas, the final contract price is $120,424.86. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa. Passed and approved this - 16th day of July , 20 24 Ma Yvt) -'41)4-k"‘ Approved by Attest: City Clerk City Attorney' Office (Sue Dulek—07/11/2024) It was moved by Dunn and seconded by Moe the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: X Alter X Bergus x Dunn X Harmsen X Moe x Salih x Teague Item Number: 6.g. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution accepting the work for the 2023 Traffic Calming Project. Prepared By: Ethan Yoder — Civil Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: None Staff Recommendation: Approval Attachments: Engineer's Report Resolution Executive Summary: Work on the project was recently completed by LL Pelling Company, Inc. of North Liberty, Iowa, in substantial accordance with the plans and specifications. The Engineer's Report and Performance and Payment bonds are on file with the City Engineer. Project Estimated Cost: $39,000.00 Project Bid Received: $39,472.05 Project Actual Cost: $47,764.1 Background /Analysis: The project included the installation of speed humps on Lake Shore Drive and Dover Street based on Iowa City's Traffic Calming program. � r CITY OF IOWA CITY UNESCO CITY OF LITERATURE 410 East Washington Street j Iowa City, Iowa S2240-1826 319-3S6-5000 www.icgov.org I ENGINEER'S REPORT July 9, 2024 Re: 2023 Traffic Calming Project i i Dear City Clerk: I hereby certify that the 2023 Traffic Calming Project has been completed by LL Pelling Company, Inc. of North Liberty, Iowa, in substantial accordance with the plans and specifications prepared by the City of Iowa City Engineering Division. The project was bid as a unit price contract and the final contract price is $47,764.11. . There were no change or extra work orders for the project. I recommend that the above-referenced improvements be accepted by the City of Iowa City. Sincerely, Jason Havel, PE City Engineer _j Prepared by: Ethan Yoder,Engineering Division,Public Works,410 E.Washington St., Iowa City, IA 52240(319)356-5145 Resolution No. 24-184 Resolution accepting the work for the 2023 Traffic Calming Project Whereas, the Engineering Division has recommended that the work for construction of the 2023 Traffic Calming Project, as included in a contract between the City of Iowa City and LL Pelling Company, Inc. of North Liberty, Iowa, dated April 14, 2023, be accepted; and Whereas, the Engineer's Report and the performance, payment and maintenance bond have been filed in the City Engineer's office; and Whereas, funds for this project are available in the Traffic Calming account#S3816; and Whereas, the final contract price is $47,764.11. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa. Passed and approved this 16th day of July , 20 24 M 4 Approved by r� Attest: -P .0 St- �-tc _ G ���_e City C erk City Attorney' Office-07/11/2024 It was moved by Dunn and seconded by Moe the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter X Bergus x Dunn N. Harmsen x Moe x Salih x Teague Item Number: 6.11h. CITY OF OF IOWA CITY � fil COUNCIL ACTION REPORT July 16, 2024 Resolution accepting the work for the 2023 Water Pavement Patching Project. Prepared By: Jason Havel - City Engineer Reviewed By: Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: None Staff Recommendation: Approval Attachments: Engineer's Report Resolution Executive Summary: The 2023 Water Pavement Patching Project has been completed by Bockenstedt Excavating, Inc., of Iowa City, Iowa, in substantial accordance with the plans and specifications. The Engineer's Report and Performance and Payment bonds are on file with the City Clerk. Project Estimated Cost: $215,000.00 Project Bid Received: $178,843.75 Project Actual Cost: $516,339.67 Background /Analysis: Each year there are an average of 60 water main breaks within the City, and street or sidewalk pavement typically needs to be removed and replaced in order to repair the water main. With limited resources and the emergency nature of the pavement repairs, the City combined the pavement repairs at multiple main break sites into a single project to more efficiently address pavement damage resulting from water main breaks. The original contract included pavement repairs at 14 locations with the intention of adding new locations by change order as new water main breaks occurred. The original locations were: 78 Phyllis PI 2113 Miami Drive 201 Ferson Avenue 3230 Lake Forest Avenue 2117 Hollywood Boulevard 250 Lexington Avenue 3316 Tulane Avenue 2220 H Street 313 Blackhawk Street 232 Amhurst Street 920 Deforest Avenue 21 Camborne Circle 228 Marseilles Street 2263 Riverside Drive Forty-one (41) locations were added to the project for a total of 55 locations that received repairs. The added locations were: 32 Post Road 1455 S 1st Avenue 202 E Bloomington Street 522 E Bloomington Street 2619 Hickory Trail 232 E Bloomington Street 914 Wylde Green Road 2830 Eastwood Drive 320 Benton Street 947 Weeber Street 14 Warwick Circle 365 Ellis Avenue 2017 Hollywood Boulevard 269 Charles Street 614 Seymour Avenue 345 Dubuque Street 320 E Benton Street 841 Normandy Drive 1940 Lower Muscatine Road 718 Wheaton Road 1428 Buresh Avenue 16 N 7th Avenue 726 Iowa Avenue 2674 Concord Circle 225 S 7th Avenue 921 Webster Street 532 N Center Street 1209 Seymour Avenue 1311 2nd Avenue 1021 Gilbert Court 308 Cannes Street 1829 F Street 2252 Cae Drive 425 Lee Street 2407 Crestview Avenue 511 S Capitol Street 511 Upland Avenue 12946 Creighton Street 11014 Penkridge Drive � r 1 CITY OF IOWA CITY UNESCO CITY OF LITERATURE ENGINEER'S REPORT 410 East Washington Street Iowa City, Iowa 52240-1826 July 9, 2024 319-356-5000 1 www.icgov.org City Clerk Iowa City, Iowa RE: 2023 Water Pavement Patching Project Dear City Clerk: I hereby certify that the 2023 Water Pavement Patching Project has been completed by Bockenstedt Excavating, Inc., of Iowa City, Iowa, in substantial accordance with the plans and specifications prepared by the City of Iowa City Engineering Division. The project was bid as a unit price contract and the final contract price is $516,339.67. There were two (2) change orders for the project as described below: 01 Sanitary sewer items and quantity adjustments for added $151,274.09 main break locations. 02 Storm sewer items and quantity adjustments for added $204,386.83 main break locations I recommend that the above-referenced improvements be accepted by the City of Iowa City. Sincerely, Jason Havel, P.E. City Engineer Ze Prepared by: Marri VanDyke, Engineering Division,Public Works,410 E.Washington St., Iowa City,IA 52240(319)356-5044 Resolution No. 24-1 85 Resolution accepting the work for the 2023 Water Pavement Patching Project Whereas, the Engineering Division has recommended that the work for construction of the 2023 Water Pavement Patching Project, as included in a contract between the City of Iowa City and Bockenstedt Excavating, Inc. of Iowa City, Iowa, dated June 8, 2023, be accepted; and Whereas, the Engineer's Report and the performance, payment and maintenance bond have been filed in the City Clerk's office; and Whereas, funds for this project are available in the Water Divisions Operating Budget account #73730130; and Whereas, the final contract price is $516,339.67 Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa. Passed and approved this 16th day of July , 2024 1 — M r Approved by • Attest: t ` p City Clerk City Attorne s ice—07/11/2024 It was moved by Dunn and seconded by Moe _ the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Moe x Salih x Teague Item Number: 6.i. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution accepting the work for the Iowa City Senior Center Exterior Building Envelope Preservation, Restoration and Rehabilitation Project. Prepared By: Ben Clark - Senior Engineer Reviewed By: LaTasha DeLoach - Senior Center Coordinator Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: None Staff Recommendation: Approval Attachments: Engineer's Report Resolution Executive Summary: The Iowa City Senior Center Exterior Building Envelope Preservation, Restoration and Rehabilitation Project was completed by TNT Tuckpointing & Building Restoration, L.L.C. of Stockton, Iowa, in substantial accordance with the plans and specifications prepared by The Franks Design Group, PC, of Glenwood, Iowa. The Engineer's Report and Performance and Payment bonds are on file with the City Clerk. Project Estimated Cost: $1 .910,000.00 Project Bid Received: $1 ,187,513.00 Project Actual Cost: $1 ,276,078.69 There were two (2) change orders, which included additional stone balusters, additional limestone pieces at lower pier areas, upgraded epoxy anchoring system, modified CMU backup details at deeper parapet pier segments, and replacement of existing stucco panels with limestone panels. Background /Analysis: The Iowa City Senior Center (ICSC) is located in a historic building at the corner of Linn Street and Washington Street in downtown Iowa City. It provides programming to support wellness, social connections, community engagement and lifelong learning for a diverse and growing older adult population. The building structure was originally constructed as a post office in 1904 and expanded in 1931 . It remained the City's central post office until 1975 when, after two-years of vacancy, it was purchased by the City and renovated for its current use. The structure has been on the National Register of Historic Places since 1979. An assessment of the building's exterior was conducted as part of the Senior Center Assessment and Master Plan, dated March 2, 2022 which generally identified several areas in need of exterior restoration and rehabilitation; additionally, a more specific Project Scoping Report was conducted and completed in December 21, 2022, which reviewed specific infrastructure repairs and provided budgetary cost estimates. The work has been divided into two distinct projects for financing purposes. This project, the first of two, includes exterior limestone repair and restoration, dismantling and reconstruction of existing parapet piers and parapet balustrades, and repair and termination of existing roofing system. The second project will include removal and replacement of existing windows, removal and replacement of existing exterior doors, repair and restoration of historic wood elements at monumental window openings and historic entry doorways, exterior painting. The work on the second project is anticipated to occur during the 2025 construction season. � r 1 ENGINEER'S REPORT CITY OF IOWA CITY UNESCO CITY OF LITERATURE July 9, 2024 410 East Washington Street City Clerk Iowa City, Iowa 52240-1826 Iowa City, Iowa 319-356-5000 ( www.icgov.org Re: Iowa City Senior Center Exterior Building Envelope Preservation, Restoration and Rehabilitation Project Dear City Clerk: I hereby certify that the Iowa City Senior Center Exterior Building Envelope Preservation, Restoration and Rehabilitation Project was completed by TNT Tuckpointing & Building Restoration, L.L.C. of Stockton, Iowa, in substantial accordance with the plans and specifications prepared by The Franks Design Group, PC, of Glenwood, Iowa. The project was bid as a unit price contract and the final contract price is $1,276,078.69. There was a total of two (2) change or extra work orders for the project as follows: 1. Increased quantity of new baluster elements, upgraded epoxy anchoring system, and additional CMU anchoring at deeper parapet pier segment $27,246.20 2. Additional limestone pieces at lower pier areas adjacent to the balusters in the parapet area, replacement of stucco panels with limestone at grade $61,319.49 Total $88,565.69 1 recommend that the above-referenced improvements be accepted by the City of Iowa City. Sincerely, J� ly�_ avel, PE City Engineer (•3 Q Prepared by:Ben Clark,Engineering Division,Public Works,410 E.Washington St.,Iowa City, IA 52240(319)356-5436 Resolution No. 24-186 Resolution accepting the work for the Iowa City Senior Center Exterior Building Envelope Preservation, Restoration and Rehabilitation Project Whereas, the Engineering Division has recommended that the work for construction of the Iowa City Senior Center Exterior Building Envelope Preservation, Restoration and Rehabilitation Project, as included in a contract between the City of Iowa City and TNT Tuckpointing & Building Restoration, L.L.C. of Stockton, Iowa, dated December 15Th, 2023, be accepted; and Whereas, the Engineer's Report and the performance, payment and maintenance bond have been filed in the City Clerk's office; and Whereas, funds for this project are available in the Senior Center Facility Exterior Improvements account#K1001; and Whereas, the final contract price is $1,276,078.69. Now, therefore, be it resolved by the City Council of the City of. Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa. Passed and approved this 16th day of July , 2024 May Approved by • Attest: City Jerk City Attorne s Office—07/11/2024 It was moved by Dunn and seconded by Moe the Resolution be adopted, and upon roll call there were: • Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Moe x Salih x Teague Item Number: 6.j. CITY OF IOWA CITY k � COUNCIL ACTION REPORT July 16, 2024 Resolution accepting the work for the Influent Rake and Screen Replacement Project. Prepared By: Ben Clark - Senior Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: None Staff Recommendation: Approval Attachments: Engineer's Report Resolution Executive Summary: The Influent Rake and Screen Replacement Project was completed by Woodruff Construction, LLC of Tiffin, Iowa, in substantial accordance with the plans and specifications prepared by Stanley Consultants Inc., of Muscatine, Iowa. The Engineer's Report and Performance and Payment bonds are on file with the City Clerk. Project Estimated Cost: $1 ,800,000.00 Project Bid Received: $1,633,000.00 Project Actual Cost: $1 ,737,072.41 Background /Analysis: This project replaced two (2) rake and screen assemblies that catch large debris at the head of the treatment process. They had been in continual operation since being installed in the late 1990's and were at the end of their useful life. This equipment prevents blockages and excessive wear on downstream pumps and grinders and is critical for the operation of the treatment facility. Operational efficiency improvements included the addition of washing presses and a conveyance system to a new screenings storage building addition; replacing influent channel slide plates with slide gates; and adding a new dewatering station and associated pavement for septic haulers that transport high grit (car wash) loads. � r ENGINEER'S REPORT CITY OF IOWA CITY UNESCO CITY OF LITERATURE July 9, 2024 410 East Washington Street City Clerk Iowa City, Iowa 52240-1826 Iowa City, Iowa 319-356-5000 1 www.icgov.org Re: Influent Rake and Screen Replacement Project Dear City Clerk: I hereby certify that the Influent Rake and Screen Replacement Project was completed by Woodruff Construction, LLC of Tiffin, Iowa, in substantial accordance with the plans and specifications prepared by Stanley Consultants Inc., of Muscatine, Iowa. The project was bid as a unit price contract and the final contract price is $1,737,072.41. There was a total of nine (9) change or extra work orders for the project as follows: 1. Modifications to the building roof hatches..................................................... $21,580.79 2. Additional 4" effluent water piping................................................................... $8,927.67 3. Additional 6" x 6" effluent water tee................................................................ $3,539.20 4. Revised septage station electric circuits, transformer, and panel.................. $27,340.53 5. Additional slab replacement at Door L105...................................................... $1,778.75 6. Additional paving at septage receiving station................................................ $3,755.37 7. Revisions to screen discharge piping alignments ......................................... $31,516.10 8. Relocation of east press Local Control Panel................................................. $1,580.00 9. Revisions to Yard Hydrant types and locations............................................... $4,054.00 Total................................................................................................................. $104,072.41 1 recommend that the above-referenced improvements be accepted by the City of Iowa City. Sincerely, Jas�el, PE City Engineer V fi t Prepared by:Ben Clark,Engineering Division, Public Works,410 E.Washington St.,Iowa City, IA 52240(319)356-5436 Resolution No. 24-187 Resolution accepting the work for the Influent Rake and Screen Replacement Project Whereas, the Engineering Division has recommended that the work for construction of the Influent Rake and Screen Replacement Project, as included in a contract between the City of Iowa City and Woodruff Construction, LLC of Tiffin, Iowa, dated January 27th, 2022, be accepted; and Whereas, the Engineer's Report and the performance, payment and maintenance bond have been filed in the City Clerk's office; and Whereas, funds for this project are available in the Influent Rake and Screen Replacement account#V3153; and Whereas, the final contract price is $1,737,072.41. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa. Passed and approved this 16th _day of July , 20 24 Approved by Attest: () G ' City Clerk City Attor ey's Office—07/11/2024 It was moved by Dunn and seconded by Moe the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Moe x Salih x Teague Item Number: 6.k. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution accepting the work for the Wastewater Roof Improvements Project. Prepared By: Ben Clark - Senior Engineer Reviewed By: Jason Havel - City Engineer Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: None Staff Recommendation: Approval Attachments: Engineer's Report Resolution Executive Summary: The Wastewater Roof Improvements Project was completed by Cedar Service Company of Cedar Rapids, Iowa, in substantial accordance with the plans and specifications prepared by Terracon Consultants, Inc., of Des Moines, Iowa. The Engineer's Report and Performance and Payment bonds are on file with the City Clerk. Project Estimated Cost: $335,000.00 Project Bid Received: $258,180.00 Project Actual Cost: $282,430.00 There were four (4) change orders, which included roof drain repair and replacements, additional membrane repairs and patching, additional flashing repairs, and additional caulking of capstones and vertical joints. Background /Analysis: A multi-year roof management program was prepared in December 2022 to assist the Wastewater Division with maximizing the life of the roofing systems on all buildings at the Wastewater Treatment Facility and stormwater and sanitary lift stations throughout the city. This project included complete tear-off and roof replacements on the Gas Metering Building, Sludge Processing Building and South McCollister Pump Station. Additionally, miscellaneous repairs will be completed on the Influent Pump Station, Grit Dewatering Building, Blower Building, and Sludge Pump Building. � r 1 ENGINEER'S REPORT CITY OF IOWA CITY UNESCO CITY OF LITERATURE July 16, 2024 410 East Washington Street City Clerk Iowa City, Iowa 52240-1826 Iowa City, Iowa 319-356-5000 1 www.icgov.org Re: Wastewater Roof Improvements Project Dear City Clerk: I hereby certify that Wastewater Roof Improvements Project was completed by Cedar Service Company of Cedar Rapids, Iowa, in substantial accordance with the plans and specifications prepared by Terracon Consultants, Inc., of Des Moines, Iowa. The project was bid as a unit price contract and the final contract price is $282,430.00. There was a total of four(4) change or extra work orders for the project as follows: 1. Installation of two roof drain inserts on the Sludge Processing Building..........$1,461.00 2. Additional caulking of capstone joints and roof patches on the Administration Building and Maintenance Vehicle Storage Building ............... $8,947.00 3. Additional flashing, sealant, patches and roof drain repair on the West Digester Building ............................................................................................ $3,090.00 4. Additional flashing, roof and scupper repairs on the East Digester Building, Influent Pump Station and Sludge Pump Building.......................... $10,752.00 Total $24,250.00 1 recommend that the above-referenced improvements be accepted by the City of Iowa City. Sincerely, Jason Havel, PE City Engineer 1 Prepared by:Ben Clark,Engineering Division, Public Works,410 E.Washington St., Iowa City,IA 52240(319)356-5436 Resolution No. 24-188 Resolution accepting the work for the Wastewater Roof Improvements Project Whereas, the Engineering Division has recommended that the work for construction of the Wastewater Roof Improvements Project, as included in a contract between the City of Iowa City and Cedar Service Company of Cedar Rapids, Iowa, dated September 13th, 2023, be accepted; and Whereas, the Engineer's Report and the performance, payment and maintenance bond have been filed in the City Clerk's office; and Whereas, funds for this project are available in the available in the WWTP Roof Replacements account#V3170; and Whereas, the final contract price is $282,430.00. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that said improvements are hereby accepted by the City of Iowa City, Iowa. Passed and approved this 16th day of July , 2024 Approved by Attest: `' 1' U City Clerk City Attorn 's Office—07/11/2024 It was moved by Dunn and seconded by Moe the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Moe x Salih x Teague Item Number: 6.1. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution on Unclassified Salary Compensation for Fiscal Year 2025 for the City Manager, City Attorney and City Clerk. Prepared By: Kellie Grace, City Clerk Reviewed By: Eric Goers, City Attorney Fiscal Impact: No impact. Wages are approved in the annual operating budget. Staff Recommendation: No recommendation Commission Recommendations: N/A Attachments: Resolution Executive Summary: By contract each Council appointee's salary is automatically increased by the across the board (cost of living) adjustment provided to all other administrative/confidential employees, which is based on that provided to AFSCME employees. The increase on July 7, 2024 is 3.5%. The remaining changes made in this resolution are merit increases based on the appointee's annual performance evaluation by the Council. Prepared by: Kellie Grace, 410 E. Washington Street, Iowa City, IA 52240; 319-356-5041 Resolution No. 24-189 Resolution on Unclassified Salary Compensation for Fiscal Year 2025 for the City Manager, City Attorney, and City Clerk. Whereas, the City of Iowa City, Iowa, employs the City Manager, City Attorney and City Clerk subject solely to the action of the City Council, referred to as unclassified personnel; and Whereas, it is necessary to establish salary compensation for said unclassified personnel. Now, therefore be it resolved by the City Council of the City of Iowa City, Iowa, that the following positions shall receive as salaries the amounts set forth below, effective July 7, 2024: Salary: City Manager- $245,107.20 City Attorney- $187,595.20 City Clerk- $128,668.80 Passed and approved this 16th day of July , 2024. l a r _________/ Approved by Attest : 1. L,,._, � .e City erk City Attor y's Office-07/11/2024 It was moved by Dunn and seconded by Moe the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Moe X Salih X Teague Item Number: 6.m. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution approving the revised Deer Management Plan for Years 2024 to 2029, authorizing the City Manager to implement the plan, and rescinding Resolution No. 24-122. Prepared By: Kirk Lehmann, Assistant City Manager Reviewed By: Geoff Fruin, City Manager Fiscal Impact: N/A Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Resolution 2024-2029 Deer Management Plan - Final NRC Amended Executive Summary: The Iowa Natural Resource Commission (NRC) is authorized to approve deer management in urban areas, including regular and special hunts. In 2019, City Council adopted its most recent Deer Management Plan (Resolution No. 19-216) to allow for a combination of lethal and non-lethal dear management activities. On May 7, 2024, Council adopted an updated plan for the years 2024 to 2029, subject to NRC approval, which would allow the City to continue its non-lethal deer management activities and its annual bow hunt program over the next five years, in addition to at least one and possibly two professional sharpshoot events. On June 13, 2024, the NRC approved an amended plan that reduced sharpshooting to a single event that would be subject to future NRC approval in April 2026 after at least two additional years of data collection. The revised deer management plan attached to the resolution is consistent with the NRC's approval and allows the City to continue its non-lethal deer management activities and its annual bow hunt program over the next five years, in addition to a possible professional sharpshoot event subject to NRC approval in April 2026. Background /Analysis: The City has worked cooperatively with the State of Iowa over the last five years to follow the 2019-2024 Deer Management Plan and looks forward to additional collaboration over the next five years. Upon approval by the City Council, staff will begin implementation of the revised deer management plan through 2029, including preparation for the 2024 to 2025 urban bow hunt and collection of additional information requested by the NRC for April 2026. try 0 Prepared by:Kirk Lehmann,Assistant City Manager,410 E.Washington St.,Iowa City,IA 52240,(319)356-5014 Resolution No. 24-194 Resolution approving the revised Deer Management Plan for Years 2024 to 2029, authorizing the City Manager to implement the plan, and rescinding Resolution No. 24-122. Whereas, the Iowa Natural Resource Commission is authorized to approve deer management in urban areas; and Whereas, the Iowa Natural Resource Commission previously requested that the City adopt a deer management plan which had a planning horizon of five years); and Whereas, City Council adopted a Deer Management Plan for the Years 2024 to 2029 on May 7, 2024 in Resolution 24-122 and authorized submittal to the Iowa National Resource Commission; and Whereas, the Iowa Natural Resource Commission approved the City's plan with amendments; and Whereas, the attached Deer Management Plan for the Years 2024 to 2029 has been revised to be consistent with the amended plan as approved by the Iowa Natural Resource Commission; and Whereas, the revised plan will help manage the City manage its deer population over the next five years with a continuation of five years of non-lethal activities and bow hunting, in addition to the possibility of at least one year of sharpshooting; and Whereas, the City Manager should be authorized to enter into agreements as needed to implement the attached plan; and Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The attached Deer Management Plan for the Years 2024 to 2029 is approved. 2. Resolution No. 24-122 is rescinded. 3. The City Manager is authorized to submit reports to the Iowa Natural Resource Commission and seek approval for future sharpshooting events as specified in the attached plan. 4. The City Manager is authorized to execute, terminate, or amend agreements as needed to implement the attached plan. Passed and approved this 16th day of July , 2024 • MayEviditira_____ J2-0.--53-^-9--- Approved by Attest: \) '' L,..(J 11� (c-Lc City Clerk City Attorn 's Office (Sue Dulek—07/08/2024) Resolution No. _ 24-194 Page 2 It was moved by Alter and seconded by Moe the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen x Moe x Salih x Teague IOWA CITY DEER MANAGEMENT PLAN FOR THE YEARS 2024 TO 2029 (Approved by City Council in Resolution No. 24- 194 on July 16, 2024 The City of Iowa City reinstated its deer management program in 2019 with the adoption of a Deer Management Plan for the Years 2019 to 2024. That plan was developed utilizing local public input and in collaboration with the Iowa Department of Natural Resources (DNR). To learn more about the City's deer management program and its history, visit www.icqov.orq/deer. With the upcoming expiration of that plan, the City adopts the following Deer Management Plan for the Years 2024 to 2029. This plan incorporates additional public input and DNR feedback collected throughout the 2019 to 2024 plan period. An essential component to this plan is the ongoing use of non-lethal deer management strategies. However, the City also requests that the NRC approve an urban deer management zone during the fall and winter months of 2024 to 2029 pursuant to 571 Iowa Administrative Code 105.5. The urban deer management zone will allow for urban bow hunting each year of the plan, in addition to the possibility of a professional special harvest, i.e., sharpshooting. The final component of this plan provides for regular reporting and evaluation of the City's deer management program. I. Non-Lethal Deer Management Strategies Iowa City will continue to implement a range of non-lethal strategies to help manage the deer population. These activities are based on best practices and successful non-lethal interventions in other jurisdictions. Efforts shall include: 1. Using deermanagement(cr�iowa-city.orq as a primary email point of contact to accept complaints and suggestions regarding deer management efforts. 2. Maintaining the public webpage at www.icqov.orq/deer to publish informational materials, post all plans and reports, and provide links to resources on deer management such as Iowa State University Extension, Iowa Department of Natural Resources, and the U.S. Humane Society. Informational materials may include but is not limited to the following: a. Information on deer-proof fences for gardens and other landscaping material; b. Information on deer feeding patterns, deer-resistant perennials, netting, "scare based" devices, repellants, and decoy plants; c. Information on vegetative barriers that can discourage the trespassing of deer (such as hedges and thorny bushes); and d. Educational information for drivers to help prevent deer-vehicle collisions. 3. Continuing efforts by the City to coordinate deer management activities and assist with the dissemination of information, such as using mailed utility bill inserts for deer-related education. 4. Maintaining the Iowa City Code provision that prohibits the intentional feeding of deer and enforcing when appropriate. 5. Providing maps showing deer vehicle accidents so residents know where to be alert to the presence of deer and where and when drivers are more likely to encounter deer. 6. Continuing to promote the planting of species which are less likely to be browsed by deer and to avoid planting species which would attract deer in City rights of way. 7. Continuing to consider vehicular safety when designing roadways and streetscapes by incorporating measures that aim to limit collisions, including deer-vehicle collisions, such as reducing speed limits in high deer traffic areas. 8. Considering expansion of natural areas in the community that may also serve as safe environments for wildlife. 9. Continuing to consider development of partnerships that assist in implementing the plan including Iowa City Master Naturalists, Project GREEN, Iowa City Gardeners Facebook group, Iowa City Deer Friends, local landscaping companies, local fence companies, the University of Iowa, and others. II. Urban Bow Hunting With NRC approval of its urban deer management zone, the City shall continue to hold an annual urban bow hunt during the fall/winters of 2024 to 2029. Throughout the duration of this plan, the City will actively work to expand on the number of properties, both private and public, that are available for eligible hunters wishing to participate in the urban bow hunting program. These hunts shall be conducted under the following conditions: 1. A request for an urban deer bow hunt shall be submitted to the NRC by May of the years 2024 to 2029 for the following fall/winters. 2. The duration of the bow hunt shall be a minimum of 60 days. 3. The parameters of the bow hunt shall be reviewed annually and shall be posted to the City's website at least 30 days prior to the beginning of the hunting season. The City will explore expanded partnerships with local businesses, hunting and wildlife organizations, and existing urban bow hunt participants with a goal of expanding safe, hunting opportunities and growing the overall number of program participants in the community. III. Special Harvest (Sharpshooting) With NRC approval of its urban deer management zone, the City may conduct at least one professional special harvest, i.e., sharpshooting, no earlier than September 2026, subject to approval by the Iowa Natural Resources Commission (NRC). A special harvest event shall be conducted under the following conditions: 1. The City may request a special harvest from the NRC at their meeting in April 2026. As part of this request, the City shall provide data on why the special harvest is necessary and on the City's bow hunting program, including efforts made by the City to attract the participation of additional bow hunters. 2. The deer management area is defined as all public and private land within the corporate limits as designated by the City Council. Property owners must provide explicit permission for use of land. 3. The target of the special harvest is to reduce the number of deer to a density of less than 25 deer per square mile. 4. Deer sharpshooting activities shall occur during at least one of the fall/winter hunting seasons and may occur on two separate occasions within that season. 5. The special harvest will be conducted solely by professional wildlife biologists trained as sharpshooters. 6. Bait may be used to attract deer to select sharpshooting locations. All baiting will be discontinued immediately, and all remaining bait shall be removed if a Chronic Wasting Disease (CWD) positive test result is confirmed. If no CWD positive test result is confirmed, all bait will be removed at the end of the sharpshooting effort. 7. Deer carcasses will be individually identified (i.e., tagged) and transported whole (i.e., not field dressed)to a locker. All deer ages 1 year and older will be frozen and tested for CWD and held in individual containers until CWD test results are known. The City will enter into a contract with the DNR for CWD testing and all costs will be borne by the City. The contract will contain further testing details. 8. After receiving a "not detected" CWD test result, all deer meat will be distributed free of charge at local food banks. If there is a positive CWD test, the carcass will be properly disposed of in accordance with State regulation and DNR guidance. 9. All antlers will be sawed off above the pedicle and turned over to the DNR. The locker will keep the hides. IV. Monitoring and Evaluation Monitoring and evaluating the City's deer management efforts shall occur on a continuing basis and shall include: 1. Conducting an annual aerial survey if conditions allow in conjunction with the DNR to determine the density level of deer per acre and providing the result to the NRC. 2. Exploring alternative methods of survey in collaboration with the DNR to provide additional data points regarding trends in the deer population. 3. Monitoring trends over time and providing a publicly accessible annual report to City Council and the NRC which will contain an evaluation of the following: a. An estimate of the minimal number of deer and their distribution based on winter helicopter aerial deer surveys through the DNR, if available; b. An estimate of deer abundance based on the total deer harvest, including the number of licenses sold and percent harvest success; and c. The number of deer/vehicle collisions and property damage complaints. 4. Completing an annual staff review of this deer management plan and generally evaluating the success of the City's deer management program. 5. Completing a staff review of whether a target deer density of less than 25 deer per square mile remains appropriate. 6. Regularly soliciting input from members of the public regarding the City's deer management efforts, including this plan. 7. Providing an annual update to City Council and the public on deer management efforts and allowing members of the public to directly address City Council. Item Number: 6.n. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution authorizing the correct total purchase price for one (1) loader mounted snowblower. Prepared By: Dan Striegel — Equipment Superintendent Reviewed By: Ron Knoche - Public Works Director Geoff Fruin - City Manager Fiscal Impact: None Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Resolution Executive Summary: This item corrects the total purchase price of the loader mounted snowblower to $229,620.00 Background /Analysis: After the purchase of one loader mounted snowblower was approved at the June 18, 2024 Council Meeting, it was discovered the total purchase price was incorrect. The correct total purchase price is $229,620.00 Prepared by: Dan Striegel, Equipment Superintendent, 1200 S. Riverside Drive, Iowa City, IA 52246(319)356-5197 Resolution No. 24-190 Resolution authorizing the correct total purchase price for one (1) loader mounted snowblower. Whereas, the loader mounted snowblower in Streets Operations budgeted for replacement in fiscal year 2025 was approved by Resolution No. 24-160; and Whereas, the wrong total purchase price of the snowblower was included in the resolution; and Whereas, the correct total purchase price of the snowblower is $229,620.00; and Whereas,the amount exceeds the City Manager's spending authority of$200,000.00,thus requiring City Council approval; and Whereas, funds for this purchase are available in accounts 81710520 and 22710335; and Whereas, approval of this procurement is in the public interest; and Whereas, this resolution is to correct the total purchase price. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. Resolution No. 24-160 is hereby rescinded; and 2. The City Manager is authorized to take whatever steps are necessary to effectuate this purchase for a total purchase price of$229,620.00. Passed and approved this 16th day of July 2024. I Mayor Approved by Attest: � � � � e City City Attorney's 0 ice-07/11/2024 Resolution No. 24-190 Page 2 Moved by Dunn , seconded by Moe that the Resolution be adopted and upon roll call there were: AYES: NAYS: ABSENT: X Alter X Bergus X Dunn X Harmsen X Moe X Salih X Teague Item Number: 6.o. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution authorizing the procurement of water meters for Fiscal Year 2025. Prepared By: Ron Knoche, Public Works Director Reviewed By: Jonathan Durst, Water Superintendent Geoff Fruin, City Manager Fiscal Impact: $262,080.00; funds are available in 73730140-474330 Staff Recommendation: Approval Attachments: Resolution Executive Summary: The Water Division needs a more reliable supply of water meters to replace water meters that are reaching the end of the of the service life. Upon discussion with our supplier, it was recommended the Water Division place a bulk order of water meters which would allow for shipments to be more reliable on quantity and delivery. Approval of this resolution will allow for a bulk order of 1 ,008 water meters. Funding for this purchase is available in the Water Division Operating account 7370140 474330. Background /Analysis: To get a more reliable supply of meters, the water meter vendor, Ferguson Waterworks, recommended the Water Division place a bulk order for the FY25 water meter purchase. Typically, the Water Division has placed multiple orders throughout the Fiscal Year as the inventory decreases. By placing a bulk order, the vendor will be able to provide a reliable supply, price fixed to the FY24 unit cost of $260 per water meter, payment for only the water meters that are received, and lower administrative costs due it being one order. In 2005 and 2006, the Water Division completed a project to install radio read meters which replaced the manual read meter. The project reduced meter reading costs and improved billing. It is estimated the project replaced 6,000 meters. Water meters have a service life of 20 years. As expected, these water meters are reaching the end of life and the Water Division is seeing many water meters failing. As we approach 2025, the number of water meters needing to be replaced is trending up. We currently have about 400 meters in system in need of replacement and are generating on average about 200 new meter replacement work orders each month. The Water Division's increased demand for water meters coupled with a nationwide demand has caused Iowa City to fall behind in replacements. The bulk order will better position Iowa City in the future. Prepared by:Ronal R.Knoche,Public Works Department,410 East Washington Street,Iowa City,Iowa 52240(319)356-5138 Resolution No. 24-1 91 Resolution authorizing the procurement of water meters for Fiscal Year 2025. Whereas, the Water Division is in need of a more reliable supply of water meters from Neptune to replace water meters that are coming to the end of their service life; and Whereas, the Neptune water meters are only available from one supplier in the Midwest, Ferguson Waterworks of Dekalb, Illinois; and Whereas, Ferguson Waterworks has advised the City that placing a larger order will allow Ferguson to place standing orders with Neptune to allow for better scheduling of production; and Whereas, the Water Division has 400 water meters in the system that need replacement and on average an additional 200 water meters per month are being added to the replacement list; and Whereas, the Division would like to order 1,008 water meters of varying sizes; and Whereas, the contract was established via a Sole Source Procurement Request for the water meters; and Whereas, at the time the contract was written the cost of these water meters was $262,080.00; and Whereas, the City's Purchasing Policy requires City Council approval for contracts over$200,000; and Whereas, funds for this purchase are available in the Water Operating Budget Account #73730140-474330. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The proposed procurement as described is approved. 2. The City Manager is authorized to take whatever steps are necessary to effectuate the purchase including any amendments or renewals of said contract. Passed and approved this 16th day of July , 2024. ypitAIM Approved by Attest : " ; ` .i \�'�� k-C . City C erk City Attar y's Office-07/11/2024 Resolution No. 24-191 Page 2 It was moved by Dunn and seconded by _ Moe the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn x Harmsen Moe x Salih Teague Item Number: 6.p. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution approving Amendment to Subdivider's Agreement for the Melrose Commercial Park. Prepared By: Eric R. Goers, City Attorney Reviewed By: Geoff Fruin, City Manager Fiscal Impact: None Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Resolution Amendment Executive Summary: The Resolution approves an Amendment to the Subdivider's Agreement for the Melrose Commercial Park allowing the subdivision to be constructed in phases. Background /Analysis: City Public Works staff are satisfied that the Amendment will allow the subdivision infrastructure to be constructed in such a way as to track the development of the lots, while ensuring that no lot can have a building permit issued until the required infrastructure is installed. Prepared by: Eric Goers, City Attorney, 410 E.Washington St., Iowa City, IA 52240(319)356-5030 Resolution Number: 24-192 Resolution approving Amendment to Subdivider's Agreement for the Melrose Commercial Park. Whereas, the City and IWV Holdings, LLC ("Owner") previously entered into a Subdivider's Agreement for the Melrose Commercial Park ("Subdivision") on or about September 6, 2023; and Whereas, the Owner desires to develop the Subdivision in one or more phases, rather than install the required public improvements all at once; and Whereas, City staff is agreeable to the phasing plan proposed by the Owner, and has negotiated an Amendment to the Subdivider's Agreement with Owner, labeled "Amendment to Subdivider's Agreement for the Melrose Commercial Park" attached hereto; and Whereas, the Amendment includes, as Exhibit A, the plans approved by City staff; and Whereas, it is in the best interests of the City and Owner to approve said Amendment. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The attached Amendment to Subdivider's Agreement for the Melrose Commercial Park, executed by IWV Holdings, LLC, is approved by the City Council. 2. The Mayor is authorized and directed to execute the Amendment to Subdivider's Agreement for the Melrose Commercial Park attached hereto, and the City Clerk to attest the same. Passed and approved this 16th day of July 20 24 Attest: �' � �"1� � 1k.o.c'.% City Clerk Mayor Approved by: L . City Atto ey's Office— 07/10/2024 Resolution No. 24-192 Page 2 It was moved by Dunn and seconded by Moe the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: Alter x Bergus x Dunn x Harmsen x Moe x Salih x Teague THIS INSTRUMENT PREPARED BY/RETURN TO:Matthew Adam,Simmons,Perrine,Moyer Bergman,PLC, 1150 5`h St.Suite 170,Coralville,IA 52241;(319)896-6316 AMENDMENT TO SUBDIVIDER'S AGREEMENT MELROSE COMMERCIAL PARK IOWA CITY,JOHNSON COUNTY,IOWA THIS AMENDMENT TO SUBDIVIDER'S AGREEMENT made by and between the City of Iowa City, Iowa, a municipal corporation, hereinafter referred to as "City," and IWV HOLDINGS, LLC, an Iowa limited liability company., hereinafter collectively referred to as"Owner"or"Subdivider. WHEREAS,the City and Owner are parties to that certain Subdivider's Agreement for Melrose Commercial Park, Iowa City, Johnson County,Iowa (the"Subdivision") that was entered into on or about September 6,2023, and recorded with the Subdivision Documents in Book 6520,Page 955,records of the Johnson County, Iowa Recorder's Office(the"Subdivider's Agreement"). WHEREAS,the Owner desires to develop the Subdivision in one or more phases, rather than install the Public Improvements at once. WHEREAS,the parties desire to amend certain terms and conditions of the Subdivider's Agreement to reflect the fact that this Subdivision will now be developed in one or more separate phases. NOW,THEREFORE, in consideration of the mutual covenants and conditions contained herein, the receipt and sufficiency of which is hereby acknowledged,the parties hereby agree as follows: 1. Recitals. The Recitals set forth above are incorporated herein as if fully re-written. 2. Phased Development. Subdivider is authorized to develop the Subdivision in one or more phases. The first phase("Phase One"), will involve the development of Lot 5 and Lot 6. Subdivider shall install all public improvements set forth in the Phase One Construction Documents,which have been approved by the City Engineer, and are attached hereto under mark of Exhibit A and by this reference incorporated herein(the"Phase One Public Improvements"). No building permits for Lot 5 or Lot 6 shall be issued until all of the Phase One Public Improvements have been inspected and accepted by the City. At such time as the Phase One Public Improvements have been installed as required to the satisfaction of the City,the City will,upon request,promptly issue to Owner, for recording in the Office of the Johnson County Recorder, a good and sufficient release for Lot 5 and Lot 6 so that the Subdivider's Agreement will not constitute a cloud upon title to those Lots. The second phase of the development("Second Phase") shall require all remaining Improvements defined in the Subdivider's Agreement,unless the Subdivider Agreement is further amended. 3. Miscellaneous. Except as modified by this Amendment,the Subdivider's Agreement is hereby ratified and confirmed by all parties.This Amendment may be executed by counterparts,each of which shall be taken as an original,and all such counterparts shall constitute one and the same instrument. IWV HOLDINGS,LLC By: tthew Adam, Manager STATE OF IOWA ) )ss: COUNTY OF JOHNSON ) This instrument was acknowledged before me on this V day of�i u I y , 2024 by Matthew Adam,Manager of IWV Holdings,LLC,an Iowa limited liability company. cas41... 4444) '' JULIE AGNEW • „ . ��Commission Num 190142 ' My Commissionber Expires Notary Public in and for said State Owl [SIGNATURES CONTINUE ON FOLLOWING PAGE] CITY OF IOWA CITY,IOWA By: Bruce Teague,Mayor ATTEST: By: ►) LL , 4' 111) ellie Grace,City Clerk A oved by: City Attorney STATE OF IOWA ) )ss COUNTY OF JOHNSON ) This instrument acknowledged before me this 16 ,of July ,2024,by Bruce Teague and Kellie Grace,as the Mayor and City Clerk,r spectively, of the City of Iowa City Iowa. a14-MAL, ill 1 Notary Public in and for the State Iowa CONNIE UR "lit Commission NumberMCC 85Dy5110 * My Commission Expires ,0WP' April 04,2027 EXHIBIT O € ` r e o .a g m n aha � m © 5 � 0 Z D a i..�..i m �I P O QIP f `h8 J1 e 3 S sg If! n n nnnnn Ong n nv'nE8 IP alPsa$4 ccc�..�ccS $�0 38g 66 I1I}1I}IIrI __Ir1I__ asa,;m2oomnyyp s�� °'lkzy'zlq$yy a C� �I II � v i� � y5y I�ZAALt[tt[vvAAvO~1nyay � A rAtb�l X ` J RA � ee69e°.IIIM� � � W p �� it3A51 GI LIOn E it 8 8➢7� � '� � � . . 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P i �s � Y 0 sF P � j i + 3 gglS�SS?" a 3 t$i��F:lA��il{ g • i 'sie;�S��� E � � aal•� JIM (At I if all ; l! En a S" z. Sri 1, t ,r r rF rP QP [ a It �rF r p iF � p 1 � iP „ S 1aP ! r FPa • Fe � {PSP t ! 9f• !F•_r_ _1. i 4y � � gY6 €call � � e e ; e F I P • I H z � p � 6 g. q �gIffit 3 pSD —11110y 2. 6E 9bE! _ 9 024)9 & Y ;,r. o § s RPM Item Number: 7.a. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Motion setting a public hearing for August 6, 2024 to consider an ordinance rezoning property located at 1215 Camp Cardinal Rd from Interim Development Single Family Residential (ID- RS) zone to Low-Density Single-Family Residential (RS-5) zone. (REZ24-0004) Attachments: REZ24-0004 Staff Report with Attachments STAFF REPORT To: Planning and Zoning Commission Prepared by: Melanie Comer, Item: REZ24-0004 Planning Intern Date: June 26, 2024 GENERAL INFORMATION: Applicant/Owner: Matt Kain 319-351-8282 Contact Person: MMS Consultants Lacey Stutzman I.sexton(cDmmsconsultants.net 1917 S Gilbert St. Iowa City, IA 52240 Requested Action: Rezoning of approximately 5.01 acres of land from Interim Development Single Family Residential (ID-RS) to Low-Density Single-Family Residential (RS-5). Purpose: Rezone the area to allow the development of one additional single-family home on Parcel A of Clear Creek Subdivision. Location: 1215 Camp Cardinal Road Location Map: ti TAT P Size: 5.01 acres Existing Land Use and Zoning: One residential building, Interim Development Single Family Residential (ID-RS) Surrounding Land Use and Zoning: North: City of Coralville Public; City of Iowa City Interim Development Single-Family Residential (ID-RS) 2 South: City of Coralville Single Family Residential (R-1); City of Iowa City Low- Density Single-Family Residential with a Planned Development Overlay (RS- 5/OPD) West: City of Coralville Single Family Residential (R-1); City of Coralville Small Lot Single Family Residential (R-1(B)) East: City of Iowa City Low- Density Single-Family Residential with a Planned Development Overlay (RS- 5/OPD) Comprehensive Plan: 2-8 DUA District Plan: No adopted district plan Neighborhood Open Space District: NW1 Public Meeting Notification: Properties within 500' of the subject property received notification of the Planning and Zoning Commission public meeting. A rezoning sign was posted on the site on May 30, 2024. File Date: May 28, 2024 45 Day Limitation Period: July 11, 2024 BACKGROUND INFORMATION: The applicant has requested a rezoning of approximately 5.01 acres of land from Interim Development Single Family Residential (ID-RS) to Low-Density Single-Family Residential (RS-5) located at 1215 Camp Cardinal Road. The property currently contains one residential structure. The owner is requesting a rezoning in order to build one additional home on the property. The subject property was subdivided in 1984 to what still exists as Clear Creek Subdivision. This subdivision created parcel A to the north and parcel B to the south. The property was zoned Interim Development Single Family Residential (ID-RS) in 1989 from Interim Development— Office and Research Park (ID-ORP) (Ordinance No. 89-3439). This area was deemed to be "more appropriate for residential uses rather than office and research park uses". To the west of the subject property is Borlaug Elementary School, which is within the Coralville city limits but falls within the Iowa City Community School District. Much of the surrounding property is within Coralville and has subsequent Coralville zoning regulations and designations. ANALYSIS: Current Zoning: The purpose of the ID-RS zone is to provide areas of managed growth for agricultural or other non-urban land uses that exist until city services are able to be provided on- site. Title 14-2E-1 establishes that upon service availability by the city, the property owner or the 3 city is entitled to the initiation of a rezoning to a more suitable zoning designation. Uses permitted outright in the ID-RS zone are limited to plant-related agricultural uses, whereas allowed provisionally are uses such as detached single-family dwellings, animal-related commercial and agricultural uses, and communication transmission facility uses. The minimum lot area required for a detached single-family dwelling in the ID-RS zone is 5 acres, which is roughly the size of the subject property. The minimum lot area required for a detached single-family dwelling is 6,000 square feet in the RS-5 zone. Thus, to allow the addition of another single-family home on this property, a rezoning is required. Proposed Zoning: The applicant wishes to rezone the subject property to Low-Density Single- Family (RS-5)from ID-RS. The RS-5 zone is primarily intended for the development of single- family residential dwellings. Detached single-family dwellings are permitted by-right in the RS-5 zone. Provisionally allowed uses include attached single-family dwellings, duplexes, zero lot line dwellings, and group households. Daycare, educational, and religious/private group assembly uses are allowed via special exception. The maximum height allowed within this zone is 35 feet with a minimum lot size of 6,000 square feet for detached single-family dwellings. If the owner wishes to build more than one additional single-family home it would require a subdivision application. Rezoning Review Criteria: Staff uses the following two criteria in the review of rezoning: 1. Consistency with the comprehensive plan; 2. Compatibility with the existing neighborhood character. Consistency with the Comprehensive Plan: According to the IC2030 Comprehensive Plan's Future Land Use Map, this area is designated to be suitable for 2-8 dwelling units per acre. This is an area suitable for low-density single-family residential uses, which is what is being proposed by the applicant. The Housing section of the IC2030 Plan encourages housing strategies that align closely with the goals of this rezoning. Identifying areas where infill development can be placed within established neighborhoods is ideal to create cost-effective and efficient provision of infrastructure and services to potential future residents. As the subject property borders an established neighborhood and already contains one single-family dwelling on site, it is appropriate to allow additional development in this location. Compatibility with Existing Neighborhood Character: The existing neighborhood character is that of a single-family residential neighborhood. To the east, west, and south are low-density single-family residential uses. Directly to the west of the property is Borlaug Elementary School, which is located within the City of Coralville and part of the Iowa City Community School District. Just west of the school is a single-family residential area within the City of Coralville. To the east and south are existing residential neighborhoods within the City of Iowa City. To the north is Rotary Camp Park, a Coralville open space area. Compatible infill development, as mentioned in the IC2030 plan, is recommended as a strategy to promote efficiency of infrastructure connection throughout established neighborhoods. The proposed rezoning to RS-5 would be compatible in this area. Transportation and Access and Utilities: Access to the subject property is provided via Camp Cardinal Road. To the south, this property is connected to Kennedy Parkway via Camp Cardinal Road. Currently, there exists no sidewalk or curb cuts for pedestrian traffic along the property's frontage. Staff recommends a condition to construct an 8' sidewalk along the Camp Cardinal Road frontage from the southern property line to the existing driveway. The standard sidewalk width is 5' so the City will pay for the overwidth 4 of the cost of constructing the additional 3'. The City is recommending 8' because the sidewalk to the south along the Borlaug Elementary School frontage is 8'. Additionally, the installation of curb ramps to connect the new sidewalk to the east side of Camp Cardinal Rd and the existing pedestrian network is requested. To the north of the property, the right-of-way of Camp Cardinal Road that connects to Camp Cardinal Boulevard is within the City of Coralville's jurisdiction. There has been interest over the years from City of Coralville staff to vacate this public right-of-way. If vacated, it would require construction of a turnaround near the subject property's northern property line. Due to this, staff recommends a condition requiring the dedication of right-of-way along Camp Cardinal Road at the northern end of the property to accommodate a future turnaround should the remainder of the right-of-way north of the property be vacated. Public Work estimates that the area needed for the turnaround is around 5,000 square feet. Additionally, sanitary sewer and water lines exist within the Camp Cardinal Rd right-of-way. Access to these lines will be needed as part of any development. Staff recommends a condition of the rezoning that prior to the issuance of a building permit, the owner shall demonstrate the ability to access City utilities from the property. Environmentally Sensitive Areas: The property appears to contain regulated sensitive features; however, a rezoning does not trigger submission of a sensitive areas development plan. Compliance with the sensitive areas ordinance is required as part of the subdivision process. If the owner wishes to build more than one single-family house it would require a subdivision and compliance with the Sensitive Areas Ordinance would be evaluated at that time. NEXT STEPS: Upon recommendation from the Planning and Zoning Commission, the City Council will hold a public hearing on the proposed rezoning ordinance. STAFF RECOMMENDATION: Staff recommends approval of REZ24-0004. A proposal to rezone approximately 5.01 acres of land at 1215 Camp Cardinal Road from Interim Development Single-Family Residential (ID-RS) zone to Low-Density Single-Family Residential (RS-5) zone subject to the following conditions: 1. Prior to issuance of a certificate of occupancy, Owner shall: a. Construct an 8' wide sidewalk along the Camp Cardinal Road frontage from the southern property line to the existing driveway, as well as installation of curb ramps to connect to the sidewalk on the east side of Camp Cardinal Road. The City shall pay for the overwidth of the cost of the 8' sidewalk, which is the additional 3' beyond the standard 5' sidewalk width. b. Dedicate to the City, without compensation, right-of-way along Camp Cardinal Road for the future installation of a turnaround. 2. Prior to issuance of a building permit, Owner shall: a. Demonstrate access to City utilities can be provided. ATTACHMENTS: 1. Location Map 2. Zoning Map 3. Applicant Submittal Approved by: Tracy Hightshbe, irector ment Departof_ ighborhood and Development Services ATTACHMENT 1 Location Map v EN O O U N m � � v m - N �A I� r I. (� + war ■ wr ■ ■ ■ ■ ■ ■ r. ■ ■ � ■ ■-■ ■ r . r■ ■ ■ ■ ri rrrr ■ ■ rr � r■ ■ �r ■ N ■ V ■ In r �.rrrrw ■ r . w ■ ■ ■ ■ ■ wr ■ ■ ■ r ■ ■ ■ ■ r ■ r . r ■ ■ ■ ■ r ■ r ■ r ■ ■ ■ - .. rl N P N U7 j O � _ oz rr M - O O � lSl ATTACHMENT 2 Zoning Map W W p21 In LO diup, r � iff ift G .. _ }�L f i Gw . Rri ate, ca ,� a m ATTACHMENT 3 Applicant Submittal M1917 S.Gilbert Street Iowa City,Iowa 52240 M MMS Consultants Inc. 1.8282 Consultants, mmsconsultmultants.net Experts in Planning and Development Since 1975 mms@mmsconsultants.net May 29, 2024 ;7 V 0 City of Iowa City 9 410 E. Washington Street Iowa City, IA 52240 c s Re: Parcel "A", Parcel B" and a portion of the NE 1/4 of the NE 1/4 of Section 12- �` T79N-R7W to Iowa City, Iowa. On behalf of Matthew and Diana Kain we are submitting a request for a Rezoning for Parcel "A", Parcel "B" and a portion of the Northeast Quarter of the Northeast Quarter of Section 12,Township 79 North, Range 7 West of the 5th PM.The described land consists Ps of 5.01 acres in total. We are proposing a change of the zoning of the land from Interim Development Single-Family Residential (ID-RS) to Low Density Single-Family ad Residential (RS-5). We feel this amendment is appropriate given the existing single 3 family home on the unplatted portion noted as a portion of the NE 1/4 of the NE Y4 and C the intent of the property owners to potentially build another home on Parcel "A" in the 9 future. In addition,the adjacent properties to the east of Camp Cardinal Road and south of Kennedy Parkway are currently zoned RS-5. If you have questions or require any additional information,please contact us Ln accordingly. Q) C: C N a C _J Respectfully submitted, Lacey Stutzman MMS Consultants, Inc. 11960-OO1L1.D0CX v v C Ug i7 T:\11960\11960-001\11960-OO1Ll.doc ¢i U V rim" c �rr_ Z wCD R N m J�rn H O\ z _ - O ~ 0 � d1`u5 w a�U �Z Ym y Zrc d z u z _ O y q ma E Z =xoLL () a �Q _ O �oo� �z z C-) Z� � aaz ODO ai IS IN a .x' r w K o y m ❑❑ o a z w rc w Z W W K W o Z 2 8 U OU i - 2 a x F Z m y F O W NOF A r a Ytt W UZmoOLLQ LLaZ< UWwwW ❑W 2 F_U ZLL FO¢ WxOF O O ZZ >w - WNZQwLL WQ2az > WUzxwo : W a1° oWW�< O _ Q ' ww x U) ¢ ❑ cr OOrLL , - OO =O .ryZFa0Uz¢ NLLwwLL w ❑ zz rc Caz)W WLL 51 8 Z Q 3 i i J � w o � w w z m ❑ � O = w of r a r w LL rc w o M y ,.,= 0 3wzww � arF ¢ o `G F o w O FW ❑ LL �S F r LL LL (/1W 0 Y ff zy r w W O O w J - -' ' ` � 8 I. 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CITY OF OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Motion setting a public hearing for August 6, 2024 to consider an ordinance rezoning property located at 2255 N Dubuque Rd from Office Research Park (OPD) zone to Neighborhood Public (P-1) zone. (REZ24-0005) Attachments: REZ24-0005 Staff Report with Attachments STAFF REPORT To: Planning and Zoning Commission Prepared by: Melanie Comer, Planning Item: REZ24-0005 Intern Date: June 26, 2024 GENERAL INFORMATION: Owner/Applicant: Jeff Barnes Iowa City Community School District 319-688-1250 Barnes.jeff@iowacityschools.org Contact Person: MMS Consultants Brock Heller 319-361-3498 b.heller(cDmmsconsultants.net 1917 S Gilbert St Iowa City, IA 52240 Requested Action: Rezoning of 7.0 acres of property from Office Research Park (ORP) to Neighborhood Public (P-1). Purpose: To reflect public ownership of the land and to allow educational facilities associated with the Iowa City Community School District. Location: 2255 N Dubuque Rd Location Map: a' Al rs y9 vy i 7 i� Size: 7.0 acres Existing Land Use and Zoning: Office building, Office Research Park (ORP) Surrounding Land Use and Zoning: North: Office Research Park (ORP), Rural 2 Residential (RR-1) South: Low-Density Multi-Family Residential with a Planned Development Overlay (OPD/RM- 12), Interim Development Research Park (ID-RP) East: Interim Development Research Park (ID-RP) West: Low-Density Single-Family Residential with a Planned Development Overlay (OPD/RS-5) Comprehensive Plan: Office Research Development Center District Plan: Northeast File Date: May 31, 2024 45-Day Limitation Period July 15, 2024 BACKGROUND INFORMATION: The owner, the Iowa City Community School District (ICCSD), has requested a rezoning of approximately 7.0 acres of land from Office Research Park (ORP) to Neighborhood Public (P-1) located at 2255 N Dubuque Road. The land containing the subject property was annexed into Iowa City between the years 1969-1972. This property is located adjacent to the ACT, Inc. campus, which is located to the northeast of the subject property. The subject property was sold to ICCSD from ACT, Inc. in 2022. Per the application, the Iowa City Community School District plans to renovate the existing building to house the ICCSD Center for Innovation which will include offices, meeting rooms and future classrooms. ANALYSIS: Current Zoning: The property is currently zoned Office Research Park (ORP). The purpose of the ORP zone is to provide areas for the development of office, research, production, or assemblyfirms and other complimentary uses. Some examples of uses allowed within the ORP zone are medical offices, general offices, and technical/light manufacturing uses. Educational facilities are not allowed in the ORP zone. Proposed Zoning: The proposed zoning of the property is the Neighborhood Public (P-1) zone. The purpose of the public zones is to provide reference to public ownership and use of land, or to use of the land for infrastructure services that need to be located in or near the area where the service is provided. The P-1 zone allows uses such as schools, parks, police or fire stations, and other civic buildings controlled by the City of Iowa City or ICCSD. Uses within this zone are subject to development standards to create a smooth transition between public and private uses. Land, buildings, or structures used for public or governmental purposes and owned by the federal, state, or local governments, or political subdivisions thereof, or the Iowa City Community School District are allowed in this zone. This would include educational facilities. Rezoning Review Criteria: Staff uses the following two criteria in the review of rezonings: 1. Consistency with the comprehensive plan; 2. Compatibility with the existing neighborhood character. Compliance with Comprehensive Plan: 3 According to the IC2030 Comprehensive Plan's Future Land Use Map, this area is suitable for Office Research Development uses. With the change in ownership to the Iowa City Community School District the rezoning helps to identify that the land and buildings will be used to help achieve the mission of the Iowa City Community School District. Within the vision statement of the IC2030 Comprehensive Plan is a goal to continue "Encouraging and supporting collaborative efforts with the University of Iowa, the Iowa City Community School District, Johnson County, and other neighboring jurisdictions for the mutual benefit of all communities". Through a collaboration with the City of Iowa City to increase the capacity for the Iowa City Community School District's educational operations, compliance with the Comprehensive Plan is promoted. Compatibility with Existing Neighborhood Character: To the north and east of the subject property is the ACT campus. Land to the west is also owned by ACT, Inc. To the south is the Oaknoll East development, which consists of three multi-family buildings. The ICCSD plans to re-use the existing building on the subject property to house office and educational facilities. The Neighborhood Public zone is intended to be compatible with many land uses, including offices and residential uses. NEXT STEPS: After a recommendation from the Planning and Zoning Commission this application will be considered by the City Council. STAFF RECOMMENDATION: Staff recommends approval of REZ24-0005, a proposal to rezone approximately 7.0 acres of land at 2255 N Dubuque Rd from Office Research Park (ORP) zone to Neighborhood Public (P-1) zone. ATTACHMENTS: 1. Location Map 2. Zoning Map 3. Applicant Submittal Approved by: Tracy Hightshde, lirector Department of N ' hborhood and Development Services ATTACHMENT 1 Location Map :- r -34 I ` 3? i - a d.. 0 z �x L � t A U (L g L O L !I9 Y p P p � O AL: �5 ATTACHMENT 2 Zoning Map a O O U t� d d ~ l d d6�. •,r d � i ❑ 0.. E. lV � �■ r■ ■ } ■ N A cq led. N / CV "s N m O i a. O O m O oz o ?' 3 0 ATTACHMENT 3 Applicant Submittal M1917 S.Gilbert Street Iowa City,Iowa 52240 M MMS Consultants Inc. 319.351.8282 Consultants, mmsconsu[tants.net Experts in Planning and Deveiopment Since 1975 mms@mmsconsultants.net May 31, 2024 .0 V 0 City of Iowa City 410 E.Washington Street Iowa City, IA 52240 C I? RE: Auditor's Parcel 2022064 according to the Survey Plat thereof Recorded in L5 Plat Book 66, Page 97, of the records of Johnson County, Iowa. On behalf of the Iowa City Community School District (ICCSD), we are submitting a request for the Rezoning for Auditor's Parcel 2022264 located at 2255 N. Dubuque Road. The property described consists of 7.00 acres in total.We are proposing a change in the zoning of the property from Office Research Park (ORP) to Neighborhood Public (P1).We feel this amendment is appropriate given the property is owned by ICCSD and the existing facility is being renovated as the ICCSD Center for Innovation which will include offices, meeting rooms and future classrooms. C c If you have questions or require any additional information, please contact us accordingly. Respectfully submitted, a Brock Heller, PLA MMS Consultants, Inc. 0 T 7 V) �Cp J C MC W 'S U T:\9500\-4500-010\Rezoning\9500-010LI.docx J nnrnaT �OUT—QUAKER IND %TOWNSHIP 79 rnwa:,,,: FIFTH PRI IOWAPa,MEROaNOWA ,OHNSON000NrREZONING EXHIBIT Auditor's Parcel 2022064 IND SURVEYOR PROPRIETOR OR OWNER RI ARD R NOWOTNY P To IOWA C TY COMMUNITY nr,OORE„s °°`°"°' Iowa City, Johnson County, Iowa INOW,CITY INASS,522 PHONE 31SAMA282 ADD* NORPER AD EST IEFEI R A,Ya C PAC HICSCALEIn FEET PER AT PAGE JOE LEGEND AND NOTES 0 -----------I. - SHED a oawn�m,Ai SMASHER G. o - CA Pw,r In S' s”rs POP EGGS QTY NES NET o CUT-X- RADIAL R v RIGHT-ft YEALY LINES CENTER LINES LOT U .W �IIl1VC;_I'.IIA%L;LLLI / �Xa�a --- f�a�S nreE�HR,L$N �mmS unPnaE nn,E LOT T PLATTED Nw PURPOSE.OECD EISURED ZRAINY Air ET AND Ug k — �f S— SRI Gt, 9-2119.F f — � ii� LOCATION MAP N.T.S. arl 11 WBE DUNN AN o"OR Ift"44 1,271114 Id SPACE 19 �� OGa E Nom^ �i CK N \1318 E L-229 90 \ f wf �^ ��: .w AD u sCP,1 6- FT I PCT 9 w / �.� i�iLllfliT`� V �`l LIL`Lp :Jlei a POINT m g is OF R nam rNGPARCEL s n BEGINNING L� m REZONING PARCEL(ORPTO P1) EASTau CORnERIF PRO ; 'W F 7COACRES REVLON x F6FOUNw nPLASH CoaENDS aTo CAP EVE Orr A 11 $ AR'LMH AGE 221717 awn'a NILDH Saf leas GE Boad 1A1 �� '1ON JLVfl l i��l]lrF F DESCRIPTION-REZONING PARCEL ORP TO PlI RK MARPROMP IN DUST AD DITOR'S PARCEL 3022 54,TO IOWA CITY,IOWA,IN ACCORDANCE WITH BY DIN THE PLAT THEREOF RECORDED IN PLAT BOOK 66 AT PAGE 97 OF THE DLIV L �� s RECORDS OF THE JOHNSON COUNTY RECORDER'S OFFICE,DESCRIBED AS FOLLOWS'. Range Ing a[the,of Das[Quarter Comer M Iona Township 79 North, T"E Range fi W est,M[M1e FIkM1 Principal Merltllan,Iowa Ctty,Johnson County, w.wsts�� I Imva,TO an cc S 819'09"W,along the SGOLD Une M TO e South east Quarter I TOBNortheast Quarter of said Section 2,and the East Line of Larson SubtlNlSon,In accordancewith the Plat thereof Recorded In Plat Book 61 at Page 21 of the Records of the Johnson County Recorders Office 47328 FORT Thence N015]'El along said East Ung 653.07 ROBOT Thence N8di 31"E 47 66 Fel,Thence Northeasterly,140.'N Feat,along a 4.PJ Foot adios wrvg concave Northwesterly,whose 100.00 Foot Mord bears N79°38'38"E,Thence N81°10'21"E 10139 hat,Thence 5892359"E 98.67 feel,Thene Southeasterly,229.2 feat,along a 4]5.19 foot radius curve ve NOMeasterly,whose 22767 Foot Mord bears 524°1042"E to a Point on the East Line of said Southeast Quarterof the Northeast QuarteroF SeRlon 2,Thence 502b]'29"E along said East LOS,464.fi]feel,to the P olnt of Beginning Said Autlttor'a Parcel 202264 cents ns 7 CO Acres,and Is su CHORD to easem ants and Feel ctl ons of recordED . BEAROpo c m a gas N o ° a O DZD O TO e p5 z p� ce Z E 3 _ Up N . ED L] � n n z m IT m o a O x71 SUo — F w ? z m AD a A § z moo < j b„u N zFAA N a p - - Item Number: 7.c. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution setting a public hearing on a proposed Amendment No. 2 to the Highway Commercial Urban Revitalization Plan in the City of Iowa City, Iowa. Prepared By: Rachel Kilburg Varley, Economic Development Coordinator Reviewed By: Geoff Fruin, City Manager Fiscal Impact: n/a Staff Recommendation: Approval Attachments: Resolution Executive Summary: Division VII of HF 718, passed by the State Legislature during the 2024 session, requires that minimum assessment agreements for commercial properties be created and agreed upon in writing before the projects are eligible for property tax abatement under a revitalization area established under Chapter 404. This legislation applies to the City's Highway Commercial Urban Revitalization Area Tax Exemption Program and thus requires an amendment to the revitalization plan. A Public Hearing is the required first step to amend an urban revitalization plan. This resolution provides notice of the Public Hearing as required by Iowa Code 404.2(6). It is important to note that the amendment to the plan does not constitute the approval of any contract for the project, which will be presented to you at a future date. Background /Analysis: HF 718 was passed by the Iowa Legislature and signed into law by the Governor during the 2024 State Legislative Session. Division VII of the law requires that minimum assessment agreements for commercial properties be created and agreed upon in writing before the projects are eligible for property tax abatement under a revitalization area established under Chapter 404. The agreement must contain specified information, including a minimum actual value for the completed improvements, and must be certified by the assessor. This applies to revitalization areas created in FY 25 and after, and for first-year exemption applications in existing revitalization areas filed on or after July 1, 2024. In 2021, the City Council adopted the Highway Commercial Urban Revitalization Area and Plan, to which this new legislation would apply. Under the Plan, the Highway Commercial Urban Revitalization Tax Exemption Program is established, which provides a partial property tax exemption to eligible commercial properties within the designated Area. An amendment to the Plan is necessary to require a minimum assessment agreement before the project may become eligible for tax exemption, as required by the new law. Under state law, to amend an urban revitalization plan, the first step is to provide notice of and to hold a public hearing. This resolution provides notice of the Public Hearing, as required by Iowa Code 404.2(6). The public hearing and a resolution to adopt Amendment No. 2 to the Highway Commercial Urban Revitalization Plan will be included on the August 6, 2024 City Council meeting agenda. Prepared by: Rachel Kilburg Varley, Econ Dev Coordinator,410 E.Washington St., Iowa City, IA 52240(319)356-5248 Resolution no. 24-193 Resolution setting a public hearing on a proposed Amendment No. 2 to the Highway Commercial Urban Revitalization Plan in the City of Iowa City, Iowa. Whereas, pursuant to authority granted in Iowa Code Chapter 404 "Urban Revitalization Tax Exemptions," the City adopted the Highway Commercial Urban Revitalization Plan ("Plan") on April 20, 2021, pursuant to Resolution 21-106, recorded in Book 6213, Pages 179-230, in the records of the Johnson County, Iowa Recorder; and Whereas, said Plan designated an area of the City as a revitalization and economic development area appropriate for commercial and industrial enterprise, and found that the rehabilitation, conservation, redevelopment, economic development or a combination thereof of the Highway Commercial Urban Revitalization Area("Area")was necessary in the interest of public health, safety or welfare of the residents of the City; and Whereas, the Plan allows for a partial tax exemption for three (3)years on the actual value added to certain commercially-assessed real estate located within the Area through rehabilitation, reconstruction or construction improvements that increase the actual value of the property by at least 15%; and Whereas, Division XII of HF 718, adopted and signed into law during the 2024 State Legislative session, requires that minimum assessment agreements for commercial properties be created and agreed upon in writing before the projects are eligible for property tax abatement under a revitalization area established under Chapter 404; and • Whereas, to be consistent with Iowa State Code Chapter 404, the City desires to amend the Urban Revitalization Plan to add language requiring a minimum assessment agreement; and Whereas, Iowa Code Chapter 404 further requires the City Council to hold a public hearing on the proposed Highway Commercial Urban Revitalization Plan Amendment No. 2 subsequent to notice at least seven days in advance thereof. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: Section 1. That the City Council intends to consider a resolution amending the Highway Commercial Urban Revitalization Plan following a public hearing to be held before the City Council on August 6, 2024 at 6:00 p.m. in the Emma J. Harvat Hall, City Hall., Iowa City, Iowa, or if said meeting is cancelled, at the next meeting of the City Council thereafter as posted by the City Clerk. Section 2. That the proposed amendment would modify Section 2 "Plan Components," Paragraph A, by inserting Subsection 5: "Additional Requirement for Properties Assessed as Commercial: Property owners submitting applications on or after July 1, 2024 for improvements to property assessed as commercial must also enter into a written assessment agreement with the City, in substantially the form attached as Exhibit 7, specifying a minimum actual value for the completed improvements, consistent with and to the extent required by the provisions of Iowa Code Section 4O4.3C in effect at the time the application is submitted to the City." Further, the proposed amendment would add Exhibit 7, the minimum assessment agreement form. Resolution No. 24-193 Page 2 Section 3. That the City Clerk is authorized and directed to give public notice of this public hearing in the "Press-Citizen," once on a date not less than seven (7) nor more than twenty (20) days before the date of said public hearing, and to mail a copy of said notice by ordinary mail to each affected taxing entity, such notice in each case to be in substantially the following form: NOTICE OF PUBLIC HEARING TO CONSIDER APPROVAL OF A PROPOSED AMENDMENT TO THE HIGHWAY COMMERCIAL URBAN REVITALIZATION PLAN IN THE CITY OF IOWA CITY, IOWA The City Council of the City of Iowa City, Iowa will hold a public hearing at its meeting on August 6, 2024 which commences at 6:00 P.M. in the Emma J. Harvat Hall, City Hall, Iowa City, Iowa, or if said meeting is cancelled, at the next meeting of the City Council thereafter as posted by the City Clerk to consider adoption of the Highway Commerical Urban Revitalization Plan, Amendment No. 2 (the "Plan"). A copy of the plan is on file for public inspection in the office of the City Clerk, City Hall, Iowa City, Iowa. The City of Iowa City, Iowa is the local agency which, if such Plan is approved, shall undertake the urban revitalization activities described in such Plan. The proposed Amendment No. 2 adds a requirement for commercial property owners submitting an application for tax exemption to enter into a minimum assessment agreement, as required by HF 718. Any person or organization desired to be heard shall be afforded an opportunity to be heard at such hearing. This notice is given by order of the City Council of Iowa City, Iowa, as provided by Chapter 404 of the State Code of Iowa. Dated this day of s/Kellie Grace City Clerk, Iowa City, Iowa (END OF NOTICE) Passed and Approved thisl6thday of July 2024 Ma Attest: ) �..� City Clerk City Attor y's Office-07/11/2024 Item Number: 9.a. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution approving project manual and estimate of cost for the construction of the City Hall Roof Replacement Project, establishing amount of bid security to accompany each bid, directing City Clerk to post notice to bidders, and fixing time and place for receipt of bids. Prepared By: Ben Clark — Senior Engineer Reviewed By: Jason Havel — City Engineer Juli Seydell Johnson — Parks & Recreation Director Geoff Fruin — City Manager Fiscal Impact: $545,000 available in the City Hall Improvements account #R4129 Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Resolution Executive Summary: This agenda item begins the bidding process for the construction of the City Hall Roof Replacement Project. This project includes replacing sections of the roofing systems on City Hall. The estimated cost of construction is $545,000.00 and funds are available in the City Hall Improvements account #R4129. Background /Analysis: The roofing systems at City Hall have reached the end of their useful lifespan and need replacement. This project includes replacing five areas of existing roof with a 90-mil EPDM roof membrane system. The areas to be replaced generally include police, fire, lobby and council chamber roofs. The project also includes masonry repairs and Exterior Insulation Finishing System repairs. Alternate bids include coating the east wing and north court addition roofs to extend their lifespan until budget allows for a complete replacement. Project Timeline: Public Hearing — July 16, 2024 Bid Letting —August 13, 2024 Award Date — August 20, 2024 Construction — September - November 2024 Prepared by:Ben Clark,Engineering Division,410 E.Washington St.,Iowa City,IA 52240,(319)356-5436 Resolution No. 24-195 Resolution approving project manual and estimate of cost for the construction of the City Hall Roof Replacement Project, establishing amount of bid security to accompany each bid, directing City Clerk to post notice to bidders, and fixing time and place for receipt of bids. Whereas, notice of public hearing on the project manual and estimate of cost for the above- named project was published as required by law, and the hearing thereon held; and Whereas, the City Engineer or designee intends to post notice of the project on the website owned and maintained by the City of Iowa City; and Whereas, funds for this project are available in the City Hall Improvements account#R4129. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The project manual and estimate of cost for the above-named project are hereby approved. 2. The amount of bid security to accompany each bid for the construction of the above- named project shall be in the amount of 10% (ten percent) of bid payable to City of Iowa City, Iowa. 3. The City Clerk is hereby authorized and directed to post notice as required in Section 26.3, not less than 13 days and not more than 45 days before the date of the bid letting, which may be satisfied by timely posting notice on the Construction Update Network, operated by the Master Builder of Iowa, and the Iowa League of Cities website. 4. Sealed bids for the above-named project are to be received by the City of Iowa City, Iowa, at the Office of the City Clerk, at the City Hall, before 3:00 p.m. on the 13th day of August, 2024. At that time, the bids will be opened by the City Engineer or his designee, and thereupon referred to the City Council of the City of Iowa City, Iowa, for action upon said bids at its next regular meeting, to be held at the Emma J. Harvat Hall, City Hall, Iowa City, Iowa, at 6:00 p.m. on the 20th day of August 2024, or at a special meeting called for that purpose. Passed and approved this 16th day of July , 2024 Ma Approved by • Attest: \- , i-� k : J City lerk City Attorney's ffice—07/11/2024 Resolution No. 24-195 Page 2 It was moved by Alter and seconded by Dunn the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Alter x Bergus x Dunn Harmsen x Moe x Salih x Teague Item Number: 9.b. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution approving the conveyance of an underground utility easement to MidAmerican Energy Company across Lot 174, Whispering Meadows Subdivision, Part Two. Prepared By: Sara Hektoen - Assistant City Attorney Reviewed By: Jason Havel - City Engineer Ron Knoche - Director of Public Works Geoff Fruin - City Manager Fiscal Impact: None Staff Recommendation: Approval Attachments: Resolution Easement Agreement Executive Summary: This easement will allow MidAmerican to extend its electrical facilities across City-owned property at 2551 Nevada Avenue, a single-family home, in anticipation of nearby development. They have offered fair market value for this easement. Staff recommends approval. Prepared by:Sara Greenwood Hektoen,Asst City Attorney,410 E.Washington St., Iowa City, IA 52240(319)356- 5030 Resolution No. 24-196 Resolution approving the conveyance of an underground utility easement to MidAmerican Energy Company across Lot 174, Whispering Meadows Subdivision, Part Two. Whereas, MidAmerican Energy Company desires to extend its electric utility transmission and distribution lines over and across a portion of real estate owned by the City, legally described as Lot 174, Whispering Meadows Subdivision, Part Two, and locally known as 2551 Nevada Avenue, Iowa City, Iowa; and Whereas, MidAmerican has offered to pay fair market value for this easement; and Whereas, it is in the public interest to convey an underground utility easement to MidAmerican Energy Company for this purpose. Whereas, on June 18, 2024, the City Council adopted a resolution declaring its intent to consider this, authorizing the publication of public notice of the proposed conveyance, and setting the date and time for public hearing; and Whereas, following public hearing on the proposed conveyance, the City Council finds that the conveyance of the subject property is in the public interest. Now, therefore, be it resolved by the City Council of Iowa City, Iowa, that: 1. The City Council does hereby authorize the Mayor and City Clerk, upon approval of the City Attorney, to execute all documents necessary to convey an underground utility easement to MidAmerican Energy Company over and across the west 10' of Lot 174, Whispering Meadows Subdivision, Part Two, in the form of the attached easement agreement for $3,187.70. 2. The City Attorney is hereby authorized to carry out any actions necessary to consummate the conveyance as required by law. Passed and approved this 16th day of JT( , 20 24 • / 2-0,[s..-9.--- May r Approved by r / Attest: ��.-�' 1�\v 1"L�'�C'-�- G// e Ci Clerk City Attorney's ffice-07/11/2024 Resolution No. 24-196 Page 2 Moved by Dunn , seconded by Harmsen that the Resolution be adopted and upon roll call there were: AYES: NAYS: ABSENT: X Alter X Bergus X Dunn X Harmsen X Moe X Salih X Teague Prepared by and return to: Joshua T.Morse 563-333-8520 MIDAMERICAN ENERGY ATTN: RIGHT-OF-WAY SERVICES PO Box 4350-DV10,Davenport,IA 52808 MIDAMERICAN ENERGY COMPANY UNDERGROUND ELECTRIC EASEMENT State of Iowa Folder No. 125840 County of Johnson Work Req. No. DR3053596 Section 23 Project No. A1165 Township 79 North Range 6 West of the 5th P.M. 1. For and in consideration of the sum of $1.00, and other valuable consideration, in hand paid by MIDAMERICAN ENERGY COMPANY, an Iowa corporation, receipt of which is hereby acknowledged, the undersigned owner(s)The City of Iowa City, Iowa,a municipal corporation, its successors and assigns ("Grantor"), does hereby grant to MIDAMERICAN ENERGY COMPANY, its successors and assigns ("Grantee"), a perpetual, non-exclusive easement to construct, reconstruct, operate, maintain, replace or remove underground conduits,wires and cables for the transmission and distribution of electric energy and for communication and electrical controls,including other reasonably necessary equipment incident thereto (collectively "Facilities") under and on the surface of the ground, through and across certain property described below, together with the right of ingress and egress to and from the same, and all the rights and privileges incident and necessary to the enjoyment of this easement("Easement Area"). DESCRIPTION OF PROPERTY CONTAINING EASEMENT AREA: Lot 174, Whispering Meadows Subdivision, Part Two to Iowa City, Iowa, according to the plat thereof recorded in Book 34, Page 99, Plat Records of Johnson County, Iowa. EASEMENT AREA: An underground electric easement described as follows: The West Ten (10)feet more or less of the above described properly, more accurately depicted on Exhibit A, attached hereto and made a part hereof. 2. Additionally, Grantee shall have the right to remove from the Easement Area described above, any obstructions, including but not limited to, trees, plants, undergrowth, buildings, fences and structures that Interfere with the proper operation and maintenance of said Facilities and equipment. 3. Grantor agrees that it will not construct or place any permanent or temporary buildings, strictures, fences, trees, plants or other objects on the Easement Area described above or make any changes in ground elevation without written permission from Grantee indicating that said construction or ground elevation changes will not result in inadequate or excessive ground cover, or otherwise interfere with the Page I Custom 2024 I Grantee's rights to operate and maintain its Facilities. 4. In consideration of such grant, Grantee agrees that it will repair or pay for any damage which may be caused to crops, fences, or other property, real or personal of the Grantor by the construction, reconstruction, maintenance, operation, replacement or removal of the Facilities (except for damage to properly placed subsequent to the granting of this easement) that Grantee determines interferes with the operation and maintenance of the Facilities and associated equipment.The cutting, recutting, trimming and removal of trees, branches, saplings, brush or other vegetation on or adjacent to the Easement Area is expected and not considered damage to the Grantor. 5. Additionally,when Grantor provides or installs duct/conduit for said Facilities, this grant shall cover and Include all Facilities Installed as a part of the Easement Area. 6. Grantor certifies that it is not acting, directly or indirectly, for or on behalf of any person, group, entity or nation named by any Executive Order or the United States Treasury Department as a terrorist, "Specially Designated National and Blocked Person"or any other banned or blocked person, entity, nation or transaction pursuant to any law, order, rule or regulation that Is enforced or administered by the Office of Foreign Assets Control; and are not engaged in this transaction, directly or indirectly, on behalf of, any such person, group, entity or nation. Grantor hereby agrees to defend, indemnify and hold harmless the Grantee from and against any and all claims, damages, losses, risks, liabilities and expenses (Including attorney's fees and costs)arising from or related to any breach of the foregoing certification. 7. Each of the provisions of this easement shall be enforceable independently of any other provision of this easement and independent of any other claim or cause of action. In the event of any matter of dispute arising out of or related to this easement, it is agreed between the parties that the law of the jurisdiction and location where this easement is recorded (including statute of limitation provisions) will govern the interpretation, validity and effect of this easement without regard to the place of execution or place of performance thereof, or any conflicts of law provisions. 8. Grantor hereby relinquishes all rights of dower, homestead and distributive share in and to the properly and waives all rights of exemption as to any of the property. Grantor understands that homestead properly is in many cases protected from the claims of creditors and exempt from judicial sale; and that by signing this easement,voluntarily gives up any right to this protection for this property with respect to claims based upon this easement. 9. Grantor warrants to Grantee that Grantor holds title to the Easement Area in fee simple and Grantor has good and lawful authority to grant the rights provided in this easement. 10. This Agreement may be executed in two(2)or more counterparts, each of which shall be deemed an original for all purposes and all of which together shall constitute one and the same instrument. Parties may sign and deliver this Agreement by facsimile, electronic,or PDF signatures, each such signature to be treated as an original. 11. It is mutually understood and agreed that this Agreement covers all of the agreements and stipulations between the parties and that no representations or statements, oral or written, have been made modifying or changing the terms hereof. Page 2 Conon 2024 Dated this_day of 20_ CITY Or IOWA CITY By: ATTEST: Bruce Teague,Mayor Kellic K. Fruehliog,City Clerk STATE:OF IOWA ) )ss. COUNTY OF JOHNSON ) On this_day of 20_,before me,a notary public in and for said county,personally appeared Bruce Teague and Kellie K. Fruebling,respectively as Mayor and City Clerk of the City of Iowa City,Iowa. Signature of Notary Public Page 3 Cuslom 2024 Dated this day of A y 201& MID �GY COMPANY By: _ J so Ewers Title: a President. Electric Distribution ACKNOWLEDGEMENT STATE OF IOWA ) SS COUNTY OF POLK ) This record was acknowledged before me on MWui 20A. by Jason Ewers as Vice President Electric Distribution of 'dAmerica ergy Compan . Signa e o ary Public JENA A WASHINGTON Notarial Seal-Iowa Commission Number 832218 My Commission Expires Jun 1, 2024 Nevada Avenue ■ ( 00 ® § \ § [ G ) 2 \ / & 2 ± � > ; ƒ ) § 0 jRk » 23r ] \ \ \ ) oto ± Ln ; ] ) 0 7 \ ) m 0 ) 0 \ tg � # 0) ° k £ ; « ¥ ® / ( � } ) ( o ® \ _\ 10 0Lo_ LU u2b ¥ 0 .2 (D ) \ c R § ; / q ) + 0 o ■ o ` \ ) { [ ) / \ § / \ / \ / \ \ D � 7Li _ E ; W \ / \ 7 ® � { \ N wr * 0 i Item Number: 9.11h. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution adopting City of Iowa City Tax Increment Financing (TIF) Policy. Prepared By: Rachel Kilburg Varley, Economic Development Coordinator Reviewed By: Geoff Fruin, City Manager Fiscal Impact: n/a Staff Recommendation: Approval Commission Recommendations: Council Economic Development Committee recommends approval, 3-0. Attachments: Iowa City TIF Policy Updated_Final REDLINED VERSION 2024 Resolution Iowa City TIF Policy Updated—FINAL 2024 Executive Summary: Iowa City's TIF Policy was last updated in 2017 and this resolution adopts the attached revised version of the TIF Policy. City goals intended with this policy update include: • Make necessary updates to ensure the policy references and aligns with the City Council Strategic Plan, Climate Action & Adaptation Plan, Downtown Historic District, and other new City plans and initiatives which have developed since the 2017 policy was adopted. • Provide clarification about the types of projects that TIF may be used to support, including infrastructure projects or other investments in priorities that do not necessarily generate property tax revenue such as historic preservation, public facilities, or arts and culture. • Reinforce the City's high expectations for TIF-supported projects while enhancing the City's flexibility to meet and advance City priorities and goals within the context of each unique project. In addition to updates which accomplish the goals listed above, other notable changes to the TIF Policy include: • Clarification that the use of district-wide increment may be considered for non-property tax revenue generating public interests such as public infrastructure, arts and culture, or historic, recreational, and/or natural assets. • Climate Action & Resilience: Shifted emphasis from primarily LEED to expand flexibility for other sustainable development efforts that demonstrate leadership in climate action, building and energy performance, and other decarbonization or environmental management strategies that are in line with the City's net-zero target and adopted Climate Action plans. • Historic Preservation: Simplification of the historic preservation section through acknowledgement of the Downtown Historic District designation and an emphasis on contextual development which preserves, enhances, and contributes to the character and designation of a historic district or landmark. • Affordable Housing: Clarification of minimum compliance period, with a preference for longer-term and permanent affordability. • Economic Justice: Expanded to emphasize workplace safety, child labor, and other labor laws in addition to wage labor. • Underwriting and Application: Note that third-party financial review may be enlisted to help evaluate the need for TIF and edits clarifying the possible structure and terms of TIF assistance. Background /Analysis: The Council Economic Development Committee reviewed the proposed TIF Policy at their July 1, 2024 meeting. The Committee reviewed, discussed, and recommended the following changes, which have been incorporated into the final version for City Council approval: • Add support for projects which advance sustainable and alternative transportation principles within the "Climate Action and Resilience" section • Removal of language related to demolition in the "Historic Preservation" section, leaving the focus on projects which preserve, enhance, and contribute to the historic character of a designated district or landmark. • Add strong preference for permanent affordability or longer-term commitments beyond the 20-year minimum in the "Affordable Housing" section. With these changes incorporated, the Council EDC recommended, by a vote of 3-0, to forward the policy for approval by the full City Council. A clean copy of the revised TIF Policy is attached, along with a redlined version incorporating all staff and Council EDC edits. This policy update is in line with the City Council Strategic Plan action item to adopt flexible incentives which support the economy and local business. Additionally, the Affordable Housing Action Plan also identifies infrastructure TIFs as a tool to help boost housing supply in the community. Tax increment financing (TIF) is a mechanism used to provide financial assistance for projects that remove slum and blight and/or advance economic development within a designated urban renewal area and TIF district. The City's TIF Policy provides the standards against which TIF incentives or assistance shall be considered. The TIF Policy works in conjunction with a financial and gap analysis to assess financial need for TIF assistance. TIF peVisiesPolicvJ ^e7-'DRAFT 1 ? 1r Formatted:Left: 1",Right: 1",Top: 1",Bottom: 1 !1`r"Ili2� Section start:New page,Footer distance from edge: 0" CITY OF IOWA CITY UNESCO CITY OF LITERATURE Tax I ncrem ent Financing(ll F)PQ4G mE lice Tax Increment Financing TIF is a tool to provide financial assistance for roiects within a desi oared Formatted:Font:Calibri,11 pt urban renewal area and TIF District.Iowa City's use of TIF is intended to remove slum and blight Formatted:Indent:Left: 0.11",Right: 0.11",Space and/or advance economic development by encouraging residential,commercial,or industrial Before: 0 pt development in line with this policy document. Formatted:Font:Not Bold Alignment with the City's Strategic Plan will provide the first indicator about whether a project may be eligible for TIF.To the extent that a project helps achieve the City's Strategic Plan objectives and is located within an established Urban Renewal Area(Exhibits AB-A),it may be eligible to be considered for TIF.The City of Iowa City's current Strategic Plan priorities are attached as Exhibit C. The full plan can be found online at www.iMov.org/strategicplan.TIF support for projects located in _ Formatted:Font Bold the Downtown or Riverfront Crossings must also demonstrate alignment with the Downtown and Riverfront Crossings Master Plan. 2016 2017 City 9f 19wa City StFat2giG Plan Thfel-..L......A....D......-Fe Ape iR..1..A.a fa s ap. -.•-..d-..-..��r..4.1..1.....-f11 A...a R AlMaintain -.J:A c:..-.eial c....Fidatien f) PF9M9t2 2FWiF9AFR2nta1 sustainability Recognizing that some minimal or non-tax-generating^-,.�p.e..•-"activity and/or investmem in public infrastructure may influence additional private economic development activity.TIF may be an appropriate tool to further investment in Iowa City's public infrastructure,arts and cultural, recreational.historic and/or natural assets. 1--,.-tea; :-:eThe City^''ll-sm HHe is seek pe8jeE'- 4R-may utilize TIF to improve or develop new public infrastructure and/or other amenities and uses thatfurther goals and objectives in other adopted planning documents, including but not limited to.the Comprehensive Plan,Urban Renewal Area plans.Climate Action plans.Affordable Housing plans,and public facility and recreation plans:Understanding that TIF is made possible by the increased value in real property,and that many of these economic activity generators are tax exempt,a TIF project that advances these public interests would only be possible by using existing,district-wide increment.Additionally,catalyst projects that encourage additional unsubsidized private development in an Urban Renewal Area,either directly or indirectly,may be given special consideration for TIF incentives. TIF peVisiesPolicvI ^e7-'DRAFT SustainabiliWUiate Action The City of Iowa City has established goals and a Climate Action Plan to reduce community-wide carbon emissions by 45%from 2010 levels by 2030 and achieve net-zero carbon emissions by 2050. In order to aid the City in meeting climate action and resilience goals,projects should clearly demonstrate leadership in sustainable development.This may include one or more ofthe following: . Achieving LE ED Silver or greater certification for new commercial.mixed-use or residential construction:or certifying in other proven sustainable building rating systems or environmental management standards(subiect to City approval). • Demonstrating notable performance above the adopted Energy Code. • Full building electrification and utilization of on-site renewable energy. —Excellent inventory and/or impact results demonstrated by a comprehensive and reputable Life Cycle Assessment(LCA).This may include innovative adaptive reuse and historic preservation efforts. ePPfCV �DA-"-*' Aecarbonization strategies that exceed building and energy code requirements. Building design with promotes EV-readiness and/or pedestrian,bike,and transit mobility, in addition to other sustainable development strategies such as those listed above. Formatted:eulleted +Level:1 r Aligned at: 0.36"+ Indent at: 0.61" The City will work in partnership with the project developer to ensure each project has a tailored strategy that demonstrates leadership in climate action and resilience. Formatted:Font:8 pt Farmatted:lndent:Left: 0" o....r.,,. a..LEE D .i2,5.o Sha 11 b2, ,.d„d a...r.„i 9_�,_ n_......_....,r...:idiRg r.,,ight.....d..r.........,,. r.,...i....q naqtpp PI,.,,) Formatted:Right: 0.2" TIF pekGisPolicvI ^e7-'DRAFT rt@;g4i___u ____�_u __n.___n.._ _�__ ,__u_.�_�_'d_ _c i_..._ ....__„_ Gni__. o,._n__.__ TIF peVisiesPolicv ,ed ^e7-'DRAFT Formatted:Left: 1",Right: 1",Top: 1",Bottom: 1" .L_DI__ L..f__ilitat__ _._L,.__...._II.. __._.,_IL. __./_.n____,_IL. .L__.____._t,____d enha........entgf adjaG. t9 6..6'W D. :f applieab'.. and 2)thatthe . s2d ... . p-..,.ems - p..4.G. sHstaina612 aAd/9.a49Fdab'2.2a:1 spaG2 f...igeaII.... R2d 6..5:..26626. a, attPa6ti-P p blig GP@GP that is availaWp @Ad PaGily.@GGPGGrnrP-w-all nGrel..pp- &neril 4TSap6e .ality,eraeAip pmpRtefI"D rola 9.high2F 62ti:fieatiqn.ana -Tpb..re1gplaypd^tiAgg, neee6Fep A^TgG l...PP,P@ M Ad gth.....:G..@1 @..d litppapy GAWW Rityand 6 It�[ FP Ele�iteARsi @,jHst,a'9LS hien ee J T"paje 'Bst w! LL ".I .....II - I �. • L..:. .,..1 - �- I WL@,Bf LHilei The PF9VIS19AS qf this seetign will apply until a DgwnteWR PGFM Raged Cede GF Fban d2SIgA plan is Historic Ppreservation TIF-supported projects located in historic districts should increase the diversity and vibrancy of the district,while also preserving and enhancing the historic character.Building design should be contextual to the area and complement the historic character of the district.This may be achieved through design considerations such as size,form,materials,and engaging pedestrian-level streetscape. Historic preservation projects may be eligible for TIF funding from district-wide increment to Formatted:Body Teut,Indent:Left: 0.11",Right: 0.12" incentivize historic renovation projects that may not add enough taxable value to rely solely on the subject property's increment. a) the nlatig al 0 9f I116t9F1..nla 626 61 iRdwiA 11....:..:61../[....6..n Rpg;gwF.d Iligw.l..fel@.....1/....... TIF ryelisiesPolicvI ^e7-'DRAFT o._..___i._a i___i _si_,__.i___i�i.._'is."..._.sigmifisa9t),ate 1A...2..A...2.r i.b,.,Renewal m,.. TIF peVisiesPolicvj ^e7-'DRAFT Formatted:Left: 1",Right: 1",Top: 1",Bottom: 1" 9f G 9Rt.i I3Wti....... P2Ft 6669.Jd.. and....haneethe hiGtGFiG ehaFaeteF Gfthe blee1. PF9P2Fty'6 iRGF2ffl2Rt. Affordable housing TIF projects in any urban renewal area with a residential component as part of the project must provide a minimum of 15%of the rental units as affordable to tenants at or below 60%AMI(area median income)for a minimum 20-year compliance period,with a strong preference for permanent affordability or longer-term commitments.If those housing units are for sale,15%of the units must will a targeted to households at or below 110%AMI.The Gity may FeqU _a IeweF A AA'a.....,..._' U Developers maybe eligible to negotiate a fee-in-lieu of providing on site affordable housing, or to provide affordable housing elsewhere in the community,subject to the City's sole discretion. IA pRA,in exchange for the increased density allowed in^•-tea�-•the Riverfront Crossings(RFC) zone,any project with housing in the district,regardless of whether it is a TIF project,must include 10%affordable housing.TIF policy in the RFC zone is that any financial gap due to affordable housing created by zoning requirements(10%)is the responsibility of the developer and that affordable housing above the required 10%in RFC could be TIF eligible,if the financial analysis determines a gap. Economic Justice The City will not contract with or provide any economic development incentives to any person or entity who has participated in wage theft by violation of the Iowa Wage Payment Collection law,the Iowa Minimum Wage Act,the Federal Fair Labor Standards Act(FLSA)or any comparable state statute or local ordinance,which governs the payment of wages workplace safety,child labor,or other labor laws.Misclassification of employees as independent contractors is a violation of the FLSA and is included in the definition of wage theft. Development Agreements for TIF projects shall include in the contract for the construction of the Minimum Improvements,between the Developer and the General Contractor,the felle...-•••'Rig - written provisions requiring compliance with all state,federal,and local laws and regulations governing wages,child labor,workplace safety,and other labor laws,proof of which must be provided to City prior to the start of construction-Additionally,the General Contractor of a TIF- supported project will be req uired to provide the Developer and City,no later than the filing of an application for a building permit,a list of the names and addresses of each subcontractor and the dollar value of the work the subcontractor is expected to perform. TIF ryelisiesPolicvI ^e7-'DRAFT 8) .gFeeffie t�y t _Ge 98,81 Crs qt,asts,ts___Ply..:.k all stat_ f_�_' i __� i___i i_...___� '.2ye.e.. 2^ie:'.2M2RSe. awa .eece,.apn.,-9r ( e..t.eaeF , t`_cn___c_____r__.__c__i__.._____c_ b .iu,_g P@__,. .k_Rafe______________c ,_6 G..6_......a......and the A.Jh..,al a ef.6....,...1..6..6..6_9.r.a...9.L.............A... p^.g•.�. TIF pelisiesPolicvj ^e7-'DRAFT Formatted:Left: 1",Right: 1",Top: 1",Bottom: 1" _ .I3___.___.__..:a ____i.....itk_u Stat_ f_.___i__d i___i i_...___. n_..._A,___o_..___.G_u__.:__i_...j i_..._Gad_Gk__.__9.D r..i_iW .k_r_d 4 evn� avv-�m���rmP�'e.)"e� Qualityl4obs When a TIF project is based on the creation or retention ofjobs,certain wage thresholds must be met to help ensure the Citys financial participation only serves to increase the average area wage. This policy does not require that everyjob associated with a TIF project,such as those that might be created by the addition of a new retailer in a building,or the construction jobs required to build a TIF project,meet these standards.Rather,as a policy to incentivize the addition or retention of high payingjobs tothe local economy,ajobs-based TIF incentive would be structured usingthe thresholds of the State of Iowa High Quality Jobs Program. erb.E'e9 ':alrveh'.:evl P+'gxTtTaiv"n.e."West inel de _r _..a_..i...._i__.:..:.:,..,..c__iIitie. 9) Underwriting and Application The following criteria " " re designed to provide a consistent and transparent process for the review and analysis of all applications for TIF assistance. a) Application:Developer must submit a cr-omplete application.3ubreissiew. Formatted:Font:Bold b) "But For"Test:TIF support tied directly to private projects must meet as"@but for'standard_ That is. €each project must sufficiently demonstrate ;•ifApip,j--t need for the City's financial assistance,such that without it,the project would not occur. Zvwy,.thaF f ApAciA'_'___-•'r.., ---jest WUSt`-'--'---PF BF tS"- ESRS dR—"-- Bf T ,TIF assistance in the form or rebates will be used as gap financing as determined through a gap analysis.The City may enlist third party support to review private project financials and evaluate the need for TIF. Use of a third party is not anticipated when TIF is being utilized to rebate costs of public infrastructure,state and federally-supported affordable housing oroiects. and oroiects that support non-property tax generating economic activity. TIF pelisiesPolicvj ^e7-'DRAFT C) A. '�Structure of TIF financing:The City reserves the right to determine the method of TIF Formatted:Font:Bold financing that is in the best interests of the C�4axpaye .As such the City stem•'•p;:,f-• the f T1°•,.r.atp;-••-•the shaFtest t,.•._pass•'-This includes variables such as the percentage of increment utilized,maximum rebate amount,and maximum term. d) peveloper equity:For••--' :. private development proiects &developer Eq+ky- F atted•F r B Id equity must be equal to or greater than City funding.TIF assistance shall not exceed the amount of equity provided by the Developer.Equity is defined as cash,unleveraged value in land,or prepaid costs attributable to the project. e) project based TIF:TIF for private developments must generate TIF increment sufficient to be F axed•F r B Id self-supporting.Only in exceptional cases;will the City consider using district-wide increment. TIFfleNsie a2Leyj app;eved-..e.,- 294-72RAFT Exhibit A Urban Renewal Areas Enabling Tax Increment Financing I m 1 — 1 �N 4�f 1 ry� y`2 I � q v L I LL_ � N n b a - I r Y + 1 • 1 1 \ • 1 ❑ n 1 � � E • �G h [a m •' 1 1 ♦ I � I 1 I I I I c+ m v I ' TIFryelisie a2Le.yj app;eved-..e.,- 2194-72RAFT ajj9 t e 4 a e C LL S C 4 E F u e a R c i E p F R x r � a m 'c m amm m 3 3 o m 2 All TIFfleNsie a2cv J>R,;eved-..e.,- 294r2RAFT Exhibit B City-University Project 1 Urban Renewal Area City-University Project 1 Urban Renewal Area ASAmended ', ixa 1�ai �ypp9# 6. k R a 3 d A x.x�arE i 4 Do-s. IS fr k xo°ae �o^'sr curt kuyar Max�rre k Urban renewal area boundary o�r.rmm ®1969 Onginal Area 2001 Amended Area re n.E ktg ®2012 Amended Area ort ej*'a e d ®2016 Amended Area '� •" '°^ s TIFpeNsi 22icy appFeva. dPiu,,- 2194-72RAFT Exhibit C City of Iowa City FY2023-2028 Strateoic Plan The full Strategic Plan document is available online atwww.icqov.org/StrategicPlan, Formatted:Font:11 pt VALUES Formatted:Font:11 pt Formatted:Font:11 pt • Racial Equity,Social Justice&Human Rights:We prioritize diversity,equity,and inclusion, Fomratted:Font:(Default)+Body(Calibd),11 pt, eliminatination of systemic barriers,and facilitating equal access for all. Undedine Formatted:Font:(Default)+Body(Calibd),11 pt • Climate Action:We are leaders in reducing greenhouse gas emissions and adopt sustainable Formatted:Bulleted+Level:1 +Aligned at: 0.36"+ energy,transportation,land,and water practices. Indent at: 0.61" Formatted:Bulleted+Level:1 +Aligned at: 0.36"+ • Partnerships&Engagement:We are transparent and foster trust,involve the public in decision- Indent at: 0.61" making,and offer facilities and services that foster community connection. Formattleteded:eul +Level:1 +Aligned IMPACT AREAS&STRATEGIES Indent at: 0.61" Formatted:Font:(Default)+Body(Calibd),11 pt,Not Neighborhoods&Housin& Bold • Update City Comprehensive Plan and Zoning Code to encourage compact neighborhoods with Formatted:Font:(Default)+Body(Calibd),11 pt diverse housing types and land uses. Formatted:Font:(Default)+Body(Calibd),11 pt, • Partner in projects that serve as models for desired future development. Undedine • Create inviting and active outdoor spaces with unique and engaging recreation offerings. F\\ ormatted:F. (Default)+Body(Calibd),11 pt • Address the unique needs of vulnerable populations and low to moderate-income neighborhoods. Formatted:Font:(Default)+Body(Calibd),11 pt,Bold Mobility Formatted:Font:(Default)+Body(Calibd),11 pt • Expand the access and convenience of environmentally friendly and regionally connected public transit. • Design and maintain complete streets that are comfortable and safe for all users. • Grow and prioritize bike and pedestrian accommodations. Economy • Reinforce Iowa City as a premier community to locate and grow a business. • Ensure appropriate infrastructure is in place for future business growth and development. • Cultivate a strong entrepreneurial and small businesses ecosystem with a focus on creating new pathways to success for marginalized populations. • Build Iowa City's image as the Greatest Small City for the Arts. • Strengthen the Iowa River's role as a signature community amenity and tourism generator. Safety&Well-Being • Implement and expand innovative public safety models and facilities to improve outcomes and relationships within the community. • Partner with non-profits to address the most emergent and foundational community safety and well-being needs. • Build community by fostering social connections and developing safe,accessible public spaces for Fomratted:Bulleted+Level:1 +Aligned at: 0.36"+ atherin . Indent at: 0.61" Formatted:Font:(Default)+Body(Calibd),11 pt,Not Bold TIFisak e a2Le.vj>R,;eved-..e.,- 2194-72RAFT rXhobot r building heights diagram heights I Level 'a 2.3 Levels 4b Levels ` 3 L! 7-0S Levels Existing Waterways - FTII Study Area Boundary 1;3 L i _. rj. .� •, sir. i T M1. w i Fr' ' � 1 Ivy ' / n 400eoo' Iwo' Piu-24,2194-72BLFT Heights dmagFRm i ■� i � � I heights I Level 2-3 Levels 7-15 LaVOIS �� li wII®�o� City Council Supplemental Meeting Packet -•ate_ CITY OF IOWA CITY July 16, 2024 Information submitted between distribution of the packet on Thursday and 3:00pm on Tuesday. Late Handout(s): 9.h. Adopting Tax Increment Financing Policy-'See correspondence from Del Holland, Tom Carsner IP. Email from Yaneli Canales: $5.7 million PRO Housing for Immigrants Families (Submitted by Mayor Teague] July 16, 2024 City of Iowa City -#9�1 Kellie Grace Late Handouts Distributed From: DEL HOLLAND <delholland@aol.com> Sent: Tuesday,July 16, 2024 12:55 PM To: *City Council Subject: TIF policy (Date) **This email originated outside of the City of Iowa City email system. Please take extra care opening any links or attachments. **Iowa City Councilors, I greatly appreciate your intent to develop TIF policy to promote advancements in carbon reduction in the built environment. This is a complex issue and for the intent to be realized,it seems to me that it would be wise to take the policy back and develop some measurable standards for the items proposed, Del Holland raj Prairie Hill Lane Iowa City,IA 52246 r �.Gt Kellie Grace From: Tom Carsner <carsner@mchsi.com> Late Handouts Distributed Sent: Tuesday,July 16, 2024 2:19 PM To: *City Council -7_ ' a, I Subject: Slow Down Item 9h Climate Action TIF Policy `t (Date) **This email originated outside of the City of Iowa City email system. Please take extra care opening any links or attachments. To The Council: At tonight's Council meeting, I urge you to tap the brakes and slow down approval of item gh,the TIF policy update. While the Climate Action and Resilience part of the policy is commendable--and something I definitely support--it is not ready for policy implementation. It needs specific measurable minimums that define the stated intention. In building construction, only specific details are used for a good reason.A policy for building details needs specific measurable numbers and units, or else the entire policy gets bogged down in arguments over what the policy means and how implementation is intended. I request that this part of the TIF policy be withheld from approval and returned with specific numbers that definitively state the good intentions of the city. Thank you for your consideration of this message. Tom Carsner 1627 College Court Place Iowa City carsner@mchsi.com 319-338-9335 Iowa City,Iowa 52245 1 DEFERRED TO 08/06/24 Prepared by: Rachel Kilburg Varley, Economic Development Coordinator,410 E.Washington St., Iowa City, IA 52240(319)356-5248 Resolution No. Resolution adopting City of Iowa City Tax Increment Financing (TIF) Policy. Whereas, the Iowa City City Council believes it is in the public's best interest to establish a policy guiding the community's economic development activities; and Whereas, the City Council determined to review and revise existing TIF policies in their 2016- 2017 Strategic Plan; and Whereas, the City Council Economic Development Committee voted to recommend the current TIF policy to the City Council at their meeting on October 19, 2017; and Whereas, City Council later adopted that policy; and Whereas, following the passage of time and changing environment, revisions were needed to ensure the policy references and aligns with the City Council Strategic Plan, Climate Action & Adaptation Plan, Downtown Historic District, and other new City plans and initiatives which have developed since the 2017 policy was adopted; and Whereas, the City Council Economic Development Committee directed the policy review and revision process; and Whereas, the revised policy provides clarification about the types of projects that TIF may be used to support, including infrastructure projects or other investments in priorities that do not necessarily generate property tax revenue such as historic preservation, public facilities, or arts and culture; and Whereas, the revised policy also reinforces the City's high expectations for TIF-supported projects while enhancing the City's flexibility to meet and advance City priorities and goals within the context of each unique project; and Whereas, the revised policy addresses the public benefits that can be gained through the use of tax increment financing; and Whereas, the policy will be used to guide the City Council's future use of tax increment financing. Whereas, the City Council Economic Development Committee voted to recommend the attached TIF Policy to the City Council at their meeting on July 1, 2024; and Now, therefore, be it resolved, by the City Council of the city of Iowa City, State of Iowa: The Tax Increment Financing (TIF) Policy attached hereto is adopted. Passed and approved this day of , 2024. Mayor Attest: City Clerk Approved: City Attor y—07/11/2024 TIF Policy I July 16, 2024 I Page 1 III N ...-Nicomisa Air CITY OF IOWA CITY UNESCO CITY OF LITERATURE Tax Increment Financing (TIF) Policy Tax Increment Financing(TIF) is a tool to provide financial assistance for projects within a designated urban renewal area and TIF District. Iowa City's use of TIF is intended to remove slum and blight and/or advance economic development by encouraging residential, commercial, or industrial development in line with this policy document. Alignment with the City's Strategic Plan will provide the first indicator about whether a project may be eligible for TIF.To the extent that a project helps achieve the City's Strategic Plan objectives and is located within an established Urban Renewal Area (Exhibits A, B), it may be eligible to be considered for TIF.The City of Iowa City's current Strategic Plan priorities are attached as Exhibit C.The full plan can be found online at www.icgov.org/strategicplan.TIF support for projects located in the Downtown or Riverfront Crossings must also demonstrate alignment with the Downtown and Riverfront Crossings Master Plan. Recognizing that some minimal or non-tax-generating activity and/or investment in public infrastructure may influence additional private economic development activity,TIF may be an appropriate tool to further investment in Iowa City's public infrastructure, arts and cultural, recreational, historic,and/or natural assets.The City may utilize TIF to improve or develop new public infrastructure and/or other amenities and uses that further goals and objectives in other adopted planning documents, including but not limited to,the Comprehensive Plan, Urban Renewal Area plans, Climate Action plans,Affordable Housing plans, and public facility and recreation plans. Understanding that TIF is made possible by the increased value in real property, and that many of these economic activity generators are tax exempt, a TIF project that advances these public interests would only be possible by using existing,district-wide increment.Additionally,catalyst projects that encourage additional unsubsidized private development in an Urban Renewal Area, either directly or indirectly, may be given special consideration for TIF incentives. Climate Action and Resilience The City of Iowa City has established goals and a Climate Action Plan to reduce community-wide carbon emissions by 45%from 2010 levels by 2030 and achieve net-zero carbon emissions by 2050. In order to aid the City in meeting climate action and resilience goals, projects should clearly demonstrate leadership in sustainable development.This may include one or more of the following: • Achieving LEED Silver or greater certification for new commercial, mixed-use or residential construction; or certifying in other proven sustainable building rating systems or environmental management standards(subject to City approval). • Demonstrating notable performance above the adopted Energy Code. • Full building electrification and utilization of on-site renewable energy. • Excellent inventory and/or impact results demonstrated by a comprehensive and TIF Policy I July 16, 2024 I Page 2 reputable Life Cycle Assessment(LCA).This may include innovative adaptive reuse and historic preservation efforts. • Decarbonization strategies that exceed building and energy code requirements. • Building design with promotes EV-readiness and/or pedestrian, bike,and transit mobility, in addition to other sustainable development strategies such as those listed above. The City will work in partnership with the project developer to ensure each project has a tailored strategy that demonstrates leadership in climate action and resilience. Historic Preservation TIF-supported projects located in historic districts should increase the diversity and vibrancy of the district,while also preserving and enhancing the historic character. Building design should be • contextual to the area and complement the historic character of the district.This may be achieved through design considerations such as size,form, materials,and engaging pedestrian-level streetscape. Historic preservation projects may be eligible for TIF funding from district-wide increment to incentivize historic renovation projects that may not add enough taxable value to rely solely on the subject property's increment. Affordable housing TIF projects in any urban renewal area with a residential component as part of the project must provide a minimum of 15%of the rental units as affordable to tenants at or below 60%AMI (area median income)for a minimum 20-year compliance period,with a strong preference for permanent affordability or longer-term commitments. If those housing units are for sale, 15%of the units must be targeted to households at or below 110%AMI. Developers may be eligible to negotiate a fee-in-lieu of providing on site affordable housing, or to provide affordable housing elsewhere in the community,subject to the City's sole discretion. In exchange for the increased density allowed in the Riverfront Crossings(RFC)zone,any project with housing in the district,regardless of whether it is a TIF project, must include 10%affordable housing.TIF policy in the RFC zone is that any financial gap due to affordable housing created by zoning requirements(10%)is the responsibility of the developer and that affordable housing above the required 10%in RFC could be TIF eligible if the financial analysis determines a gap. Economic Justice The City will not contract with or provide any economic development incentives to any person or entity who has participated in wage theft by violation of the Iowa Wage Payment Collection law,the Iowa Minimum Wage Act,the Federal Fair Labor Standards Act(FLSA)or any comparable state statute or local ordinance,which governs the payment of wages,workplace safety,child labor,or other labor laws. Misclassification of employees as independent contractors is a violation of the FLSA and is included in the definition of wage theft. Development Agreements for TIF projects shall include in the contract for the construction of the Minimum Improvements, between the Developer and the General Contractor,written TIF Policy I July 16,2024 I Page 3 provisions requiring compliance with all state,federal,and local laws and regulations governing wages,child labor,workplace safety,and other labor laws, proof of which must be provided to City prior to the start of construction.Additionally,the General Contractor of a TIF-supported project will be required to provide the Developer and City, no later than the filing of an application for a building permit, a list of the names and addresses of each subcontractor and the dollar value of the work the subcontractor is expected to perform. Quality Jobs When a TIF project is based on the creation or retention of jobs,certain wage thresholds must be met to help ensure the City's financial participation only serves to increase the average area wage. This policy does not require that every job associated with a TIF project,such as those that might be created by the addition of a new retailer in a building,or the construction jobs required to build a TIF project, meet these standards. Rather, as a policy to incentivize the addition or retention of high paying jobs to the local economy,a jobs-based TIF incentive would be structured using the thresholds of the State of Iowa High Quality Jobs Program. Underwriting and Application The following criteria are designed to provide a consistent and transparent process for the review and analysis of all applications for TIF assistance. a) Application: Developer must submit a complete application. b) "But For" Test: TIF support tied directly to private projects must meet a "but for" standard. That is, each project must sufficiently demonstrate need for the City's financial assistance,such that without it, the project would not occur. TIF assistance in the form or rebates will be used as gap financing as determined through a gap analysis. The City may enlist third party support to review private project financials and evaluate the need for TIF. Use of a third party is not anticipated when TIF is being utilized to rebate costs of public infrastructure, state and federally-supported affordable housing projects, and projects that support non-property tax generating economic activity. c) Structure of TIF financing:The City reserves the right to determine the method of TIF financing that is in the best interests of the City.This includes variables such as the percentage of increment utilized, maximum rebate amount,and maximum term. d) Developer equity: For private development projects,developer equity must be equal to or greater than City funding.TIF assistance shall not exceed the amount of equity provided by the Developer. Equity is defined as cash, unleveraged value in land,or prepaid costs attributable to the project. e) Project based TIF:TIF for private developments must generate TIF increment sufficient to be self-supporting. Only in exceptional cases will the City consider using district-wide increment. TIF Policy I July 16, 2024 I Page 4 Exhibit A Urban Renewal Areas Enabling Tax Increment Financing ` r, i_ -_I I r- 1 T N • 11114 1.Il ° e-1j):•-' e 45 i _ Oil / -T s --_ _-----_-- �'.h�ise kra I/IIIIIIIIIIL ' 1 v 1 17LT-A MI EVE" / m _ I \r,,,,,,„,,,,_.,,,,,,,,,,., , 4: • MP' . 91 , Nri ' All Iti mb`v,\41, ION::-.01. ii 4‘41.1k4 _ CD CZ 4 a+♦sr■a■ RiF aliii 16111 itlaalli AO SP ' o Ems_ I VO N ii 10 r- si u :7�� 111.■■IN■w ..'L7 • l Q N ■ai1.aaii ■.NI �■ j. h O aaiin a■.i=■■rgal, _ Q ,o . 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Urban renewal area boundary �: OLYMPICCT 1969 Original Area I/ tZA SovrnGATE 8 17-71 2001 Amended Area i 6 ,A E 6 ®2012 Amended Area It di e T��er2A,YE Ave 1 41. ❖:•i 2016 Amended Area /'. \ AST NAVE I SANDUSKY oR 0 250 500 1(01 � TIF Policy I July 16, 2024 I Page 6 Exhibit C City of Iowa City FY2023-2028 Strategic Plan The full Strategic Plan document is available online at www.icgov.org/StrategicPlan. VALUES • Racial Equity,Social Justice&Human Rights:We prioritize diversity,equity,and inclusion, eliminatination of systemic barriers, and facilitating equal access for all. • Climate Action:We are leaders in reducing greenhouse gas emissions and adopt sustainable energy,transportation, land, and water practices. • Partnerships&Engagement:We are transparent and foster trust, involve the public in decision- making, and offer facilities and services that foster community connection. IMPACT AREAS&STRATEGIES Neighborhoods&Housing • Update City Comprehensive Plan and Zoning Code to encourage compact neighborhoods with diverse housing types and land uses. • Partner in projects that serve as models for desired future development. • Create inviting and active outdoor spaces with unique and engaging recreation offerings. • Address the unique needs of vulnerable populations and low to moderate-income neighborhoods. Mobility • Expand the access and convenience of environmentally friendly and regionally connected public transit. • Design and maintain complete streets that are comfortable and safe for all users. • Grow and prioritize bike and pedestrian accommodations. Economy • Reinforce Iowa City as a premier community to locate and grow a business. • Ensure appropriate infrastructure is in place for future business growth and development. • Cultivate a strong entrepreneurial and small businesses ecosystem with a focus on creating new pathways to success for marginalized populations. • Build Iowa City's image as the Greatest Small City for the Arts. • Strengthen the Iowa River's role as a signature community amenity and tourism generator. Safety&Well-Being • Implement and expand innovative public safety models and facilities to improve outcomes and relationships within the community. • Partner with non-profits to address the most emergent and foundational community safety and well-being needs. • Build community by fostering social connections and developing safe, accessible public spaces for gathering. Item Number: 9.i. CITY OF IOWA CITY COUNCIL ACTION REPORT July 16, 2024 Resolution authorizing the City Manager to sign a consultant agreement with Policy Confluence, Inc. (Polco) to conduct community and employee surveys and provide additional online engagement tools. Prepared By: Kirk Lehmann, Assistant City Manager Reviewed By: Geoff Fruin, City Manager Fiscal Impact: $34,800.00 over two fiscal years (FY2025-FY2026) Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Resolution Polco Agreement Executive Summary: Iowa City's Strategic Plan adopted in 2022 includes actions that prioritize data-driven decision-making through technology adaptation and data analysis. To that end, this agreement would allow the City to conduct two surveys which would provide data to inform future actions. First, a community-wide survey will quantitatively assess how residents view Iowa City's services and livability, how these views have changed over time, and how the City compares to other similar communities. Second, an employee survey would identify strengths and areas for improvement which will help establish the City as an employer of choice in the region. Finally, the agreement includes an online platform for future engagement. Together, these tools will support the City's values-driven, data-informed approach to governance. Background /Analysis: The City used the National Citizen Survey (NCS) to conduct community-wide assessments in 2013 and 2017 which quantified Iowa City's performance across eight facets of community livability. These surveys helped inform past strategic planning efforts by City Council and allowed comparisons across time by maintaining consistent questions and methodologies. As the City increasingly focuses on data to facilitate good governance, staff proposes additional surveys to provide insight and again assess the performance of the City. The proposed agreement with Polco would allow the City to conduct two new surveys, in addition to providing access to an online public engagement platform. In fall 2024, the City would conduct another community-wide NCS to quantitatively assess how residents view Iowa City's services and livability, how these views have changed since past the past NCS, and how the City compares to other similar communities. In fall 2025, the City would conduct a survey of City employees to identify strengths and areas for improvement as an employer. Finally, the City would gain access to Polco's Engage Module for two years, which would provide additional tools to conduct future surveys and undertake public outreach efforts. The City did not solicit other proposals as Polco has unique expertise and experience in conducting community surveys in Iowa City, in addition to the data, questions, and format that will allow direct comparisons to Iowa City's past community surveys. The proposed agreement will help advance the strategies and vision of the City as adopted in the FY23-28 Strategic Plan, including promoting high-performance governance by leveraging technology and establishing the City as an employer of choice in the region. In addition, the community survey will be offered in Spanish, Mandarin, Arabic, and French to facilitate equitable participation throughout the community. Prepared by Kirk Lehmann,Assistant City Manager, 410 E.Washington St., Iowa City, IA(319)356-5014 Resolution No. 24-197 Resolution authorizing the City Manager to sign a consultant agreement with Policy Confluence, Inc. (Polco) to conduct community and employee surveys and provide additional online engagement tools. Whereas, the City conducted community-wide surveys in 2013 and 2017 using the National Research Center's National Citizen Survey (NCS) to assess Iowa City's performance across eight facets of community livability. Whereas the City of Iowa City's Strategic Plan adopted in 2022 outlines strategies to advance the Vision of the City, including promoting high-performance governance that leverages technology, partnerships, and innovation and establishing the City as an employer of choice in the region. Whereas a new community survey would allow the City to gain additional insight and again assess the performance of the City to ensure it is meeting the needs of those living in the community. Whereas an employee survey would identify strengths and areas for improvement for the City of Iowa City as an employer. Whereas Polco submitted a proposal to perform the new community and employee surveys, in addition to related work. Whereas it is in the City's best interest to use the services of Polco because it is the successor to the National Research Center which means it has unique expertise and experience in conducting community surveys in Iowa City, including the data from Iowa City's past surveys. Now, therefore, be it resolved by the City Council of Iowa City, Iowa, that: The City Manager is authorized to execute the attached Consultant Agreement and amendments thereto as needed. Passed and approved this 16th day of July, 2024. 4.12 Ma Approved by: Attest: � L�~t ')., '< LCi_C�. City Clerk City Attorney' Office (Jennifer Schwickerath — 07/03/2024) Resolution No. 24-197 Page 2 Moved by Dunn , seconded by Bergus that the Resolution be adopted and upon roll call there were: AYES: NAYS: ABSENT: X Alter X Bergus X Dunn X Harmsen X Moe X Salih X Teague DocuSign Envelope ID:3857EC68-3AE4-4930-80E3-FA496566461AB CONSULTANT AGREEMENT THIS AGREEMENT, made and entered into this 16th day of July, 2024, by and between the City of Iowa City, a municipal corporation, hereinafter referred to as the City, and Policy Confluence, Inc. (Polco), of Delaware, hereinafter referred to as the Consultant. Whereas the City conducted community-wide surveys in 2013 and 2017 using the National Research Center's National Citizen Survey(NCS)to assess Iowa City's performance across eight facets of community livability. Whereas the City of Iowa City's Strategic Plan adopted in 2022 outlines strategies to advance the Vision of the City, including promoting high-performance governance that leverages technology, partnerships, and innovation and establishing the City as an employer of choice in the region. Whereas a new community survey would allow the City to gain additional insight and again assess the performance of the City to ensure it is meeting the needs of those living in the community. Whereas an employee survey would identify strengths and areas for improvement for the City of Iowa City as an employer. Whereas Polco submitted a proposal (Recommendation for Community Engagement Services-hereinafter the"Proposal")to perform the new community and employee surveys, in addition to related work. Whereas it is in the City's best interest to use the services of Polco because it is the successor to the National Research Center which means it has unique expertise and experience in conducting community surveys in Iowa City, including the data from Iowa City's past surveys. Now therefore, it is agreed by and between the parties hereto that the City does now contract with the Consultant to provide services as set forth herein and in the Polco Proposal. I. SCOPE OF SERVICES Consultant agrees to perform the following services for the City, and to do so in a timely and Satisfactory manner, consistent with their Proposal. In the event of conflict between the terms of the Proposal and the terms of this document,this document shall prevail. Consultant agrees to conduct the National Community Survey with a half page of custom questions, In addition to conducting the National Employee Survey.The work shall be done consistent with the scope and specifications established in the Proposal, attached as "Exhibit A", and incorporated herein by these references. This shall include the use of custom benchmarking against "College Towns", translations of the survey into Spanish, Mandarin, Arabic, and French, and the use of the full Engage Module and Overview Dashboard of the Track Module. All work shall be done so in a timely and satisfactory manner. IL TIME OF COMPLETION DocuSign Envelope ID:3857EC88-3AE4-4930-80E3-FA49656461AB -2- Section IV The Consultant shall complete the following phases of the Project for period of two years (from the date this agreement is fully executed), in accordance with the schedule shown. Deliverable Date of Completion 9.National Community'Survey(2024) IA. Survey Prepared September 15, 2024 - Finalized survey instrument with custom questions in English,Spanish, Mandarin,Arabic, and French. - Identified a representative sample. - Prepared printed and online materials. 1B. Survey Conducted November 30,2024 - Solicited participation of random sample by postcard(initial, second, and final). - Promoted open participation for all residents. - Closed survey and provided final count of returned postcards. 1C. Survey Report January 15, 2025 - Provided a final report with survey analysis, including benchmarking against other 'College Towns'. 2. National Employee Surve 2025 2A. Survey Prepared September 15, 2025 - Finalized survey instrument - Prepared printed and online materials 2B. Survey Conducted November 30, 2025 - Solicited participation of employees - Closed survey 2C. Survey Report January 15, 2026 - Provided a final report with survey analysis 3.Online Modules(2024-2026) 3A. Engage Module(All features) Two Years 3B.Track Module(Overview dashboard) Two Years lH. COMPENSATION FOR SERVICES The Consultant shall provide Professional and Consulting Services including the National Community Survey and National Employee Survey for a not to exceed total including reimbursable expenses of$34,800.00. The Consultant invoice the City for the following service rendered based on completion of project deliverables, with the retainage paid out upon completion of the full project: DocuSign Envelope ID:3B57ECBB-3AE4-4930-8DE3-FA49656461AB - 3- Section IV Deliverable Complete Payment Due 1A Complete-NCS Survey Prepared $ 8,835.00 1 B Complete- NCS Survey Conducted $ 8,835.00 1C Complete- NCS Survey Report I $ 5,550.00 2A Complete -NES Survey Prepared _$ 2,700.00 2B Complete- NES Survey Conducted $ 2,700.00 2C Complete—NES Survey Report $ 2,700.00 3A& B/Total Project Complete- Retainage (10%) $ 3,480.00 Total $ 34,800,00 IV General Terms A. The Consultant shall not commit any of the following employment practices and agrees to prohibit the following practices in any subcontracts. 1. To discharge or refuse to hire any individual because of their race, color, religion, sex, national origin,disability, age, marital status,gender identity, or sexual orientation. 2. To discriminate against any Individual in terms, conditions, or privileges of employment because of their race, color, religion, sex, national origin, disability, age, marital status, gender Identity, or sexual orientation. B. Should the City terminate this Agreement, the Consultant shall be paid for all work and services performed up to the time of termination. However, such sums shall not be greater than the "lump sum" amount listed in Section III. The City may terminate this Agreement upon seven(7) calendar days'written notice to the Consultant. C. This Agreement shall be binding upon the successors and assigns of the parties hereto,provided that no assignment shall be without the written consent of all Parties to said Agreement. D. It is understood and agreed that the retention of the Consultant by the City for the purpose of the Project shall be as an independent contractor and shall be exclusive, but the Consultant shall have the right to employ such assistance as may be required for the performance of the Project. E. It is agreed by the City that all records and files pertaining to information needed by the Consultant for the project shall be available by said City upon reasonable request to the Consultant. The City agrees to furnish all reasonable assistance in the use of these records and flies. F. It is further agreed that no Party to this Agreement shall perform contrary to any state, federal, or local law or any of the ordinances of the City of Iowa City, Iowa. G. At the request of the City, the Consultant shall attend meetings of the City Council relative to the work set forth in this Agreement. Any requests made by the City shall be given with reasonable notice to the Consultant to assure attendance. H_ The Consultant agrees to furnish, upon termination of this Agreement and upon demand by the City, copies of all basic notes and sketches, charts, computations, and any other data prepared or obtained by the Consultant pursuant to this Agreement without cost, and without restrictions or limitation as to the use relative DocuSign Envelope ID.3857EC88-3AE4-4930-80E3-FA49656461A8 -4- Section IV to specific projects covered under this Agreement. in such event, the Consultant shall not be liable for the City's use of such documents on other projects. The Consultant agrees to furnish all reports, specifications, and drawings with the seal of a licensed professional affixed thereto as required by Iowa law. J. The City agrees to tender the Consultant all fees in a timely manner, excepting, however, that failure of the Consultant to satisfactorily perform in accordance with this Agreement shall constitute grounds for the City to withhold payment of the amount sufficient to properly complete the Project in accordance with this Agreement K. Should any section of this Agreement be found invalid, it is agreed that the remaining portion shall be deemed severable from the invalid portion and continue in full force and effect. �. Original contract drawings shall become the property of the City. The Consultant shall be allowed to keep reproducible copies for the Consultant's own filing use. M. Fees paid for securing approval of authorities having jurisdiction over the Project will be paid by the City. N. Upon signing this Agreement, Consultant acknowledges that Section 362.5 of the Iowa Code prohibits a City officer or employee from having an interest in a contract with the City, and certifies that no employee or officer of the City, which includes members of the City Council and City boards and commissions, has an interest, either direct or indirect, in this Agreement, that does not fall within the exceptions to said statutory provision enumerated in Section 362.5. O. Indemnification. 1. To the full extent permitted by law, Consultant agrees to defend, indemnify, and hold harmless the City against any and all claims, demands, suits, loss, expenses, including attomey's fees, and for any damages which may be asserted, claimed or recovered against or from the City by reason of personal injury, including bodily injury or death, and property damages, including loss of use thereof, caused by Consultant's negligent acts, errors or omissions in performing the work and/or services provided by Consultant to the City pursuant to the provisions of this Agreement. 2. Consultant assumes full responsibility for any and all damage or injuries which may result to any person or property by reason of Consultant's negligent acts, errors or omissions in connection with the work and/or services provided by Consultant to the City pursuant to this Agreement, and agrees to pay the City for all damages caused to the City's premises resulting from the negligent acts, errors or omissions of Consultant. 3. The Consultant's obligation to indemnify the City shall not include the obligation to indemnify, hold harmless, or defend the City against lability, claims, damages, losses, or expenses, including attorney fees, to the extent caused by or resulting from the negligent act, error, or omission of the City. DocuSlgn Envelope ID:3857ECB8-3AE44930-8DE3-F.449656461A8 -5- Section IV 4. For purposes of this paragraph, the term"Consultant" means and includes the Consultant, its officers, agents, employees, sub-consultants, and others for whom Consultant is legally liable, and the term "City" means and includes the City of Iowa City, Iowa its Mayor, City Council members, employees, and volunteers. P. Insurance 1. The Consultant agrees at all times material to this Agreement to have and maintain professional liability insurance covering the Consultant's liability for the Consultant's negligent acts, errors and omissions in the sum of $1,000,000 Per Claim, $1,000,000 Annual Aggregate, or a $1,000,000 Combined Single Limit. To the fullest extent permitted by applicable state law, a Waiver of Subrogation Clause(endorsement)shall be added. 2. Consultant agrees to provide the City a certificate of insurance evidencing that all coverages, limits and endorsements required herein are maintained and in full force and effect, and certificates of Insurance shall provide a minimum thirty(30)day endeavor to notify, when available by Consultant's insurer. If the Consultant receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein, or receives notice that coverage no longer complies with the insurance requirements herein, Consultant agrees to notify the City within five(5)business days with a copy of the non-renewal or cancellation notice. Q. Standard of Care. 1. The Consultant shall perform services for, and furnish deliverables to, the City pertaining to the Project as set forth in this Agreement. The Consultant shall possess a degree of learning, care and skill ordinarily possessed by reputable professionals, practicing in this area under similar circumstances The Consultant shall use reasonable diligence and professional judgment in the exercise of skill and application of learning. 2. Consultant represents that the Services and all its components shall be free of defects caused by negligence; shall be performed in a manner consistent with the standard of care of other professional service providers in a similar Industry and application; shall conform to the requirements of this Agreement; and shall be sufficient and suitable for the purposes expressed in this Agreement. 3. All provisions of this Agreement shall be reconciled in accordance with the generally accepted standards of the Engineering Profession. 4. Consultant's obligations under this Section shall exist without regard to, and shall not be construed to be waived by, the availability or unavailability of any insurance, either of City or Consultant. R. There are no other considerations or monies contingent upon or resulting from the execution of this Agreement, it is the entire Agreement, and no other monies or considerations have been solicited. DocuSign Envelope ID:31357ECB8-3AE4-4930-8DE3-FA49656461AB -6- Section IV S. This Agreement shall be interpreted and enforced in accordance with the laws of the State of Iowa. Any legal proceeding instituted with respect to this Agreement shall be brought in a court of competent jurisdiction in Johnson County, Iowa. The parties hereto hereby submit to personal jurisdiction therein and irrevocably waive any objection as to venue therein, including any argument that such proceeding has been brought in an inconvenient forum. DocuSlgn Envelope ID.3857EC88-3AE4-4930-8DE3•FA49656461AB -7- Section IV For the City Forttant By: By�E..a,e�.,.� ./c Air 7//7l ZY Tide: COO C/ / Y Date: Jun-25-2024 •2024 Approved by City Atto s Office 77c)--4-Y Date DocuSign Envelope ID 3857EC88-3AE4-4930-8DE3-FA49656461AB Exhibit A AtAt PO I C 0 Recommendation for Community Engagement Services Prepared for: Iowa City, IA 06/03/2024 Polco is proud to be in partnership with NLC & ICMA N IC n="ra,iauF' SID i u t UTICS 0ocuSign Envelope ID:3857EC88-3AE4-4930-8DE3-FA49656461AB Executive Summary About Polco Air Force veterans Nick Mastronardi and Alex Pedersen founded Polco in 12.6O 2015 out of their passion for public service.They shared a desire to see local governments better utilize technology to foster productive conversations and make data-driven decisions.Nick's experience at Amazon and Alex's at Google,in addition to shared experiences in academia,gave them the expertise they needed to create Poleo.They saw how technology had contributed to residents'declining trust in government and increasing polarization and hoped that they could be a part of reversing these concerning trends through technology. From the start,they founded Polco with the mission to improve how governments engage their residents,understand the resident sentiment,and ultimately use this input to make decisions that improve the quality of life for all. Nick and Alex quickly realized that there were other great practitioners doing innovative work that they could amplify through a partnership with Polco. In 2019, National Research Center(NRC)joined Polco to set a new standard for survey research. NRC was the leading provider of community surveys for local governments across the country for 25 years, and the merger with Polco combined NRC's extensive library of professional local government surveys,a database of local government performance, and survey research expertise with Polco's technical capabilities for enhanced communication and engagement.Today, Polco is headquartered in Middleton,Wisconsin,with over 75 employees across the country,including an office in Boulder,Colorado. Balancing Act joined Poke in 2023, bringing best-in-class budget and housing simulations,prioritization tools,and Taxpayer Receipts to Polco's community engagement platform. Balancing Act has provided these capabilities to local, state,federal, and academic institutions around the world.The core of the Balancing Act suite is the budget simulation.This easy-to-set-up,interactive tool is the best way to communicate financial information to residents and get their informed feedback.Balancing Act's online housing simulation changes the participation dynamic in planning and zoning by putting residents in the shoes of decision-makers and asking them to help solve the problem. Prioritize gathers stakeholder preferences on budgeted projects with a unique dual approach that allows users to make selections and then rank order them.The resulting data provides deeper insight to support decision-making within a fixed budget or one-time expense such as stimulus funds. Finally,the Balancing Act Taxpayer Receipt is an easy,effective way to demonstrate to residents that their money is being put to good use. Residents anonymously input data to generate a customized estimate of taxes paid. Polco has received the highest levels of endorsement from the International City/County Managers Association(ICMA),the National League of Cities(NLC), and the Government Financial Officers DocuSign Envelope ID.3857ECS8-3AE4-4930-80E3-FA49656461A8 Association (GFOA).Together,these organizations comprise thousands of city and county managers, council members,elected officials, and government finance professionals. Polco continues to grow as we add additional capabilities to our community engagement platform. Our suite of tools ensures communities engage with residents and receive the insights necessary to optimize their resources and deliver the highest level of services to residents. Our team's combined expertise has produced a robust digital engagement platform to gather critical information from community stakeholders, assess their needs,and monitor resident satisfaction and government performance.The platform includes three modules: Track, Engage, and Assess. Balancing Act is currently part of our Engage module and will eventually be part of our Assess module as well. Each module provides an innovative and impactful approach to community engagement which can be used to meet specific needs or combined for a more holistic approach to engagement. We take pride in all the work we have done to positively impact public services and the quality of life in hundreds of communities.At the same time,we believe there is much important work left to be done. The public sector constitutes a significant portion of the economy, with over$4 trillion available to state and local governments in the US alone in the past year. In order to allocate and spend these funds, it's more important than ever that local governments have access to accurate and reliable data to make decisions with confidence. Our team of community engagement experts is committed to understanding your community's goals and challenges so we can tailor a solution aligned to the unique needs of your community. We look forward to working in partnership with you to power the best possible decisions for your community and see positive outcomes in the years to come. ENGAGE POICO DocuSign Envelope la 3857EC88-3AE4-4930-80E3-FA49656461A8 Approach and Methodology Survey Instrument - The National Community Survey' (The NCSTM) We are proposing our turn-key benchmark survey product, The National Community Survey7At (The NCS""') for the township's Public Opinion Survey. The NCS has been the survey tool of choice for more than 500 communities across the country and is the only resident survey tool endorsed by the International City/County Management Association (ICMA) and the National league of Cities(NLC). It has the advantage of being a cost-efficient,scientific tool for measuring resident satisfaction levels and perceptions. The NCS starts from a base of questions that ask respondents about the quality of local government services.The overall focus is on community livability, so other questions relate to the characteristics of the community that contribute to quality of life,as well as residents'experiences and engagement in community life.The level of standardization of this survey product makes it possible to provide benchmark comparisons for each standard item. The National Community Surveyor' (The NCS") • Gold standard for gauging public opinion. • Trusted by hundreds of jurisdictions. • Benchmark to 500+communities • Clear, unbiased, and accurate results We help our customers by: • Evaluating services • Enhancing communication • Measuring quality of life • Building trust • Planning capital investments • Informing budgeting • Monitoring performance • Assisting strategic planning The NCS covers 10 key facets of community livability: 6) Utilities 1) Economy 7) Parks and Recreation 2) Mobility 8) Health and Wellness 3) Community Design 9) Education, Arts and Culture 4) Natural Environment 10) Inclusivity and Engagement 5) Safety DocuSign Envelope ID:3857ECB8-3AE4-4930-8DE3-FA49656461AB Outreach Administration A representative sample of residents(or other appropriate stakeholders)will be invited to complete the survey to ensure statistically significant response and results. We will use statistically appropriate methodologies to garner community-wide representativeness with at least a 6%margin of error(4-6%is typical and meets best practices for performance measurement,about 250-450 responses) per local jurisdiction.The invitations will contain an introduction outlining the importance of the survey and instructions for completing it.To supplement this effort,the township will be asked to participate in outreach'efforts with guidance on best practices from Polco. Responses will be statistically weighted to ensure the best representation of your community(or stakeholder group, if applicable). We propose to employ multiple modes for outreach. • Two rounds of mailed postcard invitations to 3,500 randomly selected households(with URL for online survey access) We will work with the township to optimize the outreach plan,combining our experience with your knowledge of your residents and their needs (e.g.,comfort with and access to technology and level of English literacy). The online portion of the survey will be hosted on the Polco platform.The township will have a branded profile(using your logo)on which the survey would be hosted. While the township will be conducting the survey with a random,scientific selection of households, officials may still want to hear from everyone in the community.To this end,we include an open participation option once the random survey has been in the field for at least a few weeks.To this end, we provide another web link that the township can post on its website and publicize it to encourage maximum participation. Polco will analyze the open participation data and determine whether combining the opt-in data with the scientific data would be beneficial toward reducing the margin of error around survey results,or if it should be reported under separate cover.The combination of scientifically collected data (via random selection)and opt-in data(non-random) is an emerging practice in the survey research industry. A strength of Polco is the ability to turn what could be one-off respondents into a"panel" of residents for continued engagement.To take advantage of this feature, residents must be asked,or even required to register at Poleo. In the first scenario, the resident completes the survey and after submitting, is given an option to provide an email address and zip code for continued engagement. In the second,the resident would be required to provide their email address and zip code to access the survey. Historically Polco has matched around 70%of its responding users on local voter files. Each user successfully matched against the verification list no longer needs to self-report most additional demographic and geographic information (age,gender, precinct/ward,etc.).This not only improves the accuracy of the results but helps stave off survey fatigue. DocuSign Envelope ID:3857ECB8-3AE4-4930-80E3-FA49656461A8 City Responsibilities While Polto will do most of the heavy lifting to provide the approach and methodology described in this proposal,the following would be the township's responsibilities: 1) Provide a project point person for Polco to work with on the survey logistics. 2) Provide input on the half of page of custom questions to be covered on the survey,provide feedback on survey drafts, and give final approval. 3) Provide necessary files for customizing the survey materials(e.g.,logos, letterhead,electronic signature)as well as GiS files for any geographic sub areas to be tracked. 4) Publicize the survey effort,particularly the open participation survey,if the township desires to implement that option. 5) Provide feedback and final approval on reporting and presentation slide deck. Analysis of Survey Results The first step in preparing the resident data for analysis will be to weigh the data to reflect the demographic profile of the residents of the community.Weighting is a best practice in survey research to adjust for potential non-response bias and ensure that the demographic characteristics of the survey respondents mirror the overall population. In general, residents with certain characteristics(for example:those who are older or homeowners) are more likely to participate in surveying.Weighting allows us to increase or decrease the weight of each respondent to mimic as closely as possible the demographic profile of the community as described by the U.S. Census and American Community Survey (ACS)data.The weighting variables to be considered will be all those demographics included in the survey.Additionally, Polco has extensive experience with complex weighting schemes required with targeting specific geographic subareas. For quantitative analysis of the resident survey,we rely on IBM Statistical Package for the Social Sciences (SPSS).We believe that analysis must be replicable and leave a clear path.To this end,we keep every label and command run in SPSS in a syntax file available for audit and re-running, as necessary.We will code any open-ended responses using both an emergent approach,where themes are revealed through the analysis, combined with a deductive approach, where a scheme or codes are predetermined and applied to the data. We use various analysis techniques suited to the project and question. In addition to providing a full set of responses to each survey question,our online reporting includes interactive charts that show cross tabulations by geographic area and respondent characteristics,as well as comparisons of results against benchmark communities.The data and reports will undergo a thorough quality assurance review.We will audit the original data files and our statistical syntax/analysis files,compare automatically generated output to the formatted output in the report and data check all numbers and text prior to submitting the reports.This will ensure the data analyses are correct and staff, the media and the public will trust the results. DocuSign Envelope ID 3B57ECB8-3AE4-4930-80E3-FA49656461A8 Benchmarking Polco conducts and collects the most current resident surveys from jurisdictions across the country;we have the largest database of comparative resident opinion of any firm,containing over 700 comparison communities across the nation.The Polco Performance Plan includes comparisons to the national benchmarks.Should the township wish to add optional custom benchmark sets, Polco's benchmark database contains communities that range widely in size, location, and other features, so we can easily create benchmarks to make comparisons to the entire nation or a subset,such as all jurisdictions in a region or population range among other factors. Reporting Reports and presentations must serve staff and council members,appointed boards, and commissions as well as the lay public and must be documents that the media can understand and find robust should they wish to press their credibility. These are challenges we accept enthusiastically. Reporting for The NCS is online on Polco.This allows for interactive displays of your survey results-for ease of exploring and sharing.The reports include an executive summary,explanation of methods and breakdowns of results by areas (if included in the sampling) and respondent characteristics. Comparisons to national benchmarks are also included,and comparisons to regional benchmarks can be purchased.The reports can also be downloaded in PDF form. L ammo" DocuSign Envelope ID:3857ECB8-3AE4-4930-8DE3-FA49656461AB Presentation of Results We believe in making results interesting and straightforward in our presentations.Our presentations are attractive and visually intuitive;typically, 20-30 minutes in length.We recommend having 15-30 minutes following the presentation portion for questions, depending on your preferences.A remote presentation by Polco adds a great degree of confidence in the independence and reliability of your findings.Whether presenting to staff or council,the credibility of the presentation rests as much on the response to questions from the audience as on the summary of the slides.This is where the benefit of the reputation, education and experience of the Polco team will be especially helpful in providing you the credibility and trust that top level managers expect. Sample Project Timeline The actual timeline is subject to change,based on contract award date,and the length of the township's approval process for finalizing the survey and related materials,etc.We are happy to further discuss the township's timing needs and provide other options if needed. The Polco project management team will produce an exact timeline during the onboarding process. Preparing for the Survey,Weeks 1-7 Week 1 Program Manager(PM) sends The NCS for review Week 2 Send PM drafts of custom questions to add to the survey,if applicable Week S Mailing materials and survey instrument are finalized Week 6 PM generates representative sample of households in your community Week 7 Polco prints materials, prepares mailings, and sets up the survey online Conducting the Survey, Weeks 7-16 Week 7 Data collection opens for The NCS Week 8 Initial postcard invitation sent Week 9 Second invitation sent Week 12 Final invitation sent Week 14 Open participation survey begins Week 16 Data collection closes Week 15 Send PM final count of returned initial postcards Creating the Survey, Weeks 16-20 Weeks 16-20 PM conducts survey analysis and prepare report Week 20 Provides final report DocuS+gn Envelope ID.31357EC88-3AE4-4930-8DE3-FA4965646lAB Our Team The Polco team has expertise in all aspects of community engagement. Team members have strong backgrounds in fields including city management, public policy, software engineering,communications, technology, data science and research analysis. We are proud to have worked with hundreds of jurisdictions nationwide for more than two decades. Supportive,highly skilled,and knowledgeable-our team is resolute in helping the public sector, using our wealth of knowledge to help move communities forward. Nick Mastronardi, PhD,Chief Executive Officer- nick@oolco.us Nick is a public servant, academic and CEO of Polco. Prior to founding Polco, Nick served as a Senior Economist at Amazon, in the same role on the President's Council of Economic Advisers in the White House,and 10 years as an active duty Air Force officer including time on faculty at the United States Air Force Academy. Nick holds a Ph.D. in Economics from the University of Texas at Austin,and still serves in the Air Force Reserves. Alex Pedersen,Co-Founder and Chief Strategy Officer-arex@polco.us Alex is Polco's co-founder and CSO. He served seven years as an officer in the U.S.Air Force,and following his time on active duty was a strategy and operations analyst at Google in Mountain View,CA. Alex holds a technical degree from the United States Air Force Academy and a Masters in Public Policy from Harvard University. Sonya Wytinck, Chief Operating Officer-5anyaCDoolco.ua Sonya has a Masters Degree in Economics and a strong interest in what communities can do to best support residents. She has two decades of experience working with all levels of government to frame and execute research projects,and her love of problem solving led her to the role of COO at Polco. She is continually inspired by the passion and innovative work of her colleagues. Michelle Kobayashi,Senior Vice President of Innovation- michellePpolco.us Michelle has been a thought-leader in the field of survey research and evaluation for more than 30 years, authoring numerous books and articles on the subject. As a community survey expert with experience working in local government,she travels the country to speak professionally and lead workshops about resident surveys, performance measurement, strategic planning and more. Michelle helps lead the innovation efforts of the National Research Center at Polco, keeping Polco at the cutting edge of the survey research industry. Erin Caldwell, MSPH,Senior Vice President of Research -erin(cIpolco.us Erin has more than 30 years experience as a social science researcher.At Polco, Erin leads complex data analysis projects and mentors the data science and survey research teams. Prior to joining Polco,she led the City of Boulder's Research and Evaluation Division where she designed and conducted studies across all city departments in addition to overseeing research, and assisting on program evaluation and budget analysis. Erin is one of the survey industry's most experienced and trusted professionals. Tobin McKearin, PhD,Vice President of Data Science-tobin@valco,us Tobin is a strategic and people-focused leader,complex problem solver, economist, and combat pilot. He served as a Senior Economist on the President's Council of Economic Advisers in the White House and is a Career Air Force Officer.Tobin has more than 25 years of experience in project management, process DocuSign Envelope ID 3857ECB8-3AE4-4930-8DE3-FA49656461A8 improvement and risk mitigation, and more than 13 years working in predictive modeling, statistical forecasting, and data analysis.Tobin has a Bachelor's degree in Economics and Operations Research from the United States Air Force Academy,a Masters in Economics from the University of Hawaii,and a PhD in Economics from the University of Texas. Jade Arocha,MS,Director of Survey Research -jadePoolco.us Jade Arocha has been with Polco since 2014 as a project manager,survey researcher,and now as the Director of the Survey Research division. She has managed scores of survey projects over the years and now oversees and provides assistance with all survey assessments at Polco,including The National Community Survey,The National Employee Survey,The National Business Survey,and a wide range of custom and special topics survey projects.Jade is a frequent and skilled presenter of survey results and methodology at public meetings as well as workshop facilitator to inform data-driven strategic planning and resource allocation decisions.Jade has a master's degree in Agricultural and Applied Economics from the University of Missouri-Columbia,where she was also an instructor and graduate research assistant, and an undergraduate degree in International Studies from Colorado State University. Accessibility Statement Survey Instrument - The National Employee SurveyTM (The NESTM) The National Employee Survey(The NES) is a complete assessment tool to help local governments answer tough questions about the workplace.Your survey results will help you optimize your organization,giving you and your team the confidence to take on challenges in your community. The NES is a standardized survey instrument making it easy-to-administer for local governments and other public-sector organizations. Developed by survey research experts and local government professionals, The NES presents findings across ten dimensions of the employee experience.This survey provides benchmark comparisons with other local government employees across the U.S.The NES also explores how employees perceive the community where they work, providing insight into how their efforts impact the community at large. The NES gathers the opinions of employees regarding their satisfaction on the job and other key characteristics of a quality work environment: communication, organizational ethics, employee fit, wages and benefits,the physical workspace,supervisory relationships,the job feedback system, professional development, and self-reported performance. The NES covers six aspects of organizational climate: •Job Satisfaction • Supervisor and Work Group • Executive Leadership • Workplace • External Customers• Support Services DocuSign Envelope ID:3857ECB8-3AE4-4930-8DE3-FA496566461AB Outreach Administration The NES is implemented online: • Polco emails invitations through our survey system,where we can retain anonymity, but also send reminders only to non-responders • We also provide an anonymous URL that you can share in newsletters, etc. We will work with the City to optimize the outreach plan,combining our experience with your knowledge of your employees and their needs(e.g., comfort with and access to technology).Trust in the process and anonymity are essential! Develop a plan to share the purpose and importance of the survey,explain that it will be anonymous (data collected by an external, independent research firm)and encourage participation. Use multiple communication outlets for employees—a newsletter,staff meetings, inserts in pay checks,an internal web site,etc.—to get the word out to staff. Increased awareness will boost the response rate and help data collection run in a timely manner. The survey will be hosted on the Polco platform.The department will have a branded profile (using your logo) on which the survey would be hosted. City Responsibilities While Polco will do most of the heavy lifting to provide the approach and methodology described in this proposal,the following would be the Department's responsibilities: 1) Provide a project point person for Polco to work with on the survey logistics. 2) Provide necessary files for customizing the survey materials(e.g., logos, letterhead, electronic signature). 3) Publicize the survey effort. 4) Provide feedback and final approval on reporting and presentation slide deck. Benchmarking Polco/NBC's database of comparative employee opinion comprises the perspectives of more than 25,000 employees gathered from employee surveys from local governments across the U.S.Those employees evaluated the organization in which they work and gave their opinion about job satisfaction,supervisor relationships and other aspects of the employee experience. Data Collection Employees will complete the survey online and all individual data will come to, and remain with, Polco in order to ensure anonymity.We recommend at least a three-week window for data collection to ensure DocuSign Envelope ID:3B57ECB8-3AE4-4930-80E3-FA49856461A8 everyone can find time to participate. For example, employees on vacation or work travel will be in the office for part of the time. To give employees with limited access to computers/internet at work an opportunity to participate, Poleo recommends that you set up computer workstations with dedicated time to complete the survey online or that you print a limited number of paper copies(we can advise on how to collect them anonymously). Analysis We use documented algorithms crafted and maintained by our team of professional, academically trained, and experienced survey and data scientists. Every command is retained in a syntax file, and available for audit and rerunning,as necessary. talitod a MOM w.,a WHAMt.. ■ Smd.10 bteWwa Law, Vi LafA0.1arot Mat+At.1fYt cw ea tYN Pa sett#actar= WHOM libnifIN wmA gram 4111.1 tw itiol t at..a. f ttti:3 SrIPINVORW ���- IWWCfIMIp .. fiontrtLulul n[Kt 1f1t4'�tyev Ifwk'M.>, stiv.etvwrwo l nwer.m.mt. Reporting Making results understood and actionable Reports and presentations must serve your organization. Our professionally designed graphics are engaging and pop with clear information. The report tells the story of the survey results in a stylish, colorful, informative,and simple manner. Reporting is layered into multiple reports to allow flexibility in providing different levels of information to residents,the media (if desired),staff, and key decision makers. Included in Basic Service • Workplace Report: broad overview of the results for the entire organization overall, highlighting key findings presented in multiple graphs with comparisons to national benchmarks. A Key Driver Analysis identifies the job features with strongest relationships to employee satisfaction to aid your organization in identifying focus areas for possible improvements or changes. DocuSign Envelope[D:3857ECB8-3AE4-4930-80E3-FA49656461AB • Technical Appendices:contain tables showing the frequency of responses to every question and the benchmark comparisons,and a detailed description of the methods used to collect the data. • Trends report:After completing your second iteration of the NES,we will start to include a trends report. The Engage Module Module Overview Community leaders use our Engage module to get essential input from residents and other stakeholders. They engage their community on a wide variety of topics at critical points in policy and decision-making cycles-information gathering,needs assessment, resource trade-offs, policy review, performance measurement, etc. Palm provides the platform to build from with customizable or template surveys, polls, live events, and simulations. Participant Overview The Participant Overview empowers local governments to easily view their entire subscriber base in one place to see which residents are interacting with surveys, polls, live events, and simulations.This overview also allows you to view the demographics of your subscribers and watch your subscriber base grow over time. Ask Ask allows community leaders to post unlimited surveys, polls, and live events for resident input and measures resident satisfaction on a variety of livability topics.Choose from a variety of flexible question types, including open-ended,checkbox,satisfaction scale,option button, and point allocation. Conditional logic allows residents to skip questions where applicable and avoid survey fatigue. Use email outreach and social media templates to get the word out.View results on a heatmap to understand location-related issues. Hear from a representative group of residents on a wide range of everyday, emerging,and project-related issues with auto-weighting. Polco Live Try real-time polling with Polco Live to engage stakeholders at your in-person and virtual events.With Polco Live,your organization can gather useful information instantly,while encouraging audience participation at the same time. Polco Live brings you feedback seamlessly along with online streamed events,webinars,video calls, in-person meetings, and conferences.These capabilities allow residents to engage in real-time and transform static presentations into interactive,visual experiences that are engaging. DocuSign Envelope ID:3857ECB8-3AE4-4930-8DE3-FA49656461AB Engagement Library Find 100+expert-designed surveys and polls in the Library to help you save time and avoid fears or perceptions of bias.This library contains curated surveys and polls created by survey scientists at the National Research Center, Polco's dedicated research team.They cover a wide variety of topics and service areas for which local governments commonly seek input. The Track Module The Track Module's data dashboards place community statistics alongside resident sentiment to provide insight into areas of strength and need in your community.Comparisons to our nationwide database provide context for your community's data.These dashboards are powered by the strategic Government Performance Action and Learning(GPAL)collaboration. GPAL was originally envisioned by Polco and COWS at UW Madison in conversation with ICMA. Data scientists from Polco and COWS vetted data from hundreds of potential sources and chose the highest quality,most comparable,and most comprehensive performance metrics.Thousands of hours were dedicated to collecting,cleaning,and integrating hundreds of data points. This data was then added to Polco's proprietary database of longitudinal stakeholder sentiment from hundreds of communities and organized into the domains from the National Research Center's model of community livability-a model developed through decades of research and work with local governments. Indices were developed to provide an overview of community health in each domain,with deep dives into the components.The indices and overall model were improved through review and discussion with key initial collaborators at Arizona State University, Envisio, and Stanford. The Dashboards:(The Overview Dashboard is included at no cost to the city) The data from the GPAL partnership powers six Domain Dashboards and one Overview Dashboard.The Overview Dashboard brings together community statistics and resident sentiment to reveal the overall health of a community or district.The dashboard shows change over time,identifies characteristics of the community needed to enhance the quality of life, shows resident perceptions of the quality of current government services and community life,and enables you to see how your community performs in comparison to others. The Domain Dashboards focus on ten key areas: • Economy s Utilities • Mobility • Parks and Recreation • Community Design • Health and Wellness • Natural Environment • Education,Arts and Culture • Safety • Inclusivity and Engagement DocuSign Envelope ID:3857ECB8-3AE4-493o-80E3-FA4965a461AB Investment: Item&Description Unit Price The National Community Survey(NCS)-Standard Outreach $18,500 Poke-directed outreach to target a 4-6%margin of error,in conjunction with City-led outreach using City communication channels to support and supplement response. 1/2 Page of Custom Questions $2,800 As The NCS is a comprehensive survey we suggest not adding custom questions to minimize respondent burden and recommend asking custom questions in a separate survey on Polco. However,we recognize that while you are making this larger effort to get input from your residents you may want to add a few custom items. Custom Benchmark-"College Towns" Free for first In addition to the National benchmarking that we provide as part of conducting iteration the National Community Survey,Polco will provide benchmarking based on communities with a University as a core part of their municipalities. ($2,000 value) • Spanish Translation of the survey Free for first Polco will provide a Spanish translation of your survey and publish it online for iteration Spanish-speaking respondents. Postcards will provide a URL and Spanish language instructions for completing the Spanish survey online. ($1,350 value) Additional Translations of Benchmark Survey Polco will provide additional translations of your survey in Mandarin Discounted to (Traditional or Simplified Chinese),Arabic,and French and publish it online for 1,500.00 each non-English speaking respondents.Survey invitations will provide a URL and $4,500 Total* additional language instructions for completing the survey online. *Most residents who prefer to communicate in another language already ($9,000 value) have"in-browser translation programs". To further save on cost,Polco can provide 1-2 sentences on mailing materials in each language,directing respondents to the survey to use their preferred browser translator. Survey Instrument-The National Employee Surveyim (The NEST`") Digital Only $9,000 The National Employee Survey(The NES) is a complete assessment tool to help (if contracted with local governments answer tough questions about the workplace.Your survey the NCS, results will help you optimize your organization,giving you and your team the $12,000 if separate) confidence to take on challenges in your community. Engage Module(All Features) Included for 2 Years Track Module(Overview Dashboard) Included TOTAL $34,800.00