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HomeMy WebLinkAbout2025-02-04 ResolutionItem Number: 5.b. CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Resolution approving applications for retail tobacco, tobacco products, alternative nicotine products, vapor products, and device retailer permits, as required by Iowa Code 453A.47A and Senate File 345. Prepared By: Kellie Grace, City Clerk Reviewed By: Jennifer Schwickerath, Assistant City Attorney Fiscal Impact: N/A Staff Recommendation: Approval Attachments: Resolution Executive Summary: Pursuant to Iowa Code §453A.47A, a retail permit is required to sell tobacco, tobacco products, alternative nicotine products, or vapor products at any place of business or through delivery sales. All permits provided for in Iowa Code §453A.47A expire on June 30 of each year and require payment of the applicable fee established in Iowa Code §453A.47A(7). The Iowa Department of Revenue implements the retail permit requirements of Iowa Code §453A.47A. The City Clerk's Office issues all permits for retailers located within city limits. As part of the retail permit process, the Iowa Department of Revenue requires applications be approved by the City Council once the City receives the completed application and appropriate fee is paid. Background / Analysis: During the 2024 legislative session, the Iowa legislature enacted Senate File 345, which regulates and taxes the sale of devices effective January 1, 2025. Per the legislation, a "device" is defined as any equipment or product, made in whole or in part of glass or metal, that is designed for use in inhaling through combustion tobacco, hemp, other plant materials, or a controlled substance. A device retailer shall only display and sell devices in a location of a retail outlet where the device retailer ensures that the devices are not visible to a person younger than twenty-one years of age and where no person younger than twenty-one years of age is present or permitted to enter at any time. Based on this legislation, we have included 'device' in the permit approval resolution and will indicate the permit type for which each business has applied. Seb Prepared by: Wendy Mayer, License Specialist, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5042 Resolution Number: 25-3o Resolution approving applications for retail tobacco, tobacco products, alternative nicotine products, vapor products, and device retailer permits, as required by Iowa Code 453A.47A and Senate File 345. Whereas, applications for Tobacco/Tobacco Products/Alternative Nicotine Products/ Vapor Products/Device Retail permits have been submitted and filed with the City Clerk; and Whereas, the applicants have filed the proper application and fees as required by the Iowa Department of Revenue; and Whereas, applications are presented to City Council for approval. Now, Therefore, be it Resolved by The City Council of Iowa City, Iowa, That: Section 1. The City Clerk is hereby authorized and directed to issue a permit to the following named applicants and locations to sell the following products: Effective from: January 8, 2025 to June 30, 2025. Business Name Business Address Permit Type Almost Paradise 355 S. Linn St. Tobacco Retail Permit Almost Paradise 355 S. Linn St. Device Retailer Permit Passed and approved this 4th day of February , 2025 or (10 Approved y Attest: City Clerk City Attorne s Mice (Jennifer Schwickerath — 01/30/2025) Resolution No. Page 2 25-30 It was moved by Moe and seconded by the Resolution be adopted, and upon roll call there were: Ayes: Nays: x x Absent: Harmsen Alter Bergus Vacant Harmsen Moe Salih Teague Item Number: 6.a. CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Motion to approve the Tentative Agreement between the City of Iowa City and the Police Labor Relations Organization of Iowa City. Prepared By: Karen Jennings, Human Resources Administrator Reviewed By: Geoff Fruin, City Manager Chris O'Brien, Deputy City Manager Fiscal Impact: Wages are anticipated to fall within future budget parameters. Staff Recommendation: Approval Attachments: Tentative agreement Executive Summary: The current collective bargaining with the Police union expires June 30, 2025. The City participated in collective bargaining with the Police Union in accordance with Chapter 20 of the Iowa Code. After exchanging initial proposals on November 21, 2024 and December 5, 2024, the parties reached a tentative five-year agreement following a January 7, 2025 bargaining session. The tentative agreement (TA) is subject to both City Council approval and union ratification. The union ratified the TA on January 21, 2025. Background / Analysis: The five-year tentative agreement between the City of Iowa City and the Police Labor Relations Organization of Iowa City for Fiscal Years 2026-2030 includes: • Wage settlements for FY26-FY28 that include adoption and implementation of a new pay plan in FY26, a 2.75% ATB in FY27, and a 3.0% ATB in FY28 with a wage re - opener in fiscal years 2029-2030. • Insurance settlement for FY26-FY28 that maintains current plan design, includes an increase in employee premium contribution to 13% in FY28 and an insurance re -opener in fiscal years 2029-2030. • Language changes to the work week and work day provisions.to enable the union and Chief of Police to adopt a mutually agreed -upon schedule subject to a trial period. • Update to the accrual limit and carryover limit for comp time. • Language changes to the Holiday, On -the -Job Injury, and Pregnancy Leave provisions to align language with existing side letters and existing contractual and state and federal law provisions. • New language calling for the development of a Memorandum of Understanding for a trial period to explore the concept of a shift buy-back program. • Deletion of the Parking provision as a permissive subject of bargaining The tentative agreement is attached. Notes: CITY OF IOWA CITY, IOWA FINAL OFFER THE POLICE LABOR RELATIONS ORGANIZATION For the Period July 1, 2025, through June 30, 2030 Submitted January 7, 2025 If the Union has made a proposal to which no specific response is set out in these proposals, the City's response to such a proposal is that it not be included in the contract. +� If the City does not propose that an article or provision be amended, then it is the City's proposal that current contract language for that article or provision be maintained. The City reserves its right to refuse to negotiate regarding the provisions that are non - mandatory subjects of bargaining, and the City will not agree to submit to impasse the provisions which are non -mandatary subjects of bargaining. The City explicitly reserves the right to alter, withdraw, add to, or amend any part or all of the following proposal. This proposal is a package proposal, and it must be accepted in its entirety or"it will be considered to have been rejected. All applicable provision of the contrail should be modified to reflect a five (5) year agreement commencing July 1, 2025. 9b2rg12gI l.1 i) Article VIll Section 1. (Work Week) — Delete this section and replace it with the following: "The work schedule of Continuous Shift and Non -Continuous Shift can be changed by agreement of the Chief of Police and the PLRO. Any proposed schedule will be vetted for cost neutrality and coverage. Any change to the schedule shall have trial periods of 3 months, 6 months, and 1 year from the date of the schedule change. The Chief will determine whether the trial schedule shall be maintained. If a trial scheduled is determined by the Chief not to be feasible, the schedule shall revert to the schedule contained in the 2020 to 2025 collective bargaining agreement." Section 2. (Work Day) •- Delete Section,1t! 2) Article M (Overtime — Standby) Section 7 (Accumulated Overtime) The City proposes to strike the flnat sentence allowing carryover from one fiscal year to the next to be used as time off only by September 1. AN Increase Comp. Time Cap to SO ours with a carryover of no more thar@hours each July IIt. 3) Article X (Holidays) ); Section 1. Update to replace Washington's birthday with Juneteenth per 1112/2020 Letter of Agreement b) Section 3. Update final paragraph to clarify that the floating holiday for continuous watch officers will be observed on December 241" each year per 1 /19/2012 Memorandum of Agreement. 4) Article XIII (Special Leaves) a) Section 1 (On The Job Injury) The City proposes to replace the existing language with the following: "The City shall comply with Chapter 411 of the Iowa Code with regard to duty - related injury and illness." b) Section S (Pregnancy Leave) The City proposes to replace the existing; language with the fallowing: "The City shall comply with the leave provisions of this agreement, paid and unpaid, and state and federal law with regard to pregnancy -related disability." c Netrr `ca��Shift3ack ,nitgtttac wilt be developed in a MOU for a trial period to explova shaft buy-back. 5) Article XVIII (Insurance) The City proposes to modify Section 1, Medical Insurance, and the corresponding attachments to the contract as follows: a) Contribution Rates: Fiscal Year 2026: no change Fiscal Year 2027: no chil*e< Fiscal Year 13% Fiscal Year 2029-2030: Re -opener 6) Article XX,VIII (Compensation) a) See attached wake schedule. b) Wage re -opener for Fiscal Year 2029-2030 7) Article XXX (General Conditions) 10 The City proposes to delete Section 7, Parking. The City has identified this provision as a permissive Subject ofbargaining. 8) Artie XXVII (Effective Period) — Update this Article to reflect a fiv,Ia�n Mluly with wages and insurance to be open for negotiations effective July 1, 2028 2029. 1 //,-1�- Iv � � ► G pi Attachment A POLICE OFFICER RAY PLAN (4001 ) Fiscal Years 2026-28 1 18 mQ 3 4 10 Step 1 Step 2 Step 3 Step 4 step 5 Step 6 Dire 1 year 2 year 3 year 4 year 6 year 3 year 10 year 12 year 66,000 69300 72766 $ 81,576 92 $ 87,732.06 $ 91,4a2.86 $ 96,233.63 $ 96,662.14 $ 98,090.64 ATB 2.75% $ 67,816.00 $ 71,205.75 $ 74,766.04 $ 83,820.29 $ 90,144.69 $ 93,998.62 $ 97,862.56 $ 99,32035 $ 100,788.13 3,0.0% $ 69,849,45 $. 73,341.92 $ 77,009.02 $ 86,334.90 $ 92,849.03 $ 96,818,58 $100,788.13 $102,299-96 $ 103,511.78 Item Number: 6.b. CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Resolution designating the authorized officers or employees to conduct business with authorized banking institutions. Prepared By: Reviewed By: Fiscal Impact: Staff Recommendation: Commission Recommendations Attachments: Resolution Nicole Davies, Finance Director Geoff Fruin, City Manager No impact Approval N/A Executive Summary: City Council sets, by resolution, the authorized officers or employees to conduct official banking business on behalf of the City. Background / Analysis: The last update to this authorizing resolution was in August 2022. That resolution set the authorized individuals to conduct City banking business to be Nicole Davies, Redmond Jones II, and Geoff Fruin. Christopher O'Brien is the new Deputy City Manager, and therefore, the authorizing resolution needs to be updated. A new authorizing resolution is being presented for City Council consideration. This updated resolution sets Finance Director, Nicole Davies, City Manager, Geoff Fruin and Deputy City Manager, Christopher O'Brien, as the employees that are authorized to conduct the City's banking business. Prepared by: Nicole Davies, Finance Director, 410 E. Washington St., Iowa City, IA 52240; 319-356-5085 Resolution no. 25-31 Resolution designating the authorized officers or employees to conduct business with authorized banking institutions. Whereas, the City is authorized through its investment policy to conduct business with all the banks listed on the City of Iowa City's resolution naming depositories that offer competitive rates and satisfactory service; and Whereas, the City utilizes these authorized banks to conduct its daily financial and investment banking business. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: The following individuals, listed below, are officers or employees of the City and are hereby authorized to conduct banking business with the authorized banks including opening accounts, signing and endorsing checks, transferring funds, maintaining safety deposit boxes, withdrawals, and all other necessary and ordinary transactions. List of officers or employees authorized to conduct banking business: Geoff Fruin, City Manager Christopher O'Brien, Deputy City Manager Nicole Davies, Finance Director All prior resolutions authorizing officers or employees to conduct business with authorized banking institutions on behalf of the City are hereby rescinded. Passed and approved this 4th day of February , 2025. 1 Mayor Approved by 1 Attest: � 01 1 = �- e City Clerk City Attorneys Office - 01 /30/2025 Resolution No. 25-31 Page 9 It was moved by Moe and seconded by the Resolution be adopted, and upon roll call there were: Ayes: Nays x x Absent: Harmsen Alter Bergus Vacant Harmsen Moe Salih Teague Item Number: 6.c. CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Resolution authorizing the City Manager to sign a 28E Agreement with the Iowa Department of Revenue for alcohol enforcement. Prepared By: Susan Dulek, First Ass't. City Attorney Reviewed By: Geoff Fruin, City Manager Dustin Liston, Police Chief Matt Ties, Sgt. Police Dept. Fiscal Impact: none Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Resolution 28E Agreement Executive Summary: The Iowa Dept. of Revenue is authorized to provide enforcement for Iowa's alcoholic beverage laws and is willing to provide funding up to $3,000 for FY25 to the City for engaging in compliance checks and enforcement checks for Iowa's alcoholic beverage laws. The State has provided funding in recent years for tobacco compliance and enforcement, but this is the first instance of funding for alcohol. Iowa Secretary of State yCPS� OF /0�y9 321 East 12th StreetLU � < <t Des Moines, IA 50319 �C' sEA� e,�P FTgRy pF sos.iowa.gov 28E Agreement Participants Full Legal Name Organization Type County Iowa Department of Revenue State Agency Polk City of Iowa City Police Department City Johnson ra;,. 0 - Unknown Service Type FILED Filing Date: 02/21/2025 09:49 AM Filing Number: M517775 The parties have entered into this agreement for the purpose of providing and funding underage alcohol compliance checks in compliance with Iowa Code section 123.49(2)(h). The legal authority for this agreement is Iowa Code chapter 28E. 06/30/2025 Contact Person: (Optional) (e,C Prepared by: Susan Dulek, First Ass't. City Atty., 410 E. Washington St., Iowa City, IA 319-356-5030 Resolution No. 25-32 Resolution authorizing the City Manager to sign a 28E Agreement with the Iowa Department of Revenue for alcohol enforcement. Whereas, the Iowa Department of Revenue is authorized to provide enforcement for Iowa's alcoholic beverage laws; and Whereas, the Iowa Department of Revenue is willing to provide funding for FY25 to the City for engaging in compliance checks and enforcement checks for Iowa's alcoholic beverage laws; and Whereas, it is in the interest of the City to sign the attached 28E Agreement for Alcohol Enforcement. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: The City Manager is hereby authorized to sign the attached 28E Agreement for Alcohol Enforcement and is authorized to sign amendments as needed. Passed and approved this 4th day of Approved by / G ' City Attorney' Office (Sue Dulek — 01/27/2025) It was moved by Moe adopted, and upon roll call there were: Ayes: x February ,2025 Ma 1 Attest: CQ, City berk and seconded by Nays: Harmsen the Resolution be Absent: Alter Bergus Vacant Harmsen Moe Salih Teague 28E AGREEMENT FOR ALCOHOL ENFORCEMENT This 28E Agreement for Alcohol Enforcement ("Agreement") is between the Iowa Department of Revenue ("IDR"), and C 1 ¢y 4 Jlowcs C: ► tyy ("Department") and effective on January 1, 2025 ("Effective Date"). IDR and the DeparCment may be referred to individually as a "Party" or together as the "Parties." The Parties agree as follows: SECTION 1. IDENTITY OF THE PARTIES. 1.1 IDR. IDR is an agency of the State of Iowa and is authorized, pursuant to Iowa Code section 123.4, to administer and enforce Iowa's alcoholic beverage laws. IDR's address for the purpose of this Agreement is: 1918 SE Hulsizer Road, Ankeny, Iowa 50021. 1.2 Department. The Department operates a duly -recognized Iowa law enforcement agency. The Department's address is: 410 E. Washington Street, Iowa City, IA 52240. SECTION 2. PURPOSE. The Parties have entered into this Agreement for the purpose of providing and funding alcoholic beverage enforcement in compliance with Iowa Code chapter 123. SECTION 3. TERM. The term of the Agreement shall be from the Effective Date through June 30, 2025, unless earlier terminated in accordance with the terms of the Agreement. SECTION 4. FILING. Pursuant to Iowa Code section 28E.8, IDR shall electronically file the Agreement with the Iowa Secretary of State, after the Parties have executed the Agreement. SECTION 5. RESPONSIBILITIES OF THE PARTIES. 5.1 Responsibilities of the De artment. 5.1.1 Local Alcohol Enforcement. The Department shall provide alcoholic beverage enforcement of Iowa Code section 123.49(2)(h). 5.1.2 Compliance Checks. 5.1.2.1 "Compliance Checks" means activity to enforce alcoholic beverage laws in accordance with Iowa Code section 123.49(2)(h) within the jurisdiction of the Department. Compliance Checks also may include enforcement of Iowa Code section 123.49(2)(h) within additional jurisdictions upon agreement of the Parties. IDR shall make available to the Department the location of each retail alcohol license/permit holder subject to a Compliance Check by the Department via email. 5.1.2.2 The Department shall perform Compliance Checks at retail alcohol licensed/ locations within the jurisdiction of the Department during the term of the Agreement. IDR will provide the Department with any minimum or maximum number of Compliance Checks to be performed within the jurisdiction of the Department, a list of locations that have passed Compliance Checks within the last year, and any locations IDR has predetermined require Compliance Checks. Please note that alcoholic beverage products are age -restricted pursuant to Iowa Code section 123.47. Attempts to purchase Page 1 of 8 alcoholic beverage products may be conducted at any retailer that sells these products. Compliance Checks are to be facilitated by an Iowa certified Peace Officer who has Peace Officer powers within the State of Iowa. 5.1.2.3 IDR will not compensate the Department for Compliance Checks performed on a location that has passed a Compliance Check in the current or previous calendar year or otherwise indicated by IDR as a location for which Compliance Checks will not be compensate. 5.1.2.4 This Agreement is a stand-alone alcohol enforcement effort and shall not be combined with any other 28E agreements between the Department and IDR, or any other parties. 5.1.2.5 The De artment shall not begin to conduct an retailer Compliance Checks until jlanUary1, 242�. 5.1.2.6 The Compliance Check shall be completed and submitted for reimbursement to IDR by June 30, 2025. The Department should try to complete a Compliance Check of all seasonal businesses (e.g., winter businesses like ski areas or spring/summer businesses like golf courses, marinas, and bait shops) before the businesses close for the season, but not before January 1, 2025. 5.1.2.7 The Department may conduct a second Compliance Check on any retailer that is found to be non -compliant during the first Compliance Check. The second Compliance Check on the non -compliant retailer shall be completed and entered no later than June 30, 2025, in order for payment by IDR under this Agreement. 5.1.2.8 Clerks that fail Compliance Checks shall be ticketed criminally. 5.1.2.9 The Department shall, within seven (7) business days, notify the retail owner or manager of any violation. Within seventy-two (72) hours of the Department issuing a citation for a violation of Iowa Code section 123.49(2)(h) to a license/permit holder or employee of a license/permit holder, the Department must notify IDR where the offense was committed. The Department shall report Compliance Checks in a Compliance Check Report as described in Section 5.1.6. and send a copy of any citations to the IDR Contact Person. 5.1.2.10 If the Department fails to complete Compliance Checks or fails to submit reimbursement for Compliance Checks to IDR by June 30, 2025, IDR will consult with the Department to establish an agreed upon execution plan. In the event that the Department fails to execute the agreed upon plan, the Department agrees that IDR may authorize other law enforcement agencies to conduct any remaining Compliance Checks. 5.1.3 Underacie Purchaser Volunteers. Utilization of underage purchaser volunteers between the ages of sixteen (16) and twenty (20) is strongly encouraged, where feasible. The Department may compensate the underage purchaser volunteers involved in the Compliance Checks in a manner consistent with Section 6. 5.1.4 Routine Enforcement. In addition to conducting Compliance Checks, the Department agrees to regularly enforce alcoholic beverage laws. 5.1.5 Civil Proceedings. The Department shall cooperate with city, county, and state prosecutors if civil permit proceedings are initiated against a retail Page 2 of 8 alcohol license/permit holder. The Department shall also cooperate in proceedings against cited clerks and underage persons. Cooperation shall include, but not be limited to, sharing investigative reports and copies of issued citations, as well as providing witness statements and testimony. 5.1.6 QQmpliancp, Check Reports. The Department shall provide detailed results of completed Compliance Checks in a Compliance Check Report to IDR via an online form or other method prescribed by IDR within ten (10) business days of completed Compliance Checks. Information in the Compliance Check Report will include, but will not be limited to, the date, time, and location of the Compliance Check, and any other information required by IDR. 5.1.7 Miscellaneous. The Department shall be responsible for the day-to-day administration of its alcoholic beverage enforcement. The Department shall provide all office space, equipment, and personnel necessary to conduct alcoholic beverage enforcement activities under the Agreement. The Department is solely responsible for the selection, hiring, disciplining, firing, and compensation of its officers. 5.2 Responsibilities of IDR. 5.2.1 Enforcement Quidance. IDR shall provide guidance and best practices for conducting underage alcohol Compliance Checks to the Department, if needed, and cooperate with the Department in the performance of the Agreement. 5.2.2 Payment. IDR shall pay the Department in the manner described in Section 6 of this Agreement. 5.2.3 Cooperation. If IDR believes that any officer of the Department fails to perform duties in a manner that is consistent with the Agreement, IDR shall notify the Department. The Department shall then take such action as necessary to investigate and, if appropriate, discipline or reassign the officer away from alcoholic beverage enforcement activities. IDR shall have no authority to discipline or reassign an officer, except that IDR shall have the authority to stipulate that a particular officer not be assigned to provide services under the Agreement. 5.2.4 Insurance, Bgnefits, andm ion. IDR shall not provide for, nor pay, any employment costs of (lie Department's officers including, but not limited to, worker's compensation, unemployment insurance, health insurance, life insurance, and any other benefits or compensation, nor make any payroll payments with respect to the Department's officers. IDR shall have no liability whatsoever for all such employment costs or other expenses relating to, or for the benefit of, the Department's officers. SECTION 6. PAYMENT TO DEPARTMENT. 6.1 Method of Payment. In consideration for providing the services required by the Agreement, the Department shall be paid on a flat fee basis of one hundred dollars ($100) per reported Compliance Check. The flat fee payment for each Compliance Check constitutes the full and exclusive remuneration for the Compliance Check. For example, compensation of underage purchaser volunteers is the sole responsibility of the Department and is to be paid from the flat fee payment. 6.2 Eligible Claims. Compliance Checks that are conducted on or after January 1, 2025 and on or before June 30, 2025 are eligible for payment provided that the results are Page 3 of 8 reported in accordance with Section 5. Any Compliance Checks that were funded by a non -departmental entity are not eligible for payment. 6.3 Allocations. The costs of the services referred to in Section 6.1 shall be allocated as follows: 6.3.1 Sole Activity. Money paid to the Department, pursuant to the Agreement, shall be used to fund overtime of full- or part-time Peace Officer positions solely for alcoholic beverage enforcement activities described in the Agreement. Money also shall be used for compensation, if any, of underage purchaser volunteers. In addition, the Department may use money paid pursuant to the Agreement for reasonable Department expenditures, including, but not limited to, officer training and equipment, provided that such expenditures do not impair the Department's ability to perform alcoholic beverages enforcement activities. 6.4 Payment in Arrears. IDR shall verify the Department's performance and compliance with this Agreement before making payment. IDR shall pay all approved invoices in arrears and in conformance with Iowa Code section 8A.514. IDR may pay in less than sixty (60) days, but an election to pay in less than sixty (60) days shall not act as an implied waiver of Iowa Code section 8A.514. Unless otherwise agreed in writing by the Parties, the Department shall not be entitled to receive any other payment or compensation from IDR or the State of Iowa for any Compliance Checks not compliant with this Agreement. The Department shall be solely responsible for paying all costs, expenses, and charges it incurs in connection with its performance under this Agreement. SECTION 7. ADMINISTRATION OF AGREEMENT. IDR and the Department shall jointly administer the Agreement. SECTION 8. NO SEPARATE ADMINISTRATIVE ENTITY. No new or separate legal or administrative entity is created by the Agreement. SECTION 9. NO PROPERTY ACQUIRED. IDR and the Department, in connection with the performance of the Agreement, shall acquire no real or personal property. SECTION 10. TERMINATION. 10.1 Termination for Convenience. Following twenty (20) days written notice, either Party may terminate the Agreement, in whole or in part, for convenience without the payment of any penalty or incurring any further obligation to the non -terminating Party. Following termination for convenience, the non -terminating Party shall be entitled to compensation, upon submission of invoices and proper proof of claim, for services provided under the Agreement to the terminating Party up to and including the date of termination. 10.2 Termination Due to Lack of Funds or Change in the Law. Notwithstanding anything in this Agreement to the contrary, and subject to the limitations set forth below, IDR shall have the right to terminate this Agreement without penalty and without any advance notice as a result of any of the following: 10.2.1 The legislature or governor fail in the sole opinion of IDR to appropriate funds sufficient to allow IDR to either meet its obligations under this Page 4 of 8 Agreement or to operate as required and to fulfill its obligations under this Agreement; 10.2.2 If funds are de -appropriated, reduced, not allocated, or receipt of funds is delayed, or if any funds or revenues needed by IDR to make any payment hereunder are insufficient or unavailable for any other reason as determined by IDR in its sole discretion; 10.2.3 If IDR's authorization to conduct its business or engage in activities or operations related to the subject matter of this Agreement is withdrawn or materially altered or modified; 10.2.4 If IDR's duties, programs or responsibilities are modified or materially altered; 10.2.5 If there is a decision of any court, administrative law judge, or an arbitration panel or any law, rule, regulation, or order is enacted, promulgated, or issued that materially or adversely affects IDR's ability to fulfill any of its obligations under this Agreement. IDR shall provide the Department with written notice of termination pursuant to this section. 10.3 Termination for Cause. The occurrence of any one or more of the following events shall constitute cause for any Party to declare another Party in default of its obligations under the Agreement: 10.3.1 Failure to observe and perform any covenant, condition or obligation created by the Agreement; 10.3.2 Failure to make substantial and timely progress toward performance of the Agreement; 10.3.3 Failure of the Party's work product and services to conform with any specifications noted herein; 10.3.4 Infringement of any patent, trademark, copyright, trade dress or any other intellectual property right. 10.4 Notice of Default. If there occurs a default event under Section 10.3, the non -defaulting Party shall provide written notice to the defaulting Party requesting that the breach or noncompliance be immediately remedied. In the event that the breach or noncompliance continues to be evidenced ten (10) days beyond the date specified in the written notice, the non -defaulting Party may either: 10.4.1 Immediately terminate the Agreement without additional written notice; or, 10.4.2 Enforce the terms and conditions of the Agreement and seek any available legal or equitable remedies. SECTION 11. CONTACT PERSON. At the time of execution of the Agreement, each Party shall designate, in writing, a Contact Person to serve until the expiration of the Agreement or the designation of a substitute Contact Person. During the term of the Agreement, each Contact Person shall be available to meet, as otherwise mutually agreed, to plan the services being provided under the Agreement. IDR will email the Department's Contact Person instructions and links for completing Compliance Check Reports and how to submit copies of violations to IDR. SECTION 12. CONTRACT ADMINISTRATION. 12.1 Amendments. The Agreement may be amended in writing from time to time by mutual consent of the Parties. All amendments to the Agreement must be fully executed by the Parties. Page 5 of 8 12.2 Third Party Beneficiaries. There are no third party beneficiaries to the Agreement. The Agreement is intended only to benefit OR and the Department. 12.3 Choice of Law and Forum. The laws of the State of Iowa shall govern and determine all matters arising out of or in connection with this Agreement without regard to the conflict of law provisions of Iowa law. Any and all litigation commenced in connection with this Agreement shall be brought and maintained solely in Polk County District Court for the State of Iowa, Des Moines, Iowa, or in the United States District Court for the Southern District of Iowa, Central Division, Des Moines, Iowa, wherever jurisdiction is appropriate. This provision shall not be construed as waiving any immunity to suit or liability including without limitation sovereign immunity in State or Federal court, which may be available to OR or the State of Iowa. 12.4 Assignment and Delegation. The Agreement may not be assigned, transferred, or conveyed in whole or in part without the prior written consent of the other Party. 12.5 Integration. The Agreement represents the entire Agreement between the Parties and neither party is relying on any representation that may have been made which is not included in the Agreement. 12.6 Headings or Captions. The paragraph headings or captions are for identification purposes only and do not limit nor construe the contents of the paragraphs. 12.7 Not a Joint Venture. Nothing in the Agreement shall be construed as creating or constituting the relationship of a partnership, joint venture, association of any kind or agent and principal relationship between the Parties. Each Party shall be deemed an independent contractor acting toward the expected mutual benefits. No Party, unless otherwise specifically provided for herein, has the authority to enter into any contract or create an obligation or liability on behalf of, in the name of, or binding upon the other Party to the Agreement. 12.8 Silpersedes EqlMer Agreements. The Agreement supersedes all prior agreements between OR and the Department for the services provided in connection with the Agreement. 12.9 Waiver. Except as specifically provided for in a waiver signed by duly authorized representatives of OR and the Department, failure by any Party at any time to require performance by the other Party or to claim a breach of any provision of the Agreement shall not be construed as affecting any subsequent breach, the right to require performance with respect thereto, or to claim a breach with respect thereto. 12.10 Notices. Any and all notices, designations, consents, offers, acceptances, or any other communication provided for herein shall be given in writing by a reliable carrier which shall be addressed to the person listed below at the address specified. From time to time, the Parties may change the name and address of an individual designated to receive notice. Such change of the designated person shall be in writing to the other Party and as provided herein. Such change shall not require an amendment to this Agreement. Each such notice shall be deemed to have been provided: 12.10.1 At the time it is actually received; or, 12.10.2 Within one day in the case of overnight hand delivery, courier or services such as Federal Express with guaranteed next day delivery; or, 12.10.3 Within five (5) days after it is deposited in the U.S. Mail in the case of registered U.S. Mail. Party: OR Name: Brandon Trapp Page 6of8 Title: Executive Officer, Alcohol & Tax Compliance Division Address: 1918 SE Hulsizer Road City, State Zip Code Ankeny, Iowa 50021 Phone Number: (515) 480-8357 _ E-mail Address Brandon.Trapp@iowa.gov Party: The Department Name: Dustin Liston Title: Chief Address: 410 E. Washington Street City, State Zip Code Iowa City,lowa 52240 Phone Number: 319-356-5275 E-mail Address dustin-liston@iowa-citv.org 12.11 Cumulative Right . The various rights, powers, options, elections and remedies of any Party provided in the Agreement, shall be construed as cumulative and not one of them is exclusive of the others or exclusive of any rights, remedies, or priorities allowed any Party by law, and shall in no way affect or impair the right of any Party to pursue any other equitable or legal remedy to which any Party may be entitled as long as any default remains in any way un-remedied, unsatisfied, or un-discharged. 12.12 Severabiiity. If any provision of the Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable, such determination shall not affect the validity or enforceability of any other part or provision of the Agreement. 12.13 Dime is of the Essence. Time is of the essence with respect to the performance of the terms of the Agreement. 12.14 Authorization. Each Party to the Agreement represents and warrants to the other that: 12.14.1 It has the right, power, and authority to enter into and perform its obligations under the Agreement. 12.14.2 It has taken all requisite action (corporate, statutory or otherwise) to approve execution, delivery, and performance of the Agreement, and the Agreement constitutes a legal, valid, and binding obligation upon itself in accordance with its terms. 12.15 Successors in Interest. All the terms, provisions, and conditions of the Agreement shall be binding upon and inure to the benefit of the Parties hereto and their respective successors, assigns, and legal representatives. 12.16 Record Retention and Access. The Department shall maintain accurate, current, and complete records of the financial activity of this Agreement which sufficiently and properly document and calculate all charges billed to IDR throughout the term of this Agreement and for a period of at least three (3) years following the date of final payment or completion of any required audit (whichever is later). If any litigation, claim, negotiation, audit, or other action involving the records has been started before the expiration of the three-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular three-year period, whichever is later. The Department shall permit IDR, the Auditor of the State, or any other authorized representative of the State Page 7 of 8 and, where federal funds are Involved, the Comptroller General of the United States or any other authorized representative of the United States government, to access and examine, audit, excerpt, and transcribe any directly pertinent books, documents, papers, electronically or optically stored and created records, or other records of the Department relating to invoices or payments or any other documentation or materials pertaining to this Agreement, wherever such records may be located. The Department shall not Impose a charge for audit or examination of the Department's books and records. 12.17 Additional Provlslons. The Partles agree that any Addendum, Rider, or Exhibit, attached hereto by the Parties, shall be deemed Incorporated herein by reference. 12.18 Further Assurances and Corrective Instruments, The Parties agree that they shall, from time to time, execute, acknowledge, and deliver, or cause to be executed, acknowledged, and delivered, such supplements hereto and such further Instruments as may reasonably be required for carrying out the expressed Intention of the Agreement. SECTION 13. EXECUTION. IN WITNESS WHEREOF, in consideration of the mutual covenants set forth above and for other good and valuable consideration, the recelpt, adequacy and legal sufficiency of which are hereby acknowledged, the parties have entered into the Agreement and have caused their duly authorized representatives to execute the Agreement. Iowa Department of Revenue Da ri n a Digitally signed by Darina Petkova Petkova Date:2025.02.20 20:39:57 -06'00' Signature Date Name: Title: Iowa City Police Department Signature Date Z/f/z Name: /'ta,h Title: G Page 8 of 8 City Attomeyis Office 28E Attachment For Alcohol Enforcement This attachment ("attachment") is made and entered into the Effective Date by and between the Iowa Department of Revenue ("IDR"), and Iowa City Police Department ("Department"). The Department agrees to the following stipulations as previously discussed and agreed upon with the IDR Program Manager, Executive Officer, Brandon Trapp: 1. The Department shall perform one (1) compliance check at an alcohol retail location but not to exceed Thirty 30 compliance checks or $3,000.00 in total payment ($100 per completed compliance check). 2. Additional information/stipulations to be added if needed in line 2. (Not needed at this time) pg. 1 of 1 Item Number: 6.d. CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Resolution accepting the work for the Mercer Scanlon Roof and Skylight Improvements Project. Prepared By: Ben Clark - Senior Engineer Reviewed By: Jason Havel — City Engineer Juli Seydell Johnson — Parks and Recreation Director Ron Knoche — Public Works Director Geoff Fruin — City Manager Fiscal Impact: None Staff Recommendation: Approval Attachments: Engineer's Report Resolution Executive Summary: The Mercer Scanlon Roof and Skylight Improvements Project was completed by Dryspace, Inc. of Cedar Rapids, Iowa, in substantial accordance with the plans and specifications. The Engineer's Report and Performance, Payment and Maintenance Bond are on file with the City Clerk. Project Estimated Cost: $462,000 Project Bid Received: $293,625 Project Actual Cost: $293,625 There was one (1) change order that included installing butyl seals in the skylight mullions and repairs to the gymnasium floor. The cost of this change order was covered by an allowance built into the contract Background / Analysis: The roofing systems at Mercer Park Aquatic Center and Scanlon Gymnasium had reached the end of their useful lifespan and needed replacement. This project included replacing the prismatic skylights, roof membrane and flashing over the gymnasium and coating the Kalwall skylight system above the main entrance to the building. A future project will replace the roof membrane and flashing over the natatorium. L CITY OF IOWA CITY UNESCO CITY OF LITEWURE 410 [`,ast. Washington Street Iowa City, Iowa 52240- 1826 (319) 356.5000 (319) 356-5009 rAX wrvolt,lcgov,org ENGINEER'S REPORT January 21, 2025 City Clerk Iowa City, Iowa Re: Mercer Scanlon Roof and Skylight Improvements Project Dear City Clerk: I hereby certify that Mercer Scanlon Roof and Skylight Improvements Project was completed by Dryspace, Inc. of Cedar Rapids, Iowa, in substantial accordance with the plans and specifications prepared by Shive-Hattery, Inc., of Iowa City, Iowa. The -project -wao bid aj a -lump -sum -contract and -the -final -contract -price -ice $293,62-5:00, - - - There was one (1) change order that included installing butyl seals in the skylight mullions and repairs to the gymnasium floor. The cost of this change order was covered by an allowance built into the contract. I recommend that the above -referenced improvements be accepted by the City of Iowa City. Sincerely, �"._ 4_0 Jason Havel, PE City Engineer Prepared by: Ben Clark, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5436 Resolution No. 25-33 Resolution accepting the work for the Mercer Scanlon Roof and Skylight Improvements Project. Whereas, the Engineering Division has recommended that the work for construction of the Mercer Scanlon Roof and Skylight Improvements Project, as included in a contract between the City of Iowa City and Dryspace, Inc. of Cedar Rapids, Iowa, dated May 21It, 2024, 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 Recreation Center Improvements account #R4351; and Whereas, the final contract price is $293,625.00. 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 4th day of February , 2025 1 or Attest: City Clerk It was moved by Moe and seconded by adopted, and upon roll call there were: Ayes: Nays: Approved by Z)O�- City Attor y's Office (Liz Craig — 01/15/2025) Harmsen the Resolution be Absent: Alter Bergus Vacant Harmsen Moe Salih Teague Item Number: 6.e. a CITY OF IOWA CITY "QF T-4 COUNCIL ACTION REPORT February 4, 2025 Resolution accepting the work for the 2024 Water Pavement Patching Project. Prepared By: Justin Harland - 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: Work on the project was recently completed by B.G. Brecke, Inc. of Cedar Rapids, Iowa in substantial accordance with the plans and specifications. The Engineer's Report and Performance, Payment and Maintenance Bond are on file with the City Clerk. Project Estimated Cost: $320,000.00 Project Bid Received: $271,678.50 Project Actual Cost: $292,140.55 Background / Analysis: This is an annual project to repair streets and other areas at various locations around the City that have been impacted by water main breaks. Work included patching various pavement types including Portland Cement Concrete (PCC), Hot Mix Asphalt (HMA), and composite pavements which include both PCC and HMA. The project also included sidewalk and curb ramp repairs and other related work. I I i awil CITY OF IOWA CITY 410 Past Washington Street Iowa City, Iowa 440 - 1826 (31 ) 3 ti - 5009 FAX www.io o ,org ENGINEER'S REPORT January 24, 2025 City Clerk Iowa City, Iowa Re: 2024 Water Pavement Patching Project Dear City Clerk: I hereby certify that the construction of the 2024 Water Pavement Patching Project has been completed by B.G. Brecke, Inc. of Cedar Rapids Iowa in substantial accordance with the plans and specifications prepared by the City of Iowa City. The project was bid as a unit price contract and the final contract price is $ 292,140,55. There were two (2) change orders on this project: 1) Storm sewer revisions $14,062.15 2) Final quantity adjustments $6,399.90 Total $20,462.05 I recommend that the above -referenced improvements be accepted by the City of Iowa City. Sincerely, I Jason Havel, P.E. City Engineer Prepared by: Justin Harland, Engineering Division, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5154 Resolution No. 25-34 Resolution accepting the work for the 2024 Water Pavement Patching Project Whereas, the Engineering Division has recommended that the work for construction of the 2024 Water Pavement Patching Project, as included in a contract between the City of Iowa City and B.G. Brecke, Inc. of Cedar Rapids, Iowa, dated July 24, 2024, 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 $292,140.55. 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 4th day of February , 2025 Mayor Attest: City Clerk It was moved by Moe and seconded by adopted, and upon roll call there were: Ayes: Nays: Approved by City Attor ey's Office (Liz Craig — 01/29/2025) Harmsen Absent: Alter Bergus Vacant Harmsen Moe Salih Teague the Resolution be Item Number: 6.f. CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Resolution accepting the work for the sanitary sewer public improvements for Pine Grove — Part Two, and declaring public improvements open for public access and use. Prepared By: Josh Slattery - 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 construction of the sanitary sewer public improvements for Pine Grove — Part Two have been completed in substantial accordance with the plans and specifications on file with the Engineering Division of the City of Iowa City. Background / Analysis: Pine Grove — Part Two is a resubdivision of Lot 2 of the original Pine Grove subdivision. Lot 2 of Pine Grove was a 1.06-acre multifamily lot. With Pine Grove — Part Two, it was resubdivided to provide 4 single-family lots. This subdivision is located in the southwest corner of the intersection of Lower West Branch Road and Pine Grove Lane. � r PW CITY OF IOWA CITY UNESCO CITY OF LITERATURE 410 East Washington Street Iowa City, Iowa 52240-1826 319-356-5000 1 www.icgov.org ENGINEER'S REPORT January 27, 2025 Honorable Mayor and City Council Iowa City, Iowa Re: Pine Grove — Part Two Dear Honorable Mayor and Councilpersons: I hereby certify that the construction of the sanitary sewer improvements for Pine Grove — Part Two have been completed in substantial accordance with the plans and specifications on file with the Engineering Division of the City of Iowa City. The required maintenance bond is on file with the Engineering Division of the City of Iowa City for the sanitary sewer improvements constructed by Freeman Construction, Inc. of Tiffin, Iowa. I recommend that the above -referenced improvements be accepted by the City of Iowa City. Sincerely, f Jason Havel, P.E. City Engineer Prepared by: Josh Slattery, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5149 Resolution No. 25-35 Resolution accepting the work for the sanitary sewer public improvements for Pine Grove — Part Two, and declaring public improvements open for public access and use Whereas, the Engineering Division has certified that the following improvements have been completed in accordance with the plans and specifications approved by the Engineering Division. Sanitary sewer improvements for Pine Grove - Part Two, as constructed by Freeman Construction, Inc. of Tiffin, Iowa. Whereas, the maintenance bond has been filed in the City Engineer's office; and Whereas, the City of Iowa City has notified the contractor listed previously of the date on which it will consider acceptance of the aforementioned public improvements; and 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 and that all dedications and public improvements previously set aside as not being open for public access are hereby formally accepted and declared open for public access and use. Passed and approved this 4th day of February, 2025 l Ma Attest: 1 1 r � City Clerk It was moved by Moe and seconded by adopted, and upon roll call there were: Ayes: —x— x x x X x Nays: Approved b/y G City Atto ey's Office (Liz Craig - 01/29/2025) Harmsen the Resolution be Absent: Alter Bergus Vacant Harmsen Moe Salih Teague Item Number: 6.g. CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Resolution establishing a schedule of fees for Parks and Recreation services and programming and rescinding Resolution No. 23-44. Prepared By: Brad Barker, Recreation Superintendent Reviewed By: Geoff Fruin, City Manager Sue Dulek, First Ass't. City Attorney Fiscal Impact: none Staff Recommendation: Approval Commission Recommendations: Parks and Recreation Commission approved at Nov. 14, 2024 meeting Attachments: Staff memo to Parks & Rec Commission FY26 Fees and Charges Parks & Rec Commission Minutes 11-13-2024 Approved Resolution Recreation Fees FY26 Executive Summary: The City Code requires the Parks and Recreation Department to submit a schedule of fees and charges for approval by City Council. Fees were approved for an increase in FY24 but rates were kept static for FY25. Staff generally recommends a fee increase every other year. Staff is proposing a FY26 fee schedule that carries increases for most services in the realm of 3-8% with a few exceptions. Background / Analysis: A full list of recommended changes is attached to the resolution. The notable variations include: • Farmers Market: o Suggested vendor fee increase is $5. This brings the vendor fee per day, per stall to a total $25. This rate includes $1.50 that goes towards advertising and $23.50 that goes towards offsetting market costs such as staffing, credit card fees, supplies and materials. • Recreation Center Operations o Suggested fee increase for locker replacement key from $35 to $45. This updated fee better represents the true cost of key replacement, including shipping costs and administrative. • Aquatics 0 Group lessons have no proposed fee increases in an effort to keep this option as affordable as possible. Affordable lessons aligns closely with the department's `Every Child in Iowa City Learns to Swim' initiative. o General private lesson options are no longer an option as the department strives to focus on teaching more children how to swim through group and adaptive lessons. o Drop -in swim admission fees do not have proposed fee increases. However, possible across-the-board raises in the aquatics fee structure will need to be considered prior to the anticipated opening of the new City Park Pool. • Terry Trueblood Lodge o A new peak -season, low -season cost structure is proposed. Holidays and peak -season weekend rates during April through September will be $290 per hour or $2,000 for an all -day rental. Low -season weekend rates during October through March will be $230 per hour or $1,600 for an all -day rental. Monday through Thursday throughout the year will be $110 per hour or $800 for an all -day rental. • Dog Parks o Drop -in dog park fees do not have proposed fee increases. Much of these daily fees are collected on an honor system so keeping this fee reasonably low encourages continued participation. Date: November 7, 2024 To: Iowa City Parks and Recreation Commission Cc: Juli Seydell Johnson, Director of Parks & Recreation From: Brad Barker, Superintendent of Recreation Re: Parks and Recreation Fees and Charges Commission Role: Provide review and recommendations Background: City Code requires the Parks and Recreation Department to submit a schedule of fees and charges every year for approval by City Council. The Parks and Recreation Commission annually reviews and recommends approval of fees and charges for all Parks and Recreation Department services and programs. Fees were last approved for an increase in FY24 but rates were kept static for FY25. Staff generally will suggest fees be considered for an increase every other year. Staff is proposing a FY26 fee schedule for Commission review that carries increases for most services. Most services have an increase in the realm of 3-8% with exceptions to this noted below. Variability in the percent changed is usually due to rounding to the nearest dollar in order to simplify the user registration experience. The lower the cost, the higher the percentage increase needed to get the fee to the next round dollar amount, which is why some percentage increases may seem higher than others. Notable variations in the recommended user fees include: • Farmers Market: o Suggested vendor fee increase is $5. This brings the vendor fee per day, per stall to a total $25. This rate includes $1.50 that goes towards advertising and $23.50 that goes towards offsetting market costs such as staffing, credit card fees, supplies and materials. • Recreation Center Operations o Suggested fee increase for locker replacement key from $35 to $45. This updated fee better represents the true cost of key replacement, including shipping costs and administrative. • Aquatics o Group lessons have no proposed fee increases in an effort to keep this option as affordable as possible. Affordable lessons aligns closely with the department's 'Every Child in Iowa City Learns to Swim' initiative. o General private lesson options are no longer an option as the department strives to focus on teaching more children how to swim through group and adaptive lessons. o Drop -in swim admission fees do not have proposed fee increases. However, possible across-the- board raises in the aquatics fee structure will need to be considered prior to the anticipated opening of the new City Park Pool. • Terry Trueblood Lodge o A new peak -season, low -season cost structure is proposed. Holidays and peak -season weekend rates during April through September will be $290 per hour or $2,000 for an all -day rental. Low - season weekend rates during October through March will be $230 per hour or $1,600 for an all - day rental. Monday through Thursday throughout the year will be $110 per hour or $800 for an all -day rental. • Dog Parks o Drop -in dog park fees do not have proposed fee increases. Much of these daily fees are collected on an honor system so keeping this fee reasonably low encourages continued participation. 220 S. Gilbert Street • Iowa City, Iowa 52240-1632 • (319) 356-5100 • FAX (319) 356-5487 IOWA CITY PARKS & RECREATION COMMISSION APPROVED MINUTES OF NOVEMBER 13, 2024 MEETING ROOM A — ROBERT A. LEE RECREATION CENTER Members Present: Alex Hachtman, Connie Moore, Aaron Broege, Rachel McPherson, Brian Morelli, Caleb Recker, Alex Stanton Members Absent: Missie Forbes, Virginia Hayes Staff Present: Juli Seydell Johnson, Tyler Baird, Brad Barker, Gabe Gotera, Josh Worrell Others Present: Mark Cannon, Mitzi Read CALL TO ORDER: Chairman Hachtman called the meeting to order at 5:00 p.m. RECOMMENDATIONS TO COUNCIL: (to become effective only after separate Council action): Moved by Moore, seconded by Morelli to recommend the approval of the adjusted User Fees and Charles for FY26 as sunested by staff. Motion Passed 7-0 (Forbes and Haves absent. OTHER FORMAL ACTION: Moved by Stanton, seconded by Broege, to approve the September 13, 2024, minutes. Motion passed 5-0 (Forbes, Haves, McPherson, and Morelli absent). PUBLIC DISCUSSION OF ANY ITEMS NOT ON THE AGENDA: None USER FEES AND CHARGES — Recreation Supt. Barker Supt. Barker announces that it is the annual time to review the suggested FY26 fees and charges for various programs and rental facilities within the department. Baker says that typically, the increase of fees would be scheduled to alternate every year between having an increase or no increase. Barker states that the staff recommendation for the FY26 fees and charges would see increases in the range of 3-8%. There is some variability in the increase, as staff try to keep the fees consistently rounded to a whole number for customer convenience. Barker explains several notable variations in the recommended user fees for the following items: PARKS AND RECREATION COMMISSION November 13, 2024 Page 2 of 12 • The Farmers Market o The suggested vendor fee saw an increase of $5. This brings the vendor fee per day, per stall to a total of $25. Of the $5 increase, $4.50 will go towards the `land rental fee' that helps cover the staffing cost and expenses for programs and supplies. The remaining $0.50 will go towards the `advertising fee' for the promotion of the market. Barker explains that this is the first time in four years that the vendor fee has risen. Barker says that at the time of the last fee increase, it was recommended to not increase the famers market fee because of the recent initiative from Council to start collecting insurance information. This required vendors to have their own liability insurance which would be a new fee in of itself at the time. Now that costs for staffing, equipment, and materials are increasing, it has come time for the vendor fees to increase. Recreation Center Operations o The suggested fee for locker replacement keys increases from $35 to $45. This updated fee better represents the true cost of key replacement, including shipping and administrative costs. Aquatics o Group lessons have no proposed fee increases to keep this option as affordable as possible. Affordable lessons align closely with the department's `Every Child in Iowa City Learns to Swim' initiative. Barker explains that while there are scholarships to provide these lessons, the prices must remain affordable for those who are unable to qualify for those scholarships. o General private lesson options are no longer an offered as the department strives to focus on teaching more children how to swim through group and adaptive lessons. o Drop -in swim admission fees do not have a proposed fee increase. However, possible across-the-board raises in the aquatics fee structure will need to be considered prior to the anticipated opening of the new City Park Pool. Terry Trueblood Lodge o A new peak -season, low -season cost structure is proposed. Holidays and peak - season weekend rates during April through September will be $290 per hour or $2,000 for an all -day rental. Low -season weekend rates during October through March will be $230 per hour or $1,600 for an all -day rental. Monday through Thursday throughout the year will be $110 per hour or $800 for an all -day rental. Dog Parks o Drop -in dog park fees do not have a proposed fee increase. Much of these daily fees are collected on an honor system, so keeping this fee reasonable low encourages continued participation. Barker explains that the drop -in fees are collected via drop -box or through the Park Mobile app. Commissioner Morelli asks if it would be possible to add the ability to purchase the annual dog tag at the dog park itself, explaining that it is not very convenient to go to Animal Services or the Rec Centers to purchase an annual tag. Supt. Barker responds that it could be possible if there are staff at the dog parks to handle the annual dog tags but explains that the staffing hours can be sporadic. Staff are scheduled at irregular times so that they can check on people's annual tags or PARKS AND RECREATION COMMISSION November 13, 2024 Page 3 of 12 to see if they are paying the daily drop -in fee. Barker suggests that an online option to purchase the annual tags could be looked into as a more feasible approach. Dir. Seydell Johnson interjects, explaining that patrons are required to show proof of their dog's rabies vaccination to purchase an annual dog tag. Seydell Johnson explains that this is why the annual dog tags are purchased in -person as opposed to online, as dictated by Animal Services, not the Parks and Recreation department. Vice Chairman Moore says that after reading through the suggested fees and charges, she found them to be very reasonable. Chairman Hachtman asks Supt. Barker to speak about some of the programs available to help those who are less fortunate with covering costs. Barker explains that the RecAssist program was previously rebranding from the Low -Income Discount program, which from a marketing perspective made it easier to advertise in a way with less stigma attached. Apart from a few items such as drop -in fees and the pottery studio, the program can be applicable to most other programs and passes offered, reducing the fees by 50%. A person can apply either online or in - person, listing their income, the number of people in their household, and any government assistance programs that they have, and if qualified will have the 50% reduced fees for the entire calendar year. Patrons would be required to reapply for the next calendar year. Barker says that the number of people utilizing this service has been increasing each year, showing that the marking efforts are working, making people more comfortable with applying and increasing both program registration and attendance. Moved by Moore, seconded by Morelli to recommend the approval of the adjusted User Fees and Charges for FY26 as sunested by staff. Motion Passed 7-0 (Forbes and Haves absent. CAPITAL IMPROVEMENT PROJECTS BUDGET UPDATE 2024-2029 — Parks and Recreation Dir. Seydell Johnson Dir. Seydell Johnson presents the attached PowerPoint over the 2024-2029 Parks & Recreation Capital Improvement Plan. Commissioner Stanton, regarding the City Park Pool project, asks when the decision was made to move the design to three pools instead of one larger pool and a diving well. Dir. Seydell Johnson explains that when the City Council approved the schematic designs, one of the options that the Council left open was to have either two or three pools in the design. Seydell Johnson adds that the Council has already seen the current design and has approved to move forward with the three pools. Stanton says that from his conversation with people who gave input, the main reason that they picked the first option was because everything was within eyesight of everywhere. Stanton explains that families with small kids could have a big issue with a three - pool design, where their child could get up and take off into another pool. Stanton also points out that if a parent has a younger child and an older child, each in a different pool, they wouldn't be able to watch both at the same time. Seydell Johnson responds that the pool is being designed with sightlines in mind and points out a row of chairs in between the pools that is meant to keep PARKS AND RECREATION COMMISSION November 13, 2024 Page 4 of 12 kids corralled to one side or the other. Stanton asks, during open swim, how many of the lap lanes are used for open swim versus lap swimming. Seydell Johnson says that the plan is to always have two -to -three of the 50m lap lanes available for lap swimming during open swim. Vice Chairman Moore, regarding the City Park Pool project, asks if there is still a possibility to include a 25m lap lane. Dir. Seydell Johnson says that this was looked at, but it was not able to work within the budget. Seydell Johnson says that while there is not a 25m lap lane, a rope could be put across the 50m lap lane at the half way point. Seydell Johnson clarifies that the lap pool will have a depth of 3-1/2 to 5ft, so it is walkable for the most part of the entire lane. Commissioner Morelli, regarding the City Park Pool project, asks if there are less shade structures shown than in previous designs. Dir. Seydell Johnsons confirms that in the picture shown there are less shade structures but clarifies that this is because the exact locations have not yet been decided. Commissioner Morelli, regarding the Terrell Mill Roller Park project, asks if the land belongs to the Corp of Engineers. Dir. Seydell Johnsons confirms that the land does not belong to the Corp but clarifies that a permit application has been submitted to the Corp due to the project's proximity to the river. Commissioner Recker, regarding the Terrell Mill Roller Park project, asks if the parking at Terrell Mill Park will remain the same. Dir. Seydell Johnson confirms that parking will remain the same. Commissioner McPherson, regarding the College Green Park Playground project, asks if the hoop on the basketball court is adjustable. Dir. Seydell Johnson confirms that the basketball hoop will not be adjustable. Supt. Baird explains that operationally, staff have found that adjustable hoops break much more often than a non-adjustable hoop from the repetitive up and down motions. Another issue is that the rims get bent more often when park users hang on it while the hoop is lower than usual. Baird says that he would love to have variable heights as an option, but that he would instead prefer to have a hoop that functions consistently. Vice Chairman Moore, regarding the Palisades Park Development project, asks where the park land is located. Supt. Baird responds that it is near the old N Dodge Street Hy-Vee. Dir. Seydell Johnson adds that this project is similar in both size and scope to the Adelaide Joy Rogers Park project and that it took eighteen years for the department to receive the land from the developers. Commissioner Morelli, regarding the Rec Center Annual Improvements and the RALRC Structural Cable Repairs projects, asks if the projects for the Robert A. Lee Recreation Center account for what might happen with the future of the pool area. Dir. Seydell Johnson confirms that the RobertA. Lee projects do not pertain to the future of the pool and is solely work that needs to be complete for the building's shell integrity. Morelli asks if, depending on how the pool project turns out, would any of the work done on the building's integrity have to be redone during the pool project. Seydell Johnson explains that that could potentially happen but clarifies that if the building integrity projects aren't completed soon, then the necessary repairs would be even bigger than before. Seydell Johnson reiterates that the Rec Center projects are to upkeep the PARKS AND RECREATION COMMISSION November 13, 2024 Page 5 of 12 integrity of the build basic structure, and because no decision has been made of what could happen with the pool, staff must act on what needs help right now. Commissioner McPherson, regarding the Parks & Tree Annual Improvements projects, asks if any of the funds would go towards trees on the right-of-way or if it just for parks. Supt. Baird explains that that project would include the right-of-way trees. Baird says that the Tree Annual Improvement funds are consistently around $30,000 annually while the Parks Annual Improvement funds are more variable each year. Commissioner McPhersons, regarding the Ped Mall Fountain project, asks for clarification on why the colored concrete would be more sustainable. Mng. Worrell explains that currently the flooring is a hardscape stone with a sand or short grout layer underneath, so when a car drives over them, it rocks the stones and breaks the grout joints between. The water from the fountain then flows through the cracks and walks the sand out, making the tiles lie unevenly. Worrell says that staff are looking at different options, one of which being color concrete, which would last longer than the hardscape stones that are currently used. Commissioner Broege, regarding the Benton Hill Park Renovations asks if any of the project has to do with trail maintenance or the nearby trees towards the back of the park. Supt. Baird responds that staff could look at those aspects for the project but clarifies that the deciding factors will depend on what the budget allows. Baird explains that the trail is a soft surface trail, mostly being gravel. Baird adds that staff, during the last year, have been working on pushing back invasive species, decreasing the amount of overgrowth, and making the trail more accessible. Broege asks if the tree house feature in the park is ADA accessible. Baird says that the structure itself should be ADA accessible but that the trail leading up has gravel surfacing, which may not be accessible all the time. Commissioner Morelli, regarding items that weren't mentioned, says that the trail near the Burlington St. bridge and the trail under the bridge at the intersection of Newton and Riverside are out of access and asks if these would be under the jurisdiction of the Parks and Recreation department. Dir. Seydell Johnson explains that these projects are not under the Parks and Recreation department but does explain that both bridges are being looked at and that one of the projects has been delayed due to a lack of bids from contractors. Commissioner Morelli asks if Parks and Recreation will have any role in looking at the accessibility of park functions for when the Burling St. bridge is replaced, adding that there are great opportunities for recreation for both pedestrians and cyclists. Dir. Seydell Johnson says there will be a public process for that project that the Commissions can be involved in but clarifies that the Parks and Recreation department will not have a role in it. Commissioner McPherson asks how it was decided that the roof repairs at Mercer were more pressing that the roof at Robert A. Lee. Dir. Seydell Johnson and Mng. Worrell explains that there was a study complete around 2021-2022 looking at the roofs of City Hall, the Mercer Park Aquatic Center & Scanlon Gymnasium, and the Robert A. Lee Recreation Center, knowing that repairs would be imminent at these three locations. The order of the repairs was based on the PARKS AND RECREATION COMMISSION November 13, 2024 Page 6 of 12 condition of the three different roofs. When the Mercer roof was looked at, it was found to be covered in rips, causing it to move up the list of priorities quickly. REPORT ON ITEMS FROM CITY STAFF: Parks and Recreation Director — Juli Seydell Johnson Parks: Dir. Seydell Johnson announces that the Ped Mall Playground surfacing has been repaired. Seydell Johnson explains that the playground is currently closed and that the project contractors have made repairs on the torn open parts of the surfacing. Seydell Johnson clarifies that while this is a temporary solution, it does keep the playground from having tripping hazards through the winter. Deer: Dir. Seydell Johnson relays that the City Council has decided to allow the bow hunting of deer in specific parts of City Park after being approached by neighbors of the area. The city allows bow hunting throughout the community, but under strict restrictions. Due to the size of the lots around City Park and the Ashton House, there are not many places for people to hunt, allowing the deer population to rise and push the neighborhood to ask the City Council what could be done. The decision was made to allow limited bow hunting of deer in City Park, mostly along the western area on the hilltop near the Parks shop and out between the river and the ball diamonds. The only caveat being that currently, only City employees are eligible to do the bow hunting. Seydell Johnson says that as of November 13, only one city employee has shown interest. A deer stand has been approved to be set up to the north of the ball fields. The trails won't be closed for the duration, so park visitors may see some bow hunting during the current deer season. Seydell Johnson clarifies that currently, the Department of Natural Resources (DNR) does not allow the city to bring in a sharpshooter and do anything more than bow hunting. Commissioner McPherson asks if the DNR had previously allowed sharpshooting in Oakland Cemetery. Dir. Seydell Johnson confirms that the DNR did previously allow the city to have the White Buffalo Company do sharpshooting, but now the DNR feels that bow hunting would be sufficient to keep the deer population in check. Commissioner Stanton asks if there is any discussion in opening bow hunting to non -city staff. Dir. Seydell Johnson responds that the city will try first with only city staff, but if it is found there is enough deer population to support more hunters in the area it may open up further. Seydell Johnson says that the best thing someone can do right now is to get qualified at Fin and Feather for bow hunting and then let the city know that there is interest. Stanton asks what the hours are that hunting is allowed. Seydell Johnson responds that the hours have not yet been determined. Vice Chairman Moore asks what will happen with the dead deer. Mgr. Worrell explains that multiple things can happen with the deer. A hunter could harvest and preserve it themselves. They could bring the deer to a local locker affiliated with the Help Us Stop Hunger (HUSH) Program where it will be ground up and distributed to those who would want it. Moore asks for PARKS AND RECREATION COMMISSION November 13, 2024 Page 7 of 12 confirmation that the public can get deer meat. Worrell says that there are stipulations to prioritize the underserved, but that generally anyone could go there and get the ground deer meat. Worrell adds that the state provides a list of such lockers in the local area. Dir. Seydell Johnson comments that when there were sharpshooters several years prior, the deer meat went through the local food bank. Roosevelt Ravine: Dir. Seydell Johnson refers to correspondence in the packet from two individuals asking the Commission to consider reaching out to a land owner to preserve an area called the Roosevelt Ravine, behind the old Roosevelt Elementary School. The elementary school has been closed for some time and there has been a lot of different interest in having the land redeveloped. Seydell Johnson explains that the land is owned by a private company who have not yet given the city a development plan, so currently there is no action that the Commission can take. Seydell Johnson says that it may come up in a future discussion but that for the time being, there is nothing to discuss. Seydell Johnson thanks Chairman Hachtman and Commissioner Broege for being part of the Parks and Recreation Commission, as this may be their last meeting of their terms. Recreation Superintendent — Brad Barker October: Supt. Barker says that October is a very busy month for the department. Being the month of Halloween, there is an abundance of themed events and programming. Events for October 2024 include the following: • The Halloween Carnival, hosted in the Robert A. Lee Recreation Center, saw great attendance, with more than 1,200 people coming through the doors. Staff utilized every nook and cranny of the facility and outdoor areas. Many families attended in their Halloween costumes. • Indigenous Peoples' Day was held on October 14 at the Terry Trueblood Recreation Area. This is the 2nd year the annual event has been hosted after being initiated by Recreation Program Supervisor, Malory Smysor who oversees Adaptive Programming and Outreach Programming. Barker explains that Smysor reached out to make sure that this event was fully represented with a lot of different partners. The Great Plaines Action Network was one of the bigger partners this year. To see more attendance, staff are looking at hosting the event on a Sunday rather than the actual Indigenous Peoples' Day date which is typically on a Monday. Farmers Market: Supt. Barker announces that the Holiday Market will be held on November 16 and December 14 from 8 a.m. — 1 p.m. at the Robert A. Lee Recreation Center in the Gymnasium and the Social Hall. There will be a lot of both new and returning vendors showing off their crafts, arts, and baked goods. Ned Ashton House: Supt. Barker explains that the Ned Ashton House has transitioned from a rental facility into a hub for adaptive recreation programming. Barker says that Supv. Smysor has filled the house with second-hand furniture, making the facility into a cozy space. Most of the adaptive recreation programs have been hosted at the Ashton Hose and are running smoothly. PARKS AND RECREATION COMMISSION November 13, 2024 Page 8 of 12 Pool Temperatures: Supt. Barker passes out a handout going over the processes to set the pool temperature. Barker explains that this is in response to the Commission's request for staff to look into pool temperatures at the September 2024 meeting. Barker goes over the diagram showing the journey of the water through filtration, chlorination, and heating. Throughout this loop system, there are various sensors and controls points that automatically adjust as needed to keep the pool temperature at a controlled setpoint. This system also sends an alert to the operator if any variables become misaligned from its set range. The Robert A. Lee (RAL) pool's setpoint is consistently set at 83 degrees, measured at both the pool pit and pool water return sensor. Barker explains that RAL Pool is the warmer of the two indoor pools and it is programmed as such, hosting swim lessons, family open swim and events, arthritic and physical therapy users, and water fitness classes. Barker adds that there are some lap swimmers that prefer the warmer water. The Mercer Park Aquatic Center (MPAC) pool setpoint is consistently at 81 degrees and is measured at the pool water return sensor. MPAC pool is programmed as a competitive pool, hosting City High, Southeast Junior High, Iowa City Eels, and a lot of lap swimmers. Some prefer the water to be a bit cooler to avoid getting overheated as they are working out. Barker reflects that both staff and the Commission have heard about the pool water being too cold or too warm but clarifies that the water temperature can feel as though it is warmer or cooler than normal due to the significance that ambient temperature can have on perceived water temperature. The exact same water temperature can feel cooler on a hot day and warmer on a cold day because of the surrounding air temperature. The larger the difference between air and water temperature, the more pronounced the perceived temperature change will be when entering and exiting the pool. Barker explains that there are several factors that can influence ambient temperature, the most essential being heating and ventilation systems. The indoor pool dehumidification system helps a lot at MPAC, which the RAL pool does not have. Another large influence on the indoor air temperature are the number and size of glass windows in a natatorium, especially on a sunny day. Parks and Forestry Superintendent — Tyler Baird Parks: Supt. Baird addresses that there have been requests for port -a -potties in some of the parks, specifically the nature areas with longer trails. Baird acknowledges that the request has been received but explains that there is no additional funding in the budget to support more portable restroom units in the parks. Baird says that there are a few units throughout the parks system that are utilized throughout the year but clarifies that there are weekly fees for the use and cleaning of each unit. Baird says that there have been units occasional at Hickory Hill in years past, but that these were for the use of contractors during construction projects. Supt. Baird announces that the playground in Upper City Park has been removed in preparation to repurpose the land for the footprint of the City Park Pool project. Baird says that the playground is a newer one and will remain in storage until it can be utilized in Lower City Park sometime next year. Supt. Baird says that there is a small spot of playground surfacing that needs repairs at Willow Creek Park. Baird expects this to be complete in the upcoming week but clarifies that it is PARKS AND RECREATION COMMISSION November 13, 2024 Page 9 of 12 weather and temperature dependent. Baird adds that the repairs are much smaller than the recent surfacing repairs at the Ped Mall Playground. Supt. Baird says that staff have been working recently at the Terry Trueblood Recreation Area, clearing the trails, pushing back honeysuckle form the trail edge, and addressing the Ash trees that are failing in the area. Supt. Baird is excited for upcoming work on the natural areas at Sand Prairie. Parks is working with several agencies, the Fish and Wildlife Service, the Nature Conservancy, Johnson County Conservation, and the state expert, Dr. Tom Rosberg from Drake University to complete inventory on what is in the natural area and determining what can be done to maintain it. Baird says that there was a recent woody brush removal, and a prairie burn the previous Spring with more burns schedule for the upcoming Spring. Supt. Baird announces that the water has been shut off across the Parks system but explains that the restrooms and water fountains were open longer than usual this year due to higher temperature. Supt. Baird states that the Parks & Forestry division is back to full capacity for permanent staff. Baird is happy for this before the winter processes start with snow removal and other seasonal work. REAP Grants: Supt. Baird discusses the Resource Enhancement And Protection (REAP) Grant that is funded through the Department of Natural Resources. Baird says there are a few ongoing projects funded through previously received REAP grants, of which include work done at Ryerson's Woods, Hickory Hill Park, and at the Ned Ashton House. Baird explains that these grants wouldn't be on the list of CIPs as there are externally funded. Baird announces that the Parks & Forestry division has received conditional approval for the grant application submitted for 2024. This grant would go towards work on the Sycamore Green way, including vegetation clearing, clearing and maintenance of the areas, and stormwater bio- cell spaces which would recharge the area with the local stormwater. Baird explains that staff want the area functioning as well as it can before any further development can happens in the next 10-15 years. Baird says that the grant received is worth $200,000 and scored the second highest of any applications received for the year. Trees: Supt. Baird announces that 550 street trees were planted by staff, for a total of 997 between Parks and Streets in the Iowa City area. An additional 150 seedlings were planted at Ryerson's woods, ranging in height from 1-2 feet. Dir. Seydell Johnson points out the rare occasion for three division heads of the department to be present together at a Commission meeting. Seydell Johnson expresses her profound thanks to them all, including Russ Buffington, the Cemetery Mgr. who is not present at the meeting. PARKS AND RECREATION COMMISSION November 13, 2024 Page 10 of 12 CHAIRS REPORT: Chairman Hachtman expresses his gratitude, saying that it has been both an honor and a privilege to serve as the Chairman of the Parks and Recreation Commission. Hachtman is grateful for both the facilities and parks and all the hard work and dedication that goes into these. COMMISSION TIME/SUGGESTIONS FOR FUTURE AGENDA ITEMS: Commissioner Broege asks who the contact is regarding deer crossing signs, explaining that there has been a growing population of deer on the East Side, especially crossing Scott Boulevard. Dir. Seydell Johnson responds that all things deer related can go to Assistant City Manager Kirk Lehman. Commissioner Broege, if he is not granted a new term on the Commission, says that is has been a pleasure to work with staff and the rest of the Commission. Vice Chairman Moore thanks Recreation Program Supervisor Malory Smysor for the use of the Ned Ashton House. Moore says that she been taking yoga classes at the Ashton House on Tuesday nights and states that it has been an increasingly welcoming space, with new signs or arts and crafts every week. Commissioner McPherson expresses her pleasure to be a part of this community and is very proud, bragging about it wherever she goes. Commissioner Morelli says that is cool to hear about the programming going on with new events always around the corner. Morelli refers to the September commission meeting, during which there was an agenda item for the baseball fields. Morelli recalls Michael Muhlenbruch, a member of the public who has spoken and asks if staff had any update of following up with Muhlenbruch. Dir. Seydell Johnson responds that Supt. Barker and herself had sat down and met with Muhlenbruch who had much of the same information he had given the Commission, wanting to know if there are ways to get more involved in the fields. Barker says that they had spoken on field access priority and where Little Hawks would land in that order, having more field access, and when it was reserved. Seydell Johnson says that they had answered Muhlenbruch's questions and got him to a better understanding. Morelli asks if the fields have officially transferred to the 28e agreement. Seydell Johnson responds that the agreement has not yet been signed and is going back and forth between the attorneys for the School District attorneys and the city but expects it to be on a Council agenda before the end of the calendar year. Morelli asks why Parks and Recreation is interesting in giving up space that is in demand by the community to the School District exclusively. Seydell Johnson explains that staff's records did not show as high of a level of demand and that the department is in a strong partnership with the School District on several facilities, playing into that already established relationship. Staff believes that they can fulfill the amount of use that has been seen in recent years with the two remaining Mercer Park fields, the field at Happy Hollow Park, and the fields at City Park. Seydell Johnson says that the department would love to see and will continue to advocate for more fields in the future, but as an overall good partner and neighbor to the School District, found it to be a good move for the PARKS AND RECREATION COMMISSION November 13, 2024 Page 11 of 12 partnership. Morelli asks if this move was budgetary, where the School District would be responsible for maintenance or budgetary decision. Seydell Johnson responds that the School District will be responsible for Fields 1 & 4, they will start paying for the use of Fields 2 & 3 when they reserve them, and they will pay an amount each year into the future Capital Improvements of spaces surrounding Fields 1 & 4. For the duration of the agreement, the city will not be responsible for Fields 1 & 4 but will remain responsible for Fields 2 & 3, the common areas, the pathways, and the Park amenities in the surrounding area. Commissioner Stanton thanks both Parks and Recreation staff for allowing the County Office to use their facilities and spaces as voting locations for the General Election during the week prior. Stanton asks about the status of the patch repair on the Ped Mall playground. Supt. Baird confirms that the patches have been applied and that staff are just waiting for the curing to finish. Commissioner Stanton asks, now that the conservation bond was passed, is there any opportunity for that money to assist in any trail projects. Supt. Baird believes that the trails would have to be in the County proper but that there are opportunities around that may be adjacent to Parks such has Ryerson's Woods. Baird adds that the most recent trail project to be funded that way was used to connect to the larger trail system but clarifies that trail replacement wouldn't fall under this. ADJOURNMENT: Moved by Morelli, second by Stanton, to adiourn the meeting at 6:35 p.m. Motion passed 6-0 (Forbes, Haves, and Recker absent). PARKS AND RECREATION COMMISSION November 13, 2024 Page 12 of 12 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD NAME M N N N N N N N N � N N � N N TERM 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N 0 N EXPIRES Aaron 12/31/24 X X O/E NM X NM NM X X O/E NM X Broe e Missie 12/31/25 X X X NM O/E NM NM X O/E X NM O/E Forbes Alex 12/31/24 X X X NM X NM NM O/E X X NM X Hachtman Virginia 12/31/27 X X NM X NM NM X X O/E NM O/E Hayes Rachel 12/31/26 X X X NM X NM NM X O/E O/E NM X McPherson Connie 12/31/25 X X O/E NM X NM NM X X X NM X Moore Brian 12/31/25 X X O/E NM X NM NM X X X NM X Morelli Caleb 12/31/26 X O/E X NM O/E NM NM X O/E X NM X Recker Alex 12/31/27 X X X NM O/E NM NM O/E X X NM X Stanton KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum * = Not a member during this meeting Prepared by: Susan Dulek, First Ass't. City Atty, 410 E. Washington St., Iowa City, IA 52240; 319/356-5030 Resolution No 25-36 Resolution establishing a schedule of fees for Parks and Recreation services and programming and rescinding Resolution No. 23-44. Whereas, Section 10-9-5 of the Iowa City Code provides that, "[u]pon recommendation of the Parks and Recreation Commission, all Parks and Recreation fees shall be established by resolution of the City Council"; and Whereas, the Parks and Recreation Commission has reviewed all fees and is recommending certain increases to be implemented; and Whereas, City Council last adopted a fee schedule in Resolution No. 23-44; and Whereas, the attached fee schedule has been approved by the Parks and Recreation Commission; and Whereas, it is in the public interest to review and occasionally revise said fees. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The attached schedule of fees for Parks and Recreation services and programming is adopted effective May 1, 2025. 2. Resolution No. 23-44 is rescinded effective May 1, 2025. Passed and approved this 4th day of February , 2025. ayor Attest: / v , dty Jerk Approved By: City Attorn 's ffice (Sue Dulek - 01/29/2025) Resolution No. Page 2 25-36 It was moved by MOe and seconded by the Resolution be adopted, and upon roll call there were: Ayes: Nays: x x Absent: Harmsen Alter Bergus Vacant Harmsen Moe Salih Teague City of Iowa City FarKs ana Kecreauon ue arimeni IF Cost Center 10510214 Farmer's Market GL I Revenue Type 348300 Advertising Fees Fee FY201M 0. ( 1.00 FY22 Fee 1.00 FY23 Fee 1.00 FY24 Fee FY25 Fee 1.00 1.00 10510214 Farmer's Market 363910 Misc. Sale of Merch 9-14 5.00 5.00 5.00 5.00-18.00 6.00-18.00 10510214 Farmer's Market 382100 Vendor Fees 18.00 18.5 18.5 20 20 20 10520200 Rec. Center Operations 382200 Building/Room Rental -Meeting Room 10.67 11.00 11.00 11.00 12.00 12.00 -Social Hall 27.33 28.00 28.00 29.00 30.00 30.00 Gymnasium -Full Gym 45.00 47.00 47.00 49.00 50.00I 50.00 -Hati Gym 25.00 26.00 26.00 27.00 28.00 28.00 10520200 Rec. Center Operations 382400 Locker Rentals -Daily (coin operation) 0.75 0.75 0.75 0.75 0.75 0.75 -Replacement key 30.00 30.00 30.00 35.00 35.00 35.00 10520264 Scanlon Gym 346100 Admissions -Tot Time 1.00 1.00 1.00 1.00 1.00I 1.00 10520264 Scanlon Gym 346700 Special Events -Birthday Parties 88.00-103.00 90.00-106.00 90.00-106.00 130.00^ 135.00I 135.00 10520264 Scanlon Gym 382200 Building/Room Rental -Gym 45.00 / 75.00 47.00/78.00 47.00/78.00 49.00 / 81.00 50.00 / 83.00 50.00 / 83.00 -Mercer Mtg. Room 8.67 9.00 9.00 11.00 12.00 12.00 -P&G Room 15.33 15.67 15.67 17.00 18.00 18.00 -Wellness room 26.00 27.00 27.00 11.00** 12.00** 12.00 -Gym - Sporting Event 40.00 / 70.00 41.00 / 72.00 41.00 / 72.00 43.00 / 75.00 45.00 / 77.00 45.00 / 77.00 10520265 Grant Wood G 382200 Building/Room /Room Rental 45.00 47.00 29.00-50.00 47.00 29.00-50.00 49.00 30.00-52.00 50.00 30.00-55.00 50.00 30.00-55.00 10520430 STEAM, Arts, Nature 346400 Lessons 28.00-48.00 10520430 STEAM, Arts, Nature 346300 Potters Studio Pass ILessons 210.00 185.00 220.00 220.00 230.00 235.00 235.00 10520460 Summer Camp 346400 190.00 190.00 195.00 200.00 200/wk 1052020 Aquatics Instruction 346400 Lessons -Red Cross (Group) 5.00/lesson 5.00/lesson 6.00/lesson 6.00/lesson 6.00/lesson 6.00/lesson -Private (Adaptive) 10-20/lesson 10-20/lesson 10-20/lesson -Lifeguarding 165.00 170.00 170.00 180.00 180.00 180.00 -Water Safety Inst. (40 hr) 175.00 180.00 180.00 215.00 215.00 215.00 -Lifeguard Instructor 225.00 230.00 230.00 230.00 240.00 240.00 Lifeguard Instructor Recert 100.00 105.00 110.00 110.00 -Life uarding Recert 150.00 160.00 160.00 10520530 Water Fitness 346200 -Drop-In 6.00 6.00 6.00 10520530 Water Fitness -Monthly Session 4.00/class 5.00/class 5.00/class - Monthly Unlimited 50.00 60.00 60.00 10520541 Rec Center Pool Oper 346100 Admissions 4.00 4.00 4.00 4.00 4.00 4.00 10520541 Rec Center Pool Oper 346200 Punch Pass 31.00 32.00 32.00 32.00 32.00 32.00 10520541 Rec Center Pool Oper 346300 Pool Passes -Annual Pass 20.00-426.00 27.00-439.00 227.00-439.00 234.00-450.00 234.00-450.00 234.00-450.00 10520541 -30 Day Pass 20.50-38.00 21.00-39.00 21.00-39.00 22.00-40.00 22.00-40.00 22.00-40.00 10520541 Rec Center Pool Oper 382200 Private Swim Party 75.00 78.00 78.00/hour .00/1.5hr party .00/1.5hr party .00/1.5hr party 10520542 Mercer Park Pool Oper 346100 Admissions 4.00 4.00 4.00 4.00 4.00 4.00 10520542 Mercer Park Pool Oper 346200 Punch Pass 31.00 32.00 32.00 32.00 32.00 3200. 10520542 Mercer Park Pool Oper 346300 Pool Passes -Annual 20.00-426.00 27.00-439.00 227.00-439.00 234.00-450.00 234.00-450.00 234.00-450.00 -30 Day Pass 20.50-38.00 21.00-39.00 21.00-39.00 22.00-40.00 22.00-40.00 22.00-40.00 10520542 Mercer Park Pool Oper 382200 Private Swim Party 75.00 78.00 78.00/hour .00/1.5hr party .00/1.5hr party .00/1.5hr party 10520543 City Park Pool Oper 346100 Admissions 2.00-4.00 2.00-4.00 2.00-4.00 2.00-4.00 2.00-4.00 2.00-4.00 10520543 City Park Pool Oper 346200 Punch Pass 31.00 32.00 32.00 32.00 32.00 32.00 10520543 City Park Pool Oper 346300 Pool Pass -Annual Pass 20.00-426.00 27.00-439.00 227.00-439.00 234.00-450.00 234.00-450.00 234.00-450.00 -30 Day Pass 20.50-38.00 21.00-39.00 21.00-39.00 22.00-40.00 22.00-40.00 22.00-40.00 10520543 City Park Pool Oper 382200 Private Swim Party 225.00 .00/1.5 hr party 0 / 1.5 hr party 0 / 1.5 hr party 0 / 1.5 hr party 10520620 SPI Clubs and Special Even 346400 Lessons 8.50-25.00 5.00-26.00 5.00-26.00 5.00-27.00 1.00-35.00^ 1.00-35.00^ 10520620 SPI Clubs and Special Even 346700 Special Events 5.00-26.00 5.00-26.00 5.00-27.00 1.00-35.00^ 1.00-35.00^ 10520720 S orts & Wellness Pro rams 346400 Lessons 27.00-53.00 28.00-55.00 28.00-55.00 29.00-58.00 10.00-60.00 10.00-60.00 10520820 AdultS rls Pro rams 30.00-410.00 10.00-425.00 10.00-425.00 10.00-440.00 10.00-450.00 10.00-450.00 ** Meeting room rental rates are now at an hourly rate, rather than a 3 hour block. This helps to provide more flexbility with rentals. ^Base and/or Max Change - more reflective of actual community needs 22.00I 11.1 %-20 % 23.5 17.5 % 13.00 8.3% 32.00 6.7% 53.00 6.0 % 30.00 7.1 % �>r�.y tltltltltltltl��><�v� 1.00 0 145.00 7 53.00 / 88.00I 6 13.00 8 19.00 5 13.00 8 30.00-58.001 5.5 % 250.00 6.4 % 220/wk 6.00/lesson 0% 11-22/lesson 10.0% 190.00 5.6% 230.00 7.0 % 250.00 4.2 % 115.00 4.5% 170.00 6.3% 6.00 0% 0% 4.00 246.00-473.00 5.1 % 23.00-42.00 4.5-5 % 150.00/1.5hr party 11.1% 4.00 0.00 % 3200. 0.00 % 246.00-473.00 5.1 % 23.00-42.00 4.5-5 % 150.00/1.5hr party 11.1 % New Facility TBD 0.00 % New Facility TBD 0.00 % New Facility TBD 0% New Facility TBD 0% New Facility TBD 0.0% 1.00-37.00^ 5.7 1.00-37.00^ 5.7 10.00-475 5.6 % 20.00-30.00 3.4%-5. 77.00 - 230.00 5. 20.00-124.00 5.1 % -5. 110.00-290.00^ 23.4 40-001 11. 26.00 8. 2200.15. 2000.5. 38.00 5. 2200.15. 27.00 12. 50.00 13. 26.00 8. 33.00 6. 295.00 5. 40.00 11. 31.00 6. 56.00-191.00 5. 5.00 0. 70.00-134.00 4. ^ Transitioning to peak -season, low -season tiered price structure. Percentage change shown is for highest possible rate (April -September weekends and holidays) Item Number: 7.a. CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Resolution setting a public hearing on February 18, 2025 on project manual and estimate of cost for the construction of the City Park Pool Replacement Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Prepared By: Ben Clark — Senior Engineer Reviewed By: Jason Havel — City Engineer Juli Seydell Johnson — Parks and Recreation Director Ron Knoche — Public Works Director Geoff Fruin — City Manager Fiscal Impact: $18,000,000 Funds for this project will primarily come from the City's Facility Reserve Fund and General Obligation bonding. The potential need for other funding sources will be evaluated after bids are received. Staff Recommendation: Approval Attachments: Renderings Resolution Executive Summary: This agenda item begins the bidding process for the City Park Pool Replacement Project. This item continues the process to replace the 70+ year old City Park Pool with a new pool at the same site. City Park Pool Conceptual Design A was approved by Council as the preferred option after an extensive public input and survey process. The concept design includes six 50-meter lap lanes, a zero -depth entry leisure pool with children's activities, a separate diving pool with low and high diving boards, a new bath house and a separate filter building. The final design has the leisure pool and lap pools separated to provide flexibility for operations. Background / Analysis: The City of Iowa City desires to construct the City Park Pool Replacement Project to provide community recreation and swimming instruction for the community. The project consultant solicited public input through in -person and on-line open houses, focus groups, and public surveys between October 2023 and March 2024. The results of this process were presented to the City Council and Parks & Recreation Commission at an informal work session on May 7, 2024. Phase 1 of the public input included 495 participants at in person "idea generation" sessions and 251 on-line responses to similar prompts. The idea generation information was used to create a limited number of concept plans. Feedback on these plans was gathered through a series of focus group sessions and a statistically valid survey. Marketing and outreach efforts were made to ensure that a wide cross section of the populations participated in the public input process. Project Goals for this project, developed through the public input process, include: • Provide community recreation experiences for a wide range of users. • Provide increased independent accessibility to all water experiences. • Provide shade in several areas of the deck and some in the water areas. • Provide design and operation efficiencies that support the City of Iowa City climate action goals. • Maximize efficiency of lifeguards. • Promote the vision "every child learns how to swim". • Welcome users of all backgrounds with specific attention to facility entry patterns, shower/changing and restroom design. • Evaluate merging of the outdoor park restrooms and year-round recreation programming space in the swimming pool facility. • Limit the construction area generally with the fence line/site plan of the current pool. The final plans expand the footprint of the facility and construction zone into the area to the east of the current pool, ending at the Upper City Park Road. The playground that was in this area will be moved to a new site near the City Park baseball diamonds. Two single user year-round restrooms and a year-round community room are included on the east side of the new bath house. The community room will be used for a combination of recreation programs and community rentals. The HVAC and water heating in the bath house will be accomplished using all electric equipment. This choice, although slightly more expensive at construction, supports the City's Climate Action goals and should lead to lower on -going operating costs. The pool filters and mechanical equipment will be housed in a separate building located on the SE part of the project. Separating this equipment from the public bath house increases safety and efficiency for pool users and City staff. Water and sewer service lines will be replaced through the park to their connection point on the south side of Park Road. City Park Pool Conceptual Design A was approved by Council as the preferred option after an extensive public input and survey process. The concept design included six 50-meter lap lanes, a zero -depth entry leisure pool with children's activities, a separate diving pool with low and high diving boards, a new bath house and a separate filter building. The final design has the leisure pool and lap pools separated to provide flexibility for operations. The three -pool design allows for separated use by various activities, a priority learned during public input. It also allows for the pools to operate independently of each other so that if one must be closed due to contamination or other maintenance needs, the other to would be able to stay open. Pool heaters for each body of water will be bid as alternates. A choice can be made to heat 1, 2, 3 or none of the pools. Increased independent accessibility is made possible through a ramp and stairs into the lap pool, stairs into the diving well and stairs and zero entry into the leisure pool. The final design provides a bather load of 881 swimmers. It will use 39% less water than the current pool. The base bid includes a children's play feature in the leisure pool along with a series of in - ground bubblers. An in -water bench is included along the curved wall on the south side of the leisure pool. There is a 1-meter and 3-meter diving board in the diving well, with space to add a 3rd diving board in the future. A climbing wall for the diving well will be bid as an alternate and can be added in the future if not included in the project. Alternates in the bidding package include heaters for each pool (necessary plumbing, mechanical, electrical, and aquatic infrastructure, included in base bid), a UV disinfectant system (enhances water sanitation, but not required by health code), climbing wall for diving well, third diving board, replacement of sewer and water lines from pool site to Park Road, demolition of Upper City Park restroom building, landscape seating walls both inside the pool fence and in the front entrance area, and purchase of shade structures (footings and installation sleeves included in base bid). r. '� -- '- - ;3r - 'tip.• {''. r-�sr. V . v .r s 5� • f 'R -7•.�F ' +,. � �-. k �ikil Thdf - �` " � ' ' zR ^ •.. x _ ' �. ' "� ,�i. i = ap ,, -, +1 -�'�i -',.•mil;A'F. �. ti �� h' & ow.051 ik * . ; WF r * f # .rpl -: NO - d y, ' + r rt •"� 'x- it -p b.."`'- �: r :� , __ }r� • � 'f�*`�'f r.� _3 5 !ir ' �ti �� ° 1 .l�F�'� �z`yr+ �r�_*tip '.4'�-.�X-R } r: ,..� 4 t !J,* ipr;tfL • i ' i. 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' _ 1 ' it 4 } .1 i • + . - ' J ` { • ` L • 5 f y h' "A CITY PARK POOL CITY PARK POOL REPLACEMENT PROJECT I ` WILLIAMS CI TY PLANNING ��i IOWA CITY, IA ARCHITECT S A "A CITY PARK POOL CITY PARK POOL REPLACEMENT PROJECT I ` WILLIAMS �,oF �I�ACIn PLANNING ��i IOWA CITY, IA ARCHITECT S Prepared by: Ben Clark, Engineering Division, 410 E. Washington St., Iowa City, IA 52240, (319)356-5436 Resolution No. 25-37 Resolution setting a public hearing on February 18, 2025 on project manual and estimate of cost for the construction of the City Park Pool Replacement Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Whereas, funds for this project are available in the City Park Pool Replacement account # 4229. Now, therefore, be it resolved by the Council of the City of Iowa City, Iowa, that: 1. A public hearing on the project manual and estimate of cost for the construction of the above -mentioned project is to be held on the 18th day of February, 2025, 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. 2. The City Clerk is hereby authorized and directed to publish notice of the public hearing for the above -named project in a newspaper published at least once weekly and having a general circulation in the City, not less than four (4) nor more than twenty (20) days before said hearing. 3. A copy of the project manual and estimate of cost for the construction of the above -named project is hereby ordered placed on file by the City Engineer in the office of the City Clerk for public inspection. Passed and approved this 4th day of February 2025 l Ma Approved by Attest: ilLC G City Clerk City Attor ey's Office - 01 /30/2025 It was moved by Moe and seconded by Harmsen the Resolution be adopted, and upon roll call there were: Ayes: x Nays: Absent: Alter Bergus Vacant Harmsen Moe Salih Teague Item Number: 10.b. CITY OF IOWA CITY COUNCIL ACTION REPORT February 4, 2025 Resolution approving Cost Sharing Agreement with Johnson County for exploration of functional parameters and conceptual requirements for a joint law enforcement facility shared with Johnson County. Prepared By: Eric R. Goers. City Attorney Reviewed By: Geoff Fruin, City Manager Fiscal Impact: $31,900 plus 50% of expenses for consultant's work on this study. Funds are available in the General Fund. Staff Recommendation: Approval Commission Recommendations: N/A Attachments: Resolution Cost Sharing Agreement Executive Summary: Both the City and County recently performed space needs studies for their respective law enforcement agencies, plus the jail for the County. Both studies recommended new facilities for the law enforcement agencies and jail. It is believed there may be cost savings and operational efficiencies for both the City Police Department and Johnson County Sheriff's Office to collocate in a building shared with a new Johnson County jail. In order to explore the feasibility of such a joint venture, the City and Johnson County would like to amend the County's present agreement with Shive-Hattery to perform the work needed to explore the viability of a shared facility. The additional work will cost $63,800 plus expenses, all of which will be divided 50/50 between the City and the County. Background / Analysis: The Resolution approves a Cost Sharing Agreement between the City and the County, which in turn incorporates an Amendment to the original agreement between the County and Shive- Hattery. The Resolution authorizes the City Manager to execute the Cost Sharing Agreement and to manage the City's involvement in the project, including the ability to make reasonable and proper change orders and amendments. Prepared by: Eric R. Goers, City Attorney, 410 E. Washington St, Iowa City, IA 52240 (319) 356-5030 Resolution No. 25-38 Resolution approving Cost Sharing Agreement with Johnson County for exploration of functional parameters and conceptual requirements for a joint law enforcement facility shared with Johnson County. Whereas, the City recently performed a space needs study for City departments and employees currently housed in City Hall; and Whereas, the preferred plan coming out of said space needs study called for the City Police Department to relocate off -site; and Whereas, the Board of Supervisors for Johnson County also recently performed a space needs study for the Johnson County Sheriff's Office and the Johnson County jail; and Whereas, said Johnson County study recommended a new jail and station for the Sheriff's Office; and Whereas, there may be cost savings and operational efficiencies for both the City Police Department and Johnson County Sheriff's Office to collocate in a building shared with the Johnson County jail; and Whereas, in order to explore the feasibility of such a joint venture, the City and Johnson County would like to amend the County's present Agreement with Shive-Hattery to perform the work needed to explore the viability of a shared facility; and Whereas, the Amendment to Agreement between Shive-Hattery, Inc. and the Client (hereinafter, the "Amendment") is attached and incorporated herein by this reference; and Whereas, the City and Johnson County have agreed that the additional cost of the work, $63,800 plus expenses, should be split 50/50 by the City and Johnson County; and Whereas, it is in the best interest of both the City and Johnson County to have the work performed. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The City approves the attached Cost Sharing Agreement with Johnson County. 2. The City Manager is authorized to execute said Agreement. 3. The City Manager is authorized to manage the City's involvement in the Agreement and to make any change orders or amendments that are reasonable and proper to accomplish the aim of the work. Resolution No. 25-38 Page 2 Passed and approved this 4th day of February 202_ Mayo Attest: I'Ld' 'qt� City Clerk / Approved: G ' City Atto ey — 01 /30/2025 It was moved by Alter and seconded by be adopted, and upon roll call there were: Ayes: x x x X x Nays: Salih the Resolution Absent: Abstain: Alter Bergus Vacant Harmsen Moe x Salih Teague Cost Sharing Agreement Between the City of Iowa City, Iowa and Johnson County, Iowa. Parties: This Cost Sharing Agreement (hereinafter, "Agreement") is between the City of Iowa City, Iowa (hereinafter, the "City"), and Johnson County, Iowa (hereinafter, the "Johnson County"). The City and Johnson County are collectively the "Parties." Recitals: Whereas, the City recently performed a space needs study for City departments and employees currently housed in City Hall; and Whereas, the preferred plan coming out of said space needs study called for the City Police Department to relocate off -site; and Whereas, the Board of Supervisors for Johnson County also recently performed a space needs study for the Johnson County Sheriff's Office and the Johnson County jail; and Whereas, said Johnson County study recommended a new jail and station for the Sheriff's Office; and Whereas, there may be cost savings and operational efficiencies for both the City Police Department and Johnson County Sheriff's Office to collocate in a building shared with the Johnson County jail; and Whereas, in order to explore the feasibility of such a joint venture, the City and Johnson County would like to amend the County's present Agreement with Shive-Hattery to perform the work needed to explore the viability of a shared facility; and Whereas, the Amendment to Agreement between Shive-Hattery, Inc. and the Client (hereinafter, the "Amendment") is attached and incorporated herein by this reference; and Whereas, the City and Johnson County have agreed that the additional cost of the work, $63,800 plus expenses, should be split 50/50 by the City and Johnson County; and Whereas, it is in the best interest of both the City and Johnson County to have the work performed. Now, therefore, the Parties agree as follows: 1. Johnson County shall execute the attached Amendment. 2. Johnson County shall consult with and include the City in all client interactions with Shive-Hattery throughout the course of this work. 3. The City shall contribute 50% of all fees and expenses associated with the work contained in the Amendment as they become due and payable by Johnson County, including fees and expenses associated with change orders or amendments approved by the City's City Manager, by making timely payment to Johnson County. For Johnson County: Jon Green, Chair, Johnson County Board of Supervisors For the City of Iowa City: Ge Fru, City Man' er, City of Iowa City A�groved By City Attorney's Office Cost Sharing Agreement-s.pdf 2 2/3/2025 1:15:42 PM SHIVCHIATTERY ARCIII rECTURE+ENGINEERING AMENDMENT TO AGREEMENT Between SHIVE-HATTERY, INC AND THE CLIENT PROJECT NAME: Johnson County, IA — Space Needs Assessment / Study CLIENT NAME: Johnson County, IA / Johnson County Sheriffs Office 511 S. Capitol Street-, PO Box 2540 Iowa City, Iowa 52244 AMENDMENT NO: One ORIGINAL AGREEMENT DATE: September 21, 2023 (signed) AMENDMENT ONE DATE: January 21, 2025 Board of Supervisors: Johnson County, IA - Board of Supervisors 855 S Dubuque Street Iowa City, Iowa 52240 Johnson County, IA and Shive-Hattery Inc. agree to amend the Original Agreement as follows: ORIGINAL PROJECT DESCRIPTION Initial Scope: In conjunction with Shive-Hattery s request for qualification response dated July 26, 2023, we will provide a space needs assessment and study of the current and projected conditions to define the statement of need for a new law enforcement facility and jail. Collaborating with the client (both county stakeholders and facility users) this needs assessment will establish the operational parameters, programmatic requirements, and define the demographic population projections, for both staffing and inmate conditions. Further we will prepare the cost opinions, as well as assess up to three sites and assist with the determination for appropriate next steps. Deliverables associated with this effort will define the project functional parameters and conceptual requirements. For the needs assessment we anticipate having approximately six structured meetings with stakeholders, in conjunction with other focused activities. The proposed services to produce the planning design parameters at a conceptual level, is included. Throughout the project, we will adapt and confirm the project parameters, budget, and schedule information for the five-year timeframe contemplated in the Request for Qualification. The services associated with this needs assessment are anticipated to be completed within a three -to -four -month timeframe for the initial findings, or as mutually agreed to with the Client. The baseline project for the needs assessment will be the evaluation of up to three site options and produce site and building concepts for a building(s) on these yet to be determined sites. This project is based on a facility that will meet the long-term needs of the Client, initially targeted for a minimum of a 30-year needs projection. Projections of need will show five- and ten-year increments and may extend beyond the 30-year period if further consideration is merited. In referencing more specific detail, see the 'Project Understanding and Approach' pages 5 through 18, in the attached response to the 'Request for Qualifications' exhibit. Project 21423037M -•t m;s�—.11r,.i 1 4- � I,:jr n-ir k:':: ay I '_.I:Y 00 17,1- _'.' :; Li I 'jiKh,W(,ry.-,,om 22 2025-1-21—JohnsonCoLEC-Joint facilityAmend-1-R4-s.pdf 1 2/3/2025 1:15:51 PM Pane 2 of 7 SCOPE OF SERVICES for AMENDMENT ONE Shive-Hattery, in collaboration OPN Architects will provide Architectural and Engineering Services for Johnson County, IA and the City of Iowa City, IA for a joint facility feasibility study. We will provide the following design services for the project in a manner consistent with the terms and conditions of the agreement. The services include Architectural, Civil Engineering and Land Development (landscape design) Services. Additionally, for the establishment of the Owner's Program requirements parameters the study may include Structural, Mechanical, and Electrical engineering services to establish proposed engineering building solution components. These services will consist of the following tasks: Programming / Planning for 'Joint' Law Enforcement Needs Evaluation. a. Detailed space needs planning to for City of Iowa City Police needs to coincide with space planning completed for Johnson County Sheriff Office, law enforcement component. i. This evaluation would be developed off the 38,208 gross square foot presented in OPN's August 2024 Analysis Report, along with detailed space plan listings provided by OPN from prior meeting notes. This evaluation will utilize the departmental understanding space plan listings provided by for, t. Chief and Administration 2. Patrol Division 3. Criminal Investigation 4. Site and Parking needs. For this 'Programming Study,' additional detail programming to determine specific areas for shared functional considerations would only occur on components that have overlap potential. Three to five targeted shared opportunity components are contemplated at the time of this agreement, which then limits the detail programming effort to the following initial areas. 5. Records and Ancillary staff. 8. Processing 7. Evidence / Property 8. Vehicle Support 9. Training and Meeting Space During the programming / planning process (meetings), these five targeted areas may change because of the discussions. While adjustments to the targeted areas can occur at any time, to limit any further changes in scope to this agreement the 'targeted shared opportunity component' will need to be identified before the detail programming effort begins. it is anticipated that detailed programming for five components would occur between the first in -person meeting and next virtual validation meeting. ii. Meeting, We are anticipating the planning meetings, one in -person meetings, and one validation meeting, which may be virtual, to deliver this portion of the joint facility study. iii. Meetings to commence immediately update acceptance of the amendment, at a workable time for the client. Upon start for this task, anticipated duration to complete the three meetings is six to eight weeks - iv. Anticipated deliverable understanding is a detailed comparable between Johnson County, Law Enforcement and the Iowa City Police needs. Project 214230378-0 ! January 21, 2025 SHIVEHATTERY 2025-1-21Johnson CoLEC-Joi nt facilityAmend-1-R4-s.pdf 2 2/3/2025 1:15:S1 PM Page 3 of 7 Joint Facility Planning Work Session a. Following Detail Space Needs Planning, Shive-Hattery and OPN will conduct work session meetings with stakeholder from Johnson County and the City of Iowa City, to evaluate the shared opportunities and synergy considerations associated with this planning objection. b. Meeting: We anticipate two in -person planning meetings for this activity. c. Anticipated Deliverable: Block Diagrams and generic site configuration concepts for building components and site plan components. Site Utility and Site Due Diligence Review: A. Utility Review - a. Review existing sanitary and water service availability to the proposed site and determine extension requirements and budgetary costs with utility providers. b, Develop conceptual sizing for water service for the proposed site development and provide budgetary costs to public utility extensions. B. Site Due Diligence - a. Complete preliminary survey services to verify existing grades., utilities, potential site access, and other site encumbrances (including for example: FAA height restrictions) that would impact developability of proposed site. This includes an initial evaluation of floodplain and site soil suitability considerations. Note that this a preliminary evaluation, a full topographic survey that will be required for design, would be needed at a later date, if the site due diligence findings are accepted. b. Complete preliminary stormwater review and determine jurisdictional requirements. Prepare conceptual stormwater plan for the proposed site. c. After visiting the site, complete desktop wetland and waters of the US review of the site to determine potential for jurisdictional features. 4. Site Design Development and Conceptual Design Strategies. In accordance with the project due diligence evaluation identified- prepare conceptual site plan information for the acre portion of the site being considered the following continued services are: a. From selected site design associated with the selected option develop a master plan showing proposed layouts and access. Develop conceptual building plans, indicating building identity, sustainability, composition and site context based on planning concepts and meeting understanding to date. Master planning to accommodate the future additions and growth planning concepts for the 'Joint facility.' Services tied to this option are as follows: 1) Layout the Ingress and Egress flows and drainage requirements. 2) Layout the parking, drives, and paving. 3) Finalize the site accessibility. 4) Layout building needs for utilities, including but not limited to water and sanitary (either sewer or septic systems). Develop power distribution and communication requirements. 5) Develop Conceptual Image Material for proposed site concept. 6) Provide site development project parameter requirements. 7) Meet with Client group one time to obtain feedback on proposed design and incorporate adjustments. 5. Opinions of Probable Cost for Joint Facility (and associated site solution) Analysis a. Develop opinions of probable project costs for site development and the joint facility. In addition to the opinion of probable cost, we will demonstrate the cost associated with having joint facility verses stand-alone facilities. Include life cycle cost projections associated with utility and energy consumption for the scenarios. Protect 214230378-0 1 January 21, 2025 SHIVEHAiTERY r 202S-1-21_JohnsonCoLEC-Joint facilityAmend-l-R4-s.pdf 3 2/3/202S 115:S1 PM Page 4 of 7 b. These costs will be based on historical data with design and estimating contingencies to reasonably predict fluctuations with market conditions. 6. Presentation Meetings and Work Sessions a. Shive-Hattery and OPN will prepare presentation material and participate in four (4) presentation meetings and/or work sessions with Johnson County or the City of Iowa City, IA to present the development and/or findings of this analysis, to solicit input or refine directional outcomes. CLIENT RESPONSIBILITIES It will be your responsibility to provide the following: Establish a joint agreement between Johnson County, IA and the City of Iowa City, IA to support the services developed in the agreement. SCHEDULE We will begin our services upon receipt of this Amendment executed by you which will serve as a notice to proceed. • We will meet with you to develop a mutually agreed -upon schedule for the Scope of Services. • In general, it is anticipated that in total the services being offered in this amendment shall be completed within six months from the authorization to proceed. COMPENSATION Amendment One Services Fee Type Fee Total Programming & Planning for Joint Law Enforcement Needs / Joint Facility Work Fixed Fee $21 000 $ (see fee & expense Sessions comments) Site Utility and Site Due Diligence Fixed Fee $8,000 $ (see fee & expense Site Design Development and Conceptual comments $ (see fee &expense Design Strategies Fixed Fee $18,000 Opinions of Probable Cost for Joint Facility comments (and associated site solution) Analysis Fixed Fee $6,000 $ (see fee & expense comments) Presentation Meetings and Work Sessions Fixed Fee $10,800 $ (see fee & expense TOTAL comments tour Amendment One Service) Fee Types: $63,800.00 + expenses • Fixed Fee - We will provide the Scope of Services for the fee amounts listed above with prior authorization in advance by the Owner for each part listed. • The Amendment One Services indicated are inclusive of OPN's Service Proposal, dated 1/6/2025. Upon approval of this agreement, Shive-Hattery will enter into an agreement with OPN for their portion of this Work. Project 214230378-0 ; January 21, 2025 SHIVEHATTCRY 2025-1-21_JohnsonCoLEC-JointfacilityAmend-I-R4-s.pdf 4 2/3/2025 1:15:51 PM Page 5 of 7 Expenses: • The Reimbursable Expenses will be reimbursed in accordance with our Reimbursable Expense Fee Schedule in effect at the time that the expenses are incurred and includes labor charges for hourly travel time. The terms of this proposal are valid for 30 days from the date of this proposal. ADDITIONAL SERVICES (with authorization if reguired): The following are additional services you may require for your project. We can provide these services, but they are not part of this proposal at this time. 1. Full topographic survey or ALTA survey. 2. Threatened and Endangered Species review. 3. Third Party - Geotechnical Investigation (beyond Site Due Diligence Phase), for boring and sub -grade sails geotechnical engineering services, depending on the number of initial borings we are estimating a budget of $10,000 for this additional service. 4. Phase 1 environmental site investigation. AGREEMENT This Amendment is subject to all other terms and conditions of the Professional Services Agreement dated September 21, 2023. Please return one signed copy of this amendment to S-H. Thank you for considering this amendment. We look forward to working with you to help complete a successful construction project. If you have any questions concerning this amendment, please contact US. Sincerely. SHIVE-HATTERY, INC. Michael S. Lewis, AIA, NCARB Team Leader — Principal / Public + Government mlewis@shive-hattery.com AGREEMENT ACCEPTED AND SERVICES AUTHORIZED TO PROCEED CLIENT: Johnson 99unty-K -= Board of Supervisors BY: , �.�w -% - TITLE: Chair, Board of Supervisors (signature) PRINTED NAME. Jon Green DATE ACCEPTED: 3 Feb 2025 BY: (signature) TITLE: PRINTED NAME: DATE ACCEPTED: Project 214230378-0 1 January 21, 2025 SHIVEHAiTERY 202S-1-21_JohnsonCoLEC-Joint facilityAmend-l-R4-s.pdf 5 2/3/202S 1:15:51 PM Page ti of 7 STANDARD HOURLY FEE SCHEDULE Effective January 1, 2025 to December 31, 2025 PROFESSIONAL STAFF: TECHNICAL STAFF: Grade 1 S111.00 Grade 1 $ 78.00 Grade 2 $133.00 Grade 2 $ 95.t>D Grade 3 $148.00 Grade 3 $109.00 Grade 4 $166.00 Grade 4 $11$.00 Grade 5 $184,00 Grade 5 $131,00 Grade 6 S199.00 Grade 6 $151.t]0 Grade 7 $216.00 Grade 7 $168.00 Grade 8 $235.00 Grade 9 S255.00 AQMIN STAFF: $ 75,00 SURVEY STAFF: One Person $170.00 Two Person $263.00 One Person with ATV $195.00 Two Person with ATV S28800 REIMBURSABLE EXPENSES: TRAVEL IN-HOUSE SERVICES Mileage- Car/Truck $0.70/ Mile PrintslPlots. Mileage- Survey Trucks $0.80/ We Bond Lodging, Meals Cost + 10% Mylar Airare Cost + 10% Photogloss Car Rental Cost + 10% Color Bond Foam Core Mounting OUTSIDE S RVIG S Aerial Photograrnmetry Cost + 10% Color Prints: Professional Services Cost + 10% Letter Size Prints/Plots/Photos Cost + 10% Legal Size Project 214230378-0 January 21, 2025 $ .30/Sq. Ft. $ .75/Sq. Ft. $ .90/Sq. Ft. $ .60/Sq, Ft. $ 13,00 SHIVEHATTCRY 2025-1-21_John son CoLEC-Joint facilityAmend-l-R4-s.pdf 6 2/3/2025 1:15:51 PM UPN ARCHITECTS Principal $250 Associate'nixipal $200 Practice t.eel+!r $200 Associate $160 Sernor P-u e,O %Wager(Senior Projec,. Ar:Ntect $155 Project Marage,11"'roject Architect $140 Architect $115 Intern Archtsct 3 $105 Intern Ardiitect 1-2 $85 Sennnr Int9nnr tlegiQner 9170 Intwonr l2"rar tyh C.anatructow "minivrator S1U5 Architectural Technician $85 Directors of 3,is;ness Support $140 © sinessS.pportSpecialst $100 Marketini; Specialist $95 Administr;er a Support $70 Collegr. Intents $50 These rates ere subject to on onrvuaj aathJstment on or around January 1, o,--d your contract will adjust occordrngfy OPN's updated 2025 hourly rate schedule is not available at this time. A supplemental sheet will be provided when available. Project 214230378-0 1 January 21, 2025 Page 7 of 7 SHIVC-HA'T`TC-RY -t, = NE `4 2025-1-21_JohnsonCoLEC-JointfacilityAmend-I-R4-s.pdf 7 2/3/2025 1:15:51 PM � r 4 A.:III rr�r®���� City Council Supplemental Meeting Packet CITY OF IOWA CITY February 4, 2025 Information submitted between distribution of the meeting packet on Thursday and 3:30 pm on Monday. Late (s): 10.b. oint law enforcement facility study - See signed Cost Sharing agreement and Amendment to Agreement between Shive Hattery and Johnson County Board of Supervisors. February 4, 2025 City of Iowa City �tt- I o.b Late Handouts Distributed Cost Sharing Agreement Between the City of Iowa City, Iowa and Johnson County, low. Parties: (Date) This Cost Sharing Agreement (hereinafter, "Agreement") is between the City of Iowa City, Iowa (hereinafter, the "City"), and Johnson County, Iowa (hereinafter, the "Johnson County"). The City and Johnson County are collectively the "Parties." Recitals: Whereas, the City recently performed a space needs study for City departments and employees currently housed in City Hall; and Whereas, the preferred plan coming out of said space needs study called for the City Police Department to relocate off -site; and Whereas, the Board of Supervisors for Johnson County also recently performed a space needs study for the Johnson County Sheriff's Office and the Johnson County jail; and Whereas, said Johnson County study recommended a new jail and station for the Sheriff's Office; and Whereas, there may be cost savings and operational efficiencies for both the City Police Department and Johnson County Sheriffs Office to collocate in a building shared with the Johnson County jail; and Whereas, in order to explore the feasibility of such a joint venture, the City and Johnson County would like to amend the County's present Agreement with Shive-Hattery to perform the work needed to explore the viability of a shared facility; and Whereas, the Amendment to Agreement between Shive-Hattery, Inc. and the Client (hereinafter, the "Amendment") is attached and incorporated herein by this reference; and Whereas, the City and Johnson County have agreed that the additional cost of the work, $63,800 plus expenses, should be split 50/50 by the City and Johnson County; and Whereas, it is in the best interest of both the City and Johnson County to have the work performed. Now, therefore, the Parties agree as follows: 1. Johnson County shall execute the attached Amendment. 2. Johnson County shall consult with and include the City in all client interactions with Shive-Hattery throughout the course of this work. 3. The City shall contribute 50% of all fees and expenses associated with the work contained in the Amendment as they become due and payable by Johnson County, including fees and expenses associated with change orders or amendments approved by the City's City Manager, by making timely payment to Johnson County. 2/3/2025 1:1SA1 PM Cost Sharing Agreement-s.pdf 1 For Johnson County: Jon Green, Chair, Johnson County Board of Supervisors For the City of Iowa City: Geoff Fruin, City Manager, City of Iowa City % A proved By City Attorney's office Cost Sharing Agreement-s.pdf 2 2/3/202S 1:IS:42PM SHIVEHATTERY ARCHI i ECTURE rE NGINEERIPR*;+ AMENDMENT TO AGREEMENT Between SHIVE-HATTERY, INC AND THE CLIENT PROJECT NAME: Johnson County, IA — Space Needs Assessment / Study CLIENT NAME: Johnson County, IA / Johnson County Sheriff's Office 511 S. Capitol Street; PO Box 2540 Iowa City, Iowa 52244 AMENDMENT NO: One ORIGINAL AGREEMENT DATE: September 21, 2023 (signed) AMENDMENT ONE DATE: January 21, 2025 Board of Supervisors: Johnson County, IA - Board of Supervisors 855 S Dubuque Street Iowa City, Iowa 52240 Johnson County, IA and Shive-Hattery Inc. agree to amend the Original Agreement as follows: ORIGINAL PROJECT DESCRIPTION Initial Scope: In conjunction with Shive-Hattery's request for qualification response dated July 26, 2023, we will provide a space needs assessment and study of the current and projected conditions to define the statement of need for a new law enforcement facility and jail. Collaborating with the client (both county stakeholders and facility users) this needs assessment will establish the operational parameters, programmatic requirements, and define the demographic population projections, for both staffing and inmate conditions. Further we will prepare the cost opinions, as well as assess up to three sites and assist with the determination for appropriate next steps. Deliverables associated with this effort will define the project functional parameters and conceptual requirements. For the needs assessment we anticipate having approximately six structured meetings with stakeholders, in conjunction with other focused activities. The proposed services to produce the planning design parameters at a conceptual level, is included. Throughout the project, we will adapt and confirm the project parameters, budget, and schedule information for the five-year timeframe contemplated in the Request for Qualification. The services associated with this needs assessment are anticipated to be completed within a three -to -four -month timeframe for the initial findings, or as mutually agreed to with the Client. The baseline project for the needs assessment will be the evaluation of up to three site options and produce site and building concepts for a building(s) on these yet to be determined sites. This project is based on a facility that will meet the long-term needs of the Client, initially targeted for a minimum of a 30-year needs projection. Projections of need will show five- and ten-year increments and may extend beyond the 30-year period if further consideration is merited. In referencing more specific detail, see the 'Project Understanding and Approach pages 5 through 18, in the attached response to the 'Request for Qualifications' exhibit. Project 214230318_0 4.i'n •:N I IN `i 1 ^_ ,I, ;r , I,k -, i, I ..I:, n1 -.I r- ('1, I - I._ .I � � , l- w. _ -, lei /_ , 202S-1-21-JohnsonCoLEC-Joint facilityAmend-l-R4-s.pdf 1 2/3/2025 1:15:S1 PM Page 2 of 7 SCOPE OF SERVICES for AMENDMENT ONE Shive-Hattery, in collaboration OPN Architects will provide Architectural and Engineering Services for Johnson County, IA and the City of Iowa City, IA for a joint facility feasibility study. We will provide the following design services for the project in a manner consistent with the terms and conditions of the agreement. The services include Architectural, Civil Engineering and Land Development (landscape design) Services. Additionally, for the establishment of the Owner's Program requirements parameters the study may include Structural, Mechanical, and Electrical engineering services to establish proposed engineering building solution components. These services will consist of the following tasks: Programming / Planning for 'Joint' Law Enforcement Needs Evaluation. a. Detailed space needs planning to for City of Iowa City Police needs to coincide with space planning completed for Johnson County Sheriff Office, law enforcement component. i. This evaluation would be developed off the 38,208 gross square foot presented in OPN's August 2024 Analysis Report; along with detailed space plan listings provided by OPN from prior meeting notes. This evaluation will utilize the departmental understanding space plan listings provided by for, 9. Chief and Administration 2. Patrol Division 3. Criminal Investigation 4. Site and Parking needs. For this 'Programming Study,' additional detail programming to determine specific areas for shared functional considerations would only occur on components that have overlap potential. Three to five targeted shared opportunity components are contemplated at the time of this agreement, which then limits the detail programming effort to the following initial areas. 5. Records and Ancillary staff. 6. Processing 7. Evidence / Property 8. Vehicle Support 9. Training and Meeting Space During the programming / planning process (meetings), these five targeted areas may change because of the discussions. While adjustments to the targeted areas can occur at any time, to limit any further changes in scope to this agreement the 'targeted shared opportunity component' will need to be identified before the detail programming effort begins. It is anticipated that detailed programming for five components would occur between the first in -person meeting and next virtual validation meeting. ii. Meeting, We are anticipating the planning meetings, one in -person meetings, and one validation meeting, which may be virtual, to deliver this portion of the joint facility study. iii. Meetings to commence immediately update acceptance of the amendment, at a workable time for the client. Upon start for this task, anticipated duration to complete the three meetings is six to eight weeks. iv. Anticipated deliverable understanding is a detailed comparable between Johnson County, Law Enforcement and the Iowa City Police needs. Project 214230378-0 January 21, 2025 SHIVEHATTEPY 2025-1-21_JohnsonCoLEC-Joint faciGtyAmend-1-R4-s.pdf 2 2/3/202S 1:15:51 PM Page i of 7 Joint Facility Planning Work Session a. Following Detail Space Needs Planning, Shive-Hattery and OPN will conduct work session meetings with stakeholder from Johnson County and the City of Iowa City, to evaluate the shared opportunities and synergy considerations associated with this planning objection. b. Meeting: We anticipate two in -person planning meetings for this activity. c. Anticipated Deliverable: Block Diagrams and generic site configuration concepts for building components and site plan components. Site Utility and Site Due Diligence Review: A. Utility Review - a. Review existing sanitary and water service availability to the proposed site and determine extension requirements and budgetary costs with utility providers. b. Develop conceptual sizing for water service for the proposed site development and provide budgetary costs to public utility extensions. B. Site Due Diligence - a. Complete preliminary survey services to verify existing grades, utilities, potential site access, and other site encumbrances (including for example: FAA height restrictions) that would impact developability of proposed site. This includes an initial evaluation of floodplain and site soil suitability considerations. Note that this a preliminary evaluation, a full topographic survey that will be required for design, would be needed at a later date, if the site due diligence findings are accepted. b. Complete preliminary stormwater review and determine jurisdictional requirements. Prepare conceptual stormwater plan for the proposed site. c. After visiting the site, complete desktop wetland and waters of the US review of the site to determine potential for jurisdictional features. Site Design Development and Conceptual Design Strategies. In accordance with the project due diligence evaluation identified- prepare conceptual site plan information for the acre portion of the site being considered the following continued services are: a. From selected site design associated with the selected option develop a master plan showing proposed layouts and access. Develop conceptual building plans, indicating building identity, sustainability, composition and site context based on planning concepts and meeting understanding to date. Master planning to accommodate the future additions and growth planning concepts for the 'Joint facility.' Services tied to this option are as follows: 1) Layout the Ingress and Egress flows and drainage requirements. 2) Layout the parking, drives, and paving. 3) Finalize the site accessibility. 4) Layout building needs for utilities, including but not limited to water and sanitary (either sewer or septic systems). Develop power distribution and communication requirements. 5) Develop Conceptual Image Material for proposed site concept. 6) Provide site development project parameter requirements. 7) Meet with Client group one time to obtain feedback on proposed design and incorporate adjustments. Opinions of Probable Cost for Joint Facility (and associated site solution) Analysis a. Develop opinions of probable project costs for site development and the joint facility. In addition to the opinion of probable cost, we will demonstrate the cost associated with having joint facility verses stand-alone facilities. Include life cycle cost projections associated with utility and energy consumption for the scenarios. Project 214230378-0 1 January 21, 202ti SHIVCt--IATTEEPY" 2025-1-21 JohnsonCoLEC-Joint facihtyAmend-l-R4-s.pdf 3 2/3/2025 1:15:51 PM Page 4 of 7 b. These costs will be based on historical data with design and estimating contingencies to reasonably predict fluctuations with market conditions. 6. Presentation Meetings and Work Sessions a. Shive-Hattery and OPN will prepare presentation material and participate in four (4) presentation meetings and/or work sessions with Johnson County or the City of Iowa City, IA to present the development andlor findings of this analysis, to solicit input or refine directional outcomes. CLIENT RESPONSIBILITIES It will be your responsibility to provide the following: Establish a joint agreement between Johnson County, IA and the City of Iowa City, IA to support the services developed in the agreement. SCHEDULE We will begin our services upon receipt of this Amendment executed by you which will serve as a notice to proceed. • We will meet with you to develop a mutually agreed -upon schedule for the Scope of Services. • In general, it is anticipated that in total the services being offered in this amendment shall be completed within six months from the authorization to proceed. COMPENSATION Amendment One Services Fee Type Fee Total Programming & Planning for Joint Law Enforcement Needs / Joint Facility Work Fixed Fee $21,000 (see fee &expense Sessions comments) Site Utility and Site Due Diligence Fixed Fee $8,000 $ (see fee & expense comments Site Design Development and Conceptual $ (see fee & expense Design Strategies Fixed Fee $18,000 comments Opinions of Probable Cost for Joint Facility (and associated site solution) Analysis Fixed Fee $6,000 $ (see fee & expense comments) Presentation Meetings and Work Sessions Fixed Fee $10,800 $ (see fee & expense comments TOTAL (for Amendment One Service) Fee Tvpes: $63,800.00 + expenses • Fixed Fee - We will provide the Scope of Services for the fee amounts listed above with prior authorization in advance by the Owner for each part listed. • The Amendment One Services indicated are inclusive of OPN's Service Proposal, dated 1/6/2025. Upon approval of this agreement, Shive-Hattery will enter into an agreement with OPN for their portion of this Work. Project 214230378-0 I January 21, 202b SHIVE-iATTERY 2025-1-21_JohnsonCoLEC-loin[ fadityAmend-l-R4-s.pdf 4 2/3/2025 1:1S:51 PM Page 5 of 7 Expenses: • The Reimbursable Expenses will be reimbursed in accordance with our Reimbursable Expense Fee Schedule in effect at the time that the expenses are incurred and includes labor charges for hourly travel time. The terms of this proposal are valid for 30 days from the date of this proposal. ADDITIONAL SERVICES (with authorization if required): The following are additional services you may require for your project. We can provide these services, but they are not part of this proposal at this time. 1. Full topographic survey or ALTA survey. 2. Threatened and Endangered Species review. 3. Third Party - Geotechnical Investigation (beyond Site Due Diligence Phase), for boring and sub -grade soils geotechnical engineering services, depending on the number of initial borings we are estimating a budget of $10,000 for this additional service. 4. Phase 1 environmental site investigation. AGREEMENT This Amendment is subject to all other terms and conditions of the Professional Services Agreement dated September 21, 2023. Please return one signed copy of this amendment to S-H. Thank you for considering this amendment. We look forward to working with you to help complete a successful construction project. If you have any questions concerning this amendment, please contact us. Sincerely. SHIVE-HATTERY, INC. Michael S. Lewis, AIA, NCARB Team Leader - Principal / Public + Government mlewis@shive-hattery.com AGREEMENT ACCEPTED AND SERVICES AUTHORIZED TO PROCEED CLIENT: Johnson C�unty,,M Board of Supervisors BY; -'y ` - - -- TITLE: Chair, Board of Supervisors (signature) PRINTED NAME: Jon Green BY: (signature) PRINTED NAME: Project 214230378-0 January 21, 2025 2025-1-21_JohnsonCoLEC-JointfacilityAmend-1-R4-s.pdf 5 TITLE: DATE ACCEPTED: 3 Feb 2025 ,TE ACCEPTED: SHIVEHAT ERY 2/3/2025 1:15:51 PM Pape 6 of 7 STANDARD HOURLY FEE SCHEDULE Effective January 1, 2025 to December 31, 2025 PROFESSIONAL STAFF: TECHNICAL STAFF: Grade 1 S111.00 Grade 1 $ 78.00 Grade 2 $133.00 Grade 2 $ 95.00 Grade 3 S148.00 Grade 3 $109.00 Gracie 4 S166.00 Grade 4 $118.00 Grade 5 $184.00 Grade 5 $131,00 Grade 6 S199.00 Grade 6 $151.00 Grade 7 $216.00 Grade 7 $168.00 Grade 8 S235.00 Grade 9 S255.00 ADMIN STAFF: $ 75.00 SURVEY STAFF: One Person $170.00 Two Person $263.00 One Person with ATV $195.00 Two Person with ATV $288 00 REIMBURSABLE EXPENSES: TRAVEL IN-HOUSE SERVICES Mileage- Car/Truck $0.70/ Mile PrintsiPlow Mileage- Survey Trucks $0.80J Mi€e Bond Lodging, Meals Cost + 10% Mylar Airfare Cost + 10% Photogloss Car Rental Cost + 10% Color Bond Foam Core Mounting OUTSIDE FgVICER Aerial Photogranvnetry Cost + 10% Color Prints: Professional Services Cost + 10% Letter Size Prints/Plots/Photos Cost + 10% Legal Size Project 214230378-0 January 21, 2025 $ .30/Sq. Ft. $ .75/Sq. Ft. $ .90/Sq, Ft. $ .60/Sq, Ft. $ 13.00 $ 1.00 $ 2.00 SHIVCI-IA77C-R'Y' 202S-1-21_JohnsonCoLEC-JointfacilityAmend-I-R4-s.pdf 6 2/3/2025 1:15:51 PM OPN ARCHITECTS Principal $250 Associate :Inncipal $200 Pror, tice Leel!r $200 Associate $160 Senior P-o ect Uaneger(Senlor Projec _ Ar:hrtect $155 Project Manage-tProject Architect $140 Architect $115 Intern Arduttr-t 3 $105 Intern Architect 1-2 $85 Senior Intenrr rleaignn, sin Intwrinr 1)"tornr $Hh CnestructiQ1 AdminiAtrator Architectural Technician $85 Directors of i is,ness Support $140 8=.,siness S.t"er t Special st $100 Marxetinc Gpecah9t $95 Administrere 3upport $70 C allege Mirt+n $50 These rates ere subject to on anrluai ar).rstment on or around January 1- anii your contract will adjust atcrordingry OPN's updated 2025 hourly rate schedule is not available at this time. A supplemental sheet will be provided when available. Project 214230378-0 1 January 21, 2025 Page 7 of 7 SHIVEHA77ERY 2025-1-21_JohnsonCoLEC-JointfadlityAmend-l-R4-s.pdf 7 2/3/2025 1:1551PM