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Home My WebLink About2019-07-02 ResolutionItem Number: 5.a. �, CITY OF IOWA CITY �'�COUNCIL ACTION REPORT July 2, 2019 Resolution authorizing the renewal of the contract for Police Records Management Software. Prepared By: Denise Brotherton, Support Services Captain Reviewed By: Jody Matherly, Police Chief Fiscal Impact: Fiscal Impact: The support and maintenance cost for this renewal is $68,621, which is an increase of 4% from previous year, per the contract. Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: At the July 2, 2019 City Council meeting, consideration will be given to a resolution to renew Contract 218 for additional contract renewals on a yearly basis. The current contract expires in June 2019. Funding for this contract renewal is available in the operating budget of the Iowa City Police Department. Background /Analysis: In 2011 the Iowa City Police Department moved the dispatch responsibilities to the newly formed Johnson County Joint Emergency Communications Center. During that process it was determined that a universal platform for records management software and dispatch software was in the best interest of Iowa City and all of Johnson County. Tac 10 was selected as it was the vendor currently in use by most agencies in Johnson County at the time. After initial cost for start-up and customization to fit the needs of the Iowa City Police Department we are now paying ongoing support and maintenance on a yearly basis to Tac10 for continued use and support on their software. This Resolution authorizes the contract value to exceed $150,000 and authorizes the City Manager to approve the contract renewal for additional years. ATTACHMENTS: Description Resolution Prepared by: Denise Brotherton, Captain, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5440 Resolution No. 19-168 Resolution Authorizing the Renewal of the Contract for Police Records Management Software Whereas, an agreement was entered into with Tac 10 Software in 2011 to provide records management software for the Iowa City Police Department; and Whereas, the initial term of this contract was for five (5) years, with an option to renew for additional one-year periods upon the mutual consent of the City and Tac 10 Software; and Whereas, the 2019 cost for ongoing support and maintenance is approximately $68,621 and the City expects to spend approximately $70,000 for future renewal periods, and Whereas, City purchasing policy requires City Council approval for service contracts over $150,000; and Whereas, funds for this purchase are available in the operating budget for the Police Department 10410240-444080; and Whereas, approval of this procurement is in the public interest and provides continuity of service. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The proposed procurement as described is approved. 2. The City Manager is authorized to take whatever steps are necessary to effectuate any future renewals. Passed and approved this 2nd day of July —.20 19 M OR ATTEST: Approved by `/+pproved CRY : -itomeyls t?ffi' G -Y2 -!f Resolution No. 19=168 Page 2 It was move by Mims and seconded by Cole the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Cole x Mims x Salih x Taylor x Teague x Thomas x Throgmorton Item Number: 5.b. 'r AL CITY OF IOWA CITY =� COUNCIL ACTION REPORT July 2, 2019 Resolution Approving 2020 Inter -fund Transfers. Prepared By: Dennis Bockenstedt, Finance Director Reviewed By: Ashley Monroe, Assistant City Manager Fiscal Impact: Approved as part of the Fiscal Year 2020 budget. Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: The Iowa Department of Management adopted new administrative rules regarding the handling of inter -fund transfers. All inter -fund transfers are now required to be adopted by resolution by the City Council. Background /Analysis: In April 2019, the Iowa Administrative Code incorporated new regulations surrounding the management of inter -fund transfers. In addition to being adopted as part of the budget, which is subject to a public hearing, inter -fund transfers are now required to be approved by the City Council by resolution. Each transfer must include the fund sending the transfer, the fund receiving the transfer, the amount of the transfer, and the reason for the transfer. These new rules took effect in May 2019. ATTACHMENTS: Description Resolution '5,b Prepared by: Dennis Bockenstedt, Finance Director, 410 E. Washington St., Iowa City, IA 52240, (319)356-5053 Resolution No. 19-169 Resolution Approving 2020 Inter -fund Transfers Now therefore, be it resolved by the City Council of the City of Iowa City, Iowa that the City of Iowa City, in Johnson County, Iowa, approves the following transfer of monies between funds in accordance with the Administrative Code of the State of Iowa. The City Finance Director is hereby authorized to initate and record the listed inter -fund transfers up to the amounts set out below. Transfer Out Transfer In Fund Fund Reason Amount General Fund Cable TV Equipment Reserve Equipment Reserve $10,000.00 General Fund Wastewater Fund Low Income Discount Donations $1,000.00 General Fund Water Fund Low Income Discount Donations $1,000.00 General Fund Refuse Collection Fund Low Income Discount Donations $2,000.00 General Fund Storm Water Fund Low Income Discount Donations $1,000.00 General Fund Capital Projects CIP funding $1,689,822.00 General Fund Airport Fund CIP funding $100,000.00 General Fund MPOJC Fund Operating funding $69,012.00 General Fund Affordable Housing Fund Operating Funding $1,000,000.00 General Fund Library Replacement Reserve Equipment Reserve $62,422.00 General Fund Debt Service Fund Aniston Village Loan Pmt $20,052.00 General Fund Transit Fund Transit Levy Transfer $3,721,479.00 General Fund TIF Fund Hilton Garden Inn Rebate Transfer $107,620.00 General Fund Landfill Fund Loan Repayment $55,587.00 HOME Fund Housing Authority Fund Operating funding $29,290.00 Road Use Tax Fund Capital Projects CIP funding $2,947,000.00 Road Use Tax Fund Landfill Fund Loan Repayment $37,058.00 Road Use Tax Fund General Fund Forestry Cost Share $82,326.00 Road Use Tax Fund MPOJC Fund Cost share $283,518.00 Employee Benefits General Fund Employee benefits $10,924,104.00 Employee Benefits Road Use Tax Fund Employee benefits $464,474.00 Tax Increment Financing General Fund Loan Repayment $1,166,322.00 Tax Increment Financing Capital Projects TIF pre -certification expenditures $32,479.00 Tax Increment Financing Debt Service Debt payments $1,059,868.00 Parking Fund Landfill Fund Loan Repayment $249,736.00 Parking Fund Capital Projects CIP funding $675,000.00 Parking Fund Parking Debt Service Lease Payment $1,021,221.00 Transit Fund Transit Bus Reserve Reserve Transfer $275,000.00 Wastewater Fund Wastewater Debt Reserve Debt payments $2,935,300.00 Wastewater Fund Wastewater Capital Projects CIP funding $2,940,000.00 Wastewater Capital Projects Wastewater Fund Loan Repayment $1,750,000.00 Water Fund Water Debt Reserve Debt payments $2,002,728.50 Water Fund Water Capital Projects CIP funding $1,057,350.00 Landfill Fund Landfill Reserves Closure/Replacement funding $984,603.00 Landfill Fund Capital Projects CIP funding $1,830,000.00 Airport Fund Capital Projects CIP funding $85,025.00 Storm Water Fund Storm Water Capital Projects CIP funding $990,000.00 Housing Authority Fund General Fund PILOT/NDS Director cost share $49,483.00 Passed and approved this 2nd day of July 2201199 L M pp ed by Attest: City Clerk City Attorney's Office Resolution No. Page 2 It was moved by trims and seconded by Cole the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Cole x Mims _ x Salih x Taylor x Teague x Thomas x Throgmorton Item Number: 5.c. ®I CITY OF IOWA CITY u► �� COUNCIL ACTION REPORT July 2, 2019 Resolution amending the budgeted positions in the Iowa City Public Library by deleting one .63 FTE Library Clerk position, deleting one .5 FTE Library Assistant II position, and adding two .5 FTE (1.0 FTE total) Library Assistant III positions. Prepared By: Kara Logsden, Coordinator, Community & Access Services Reviewed By: Elsworth Carman, Library Director Karen Jennings, Human Resources Administrator Fiscal Impact: Savings of $4,304.03 (Step 1) to $4,729.02 (Max) based on current pay plan Recommendations: Staff: Approval Commission: Attachments: Resolution Executive Summary: The Iowa City Public Library currently has a vacant .63 FTE Library Clerk position and will have a .5 FTE Library Assistant I I vacancy beginning August 1. After evaluating the priorities and duties of the Library and the Strategic Plan, staff has determined two .5 FTE Library Assistant I II positions would better meet the needs of the Library and community. Therefore, staff is seeking approval to eliminate a .63 FTE Library Clerk position and a .5 FTE Library Assistant I I position and hire two .5 FTE Library Assistant I I I positions. Background /Analysis: Within the Community and Access Services Department at the Iowa City Public Library, an existing .63 FTE Library Clark position is vacant. As a part of the process to refill this position, the needs and priorities of the Library and the Library's Strategic Plan were evaluated and assessed. It was determined there is a need for additional staff to help with outreach activities outside of the Library. Within the Collection Services Department at the Iowa City Public Library, an existing .5 FTE Library Assistant I I position will be vacant beginning August 1, 2019. In planning ahead to refill this position, the needs and priorities of the Library and the Library's Strategic Plan were evaluated and assessed. It was determined there is a need for additional staff to teach classes in the Library's Digital Media Lab. Over time, Library work has changed. Clerical work such as ordering supplies, checking in print magazines or returning materials to other libraries has been streamlined. Based on the Library's Strategic Plan, the Library added Tales and Travel Memory programs for people with dementia who live in Iowa City care centers in 2016, Bookmobile services in 2017, and introduced the Digital Media Lab in 2018. Lobby Stop programs, where materials are offered for checkout and citizens are helped with reference and technology questions, are being piloted at retirement residences and care centers in the community in order to serve citizens who are unable to access the Downtown Library and Bookmobile services because of mobility and other health issues. Staff has identified a need for additional staff time to teach classes and support outreach services offered in the community. Overall there is a cost savings for the General Fund of $4,304.03 (Step 1) to $4,729.02 (Max) based on the current pay plan. ATTACHMENTS: Description Resolution Prepared by: Kara Logsden, Library Coordinator, 123 S. Linn St., Iowa City, IA 52240 (319) 887-6007 Resolution Number 19-170 Resolution amending the budgeted positions in the Iowa City Public Library by deleting one .63 FTE Library Clerk position, deleting one .5 FTE Library Assistant II position, and adding two .5 FTE (1.0 FTE total) Library Assistant III positions. Whereas, Resolution No. 19-79 adopted by the City Council on March 12, 2019, authorized budgeted positions in the Iowa City Public Library for Fiscal Year 2020; and Whereas, Resolution No. 17-14, adopted by the City Council on January 3, 2017 established a classification and compensation plan for AFSCME employees; and Whereas, the Library has one .63 FTE Library Clerk position vacant; and Whereas, the Library will have one .5 FTE Library Assistant II position vacant beginning August 1, 2019; and Whereas, offering outreach services in the community is an important part of connecting and engaging with and enriching our community, and offering classes in the Library's Digital Media Lab is an important part of lifelong learning; and Whereas, these tasks are best performed by a Library Assistant III; and Now Therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: The budgeted positions in the Iowa City Public Library be amended by: 1. Deleting one .63 FTE Library Clerk position, AFSCME grade 4. 2. Deleting one .5 FTE Library Assistant II position, AFSCME grade 7. 3. Adding two .5 FTE (1.0 FTE total) Library Assistant III positions, AFSCME grade 8. Passed and approved this 2nd day of July , 2019 MaWor Appr ed by 6 Attest: ' jj City Clerk City Attorney's Office It was moved by Aims and seconded by adopted, and upon roll call there were: Ayes: x X Nays: Cole the Resolution be Absent: Cole Mims x Salih Taylor Teague Thomas Throgmorton 5.c Item Number: 5.d. �, CITY OF IOWA CITY �'�COUNCIL ACTION REPORT July 2, 2019 Resolution authorizing the Mayor to sign and the City Clerk to attest the FY2020 Agreement between the City of Iowa City and the City of University Heights for the provision of transit service within the corporate limits of University Heights. Prepared By: Darian L. Nagle-Gamm; Transportation Services Director Reviewed By: Geoff Fruin; City Manager Fiscal Impact: University Heights agrees to pay $39,142 in monthly payments of $3,261.83. Recommendations: Staff: Approval 1 •uu •I ►/_1 Attachments: Resolution 28E Agreement Executive Summary: The City of Iowa City Transportation Services department currently operates transit service for the City of University Heights utilizing a 28E Agreement. This resolution will continue that service through FY19 for a contracted payment of $39,142. Background /Analysis: University Heights has contracted with the City of Iowa City for transit services since the 1970's. Currently Iowa City Transit provides service with five routes during peak service, which include the Melrose Express, Oakcrest, Plaen View, Westside, Hospital and Westwinds routes. This serves Melrose Avenue and Sunset Street with roughly 90 trips per day. The contract amount is based on a formula which considers the Consumer Price Index as an escalator of the previous year's contract. This contract is then submitted to the City of University Heights for approval. The University Heights City Council approved this agreement at their June 11th, 2019 meeting. Per this agreement, University Heights agrees to pay an amount of $39,142 for the contracted fixed route transit services in FY20. This was an increase of 2.2%, which was based on the National Consumer Price Index. ATTACHMENTS: Description Resolution 28E Agreement Paul D. Pate pit OF AOR Ny W Secretary of State State of Iowa J4 AY 6 PLEASE READ INSTRUCTIONS ON BACK BEFORE COMPLETING THIS FORM Item 1. The full legal name, organization type and county of each participant to this agreement are: } z FILED 28E 0 City of Iowa City City Johnson Party 2 Agreement LL M511871 Party 3 0 0 LL 7/25/2019 11:34:42 AM PLEASE READ INSTRUCTIONS ON BACK BEFORE COMPLETING THIS FORM Item 1. The full legal name, organization type and county of each participant to this agreement are: *Enter "Other" if not in Iowa Item 2. The type of Public Service included in this agreement is: 410 Public Transit (Enter only one Service Code and Description) Code Number Service Description Item 3. The purpose of this agreement is: (please be specific) FY2020 Agreement for Transit Services between the City of Iowa City and the City of University Heights (19-171) Item 4. The duration of this agreement is: (check one) mAgreement Expires 6/30/2020 ❑Indefinite Duration [mm/dd/yyyyl Item 5. Does this agreement amend or renew an existing agreement? (check one) ❑ NO ® YES Filing # of the agreement: M510820 (Use the fling number of the most recent version fled for this agreement) The filing number of the agreement may be found by searching the 28E database at: http://sos.iowa.gov/28e. Item 6. Attach two copies of the agreement to this form if not filing online. Item 7. The primary contact for further information regarding this agreement is: (optional) LAST Name Fruehling FIRST Name Kellie Title City Clerk Department City Clerk Email kellie-fruehling(a)iowa-city.org Phone 319-356-5041 Full Legal Name Organization Type *County Party 1 City of Iowa City City Johnson Party 2 City of University Heights City Johnson Party 3 Party 4 Party 5 *Enter "Other" if not in Iowa Item 2. The type of Public Service included in this agreement is: 410 Public Transit (Enter only one Service Code and Description) Code Number Service Description Item 3. The purpose of this agreement is: (please be specific) FY2020 Agreement for Transit Services between the City of Iowa City and the City of University Heights (19-171) Item 4. The duration of this agreement is: (check one) mAgreement Expires 6/30/2020 ❑Indefinite Duration [mm/dd/yyyyl Item 5. Does this agreement amend or renew an existing agreement? (check one) ❑ NO ® YES Filing # of the agreement: M510820 (Use the fling number of the most recent version fled for this agreement) The filing number of the agreement may be found by searching the 28E database at: http://sos.iowa.gov/28e. Item 6. Attach two copies of the agreement to this form if not filing online. Item 7. The primary contact for further information regarding this agreement is: (optional) LAST Name Fruehling FIRST Name Kellie Title City Clerk Department City Clerk Email kellie-fruehling(a)iowa-city.org Phone 319-356-5041 Prepared by: Brad Neumann, MPOJC/NDS, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5235 Resolution number 19-171 Resolution authorizing the Mayor to sign and the City Clerk to attest the FY2020 Agreement between the City of Iowa City and the City of University Heights for the provision of transit service within the corporate limits of University Heights Whereas, Chapter 28E, Code of Iowa, provides, in substance, that any power which may be exercised by a public agency of this state may be exercised jointly with another public agency having such power; and Whereas, it is in the mutual interest of the City of Iowa City and the City of University Heights to encourage the use of public transit by residents of University Heights; and Whereas, the parties have negotiated a contract for transit service in FY2020 at a rate of $39,142, a copy of which is attached and incorporated herein. Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that The attached FY2020 28E Agreement for transit services between the City of Iowa City, Iowa and the City of University Heights, Iowa is hereby approved, and the Mayor is hereby authorized to execute and the City Clerk to attest in duplicate same on behalf of the City of Iowa City. 2. The City Clerk is directed to file a copy of said agreement with the Secretary of the State of Iowa, as required by Iowa Code Chapter 28E. Passed and approved this 2nd day of July '2019. Maor Approved by Attest: -� ity Clerk City Attorney's Office Resolution No. 19-171 Page 2 It was moved by rims and seconded by Cole the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Cole x Mims x Salih x Taylor x Teague x Thomas x Throgmorton Prepared by: Brad Neumann, MPOJC/NDS, 410 E. Washington, Iowa City, IA 52240 319-356-5235 FY2020 28E Agreement for Transit Services Between the City of Iowa City, Iowa and the City of University Heights, Iowa This agreement is made and entered into this V'Xday of 2019, by and between the City of Iowa City, Iowa and the City of University Heigh , Iowa, both municipal corporations. WHEREAS, Chapter 28E of the Code of Iowa provides, in substance, that any power which may be exercised by a public agency of the state may be exercised jointly with another public agency having such power, and WHEREAS, it is in the mutual interest of the parties to encourage the use of public transit by residents of Iowa City and University Heights. NOW, THEREFORE, it is hereby agreed by and between the City of Iowa City and the City of University Heights, as follows: I. Scope of Services No separate legal or administrative entity is created herein. The City of Iowa City shall provide public transit service to the City of University Heights. Iowa City shall determine the scheduling of buses, the routes, and the location of bus stops within University Heights. It is agreed that residents of University Heights will obtain the same level of transit service as residents of Iowa City who are served by the same routes. Residents of University Heights will also be eligible for the same fare structure as Iowa City residents. It. Duration The term of this agreement shall commence July 1st, 2019, and continue through and including June 30. 2020. It/. Termination This agreement may be terminated upon thirty calendar days written notice by either party. In the event of termination, Iowa City shall provide public transit service through the last day of the thirty -day notice period, and University Heights shall pay for all services rendered, including those rendered in the thirty -day period. IV. Compensation The City of University Heights agrees to pay $39,142 for the provision of public transit service as herein described during FY2020. Payment shall be made in twelve monthly payments of $3,261.83 each, to be received by the City of Iowa City on or before the 15th of each month. V. Chapter 28E, Code of Iowa In accordance with Chapter 28E of the Code of Iowa, this agreement shall be filed with the Secretary of the State of Iowa and the County Recorder of Johnson County, Iowa. CITY OF IOWA CITY By: � � z 97 �__ mes A. Throgmortn, Mayor Attest: Rl� City Jerk, Kellie Fr Kling Ap ed by: City Attorney's Office STATE OF IOWA ) ) ss: JOHNSON COUNTY ) CITY OF UNIVERSITY I ,IGHTS By: \ ; �/ Louise Fr Mayor Attest: City Clerk', Christine Anderson On this ZwcL day of \71(" 1 20 / 9 , before me, a(Notary Public in and for the State of Iowa, personally appeared James A. Throgmorton and Kellie Fruehling, to me personally known, and, who, being by me duly sworn, did say that they are the Mayor and City Clerk, respectively, of the City of Iowa City, Iowa; that the seal affixed to the foregoing instrument is the corporate seal of the corporation, and that the instrument was signed and sealed on behalf of the corporation, by authority of its City Coun il, as contained in Resolution No. 1 R - 1-7 ( passed by the City Council, on the Z day of J c L 201, and that James A. Throgmorton and Kellie Fruehling acknowledged he execution of the instrument to be their voluntary act and deed and the voluntary act and deed of the corporation, by it voluntarily executed. CHRISTINE OLNEY / aCommission Number 808232 Notary Public in and for the Site of Iowa *ZOWA' y My Commission Expires c - STATE OF IOWA ) ss: JOHNSON COUNTY ) On this day of 20 , before me, Public in and for the State of Iowa, personally appeared Louis rom and Christine Mderson, to me personally known, and, who, being by me duly sworn, did sa 3hat they are Mayor and City Clerk, respectively, of the City of University Heights, Iowa; that the s affixed to the foregoing instrument is the corporate seal of the corporation, and that the instrumen- divas signed and sealed on behalf of the corporation, by authority of its City Council, as contained ieT(Resolution) No. passed by the City Council, on the day or , 20 and that Louise From and Christine Anderson, ackno)NIQged the execuiibQof the instrument to be their voluntary act and deed and the voluntary aXand deed of the corpora&Q, , by it voluntarily executed. Notary Public in and for the State of Iowa RESOLUTION NO. 19-29 RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AND THE CITY CLERK TO ATTEST THE FY2020 AGREEMENT BETWEEN THE CITY OF IOWA CITY AND THE CITY OF UNIVERSITY HEIGHTS FOR THE PROVISION OF TRANSIT SERVICE WITHIN THE CORPORATE LIMITS OF UNIVERSITY HEIGHTS. WHEREAS, Chapter 28E, Code of Iowa, provides, in substance, that any power which may be exercised by a public agency of this state may be exercised jointly with another public agency having such power, and WHEREAS, it is in the mutual interest of the City of Iowa City and the City of University Heights to encourage the use of public transit by residents of University Heights; and WHEREAS, the pallies have negotiated a contract for transit service in FY2020 at a rate of $39,142.00, a copy of which is attached and incorporated herein. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF UNIVERSITY HEIGHTS, IOWA as follows: 1. The attached FY2020 28E Agreement for transit services between the City of Iowa City, Iowa and the City of University Heights, Iowa is hereby approved, and the Mayor is hereby authorized to execute and the City Clerk to attest in duplicate same on behalf of the City of University Heights. 2. The City Clerk is directed to file electronically a copy of said agreement with the Secretary of the State of Iowa, as required by Iowa Code Chapter 28E. Upon motion by �Y'M',Ab and seconded by f 1lkf the vote was as follows: Passed and approved this 11th day of June, 2019 // !! Louise A. From, MAYOR ATTEST: Christine M. Anderson, CITY CLERK Steve/UH Resolutions/Resolution 19-29 renewing 28E Agreement for Transit Services AYE NAY ABSENT ABSTAIN Herbold / Maher Miller Moore r' Quezada / Passed and approved this 11th day of June, 2019 // !! Louise A. From, MAYOR ATTEST: Christine M. Anderson, CITY CLERK Steve/UH Resolutions/Resolution 19-29 renewing 28E Agreement for Transit Services Exhibit "A" Prepared by: Brad Neumann, MPOJC/NDS, 410 E. Washington, Iowa City, IA 52240 319-356-5235 FY2020 28E AGREEMENT FOR TRANSIT SERVICES BETWEEN THE CITY OF IOWA CITY, IOWA AND THE CITY OF UNIVERSITY HEIGHTS, IOWA This agreement is made and entered into this �\ day of June, 2019, by and between the City of Iowa City, Iowa and the City of University Heights, Iowa, both municipal corporations. WHEREAS, Chapter 28E of the Code of Iowa provides, in substance, that any power which may be exercised by a public agency of the state may be exercised jointly with another public agency having such power, and WHEREAS, it is in the mutual interest of the parties to encourage the use of public transit by residents of Iowa City and University Heights. NOW, THEREFORE, it is hereby agreed by and between the City of Iowa City and the City of University Heights, as follows: 1. Scope of Services No separate legal or administrative entity is created herein. The City of Iowa City shall provide public transit service to the City of University Heights. Iowa City shall determine the scheduling of buses, the routes, and the location of bus stops within University Heights. It is agreed that residents of University Heights will obtain the same level of transit service as residents of Iowa City who are served by the same routes. Residents of University Heights will also be eligible for the same fare structure as Iowa City residents. it. Duration The term of this agreement shall commence July 1, 2019, and continue through and including June 30, 2020. lll. Termination This agreement may be terminated upon thirty calendar days written notice by either party. In the event of termination, Iowa City shall provide public transit service through the last day of the thirty -day notice period, and University Heights shall pay for all services rendered, including those rendered in the thirty -day period. IV. Compensation The City of University Heights agrees to pay $39,142 for the provision of public transit service as herein described during FY2020. Payment shall be made in twelve monthly payments of $3,261.83 each, to be received by the City of Iowa City on or before the 15th of each month. V. Chapter 28E, Code of Iowa In accordance with Chapter 28E of the Code of Iowa, this agreement shall be filed with the Secretary of the State of Iowa and the County Recorder of Johnson County, Iowa. CITY OF IOWA CITY By: / James Throgmortq6, Mayor Attest: City Clerk, Kellie . ruehling Approved by City At rney's Office STATE OF IOWA ) ss: JOHNSON COUNTY ) On this \day of CITY OF UNIVERSITY HEIGHTS By-. L uise A. From, Mayor Attest: City Clerk, Christine M. Anderson Approved by: Steven E. Ballard, City Attorney of Iowa, personally appea*, James A. Throgr personally known, and, who, be r?Xby City Clerk, respectively, of the Cit' instrument is the corporate seal n and sealed on behalf of the corporResolution No. i and that Fruehling acknowledged deed and the volunta ct STATE OF IOWA ) ss: JOHNSON COUNTY ) ,rEe execution of the 20 , before me, a Nota IiGb c in and for the State and Kellie Fruehling, to me did say that they are the Mayor and that the seal affixed to the foregoing and that the instrument was signed of its City Council, as contained in council, on the day of aA. Throgmorton and Kellie ment e their voluntary act and and deed of the corporation, by it volu rily executed. Notary Public in and for the State of Iowa On this 11th day of June, 2019, before me, Steven E. Ballard, a Notary Public in and for the State of Iowa, personally appeared Louise A. From and Christine M. Anderson, to me personally known, and, who, being by me duly sworn, did say that they are the Mayor and City Clerk, respectively, of the City of University Heights, Iowa; that the seal affixed to the foregoing instrument is the corporate seal of the corporation, and that the instrument was signed and sealed on behalf of the corporation, by authority of its City Council, as contained in Resolution No. 19-29 passed by the City Council, on the 11th day of June, 2019, and that Louise From and Christine Anderson, acknowledged the execution of the instrument to be their voluntary act and deed and the voluntary act and deed of the corporation, by it voluntarily executed. I Notary Public in and for the State of Iowa & 46 STEVEN E. BALLARD Commleelon Number 161365 My Comm��s��xpires Item Number: 5.e. ®I CITY OF IOWA CITY u► �� COUNCIL ACTION REPORT July 2, 2019 Resolution Approving the Iowa City Transit Title VI and Limited English Proficiency Plan and rescinding Resolution No. 16-70. Prepared By: Darian L. Nagle-Gamm; Director of Transportation Services Reviewed By: Geoff Fruin; City Manager Stefanie Bowers; Equity Director Fiscal Impact: No impact Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Iowa City Transit Title VI and Limited English Proficiency Plan Executive Summary: Every three years the Federal Transit Administration (FTA) requires adoption and renewal of a transit -specific Title VI Program and Limited English Proficiency Plan for Transit operations receiving federal funding. The previous plan was adopted in 2016. The plan ensures FTA assisted benefits and related services are made available to all, are equitably distributed, and that the level and quality of services are sufficient to provide equal access and mobility for any persons without regard to race, color, or national origin. Background /Analysis: The purpose of the plan is to ensure that transit services operated in the City of Iowa City are in compliance with the FTA Circular 4702.1 B and Title VI of the Civil Rights Act of 1964, which states: "No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity that receives Federal financial assistance." With specific regard to transit services, this document ensures that: 1. FTA assisted benefits and related services are made available and are equitably distributed without regard to race, color, or national origin; 2. That the level and quality of FTA assisted transit services are sufficient to provide equal access and mobility for any person without regard to race, color, or national origin; 3. That opportunities to participate in the transit planning and decision-making processes are provided to persons without regard to race, color, or national origin; 4. That decisions on the location of transit services and facilities are made without regard to race, color, or national origin; and 5. That corrective and remedial action will be taken if necessary to prevent discriminatory treatment based on race, color, or national origin. We received no Title VI complaints during the 2016 — 2019 reporting period. Iowa City Transit employees indicate that encounters with customers who were unable to communicate in English were rare, with only a few instances where translation services were called upon. In those instances, staff relied on Transportation Services staff to help bridge the communication gap. We currently have six staff members who speak fluent Spanish, three that speak French, two that speak Swahili, one that speaks Punjabi, Hindi, Urdu, one that speaks Bamana, one that speaks Italian, one that speaks Arabic, and one that speaks Djoula. Based on recent census data and consultation with the University of Iowa regarding international student enrollment, it was determined that Spanish and Chinese are the languages of highest priority for translation services. As such, the plan indicates that staff will focus on improving access to critical documents and resources in these languages. Staff also highlighted the City's new web - based translation tool (using Google Translator) embedded in the Iowa City Transit website that allows quick access to general transit information in nearly one hundred different languages improving our ability to serve a broader audience. ATTACHMENTS: Description resolution Transit Title VI and LEP Plan Prepared by: Brad Neumann, Asst. Transp. Planner, 410 East Washington St., Iowa City, IA 52240 (319) 356-5235 Resolution No. 19-172 Resolution Approving the Iowa City Transit Title VI and Limited English Proficiency Plan and rescinding Resolution No. 16-70 Whereas, Title VI of the Civil Rights Act of 1964 prohibits discrimination based on race, color, or national origin by agencies such as Iowa City Transit in any programs and activities that receive federal funds; and Whereas, the Federal Transit Administration (FTA) requires adoption, and renewal every three years of a transit -specific Title VI Program and Limited English Proficiency Plan for Transit operations receiving federal funding; and Whereas, the City should rescind the Title VI Program Plan for Iowa City Transit adopted in 2016, and adopt the attached, revised plan to ensure compliance with Title VI and similar federal laws prohibiting discrimination in the use of federal funds. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The Title VI Program Plan for Iowa City Transit adopted in Resolution 16-70 is rescinded. 2. The attached Title VI and Limited English Proficiency Program Plan for Iowa City Transit is approved. Passed and approved this 2nd day of July 2019. Attest: City Clerk It was moved by trims and seconded by adopted, and upon roll call there were: AYES: NAYS: x x Approved by City Attorney's Office Cole the Resolution be ABSENT: Cole Mims x Salih Taylor Teague Thomas Throgmorton 5•e� � r 1 AO ®1�� 1 CITY OF IOWA CITY IOWA CITY TRANSIT TITLE VI/LEP PLAN July 2019 — June 2022 City of Iowa City 410 E Washington Street Iowa City, IA 52240 2 Table of Contents Introduction...........................................................................................................3 TitleVI Assurances...............................................................................................3 Prepare and Submit a Title VI Program.................................................................3 Notification of Beneficiaries of Protection Under Title VI.......................................5 Title VI Complaint Procedures and Complaint Form.............................................6 TitleVI Authorities......................................................................................6 Coordinator Responsibilities.......................................................................6 GeneralResponsibilities.............................................................................6 Filinga Complaint.......................................................................................7 Internal Complaint Process........................................................................7 Transit Related Title VI Investigations, Complaints, and Lawsuits ........................8 Promoting Inclusive Public Participation................................................................8 Provide Meaningful Access to LEP Persons.......................................................10 A. Four Factor Analysis.................................................................................11 Factor1....................................................................................................11 Factor2....................................................................................................16 Factor3...................................................................................................17 Factor4....................................................................................................18 B. Developing a Language Assistance Plan.................................................19 Results of Four Factor Analysis................................................................19 Language Assistance Services by Language...........................................19 Noticeto LEP Persons.............................................................................20 Monitor, Evaluate Update Language Access Plan....................................20 EmployeeTraining....................................................................................21 SafeHarbor Provision..............................................................................21 Minority Representation on Planning and Advisory Bodies ............................21 Assistance to Sub-recipients................................................................................22 Monitoring Sub-recipients.......................................................................22 Determination of Site or Location of Facilities.............................................22 ATTACHMENTS • Attachment A: Certifications and Assurances - FFY2018 • Attachment B: Iowa City City Council Resolution Approving Title VI • Attachment C: Iowa City Transit Title VI Complaint Form • Attachment D: Title VI Contract Language for Transit Projects • Attachment E: Notice of Title VI Provisions • Attachment F: Title VI Notification • Attachment G: Service Standards and Policies 3 INTRODUCTION The purpose of this document is to ensure that transit services operated in the City of Iowa City are in compliance with the FTA Circular 4702.1 B and Title VI of the Civil Rights Act of 1964, which states: "No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity that receives Federal financial assistance." With specific regard to transit services, this document ensures that: 1. FTA assisted benefits and related services are made available and are equitably distributed without regard to race, color, or national origin; 2. That the level and quality of FTA assisted transit services are sufficient to provide equal access and mobility for any person without regard to race, color, or national origin; 3. That opportunities to participate in the transit planning and decision-making processes are provided to persons without regard to race, color, or national origin; 4. That decisions on the location of transit services and facilities are made without regard to race, color, or national origin; and That corrective and remedial action will be taken if necessary to prevent discriminatory treatment based on race, color, or national origin. TITLE VI ASSURANCES In accordance with 49 CFR Section 21.7(a), every application for financial assistance from FTA must be accompanied by an assurance that the applicant will carry out the program in compliance with DOT's Title VI regulations. The FY2018 Certifications and Assurances for Iowa City Transit were pinned into TrAMS on March 19, 2018. (Attachment A) PREPARE AND SUBMIT A TITLE VI PROGRAM In accordance with 49 CFR Section 21.9(b), all direct and primary recipients document their compliance with DOT's Title VI regulations by submitting a Title VI Program to their FTA regional civil rights officer once every three years or as otherwise directed by FTA. Iowa City Transit's current Title VI Program expires on July 2nd, 2019 and will submit an updated Title VI every three years after this date. The Iowa City City Council, Iowa City Transit's governing body, approved Iowa City Transit's Title VI Program on July 2nd, 2019 (resolution is attached). Iowa City Transit operates a fixed route service with 30 buses at peak time (10 of those buses are paratransit buses operated by Johnson County SEATS) and serves a population of 72,385. This document contains all the elements required of a fixed route transit provider operating in an urbanized area of less than 200,000 in population and operating less than fifty vehicles in peak service. Since Iowa City Transit does not qualify as a large urbanized area (UZA) all general requirements under Chapter III are included as well as system -wide standards and policies under Chapter IV. Johnson County SEATS provides contracted paratransit services to Iowa City Transit. Since Iowa City Transit uses their 5310 funding in the paratransit services contract, Johnson County SEATS is considered a sub recipient. Johnson County SEATS, with assistance from the East Central Iowa Council of Governments (Regional Planning Office), has produced and adopted a Title VI Program. This document took effect in May of 2017. Iowa City Transit will require Johnson County M SEATS to submit its updated Title VI Program at least six months prior to Iowa City Transit's Title VI expiration date, every three years. The new 5 -year paratransit service contract between Iowa City Transit and Johnson County SEATS took effect on July 1, 2018. Currently, Johnson County SEATS has no outstanding lawsuits or complaints. Johnson County SEATS does have an advisory committee that includes a representative from Iowa City Transit and the Iowa City City Council. The committee meets on a quarterly basis. 5 NOTIFICATION OF BENIFICIARIES OF PROTECTION UNDER TITLE VI IOWA CITY TRANSIT TITILE VI POLICY STATEMENT The City of Iowa City assures that no person shall, on the grounds of race, color, or national origin, as provided by Title VI of the Civil Rights Act of 1964, and the Civil Rights Restoration Act of 1987 (P.L. 100.259), be excluded from or participation in, be denied benefits of, or be otherwise subjected to discrimination under any program or activity. The City of Iowa City further assures every effort will be made to ensure nondiscrimination in all of its committees, programs, and activities, regardless of the funding source. Iowa City Transit will include Title VI language in all written agreements and bid notices and will monitor compliance. The Iowa City Transportation Services Director will be responsible for initiating and monitoring Title VI activities, and all other responsibilities as required. The Iowa City Civil Rights Coordinator will be responsible for investigating complaints only. Darian Nagle-Gamm, Transportation Services Director Date Stefanie Bowers, Civil Rights Coordinator Date TITLE VI COMPLAINT PROCEDURES AND COMPLAINT FORM TITLE VI AUTHORITIES Title VI of 1964 Civil Rights Act provides that no person in the United States shall, on the grounds of race, color, nations origin, or sex be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination under any program or activity receiving federal assistance (23 CFR 200.9 and 49 CFR 21). The Civil Rights Restoration Act of 1987 broadened the scope of Title VI coverage by expanding the definition of terms "programs or activities" to include all programs and activities of Federal Aid recipients, sub -recipients, and contractors, whether such programs and activities are federally assisted or not (Public Law 100-259 {S.557} March 22, 1988). COORDINATOR RESPONSIBILITES The Iowa City Transportation Services Director is responsible for ensuring the implementation and the day to day administration of the Iowa City Transit Title VI Plan. The Civil Rights Coordinator will be responsible for investigating complaints only. The Iowa City Transportation Services Director will be responsible for implementing, monitoring, and ensuring the City's compliance with the Title VI regulations. GENERAL RESPONSIBILITIES A. Public Dissemination The City of Iowa City will disseminate Title VI Program information to Iowa City Transit employees, sub -recipients, and contractors, as well as the general public. Public dissemination will include posting of public statements, inclusion of Title VI language in contracts, and announcements of hearings, and meetings in minority newspapers when determined necessary and funding is available. B. Prevention of Discrimination Procedures will be implemented to detect and eliminate discrimination when found to exist, including, but not limited to, issues of accessibility of training to all qualified City employees, utilization of MinorityMomen/Disadvantaged Business Enterprises (DBE) contractors, public improvement, and material acquisition. All complaints are confidential and may be made available to those assisting in an investigation. C. Reporting The Iowa City Transportation Services Director will be responsible for any reporting required by Iowa DOT and/or FTA. D. Remedial Action The City of Iowa City will actively pursue the prevention of any Title VI deficiencies or violations and will take the necessary steps to ensure compliance through a program review with the program administrative requirements. If irregularities occur in the administration of the programs operation, procedures will be promptly implemented to resolve Title VI issues and reduce to writing remedial action agreed to be necessary, all within a period not to exceed 90 days. Iowa DOT will be notified of any complaint filed at the City of Iowa City involving Title VI issues, as to any resolution. 7 FILING A COMPLAINT Eligibility If any individual, group of individuals, or entity believes that they or any other program beneficiaries have been subjected to discrimination prohibited by Title VI nondiscrimination provision as a recipient of benefits and/or services, or on the grounds of race, color, national origin, or sex, they may exercise the right to file a complaint with the City of Iowa City. Every effort will be made to resolve complaints informally at the agency, recipient, and/or contactor level. Time Limitation on Filing Complaints Title VI complaints may be filed with: • City of Iowa City/Iowa City Transit • Iowa Department of Transportation • Federal Transit Administration • U.S. Department of Transportation In all situations, Iowa City Transit employees must contact the Iowa City Transportation Services Director and/or the Iowa City Civil Rights Coordinator immediately upon receipt of Title VI or related statutes complaints. Complaints must be filed not later than 180 days after: • The date of the alleged act of discrimination; or • The date the person became aware of the alleged discrimination; or • Where there has been a continuing course of discriminatory conduct. Complaints must be in writing, and must be signed by the complainant and/or the complainant's representative. The complainant must set forth as fully as possible the facts and circumstances surrounding the claimed discrimination. A Title VI complaint form is available at the Iowa City City Clerk's office, the Iowa City Transportation Services office, or the Iowa City Civil Rights Coordinator's office during normal business hours. INTERNAL COMPLAINT PROCESSING 1. The Iowa City Civil Rights Coordinator acting as Title VI Coordinator, along with the City Manager, will review the complaint upon receipt to ensure that all information is provided, the complaint meets the 180 -day filing deadline, and falls within the jurisdiction of the City. 2. The Iowa City Civil Rights Coordinator will then investigate the complaint. Additionally, a copy of the complaint will be forwarded to the City Attorney. 3. If the complaint warrants a full investigation, the complainant will be notified in writing by certified mail. This notice will name the investigator and or investigating agency. The City will also notify the Iowa Department of Transportation Office of Employee Services/Civil Rights. 4. The party alleged to have acted in a discriminatory manner will also be notified by certified mail as to the complaint. This letter will also include the investigators name and will request that this party be available for an interview. 5. Any comments or recommendations from legal counsel will be reviewed by the Title VI Coordinator. 6. Once the City of Iowa City is notified of Iowa Department of Transportation Office of Employee Services/Civil Rights investigative report findings, the City will adopt a final resolution. 7. All parties will be properly notified of the outcome of the Iowa Department of Transportation Office of Employee Services/Civil Rights report. 8. If the complainant is not satisfied with the results of the investigation of the alleged discriminatory practice(s), s/he shall be advised of their right to appeal Iowa DOT's Office of Employee Services/Civil Rights decision. Appeals must be filed within 180 days after the City of Iowa City's final resolution. Unless new facts not previously considered came to light, reconsideration of the City's determination will not be available. The foregoing complaint resolution procedure will be implemented in accordance with the Department of Justice guidance manual entitled "Investigation Procedures Manual for the Investigation and Resolution of Complaints Alleging Violations of Title VI and Other Nondiscrimination Statutes," available online at www.usdo'.gov/crt/cor/Pubs/manuals/complain.html. TRANSIT RELATED TITLE VI INVESTIGATIONS, COMPLAINTS, AND LAWSUITS There are no active lawsuits or complaints alleging discrimination on the basis of race, color, or national origin with respect to transit service provided by Iowa City Transit. Iowa City Transit has not been asked to take part in any local, state, or federal civil rights compliance reviews in the past three years. Iowa City Transit has not undertaken any federally funded construction projects in the past three years. PROMOTING INCLUSIVE PUBLIC PARTICIPATION Public participation procedures are established to allow and encourage participation in Iowa City Transit's service area and include low income and minority individuals and those with limited English proficiency. Iowa City Transit's Public Participation Plan has been prepared to ensure that no one is precluded from participating in Iowa City Transit's service planning and development process. Iowa City Transit's Public Participation Plan includes a description of when the public participation plan is used, regional partnerships/capital programming, meeting locations, addressing comments, and the identification of stakeholders. When the Public Participation Plan is Used Iowa City Transit will use its Public Participation Plan when considering fare changes, modifications to routes and schedules, and other transit planning projects. Including: • Any fare increase for the cost of a general public fare, and subsequent adjustments to youth and reduced fares • A new route is established • Elimination of an existing route • A major service reduction involving 25% or more of the route miles of the system E Iowa City Transit will post service change notices on appropriate buses thirty days in advance of the change date for minor schedule and service changes. Regional Partnerships/Capital Programming For its capital programming, including major facility and bus procurement, Iowa City Transit uses the Metropolitan Planning Organization of Johnson County's (MPOJC) adopted Public Participation Plan. The plan targets interest groups representing unique users of the transportation system as well as groups involved in the growth and development of the metropolitan area. The MPOJC Public Participation Plan was adopted in September of 2017. This plan clearly indicates that the MPO's public participation process satisfies Iowa City Transit's public participation requirements for its Program of Projects and the notices for the regional Transportation Improvement Program (TIP). Iowa City Transit also participates in the Passenger Transportation Plan (PTP) process with other transportation services, both public and private, in the Iowa City Urbanized Area. The PTP is a short-range plan that analyzes all aspects of transit operations and is required by the Iowa Department of Transportation. The PTP Update is required every 5 years with and is reviewed annually by the MPOJC Urbanized Area Policy Board. Public participation regarding the PTP has been ongoing since 2007 with focus groups and interviews with transportation stakeholders, surveys, review of local plans, participation in regional transportation planning sessions, and the gathering of background information. Iowa City Transit is represented on the MPOJC's PTP steering committee which is made up of local human services organizations and public transit providers. • Iowa City Transit participated in the MPOJC's Long -Range Transportation Plan open houses in Coralville, North Liberty, and Iowa City to gather public input regarding transit issues and participated in two surveys regarding transit service. The surveys were used in the MPOJC's 2045 Long -Range Transportation Plan. • Iowa City Transit is a member of the Johnson County SEATS Paratransit Advisory Committee. The Committee membership includes public transit providers and riders of the paratransit system operated by Johnson County SEATS. The Committee meets on a quarterly basis to discuss paratransit needs. • Quarterly transit manager meetings (or as needed), including Iowa City Transit, Coralville Transit, University of Iowa Cambus, and Johnson County SEATS. • Iowa City Transit, as well as the MPOJC Transportation Planning division, are members of the Johnson County Livable Communities Committee which meets quarterly. This group includes many local human services groups, public transit managers, public officials and residents of Johnson County. • Iowa City Transit is a voting member of the MPOJC Transportation Technical Advisory Committee (TTAC). The TTAC comments and makes recommendations to MPOJC's Urbanized Area Policy Board. • Iowa City Transit, as well as the MPOJC Transportation Planning division, participates in the Community Transportation Committee that was initiated by human service agencies in Johnson County. This group's focus is to advocate for transportation services that focus 10 on getting people to work and times when the fixed route system does not operate. This group meets monthly. Iowa City Transit will also hold public hearings as needed regarding any change to the transit routes or fares. Meeting locations When determining locations and schedules for public meetings, Iowa City Transit will: • Schedule meetings at times and locations that are convenient and accessible for minority and LEP communities • Coordinate with community organizations and the MPO to implement public engagement strategies that reach out to members of affected minority and/or LEP communities Consider media outlets that serve LEP populations Provide opportunities for public participation through written communications, group discussions, and one-on-one interviews. Addressing Comments All comments received through the public participation plan are given careful, thoughtful consideration. Because there are a number of different ways riders or members of the community can comment on proposed service or fare changes, all comments will be assembled into a single document for presentation to the Iowa City City Council. Identification of Stakeholders Stakeholders are those who are either directly or indirectly affected by a plan, or the recommendations of that plan. Those who may be adversely affected or may be denied benefits of a plan's recommendations, are of particular interest in the identification of specific stakeholders. While stakeholders may vary based on the plan or program being considered, Iowa City Transit will assemble a listing of stakeholders with whom we may regularly communicate by email or direct mail. Iowa City Transit has assembled a list of stakeholders; including: Johnson County Livable Communities Community Transportation Committee Center for Worker Justice Afro American Culture Center/University of Iowa Asian Pacific American Center/University of Iowa Latino Native American Center/University of Iowa International Center/University of Iowa Neighborhood Centers of Iowa City PROVIDE MEANINGFUL ACCESS TO LEP PERSONS Iowa City Transit, with assistance from the MPOJC, has conducted the following analysis to meet requirements under Title VI of the Civil Rights Act of 1964. This Act seeks to improve access to services for persons with Limited English Proficiency (LEP). The following uses the Four Factor Analysis identified in the LEP Guidance. A. Four Factor Analysis Factor 1: Assessing the number and proportion of LEP persons served or encountered in the eligible service population 11 Task 1, Step 1; Examine prior experiences with LEP individuals Iowa City Transit serves a diverse community. The University of Iowa brings people from all over the world to the Iowa City urbanized area which includes not only Iowa City but the communities of University Heights, Coralville, North Liberty, and Tiffin. Iowa City Transit has a service contract with the City of University Heights and operates in and around the University of Iowa campus. Most foreign -speaking residents residing in Iowa City are affiliated with the University of Iowa, either as an international student or visiting scholar. The University has, on average, an international student population of 4,000-5,000 persons on an annual basis as well as approximately 400 visiting scholars. Task 1, Step 2; Become familiar with data from the U.S. Census The Iowa City Urbanized Area includes the municipalities of Coralville, Iowa City, North Liberty, Tiffin, and University Heights. According to the U.S. Census Bureau, the population for the urbanized area was 74,513 in 1990, 84,672 in 2000, 91,881 in 2005, 103,152 in 2010, and 118,506 in 2017. These numbers represent an average annual population growth of about 1.9%. Iowa City's current demographics: Iowa City Statistics and Demographics Number Percent Iowa City Population 72,385 100.0 SEX AND AGE Male 36,181 50.0 Female 36,204 50.0 Under 5 years 3,718 5.1 5 to 9 years 3,196 4.4 10 to 14 years 2,701 3.7 15 to 19 years 8,749 12.1 20 to 24 years 15,842 21.9 25 to 34 years 12,362 17.1 35 to 44 years 6,663 9.2 45 to 54 years 6,365 8.8 55 to 59 years 3,292 4.5 60 to 64 years 2,873 4.0 65 to 74 years 3,494 4.8 75 to 84 years 1,833 2.5 85 years and over 1,297 1.8 Median age ears 26.2 18 years and over 61,094 84.4 21 years and over 50,016 69.1 62 years and over 8,329 11.5 65 years and over 6,624 9.2 12 18 years and over 61,094 84.4 Male 30,585 50.1 Female 30,509 49.9 65 years and over 6,624 9.2 Male 2,857 43.1 Female 3,767 56.9 RACE One Race 70,507 97.4 White 57,006 78.8 Black or African American 5,108 7.1 American Indian and Alaska Native 176 0.2 Asian 5,906 8.2 Asian Indian 680 .9 Chinese 3,087 4.3 Filipino 96 0.1 Japanese 185 0.3 Korean 818 1.1 Vietnamese 183 0.3 Other Asian 857 1.2 Native Hawaiian and Other Pacific Islander 151 0.2 Native Hawaiian 0 0.0 Guamanian or Chamorro 90 0.1 Samoan 8 0.0 Other Pacific Islander 53 0.1 Some Other Race 2,160 3.0 Two or More Races 1,878 2.6 HISPANIC OR LATINO Hispanic or Latino of any race 4,287 5.9 Mexican 2,734 3.8 Puerto Rican 259 0.4 Cuban 141 0.2 Other Hispanic or Latino 1,153 1.6 Not Hispanic or Latino 68,098 94.1 White alone 54,914 75.9 Source: U.S. Census Bureau, 2012-2016 American Community Survey 5 -year Estimates There were 4,011 international students according to the University of Iowa's fall 2017 enrollment statistics, which represents 12.4% of the University of Iowa student enrollment. The largest national representations of international students and scholars at the University of Iowa are from Asia, as shown below: 13 UI International Students and Scholars: 5 Largest National Representatives National Representation Student Population Scholar Population China (PRC) 2,381 162 India 363 49 South Korea 303 20 Malaysia 73 1 Iran 58 1 Source: The University of Iowa, Fall 2017 Profile of International Students and Scholars Task 1, Step 2A; Identify the -geographic boundaries of the area that your agency serves The Iowa City Transit service area is defined by the city limits of Iowa City and University Heights, and the University of Iowa campus. (Transit Service Area Map of Iowa City Urbanized Area) Transit Service Area Iowa City Urbanized Area M P G, NO ,.,,,..... _ LIBERT n I �ORALVI LE t• TIFF]N f IOWA 013'1+ Legend Cambus Bus Routes Iowa City Bus Routes Coraiville Bus Routes Area within 114 mile of a bus route fJ D.? 1 2 Mies 14 Task 1, Step 213; Obtain Census data on LEP population in your service area In determining the number or proportion of LEP persons in Johnson County, including the City of Iowa City, 2012-2016 U.S. Census American Community Survey (ACS) data was evaluated. According to ACS data, 18,099 persons in Johnson County (13.6% of the population) spoke a language other than English at home. Of the 18,099 persons residing in Johnson County who spoke a language other than English at home, 7,420 (5.6% of the population) reported speaking English less than "very well", or in other words, would be considered to have limited English proficiency. The table below shows the language subgroups as follows: Persons in Johnson County Who Reported Speaking English Less Than "Very Well" Language Spoken Number of Persons Percent of Total Population Spanish 2,149 1.6% Other Indo-European language 971 0.7% Asian & Pacific Island language 3,300 2.5% Other languages 1,000 0.8% Source: 2012-2016 American Community Survey, 2016 ACS 5 Year Estimates Task 1, Step 2C; Analvze the data collected According to the University of Iowa's fall 2017 Profile of International Students and Scholars, China, India, South Korea, and Malaysia remain the top represented countries in the international student population. Iran (58 students) rounds out the top five, replacing Taiwan (79 students) from the fall 2011 largest international student enrollment representations. While the same data is not available for the international scholar population, it can be assumed that past national representation trends found among the student population can be applied to the international scholar population, as four of the top five represented countries are the same for both international students and scholars in 2017. The University of Iowa's Intensive English Program (IIEP) reports 200 international students enrolled in the intensive English language classes, while other visiting students speak and understand, at minimum, some English. The International Students and Scholars Services (OISS) director stated that the student population from India generally speaks advanced -to -fluent English. Visiting scholars have no English-speaking requirements and often speak little -to -no English. The scholars attend the University to conduct research with an affiliated University member who speaks the scholar's native language. There is an additional international population of approximately 500 dependents and spouses that accompany international students and scholars. Iowa City Transit assessed the frequency with which staff and drivers have, or could have, contact with LEP persons. This includes documenting phone inquiries and surveying vehicle operators. To date, the transit agencies have had very little to no contact with LEP persons. Task 1, Step 2D; Identify any concentrations of persons within service area No large concentrations of LEP persons exist in the Iowa City urbanized area. Task 1, Step 3; Consult state and local sources of data The Iowa City Community School District (ICCSD) and the Iowa Department of Education compile information regarding the number of students receiving English Language Learning (ELL) 15 services. The ICCSD ELL services are largely attributed to an influx of Spanish, Bosnian, and Vietnamese speakers, similar to many of Iowa's schools. For the 2017-2018 school year, there are 13,850 students (Iowa Department of Education Certified Enrollment) in the ICCSSD. Of those, 3.8% (482 students) receive ELL services. Task 1, Step 4; Community organizations that serve LEP persons Iowa City Transit and MPOJC have current associations with local business, the Iowa City Community School District, and the University of Iowa and their OISS center. All these organizations provide service for persons speaking limited English. Task 1, Step 4A; Identify community organizations LEP persons are served mainly by the University of Iowa's OISS center. Task 1, Step 413; Contact relevant community organizations Iowa City Transit in collaboration with MPOJC has developed a working relationship with the University of Iowa's OISS center for language assistance services. OISS has agreed to assist the local transit agencies in Johnson County by distributing transit program information to international students and scholars. Task 1, Step 4C; Obtain information Working through the MPO, Iowa City Transit will continue to reach out to LEP persons and organizations in order to gather relevant information and provide transit information. Factor 2: Frequency with which LEP individuals come into contact with transit programs, activities, and services. Task 2, Step 1; Review the relevant programs, activities, and services you provide Iowa City Transit provides service on 19 regular routes from 5:45 a.m.-11:00 p.m. All routes operate daily with 30 -minute service during peak periods. The Seventh Avenue (during a.m. and p.m. peak periods), Melrose Express, Westside Hospital, Eastside Express, and Westport routes operate hourly all day long. Midday service is hourly except on the Towncrest and Oakcrest where service is 30 minutes all day during the University academic year. The Eastside Loop operates when Iowa City schools are in session. Hourly evening service is provided to the same general service area using combined routes, from 6:30 p.m. -11:00 p.m. Saturday service operates hourly all day with service ending at 7:40 p.m. There is no fixed route service on Sundays. Iowa City Transit also extends service to Chatham Oaks Care Facility located on the west side of Iowa City. During peak periods Iowa City Transit operates 20 buses. Twelve buses operate weekdays off- peak. During evening hours and on Saturdays, five buses are in service. The Downtown Iowa City Transit Interchange is the hub of Iowa City Transit's operations. All regular routes arrive and depart at the interchange except for the Eastside Loop, allowing for coordinated transfers between buses. There is one free -fare route, the Downtown Transit Shuttle. The existing fare structure is a $1.00 base fare, $32 unlimited ride 31 -day pass, and $8.50 for a ten -ride ticket strip. There is a 75¢ youth fare for K-12 aged children. Children under five may ride free accompanied by an adult. There is also a K-12 31 -day pass available for $27 and a student semester pass for $100 for persons attending the University of Iowa or Kirkwood Community College. There is a monthly pass for University of Iowa faculty/staff for $27 per month. Elderly persons may ride during off peak hours and all -day Saturday for 50¢. Eligible persons with disabilities and low-income elderly persons may ride free during off peak hours. A qualifying 16 purchase from any merchant participating in the Bus and Shop Program entitles the purchaser to one free ride any time of day. Free transfers are available and may be used on Coralville Transit. All Iowa City Transit fixed route buses are lift/ramp-equipped. Demand responsive paratransit service is provided during fixed -route service hours and on Sundays (8 a.m.-2 p.m.), operated by Johnson County SEATS. There are many places where Iowa City transit riders and members of the LEP population can come into contact with Iowa City Transit services. An important part of the development of Iowa City Transit's language assistance program is the assessment of major points of contact, including: • The use of bus service • Communication with customer service staff • Bus pass sales • Printed outreach materials • Web -based outreach materials • Public meetings • Local news media • Audio announcements To better understand the frequency with which LEP riders come into contact with Iowa City Transit services, Iowa City Transit conducted an internal survey of fixed route bus drivers to determine what language skills already exist among Iowa City Transit employees and the number and nature of encounters with riders where language is a barrier. Amongst Transportation Services staff, four drivers and one customer service representative are fluent in Spanish, three drivers speak fluent French, one maintenance worker and one driver speak fluent Swahili, one driver speaks fluent Hindi, Urdu, and Punjabi, one driver speaks Italian, and one cashier speaks fluent Arabic. Iowa City Transit employees indicated that encounters with customers who were unable to communicate in English were rare. Table 1: Transportation Services Languages Spoken Language Driver Support Staff Spanish S 1 French 3 Swahili 1 1 Punjabi 1 Hindi 1 Urdu 1 Bamana 1 Italian 1 Arabic 1 Djoula 1 17 Task 2, Step 2; Review information obtained from community organizations Through public input and planning sessions, Iowa City Transit has discovered that most community organizations want more service related to jobs, education, day care, and health care and have identified very few LEP issues. Task 2, Step 3; Consult directly with LEP persons LEP persons were consulted through the local planning process. Factor 3: Assess the nature and importance of the program, activity, or service provided by the program Task 3, Step 1; Identify your agencies most critical services Using public transportation is important to LEP persons as indicated from discussions with local groups and the University of Iowa. Iowa City Transit's most critical services include: • Fixed route services • Paratransit services • Coordination with other public transit agencies in the urbanized area If limited English is a barrier to using these services then the consequences for the individual are serious, including limited access to obtain health care, education, or employment. Critical information from Iowa City Transit which can affect access includes: • Route and schedule information • Fare and payment information • System rules • Information about how to ride • Public service announcements • Safety and security • Complaint forms • Communication related to transit planning • Information regarding paratransit services An example of Iowa City Transit's interior bus signage is included in Attachment F Task 3, Step 2; Review input from community organizations and LEP persons Iowa City Transit has received very little input from the community regarding problems with language barriers. Factor 4: Assessing the resources available to the recipient and costs Task 4, Step 1; Inventory language assistance measures currently being provided, along with associated costs Iowa City Transit provides the following language assistance measures to date: • Multilingual 24-hour telephone service • Language Line available on website • Identified employees that speak a language other than English • Transit information on website can be translated into 95 different languages using built-in Google Translator tool. • Provide introductory bus ride as part of the University of Iowa's orientation through OISS in • Assistance from OISS when needed Cost for these measures is under $500 annually. Task 4, Step 2; Determine what, if any additional services are needed to provide meaningful access Iowa City Transit will focus on the following service improvements: • Improve website information regarding LEP • Add instructions on the Iowa City Transit website regarding how to use the embedded translator in English, Spanish, and Chinese • Translation of critical printed information including Paratransit application, Title VI Notice, Title VI Complaint Process and Form, Riders Guide, and Reasonable Modification Request form • Provide additional signage in buses in multiple languages • Include LEP in driver training Task 4, Step 3; Analyze your budget Like most public agencies, Iowa City Transit's budget is constrained by several factors and staff resources are also limited. Devoting more resources to printing, webpage design, signage, and additional administrative costs are included in future transit budgets. Task 4, Step 4; Consider cost effective practices for providing language services Iowa City Transit will continue to work with the community and the university to provide cost effective practices including researching and pursuing language assistance products and translation services developed and paid by local, regional, and state government agencies. B. Developing a Language Assistance Plan a. Results of Four Factor Analysis: The City of Iowa City is part of the Iowa City Urbanized Area that includes a large university with over 32,000 students. Because of the University, many foreign students and faculty live in the Iowa City urbanized area creating the potential for language issues. As identified in the four -factor analysis, both the Hispanic/Latino and the Asian/Pacific Island populations were identified as needing language assistance since their populations were each over 5% of the total population in Iowa City. Because of the diversity of the Asian/Pacific Island population, Iowa City Transit approached the University of Iowa's Office of International Students and Scholars to assist in identifying the top Asian/Pacific Island languages within the University system that may require language assistance. Chinese was identified as the top Asian/Pacific Island language. As a result, Iowa City Transit will translate critical documents in Chinese and Spanish and make them available in hardcopy or Iowa City Transit's website. b. Language Assistance Services by Language: The following measures have or will be implemented to ensure LEP persons have adequate access to transit information: Iowa City Transit, in collaboration with Coralville Transit, Johnson County SEATS, University of Iowa Cambus, and the Metropolitan Planning 19 Organization of Johnson County have developed a working relationship with the University of Iowa's Office of International Students and Scholars (OISS) for language assistance services. OISS has agreed to assist the transit agencies in Johnson County by distributing transit program information to international students and scholars. Through a joint effort, all incoming international students and scholars have the option of taking an introductory bus ride as part of OISS' annual orientation. OISS staff, along with student volunteers, takes the international students on Iowa City Transit to Wal-Mart and on Coralville Transit to Coral Ridge Mall. The bus ride exposes the students to how the bus system operates and OISS staff is present to answer any questions. All incoming international students take a tour of the University of Iowa campus using the Cambus service. • Iowa City Transit will identify any employees who speak a language other than English. For those employees who are able and willing to provide translation services, their services will be called upon as needed during fixed route service hours to interpret and assist LEP individuals. The City of Iowa City has a multilingual 24-hour telephone service, the Language Line. The Language Line is a three-way call translation service that can translate numerous languages. Language Line Services provides a sheet which lists the languages available for translation assistance. The language sheet can be used by transit agency staff to determine the language spoken by an LEP individual. • Iowa City Transit has embedded a Google Translate tool on each page of the website. This allows for quick and easy translation of general transit information in approximately 95 different languages. • Translation of critical printed information including Paratransit application, Title VI Notice, Title VI Complaint Process and Form, Riders Guide, and Reasonable Modification Request form into Spanish and Chinese. c. Notice to LEP Persons: Iowa City Transit will provide general public transit information, trip planning instructions using Google transit, and route and schedule information to the University of Iowa's Office of International Students and Scholars (OISS). OISS will distribute the materials to international students and scholars upon their arrival and as needed. If an international student or faculty member has any questions, the OISS can accommodate the student in receiving translation assistance either on-site or by directing them to the respective language program. OISS also provides international students and scholars a handout providing information on local destinations, the respective bus company and bus line, as well as the days the bus operates. Handouts will be made available that contain information on language assistance services as well as a summary of important transit information and instructions for downloading the information from the website in another language. The handouts will 20 provided to the OISS to be distributed to the international student and scholar populations. The City of Iowa City also utilizes the Language Line Services for translation of languages that are not English. Language Line Services are free to the user and interprets from English into more than 170 languages and are accessible 24 hours a day, 7 days a week. Those seeking language assistance can visit the transit office and work with a customer service representative using language identification cards to inform us as to which language they speak. The individual needing language assistance can point at a language on the identification card which includes a message stating, "Point to your language". An interpreter will be called. The interpreter is provided at no cost to you. d. Monitor, Evaluate and Update Language Access Plan: All language assistance programs and procedures will be evaluated on an annual basis. The following will be monitored and reviewed annually: • The number of documented LEP persons encountered • How the needs of the LEP persons were addressed • Determine whether local language assistance programs have been effective • Evaluate the number of outreach efforts provided by the University of Iowa's Office of International Students and Scholars • Determine if any changes in the level of assistance provided by the International Office are required Each encounter with an LEP person will be recorded by the bus driver/office is reported directly to the Transportation Services Director. The Title VI/LEP Plan includes a link to the Title VI/LEP Plan on the Iowa City Transit website at: http://www.icgov.org/transit/TitleVI LEP Any person or agency with internet access will be able to access and download the plan from the above -referenced website. Alternatively, any person or agency may request a copy of the plan via telephone, fax, mail, or in person, and shall be provided a copy of the plan at no cost. LEP individuals may request copies of the plan in translation which will provided if feasible. e. Employee Training: Current and incoming employees will be trained on the policies and procedures of the language assistance program. Staff would have the necessary information provided to them to assist LEP individuals. The following information will be available to assure staff can adequately assist LEP persons: Information on Title VI Policy and LEP responsibilities Description of language assistance services offered to the public Contact information of chosen bilingual staff who have agreed to assist in translation services 21 • Documentation of language assistance requests • Use of the Language Line Services • How to handle a potential Title VI/LEP complaint C. Safe Harbor Provision As identified in the four -factor analysis, Iowa City Transit identified Spanish speakers (4,287 in population) and Asian (Pacific Island) speakers (5,906 in population) as requiring language/written materials assistance. The Asian language speakers (Chinese) were also identified in the analysis of the University population. Information regarding translation services for these populations is included on the City of Iowa City intranet. MINORITY REPRESNTATION ON PLANNING AND ADVISORY BODIES Iowa City Transit is part of the City of Iowa City which has an elected City Council to oversee Iowa City Transit activities. In June of 2012 the City Council passed a resolution establishing an Ad Hoc Diversity Committee to study City transit and law enforcement operations as they relate to minority populations. Four of the seven members appointed to the Ad Hoc Committee were African American and one member was Native American. Two members were Caucasian. Over the course of six months, the Ad Hoc Diversity Committee held 22 Committee meetings and held several public information gathering sessions with local community members from diverse backgrounds to discuss and receive feedback about transit and law enforcement operations. Iowa City Transit continues to implement the recommendations of the Ad Hoc Diversity Committee. Johnson County SEATS, a paratransit subrecipient to Iowa City Transit, has a 7 -member advisory committee including Iowa City representatives. This committee meets quarterly. ASSISTANCE TO SUBRECIPIENTS Johnson County SEATS, a paratransit subrecipient to Iowa City Transit, by contract requires SEATS to comply with their Title VI Program and to report any Title VI complaints. As primary recipient, Iowa City Transit will provide the following information to Johnson County SEATS: • Sample notices to the public informing beneficiaries of their rights under DOT's Title VI regulations, procedures on how to file a complaint, and the recipient's Title VI complaint form. • Sample procedures for tracking and investigating Title VI complaints filed with a subrecipient, and when the primary recipient expects the subrecipient to notify the primary recipient of complaints received by the subrecipient. • Demographic information on the race and English proficiency of residents served by the subrecipient. This information will assist the subrecipient in assessing the level of service it provides to the community and in assessing the need for language assistance. • Other information will be provided at quarterly meetings with the transit systems in the Iowa City urbanized area. MONITORING SUBRECIPIENTS In order for Iowa City Transit to ensure compliance with Title VI requirements by a subrecipient, Iowa City Transit shall undertake the following activities: 22 • Document its process for ensuring that all subrecipients are complying with the general reporting requirements, as well as other requirements that apply to the subrecipient. • Collect Title VI Programs from subrecipients and review programs for compliance. • At the request of FTA, in response to a complaint of discrimination, or as otherwise deemed necessary by the primary recipient, the primary recipient shall request that subrecipients who provide transportation services verify that their level and quality of service is provided on an equitable basis. • Iowa City Transit will meet annually with Johnson County SEATS to ensure compliance. DETERMINATION OF SITE OR LOCATION OF FACILITIES The future Iowa City Transit Maintenance/Bus Storage Facility is in the early planning stages. This facility will be built on property currently owned by the City of Iowa City. 23 Attachment A: 2018 Certifications and Assurances FrA FISCALYEAR 2015 CERTMCAITONS ANIS ASSURANCES F1r.DEILkL Fil3CAL YEAR 2M eERTMCATIoss AND ASSURANCES rES FOR F'HDI<!vPLAL TRekN&U A,DME41SM'G TERN ASSIyTANCy ]PROGRAMS (Sign—Poff-4tan NO to F3avu34+`a4girli uand AmmiminTrAMS) Nanir utf Appllcrnt Iowa fifty Transit The ALPOM o1 ngrsta to tanpl� with applieable prrwbWpw 9 Carxgorira 01 - 21, OR 1`h AffhkmEt SUM to pM114y w.itti app6uhie proti ®lams nl Me Giddier` a 1r ho mdartrd- Calespry Ffsserfarlam �►], RN6ir C41 il5 s and ,tswara m for E"b Aivl mni. x L-bbtirr& x D. PaiMatx S(},'1> rPtoLeuumx '+- 04 R&H og ata& Re%mm% ®d Aub T;-Airq_ X 45. r wwmd Ftm msim Sn-ewc k f6, lntalligemt Traniaprmtiop. S�B141llp. x 0x. Interest Intl Find mjr C:auts RM Ab4uiTAinm ndCapical A Kxa. by i r- NA on. Trv-sa ?,BSu Mar"emont Plsm, Puhh[ TraarpKNtKm $rtj&jy pmgrarn, and stote Wrty OyCrY*t Roq%irarnaoas. 09, AJ00 hol and CkaruuIlerd Subitancei TeM9AQ, x Ia. FUM CruidE way CApiW t4 nswiGmt G=E5 Pm,gpm (New Stam, Small Sum, and Uurr MA Cagmr ty lmprovmrrn e H, %dm O G od Reputr Pro mato x 13. 4"—i* PW DWO aid Im FeciUf=and Lpw or Na Bmiss6m V ddrivD6vpkpwumu €➢rent M PTOVM1 ' 19. lrta hud .Arm Fc{harms Pmgms mW Pmuftw F,,y Gmt =. X 1.4, Enhanced AslnWHy 0 Smms and lirdLvie4 Ws wriih DinhlWai; Pr gm=L 15, R'rrpl Arem and Appolwbiau l?e'r bpmerl Prcrgnomm, M Txi�l 1'r�eAl i'�gFera� ,rbliC Tt&n6pormt�4n cn� L mr Rmrrvslicros PmVannl), k 17. Silde .Sam rhvi,ikh.l Owl Program. NA I& Public Tr titin F:morpmpy Kelid Proq'alm. NA 19.. Lrrp4r*d a a,.1m Dminm y filch i1S v=. • � ° 5 1n.i'Cw ... CbKE Fauro C PnD NA 2r. ['o•h'+; -ri Hirica F7af 24 FTA F'ISC'AL V E kR 201 Nd (TRTFF1C''AT1QNS :kND VSSURANC'ES 1Ng;15£ILkL 11SUALY'E R 2G1y k3',j VF.R 7FTC&DQ!"5 A,V ASSURA-SC ;S OIGN{TI.IRE PA,4U 11tNurrsd L Pall Applk:A[c Im iudurd mssiswxr--!n he awmTdad by F TA in F*r' '01,8) ,'y,F 11MATFC1Lal ILW APPUL AN] Narce urrhe Appfl pwi. Cfty o9# Iowa .Cfty N6ra6&;dRdxhrmA*afibcAUburazndReprpcnWhe- Gec ff Fruln. Cfty Manager BY SIGNING BELOW, W, M 15ft of ilw. App4immk I dmIire &Y d 1uu duly authm iml. me ha mmlCe flue Cmtifk*iom wd Mmuvz= &W bind irs camplimaL Thdk IL io i -x aply wifh rll rukral Lit, nTuhliumr4 ®nil ngwuwnm4 kilrswaWirable�aekwdku-idenct and ce2p.3r wuh theCertirimkw amd smm% max ndicrded on *o Frrrgrp&V mWhz4hle to ach appli.jW11]laAwGorizA f+ Mcs"cuivemakes%'W FslndlT m it A&mkkmrhfwm (FTA) in fmdeW FjmW.year �01N,. irimpctiverif wh»fier ft irn#ivicIM ihet;Klod.cal his k*W AppLimW.v bthrdfwatla®a ut mTwemcd it. FTA i0m" f. t$d CC4 diftammo awl ? tw mr= thus Agp&zut 5dewte as tJm rhe s da -of "s dammer mould mply ®a e;rch Award Thar wh i c It It now trkai, or rmy lam -wA fmdGirnl mcum tar.. m t c axmckffJ dwing mal f 7w zt118' Thr Apgbc®L af$rmp'ibs Arudrl'oTaere amp 4rFLw9i'S° of ft+C'rifiCRltaktad ttai5 Assaraexait �S'hi-iaetrsoCd In dha =r, :,uuaffia ruhdltcd War 6ki r1L CUMMt &ad fny Ujha nr>,wiW= Mai to FrA,. WO Xkwm6dW 11Uti It G Am= E A c:i. I ktir+ClhimAd of 1%6. J1 US_t 4 Mill etmv,.and kaplitlame3lims11."eR DffrebiubSiDm, "Prmgmm Flrn '16 . r , t; 0 CFk puri 31, apply to m)r "rUfmalraoti mtra:mstia ar mAmx> an utsule tri FTA. Tbn cin, m irW 7n4i71eSP:F of i g 4%! 'C.'. § 100 I al aly 19Y ahv cQ-9ntaIuo, or adma fumL micl;v. Ia rar®uotiu® wrtt c Feimai publk traarpuetataa prnpum "l3wnxed.by OF I'._S.0 dwipla 53 or w} rxLlwiii Mehilo Jt111ignbgthitdldk;ulFMLldrier®derpmalliesuFpaigiurTth&tha53mgUingg'L'�Ii6e�iippttItrrd, fes. ;au+rlon} aahcr vtky 7jcm myda by mc cwt ha�h�§Lf the ApgdicaW ars ume mad sur ] NurhrGeoff FT F'. Cttlyf ME3nager Auth,z-m=ii !r sf:ti..,-'A kz ALM i-RON OF ATTLICANT'S AlTORNF.Y Fur INNNofA � Uty 4t Toga City Ari she undwigW A#kNS+llr&TAd mbowK rnYnJd AVlwmt, 1 herebyaJ53m rJ the ApplicantthniithmaulhnriLy urger Apte, load, L,7 kilir],1,pm"micut law, er *Vhrobk� Nr nmkG and uumply with tha C: w66umiomu and Amnra xai -m indicide J ra the Ikortipims pr s, l Jbrdw affirm that, III uuy upinim, ebu C4=iflumumm and Aswrmwm bums bmm kgall}' m;wle and r -aurum lryal old h47duy t*hp sari oo it J fitmo rOr m dug, •ei ebe bo®trfmylwl dttxe is?m.14pligtiortorthsWion In"" iirxur un-mah that Ohl ad-vzm!dy nrfk"ec_t;lx csl�dity fl grtroau>I.�d A-wram , cr of the pdfurrrir nc�- of im FTPAr +"imA ward. Nw,,E "Mor F Ilke11, Crfky AIIO nay tsr'.r h Ap u r,,rr;k-� rrrtisrawff re- br i- d 6 kTA =LwPnvx:i-- av fflffvmoam afXAWwmr! °A Aiepr' "y ptrokag &r idle .moikarc's dean' mJmic�. iAr Ap Vrmm rwy ruler kr elerp arrk sire iw h- rjf Ae ArM rnrj°"t N*ttwR WMIW iAW3, jrr [1,-i6W r,4ea?&.m d br amflk and ul*udod ev TrAMS Au kind .l f iramm m zjrAd by da ft4 illiffmtrdi;+Ffape9F. 25 Attachment B: Iowa City City Council Resolution Approving Title VI << Signed Resolution Inserted Here >> NER Attachment C: Iowa City Transit Title VI Complaint Form IOWA CITY TRANSIT TITLE VI COMPLAINT FORM This form may be used to file a complaint with the City of Iowa City based on violations of Title VI of the Civil Rights Act of 1964. You are not required to use this form, a letter that provides the same information may be submitted to file your complaint. Complaints must be submitted within 180 calendar days. Name: Street Address: Date: City: State: Zip: Telephone: (home) (work) Individual(s) discriminated against, if different that above (use additional pages if needed). Name: Street Address: Date: City: State: Zip: Telephone: (home) (work) Please explain your relationship with the individual(s) indicated above: Name of agency and department or program that discriminated: Agency or department name: Name of Individual (if known): Address: City: State: Zip: Date(s) of alleged discrimination: Date Discrimination began Last or most recent date 27 ALLEGED DISCRIMINATION: If your complaint is in regard to discrimination in the delivery of services or discrimination that involved the treatment of you by others by the agency or department indicated above, please indicate below the basin on which you believe these discriminatory actions were taken. Race Color National Origin Explain: Please explain as clearly as possible what happened. Provide the name(s) of witness(es) and others involved in the alleged discrimination. (attach additional sheets if necessary and provide a copy of written materials pertaining to your case). Signature: Date: Note: The City of Iowa City prohibits retaliation or intimidation against anyone because that individual has either taken action or participated in action to secure rights protected by policies of the City. Please inform the Iowa City Civil Rights Office if you feel you were intimidated or experienced perceived retaliation in relation to filing this complaint. Attachment D: Title VI Contract Language for Transit Projects TITLE VI CONTRACT LANGUAGE During the performance of this contract, the contractor, for itself, its assignees, and successor in interest, (hereinafter referred to as the "contractor") agrees as follows: 1. Compliance with Regulation The contractor shall comply with the regulations relative to nondiscrimination in federally assisted programs of the Department of Transportation (hereinafter referred to as DOT), Title 49, Code of Federal Regulations, part 21 (hereinafter referred to as the Regulations), as they may be amended from time to time, herein incorporated by reference and made part of this contract. 2. Nondiscrimination The contractor, with regard to the work performed during the contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection of and retention of subcontractors, including procurement of materials and leases of equipment. The contractor shall not participate either directly or indirectly in discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the contract covers a program set forth is Appendix B of the Regulations. 3. Solicitation for Subcontracts, including Procurement of Materials and Equipment In all solicitations whether by competitive bidding or negotiations made by the contractor for work to be performed under a subcontract, including the procurement of material for leases of equipment, each potential subcontractor or supplier shall be notified by the contractor of the contractor's obligations under this contract and the Regulation relative to nondiscrimination on the grounds of race, color, sex, or national origin. 4. Information and Reports The contractor shall provide all information and reports required by the Regulation or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information and its facilities as may be determined by the City of Iowa City, Iowa Department of Transportation or appropriate Federal Agency to be pertinent to ascertain compliance with such Regulation, orders and instructions. Where any information required of contractors in exclusive possession of another who fails or refuses to furnish this information, the contractor shall so certify to the Iowa Department of Transportation or the appropriate Federal Agency as needed, and shall set forth what efforts it has made to obtain the information. 29 5. Sanctions for Noncompliance In the event of the contractor's noncompliance with the nondiscrimination provisions of this contract, the City of Iowa City shall impose such contract sanctions as the Iowa Department of Transportation may determine to be appropriate, including, but not limited to: • Withholding of payments to the contractor under contract until the contractor complies and/or • Cancellation, termination, or suspension of the contract, in whole or in part. 6. Incorporations of Provisions The contractor shall include the provisions of paragraphs (1) through (5) in every subcontract, including procurement of materials and leases of equipment, unless exempt by Regulations or directives issued pursuant thereto. The contractor shall take such action with respect to any subcontractor or procurement as the City of Iowa City, Iowa Department of Transportation, or appropriate Federal Agency may direct as a means of enforcing such provisions, including sanctions for noncompliance. 30 Attachment E: Notice of Title VI Provisions CITY OF IOWA CITY NOTICE OF TITLE VI PROVISIONS The City of Iowa City (Iowa City Transit) operates its programs and services without regard to race, color, and national origin in accordance with Title VI of the Civil Rights Act of 1964. Any person who believes she or he has been aggrieved by unlawful discriminatory practice under Title VI may file a complaint with Iowa City Transit. The Civil Rights Restoration Act of 1987 amended Title VI to specify that entire institutions receiving Federal funds, whether schools, colleges, government entities, or private employers must comply with Federal civil rights laws, rather than just the particular programs or activities that receive federal funds. If you feel you are being denied participation and/or benefits in this program, or otherwise being discriminated against because of your race, color, or national origin, or would like more information on Iowa City Transit's civil rights program and the procedures to file a complaint you may contact: City of Iowa City Civil Rights Office 410 East Washington Street Iowa City, Iowa 52240 319-356-5022 http://www.icgov.org/default/?id=1515 Iowa Department of Transportation Office of Employee Services — Civil Rights 800 Lincoln Way, Ames, Iowa 50010 Iowa DOT: 800-262-0003 Civil Rights Commission: 800-457-4416 A complainant may file a complaint directly with the Federal Transit Administration (FTA) by filing a complaint with the Office of Civil Rights, Attention: Title VI Program Coordinator, East Building, 5t" Floor -TCR, 1200 New Jersey Ave., SE, Washington, DC 20590. YOU SHOULD CONTACT THE ABOVE INDIVIDUALS AS SOON AS POSSIBLE BUT NO LATER THAN 180 DAYS AFTER THE ALLEGED DISCRIMINATION OCCURRED, OR IF THERE HAS BEEN CONTINUING COURSE OF CONDUCT, NO LATER THAN 180 DAYS AFTER THE ALLEGED DISCRIMINATION WAS DISCONTINUED. This notice will be available on the Iowa City Transit website, on Iowa City Transit buses, and at the Iowa City City Hall. 31 Esta notificacion estara disponible en el sitio web Iowa City Transit, en Iowa City autobuses de transito, y en las instalaciones de Transito Iowa City. fir U1 1111 fT,.%'LT- X AA M, fTM IT, IT,..�.`X IF-, 4111. f 4 M IT, IT, iLA-Q a. If information is needed in another language, contact 319-356-5022. Attachment F: Title VI Notification 72, 0 N O LO M M M rp t; r:v' .s 0 O 0 O C ca E O `0 a v O 0 U ca m E _m 0 2 0 0 C 0 M 3 W C N O O y L? 0 (0 Y M r - M oU �U O f6 E N omC: p 'c E`y3 a) �U) O0 L cc U 32 33 Attachment G: Service Standards and Policies Iowa City Transit SERVICE STANDARDS AND POLICIES SYSTEMWIDE SERVICE STANDARDS To prevent discriminatory service design or operation, the FTA circular requires transit agencies to adopt system wide service standards and system wide service policies (policies are discussed later in this section). System wide service standards are required for the following criteria: ➢ Vehicle Load ➢ Vehicle Headway ➢ On-time performance ➢ Service Availability VEHICLE LOAD To ensure Iowa City Transit customers can gain access to public transit services while balancing customer comfort, loading standards must be established and schedules devised that reflect customer volumes. This standard is measured as the ratio of customers on board to the seated bus capacity expressed as a percent. Values of 100 percent or less indicate all riders are provided a seated ride while values above 100 percent indicate standees. The following loading standard indicates the degree of crowding (i.e., standees) that is acceptable based on bus type and manufacturer's recommendation for safe, maximum loading capacity. These standards reflect standees in the center portion of the bus only, not in the stairwells. For ridership consistently above these standards below, Iowa City Transit will place a second bus on the trip. Standard: Acceptable load factors should never consistently exceed the following: (Industry Standard: 125-150% in urban areas, 175% in university systems) Bus Type Vehicle Load Standard Seated Capacity Total Customers Percentage Standard 40' Bus 38-45 67-79 175% Iowa City Transit experiences heavy demand on a daily basis as a result of providing service on a University campus. It operates a uniform fleet of 40' buses. This has resulted in the addition of "helper buses" to address capacity concerns. VEHICLE HEADWAY Vehicle headway (the time interval between two vehicles traveling in the same direction on the same route) standards at Iowa City Transit relate to frequency of service. This standard is one of the commonly applied measures of transit adequacy, particularly from the customer's point of 34 view. Consequently, it can be one service characteristic that is the course of customer dissatisfaction. In general, frequencies or "headways" (i.e., the time from one bus to the next at the same location) are established to provide enough vehicles operating past bus stops on a route to accommodate the customer volume and to stay within the recommended loading standards, which were discussed previously. If customer loads are light enough that more time is needed between vehicles to meet loading standards, then headways should be set on clock -face headways operating at 30 and 60 -minute intervals. Standard: For periods in which service is operated, the standard minimum headways by type/time of service are as follows. (Industry Standard: Varies) The definition of the above service types/times is as follows: Weekday. Routes operated generally from 5:45 a.m. to 6:30 p.m., Monday -Friday. Weekday Night. Routes operated generally from 6:30 p.m. to 11:00 p.m., Monday -Friday. Saturday. Routes operated generally from 5:45 a.m. to 7:40 p.m. Sunday. Iowa City Transit does not operate fixed route service on Sunday. As with all standards, this headway matrix should be considered a guide, not an absolute measure. ON-TIME PERFORMANCE Published timetables must provide the transit customer with a reasonable guarantee that the scheduled service will operate, and will, additionally, operate on time. The dependability of Iowa City Transit is important to people who typically plan trips around the availability of bus service. Moreover, customers associate a time penalty with unreliable bus service that reduces the attractiveness of public transportation. There are several ways to measure Iowa City Transit's dependability. The first is whether service operates at all. Measures of actual versus scheduled service (missed trips) are expressed as the percentage of scheduled trips that are actually made. Iowa City Transit should have sufficient spare buses and bus drivers to assure that the standard is met. 35 Standard: For Iowa City Transit, the missed trip standard is established at 99.0 percent. (Industry Standard: 90-95%) On-time performance is also examined in terms of schedule adherence, which means the difference between scheduled time and the time the bus actually passes a particular location. The schedule adherence standard consists of two parts: 1) the definition of on time, and 2) the proportion of buses that operate within the on-time range. For purposes of establishing Iowa City Transit's on-time performance, "on-time" is established at zero minutes early to 7 minutes late. This allows the bus reasonable latitude for encountering general delays due to traffic, weather or other on -route delays, without unduly inconveniencing customers. Scheduled buses should never be early, for this would cause customers to miss the bus entirely and subject many riders to an even longer wait for the next scheduled bus. However, Iowa City Transit operates a significant number of "helper buses" to address capacity issues. "Helper Buses" provide the additional capacity needed to carry the number of people waiting for the scheduled bus. These buses are not considered when calculating the system wide on-time performance of the buses as they are used to assist the scheduled bus. Standard: The standard for Iowa City Transit's schedule adherence is established at 75% of scheduled trips system wide. Therefore, 15 out of every 20 scheduled bus trips should be considered "on-time" according to the standard. (Industry Standard: 73-75%) SERVICE AVAILABILITY A transit system inevitably receives many requests for service from citizens who are not within walking distance of a route, or who desire buses operating in their neighborhoods connecting with different destinations. Since transit resources are limited, it is unlikely that everyone will be accommodated to a satisfactory degree. Therefore, it is necessary to determine how to allocate the available resources to provide the best possible service. In developing measures for Iowa City Transit service, this standard has been divided into three separate components that reflect travel concentrations, trip purpose, and the need for bus service. The three components are: ➢ Production End representing the trip end that produces travel ➢ Attraction End that attracts travel ➢ Bus Stop Spacing Production End. Determination of which residential neighborhoods should be candidates for service is a function of reasonable walking distance. Numerous studies have indicated that the maximum distance an average person can reside from a bus route and still be considered to "have service" is approximately one-quarter mile, which is roughly equivalent to a five-minute walk. Standard: The standard will be 85% of the population within % mile walking distance between home and an Iowa City Transit bus stop or attraction. (Industry Standard: % mile, 85-90%) 36 This route coverage guide is just that -a guide. It is not an exact measurement. In some areas, the street pattern is not uniform or major generators are further apart than the guide indicates. Iowa City Transit's service may not and should not conform to the guide in all areas due to other factors such as population density and operational hours compared to destination. Attraction End. Major traffic generators in the Iowa City community create a transit opportunity. Standard: Iowa City Transit will apply the following standards when considering service modifications. • Hospitals/Nursing Homes. These usually do not attract a large number of trips. These facilities do, however, often serve those who depend on transit. Therefore, institutions of 100 or more beds may be considered candidates for Iowa City Transit service. (Industry Standard: None Found) • Colleges/Schools. Students in a university community often comprise a major segment of the transportation dependent population. For this reason, colleges and post -secondary schools have been included in the availability standard. Those institutions with an enrollment of at least 1,000 students warrant consideration for service. (Industry Standard: None Found) • Shopping Centers. Shopping trips constitute a major reason for transit travel. Shopping centers with more than 100,000 square feet of leased retail space are large enough to warrant consideration for Iowa City Transit service. Mixed-use retail, housing and office complexes can also be included within this category. (Industry Standard: None Found) • Social Service/Government Centers. Public Agencies, government centers and community facilities attract significant traffic volume. While the nature and size of these facilities varies greatly, it can be generally stated that those serving at least 100 clients daily warrant consideration for public transit service. (Industry Standard: None Found) Bus Stop Spacing While route alignments are the primary determinants of transit availability, a second influence on the proximity of transit is the bus stop spacing along these routes. Obviously, stops at every intersection provide the shortest walking distance to the bus, but may not be warranted based on other considerations. Therefore, a bus stop spacing standard must consider service area density and land characteristics served. Using these criteria, Iowa City Transit has developed two categories, Campus and Non -Campus, and established standards for each. Standard: The general bus stop spacing standard for Iowa City Transit is summarized below: (Industry Standard: Varies, most far -sided) Bus Stop Spacing Standard 37 It should be noted that in some instances, the bus stop spacing standard should be discarded in favor of simply considering the location of customer concentration. This is especially true for stops that serve major activity centers or high density residential locations. The exact placement of a bus stop in the area of a signalized intersection is also a matter of concern. Generally far -sided bus stops will be the Iowa City Transit standard unless determined, on a case-by-case basis, that other factors, such as business ingress/egress or congestion issues, dictate otherwise. SYSTEMWIDE SERVICE POLICIES The FTA circular requires system wide service policies for distribution of transit amenities, vehicle assignment and for transit security. Policies differ from standards in that policies are not necessarily based on a quantitative threshold and are actions or procedures as opposed to standards that are rules or principles. DISTRIBUTION OF TRANSIT AMENITIES The new Title VI circular requires that Iowa City Transit maintain service standards for the distribution of various transit amenities, including bus shelters, benches, route map/timetable, and trash receptacles owned by Iowa City Transit. There are several amenities that are placed at bus stops by private entities. These are not governed by these standards. The Iowa City Transit standard for each of these amenities is described below. Bus Shelters. A major concern of transit riders, especially regarding inclement weather, is the amount of time spent on the street exposed to the elements. The abundance of cold and windy conditions is of particular concern in Iowa. The placement of shelters and the development of a priority location program are based upon the following: • Number of boarding and/or transferring customers at a specific stop, • Amount of shelter from the elements or lighting at or near the stop, and • ADA considerations • Safety concerns • Customer comments received Policy: Shelters should be provided at stops which serve 150 or more boarding daily and/or transferring customers or which serve concentrations of elderly or disabled residents. Shelters should be at least 6' by 10' and be enclosed on three. Service information including route numbers and colors, maps and schedules that serve the stop should be displayed. (Industry Standard: Varies) IN Benches. Benches represent a medium level of amenity to provide greater comfort for Iowa City Transit customers. Policy: Benches may be installed independently at bus stops that do not have shelters. For these benches, they should be placed facing the street, a minimum of 6 to 8 feet from the bus stop sign and anchored in place. (Industry Standard: None Found) NEXT BUS Digital Signage Iowa City Transit provides real-time vehicle tracking technology to assist customers in conveniently using the transit service. One of the techniques used to convey this information is through digital signs at the bus stop. Policy: Iowa City Transit will place digital signs at major transfer locations throughout its system. Route Map/Timetable. Iowa City Transit's printed route map/schedule provides information for the general public at the bus stop where they will be boarding the bus. Policy: Iowa City Transit's route map/timetables are provided in all shelters. They are also provided at major transfer points throughout the system. (Industry Standard: Shelters and Transfer Points) Trash Receptacles. Trash receptacles are located only at bus stops with a larger number of boardings, usually in conjunction with a bus shelter. Policy: Iowa City Transit provides trash barrels at shelters. (Industry Standard: None Found) These standards are guidelines only in placement of amenities throughout Iowa City Transit's system. Not all bus stop locations are able to physically accommodate the amenities. VEHICLE ASSIGNMENT Vehicle assignment refers to the process by which vehicles are placed into service on routes throughout the system. The following policy has been established. Policy: Iowa City Transit has a uniform fleet consisting of 40' heavy-duty buses. Buses are rotated and randomly assigned to a route. (Industry Standard: Random with Exceptions for Route Geometrics and Lower Demand) TRANSIT SECURITY Transit systems are required to develop security policies that will protect employees and the public against any intentional act or threat of violence or personal harm, either from criminal activities or terrorist acts. In response to this requirement, Iowa City Transit provides the following security policy: 39 Policy: Iowa City Transit buses are equipped with two-way radios to communicate security concerns and security cameras as a method to after -the -fact review situations that may occur on the bus. All Iowa City Transit bus shelters will have nearby lighting to ensure customers security while waiting or exiting a bus. Additionally, all Iowa City Transit buses display signage educating customers on what to look for and do if they find a suspicious package. Also, all new bus drivers are provided with transit security training consisting of: warning signs, what to look for and procedures to follow in security situations. Finally, Iowa City Transit works with the Iowa City Police Department to simulate emergency situations on an Iowa City Transit bus. (Industry Standard: Larger systems have protocols for various emergency scenarios; smaller systems have language similar to the above.) Item Number: 6.c. ®I CITY OF IOWA CITY u► �� COUNCIL ACTION REPORT July 2, 2019 Resolution of intent to consider the proposed conveyance of a utility easement to Central Iowa Power Cooperative and setting a public hearing thereon for July 16, 2019. Prepared By: Ron Knoche, Public Works Director Reviewed By: Geoff Fruin, City Manager Fiscal Impact: $31,104.00 Recommendations: Staff: Approval Commission: N/A Attachments: Easement Agreement Location Map Resolution Executive Summary: Central Iowa Power Cooperative desires to install an electrical transmission line within City of Iowa City property located at the Iowa City Landfill. The fair market value of the property was determined by utilizing the most recent corn suitability rating data. Staff has negotiated the terms and payment for the utility easement to be paid by the Central I owa Power Cooperative. Staff recommends approving the resolution and setting the public hearing on the conveyance of the utility easement. Background /Analysis: In 2018, JCG Land Services, Inc. contacted the City on behalf of the Central Iowa Power Cooperative. Central Iowa Power Cooperative will be upgrading their electrical distribution by constructing the Linn County Loop project. This project will be constructed along the east property line and a small portion of the north property line of the Iowa City Landfill and will not have an impact on the Landfill operations. The Linn County Loop double circuit transmission line will begin at the future Johnson Substation near Hills, IA and will run through the future Clear Creek Substation near Tiffin and terminate at the future Swan Lake Substation west of North Liberty. This new transmission source is needed in this area because of the faster than normal growth in the Iowa City, Tiffin, Coralville and North Liberty areas over the last 15-20 years. The current system has virtually no backup capacity because of the growth in the area. For residential and commercial growth to continue with a reliable electrical source, this new line needs to be built. It will provide more reliable service to customers of Alliant Energy, Linn County REC and Eastern Iowa Light & Power Cooperative. All three of these distribution services provide service to customers in and around Iowa City. This utility easement will allow the Central Iowa Power Cooperative to install, operate and maintain an electrical transmission line within the Iowa City Landfill property. ATTACHMENTS: Description Easement Agreement Location Map Resolution Prepared by: Eleanor M. Dilkes, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5030 Resolution No. 19-173 Resolution of intent to consider the proposed conveyance of a utility easement to Central Iowa Power Cooperative and setting a public hearing thereon for July 16, 2019 Whereas, Central Iowa Power Cooperative (CIPCO) has requested that the City convey to it a utility easement and has offered to purchase the easement at fair market value; and Whereas, it is in the public interest to convey a utility easement to CIPCO for fair market value. Now, therefore, be it resolved by the City Council of Iowa City, Iowa, that: 1. The City Council does hereby declare its intent to consider the conveyance of a utility easement to CIPCO, subject to a right-of-way easement agreement as attached hereto for $31,104.00. 2. A public hearing on said proposal should be and is hereby set for July 16, 2019, at 7:00 p.m. in Emma J. Harvat Hall at City Hall, 410 East Washington Street, Iowa City, Iowa, or if said meeting is cancelled, at the next meeting of the City Council thereafter as posted by the City Clerk, and that the City Clerk be and is hereby directed to cause notice of said public hearing to be published as provided by law. Passed and approved this 2nd Ap roved J City Attorney's Office day of July "n 19. 4 4/ MAYOR ATTEST: CITY CLERK /& 70� L, C' Resolution No. 19-173 Page 2 It was moved by Mims and seconded by Cole Resolution be adopted, and upon roll call there were: AYES: NAYS x x x x x x irly:0r�a x Cole Mims Salih Taylor Teague Thomas Tbrogmorton the This document was prepared by and atter recording return to: Daniel T. Ketchum, Central Iowa Power Cooperative, 1400 Highway 13 SE, P.O. Box 2517, Cedar Rapids, IA 52406. Tel. (319) 366-4512 RIGHT-OF-WAY EASEMENT AGREEMENT THIS AGREEMENT, made and entered into this day of , 20 , by and between City of Iowa City, a/k/a City of Iowa City, Iowa, a municipal corporation, owning property in Johnson County, Iowa (hereinafter "Grantors") and CENTRAL IOWA POWER COOPERATIVE, an Iowa cooperative corporation with its principal place of business in Cedar Rapids, Iowa (hereinafter "Cooperative"); HINNIII.Y.IN011 WHEREAS, Grantors are the owners of record of the real estate in Johnson County, Iowa, described as: The Southeast Quarter (SE`/a) and the Southwest Quarter (SW `/a) of the Northeast Quarter (NE'/4) excepting therefrom the following described real estate, to -wit: Commencing at the Southwest corner, of the Northeast Quarter of Section 14, Township 79 North, Range 7 West of the 5`h Principal Meridian; thence N 000 00' 00" E, (an assumed bearing) along the West line of said Northeast Quarter 1316.37 feet, to the Northwest comer of the Southwest Quarter of said Northeast Quarter of Section 14; thence N 890 17' 25" E, 46.00 feet to the Point of Beginning; thence N 890 17' 25" E, 1265.71 feet along the North line of said Southwest Quarter, to the Northeast comer of said Southwest Quarter, of the Northeast Quarter, of said Section 14; thence S 000 05' 45" W, 692.99 feet along the East line of said Southwest Quarter of the Northeast Quarter of Section 14; thence S 890 28' 41" W, 1264.50 feet; thence N 000 00' 00" E, 688.83 feet to the Point of Beginning. Said tract of land contains 20.06 acres more or less, subject to easements and restrictions of record. All of the above being located in Section 14, Township 79 North, Range 7 West of the 5`h P.M., Johnson County, Iowa; AND commencing at the Southwest Corner of the Northeast Quarter of Section 14, Township 79 North, Range 7 West of the 5'h P.M. (For the purpose of this legal description, the west line of said Northeast Quarter is assumed to bear North): Thence North 890 15' 52" E, 1309.51 feet along the South line of said Northeast Quarter, to the Southwest Corner of the Southeast Quarter of said Northeast Quarter of Section 14, which is the Point -of -Beginning; Thence North 00 05' 45" E, 350.00 feet along the West line of said Southeast Quarter of the Northeast Quarter of Section 14; Thence North 890 15' 52" E, 200 feet; Thence South 00 05' 45" W, 350.00 feet to the South line of said Southeast Quarter of the Northeast Quarter of Section 14; Thence South 890 15' 15" W, 200.00 feet along said South line to the Point -of -Beginning. Said tract of land containing approximately 1.61 acres; AND commencing at the SW corner of the SE quarter of the NE quarter of Section 14, T79N, R7W, of the 5'h P.M.; thence N 890 15' 52" E, 200.00 feet to the point of beginning; thence N 000 05' 45" E, 50.00 feet; thence N 890 15' 52" E, 1,109.59 feet to a point on the East line of said SE quarter of the NE quarter; thence S 000 11' 31" W, 50.00 feet to the SE corner of the NE quarter of Section 14; thence S 890 15' 52" W, 1,109.51 feet to the Point of Beginning. Said tract of land contains 1.27 acres more or less; AND a part of the Southeast `/a of the Northeast `/a, Section 14, Township 79 North, Range 7 West of the Fifth Principal Meridian, Johnson County, Iowa further described as follows: Commencing at the Southeast Comer of the Northeast Quarter Section 14, Township 79 North, Range 7 West of the Fifth Principal Meridian, Johnson County, Iowa; Thence N 000 08' 45" E 50.06 feet along the east line of the Southeast `/a Northeast `/a said Section 14 to the point of beginning; Thence S 890 13' 34" W 1109.59 feet; Thence N 000 12' 43" E 299.90 feet; Thence S 890 14' 28" W 200.72 feet to the west line of the Southeast `/a Northeast `/a of said Section 14; Thence N 000 03' 40" E 307.97 feet along the west line of the Southeast `/a Northeast `/a of said to the North line of the South '/ of the Southeast `/a Northeast `/a said Section 14; Thence N 890 14' 33" E 1310.42 feet along the Northline of the South'/ of the Southeast `/a Northeast `/a to the east line of the Southeast `/a Northeast `/a said Section 14; Thence S 00° 08' 45" W 607.55 feet along the east line of the Southeast `/a Northeast `/a said Section 14 to the point of beginning. Containing 16.90 acres more or less. For the purpose of this legal description the east line of the Northeast `/a Section 14 is assumed to bear N 000 08' 45" E; AND the north twenty acres of the southwest quarter of the northeast quarter of Section 14, Township 79 North, Range 7 West of the 51" P.M., Johnson County, Iowa. and, WHEREAS, Cooperative desires to obtain a permanent easement from Grantors over a portion of the described property, and to construct, operate, and maintain an electric transmission line and/or system and appurtenant facilities on said property, and Grantors are willing to grant such an easement for said purposes; and, WHEREAS, Grantors and Cooperative desire to set forth in this Agreement the terms and conditions pursuant to which Grantors shall grant to Cooperative an easement over the described property; IT IS, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS HEREIN EXPRESSED, AGREED BY AND BETWEEN THE PARTIES AS FOLLOWS: 1. Grantors hereby grant to Cooperative, its successors and/or assigns, a permanent and perpetual easement over the property described as follows: A strip of land Fifty (50) feet in width running coincident with the East line of the Southeast Quarter (SE'/4) of the Northeast Quarter (NE/4) of Section Fourteen (14), Township Seventy-nine (79) North, Range Seven (7) West of the Fifth Principal Meridian, Johnson County, Iowa. A strip of land Fifty (50) feet in width running coincident with the East line of the Southeast Quarter (SE'/4) of Section Fourteen (14), Township Seventy-nine (79) North, Range Seven (7) West of the Fifth Principal Meridian, Johnson County, Iowa. The East Fifty (50) feet of the North Fifty (50) feet of the Southwest Quarter (SW/4) of the Northeast Quarter (NE/4) of Section Fourteen (14), Township Seventy-nine (79) North, Range Seven (7) West of the Fifth Principal Meridian, Johnson County, Iowa. and, to construct, erect, reconstruct, add to, relocate, rebuild, modify, change operating voltage, replace, repair, patrol, operate and maintain on the above described lands, overhead system for transmission of electric energy, data and/or communications which may include, but not be limited to conductor, cables, static wires, guy wires, fiber optic cables, anchors, poles, lattice assemblies and other necessary appurtenant facilities as may be necessary in order to properly support, operate, and maintain said lines/systems, across the above described lands. Cooperative shall have the right to license, permit or otherwise agree to the joint use of the rights granted herein within the Easement Area. The Cooperative shall give the Grantors five days notice, excluding Saturday and Sunday, prior to agreeing to licensing, permitting or other joint use of the rights granted. 2. All facilities placed by Cooperative in the easement area shall be owned by and remain the property of Cooperative. 3. Cooperative shall construct, operate, and maintain the transmission lines and appurtenant facilities in accord with the requirements of the National Electric Safety Code, the Iowa Electric Safety Code, and the Rules and Regulations of the Iowa Utilities Board. 4. Cooperative shall have the right to cut and trim trees and shrubbery within the easement area and to use chemical brush control procedures to the extent necessary so they will not interfere with or endanger the operation or maintenance of the transmission line located or to be located on the property and to cut down from time to time all dead, weak, leaning or dangerous trees that are tall enough to strike the wires in falling. 5. Grantors agree that they will not place, or allow to be placed any building, structure, or object of any kind within the easement area without specific written authorization from Cooperative. The Grantor retains the right to install and maintain existing and future monitoring wells, so long that the wells do not interfere with the easement rights. 6. In addition to the easement area described in paragraph 1, Grantors grant to Cooperative the right to enter upon the property of Grantors in order to permit Cooperative to access the easement area and perform construction and maintenance work on the transmission fine and appurtenant facilities. The Cooperative shall give the Grantors five days notice, excluding Saturday and Sunday, prior to construction or maintenance, except for emergency situations, where immediate work is required. 7. In consideration for the easement rights granted to Cooperative pursuant to this Agreement, Cooperative shall pay Grantors the full easement compensation amount upon granting of said easement. Said easement fee includes compensation for the right granted to Cooperative to cut and trim trees and shrubbery within the easement area. In addition to said compensation, Cooperative shall also pay Grantors for all damage to the property of Grantors caused by constructing, maintaining, replacing, rebuilding, repairing, or removing said transmission line and facilities. Payment for damages shall be made at the completion of the work performed by Cooperative which resulted in said damages. The foregoing compensation amount is based upon the schedule of compensation maintained by the Cooperative. In the event the fine is required to be reconstructed or redesigned in such a way that additional poles, anchors, or other appurtenances are placed upon the property of the Grantors, then additional compensation shall be paid to Grantors based upon the schedule of compensation maintained by Cooperative at the time of such reconstruction or redesign. 8. The easement created by this Agreement shall be permanent and perpetual, shall be binding upon Grantors and Cooperative, and their respective successors, heirs, beneficiaries, devisees, grantees, tenants, and assigns, and shall run with the land. 9. Grantors shall have the right to cancel this Agreement by mailing to Cooperative a notice of cancellation by certified mail, with return receipt requested, to Cooperative's principal place of business. S aid notice must be received by Cooperative within seven (7) days, excluding Saturday and Sunday, of the date of this Agreement. Grantors acknowledge that they have been informed by Cooperative of their right to cancel this Agreement prior to signing it, and they hereby acknowledge receipt from Cooperative of a duplicate copy of this Agreement which they may use as a "Notice of Cancellation." Cooperative agrees that it will not record this Agreement until after the cancellation period has expired. This right of cancellation may be exercised only once for this transmission fine project. 10. Subject only to the right of cancellation set forth in paragraph 9, this Agreement shall be effective upon execution by the parties, and shall continue in full force and effect until all of its terms and conditions have been fully performed. EXECUTED the day and year first above written. GRANTORS: City of Iowa City a/k/a City of Iowa City, Iowa, a municipal corporation Sign: Print: Title: STATE OF IOWA COUNTY OF ss. Sign: Title: On this day of , 20 , before me, the undersigned, a Notary Public in and for the State of Iowa, personally appeared for City of Iowa City a/k/a City of Iowa City, Iowa, a municipal corporation to me personally known to be the person who executed the foregoing instrument, and acknowledged that he executed the same as his voluntary act and deed. Notary Public in and for the State of Iowa STATE OF IOWA ) ss. COUNTY OF On this day of , 20 , before me, the undersigned, a Notary Public in and for the State of Iowa, personally appeared for City of Iowa City a/k/a City of Iowa City, Iowa, a municipal corporation to me personally known to be the person who executed the foregoing instrument, and acknowledged that he executed the same as his voluntary act and deed. Notary Public in and for the State of Iowa GRANTEE: Central Iowa Power Cooperative, an Iowa cooperative Sign: Print: Title: STATE OF IOWA ) as. COUNTY OF Sign: Title: On this day of , 20 , before me, the undersigned, a Notary Public in and for the State of Iowa, personally appeared for Central Iowa Power Cooperative, an Iowa cooperative to me personally known to be the person who executed the foregoing instrument, and acknowledged that he executed the same as his voluntary act and deed. STATE OF IOWA as. COUNTY OF Notary Public in and for the State of Iowa On this day of , 20 , before me, the undersigned, a Notary Public in and for the State of Iowa, personally appeared for Central Iowa Power Cooperative, an Iowa cooperative corporation to me personally known to be the person who executed the foregoing instrument, and acknowledged that he executed the same as his voluntary act and deed. Notary Public in and for the State of Iowa NOTICE OF CANCELLATION TO: Central Iowa Power Cooperative P.O. Box 2517 Cedar Rapids, Iowa 52406-2517 The undersigned hereby cancel this Agreement. DATED 12018. City of Iowa City a/k/a City of Iowa City, Iowa, a municipal corporation / Thls drawing shall be used 50' X 5U' solely for easement description purposes and thus may only be relied upon for such purpose. Said Easement Contains: 167,248 Sq. Feet +/- City of Iowa City 3 PIN: 1114151001 v Q 2 City of Iowa City PIN: 1114176100 50' --► � City of Iowa City PIN: 1114426001 410 E Washington Street Iowa City, Iowa 52240 50'—► � Section 14 T79N-R07W Johnson County, IA Exhibit A 1in=500 ft ® Easement Area Item Number: 9.d. +r p- W�rm�M CITY O� IOWA CITY www.icgov.org July 2, 2019 Resolution approving the preliminary and final plats of Capital Subdivision, Iowa City, Iowa. [Deferred from 6/4 and 6/18 meetings] ATTACHMENTS: Description Staff Report PZ Meeting Minutes Final plat Resolution To: Planning and Zoning Commission Item: SUB19-2 Capital Subdivision GENERAL INFORMATION: Applicant: Contact: Property Owner: Requested Action: Purpose: Location: Location Map: Size: STAFF REPORT Prepared by: Anne Russett, Senior Planner Date: 05/16/2019 Allen Development PO Box 3474 Iowa City, IA 52244 319-530-8238 Johnyapp.allenhomes@gmail.com Jesse Allen or John Yapp PO Box 3474 Iowa City, IA 52244 319-325-1228 Johnyapp.allenhomes@gmail.com Sladek Land #2 LLC 4670 Taft Ave SE Iowa City, IA 52240 319-330-3380 Jim.sladek@jcsfamilyfarms.com Approval of preliminary and final plat Creation of one commercial lot Northwest corner of Moss Ridge Road & Highway 1 3.20 acres Existing Land Use and Zoning: Undeveloped, CH -1 Surrounding Land Use and Zoning Comprehensive Plan: District Plan: Neighborhood Open Space District Public Meeting Notification: File Date: K North: Interim Development -Research Park (ID - RP) and County Agricultural (A) South: Highway Commercial (CH -1) East: Interim Development -Research Park (ID - RP) West: Interim Development -Research Park (ID - RP) and Research Development Park (RDP) Office Research Development Centers N/A N/A Property owners located within 300' of the proposed preliminary plat received notification of the Planning and Zoning Commission public meeting April 25, 2019 45 Day Limitation Period for Preliminary Plat: June 10, 2019 60 Day Limitation Period for Final Plat: June 24, 2019 BACKGROUND INFORMATION: The applicant, Allen Development, has requested a preliminary and final plat for 3.20 acres of land located at the northwest corner of Moss Ridge Road and Highway 1. On March 12, 2019, the City Council adopted a Conditional Zoning Agreement to rezone the project area from Interim Development -Research Park (ID -RP) to Highway Commercial (CH -1). The Conditional Zoning agreement includes the following conditions: 1. Prior to the issuance of a certificate of occupancy, closure and removal of the access road off of Highway 1. 2. No building permit shall be issued for the subject property until the City Council approves a final plat thereof that conforms to the zoning boundaries. 3. General conformance with the concept plan only in that a principal building must occupy the corner of Moss Ridge Road and Highway 1. 4. Prior to the issuance of a certificate of occupancy, installation of a 10 -foot wide sidewalk along Highway 1, as well as a pedestrian crossing across Moss Ridge Road and pedestrian ramps on the northern and southern portions of Moss Ridge Road. 5. Any development of the subject property shall be done in accordance with a detailed landscaping plan to be approved by the City Forester to ensure the development aligns with the comprehensive plan's goal of preserving and enhancing the entranceways to the city. 3 ANALYSIS: Compliance with the Comprehensive Plan: The Future Land Use Map of the Comprehensive Plan identifies this area as Office Research Development Center. This area is located within the North Corridor Planning District; however, this district plan has not yet been developed. The background section of the Comprehensive Plan provides an overview of the area surrounding the subject property. The area is envisioned for office park uses based on its proximity to Interstate 80. Currently, the area is home to several of the City's major employers, including numerous medical and professional firms located in Northgate Corporate Park, as well as ACT and Pearsons, which are education -based research and service firms that employ thousands of people. The proposed commercial lot is consistent with this vision in that it would provide commercial support services close to major employers. Subdivision Design: The proposed one lot subdivision will have access off Moss Ridge Road. The preliminary plat shows that the existing entrance off Highway 1 will be removed, which is a condition of the rezoning. The preliminary plat shows a 10 -foot sidewalk along Highway 1, a condition of the rezoning, and a 5 -foot sidewalk along Moss Ridge Road. Another condition of the rezoning required a pedestrian crossing across Moss Ridge Road and pedestrian ramps on the northern and southern portions of Moss Ridge Road. These pedestrian crossings and ramps are shown on the preliminary plat. The CH -1 zone does not have a minimum lot size requirement. The lot width meets the minimum requirement of 100 feet. Neighborhood Open Space: The City's neighborhood open space requirement applies to residential subdivisions, commercial subdivisions containing residential uses, and planned developments. The proposed zone district, CH -1, does not allow residential uses, therefore, the neighborhood open space requirement does not apply. Environmentally Sensitive Areas: According to FEMA data, this area is located in the 100 -year and 500 -year floodplain; however, in 2015 the property owner obtained permits from the City to fill in the site and raise it above the 500 -year floodplain. The preliminary plat identifies the 100 - year and 500 -year flood hazard lines according to FEMA. At the site plan review stage, the applicant will be required to submit a revised map showing the actual flood hazard lines and whether the existing elevation is above the 500 -year floodplain. If the existing elevation remains located in the floodplain, staff will require compliance with the City's floodplain management standards during the review of the site plan. In addition, the site is located near Rapid Creek and a floodway; however, the project site is located outside of the floodway. Public Utilities: Storm water management will need to be provided on-site. City staff will review storm water management plans at the site plan review phase. The site has access to an existing sanitary sewer line to the south. The preliminary plat shows the extension of an existing 12 -inch water main along the Highway 1 frontage. Infrastructure fees: The City requires developers to pay a $456.75 per acre fee for water service. The project site is not located in one of the City's sanitary sewer districts, and therefore, the City collects no sanitary sewer tap on fees. The developer will be responsible for costs associated with the storm water, water, and sanitary sewer improvements needed to serve the project site; however, the City has agreed to pay for the for the oversize cost if a 12 -inch water main is more than what is needed to service the subdivision. ri SUMMARY: Staff finds that the proposed 1 -lot commercial subdivision is consistent with the City's comprehensive plan and subdivision regulations. NEXT STEPS: Pending recommendation of approval from the Planning and Zoning Commission, a resolution for approval of the preliminary plat and sensitive areas development plan will be forwarded onto the City Council for consideration. The applicant has also applied for a final plat. The City Council will review the final plat concurrently with the preliminary plat. STAFF RECOMMENDATION: Staff recommends approval of SUB19-2, an application submitted by Allen Development for a preliminary plat of the Capital Subdivision, 1 -lot, 3.20 -acre commercial subdivision located at the northwest corner of Highway 1 and Moss Ridge Road. ATTACHMENTS: 1. Location Map 2. Concept Plan Associated with the Conditional Zoning Agreement 3. Preliminary Plat and Sensitive Areas Development Plan Approved by: I • Dance a itzman, AICP, Development Services Coordinator Department of Neighborhood and Development Services IP An application submitted by Allen Development for preliminary and final plat approval for Capital Subdivision, a 3.20 acre, 1-10L SUDUIVISion 'I /V' -a located at the NW quadrant of Moss Ridge Road and Highway 1. CITY OF IOWA CITY MMM firlim 00 O WUkl 4F-4 t r �1' x��,�f,`� 4. STORMWATER' f DETENTION L &\75W97A-I0A73*gMd", 1121J _14229 Pld rl f / $TORMWATER r DETENTION a a 15 sa 49 ea GRAPIIIG SCALE IN PEEP m m CIVIL ENGINEERS LAND PiAN14ERS LAND SURVEYORS LANDSCAPE ARCHITECTS ENVIRONMENTAL SPECIALISTS 1917 S. GILBERT ST. IOWA MY, IOWA 57240 (319) 351-8282 www.mnisconsultants.net Ohte I ROVbW 12-21-18 per dty oemmente 4dm ILLUSTRA T IVE CONCEPT PLAN HIGHWAY 1 AND MOSS RIDGE ROAD IOWA CITY JOHNSON COUNTY IOWA MMS CONSULTANTS, INC. °abo. 11-15-18 P",qwd by. Pbld B JDM. c4wm by, 5rab, JDM Ghwkod N, Swat No. 1 Pro�eck Nva IC 7596-102 or, CAPITAL SUBDIVISION IOWA CITY, IOWA OWNER: SUBDIVIDER: SUBDIVIDER'S ATTORNEY: n SLADEK LAND #2, LLC f M 41 , C. JOSEPH HOLLAND iti v------------------ . 4670 TAFT AVENUE SE PO BOX 3474 123 N. LINN STREET SUITE 300 � 5 IOWA CITY, IOWA 52240 IOWA CITY, IOWA 52244 IOWA CITY, IOWA 52244-2820 � r a . Oip LOCATION MAP NOT TO SCALE PLAT/PLAN APPROVED by the City of Iowa City City Clerk Date: UTILITY EASEMENTS, AS SHOWN HEREON, MAY OR MAY NOT, INCLUDE SANITARY SEWER LINES, AND/OR STORM SEWER LINES, AND/OR WATER LINES : SEE CONSTRUCTION PLANS FOR DETAILS. LEGAL DESCRIPTION - PRELIMINARY PLAT AUDITOR'S PARCEL 2018120, IOWA CITY, JOHNSON COUNTY, IOWA, IN ACCORDANCE WITH THE PLAT THEREOF RECORDED IN PLAT BOOK 62, AT PAGE 400, IN THE RECORDS OF THE JOHNSON COUNTY RECORDER'S OFFICE, CONTAINING 3.20 ACRES, AND SUBJECT TO EASEMENTS AND RESTRICTIONS OF RECORD. PRELIMINARY PLAT AND SENSITIVE AREAS PLAN CAPITAL SUBDIVISION IOWA CITY, IOWA PLAT PREPARED BY: OWNER: SUBDIVIDER: SUBDIVIDER'S ATTORNEY: MMS CONSULTANTS INC. SLADEK LAND #2, LLC ALLEN DEVELOPMENT, LLC C. JOSEPH HOLLAND 1917 S. GILBERT STREET 4670 TAFT AVENUE SE PO BOX 3474 123 N. LINN STREET SUITE 300 IOWA CITY, IOWA 52240 IOWA CITY, IOWA 52240 IOWA CITY, IOWA 52244 IOWA CITY, IOWA 52244-2820 / 685_ID OO� 0 O �T / O �Iu 4�/ 00 - - FL / / / M). 05 25 50 LOT ONE �R1 i g4 i 139,465 SF 3.20 AC I li OOp`fiP� I I I I ,� GRAPHIC SCALE IN FEET 690, / / O , O 10' SIDEWALK L /O NOTE: ALL EASEMENTS ADJACENT TO STREET RIGHT-OF-WAY ARE 15' UTILITY EASEMENTS, WITH SANITARY SEWER, STORM SEWER, & WATER MAIN EASEMENTS WHERE NECESSARY TO PROVIDE ADEQUATE EASEMENT WIDTH. ALL EASEMENTS SHALL BE MORE COMPLETELY LABELED AND DESCRIBED DURING COMPLETION OF THE FINAL PLAT. 'ITT, ��' p NPjl, / Q A=9'39'07" Z ` R=350.00' X36'43'20" L=58.96'(R)(M) R=384.00' T=29.55' — _L=246.11'(R)(M) T=127.45'N 8 CB= 7'02"W7 � / I I CB=N79'32'45"W —12 12* 2W- _ N 1O 1 2 X12 1 S82'05'35"W 3.22'(R)(M) Mass IR001F= IRDAID O 07(01ffs FAR00 C� 201301 2 IN AGGORDANGE WITH THE PLAT TIIEREOF RECORDED IN PLAT 60OK 57 AT PAGE O �r 386 OF THE RE( ORP6 Off �THE J 4 ) 687 / i N'Ltj)) 'elo z s o OBER / - XISTING FIRE / �O HYDRANT WITH 12" GATE VALVE STANDARD LEGEND AND NOTES PROPERTY &/or BOUNDARY LINES CONGRESSIONAL SECTION LINES ------------- - RIGHT-OF-WAY LINES — — - EXISTING RIGHT-OF-WAY LINES CENTER LINES EXISTING CENTER LINES LOT LINES, INTERNAL LOT LINES, PLATTED OR BY DEED — — — — — — — — - PROPOSED EASEMENT LINES - - - - - - - - - - - - - EXISTING EASEMENT LINES - BENCHMARK (R) - RECORDED DIMENSIONS 22-1 - CURVE SEGMENT NUMBER -EXIST- -PROP- - POWER POLE - POWER POLE W/DROP - POWER POLE W/TRANS - POWER POLE W/LIGHT - GUY POLE - LIGHT POLE OO - SANITARY MANHOLE 1,Y)" - FIRE HYDRANT O° g - WATER VALVE OO ® - DRAINAGE MANHOLE i1w O - CURB INLET X X - FENCE LINE ( - EXISTING SANITARY SEWER (� - PROPOSED SANITARY SEWER - EXISTING STORM SEWER :< - PROPOSED STORM SEWER W - WATER LINES E - ELECTRICAL LINES T - TELEPHONE LINES G - GAS LINES - - - - - - - - - - - CONTOUR LINES (1' INTERVAL) - PROPOSED GROUND - EXISTING TREE LINE 0 �EXISTING DECIDUOUS TREE & SHRUB - EXISTING EVERGREEN TREES & SHRUBS THE ACTUAL SIZE AND LOCATION OF ALL PROPOSED FACILITIES SHALL BE VERIFIED WITH CONSTRUCTION DOCUMENTS, WHICH ARE TO BE PREPARED AND SUBMITTED SUBSEQUENT TO THE APPROVAL OF THIS DOCUMENT. 3.20 ACRES CIVIL ENGINEERS LAND PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS ENVIRONMENTAL SPECIALISTS 1917 S. GILBERT ST. IOWA CITY, IOWA 52240 (319)351-8282 www.mmsconsultants.net Date Revision 04-22-19 PER CITY COMMENTS -KLE PRELIMINARY PLAT AND SENSITIVE AREAS PLAN CAPITAL SUBDIVISION IOWA CITY JOHNSON COUNTY IOWA MMS CONSULTANTS, INC. Date: DATE Designed by: Field Book No: RLA Drawn by: Scale: .InM 1 ".Fn' Checked by: RLA Sheet No: Project No: IOWA CITY 7596-102 of: 1 Planning and Zoning Commission May 16, 2019 Page 2 of 14 1. Any new residential development in the subject area must satisfy the affordable housing requirements set forth in section 14-2G-8 of the City Code. 2. The developer shall dedicate 40' of right-of-way along the west side of the S. Gilbert St. frontage to the City. By a vote of 5-0 the Commission recommends City Council forward a letter to the Johnson County Board of Adjustment, recommending that an application submitted by S & G Materials to Johnson County for a conditional use permit to expand its hours of operation for the mining of sand and gravel materials at 4059 Izaak Walton Road SE be approved subject to the existing conditions with a note the Johnson County Board of Adjustment address concerns regarding amplified sound in the evenings. CALL TO ORDER: Hensch called the meeting to order at 7:00 PM. PUBLIC DISCUSSION OF ANY ITEM NOT ON THE AGENDA: None. CASE NO. SUB19-2: Applicant: Allen Development Location: Northwest corner of Moss Ridge Road and Highway 1 An application submitted by Allen Development for a Preliminary Plat and Sensitive Areas Development Plan for the Capital Subdivision, a 1 -lot, 3.20 -acre commercial subdivision located at the northwest corner of Moss Ridge Road and Highway 1. Russett began the staff report with a map of the project site, as well as a zoning map of the area. Russett noted the area was rezoned earlier this year to Commercial Highway and there were five conditions associated with that rezoning: 1. Prior to the issuance of a certificate of occupancy, closure and removal of the access road off of Highway 1. 2. No building permit shall be issued for the subject property until the City Council approves a final plat thereof that conforms to the zoning boundaries. 3. General conformance with the concept plan only in that a principal building must occupy the corner of Moss Ridge Road and Highway 1. 4. Prior to the issuance of a certificate of occupancy, installation of a 10 -foot wide sidewalk along Highway 1, as well as a pedestrian crossing across Moss Ridge Road and pedestrian ramps on the northern and southern portions of Moss Ridge Road. 5. Any development of the subject property shall be done in accordance with a detailed landscaping plan to be approved by the City Forester to ensure the development aligns Planning and Zoning Commission May 16, 2019 Page 3 of 14 with the comprehensive plan's goal of preserving and enhancing the entranceways to the city. Russett showed the concept plan that was submitted with the rezoning and noted the area is designated as office, research development in the City's Comprehensive Plan. It was originally intended for office use but the rezoning went through because the area would provide commercial support to the area employment centers that are in the area. The preliminary plat shows the 10 -foot sidewalk along Highway 1 and a 5 -foot sidewalk along Moss Ridge Road with pedestrian ramps and crossings across Moss Ridge Road. The preliminary plat also shows the access from Highway 1 would be closed. Russett stated according to FEMA data, this area is located in the 100 -year and 500 -year floodplain; however, in 2015 the property owner obtained permits from the City to fill in the site and raise it above the 500 -year floodplain. The applicant has summited a map revision which has been reviewed by staff and forwarded on to FEMA so the floodplain maps will eventually be updated to show the current elevations. Regardless any project developed on this site will have to be compliant with the City's floodplain management ordinance if it is still in a floodplain. Russett stated the next steps the preliminary plat and sensitive areas development plan along with the final plat will go to City Council and if then if the applicant and developer are ready to move forward with the site plan the stormwater management and floodplain management will be reviewed at that time. Staff recommends approval of SUB19-2, an application submitted by Allen Development for a preliminary plat of the Capital Subdivision, 1 -lot, 3.20 -acre commercial subdivision located at the northwest corner of Highway 1 and Moss Ridge Road. Hensch opened the public hearing. John Yapp (Allen Development) came forward to answer any questions the Commission might have. Hensch asked about the application for permits to raise the area above the 500 -year floodplain Yapp noted that was done by the previous property owner and the work has been completed. Yapp added there may still be an area in the floodplain but that will be where the stormwater management will be. Hensch closed the public hearing. Parsons moved to recommend approval of SUB19-2, an application submitted by Allen Development for a preliminary plat of the Capital Subdivision, 1 -lot, 3.20 -acre commercial subdivision located at the northwest corner of Highway 1 and Moss Ridge Road. Signs seconded the motion. A vote was taken and the motion passed 5-0. CASE NO. 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GILBERT ST. IOWA CITY, IOWA 52240 (319) 351-8282 www.mmsconsultants.net Date Revision 04/11/19 PER JEL REVIEW 05-07-19 CITY REVIEW -JDM 06-06-19 CITY REVIEW -NPB FINAL PLAT CAPITAL SUBDIVISION AUDITOR'S PARCEL 2018020 IN THE SOUTHEAST QUARTER OF THE NORTHWEST QUARTER OF SECTION 36, TOWNSHIP 80 NORTH, RANGE 6 WEST, OF THE FIFTH PRINCIPAL MERIDIAN IOWA CITY JOHNSON COUNTY IOWA MMS CONSULTANTS, INC. Date: 04-03-2019 De5igned by: Field Book No: RLA Drawn by: Scale: RLW 1"=100' Ghecked by: Sheet No: JEL 1 Project NO: IC 7596-102 of: 1 wJ O� o ,. o U r z - w 5 �� o 0 O F W O CL Z 0 Q L V) O w CL N U) N 0 O N 3 i CL m w o N W LLj E v 0 O'fZ QU w 0' z Li a Q�-j W N U N (D C i N U m N d a W 0 p O N Z� �y U •T - ry Zoo O > E N N 0- co W O U Lu N = U =a~ wZ 20-0 Oy 0 F- �; N a �; 3 } C 00 N 'O Za 00 0 UJW =Zw m 0 3 C y T U o U .'�.. •L > >' Z O N Z' _ 7 0 y x U N U J ` L cn aW <00 } N 7 U Nw Tp 5 0 w N O N W ty 0.0 Qo Zx- Zz0 W< w 0, Z w x WZ WQ� iO iR I-- a \\\\\�JPv a U i -z= a' w = ao �0M _�- a o w Z_ J g N //��0//��N��I�III�IIlllllll\VAAOAAAAA��\\\4 w m w O U RA RA S CIVIL ENGINEERS LAND PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS ENVIRONMENTAL SPECIALISTS 1917 S. GILBERT ST. IOWA CITY, IOWA 52240 (319) 351-8282 www.mmsconsultants.net Date Revision 04/11/19 PER JEL REVIEW 05-07-19 CITY REVIEW -JDM 06-06-19 CITY REVIEW -NPB FINAL PLAT CAPITAL SUBDIVISION AUDITOR'S PARCEL 2018020 IN THE SOUTHEAST QUARTER OF THE NORTHWEST QUARTER OF SECTION 36, TOWNSHIP 80 NORTH, RANGE 6 WEST, OF THE FIFTH PRINCIPAL MERIDIAN IOWA CITY JOHNSON COUNTY IOWA MMS CONSULTANTS, INC. Date: 04-03-2019 De5igned by: Field Book No: RLA Drawn by: Scale: RLW 1"=100' Ghecked by: Sheet No: JEL 1 Project NO: IC 7596-102 of: 1 wJ O� r z - w 5 O F W O Z 0 Q L d O w m w o N W LLj E 0 O'fZ QU w 0' z Li a Q�-j W i m N d a W U Z� ry Zoo O 0- co W O U Lu Q = U =a~ wZ 0 F- �; N a �; } 3 Z 0 3 W w Za Q �~ UJW =Zw m Q. O N D N U) I— aW <00 } U Nw ui<ZLLJZ Zx- Zz0 W< w 0, Z w x WZ WQ� I-- a a U Y i a N a- W W �' W S Z_ J g N F }00_ }V)~ w m w O U F- F z> m a I O H U 2� a DHOW U � RA RA S CIVIL ENGINEERS LAND PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS ENVIRONMENTAL SPECIALISTS 1917 S. GILBERT ST. IOWA CITY, IOWA 52240 (319) 351-8282 www.mmsconsultants.net Date Revision 04/11/19 PER JEL REVIEW 05-07-19 CITY REVIEW -JDM 06-06-19 CITY REVIEW -NPB FINAL PLAT CAPITAL SUBDIVISION AUDITOR'S PARCEL 2018020 IN THE SOUTHEAST QUARTER OF THE NORTHWEST QUARTER OF SECTION 36, TOWNSHIP 80 NORTH, RANGE 6 WEST, OF THE FIFTH PRINCIPAL MERIDIAN IOWA CITY JOHNSON COUNTY IOWA MMS CONSULTANTS, INC. Date: 04-03-2019 De5igned by: Field Book No: RLA Drawn by: Scale: RLW 1"=100' Ghecked by: Sheet No: JEL 1 Project NO: IC 7596-102 of: 1 Prepared by: Jade Pederson, Planning Intern, 410 E. Washington St., Iowa City, IA 52240 (SUB19-2) Resolution No. 19-174 Resolution Approving the Preliminary and Final Plats of Capital Subdivision, Iowa City, Iowa. Whereas, the owner, Allen Development, L.L.C. filed with the City Clerk the preliminary and final plats of The Capital Subdivision, Iowa City, Iowa, Johnson County, Iowa; and Whereas, said subdivision is located on the following -described real estate in Iowa City, Johnson County, Iowa, to wit: AUDITOR'S PARCEL 2018120 IN THE SOUTHEAST QUARTER OF THE NORTHWEST QUARTER OF SECTION 36, TOWNSHIP 80 NORTH, RANGE 6 WEST, OF THE FIFTH PRINCIPAL MERIDIAN, IOWA CITY, IOWA, IN ACCORDANCE WITH THE PLAT THEREOF RECORDED IN PLAT BOOK 62 AT PAGE 400 OF THE RECORDS OF THE JOHNSON COUNTY RECORDER'S OFFICE. Whereas, the Neighborhood and Development Services Department and the Public Works Department examined the proposed preliminary and final plat, and recommended approval; and Whereas, the Planning and Zoning Commission examined the preliminary plat and, after due deliberation, recommended acceptance and approval of the plat; and Whereas, a dedication has been made to the public, and the subdivision has been made with the free consent and in accordance with the desires of the owners; and Whereas, said final plat is found to conform with Chapter 354, Code of Iowa (2019) and all other state and local requirements. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The said preliminary and final plats located on the above-described real estate be and the same are hereby approved. 2. The City accepts the dedication of easements as provided by law. 3. The Mayor and City Clerk of the City of Iowa City, Iowa, are hereby authorized and directed, upon approval by the City Attorney, to execute all legal documents relating to said subdivision, and to certify a copy of this resolution, which shall be affixed to the final plat after passage and approval by law. The City Clerk shall record the legal documents and the plat at the office of the County Recorder of Johnson County, Iowa at the expense of the owner/subdivider, Resolution No. 19-174 Page 2 Passed and approved this 2nd day of July 2019 M or Approved by Attest: City Clerk City Attorney's Office s /3dl t 7 It was moved by Thomas an seconded by Teague the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Cole x Mims X Salih X Taylor Teague x Thomas x Throgmorton pcdAemp1ales2Combinetl Prelim and Final Plat - Resolution. Ooc.tloc Item 9.d.: Capital Subdivision -Preliminary and Final Plat SUB19-02 Resolution approving the preliminary and final plats of Capital Subdivision, Iowa City, Iowa. (Deferred from 6/4 and 6/18 meeting) Conditions placed at Rezoning 1. Prior to the issuance of a certificate of occupancy, closure and removal of the access road off of Highway 1. 2. No building permit shall be issued for the subject property until the City Council approves a final plat thereof that conforms to the zoning boundaries. 3. General conformance with the concept plan only in that a principal building must occupy the corner of Moss Ridge Road and Highway 1. 4. Prior to the issuance of a certificate of occupancy, installation of a 10 -foot wide sidewalk along Highway 1, as well as a pedestrian crossing across Moss Ridge Road and pedestrian ramps on the northern and southern portions of Moss Ridge Road. 5. Any development of the subject property shall be done in accordance with a detailed landscaping plan to be approved by the City Forester to ensure the development aligns with the comprehensive plan's goal of preserving and enhancing the entranceways to the city. ILLUSTRATIVE CONCEPT PLAN j HIGHWAY 1 AND MOSS RIDGE ROAD IOWA CITY. IOWA G1]5%V59fi-10Ai696�1Ot%Ary.iL21R0101R929 VM r s / STORMWATER / l DETENTION Y / SRN g / m .GRAPHIHl C 1' SCALE l IN FEET =fig OIVILENGINEERS IANI PWNNERS UNO SURVEYORS WNDSCAPEARCHITECTS EWRONMENTALSPECWlSB 1917 B. GILBERT BT. IOWACITY, IO A52200 (319)351- www.mm9m119ulfenb.nM ww R.vIY'.n 1Z 113 padlyom ww-pm ILLUSTRATIVE CONCEPT PLAN HIGHWAY 1 AND MOSS RIDGE ROAD IOWA CITY JOHNSON COUNTY IOWA MMS CONSULTANTS, INC ---- 11-15-18 .0r] by. PewP W. JDM pon u9 snie JDM 1"-W' LM1er1M F.y. Are[ Ib. F yLGe. IC 7595-102 on 1 CAPITAL SUBDIVISION OWA CIN, IOWA IT LOT ONE PNp A,._A RE I 3.20 ACRES M M s CIVIL ENGINEERS UNC HDRI NERS LAND SURVEYORS UNCSCAPEARCHITECTS EWRDWENTAL SPECIALISTS 19 A GILDERNST I c'RlI READ A 4�N DZUE IN FEET STANDARD LEGEND AND NOTES PRELIMINARY PLAT °E ��""LNOR- IN." AND SENSITIVE -_ _-- - 1 -y -A AREAS PLAN RAPHR, P TuxO NN.- CAPITAL W:p SUBDIVISION ANN RA �.. yANN, IOWA CITY yy _ JOHNSON COUNTY IOWA AN TE -9: JUNAN MMS CONSULTANTS, INC. - - - - -xzz p' wmm�VANN.DATE wgmAANNmvxa PIATIPLANAPPROVED PRELIMINARY PLAT AND SENSITIVE AREAS PLAN City of Iowa City CAPITAL SUBDIVISION IOWA CITY, IOWA DR.. N.A.NINE E"ADI NO ISUDEN LAN02 LLC ALLEN DEVEICPMENT, LLC 0 JOSEFPHHRH50YAXwy� IN 'DNNIX Z4ETO COHNN nazcT TO usuFNS AND AFsmrntxs m R -no. DID APAN A" -a ... RE I 3.20 ACRES M M s CIVIL ENGINEERS UNC HDRI NERS LAND SURVEYORS UNCSCAPEARCHITECTS EWRDWENTAL SPECIALISTS 19 A GILDERNST I c'RlI READ A 4�N DZUE IN FEET STANDARD LEGEND AND NOTES PRELIMINARY PLAT °E ��""LNOR- IN." AND SENSITIVE -_ _-- - 1 -y -A AREAS PLAN RAPHR, P TuxO NN.- CAPITAL W:p SUBDIVISION ANN RA �.. yANN, IOWA CITY yy _ JOHNSON COUNTY IOWA AN TE -9: JUNAN MMS CONSULTANTS, INC. - - - - -xzz p' wmm�VANN.DATE wgmAANNmvxa Floodplain Located in 100 and 500 -year Floodplain per FEMA data Property owner obtained permits in 2015 to fill in site above 500 -year floodplain Compliance with floodplain management ordinance required at site plan review Annexed into the City, Zoned IC -RP Rezoning from Interim Development - Research Park (ID -RP) to Highway Commercial (CH -1) (March 2019) Preliminary Plat & Sensitive Areas Development Plan-P&Z recommendation to City Council Final Plat -City Council by Resolution Final Sensitive Areas Site Plan -City Staff Development Plan & Planning Commission Recommendation The Planning & Zoning Commission recommends approval of SUB19-02, an application submitted by Allen Development for a preliminary plat of the Capital Subdivision, 1 -lot, 3.20 -acre commercial subdivision located at the northwest corner of Highway 1 and Moss Ridge Road. Item Number: 10. ®I CITY OF IOWA CITY u► �� COUNCIL ACTION REPORT July 2, 2019 Resolution approving plans, specifications, form of contract, and estimate of cost for the construction of the City Hall Boiler and BAS Improvements Project, establishing amount of bid security to accompany each bid, directing City Clerk to post notice to bidders, and fixing time and place for receipt of bids. Prepared By: Brett Zimmerman Reviewed By: Kumi Morris, Facilities Manager Jason Havel, City Engineer Juli Seydell-Johnson, Parks and Recreation Director Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: The estimated cost is $487,000 and will be funded by account #R4129 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: This agenda item begins the bidding process for the City Hall Boiler and BAS Improvements Project. This project includes removal of existing boiler systems, installation of two high efficiency condensing type boilers, replacement and reconfiguration of the pumping/piping systems, new direct digital controls for the new components, and integration into the City's Niagara based Building Automation System (BAS). Additionally, the project will include temperature controls upgrades to integrate the existing HVAC systems into the City's Niagara based Building Automation System. Background /Analysis: City Hall's boiler system is designed to cycle between two boilers for longevity and redundancy of the system. The existing system has been in operation since 1992 and is currently operating on one boiler. One boiler is completely non -operational and the remaining, functioning boiler, is estimated to have three to four years of life remaining. With the complete replacement of the boiler system, thermal efficiencies will be increased by approximately 12% and redundancy will be added for emergency situations. With improved thermal efficiency, the City will be eligible for energy rebates through MidAmerican Energy. This project also includes work related to the temperature controls system. The existing temperature controls system is primarily a mix of standalone pneumatically controlled systems and outdated Direct Digital Controls systems, all of which are limited from the standpoint of energy management and asset management capabilities. The proposed controls upgrades will integrate the existing HVAC systems into the City's Niagara based Building Automation System. These upgrades will result in reductions in energy consumption and energy cost as well as reduced maintenance costs. Project Timeline: Hold Public Hearing — July 2, 2019 Bid Letting — July 30, 2019 Award Date —August 6, 2019 Construction Start — August 12, 2019 Final Completion — February 28, 2019 ATTACHMENTS: Description Resolution Prepared by: Brett Zimmerman, Public Works, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5044 Resolution No. 19-175 Resolution approving plans, specifications, form of contract, and estimate of cost for the construction of the City Hall Boiler and BAS Improvements Project, establishing amount of bid security to accompany each bid, directing City Clerk to post notice to bidders, and fixing time and place for receipt of bids. Whereas, notice of public hearing on the project manual and estimate of cost for the above- named project was published as required by law, and the hearing thereon held; and Whereas, the City Engineer or designee intends to post notice of the project on the website owned and maintained by the City of Iowa City; and Whereas, funds for this project are available in account # R4129 Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: The project manual and estimate of cost for the above-named project are hereby approved. 2. The amount of bid security to accompany each bid for the construction of the above- named project shall be in the amount of 10% (ten percent) of bid payable to Treasurer, City of Iowa City, Iowa. 3. The City Clerk is hereby authorized and directed to post notice as required in Section 26.3, not less than 13 days and not more than 45 days before the date of the bid letting, which may be satisfied by timely posting notice on the Construction Update Network, operated by the Master Builder of Iowa, and the Iowa League of Cities website. 4. Sealed bids for the above-named project are to be received by the City of Iowa City, Iowa, at the Office of the City Clerk, at the City Hall, before 2:30 p.m. on the 30Th day of July, 2019. At that time, the bids will be opened by the City Engineer or his designee, and thereupon referred to the City Council of the City of Iowa City, Iowa, for action upon said bids at its next regular meeting, to be held at the Emma J. Harvat Hall, City Hall, Iowa City, Iowa, at 7:00 p.m. on the 6th day of August, 2019, or at a special meeting called for that purpose. Passed and approved this 2nd day of July 2019. Ma or Attest: City Clerk +1 City Attorney's Office 64)- -l� N Resolution No. 19-175 Page 2 It was moved by Cole adopted, and upon roll call there were: Ayes: x x x x x x and seconded by 'Teague the Resolution be Nays: Absent: Cole Mims x Salih Taylor Teague Thomas Throgmorton