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HomeMy WebLinkAbout1995-11-27 Info PacketCity of Iowa City MEMORANDUM DATE: TO: FROM: RE: November 21, 1995 City Council, City Council-Elect City Manager Material Sent to Council and Council-Elect Drily Copy of letter from Mayor Horowitz to mayors of Oxford, Shueyville, West Branch, Tiffin, Hills, North Liberty and Solon regarding cable television. Copy of letter from the City Manager submitting application for funding of a fall 1996 toxic waste cleanup day. Memoranda from the City Manager: b. Miscellaneous (ACT Annual Report, Lorraine - Update; Fire Chief -Update; Landfille Surcharge Fee) c. S & G Materials - Spill Memoranda from the Department of Planning and Community Development: a. Housing Policy Discussion b. Land Use Forum Memorandum from the Finance Director regarding upcoming revenue bond issue for water - $6,200,000 and Wastewater - $28,000,000. Copy of letter from Council Member Lehman and Board of Supervisors Member Lacina to six Johnson County property owners regarding rezoning. Agenda for the 11/28/95 Informal meeting of the Board of Supervisors. Letter from Mayor to Carlos Moorhead regarding HR 155~S 652. Housing Policy Discussion - November 27, 1995 (outline for) Information regaqrding the Assisted Housing Program. November 20, 1995 CITY OF I0 WA CITY Donald H. Saxton, Mayor City of Oxford P.O. Box 481 Oxford, IA 52332-0481 Dear May~a~on: A few months ago I wrote to you regarding the concept of interconnecting cable systems serving our respective communities. Since that time, the City of Iowa City has completed franchise renewal negotiations with Telecommunications, Inc. (TCI). Included in our agreement is the capability of interconnecting with other cable systems. The cost of such connections in the future would be determined at that time, but at some point the benefits dedved will likely justify the cost of interconnection. Further, these costs will undoubtedly decrease in the future as new technologies are developed. Some examples of how your community might benefit would include: Live cablecast of Johnson County Board of Supervisors meetings, reception of the Educational Access Channel programmed jointly by the Iowa City Community School District and Kirkwood Community College, reception of the public access channel of the Iowa City system which serves the entire area surrounding Iowa City and Johnso[~ County, and an opportunity to participate with the interactive information system (InfoVision) now offered to Iowa City subscribers. InfoVision gives Iowa City subscribers access to local and regional information, the Internet and World Wide Web with only a touch-tone phone and cable TV. We have plans to increase our coverage of community events and to provide more local programming of broader community interest and this may also be of benefit to your subscribers. The things we see for the future will not occur overnight and interconnection of our systems w~11 take time as well. However. I urge you to continue to consider this eventuality as you plan your community's telecommunications future and to take advantage of any w~ndow of opportunity (transfer of ownership. franchise renewal, etc.) to gain the commitment of your franchisee to facilitate toterconnection. I believe there are significant opportunities to accomplish things together ff we adopt, in the appropriate areas. a more regional perspe~ctive of governmental cperat~ons and public serwce. Many of these will be things that we cannot do independently. but can accomplish together, and often at a reduced cost. The telecommunications link could be an integral part of many future cooperative efforts we may choose to pursue. November 20, 1995 Page 2 I appreciate your continued consideration of these ideas as you make decisions on telecommunications policies. I would be happy to meet with youto discuss these issues further if you would like. Just give me a call at your convenience, or if you have specific questions about contract language we've used, call our Cable TV Administrator Drew Shaffer at 356- 5046. Sincerely, City Council City Manager Assistant City Manager Cable TV Administrator Same letter to: Duane Sivertsen Mayor of Shueyville Richard Rex Mayor of West Branch Glenn Potter Mayor of Tiffin Russell Bailey Mayor of Hills David Roberts Mayor of North Liberty Steven Grover Mayor of Solon CITY OF I0 WA CITY November 21, 1995 Caroline Gathright-Conner Waste Management Assistance Division Iowa Department of Natural Resources Wallace State Office Building Des Moines, IA 50319 Dear Caroline: I have received word that Iowa City's toxic waste cleanup day grant application did not receive grant funding for a spring cleanup day event. I would like to request that our grant application be resubmitted for consideration for the funding of a fall 1996 toxic waste cleanup day. If you have any questions, please contact Brad Neumann at 319-356-5235. Thank you. Sincerely, Stephe J. Atki~'~ City Manager CC: City Councils-' Solid Waste Superintendent Solid Waste Management Planner City of Iowa City MEMORANDUM Date: To:. From: Re: November 20, 1995 City Council City Manager Miscellaneous ACT Annual Re13ort - Attached is cover letter from Dick Ferguson. If you want a copy of their annual report, let me know. Lorraine - Update - I have 200 applications for the Administrative Assistant position. Lorraine still plans to retire at the end of January and will make me read all of those applications. Fire Chief - Update - We have 55 applications for the Fire Chief. The recruitment has just closed and our review will begin. Landfill Surchar.cle Fee - 1 have instructed the Departments of Finance and Public Works to incorporate the additional 25¢ into our toxic clean-up prpgram account. If, at your budget review, you feel differently, we can amend in accordance with your directions. Richard L Ferguson President November 10, 1995 Dear Steve: Enclosed is a copy of ACT's Annual Repor~ for 1995. We're pleased to report another great year, the result of a highly productive staff in Iowa City and our fourteen regional offices and centers throughout the nation. We're especially grateful for the outstanding support we receive from so many Iowans. Our relationships with area schools, businesses, and organizations grow ever stronger and more numerous, and we appreciate the contributions so many of you make to our work. This year's report focuses on the segment of ACT's work that uses existing and emerging technologies to advantage. We're pleased that, even as we've become more efficient and responsive by investing millions of dollars in technology in recent years, we've also continued to create jobs across the skill spectrum. Most of our growth, however, has resulted in high-skill, high-pay jobs. Since the beginning of our 1995 fiscal year, ACT has created thirty new full-time, salaried positions, and our annual payroll has increased to $38,000,000. We're proud to be a pan of greater Iowa City and look forward to continued growth here with optimism and enthusiasm. Sincerely, Richard L. Ferguson Enclosure American College Testing 2201 N. Dodge St, P.O. Box 168 Iowa City, Iowa 52243 {319) 337-1079 FAX (319) 337-1059 Date: November 16, 1995 To: ' Steve Atkins, City Manager From: Brad Neuman ,~JCCOG Solid Waste Management Planner Re: Change in the State's Landfill Surcharge Fee We have received word from the Iowa Department of Natural Resources (IDNR) that since our region (ECICOG) met the State's 25% waste reduction mandate, the Iowa City Landfill will be allowed to retain or reduce the per ton State surcharge fee by $.50/ton rather than $.25/ton. Originally, the IDNR informed the Iowa City Landfill of the $.25/ton reduction, which Iowa City opted to continue to collect and place in the toxic waste cleanup day fund. Late in last year's legislative session, the legislature added another $.25/ton to the amount that a landfill can retain or reduce. Floyde and I have discussed this matter, and recommend that Iowa City also place the additional $.25/ton in the toxic waste cleanup day fund. This would increase our total toxic waste cleanup day fee to $1.75/ton. A question was raised regarding the state landfill surcharge, which as I have outlined will be reduced from $4.25 a ton to $3.75 a ton. We will continue to retain $.95 of this surcharge for local planning and programs. If you would like to discuss this further, please give me a call. cc: Jeff Davidson Floyde Pelkey Don Yucuis Chuck Schmadeke 8Ct11-t5 bn City of Iowa City MEMORANDUM Date: November 20, 1995 To: City Council From: City Manager Re: S & G Materials - Spill There was a relatively small product spill at the former S & G Materials plant on the Water Facility Site. Cleanup of this spill was dompleted by S & G materials just prior to their vacating the site in October of 1995. John Hayek has been alerted to these circumstances. As a result of the spill and S & G's industrial use of the area, the Department of Public Works will conduct an Environmental Site Assessment through ~1. R. Green Company. it is assumed cleanup of any additional contamination resulting from S & G's use of the site will be the responsibility of S & G Materials. CC: Chuck Schmadeke Linda Newman Woito City of Iowa City MEMORANDUM Date: To: From: Re: November 21, 1995 City Council Karin Franklin, Director, Planning & Community Development Housing Policy Discussion Attached are two items - the report from Tim Shields on the Council's housing policy discussion of September 30, 1 995, and the recommendations of the Affordable Housing Task Force from 1991. The summary of the Council's discussion on September 30 is included to facilitate the recap of that meeting which will be the first part of your housing discussion on November 27th. The recommendations of the Task Force are included for your information. Many of these recommendations mirror the concepts outlined in CITY STEPS. You will also find that there is often a regional perspective to these recommendations. The purpose of our meeting on the 27th is to discuss public/private partnerships in the area of housing, Attachments CITY COUNCIL HOUSING POLICY DISCUSSION NOVEMBER 27, 1995 Recap of housing policy discussion from September 10 meeting II. Staff Presentation B. C. D. Private/public partnerships - introduction Existing partnerships Barriers to partnerships Possible approaches to new partnerships III. Council Discussion ppddir~hsgdlsc,out - City of Iowa City Housin~ Policy Review ~eptemb~ 30; 1995 Summary Report ~omptled by In~tu~e of Public ~ The Unive~lty of Iowa City of Iowa City Housing Policy Review Agenda 1. Lay groundwork for policy analysl~ and discu.~on 2. Discuss policy implementation issues 3. Bral~torin about possible directions and actions 4. Develop agreements on council actions Why should Iowa City have a housing policy?. ~- Amel/orate market forces ~ 'Kelp citizens live in Iowa City" C More difficult for low/moderate Income f~rnflles D. Identify city's role in m~intaLuing neighborhoods E. Maintain diversity F. Assist the homeless C~ Help those below median income City of Iowa City Housing Policy Review Team Agreements 1. The CO,,-,~e/1 agreed to ezplo~ i.uclne/onar~ =on/ug to include: · ) Iucentiv~ b) Mixed f.ucome e) Zont~ ~ents o. umouuon ozlow r.o mo~era, e Income honf~n~. 3. The Council agreed to review the criteria gutdeltue~ for density. 4. The Council agreed to analyze the long term vtabffity of programs/goals. The Coimctl agreed ~o establish a commuutty p~oce~s to further develop the housing policy, to include. a] Neighborhood Asso~__ations and other key players b) Collectlag pertinent in/o,~uation and perceptions c} Stud~-~ and ~ ~'ormation 6. ~ee;~. uncil agreed to discuss potential public/private partnerships in City of Iowa City Housing Policy Review Policy Implementation Issues ~ Priorit,; 1. Location l~sues to include: - m~xed income housing o cost of land o neighborhood fair share - denairy - inclusio~ry zoning 2. Community attitudes to include: .- neighborhood expectations and perceptions tenant behaviors Public/Private partnerships to include: - barriers to cooperative efforts - trust funds - land irusts - role of financial institutions Other Issues 1. Human infrastructure, (e.g., life skills) 2. Alternative housing. to include: - co-ops - modular - m _~_nufactured - SRO 3. Cost, to include: - consumer - public ownership 4. Regional approaches 5. Economic development impacts 6. Subdivision regulations 7. Emergency housing 8. Targeted populations 9. Open space amenities (Comprehensive Plan) i0. Project linkages. (e.g.. impact fees set aside) 11. Lira/ted housing market, (i.e., high upkeep of housing stock) Affordable Housing Task Force RECOMMENDATIONS HOME OWNERSHIP Support programs, legislation, regulations, and private activities which maintain and expand home ownership opportunities. Rest3. Entities Encourage the modification of development regulations which unreasonably inhibit housing production and increase housing costs, such as reducing lot area requirements. local governments Promote sweat equity, self-help programs such as hands-on training programs. Consider lease/purchase home ownership programs. area financial institu- tions, social service agencies Consider area-wide program to place first-time home buyers in starter homes with second mortgage for rehabilitation. area financial institu- tions, local govern- ments Encourage establishment of streamlined development process in all Johnson County communities. local governments Encourage ability to pay programs for housing down payment programs. Encourage expansion of tax advantages and homestead exemption for low income families. RENTAL HOUSING Create and maintain an adequate supply of sound, affordable rental housing. Encourage expansion of rental rehabilitation programs. local governments, financial institutions Promote developer/landlord interest in assisted housing programs. Consider information and referral service for affordable rental housing. Iowa City Housing Authority social service agen- cies Encourage policies to broaden the interest of local commu- nities to establish affordable housing programs. local governments Consider development of an area-wide revolving. loan fund for rental rehabilitation projects. local governments, financial institutions, corporations 2 Res0, Entitles Consider alngle-room occupancy housing opportunities. Explore state legislative changes that would allow for housing development projects for low Income families to gain some tax advantage. local governments, social service agen- cies State of Iowa CONSERVATION OF HOUSING Maintain and improve the quality of housing stock by promoting housing conservation and rehabilitation. 1. Continue to promote housing preservation programs. Promote housing repair and modification services programs sponsored by non-profit agencies. Promote low-interest loan programs to improve energy efficiency. 4. Expand low-interest rehabilitation loan programs. IocaJ governments local governments, social service agen- cies local governments, social service agen- cies, financial institu- tions local governments, financial institutions 5. Review housing codes and encourage adoption of such codes by all local governments. 6, Encourage housing code enforcement. 7. Consider housing impact statements pdor to demolition of affordable housing. HOUSING DIVERSITY local govemments Plan for affordable and accessible housing opportunities in all neighborhoods and communities. Encourage construction of new affordable barrier-free units of multi-family housing. local governments, private developers, Housing Authority 3 Resp. Entities Develop affirmative marketing program combining efforts of the county, cities, and shelter industry. Consider scattered site, affordable rental housing plan to target assisted housing for all communities in Johnson County. Provide integrated social/economic/other support services which can help maintain permanent housing situations. IocaJ governments local governments, social service agen- cies FAIR HOUSING Eliminate housing dlscriminatk)n and expand housing choices. Encourage all communities to adopt open housing ordi- nances, including ordinances to prevent discrimination against families with children, especially single parent households, persons/families with physical/mental disabili- ties, persons with chronic or serious illness, special need families, and families in crisis. local governments Provide fair housing training for all rental property owners and for their agents. local governments, Housing Authority, private developers, landlords PUBLIC/PRIVATE COOPERATION AND COORDINATION Encourage interagency cooperation and coordination of housing activities. 1. Promote partnerships to stimulate affordable housing development. Create intergovernmental cooperative agency, such as JCCOG, to serve as an information and referral service and provide program development for housing programs. Develop an area-wide housing plan. local governments, social service agen- cies, financial institu- tions, shelter industry JCCOG 4 Res13. Entities NEW SOURCES OF CAPITAL Use Innovative financing approaches to fill the gap between hou- sing costs and household Income. 1. Develop below market rate financing at lending institutions. Encourage corporate involvement in low income housing program, including locally operated equity fund. Encourage incentives by employers to provide financial assistance pools as employee benefits. Continue to seek state support for financial programs to ald Iowqncome households. 5. Consider linked deposit programs 6. Encourage Investment of pension funds in affordable housing programs. Encourage support for community development corporation to initiate, develop and finance community housing projects. local governments, financial institutions local area business, Industry local governments, f,nancial institutions, business and industry Identify available land for potential land bank sites suitable for affordable housing development. Vecommend City of Iowa City MEMORANDUM Date: November 20, 1995 To: From: Steve Arkins, City Manager Karin Franklin, Director, Planning & Community Development Re: Land Use Forum I have been invited by a group called the Residents for Responsible Land Use to participate in a forum on November 30 at 7:00 p.m. in the Iowa City Public Library. The purpose of the forum is to discuss the Fringe Agreement. I will be providing a historical context for the discussion. Representatives of the Board of Supervisors and the City Council will then be asked questions by the sponsors of the forum; the forum will then be opened to questions from the audience. Since this is a current and relatively controversial issue, I felt it appropriate to let you know ahead of time. If you have any concerns regarding my participation, please let me know. bj~,forum City of Iowa City MEMORANDUM Date: November 20, 1995 To: From: Re: City Council and City Manager Don Yucuis, Finance Director (~,'- ' Upcoming Revenue Bond Issues for Water - $6,200,000 and Wastewater - $28,000,000 1. Water Revenue Bond Issue - $6,200,000 The proposed $6,200,000 water revenue bond issue will be issued to pay for several Phase I water projects in calendar years 1995 and 1996. I have attached a schedule of the current estimates of those projects. Please note that the $6.2 million includes reimbursement for current engineering costs for design bid specs of $606,000 and $718,000 for one-year debt service reserve and bond issuance costs. A one year's debt service reserve is required when issuing revenue bonds. One issue that hasn't been resolved in the water projects is the likelihood of issuing general obligation bonds for the same amount less the one year's debt service reserve. When general obligation bonds are issued there is not a requirement to have a one year's debt service reserve. The water fund revenues would pay for the debt service, but the bonds would be backed by the full faith and credit of the City of Iowa City. The size of this issue to pay for the projects is a small enough to be able to issue general obligation bonds if the City Council so desires. The City would not be able to issue them longer than 20 years but the interest rate on the bonds would most likely be lower than the rate on the $6.2 million water revenue bonds. 2. Wastewater Revenue Bonds of $28,000,000 This bond issue ($28,000,000) is to be issued to pay for the cost of correcting the north and south plant, approximately $546,000 of engineering costs associated with the design/bid specs, one year's debt service reserve and bond issuance costs. The size of this bond issue would not be a good candidate for general obligation bonds. The size of the issue is quite a bit more that[ the City should commit towards its general obligation debt ceiling. Attachment 2 3 New Water Treatment Facility Part I - Project Costs PROJECTS Iowa City Water Projec~ - Construction Part I Calendar Year 1995 and 1996 Existing Engineering Coats for Design, Bid Spsse, Sllurtan Wells SW-1 and SW-2,, Obsewatlon Wells and Pump teat (~t.ower Terminus) Construction C:~wstsewt DY31510.XLS \HAYNIE-OIRKS 11/21/95 Engineering, One Years Debt Sarvlce Reserve & Bond Issuance Costs 606,000 Total Estimated Construction, Engineering Bond Issuance Costs 250,900 76,500 Jordan Well JW-1 |%ewer Terminus) 288,200 36,000 606,000 326,400 324,200 4 5 6 7 8 9 10 Ground Storage Reservoir Renovations at Rochsster Avenue, Emerald Street and Sycamore 696,600 63,000 Raw Water Piping 1,204,500 71,000 Iowa River Power Dam Improvements 622,700 63,500 Slludan Wells SW-3 and SW~., {4) Silurian Wells & (1) Jordan Well (~*Upper Terminus} 413,600 43,000 Williams Brothers Gas Pipeline Relocatton 594,500 12.500 Pond Stabilization Work 404,500 30,000 Sub-Total Costs for Con,traction Part I 4,47~,,400 1,000,500 One years Debt Sewice Reserve & Bond Issuance Costa 718.000 Grand.Total Costs for Construction Part I 4,474,400 1,718,500 0.0650 758,500 1,275,500 686,200 456,600 607,000 434,500 '5,474,900 718,000 6.192.900 Same letter to: November 16, 1995 A1 Streb Max and Lavaugh Neppel E. and L. Prybil Veronica Prybil Johnson County Propane CITY OF I0 WA CITY Cedar-Johnson Farm Service 4778 42Oth Street SE Iowa City, IA 52240 The purpose of this letter from the City of Iowa City and the Johnson County Board of Supervisors is to request not only your interest but participation in a rezoning proposal for the properties so indicated on the attached map. Each of the property owners indicated will receive a letter similar to this requesting their thoughts on possible rezoning. The land is currently, as you are aware, situated !n Johnson County and therefore the proposal for M-1 zoning is being considered. The land area is in the City of Iowa City planned growth area and adjacent to industrial land immediately west. The intent is to consider future industrial uses. The City of Iowa City is currently involved in a sewer expansion project in the area, and therefore the availability of water, sewer and related utilities is imminent, This letter is to request your participation in the rezoning. Please feel free to call either of the undersigned with your opinions and other questions. We can also arrange for staff of the City and County to meet with you to discuss this proposal. We are anxious to pursue this new manufacturing/industrial area as it can meet many of our community's needs. We are seeking development opportunities to generate jobs now and in the future for our children and Iowa City area citizens. With the availability of utilities as well as rail, I am sure you can understand our interest. Thank you for your interest. Sincerely yours, Ernie Lehman, Council Member City of Iowa City ~.~.C,./, ~ · _ Steve Lacina, Member Johnsun County Board of Superwsors CC: Board of Supervisor City Council City Manager Director of Planning & Community Development 410 EAST WASHIHGTON STREET · IOWA CITY. IOWA $2240-1526 e (319) 3~6.$000 · FAX (3191 ZOninG I1 1o: I0~ CITY (~L[RK ~rom: jo ho~art¥ 11-27-95 8:43a~ Johnson Counll,- Charles D. Duffy, Chairperson Jo~ Bolkcom Stophen P. Lacina Don Sally Statsman BOARD OF SUPERVISORS November 28, 1995 INFORMAL MEETING Agenda 1. Call to order following the canvass meeting. 2. Review of the formal minutes of November 21st. o Business from Marty Kelly, President for Iowa City Area Development, Inc. re: Iowa City Area Development, Inc./discussion. Business from Sally Murray, Johnson County Social Services Case Management Supervisor re: Case Management accreditation update/discussion. 5. Business from the County Attorney. a) Discussion re: tentative agreement with AFSCME on S.E.A.T.S. Training/Maintenance Coordinator position. b) Other 6. Business from the Board of Supervisors. a) Reports b) Other wages of Discussion from the public. Recess. 913 SOUTH DUBUQUE ST. P.O. BOX 1350 IOWA CITY, IOWA 52244-1350 TEL: (319) 356~000 FAX: (319) 356-6086 November 22, 1995 The Honorable Carlos Moorhead 2346 Rayburn House Office Building Washington, D.C· 20515 CITY OF I0 WA CITY Dear Mr. Moorhead: As you complete work on the HR 1 555/S 652 Conference Committee I hope you will carefully consider several issues of great concern to local governments. Several sections of HR 1555 and S 652 threaten to undermine the authority of local governments to regulate areas in which they have a long-standing and legitimate concern. Section 107 (Facilities Siting; Radio Frequency Emission Standards) of HR 1555 should be eliminated and Section 306 (DBS Authority) should be applicable only to non-zoning regulations. HR 1555 would give the FCC authority to set national zoning standards for the placement of cellular antennas and Direct Broadcast Satellite dishes. Local zoning ordinances covering communications facilities are intended to determine where and how a facility should be located, not if a facility should be permitted. The FCC has no experience or knowledge of community zoning methods and would exclude local citizens from participating in the local planning process. How a communications facility conforms with the public safety and aesthetic interests of the community is best left to the local community. Section 402 of HR 1 555 (Preemption of Local Taxation With Respect To DBS Services) should be removed to conform to S 652. This section would provide a federal preemption of local authority creating an unlevel playing field for other video providers, to the benefit of the DBS industry. It is also unfair to local governments to arbitrarily exempt one special interest from their local obligations. Section 101 (c) of HR 1555 ILocal Government Authority) was added on the floor via the Barton-Stupak Amendment with overwhelming support. It is vitally important to local governments that it be preserved. The ideas it contains reinforce our view that it is incumbent upon local governments, as trustees of public property and rights-of-ways used by private commercial enterprises, to establish reasonable arrangements for their use. The language in this section is necessary to preserve local government's longstanding and legitimate tradition of protecting and coordinating use of public property and right-of-way and recewmg fair compensation for that work. Thank you for your time and consideration· Please feel free to contact Drew Shaffer at 319-356-5046 if you have any questions or request any additional information. Sincerely, Susan M. Horowitz Mayor CITY COUNCIL HOUSING POLICY DISCUSSION NOVEMBER 27, 1995 IV. Recap of housing policy discussion from September 10 meeting Private/public partnerships - introduction Existing partnerships CDBG/HOME-assisted programs and projects Housing rehabilitation program Locally-funded initiatives Barriers to partnerships Ao C. D. E. F. Complexity of relationships- funding sources; levels of government; non- profit/for-profit partners Scrutiny involved in public sector role Time involved Size of incentives for private sector involvement as related to benefit Lack of participation by major employers in housing program Limited involvement of financial institutions and utilities Possible approaches to new partnerships Trust funds (public and/or private capitalization) revolving loan funds grants Land trusts Infrastructure improvements ppdd~rlhsgdisc out ASSISTED HOUSING PROGRAM November 21, 1995 In order to strengthen administrative procedures, a number of changes have been implemented or recommended. It is important to note that some may be perceived as altering our past practice of spending significant staff time with prospective clients. We asked that our internal procedures be critically reviewed. Any changes that will be helpful to our overall mission, that is, getting financial assistance for housing to low income families, are considered a priority. You may recall the Housing and Community Development Commission at one time expressed interest in expanding the role of providing other support services to our prospective clients. A contract with LIFE Skills was considered. There are not sufficient resources to pedorm such an expanded client service at this time. WAITING LIST - The Assisted Housing staff used to interview applicants and verify relevant data to assure eligibility and preference before placing prospective clients on a waiting list, This process took 40-60 minutes per applicant in addition to any follow-up needed to attain requested information. This effort was inefficient since the information was outdated by time assistance was available. ACTION TAKEN: An eligibility form is utilized for placement on a waiting list. No personal contact is needed. When the applicant's name reaches the top of the list, they will then be required to complete the self-declaration and furnish necessary verification, thus eliminating interview and verification processes at the waiting list placement stage. It also eliminates efforts on those who may not be interested at the time that assistance is available, It is often 6-8 months before assistance can be made available. The Assisted Housing Division maintains one waiting list. After the applicant's name is added to the waiting list, the form letter will be mailed which informs them of their placement and their responsibilities to furnish updated information. If the information is not provided, they will be removed from the list. BILLING FOR TENANT-CAUSED DAMAGE - Public housing residents appear to have been billed inconsistently for tenant-caused damages. ACTION TAKEN: The ICHA has implemented in writing a more aggressive recoupmerit policy which has been forwarded to all residents. CERTIFICATE/VOUCHER UTILIZATION - In the past the ICHA has maintained a 95% utilization rate. ACTION TAKEN: In order to maintain 100% utilization, the ICHA has implemented the practice of over-issuing certificates and vouchers. This practice results in more families receiving assistance and additional administrative fees generated. Additional staff has not been used to implem.ent over-issuing; commitment of staff, numbers and types of positions are under review. INTEREST CHARGES - It was the Cibj's policy to change the ICHA interest on the use of any City-generated resources. ACTION TAKEN: The policy of the City charging the Assisted Housing Division intersst on the use of any City-generated resources has been eliminated, The Housing Authority has no alternate means of increasing revenue other than the monies generated by the federal government. This will help the overall financial condition of the Assisted Housing Program. COMPREHENSIVE IMPROVEMENT ASSESSMENT PROGRAM (CLAP) - The Housing Authority used to rely totally on its operating budget and/or its reserves to fund major capital improvements. The use of ClAP funds was not pursued. ACTION TAKEN: The ICHA pursued federal ClAP funding to assist in the maintenance activities with our public housing units. These are capital funds made available by grant and therefore can be of 3g5 2 7. assistance in reduction in cost for our routine maintenance activities at City-owned public housing units. We recently were awarded $133,287 for such a program. Further grant applications will be pursued, although additional funding appears unlikely. PERFORMANCE FUNDING * We have pursued federal funding for pedormance-related opportunities, that is, additional HUD federal aid based upon our work efforts. This performance funding are monies made available by HUD and we had recently received a funding grant of $130,636 to assist in our overall financial planning. These additional monies helped reduce our operating cash shortfall. Further grant application will be pursued. BROADWAY SALE - We received HUD approval for the sale to HACAP of the Broadway Apartments. The $750,000 will be made available and deposited within our reserves. This will provide us a short-term, interest income. The $750,000 must be used to purebase replacement housing. Interest income will be directed to reserves. ACTION TAKEN: The resolution and sale contract to dispose of 1926/46 Broadway to HACAP is before the ICHA for consideration. STAFFING- Housing Inspector: We have eliminated one position in the Assisted Housing Division, that of Housing Inspector. This individual was responsible for the inspections for those people participating in the Assisted Housing Program. That individual has been transferred to the general fund. You may recall an increase in fees was approved in last year's budget and an additional Housing Inspector was to be hired. While we did not gain any ground in our proposed expanded housing inspection efforts, we were able to offer an opportunity to a trained Housing Inspector, reduce the cost in the Assisted Housing Division, and help avoid reduction in fome (loss of employment). Housing Administrator: The Housing Administrator position has been held vacant due to a shortage of what we believed to be qualified applicants. There are a number of related organizational options being pursued while we reconsider the Housing Administrator position/vacancy. The number of changes internally, as will funding by federal soumss, has a bearing on this position and whether we reopen the recruitment. CASE DISTRIBUTION - Case distribution used to be decided at group briefings based on current caseloads. This was not a suitable method since one employee may be assigned ten cases and another five. Considering the reality that all clients do not follow through to lease status, the person assigned ten could possibly increase their caseload by ten if all clients activate; while the person assigned five cases may end up with none that activate, thus not increasing that caseload at all. This method also requires constant redistribution to maintain a consistent workload. ACTION TAKEN: The work responsibili- ties have been reassigned in the following manner. Generally these duties include: Housing Specialist One - performs all lease ups/starts. Housing Specialist Two - performs all annual renewals. Housing Specialist Three - performs interim rent changes/financial review and transfers. Housing Specialist Four - assigned supervisory and FSS responsibilities. Housing Specialist Five - assigned responsibility of managing public housing. 3 10. 11. 12. 13. 14. 15. 16. This work reassignment results in a more fair distribution of the workload and also eliminate the need for constant redistribution and client confusion as to who the need to talk to regarding their case. COMPUTER - Current computer system is obsolete. The system does not allow for interaction with each terminal and creates unnecessary manual paperwork. RECOMMEN- DATION: A new system is needed. The estimated cost is $50,000. The Housing Authority's obsolete computer equipment and network (12+ years old) preyents the Housing Authority from converting to current HUD compliance software. The Housing Authority has not been able to comply with the statutory and regulatory requirements regarding certain HUD forms. A new system should also enable staff to assume redistribution of duties more easily. FAMILY SELF~SUFFICIENCY PROGRAM (FSS) - The City, through Assisted Housing, has an approved FSS Action Plan as required by HUD. RECOMMENDATION: An intern or temporary employee should be used to help implement this program. Computer enhancements will assist in the establishment of escrow accounts associated with this program. TENANT-TO-OWNER PROGRAM (TOP) - We must reconsider the tenant-to-owner program, that is, our obligation to sell 20 units of current public housing inventory. Your position had been to await completion of 33 new units under construction before proceeding. This sale of units can generate cash as well as fulfill the federal govern- ment's policy interests in homeownership for low income families. RECOMMENDATION: Proceed with implementation of the TOP program. OFFICE SPACE - The current office space is adequate; however, poorly utilized and discouraging to teamwork. RECOMMENDATION: Office organization will be reviewed. PHONES - We have four incoming lines to the receptionist. This is very inefficient in that the receptionist is constantly attempting to assure the caller is transferred to the appropriate party. RECOMMENDATION: A new telephone system should be installed. Each employee should have their own direct line. Voice mail will alleviate any interrup- tions while interviewing. Estimated cost of $15,000. OTHER ICHA PROGRAMS - Other ICHA programs or special projects often required by HUD, such as FSS, will become temporary assignments, could either be handled by an intern or alternated between Housing Specialists. PAPERWORK - Paperwork, especially files, was being checked and rechecked numerous times for completeness and accuracy. This was a very inefficient way to attempt to control errors. ACTION TAKEN: The duplication of file checking has been eliminated. Files are now being processed only by the immediate supervisor. Computer enhance- ments will also substantially address this issue. A new quality control procedure where a random number of cases are reviewed monthly will be established. mg~asstdhsg.pgm