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HomeMy WebLinkAbout1997-09-02 Transcription (2)September 2, 1997 Special Council Work Session page 1 September 2, 1997 Special Council Work Session 5:45 PM Council: Nov, Baker, Kubby, Lehman, Norton, Thomberry, Vanderhoef. Staff: Atkins, Helling, Karr, Dilkes, Craig, Schoon, Franklin, Davidson, Yucuis. Tapes: 97-121, all; 97-122, all. Downtown Update 97-121 S1 Baker/I am going to raise the issue. We ought to be talking about money first before we talk about downtown. Nov/Never the less, we are doing it this way. Baker/Are there four people who want to do it that way? .... Norton/We got no votes here. Nov/No, this was set up to talk about the downtown first. Baker/It was set up. It doesn't mean it was set up right. Norton/ Nov/ Kubby/We advertised it this way .... Norton/ Schoon/Today we want to provide you with an update regarding what staff has been working on in terms of implementing the Downtown Strategy Plan. What we want to do is highlight those activities we have been working on... what issues we are going to be bringing to you in the near future for your discussion and consideration:... Staff has been under the assumption the Downtown Strategy document is the document we are to use to guide our efforts in the downtown and we will carry out those items that don't require some sort of formal council action. For those that will .... we will bring those before the council for your consideration. So today is just an update at this point to tell you what we are This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 2 doing. We are not asking for any council decisions on any of the items. A number of them require more information than what we are going to present today .... We will present those at later council meetings. This is the Vision Statement that the Downtown Strate, gy Committee worked from .... heart of community... mix of activities that occur downtown and the committee wants to maintain that mix and enhance upon it... They developed five goals .... Today I am going to use those five goals to highlight the activities we have been working on. The first goal ...Provide a critical mass of destination points and varied year- round activities that will draw people to downtown. One that has been out there .... the Library Cultural Center .... on hold .... Kari~n has been working with the consultant to refine some of the operating budget information. Basically we are waiting on council to sort through that as you need to .... Redevelopment of Lot 102, staff has been in contact with the property owners of that lot .... parking facility for the Near South Side .... property owners on that block to make that project happen. Appraisals are being done... next month staff will be meeting with you specifically on this item in terms of scope... possibilities. City sponsored events. We have formed a committee to look at putting together city events in the downtown... Country western singer that will be on the ped mall September 13 .... Winter festival in February .... P/R .... arts programs out onto the plaza .... Schedule ongoing events .... Calendar of events .... work with DTA... of upcoming events .... Last item, a bi-monthly newsletter .... Next one out in October .... Major focus of the newsletter is to educate downtown business and property owners about... city regulations... informed of activities .... Mailing them out to all downtown business and property owners and others who express an interest in receiving it .... Kubby/Is there a place where downtown folks can talk to each other through this? .... Or is it just city generated information from the city perspective to downtown businesses? Schoon/Trying to focus just on city generated information. The DTA has their own newsletter .... Use this as a way to inform .... This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 3 Kubby/ Schoon/ .... If we are dealing with something about maintaining sidewalks... idea that someone shared with us .... relevant to the people .... Important when we start working on streetscape issues and it may be a monthly newsletter at that point in terms of informing them where we are at .... trying to get the word out to them about downtown issues. Norton/Also an opportunity for you to float ideas and ask for reactions .... Schoon/Informing them we are working on Iowa Avenue streetscape .... We also... go out to the press .... I believe out list is about 800. So those are the items under providing destination points .... Baker/ Schoon/We are sponsoring a country western singer, Faye Dudley is her name .... September 13 .... Council/ Schoon/The next goal is to Create a positive climate focusing on retention and recruitment of businesses. The first item is a retail market study. We have been talking with the DTA .... to have a retail market study completed. It is on hold at this point ....DTA wanted to set out how to use the information once it is collected ....We are thinking about some sort of partnership with the DTA on this .... Baker/Did the DTA and Monday Forum merge? Schoon/No, they are still two separate organizations ..... Norton/What percentage of downtown merchants .... are in the DTA? ....What percentage in the Monday Forum? .... Schoon/The Monday Forum is a very small group of 8-9. The DTA, about 80 members, may 20%-25% of all the businesses. In the CB-10 and CB-5 zones about 20% of all the businesses belong to the DTA. This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 4 Norton/...Chamber is a third one .... Nov/You asked just about retail. I think there are probably more retail people. Schoon/DTA is probably 90% retail businesses and 10% non-retail businesses .... Norton/Still a fair number that are not in that organization. Schoon/The other issue is the Old Capital Mall represents all of the retailers in the Mall. Thornberry/Is the Mall one member?... Schoon/ Helling/A couple of larger businesses are still members on their own .... Penneys... Younkers... Mall membership represents most of the small .... Norton/....just hoping we are not missing anybody .... Lehman/DTA pretty fairly represents the retail community. They do not represent the professional community .... DTA function has always been retail. Schoon/Another item is to promote downtown as a fun and exciting place to purchase goods and services ....DTA... promotional campaign... advertising budget... promoting downtown ....Promoting downtown public services and facilities .... looking at ways that we can do a better job of promoting the downtown services that we have... recreation, library, parking .... Small business incubator idea was an idea that came out the Downtown Strategy Plan. We have been talking with the Entrepreneurial Center and Small Business Development Center and coming up with ideas of what may work in the downtown setting... may take longer .... something we are pursuing. Along with that would be a business assistance program .... DTA .... resource .... We are planning to have a public forum in October to allow downtown business and property owners to express their concerns they may have about city regulations .... educating issue .... regulation issue .... Baker/ This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 5 Kubby/Is there a date? Schoon/That hasn't been set. Kubby/In terms of the retail market study, what do we hope to gain from that? .... Schoon/It would be of interest .... to have retail space full downtown. So trying to identify opportunities ....Or to identify where the community at large may be interested in buying a good .... Baker/ Schoon/Ground floor vacancy rate. it is still pretty low. I don't have a number. Baker/It is not filling up space. It is putting the right type of business that we would like to see downtown. Schoon/That would be the other issue is trying to convince someone to locate downtown... there is a market for it .... having information available. Baker/ Thornberry/I think this is a proactive study ..... Vanderhoef/Small business incubator .... Schoon/Small business incubators, the information you gather for retailers hasn't necessarily been successful ..... may focus more on the office service component of businesses .... If we can in some way provide that additional information to be a little more proactive, that is what we hope to achieve. Vanderhoef/When we talk about municipal regulations, that is pretty broad. Do you have a more specific idea of what you are trying to do there? Schoon/There will probably be more of a focus in terms of building and zoning issues, permitting process ....parking issues ....design review ....building issues in terms of use of basement ....accessibility requirements ....Some of it may just be educating This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 6 people on what the requirements are ....May mean we need to look at changing them .... Maintain a Clean and Attractive Environment. The first couple of items deal with esthetics in the big picture sense. A consultant, Adams and Clark, has been hired. They are working on the Iowa Avenue streetscape plan. Next Monday... bringing their first draft of their ideas of the Iowa Avenue streetscape .... kept updated along the way .... Project Green... city staff... University. That will be presented next week with the goal to have it completed and adopted in November .... Downtown Streetscape Plan. We have selected BRW to design the downtown streetscape. BRW has considerable experience .... very attractive for this project .... Kubby/Will they be sending people to see what we have now? .... Schoon/I would be very happy to share their proposal with anyone. I was fairly impressed with the preliminary analysis they did .... trying to identify issues in the downtown... Laura Hawks will be working with them .... Baker/Different kinds of benches and layouts?... Schoon/Real focus of the plan will be to enhance and refurbish .... Looking at replacement of light fixtures, street furniture. It may include relocating planters .... One issue is the Downtown Strategy Plan calls for replacement of the play equipment... and replacement of the fountain .... address and evaluate those items in the plan .... I have heard a lot about that from different people .... That there would be some sort of fountain .... Nov/Think hard about this fountain business because this was not a public fountain.. private donation ....all the people who sent their dollar in for each brick ....very cautious .... Norton/Consider relocating it ....replacing it and putting it somewhere else .... Nov/ Norton/ This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 7 Nov/All the downtown businesses were contributing .... concerned that this consultant is not going to be aware of the public involvement in that particular fountain. It was designed for that location .... Vanderhoef/... concern for me... When we hire consultants, I am not real clear how much instruction we give the consultants to say what can be changed and what can't be changed .... traffic flow... parking... Sometimes there are certain things that come up that are not even a question .... not things they want see go away .... example... Mountain bikes in Hickory Hill Park .... no intention of putting them in there .... There are certain things that shouldn't even be put out there for a consultant to do .... misinformation... plans are drawn up by consultants that will never be considered .... I am a little uncomfortable sometimes the way we hire consultants. Iowa Avenue is one of them. How much guidance you give them up front .... I think it does a disservice to the community to put out ideas that are absolutely .... Schoon/You need to think about the design process. Adams and Clark presented six options for Iowa Avenue .... Part of the design process is to give someone a visual of the options .... That is part of their design process. You tell them the limitations... what you have in mind... Iowa Avenue... went with two different consultants .... Iowa Avenue as more of a blank slate .... Really looking... something creative .... separated Iowa Avenue from the downtown streetscape .... one project needed a little more creativity in terms of where to go with it... Our goal is to try to guide the consultant .....We are looking to enhance what is there .... we are going to have to keep on them ....This is the document that we are going to use to guide that... We don't want a complete re-make of the downtown .... Lehman/...fountain is a delicate issue .... Vanderhoef/For me, I don't hear what the guidance is... I don't know what it is .... Lehman/They got it in the Downtown Strategy Committee .... Vanderhoef/I guess I am a little uncomfortable when I can'[ speak to what kinds of parameters were put on some things .... Norton/Are you suggesting the council should be more explicitly involved in setting those parameters? This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 8 Vanderhoef/I am not sure how they should happen. I am just concemed with consultants with less guidance and then producing a lot of things that are costly and not feasible. Norton/... tough question .... Vanderhoef/When we go outside to hire a consultant, I am concerned about the time and the dollars that go into doing something like this if there isn't support. Norton/Haven't we sometimes had a session with consultants before they start? .... assessed out ideas. Thomberry/ Atkins/May I suggest you make that a work session discussion. I will schedule it. Schoon/On Iowa Avenue, the council was invited to a session .... Iowa Avenue will be presented next week. You will definitely have a say in terms of the direction of the streetscape on Iowa Avenue. Lehman/Iowa Avenue is being considered separately from the rest of downtown. Will there be some sort of effort to coordinate downtown with Iowa Avenue .... comprehensive sort of streetscape look for the downtown. Schoon/In the contract with BRW there will be a clause requiring them to work with Iowa Avenue streetscape. Nov/That is the wrong direction. You don't want Iowa Avenue to be designed first and everything else compatible. You want it the other way around. Lehman/They should be compatible. Schoon/It doesn't mean they are going to be the same. Baker/ Schoon/The detail we are getting into now we didn't get with in the Near South Side Design Plan ..... With these plans it is much more detailed. This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 9 Nov/ ....newspaper vending design .... Schoon/(Public art). This is a project that is before the council right now ....items in downtown in Downtown Strategy dealing with public art ..... We have added a weekend maintenance crew... full-time permanent position hired .... temporary full-time positions .... Baker/ I am looking at this one... alternative activities for the youths on city plaza. There is a group that seems like such a natural source of labor that is already down there .... If you bring those kids into paid positions for helping maintain and clean the plaza .... positive affects .... Norton/ Nov/ Baker/My concern... things we could be doing now rather than in the future as far as maintenance goes. Kubby/Some of this stuff on here is now .... Baker/Maybe I am just expecting results too soon. Norton/ Schoon/I believe the cleanliness of the plaza has increased greatly. It is what is there does not look very good... planters... furniture .... light posts .... I think they are doing a good job in keeping it clean, better than what was being done .... It still looks worn. Norton/ Schoon/This weekend shift is Wednesday, Thursday, Friday, 2:30 until 9:00, then weekends .... It will involve the green machine .... Baker/I am not seeing that. This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 10 Schoon/...Friday night Concert Series ..... people .... Once we get this weekend maintenance crew... provide them the man-power ..... There are times ....towards evening that it could look better. Norton/I share some of this ....all right to have somebody working right in the midst of the crowd .... Kubby/ ....emptying trash .... Nov/ Schoon/The P/R has had a maintenance schedule .... they can achieve what they have set out to do. Tree trimming... Project Green put out a study... Leon Lyvers... process of reviewing it ....they have been trimming some. Green machine has been in for a while... scrubber ....considering running the scrubber throughout the downtown on the sidewalks .... Thornberry/...does that pick up gum? Schoon/The green machine doesn't and the scrubbers we are going to test. Thornberry/Could individual businesses rent that machine? ..... Schoon/... that is something we can consider .... Thornberry/...K-Mart... Mall... can they rent a city truck with driver to use .....street sweeper .... Atkins/The street sweepers are out everyday .... caution about that .... Norton/ Thornberry/I mean if it is sitting around and not being used ..... Council/ Schoon/Sidewalks... consider .... Norton/ This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 11 Schoon/Concern... using the staff person... having the staff time to do these additional things .... Norton/So far the green machine is only on the plaza ..... Schoon/Right now we are considering running the scrubber once or twice a year on the sidewalks outside the plaza. Still property owners and business owners would be responsible for the daily maintenance of the sidewalks .... Additional trash receptacles and ashtrays have been added. Adopt a bed program is in place .... Nov/ Norton/ Schoon/Vandalism is still a problem .... there is a lot more smokers on the plaza .... Safe and Inviting Downtown. The transit interchange information center, this is more on the inviting side. Joe and Parking and Transit Division met with Old Capital Mall .... north side of the Mall .... CHANGE TAPE TO REEL 97-121 SIDE 2 Schoon/We hope to have some draft plans to present to you in September...to get some immediate feedback .... Discover Downtown Iowa City brochures, those are available .... guide visitors through the downtown. Vanderhoef/Where do you find those? Schoon/Some businesses have them in their stores .... contact Ann Ashby at Lorenz .... DTA. Vanderhoef/Are they available at parking ramps? Council/ This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 12 Schoon/One idea is to take them over to University Hospital and Clinics .... stickers on them in terms of which bus to catch .... to bring people to the downtown. Washington Street two-way. This is for future discussion .... update in terms of adding angle parking on College and Linn Street .... something we are doing in- house .... discussion next week will be just presenting the pros and cons of doing that and getting council's initial reaction to making Washington Street two-way .... Nov/That is September 8? Schoon/That is what we are hoping .... Alternative activities for youth on the plaza. Linda Severson has been working with Human Service Agencies .... Norton/Who did the chess board? Schoon/University Chess Club. Norton/ .....wonderful .... Kubby/ Craig/You have to be a member of the Chess Club as well as a library member .... Council/ Schoon/Increase police presence downtown when possible. The Downtown Strategy Plan called for police presence... walking...bicycle... 24 hours a day. This point of time we can't provide that .... provide it as often as we can... CSO... idea is having two CSOs on duty during the day .... that hopefully will provide three days a week when a CSO will be down there. This is a continuing issue for the downtown business community. Seems like a lot of it is the youth activity on the plaza .... People seem to be intimidated by these groups of youth .... Kubby/Activities ....DTA ....instead of trying to kick people off.... Maybe some of the activities ....occur at those times of greatness concern .... Schoon/...may mean having a broader community wide interest activity .... Kubby/It has always been a hang out .... pan handling and smoking .... This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 13 Nov/Why you are still on the CSOs, did you read about what the DTA in Des Moines is doing? .... about non-police greeters .... just general welcoming presence. Norton/Philadelphia... Mall of America .... Nov/All wearing the same kind of hat and shirt. Norton/Call Mall Mothers .... Schoon/...just trying to have a presence in the downtown. Nov/It was the DTA that hired these people, not the City of Des Moines. Schoon/I need to follow up on that .... Des Moines .... research on Business Improvement Districts .... big issues were maintenance and security .... Norton/ Schoon/Every time this year the police engage in an educational campaign .... warnings... then tickets... One idea .... joint downtown patrol with the University and Iowa City and R. J. has had preliminary discussions regarding that .... may require discussions at a higher level .... Last item is the DTA... pursue need for additional patrol .... may need to work with them... financial resource. Baker/...graffiti .... Schoon/ .... Insure the downtown is accessible by all modes of transportation .... increase in the number of parking attendants... fascia signs for the parking facilities .... not pursuing idea of having space counters on the outside .... May further parking ramp full concept .....identify all of the ramps, whether they are full or spaces available. Baker/ Lehman/Only one place in the world made them. Baker/...might be able to make something ourselves .... There was never a local version of that? This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 14 Schoon/No, not that I am aware of. Davidson/There is none (can't hear). Norton/... We put up a sign when it is full I take it. Davidson/(Can't hear from audience). Schoon/15 minute grace period in parking garages .... to get in and out of the parking ramp without being charged for it. This is something we will bring .... conversion of garages to a pre-pay system .... flexibility to get in and out .... leave without having to get in line to pay the cashier because you have pre-paid ....Joe will have further information .... Nov/ Lehman/Grace period .... Schoon/ Nov/ Schoon/During some peaks times... they do have some leeway .... Thomberry/ Norton/ Schoon/Another issue with the pre-pay system is the amount of congestion .... controlling that with a pre-pay system ....lower rates on the upper levels ....at this point we are not pursuing it any further ....City employee van pools, that is another item we will be bringing you in the near future .... Directional Signs .... parking signs in the downtown .... ramps .... part of the streetscape plan will be looking at way-finding signs .... informational kiosks .... Regional Trails and Bicycling Committee has formed a recommendation... regarding bicycle issues in the downtown .... There has been new bus stop signs added throughout the community .... The downtown shuttle transit fare free zone, mainly east of downtown... we will provide you with information .... This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 15 Nov/... go a little bit north and south also ....the shuttle. Schoon/The shuttle could take many forms... part of your discussion .... that is something for future discussion and consideration by the council .... Annual survey, Parking and Transit Division of handicap parking spaces and there are enough... Police Department has increased enforcement .... Thornberry/Is there a set number of handicap parking places, set by state? .... Davidson/(Can't hear from audience). Karr/Jeff... use Dale's mic. I am just not picking up anyone. Davidson/During that week, need to be utilized 60% or greater .... If there is a single space that is used more than 60% of the time, that is considered... maybe need to be more parking .... Thomberry/How many handicap parking spaces are there... in the ramp by the Mall? .... Davidson/It fluctuates .... Thomberry/Are you saying those are used 50% of the time? 40% of the time? Less than 60 is what you are saying? Davidson/I don't lmow, Dean, based on utilization, actually taken it out .... You have to have a certain amount on each block .... State Code ....There is a minimum number .... Thornberry/In any ramp that is in the city at this time, are there more than the state minimum? Davidson/I am a~vare of one place on street where we did increase it by one .... We recently created two new van spaces by the Meardon Law Office .... Schoon/Last item is enforcement of parking restrictions in the alleys. Police officers have been directed to strictly enforce it .... always balance... deliveries .... Norton/ ....driving through the alleys? This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 16 Schoon/There is no restriction on driving through the alleys. Kubby/Public alleys. Thomberry/Have you looked into having any of the alleys one way? Lehman/We did that a long time ago .... next to Iowa State Bank .... feeling at that point... wasn't feasible... have to be able to go both ways... deliveries. Schoon/Any other questions or comments on transportation issues? Kubby/ Baker/When do we start seeing money figures? Norton/Funding these various things. Schoon/We will be putting budgets together as part of your regular budget discussion .... Baker/Take these activities and get a sense of what these would cost .... Norton/Enhanced maintenance must .... how much incremental spending are we putting into it? Schoon/There will be things we will identify as needed for the downtown. It is not going to be a downtown budget .... additional resources... those will be identified. Vanderhoef/Where are we on the lighting in the alleys? Schoon/ Kubby/That is in process. Vanderhoef/ Schoon/ [Council Break- Reconvene 7:10 PM] This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 17 CHANGE TAPE TO REEL 97-122 SIDE 1 Financial Issues Discussion 97-122 S1 Atkins/(Distributes handout - See Attached Charts). You should have a packet of charts we are going to use .... What you ask us is to review the city's financial position .... We felt that the issues or concerns were: (Refers to Chart 1- Financial Concerns). Declining General Fund cash balance .... future credit rating... operating position .... investment income .... Our income generating ability with respect to investments has become very very severely limited .... State restricted our ability to invest money. Second financial issue is the loss of machinery and equipment as a tax base... 4% .... $700,000 a year in income .... Two recent developments .... credit rating houses are now going to review all Iowa cities .... With that loss of income it does affect our credit worthiness .... Moody's and Standard and Poor's .... Thomberry/On machinery and equipment... we still pay a state tax when we buy that equipment. Is it just that we can't tax on that? Atkins/You may pay a state sales tax .... but when you bring it in as a fixed asset as part of your business, that is considered machinery and equipment and new equipment is not taxable anymore .... Your property tax on your business portion with respect to machinery and equipment should have gone down .... Thornberry/...I can take that other tax money that I would have paid on my equipment. Is this part of property tax? Atkins/Yes. Nov/You pay property tax on the building and the grounds but not the equipment. Thornberry/My property tax went up .... Atkins/Commercial, remember, is a whole different set of tax policies .... residential last year should have gone down .... This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 18 Council/ Atkins/Ask your accountant or give Don or I a call. There was a new wrinkle... utilities... telephone and gas and electric utilities are likely to be introducing legislation with respect to their property values .... local providers of telephone service are ultimately going to become long distance carrier and thereby that equipment becomes tax exempt. Telephone value for the city is about $8.5 million in value... $96,000 a year in property tax .... Nov/Utilities are working on a change in legislation. Atkins/It is even more profound with the gas and electric companies where they are $49 million .... over $600,000 in income. The state... realizes that they have to deal with this issue ....The deregulation process put certain companies as a disadvantage ....I think your an expect in the upcoming legislative session that gas and electric and telephone as it relates to property tax is going to be up for grabs. Norton/ Thornberry/I can deduct... all utilities connected with the manufacturing of the product... gas and electric .... Kubby/We should be doing some active lobbying .... Atkins/League realizes this could be a real back breaker .... Kubby/Our people need to hear .... Atkins/We will keep an eye on it .... Nov/ Atkins/Third point is our ability to expand or add to our public services. We have the ability to meet our general growth needs. But if we wish to expand any public service .... library and cultural center... storm water .... Our financing has restricted our ability. This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 19 Increasing tax rates .... you gave us some direction. We will go over that shortly. The major property taxes for our community are set: $8.10 General; $.95 Transit; $.27 Library .... Goals of our Comprehensive Plans... CIP .... are going to need some further review. Financially the state fiscal controls. Who knows? .... (Refers to Chart 2-What do we need to do?) The second chart is more posing a question to you ....We arrive at these three basic points: Financial foundations and budget policy ....made some long long term projections... Maintain the highest possible credit rating .... and give some kind of growth within the budget...future interests and issues. We have finished the financial trend monitoring system .... very helpful to us... Now have some historical information we did not have .... (Refers to Chart 3-Goals/Guidelines). You provided us specific goals (reads chart 3) ..... The proposed plan that I am going to present to you is to address these goals by way of budget policy .... broadest possible context .... I am choosing a policy route .... A future council can change anything you want... majority vote .... So the base can continue to change .... We also .... we have within our Charter unique characteristics that allows our electorate to pose issues to us .... Difficulty is that unless we have a solid policy, the base seems to be always moving... makes it difficult for us to put together projections for you. So I want to use budget goals .... as targets to direct our financing .... Do we or do we not have $1.5 million of available debt for capital projects based on the First Avenue decision? We don't have an answer for that .... When those happen, that base moves with respect to how we are going to be projecting out. Now your policy direction to me is also going to be put together in a fashion where it is a directive to departments .... I would also encourage that we would direct our boards and commissions .... examples... airport .... financial implications are some consequence and you have to consider them comprehensively as they compete with other issues... Mercer gymnasium .... Riverfront and Natural Areas...trails...~Library .... our challenge to try to put together a budget for you that gives you... those very questions .... base changes, it moves on us ....Having good solid budget polices are going to be very important to us .... This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 20 (Refers to Chart 4-What did we do?) First of all .... We reviewed all of our expenditures in far greater details... projections... further historic analysis... reviewed all of our revenues .... don't have a lot of discretion in your revenue program. We amended the projections .... We also made one significant change. We began the process of internal changes now... we have started in FY98, this budget year .... We now have financial trend monitoring in place and it has been updated .... That is the ten year historic analysis... Also.. we closed the books. On June 30 we closed out the FY. We knew then exactly where we were at the end of the FY .... Our cash position came in far better than we anticipated and that we ended the year- The end of the year cash balance which was transferred to our cash reserve also improves the base... We did budget... $400,000 a year making that assumption... Our end of the year balance came in at $1 million. So we were at least $600,000 to the good ....just less than 2% of your General Operating budget .... Kubby/ Norton/ Atkins/Early start is very very critical .... We have also had very good bids... capital projects have come in well .... We have had good bids .... Finally, we took your guidelines, applied your guidelines ....I am generalizing but a whole pile of decisions put into these things. (Refers to Chart 5-Expenditures). Expenditures being the real critical issue because we have the most flexibility. We have four major categories of expenditures in our operations: Personal services, commodities, service charges and capital outlay. Personal services... biggest part of your general fund budget. FY98 is $18.8 million in personnel. We read your decision .... we would not deliberately reduce personnel for the purposes of balancing this budget ....We analyzed our turnover .... Baker/How is this different from what you would do anyway? Atkins/It is far more precise and it is serving as the basis for ten year projections and you will see that in a tad bit. Kubby/What is our turnover rate? This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 21 Atkins/ ....neighborhood of 4 to 5% per year ....normally figure we are recruiting 25-35 people... full-time employment .... Thomberry/I understand the cost of turnover .... Does this take into consideration retirement benefits also? Atkins/No. The retirement benefit, our share, our cost, is calculated into this. But the retirement for public employees is paid for out of the state. We have already sent our money to them .... We maintain the cost projections .... Thomberry/Inflation is not 4%. Atkins/It generally runs about 3%... budgeted at 4% .... We are proposing that our budget policy would be 98.5%. That is for every $100 of payroll, we will budget $98.50 .... realistic reflection of what you actually need to mn the show .... We had traditionally budgeted at 100% .... trying to create that base for projection purposes. And your budget is $18.8 million .... Lehman/$280,000 less .... Atkins/That is payroll ....John. John Lolunan/Can you tell me why it is budgeted at 98.5%? Atkins/Because that is our actual expense .... more accurate reflection of what you need to run the show, that is based on turnover. And that will vary. Commodities, supplies, materials... It is important... also look at the base .... General Fund commodity budget is about $1 million a year. We originally projected at 2.5% .... changed our projections to... 1% to 1.3%. That will be come the budget policy and the target for each operating department .... what we do, we will budget 1% for the first couple of years... then we will bump it up just a tad bit .... $1,063,000 in FY98 .... when we go back and recalculate...r educed that by about $10,000 .... all department directors will be responding accordingly. Nov/ .... 1% of that base number. So you reduce that expense item to $1,053,000. That is your new base .... now projecting... at 1% to 1.3% increases .... Kubby/ Atkins/What will happen... end of year number... squeezing it across the board. This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 22 Nov/One more time. 1% of last year's commodities is added in order to project this year's cost of commodities? Atkins/If we were budgeting for projection purposes .... If you have a $1 million budget and you increase it by 1%, next year it is $1,010,000. The next year is 1% of that .... new base year... your projection years improve substantially. Nov/I want to know what the percentages are percentages of?. Atkins/The FY98 expenditures, the commodities budget .... Lehman/ .... trying to limit that to a 1% to 1.3% increase .... Thomberry/ Atkins/It reduces your expense in a sense it reduces your budget ..... Lehman/If the budget was $1,000 last year and you projected an increase... 1% .... would be $1,010. So we are not cutting. Atkins/You are cutting the rate of growth. Thomberry/ Norton/ Atkins/Please, we are doing projections. We have historic date that we believe we can rely on .....We are a purchaser of goods and services ....It is up to us to get our best deal .... Lehman/ .... If that increase is reduced to 1.2%, we will probably make every effort to stay within the 1.2 .... result... efficiencies. Atkins/I am telling the departments, this is policy, this is what it can grow ....Driving the base down is very important. Baker/Does this getting closer to the margin for the next 3-4 years, does this affect our goal of reserve fund? Atkins/It has to because it was one of your guidelines. Council/(All talking). This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 23 Atkins/Services and charges FY98, $5.8 million. That is a big account... We have pulled it down to 1.2% .... Utilities is a big hit. Our electric bill is well over $1 million .... Important thing... in bringing down the services and charges, we amended the FY98 budget and applied the factor. It resulted in $88,000 reduction in expenses .... Lehman/ Atkins/Capital outlay .... projections on capital outlay are down item by item... replacement schedules. We changed replacement schedules. The results can be rather dramatic... factor in when you are using older equipment, the cost of operations goes up. We do have a savings... replacement charge backs .... We anticipate in the neighborhood of about $200,000 in savings on our capital equipment. Baker/ Atkins/Over three years. And... there are certain equipment items, police cruisers, we are giving serious thought to doing leash purchase agreements which allows us to charge against the debt service and not general. I am not prepared to recommend yet .... improve your General Fund position .... (Refers to Chart 6-Budget Amendment). These are some of things to give you an idea of what we did...replacement schedules for capital outlay... Hope to bring back to you .... made a decision that wherever practical within our operating divisions, we would try to see... pay for themselves... Building Inspection pays for itself, Housing Inspection does not... Thinking about changing that schedule to every two years... not building .... We are going to review all of our inspection fees .... We have considered our Parkland Acquisition Account .... about freezing that at its current balance of about $400,000 .... Historically they spent at the rate of $25,000 a year .... investment .... generates about that kind of income .... Kubby/ ....Hickory Hill West .... Atkins/A big project could gobble it all up .... I am just saying these are the kind of things you will be seeing .... Actuarial studies... health and dental reserves and risk management reserves are healthy .... Do new actuarial studies on both of those .... better projections .... Internal chargebacks... We discovered in certain chargebacks for capital projects we were not including all of the costs of personnel. We are now going to make it a budget policy .... savings into the General Fund .... Once we This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 24 can settle in on a formula .... Review capital projects .... think about that when you do capital projects. The Library computer, we had budgeted $140,000 a year in payment to a reserve account for the purpose of buying the Library its new computer in the year 2000 .... That is a $140,000 hit on the General Fund. We will likely proposing in the upcoming budget that we do away with that and we borrow, for debt purposes .... Debt service and improves the General Fund position ....And we are working on reimbursement agreements with Johnson County ....Senior Center ....If they are going to use the facility, we should consider 28E agreements with them .... Kind of ideas you are going to be seeing in the upcoming budget .... These are the tax rates. (Refers to Property Tax Rates FY1996 to FY2010 Achieve City Council Goals) .... call your attention to... FY98... employee benefits, 1.861 is the tax rate. As you read across it begins to grow. In the year 2004, it goes from 2.4 to 2.8. That is the year that we lose the police and fire cash contributions that we have in place .... Your policy position was do our best to stabilize those rates. That is a dramatic change... year 2010 it does grow substantially. Kubby/Shouldn't we be building that up a little bit a little at a time? Atkins/An excellent thought ....under consideration ....Total General Fund Levies doesn't change .... Baker/Do those rates change if you increase the number of police officers? Atkins/Sure. Anytime you have to hire a new employee, you have a new contribution. Baker/ Atkins/ ....police and fire pensions are a little more expensive because they also serve as a worker's compensation pool and the others don't. Another critical number is the '99 and the debt service .... in the year 2002 it peaks at 3.099. That is your current capital plan. Then after that it stays pretty much the same .... If you add capital projects, that number goes up. If you reduce capital projects, that number goes down .... Lehman/ This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 25 Atkins/They include your current capital plan ....We projected $3.5 million worth of debt in those future years .... Baker/ Atkins/This includes that debt that is paid for through the debt service levy. We can sell General Obligation debt for the Water Plant but we retire it with water revenues. This is the streets, the parks .... That is a different issue .... If you want to do any work on your tax rates, capital projects... total tax levies, it does not begin to show- It shows a steady increase beginning in '99 and it is not until the year 2010 that you see it begin to drop off. Baker/These rates are projections based upon CIP we have currently in place? Atkins/Right now. Baker/Which is seven years .... Atkins/2002. We show an average .... It is only debt related capital projects... CHANGE TAPE TO REEL 97-122 SIDE 2 Atkins/ ....I am going to give you these number so you have a feel for the tax rates and how they look based upon the changes you make. Kubby/The reassessment years are odd years? Atkins/Every other year. Had one last year so skip this year ....even year .... Vanderhoef/ Atkins/I always assumed it was state wide. Nov/ Atkins/Dee, the roll back factor .... This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 26 Yucuis/FY99 should be a reassessment year, the budget we are going into .... Atkins/Final Chart (refers to General Fund Multi Year Projections from FY1996 to FY2010 Includes FY1997 Actuals and Carryover Budget Amendments, Expenses Adjusted to Achieve City Council Goals). Look at FY97 and read down to Ending Cash Balance, $9,134- That is a 33% factor .... $1 million is carry over obligations. Important... is that we started early, we had a good end of the year .... to improve our base... we apply the adjustments .... If you start reading across in '98 .... They are higher than your 20. What will happen then, you will notice it starts a decline .... at no time we go below 20. Kubby/When we were talking before .... talking about 4-6 year period of uncomfortablehess .... Atkins/Starting early .... that dramatically changed our ability to deal with that issue. We were able to pull that base down early on .... We are better than your policy... We now have... there is a little operating room within that budget. Kubby/ ....short term .... Atkins/ .... We knew we were going to deal with this circumstance. This budget policy, I think, deals with those circumstance .... You have some room in this budget now... assuming we stick by this policy... 1% one way or another can change it dramatically. Lehman/With projections going for this period of time, minor fluctuations in any particular given year... more palpable when you look at the big picture. Atkins/ .... a policy of 20% is the goal on an average of five years and never less than 15 .... Vanderhoef/This kind of projection... word to Moody's that we are fiscally sound. Atkins/The important thing you said to Moody's is the policy and whether you follow that policy .... Lehman/How much of a savings or reduction of expenditures .... is coming from a change from General Fund to Debt Service? This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 27 Atkins/It is-right now, not a lot .... those are your call. We have not decided on the police cruiser thing... We are trying to keep your tax rates at a reasonably level position .... Employee benefits are very difficult to control. We are going to do that actuarial on health and dental. It may improve our position. Baker/ ...last message... public... Projected shortfall in about three years. With these adaptations, what is the status of those projected shortfalls that the public should understand. Atkins/They are gone. We have reduced the budget in order to avoid those shortfalls. Kubby/ Atkins/ ....You have some budget flexibility now .... reductions... additions... Baker/... This budget, these policies, give us, the council, some room ....Finish that thought, room for what? Atkins/We can generally provide through our normal growth in value for the public services ....Are there services that you would like to consider that need to be added ....example... stormwater... community policing... additional library staff. Baker/My question is, assuming no additional sources of revenue, are you saying that these projections and policies will allow us to do those things that we have already laid on the table? Atkins/No, that is too much ....You do have some budget flexibility ....new source of revenue, a sales tax .... We now have a comfort .... Baker/What you are saying is we have a comfort level to maintain the status quo .... Norton/ Atkins/I would encourage... think about one time expanses, not recurring. Kubby/ ....use for increase and change in services ....new revenue... Atkins/Let me summarize .... 1. Cash position okay ....2. We have some ability for the use of debt as you see fit ....We have loads of margin. Your tax rates are generally This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 28 okay ....Our growth and value and our projections would indicate it will sustain us ....I would ask you to remember that these are ten year projections ....The foundation, if this budget policy .... is acceptable to you, we don't have major room for operational growth with a new source of income... the foundation is sound. Lehman/Steve, will this be updated annually? Atkins/Yes. Lehman/I think this is a tremendous thing .... Kubby/ ....I don't know that other communities are being as foresightful in planning .... Norton/ ....You said there are still particular places where cuts are going to have to be. Atkins/When you have capital outlay, service and charges, and commodities and I am telling a department that in their commodities budget it is going to go down $10,000 this FY. The services and charges budget will go down by $88,000 in this FY and that your capital outlay is going to be reduced by $55,000 which means item by item. I am saying those changes will be made .... Norton/There are some belt tightening .... Thornberry/ Kubby/We are not decreasing any kind of city services to take care of the shortfall. Atkins/ Kubby/At this last budget session, we took the $400,000 a year that we use on the back end... put it on the front end .... that is calculated in and taken care of?. Atkins/Yes, we will continue doing that .... let's show it up front as opposed to the back end and we decided to do that and our projections show that. Kubby/ Atkins/ This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 29 Norton/ Atldns/What you need to say to us is if you wanted a major new initiative .... community policing... I don't think the current rate can support it ....We can use some of our reserve account... begins to decline .... Kubby/ Atkins/$10,000 for commodities; $88,000 for services and charges .... those are item by item .... Council/ Atkins/What I intend to do is translate what you have in your policies and to direct this to the departments. That will be the budget policy. We will start budget preparation 2-3 weeks. Kubby/When will be looking at a menu of things to cut or change to further save money? .... Atkins/ ....Let me think on it. Vanderhoef/ ....How much we were shifting out of General Fund into Debt Service? Atkins/I am not sure yet ....budgeting process .... Kubby/ Norton/ Council/(All talking). Lehman/I have a real reservation about switching from General Fund to Debt Service .... Norton/ Arkins/It is kind of like good investing, you move your money around .... This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session Lehman/What I don't want is to move ..... Atkins/...debt and taxes. Lehman/You can show a favorable affect on the General Fund and have a unfavorable affect on debt service .... Norton/Sometimes that may be the only way to get any flexibility that you have to have. Kubby/...upper lift for that kind of shift. Council/ Atkins/ ....need to move it around... Thomberry/It is too bad they put such tight constraints on investment. Atkins/We were pretty good at it .... Kubby/Conservative .... Atkins/I am all finished. page 30 This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 31 Sales Tax Discussion 97-122 S2 Nov/Are we not going to talk about sales tax? It was on the agenda. Baker/I thought we were. Ten minutes? Atkins/Let me give you something real quick... Cedar Rapids .... They apparently have made the decision that it will go on the ballot .... They have not decided the proportions... They intend to conduct a public debate, not whether it is going on or not, that is decided. The debate is how it is going to be used. That is where they are .... Nov/ .... they will say how many years .... The first year will be spent on X, the second year Y, the third year on Z and they are going to spell it out. They are going to change the focus each year .... Vanderhoef/This is what I wanted .... after 3-4 years. Norton/If it doesn't get too complicated for people to process. Vanderhoef/ Baker/Cedar Rapids has taken a smart approach which is assume that it is going to go on the ballot .... open it up to the public... at some point put the package together .... Thomberry/Well they have started with the premise that we will have this money, what would. you like to spend it for, folks. They have already started with that premise. Nov/The community is giving them the idea on how to spend it. Lehman/ .... We know we can maintain what we have now. We know there are things we would like to do .... additional source of revenue .... Thomberry/ ....There are always things that you would like to do ....that is what budgets are for. Lehman/ ....example... water rates .... Atkins/Probably at 15% .... This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 32 Nov/ Lehman/ .... According to our projections with the increases we have scheduled, we can maintain things .... There maybe a reason why some folks might like sale tax ..... Council/(All talking). Baker/Does it make sense... in conjunction with Cedar Rapids? Norton/I am all for that. Nov/There is some sense. Baker/So tentatively we want to be parallel, at least dates. Vanderhoe~/Historically... done it in pairs. Baker/Makes sense. Thornberry/ Nov/They are not allowed to put it on a city election. You can put it on the general election .... or you can have a special. Norton/ ....important to have it on this early spring .... Kubby/ .... I want to look at that list of things to change how we provide services and cut services .... before we look at sales tax. Baker/I wouldn't wait... we need to do those things .... Kubby/ Thornberry/ Baker/The longer we put off the discussion of the sales tax, the more difficult it becomes to pass it ..... generate public interest and public support .... I firmly believe that unless you get that amount of revenue enhancement, you are not going to get many things that the public wants .... This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 33 Lehman/ Council/(All talking). Lehman/There are things that we may want to really do .... The kind of things we want to maintain downtown .... Worthwhile projects are there... the public ought to be involved .... Baker/ Norton/ Baker/Let me suggest .... To start this discussion, seven people on council ought to submit if the sales tax is going to be passed, how do you justify it... where do you see this money- Thornberry/I don't want to do that .... Baker/ Kubby/ Baker/ Norton/A framework for them to look at. Baker/Start with council ideas for the public to respond to .... Thomberry/If it pass that it would reduce other taxes ..... Baker/Make a proposal .... Norton/ Nov/You can say it will reduce our general levies .... Baker/ This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 34 Lehman/If we cannot agree ..... Nov/You have to decide to present the issue to the general public... Before you decide to put it on the ballot, you need to generate some general public discussion. Norton/Don't you think we ought to commit our selves... let the public start responding to that proposal ..... Baker/We want to do it in conjunction with Cedar Rapids... start the discussion... put your ideas down on paper, send them in... End of September... start the council discussion .... It ought to be a campaign issue. Lehman/I do not believe in raising revenue for the sake of raising revenue .... Do specific things that you feel are important enough to warrant that increase in revenue and I think there are some of those things around ..... Come up with a list of those things that are so important that we can't do them without the tax. Norton/Surely all of us have got that list .... Baker/ Thornberry/ Baker/ ....public input has to start with our ideas .... Vanderhocf/The way it can go on the ballot can be very general .... I want to find out fi'om Steve... update... Last I heard it was $4 million that we would probably generate .... Atkins/(Can't hear). Baker/We have sort of agreed that in conjunction with Cedar Rapids in the spring, Iowa City-this council should present the voters a sale tax package .... Nov/May have a whole different council. Baker/May have three new people, that is fine .... debate has got to start today. Kubby/Just for the record I want to say that I object. This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 35 Norton/I agree but I don't see how we can get some of things done we want to do .... Lehman/ Kubby/It is too regressive of a tax. There are other things we can do .... Norton/ Baker/ ....look at where it goes as opposed to where it comes from. Kubby/ .... I would rather do these other things .... I feel like there are ways to find other places .... Are the services more progressive than the regressivity of the tax? .... Baker/ Norton/I am already convinced we can't get there without this. Baker/So, end of September, ideas coming in. Nov/One more item. How many people are going on the tour of the parks? Thursday afternoon .... Thornbert:y/3:00 to 5:30 .... Vanderhocff Does anybody want to see Kiwanis Park? Norton/ ....[ want to see Kiwanis Park .... Council/(All talking). Lehman/How many are going? Karr/It xvill be on a bus... council candidates ....media ....It is a meeting. I get to go .... Council/(All talking). Nov/ ....We are adjourned. This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297 September 2, 1997 Special Council Work Session page 36 Adjourned: This represents only a reasonably accurate transcription of the Iowa City council meeting of September 2, 1997 WS090297