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HomeMy WebLinkAbout2021-05-04 ResolutionItem Number: 6.b. >< _ 4 CITY OE IOWA CITY www.icgov.org May 4, 2021 Motion approving the appointment of Anna Van Heukelom as the City Council Liaison and Ellie Miglin as the Alternate City Council Liaison from the Iowa Undergraduate Student Government (USG) to the City Council until May 1, 2022. I,il_Ta:ILTA l21,111&5 Description Ryan Longenecker: USG Appointments Dear City Council, The new Undergraduate Student Government administration for the 2021-2022 academic year will officially begin on May 1St, 2021. The new executives have been nominated and confirmed, and it is my honor to inform you that Anna Van Heukelom and Ellie Miglin have been appointed as City Liaison and Deputy City Liaison, respectively. It has been an honor and a privilege serving as the City Liaison for the past year, and I thank you all for the opportunity to serve. I have full confidence in Anna and Ellie, and they will do an excellent job continuing the work that we did this past year. I hope that they will have more opportunities to meet with you in person as we reach the end of the pandemic and return to some sense of normalcy. I wish them the best of luck in their roles, and I am excited to see what they accomplish. Regards, Ryan Longenecker Item Number: 6.c. r CITY OF IOWA CITY ®� COUNCIL ACTION REPORT May 4, 2021 Resolution Naming Depositories. Prepared By: Brian Cover, Senior Accountant Reviewed By: Dennis Bockenstedt, Finance Director Fiscal Impact: No impact Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: The City of Iowa City maintains a list of financial institutions authorized to be depositories of the city's funds. The list that is on file needs to be updated to reflect changes that have occurred. Background /Analysis: The West Bancorporation, Inc. maximum balance is being raised from $35,000,000 to $75,000,000 to accommodate increased investments and the local location address is being changed to the Coralville address. The resolution naming depositories being presented would update the list of financial institutions that the City of Iowa City maintains. ATTACHMENTS: Description resolution (C,r Prepared by: Dennis Bockenstedt, Finance Director, 410 E. Washington St., Iowa City, IA 52240 (319)356-5053 Resolution No. 21-108 Resolution Naming Depositories 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 list of financial institutions to be depositories of the City of Iowa City funds in conformance with applicable provisions of Iowa Code Chapter 12C.2. The Finance Director is hereby authorized to deposit the City of Iowa City funds in amounts not to exceed the maximum approved for each respective financial institution as set out below. Maximum Balance Maximum Balance Depository in effect under in effect under Name Location of Home Office Local Location prior resolution this resolution U.S. Bank N.A. 800 Nicollet Mall 204 E Washington St 65,000,000.00 65,000,000.00 Minneapolis, MN 55402 Iowa City, IA 52240 MidWestOne Bank Hills Bank & Trust Co. West Bancorporation, Inc. Bank of the West Wells Fargo Bank, N.A. Green State Credit Union CBI Bank & Trust Farmers & Merchants Savings Bank Two Rivers Bank & Trust 102 S Clinton St Same Iowa City, IA 52244-170C 131 Main St 201 S Clinton St Hills, IA 52235 Iowa City, IA 52240 1601 22nd St., Suite 209 401 10th Ave West Des Moines, IA 50266 Coralville, IA 52241 P.O. Box 73850 800 22nd Ave Cedar Rapids, IA 52407-3850 Coralville, IA 52241 666 Walnut St Des Moines, IA 50309 2355 Landon Road North Liberty, IA 52317 140 Holiday Rd Coralville, IA 52241 200 N Devoe Lone Tree, IA 52755 222 N Main St Burlington, IA 52601 Cedar Rapids Bank & Trust 201 1st St SE Cedar Rapids, IA 52401 Bankers Trust NXT Bank Hiawatha Bank & Trust Great Westen Bank 221 Third Ave SE Cedar Rapids, IA 52406 1192nd St, Ste 100 Coralville, IA 52241 777 N Center Point Rd Hiawatha, IA 52233 225 South Main Ave Sioux Falls, SD 57104 103 E College St Iowa City, IA 52240 500 Iowa Ave Iowa City, IA 52244-2240 Same 2235 Marmon Trek Blvd Iowa City, IA 52246 3292 Ridgeway Dr, Ste A Coralville, IA 52241 Same Same Same Same 655 Community Dr North Liberty, IA 52317 150,000,000.00 25,000,000.00 35,000,000.00 75,000,000.00 50,000,000.00 50,000,000.00 15,000,000.00 15,000,000.00 15,000,000.00 50,000,000.00 20,000,000.00 10,000,000.00 2,000,000.00 100,000,000.00 150,000,000.00 25,000,000.00 75,000,000.00 75,000,000.00 50,000,000.00 50,000,000.00 15,000,000.00 15,000,000.00 15,000,000.00 50,000,000.00 50,000,000.00 10,000,000.00 2,000,000.00 100,000,000.00 Resolution No, 21-108 Page 2 Regions Bank 8182 Maryland Ave, 11th Floor 510 A Ave 100,000,000.00 100,000,000.00 Clayton, MO 63105 Vinton, IA 52349 The Bancorp 409 Silverside Rd, Ste 105 None 1,000,000.00 1,000,000.00 Wilmington, DE 19809 Alpine Bank 2200 Grand Ave None 1,000,000.00 1,000,000.00 Glenwood Springs, CO 81601 Passed and approved this 4th day of May .2021 Approved Attest: 1 City cwuc City Attorney's Office — 04/28/2021 C:\Users\mcookWppData\Local\Microsoft\Windows\INetCache\Content.Outlook\R7HIL567\Bank resolution May 4 2021.xis Page 2 Resolution No. 21-1 Page 3 It was moved by Salih and seconded by Bergus the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: % Bergus % Mims x Salih X Taylor % Teague x Thomas % Weiner Item Number: 6.d. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution amending budgeted positions in the Communications Division of the City Manager's Office by adding one full-time Public Safety Information Officer position in FY21 and to replace the approved Public Safety Specialist position in the FY22 budget and amending the AFSCME pay plan by adding the position of Public Safety Information Officer to grade 14. Prepared By: Ashley Monroe, Assistant City Manager Reviewed By: Geoff Fruin, City Manager Fiscal Impact: The position was funded in the adopted FY 22 budget Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: The FY22 budget authorizes the City to hire one full-time Public Safety Specialist position to support official City communications for the Iowa City Fire and Police Departments. Due to refinements to the intended responsibilities of the role and the demonstrated need, amendments to the FY21 and FY22 budgets, as well as the AFSCME pay plan are required. With approval, a Public Safety Information Officer position will replace the Public Safety Specialist position and be added at grade 14 to the pay plan. Background /Analysis: The position was included in the recently approved FY22 budget with the title Public Safety Specialist. This resolution requests the addition of the Public Safety Information Officer to the current FY21 budget, a replacement of the formerly projected title of Public Safety Specialist in the FY22 budget, and the addition of the Public Safety Information Officer at grade 14 in the AFSCME pay plan. The responsibilities of the Public Safety Information Officer will focus upon transparent and timely communications on behalf of the fire and police departments, represent public safety at events, meetings, and in interviews with media and the public. The City also has a vested interest in promoting community resources that support mental and emotional well-being. In addition to these duties, the Public Safety Information Officer will also supplement the City's general communications operations as needed. ATTACHMENTS: Description resod itior Prepared by: Shannon McMahon, Communications Coordinator, 410 E. Washington Sl, Iowa City, IA 52240 (319) 356-5058 Resolution No. 21-109 Resolution amending budgeted positions in the Communications Division of the City Manager's Office by adding one full-time Public Safety Information Officer position in FY21 and to replace the approved Public Safety Specialist position in the FY22 budget and amending the AFSCME pay plan by adding the position of Public Safety Information Officer to grade 14. Whereas, Resolution No. 20-82, adopted by the City Council on March 24, 2020, authorized budgeted positions in the Communications Division of the City Manager's Office for FY21; and Whereas, Resolution No. 21-73, adopted by the City Council on March 16, 2021 authorized budgeted positions in the Communications Division of the City Manager's Office for FY22; and Whereas, Resolution No. 17-14, adopted by the City Council on January 2, 2017, established a classification and compensation plan for AFSCME employees; and Whereas, the Public Safety Information Officer position will support timely, transparent, and coordinated communications on behalf of the fire and police departments; and Whereas, the Public Safety Information Officer will represent public safety at various events, meetings, and in interviews with media and the public; and Whereas, the Public Safety Information Officer will assist the City's general communications operations, as well as effectively engage the public and share general public safety information and resources available which support comprehensive mental and emotional well- being; and Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The budgeted positions in the Communications Division of the City Manager's Office be amended by: a. Adding one full-time Public Safety Information Officer in the FY21 budget. b. Replacing the approved full-time Public Safety Specialist position in the FY22 budget with one full-time Public Safety Information Officer position. 2. The AFSCME pay plan be amended by adding the position of Public Safety Information Officer, grade 14. Passed and approved this 4th day of May _,2021 I Mayor Attest: _1& t C ' a , ___W, , (C , City Clerk i Approved City Attorney's Office — 04/29/2021 Resolution No. 21-109 Page 2 It was moved by Salih and seconded by Bergus the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: Bergus Mims Salih Taylor Teague Thomas Weiner Item Number: 6.e. CITY OF IOWA CITY `���� COUNCIL ACTION REPORT May 4, 2021 Resolution amending budgeted positions in the Engineering Division of the Public Works Department by adding one full-time Civil Engineer position. Prepared By: Jason Havel, City Engineer Reviewed By: Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: Annual estimated cost increase of $102,820 (step 1) to $120,108 (step 6) annually, based on the FY22 pay plan and benefits Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: The City has experienced a recent increase in private utility construction and we expect to see a significant increase in broadband infrastructure throughout the City in the coming years. After evaluating current staffing levels and workloads, staff has concerns regarding the City's ability to accommodate the anticipated utility installations and expansions in a timely and efficient manner. This item adds one full-time Civil Engineer position to the Engineering Division that will assist with processing utility permits and public improvement projects. Background /Analysis: The City has experienced an increase in private utility infrastructure construction in recent years. Included in the installation process, private utility companies are required to obtain permits from the City, including for work within the ROW. In processing the permit applications, City staff reviews the proposed routes and construction plans, and provides limited inspection of construction activities. In addition to the recent increase in utility infrastructure work, the City expects to see rapidly expanding broadband infrastructure over the coming years. This increase will place a significant strain on the City's ability to process the necessary permits in a timely manner. The proposed Civil Engineer position would assist in the plan review and management necessary to permit these utility expansions, as well as other capital improvement projects throughout the community. ATTACHMENTS: Description Resolution Prepared by: Ron Knoche, Public Works Director, 410 E. Washington St, Iowa City, IA 52240 (319) 356-5138 Resolution number 21-110 Resolution amending budgeted positions in the Engineering Division of the Public Works Department by adding one full-time Civil Engineer position. Whereas, Resolution No. 20-82, adopted by the City Council on March 24, 2020, authorized budgeted positions in the Engineering Division of the Public Works Department for FY21; and Whereas, Resolution No. 21-73, adopted by the City Council on March 16, 2021 authorized budgeted positions in the Engineering Division of the Public Works Department for FY22; and Whereas, the City has experienced an increase in private utility infrastructure construction in recent years; and Whereas, City staff has become aware of additional plans to rapidly expand private broadband infrastructure within the City over the coming years; and Whereas, additional staff is needed to assist in the plan review and management necessary to permit these significant utility expansions and other capital improvement projects. Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: The budgeted positions in the Engineering Division of the Public Works Department be amended by adding one full-time Civil Engineer position. Passed and approved this 4th day of May 2021. yor I J Approv b Attest: Y 111 ��� ��� Ci y Clerk \ City Attorney's Office - 04/28/2021 It was moved by salih and seconded by Bergus the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: X Bergus x Mims X Salih X Taylor X Teague X Thomas X Weiner Item Number: 6.f. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution authorizing agreement between the City of Iowa City and the Iowa City Library Board of Trustees and the American Federation of State, County And Municipal Employees, Local #183, AFL-CIO, to be effective July 1, 2021 through June 30, 2026. Prepared By: Karen Jennings, Human Resources Administrator Reviewed By: Ashley Monroe, Assistant City Manager Rachel Kilburg, Assistant to the City Manager Fiscal Impact: Wage and insurance terms are expected to fall within future budget parameters Recommendations: Staff: Approval Commission: NA Attachments: Resolution AFSCME collective bargaining agreement for FY22-FY26 Executive Summary: The current AFSCME collective bargaining agreement expires June 30, 2021. The City participated in collective bargaining with AFSCME in accordance with Chapter 20 of the Iowa Code. After exchanging initial proposals on February 4, 2021 and February 18, 2021, the parties participated in negotiations on February 18, 2021 reaching tentative five year agreements with both the AFSCME (mixed) group and AFSCME (Transit) group. These tentative agreements were negotiated separately as Transit staff retain broader bargaining rights than other AFSCME staff, including the ability to bargain subjects (such as insurance) that are prohibited for non-public safety unions. The contract Section applicable to the AFSCME (Mixed) group excludes subjects of bargaining now prohibited by the State of Iowa for non-public safety, non -transit employees, while the provisions which remain permitted subjects of bargaining are retained in the Section which applies to Transit employees. The tentative agreements were approved by City Council and ratified by the union. Background /Analysis: The AFSCME union agreement was settled for a term of five years. Negotiated wage adjustments for all AFSCME positions provide for a 2.5% across the board (ATB) increase in J my 2021, 2.25% in J my 2022, 2% in J my 2023, 2.25% in J my 2024, and a wage re -opener for July 2025. The insurance terms included in the Transit section of the agreement reflect that the plan design and contribution rates shall match the health insurance set forth in the Iowa City Police contract that expires on June 30, 2025. Those terms include an increased deductible of $750 single and $1200 family in FY22 and $800 single and $1600 family in FY23-FY25. Out of pocket maximum increases to $1250 single and $2250 family in FY22 and $1300 single and $2600 family in FY23- FY25. Premium contribution for full-time employees will be 10% of total premium in FY22, 11 % of premium in FY23 and FY24 and 12% of premium in FY25. There will be an insurance re -opener for Transit positions for FY26. The agreement also removes all contract provisions which pertain to prohibited subjects of bargaining for non-TransitAFSCME positions including insurance, transfer procedures, evaluation procedures, staff reduction procedures, dues deduction, supplemental pay, subcontracting procedures, political payroll deductions, and leaves of absence for political activities. Finally, the agreement provides for the deletion of the Side Letter titled "Appendix D Classification Review Process." ATTACHMENTS: Description Resolution AFSCME Contract - FY22-FY26 Prepared by: Karen Jennings, Human Resources Administrator, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5025 Resolution no. 21-111 Resolution authorizing agreement between the City of Iowa City and the Iowa City Library Board of Trustees and the American Federation of State, County and Municipal Employees, Local #183, AFL-CIO, to be effective July 1, 2021 through June 30, 2026. Whereas, the City of Iowa City, Iowa, and the Iowa City Library Board of Trustees and the American Federation of State, County, and Municipal Employees, Local #183, AFL-CIO, (hereinafter "the Union"), through their designated bargaining representatives, have negotiated a collective bargaining agreement (hereinafter, the "Agreement") to be effective July 1, 2021 through June 30, 2026, a copy of which Agreement is attached to this resolution and by this reference made a part hereof; and Whereas, the City desires to approve the Agreement, finding that it will promote efficient municipal operations, thereby providing residents of the community with municipal services. Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: 1. The above -referenced Agreement between the City and the Union is hereby approved by the City. 2. The Mayor is hereby authorized and directed to sign, and the City Clerk to attest, the Agreement. Passed and approved this 4th day of Mav 2021 Mayor Attest:) CC y City Attorney's Office (Eric Goers - 04/27(2021) It was moved by salih and seconded by Bergus the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: Bergus Mims Salih Taylor Teague Thomas Weiner AGREEMENT BETWEEN CITY OF IOWA CITY IOWA CITY LIBRARY BOARD OF TRUSTEES AND THE AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES LOCAL #183, AFL-CIO JULY 1, 2021 TO JUNE 30, 2026 mgn ,OunlonsWs=0e 183ag.dw TABLE OF CONTENTS Section A - AFSCME (Mixed) PREAMBLE........................................................................................................................................... A-1 ARTICLE1 RECOGNITION.........................................................................................................A-2 ARTICLE 2 MANAGEMENT RIGHTS....................................................................................... A-2 ARTICLE 3 NO STRIKE --NO LOCKOUT................................................................................A-3 ARTICLE 4 BULLETIN BOARDS ................................................. .............................................. A-3 ARTICLE 5 BUSINESS AGENTS.............................................................................................. A-3 ARTICLE6 (Reserved).................................................................................................................. A-3 ARTICLE 7 - HOURS OF WORK, ....................................... ........................................................ A-4 ARTICLE8 OVERTIME .......................... ..................................... .................................................. A-6 ARTICLE9 HOLIDAYS.................................................................................................................. A-9 ARTICLE10 VACATIONS .............................. .................... ............... ......................................... A-10 ARTICLE 11 SICK LEAVE ................... ................ ......... ................................ .............................. A-11 ARTICLE 12 - SPECIAL LEAVES............................................................................................... A-13 ARTICLE13 SENIORITY ......................... ............... .......... .................................................... ...... A-17 ARTICLE 14 DISCIPLINE...........................................................................................................A-18 ARTICLE15— (Reserved) ... ................. ............... ....................................................................... ...A-18 ARTICLE16 -- SAFETY.................................................................................................................. A-19 ARTICLE 17 --PERSONNEL TRANSACTIONS.................................................................... A-19 ARTICLE18 -- (Reserved)., ................. ........ ......... .............................................. ............. ... A-20 ARTICLE 19 -- RECOVERY AND REHABILITATION PROGRAM .................................... A-20 ARTICLE 20 -- GRIEVANCE PROCEDURE., .................... .................... ............................. ... A-20 ARTICLE21 PAY PLAN..............................................................................................................A-24 ARTICLE 22 -- AUTHORIZED REPRESENTATION, ENTIRE AGREEMENT ANDWAIVER ................................. ......... ..................................................... ........................ A-25 ARTICLE 23 -- GENERAL CONDITIONS.................................................................................. A-25 ARTICLE 24 — DURATION OF AGREEMENT-....................................................................... A-25 ARTICLE 25 -- SAVINGS CLAUSE .......................... .......... ........................... ... ........................... A-26 APPENDICES mgAasst%wnionsWs=eX ml83egAtl Section B - AFSCME Transit PREAMBLE........................................................................................................................................... B-1 ARTICLE 1 RECOGNITION......................................................................................................... B-2 ARTICLE 2 MANAGEMENT RIGHTS....................................................................................... B-2 ARTICLE 3 NO STRIKE --NO LOCKOUT................................................................................ B-3 ARTICLE 4 BULLETIN BOARDS............................................................................................... B-3 ARTICLE 5 BUSINESS AGENTS.............................................................................................. B-3 ARTICLE 6 DUES CHECK OFF................................................................................................. B-3 ARTICLE7 HOURS OF WORK................................................................................................. B-4 ARTICLE8 OVERTIME................................................................................................................. B-6 ARTICLE9 HOLIDAYS................................................................................................................ 8-10 ARTICLE 10 VACATIONS.......................................................................................................... 8-11 ARTICLE11 SICK LEAVE.......................................................................................................... B-12 ARTICLE 12 SPECIAL LEAVES............................................................................................... B-14 ARTICLE13 -- SENIORITY...............:.............................................:.............................................. B-17 ARTICLE 14 DISCIPLINE.......................................................................................................... 8=21 ARTICLE 15 --INSURANCE ......................................................................................................... 8-21 ARTICLE16 -- SAFETY.................................................................................................................. B-23 ARTICLE 17 --PERSONNEL TRANSACTIONS.................................................................... B-24 ARTICLE 18 -- CLOTHING AND EQUIPMENT...................................................................... 8-24 ARTICLE 19 -- RECOVERY AND REHABILITATION PROGRAM .................................... 8-25 ARTICLE 20 -- GRIEVANCE PROCEDURE............................................................................ 8-25 ARTICLE21 PAY PLAN, .......... ............... ... ............................ .............................. ............. B-28 ARTICLE 22 -- AUTHORIZED REPRESENTATION, ENTIRE AGREEMENT ANDWAIVER........................................................................................................................ B-29 ARTICLE 23 -- GENERAL CONDITIONS.................................................................................. 8-30 ARTICLE 24 -- DURATION OF AGREEMENT........................................................................ 8-30 ARTICLE 25 SAVINGS CLAUSE............................................................................................. 8-30 APPENDICES Section C — Shared Appendices mgtt WWnlonsWscmeMW 83ag.dm Section A AGREEMENT WITH THE CITY OF IOWA CITY and THE IOWA CITY LIBRARY BOARD OF TRUSTEES WITH JOHNSON COUNTY AREA PUBLIC EMPLOYEES, AFSCME, LOCAL #183 PREAMBLE This agreement is executed by the CITY OF IOWA CITY, Iowa, and the Iowa City Library Board of Trustees, and the Johnson County Area Public Employees, AFSCME, Local #183. Unless otherwise stated, the word "City" will refer to the City and to the Library Board and the employee organization will be called "Union". Throughout this Agreement members of the bargaining unit are referred to as "employees". It is the purpose of this Agreement to promote and ensure harmonious cooperation and understanding between the City and the Union to ensure collective bargaining under the laws of the State of Iowa, as well as applicable ordinances of the City of Iowa City. It is the purpose of the City and the Union to establish salaries and terms of employment consistent with the availability of public funds and with the goals and purposes of the City Charter. The City and the Union jointly pledge their cooperation to work together in the public interest to provide improvement in the effectiveness and efficiency of the services offered to the citizens of Iowa City. The parties agree to the following specific provisions: ARTICLE 1 RECOGNITION Section 1. The City of Iowa City, Iowa, recognizes the Johnson County Area Public Employees, AFSCME, Local 183, as the sole and exclusive bargaining agent for all City of Iowa City employees except those specifically excluded in Section 3 of this Article. This certification is based on an Order of Certification promulgated by the Iowa Public Employment Relations Board on February 2, 1976. Section 2. The Iowa City Library Board of Trustees recognizes the Johnson County Area Public Employees, AFSCME, Local 183, as the sole and exclusive bargaining agent for all Iowa City Public Library Employees except those specifically excluded in Section 3 of this Article. This certification is based on an Order of Certification promulgated by the Iowa Public Employment Relations Board on February 9, 1976. Section 3. Sworn police officers and firefighters as well as all supervisory, confidential and temporary employees and others who are excluded from the laws relating to collective bargaining in Chapter 20 of the current Code of Iowa are excluded from the terms, conditions, or application of this Agreement. Section 4. The City agrees that it will not sponsor or promote, financially or otherwise, any other group or labor organization, for the purpose of undermining the Union; nor will it interfere with, restrain, coerce or discriminate against any of its employees in connection with their membership in the Union. ARTICLE 2 MANAGEMENT RIGHTS Section 1. Except as limited by the express provisions of this Agreement, nothing herein shall be construed to restrict, limit, or impair the rights, powers, and authority of the City under the laws of the State of Iowa and the City's ordinances. These rights, powers, and authority include, but are not limited to the following: a. To direct the work of its employees. b. To develop, implement and enforce work rules, safety standards, performance and productivity standards. C, To hire, promote, transfer, assign, classify, schedule and retain employees within the operation of the City government and to develop and maintain qualifications, standards and procedures for employment, promotions, and transfers. d. To discipline, suspend or discharge employees forjust cause. e. To maintain the efficiency of the governmental operation and to determine and maintain the nature, scope and definition of City organization. f. To relieve employees from duties because of lack of work, lack of adequate public financing, or for other legitimate reasons. g. To determine the amounts, methods, and procedures for compensating employees and the definition of, necessity for, allocation of, and nature of overtime and the method of compensating overtime. h. To determine and implement the methods, means, tools, locations, equipment, and assignment of personnel by which its operations are to be conducted including but not limited to the right to contract and subcontract work. i. To take such actions as may be necessary to carry out its mission. Section A-2 j. To initiate, prepare, certify and administer its budget. k. To exercise all powers and duties granted to it by law. ARTICLE 3 NO STRIKE --NO LOCKOUT Section 1. No Strike. No employee covered by this Agreement shall engage in any strike at any City facility or at any location in the City where City services are performed during the life and duration of this Agreement. If any strike shall take place, the Union will immediately notify employees engaging in such activities to cease and desist, and it shall publicly declare that such activity is in violation of this Agreement and is unauthorized. Employees in the bargaining unit, while acting in the course of their employment, shall not refuse to cross any picket line established by any labor organization when called upon to cross such picket line in the line of duty. The City will make reasonable efforts to assure employee safety in crossing picket lines. Any employee engaging in any activity in violation of the Article shall be subject to immediate disciplinary action including discharge by the City. Section 2, No Lockout. The City agrees not to lock out employees during the term of this Agreement. ARTICLE 4 BULLETIN BOARDS Section 1. The City shall assign space as currently provided on bulletin boards for the Union to post notices, a copy of which shall be provided to the Human Resources Administrator. Notices shall not contain political material, libelous material, or material which is injurious to the City or to employees. Union notices will be limited to designated spaces. ARTICLE 5 BUSINESS AGENTS Section 1. The Union shall have the right to designate agents, not to exceed two (2) persons at any one time, who shall have access to City facilities only during regular working hours, for the purpose of investigating matters relating to the administration of this Agreement. Section 2. The Union shall notify the Human Resources Administrator after making such designation. Any such investigation will be conducted so as to not interfere with City business and any such agent will comply with City safety, security and other regulations. Notice will be given to the Department Director or designee when a business agent enters City property or facilities. City employees may not spend working time to meet with business agents unless specifically permitted by another provision of this Agreement. ARTICLE 6 (Reserved) Section A-3 ARTICLE 7 HOURS OF WORK Section 1. Definitions. Hourly Employees - Recognizing that Non -Permanent Employees fill needs required for the day-to- day operation of Iowa City, Non -Permanent Employees shall be known as Hourly Employees. Said employees will be able to work up to, but not exceed, 1300 hours in a given fiscal year, and up to 1500 in a given fiscal year if they participate in rotating weekend schedules. Up to ten hours, on an average, per pay period of rotating weekend shifts will not be counted as part of a regular assignment. If any Hourly Employee exceeds these hours in a given fiscal year they will be considered a Permanent Employee and entitled to wages and benefits as provided in the contract. Hourly Employees will not replace, but may supplement the work done by Permanent Employees, or perform tasks not routinely assigned to Permanent Employees, Hourly Employees will not be lead workers nor will they have the same job descriptions as Permanent Employees. Hourly Employees will receive the specified training in the department in which the employee is working. Student interns are not considered Hourly Employees for the purposes of this agreement. Permanent Employees — Permanent employees shall be as follows: (A) Those persons who are appointed to authorized budgeted positions and who have completed a probationary period upon initial employment with the City, or (B) Those persons who were hourly employees who have worked more than 1300 hours in a given fiscal year or who participate in rotating weekend schedules and have worked more than 1500 hours in a given fiscal year. The City shall provide the Union a list of names of all persons employed by the City, regardless of their status as employees, along with hire dates, termination dates (if applicable), and account number except those persons excluded in Article 1, Section 3, of this agreement. Section 2. Regular Work Week. A. Definitions -A day will be defined as the time between 12:01 A.M. and midnight, twenty-four (24) hours later. A week will be defined as the time between 12:01 A.M. Sunday and midnight Saturday. Holidays and paid leaves shall count as hours worked, B. Permanent Full -Time - Five Day Operations - The regular work week for permanent full-time employees shall begin on Monday and extend through Friday and shall consist of five (5) consecutive, eight (8) hour days. C. Permanent Full -Time - Continuous Shift Operations - (Work is regularly scheduled 24 hours per day, seven days per week.) The regular work week shall consist of five (5) days of eight (8) consecutive hours for a total of forty (40) hours. For purposes of this contract the first day off in any week is defined as the sixth day and the second day off is defined as the seventh day. Employees assigned to continuous shift operations may meet and confer with their division concerning shift scheduling. D. Six and Seven Day Operations - The regular work week for permanent full-time employees shall consist of five (5) eight (8) hour days for a total of forty (40) hours. For purposes of this Section A-4 contract the first day off in any week is defined as the sixth day and the second day off is defined as the seventh day. Employees whose schedules regularly vary from this pattern will be covered by letter at the time the variation is made. (Example - landfill employees.) Section 3. Scheduling. Regular work schedules will be posted on departmental bulletin boards within each division. Any permanent change in the regular work schedules for a division will be posted at least ten (10) days in advance of the change. To the greatest extent possible, temporary adjustments in the work schedule of individuals will be posted at the beginning of the week. As much notice as possible will be given in the case of emergencies, inclement weather, or unexpected absences. The City will notify the Union in advance of permanent changes in the regular work week and will discuss such changes if requested. Section 4, Part -Time Emolovees A. Part-time employees are those persons regularly assigned to less than forty (40) hours of work perweek. Benefits shall be prorated for permanent part-time employees in accordance with their regularly assigned hours per week. Occasionally the hours actually worked will vary from the assigned number. No minimum amount of work is guaranteed to part-time employees. Any employee whose hours actually exceed his/her assigned hours shall be reassigned hours for the purpose of proration of benefits. An employee may request a redetermination of his/her assigned hours or proration of benefits through the grievance procedure. Nothing in this section shall require a regular part-time employee to regularly work more than his/her assigned hours. B. Hourly Employees. All hourly employees, as defined in Section 1 above, and all other employees of the Employer are not entitled to any benefits or other provisions of this Agreement. C. Current employees will have bidding preference for job vacancies over volunteer helpers and volunteer time will not count toward seniority. Section 5. Rest Periods. Except for the transit drivers the City will provide a fifteen (15) minute rest period at two times during the regular work day, The location and scheduling will be determined by the immediate supervisor. The rest period will be scheduled at regular times within the work day to accommodate staffing needs. Employee preferences will be considered. Section 6. Meal Periods. The City will provide an unpaid lunch period of not less than thirty (30) minutes each day to employees in five day operations. Whenever possible, the lunch period will be scheduled at a regular time in the work day. Meal periods will be scheduled to accommodate the staffing needs of the department with consideration of the preference of employees. In lieu of the two fifteen (15) minute paid rest periods, full-time bus drivers will be provided a thirty minute lunch break with pay. Meal breaks will be scheduled near the middle of the shift; i.e., no earlier than 3 hours into the shift and shall not leave more than 5 hours and 15 minutes remaining on the shift. Deviations due to special or changed circumstances shall be mutually agreed upon. Section 7. Clean-up Time. If the nature of work performed requires it, employees will be allowed a minimum of fve (5) minutes for personal clean-up at the end of the work day. Section A-5 Section 8. Inclement Weather. Employees are expected to come to work regardless of weather conditions if they can possibly do so. Employees who appear for work at the scheduled time will be compensated. Generally, City operations will not be suspended, but may be rescheduled. If work is to be rescheduled the immediate supervisor will have available information. The employer will take into consideration the employee's comfort and protection in cases of extreme climatic conditions. Employees who are unable to get to work or who leave work early because of weather conditions may do one of the following: a, Arrange to make up the work with the approval of the immediate supervisor. b. Charge the time missed to accrued holiday, vacation, compensatory time, or personal leave. C. Take leave without pay for the time missed. Section 9. (Reserved) ARTICLE 8 OVERTIME Section 1. Overtime. Overtime is work performed by a permanent full or part-time employee in excess of eight (8) hours per day or forty (40) hours per week with the following exceptions: A) Employees regularly scheduled to work more than eight (8) hours per day will receive overtime for the time worked in excess of the regularly scheduled hours per day. B) Employees who work more than eight (8) hours on a given day due to flex time mutually agreed upon by the employee and their supervisor will receive overtime for the time worked in excess of their scheduled flex hours on that day. e.g., Employees who work twelve (12) hours per day will receive overtime for time spent in excess of twelve (12) hours per day or forty (40) hours per week, Prior authorization from the employee's supervisor is required before overtime work will be credited. Employees may be periodically required to work overtime but may request not to perform work because of physical inability or serious personal need. Such requests to be excused from performing overtime will not be unreasonably denied. For permanent full-time employees, work performed on the sixth (6th) or seventh (7th) day of the work week shall be considered overtime. There will be no pyramiding of overtime: e.g., If an employee is called back to work on Saturday he/she may claim the overtime rate either for the minimal call-in OR the sixth (6th) day premium, not for both sections. Overtime will be compensated at the rate of one and one-half (1-1/2) times the current base hourly rate of the employees or by compensatory time off at the rate of one and one-half (1-1/2) hours for each hour of overtime worked. Employee preference will determine whether overtime is paid or time off given unless departmental staffing needs or financial considerations require Section A-6 employees to be paid or given time off. The employees may request reasons for the denial of the time off or pay. Section 2. Overtime Equalization. A. To the greatest extent possible, overtime shall be offered to employees equally over a period of three (3) months, considering the type of work, the qualifications and ability of the individual employee, the employee's desire to perform the overtime service, and the employee's seniority. The following procedure will generally be used: The employee with the necessary qualifications and abilities and the least number of overtime hours in that classification will be first offered such assignment. In the event that overtime hours among employees in that classification are equal, seniority shall prevail. In the event no qualified employee desires such work, the City shall select the qualified employee with the least credited overtime hours for such assignment and if there are two or more employees with the same number of overtime hours, the employee with the least seniority shall be thus assigned. Employees who refuse overtime work on a particular job will be charged the same number of hours as employees who actually do the work. Any employee who may be periodically excused from overtime work for physical disability or serious personal need shall carry an amount of overtime equal to that of the employee with the highest number of hours. When the need arises to work overtime to finish a job, the employees who are performing the work may be offered the overtime first if the work is to be completed. If an affected employee elects not to work overtime, he/she will be expected to continue until a replacement is secured. During emergency situations such as, but not limited to, excessive snow, freezing rain, wind, rain or cold, employees in the affected divisions may be scheduled to work twelve (12) hours or more in any twenty-four (24) hour period. Work in excess of twelve (12) hours will be assigned according to the equalization procedure. The equalization procedure is inapplicable to regularly scheduled overtime in transit. B. (Reserved) C. The City shall maintain and post (at least monthly) in a public place in the work area, a list of classifications showing overtime hours worked by each employee, and shall keep such list current with accumulated overtime being credited forward. Overtime accumulation shall commence on January 1, April 1, July 1 and October 1 of each year and shall be equalized quarterly. Employees who are new to a division shall be credited with the highest number of hours in their classification. Any deviation from the above process shall be by letter between the City and the Union. Section 3. Overtime Rest Period. If an employee is required to work at least two (2) hours immediately after the employee's normal work day the City will provide for one of the following: a. A rest period of one-half hour immediately following the work day, or Section A-7 b. One additional half-hour of paid compensation at the overtime rate. This section does not apply if the employee is required to work less than two (2) hours following the work day. Section 4. Stand -By Time. Employees who are on stand-by time are required to be at a place designated by them which has access to a phone and from which they may reach the work area promptly. Employees on stand-by will be compensated as follows: Employee Assigned to Stand-by Pay Per Week 1. Is provided with and takes vehicle home 7 hours pay 2. Is provided with but declines to take a vehicle home (supervisor may require employee to take vehicle) 7 hours pay 3. Cannot be provided with a vehicle due to lack of vehicle availability 10 hours pay 4. Is not provided with a vehicle because employee resides outside city limits 10 hours pay Employees of the Street/Sanitation Department who are required to be on stand-by for the purpose of emergency snow removal will be compensated at a rate of ten (10) hours at current base pay rate for each week of stand-by time. Stand-by in these circumstances will be assigned in no less than one week increments. Such employees will be furnished a call device, but no vehicle. Section 5. Reporting Pay. If an employee reports for work at his/her regular time and place but is sent home by the supervisor because of an emergency because work cannot be performed, such employee shall be paid a minimum of two (2) hours at his/her regular straight time pay. The City will make every effort to allow the employee to make up the work at straight time at a different time, where the nature of work permits. Section 6. Minimum Call -In. An employee who has completed an eight (8) hour work day and who is called in to work in an emergency situation without prior notice will be paid for a minimum of two (2) hours. If the emergency call-in takes more than two (2) hours the employee will be compensated for time spent. Minimum call-in will be paid at the overtime rate. An employee who is called in prior to the regular start of his/her working day will be compensated for a minimum of two (2) hours at the overtime rate. In the event minimum call-in and regular working hours overlap, straight time will be paid for the overlapping hours in addition to the minimum call-in. There shall be no pyramiding or duplicating of overtime pay. That is, if an employee is called to work, he/she cannot collect for another two (2) hours unless it has been two (2) hours since the last call. Any City employee required to appear as a witness in Court for work-related matters or at a municipal infraction hearing for work-related matters outside their work schedule will be paid for such appearance pursuant to minimum call-in provisions above. The employer will not alter work schedules solely to avoid this payment. Section 7. Professional Employees. No overtime will be paid or credit given for overtime work of professional employees. Generally, assignments will be based on an assumed forty (40) hour week for full-time professionals and on the assigned number of hours of part-time professionals. Professional employees will enter all assigned hours worked in excess of their normal schedules on their time sheets. A professional employee may meet with his/her department head at a mutually convenient time and place to review the hours worked in an attempt to facilitate Section A-8 the provisions of this section consistent with department practices. However, this clause shall not be construed as a guarantee of compensatory time or overtime pay. Section 8. Library Overtime. Permanent employees required to work on Sundays at the Library will received six (6) hours credit for each four (4) hour shift worked. Section 9. Calculation of Overtime. Overtime will be recorded on the basis of an initial six (6) minute segment, and an employee must work the entire segment to be credited with one-tenth (1/10) hour for overtime. After the first six (6) minutes, overtime will be recorded and credited on a minute -for -minute basis. Section 10. Payment of Overtime. Payment of authorized overtime will be on succeeding pay checks. Section 11, Accumulated Overtime. Accumulated overtime to be carried over from one fiscal year to another shall not exceed forty (40) hours and any overtime in excess of forty (40) hours accumulated at the end of the fiscal year shall be administered in accordance with Section 1 of this article. Section 12. Shift Differential. Employees who work a scheduled shift which begins at or after 1:30 p.m., but before 10:00 p.m. shall receive an additional twenty-five ($.25) per hour. Employees who work a scheduled shift which begins at or after 10:00 p.m. but before 1:00 a.m. shall receive an additional forty cents ($.40) per hour. ARTICLE 9 HOLIDAYS Section 1. The following days shall be paid holidays for permanent employees: New Year's Day (January 1); Martin Luther King, Jr. Day (third Monday in January); Memorial Day (last Monday in May); Juneteenth (June 19); Independence Day (July 4); Labor Day (first Monday in September); Veteran's Day (November 11); Thanksgiving Day (fourth Thursday in November); the Friday after Thanksgiving; Christmas Day (December 25); and one personal leave day. Provided, however, that at the time employment begins or terminates, personal leave shall be pro -rated on the basis of two (2) hours personal leave credit for each quarter of the fiscal year, or portion thereof, during which the employee is in pay status. In order to receive holiday credit, an employee must be in pay status the day before and the day after a holiday. Section 2. In addition, there shall be granted to permanent employees who do not work a continuous shift, the day before or after Christmas, or the day before or after New Year's Day as an additional holiday. The City Manager (or the Library Director for library employees) may direct that employees observe a particular day forthis holiday but if the Manager fails to make such designation by December 15 of the calendar year in question, employees may select a particular day subject to the approval of the supervisor. If the City Manager or Library Director does not designate a day, employees may choose a day between December 17 and January 6. Section 3. Permanent employees on a continuous shift shall receive eighty-eight (88) hours of holiday credit and eight (8) hours of personal leave credit on July 1 annually. Any continuous shift employee who begins work after July 1 of any calendar year will receive credit for the remaining holiday dates in the year and for personal leave as provided in Section 1 of this Article. If an employee separates after July 1 of any year, those holidays and personal leave hours which have Section A-9 been credited but which have not as yet occurred or been earned will be deducted for the purpose of considering separation pay. e.g., Employee A receives credit for eighty-eight (88) hours of holiday time on July 1. The employee terminates on November 1 and has not used any holiday hours. He would be paid sixteen (16) hours of holiday pay (Independence Day and Labor Day). e.g., Employee B receives eighty-eight (88) hours of holiday credit on July 1. Employee B terminates November 1 and has used forty (40) holiday hours. Only two (2) holidays (Independence Day and Labor Day) have occurred prior to termination, therefore twenty- four (24) hours (40 used less 16 occurring) would be deducted from vacation pay or from the last week's wages. For the purpose of this Article, a holiday for continuous shift employees (except Police Department employees) begins at 12:01 A.M. on the day of the holiday and continues for a period of twenty-four (24) hours thereafter. In the Police Department a holiday begins at 11:00 P.M. on the day preceding the holiday and continues for twenty-four (24) hours thereafter. When a holiday occurs on Sunday, the following Monday will be observed. When a holiday falls on a Saturday, the preceding Friday will be observed. Section 4. Part-time employees will receive holiday pay and personal leave on a pro -rata basis Section 5. Eligible employees who are called in to work on a holiday on which City operations are not open to the public will be paid at a rate of one and one-half (1'/) times for the hours actually worked and shall also receive regular holiday pay. Section 6. Permanent employees who are assigned to work on holidays when City operations to which they are assigned are operating or open to the public will receive holiday credit equal to one and one-half (1'/T) times the hours actually worked. This credit may be used after the holiday occurs but must be taken before the next succeeding July 1. Generally, this section applies to library, parks, recreation, and parking enforcement employees. Refuse employees will use this system when two holidays occur in the same week. Employees may request pay in lieu of holiday credit. The employer's decision to grant or deny the pay shall not be arbitrary or capricious. Section 7. Holidays or personal leave days shall not be carried over from one fiscal year to the next. Section 8. Definition. "Continuous shift employees" as used in this article indicates those employees who work in twenty-four (24) hour per day operations and who are subject to assignment on shifts beginning between 3:00 P.M. and 7:59 A.M. ARTICLE 10 VACATIONS Section 1. Accumulation. Vacations shall be earned by permanent employees by month according to the following schedule: Section A-10 Length of Service Days Per Pay Month 0-5 years 1 5 years 1 day - 10 years 1 1/4 10 years 1 day - 15 years, 1 1/2 15 years 1 day - 20 years 1 3/4 more than 20 years 2 Professional librarians shall accumulate vacation at a rate of 22 days per year regardless of length of service. The maximum number of hours eligible for carry over after July 1 of any year or for payment upon termination shall be one hundred ninety-two (192) hours (24 days). If scheduled and approved vacation time is cancelled by the employer, the cancelled vacation hours may be carried over Into the next fiscal year to be used as time off within the first ninety (90) days of the fiscal year as long as the use of such time is scheduled and approved within the first thirty (30) days of the fiscal year. If the employer does not allow the use of time carried over under this provision, the cancelled vacation hours will be paid out. Section 2. Use of Vacation. Scheduling will be arranged with the supervisor to accommodate staffing needs and employee preferences. Except in the event of serious personal need by a less senior person, seniority will prevail. Section 3. Payment of Accumulation. Upon discharge, resignation or retirement, a permanent employee is eligible for payment of not more than 192 hours (24 days) of accumulated vacation leave at the current base rate of pay. ARTICLE 11 SICK LEAVE Section 1. Accumulation. Employees shall be granted one day of sick leave credit per month and shall have the right to accumulate unused sick leave up to a maximum of 1440 hours (180 days). Sick leave shall not be accumulated while an employee takes a leave of absence without pay, but any employee granted a paid leave shall continue to earn sick leave. Accumulation of sick leave shall commence on the date of first permanent employment. Additional sick leave will accrue while an employee is receiving worker's compensation and supplementing those payments with accumulated paid leave(s). Incentive: Employees who utilize no sick leave in any thirteen consecutive pay periods and who have at least 600 hours of sick leave accumulated at the end of the six months may, at the option of the employee, convert four hours of sick leave to four hours of incentive leave. Following any twenty-six consecutive pay periods with no use of sick leave, employees who have at least 1200 hours of sick leave accumulated may, at their option, convert an additional four hours of sick leave to incentive leave for a total of up to but no more than twelve hours in any 26 consecutive pay periods. The maximum number of hours eligible for carry over from one fiscal year to the next shall be eight (8) hours. Section 2. Use of Sick Leave. Section A-11 a. A day of accumulated sick leave shall be used for each day an employee is sick and off work during a work week. A doctor's statement regarding nature of illness and recovery therefrom may be required if abuse is suspected. Requirement of such doctor's statement will not be used merely for the purpose of harassment of any employee. Sick leave may be used on an hour -to -hour basis for doctor's appointments or other health maintenance needs. b. In addition to sickness of an employee, sick leave may be used for; (1) On-the-job injury. (2) Serious illness or hospital confinement of a spouse, domestic partner as recognized by City policy, or child, or critical illness of the employee's mother, father, mother-in-law, father-in-law, including mother or father of a domestic partner, brother, sister, or grandparents, as well as any other relatives or member of the immediate household of the employee up to a maximum of forty-eight (48) hours per occurrence provided that the employee's presence and efforts are needed. C. The City may discipline employees for abuse of sick leave. Section 3. Notification. An employee shall notify his/her supervisor as soon as reasonably possible of any sickness or illness which will cause him/her to miss work. Certain employees may be required to provide such notification prior to the beginning of their work day. In those cases where the Department or Division requires such prior notification, the City will be responsible for establishing a method whereby those employees can provide such notification. Unless such notification is given, the absence will not be charged to sick leave, but will be charged to other accumulated leave, or if no such accruals exist, to leave of absence without pay. Unusual circumstances will be evaluated and may result in charging the absence to sick leave. An employee who becomes sick at work will notify his/her supervisor before leaving the area. Section 4. Sick Leave Bank. a. Permanent employees in the bargaining unit may draw from a Sick Leave Bank if they have exhausted their own sick leave accumulation and are seriously ill. Hours of sick leave shall be contributed to the bank by bargaining unit members who have reached the maximum accumulation of sick leave (1440 hours or 180 days) at the rate of one day per month. b. Employees who use Sick Bank days will repay the bank at the regular sick leave accrual schedule after returning to work. Employees who do not return to work or who fail to accumulate a sufficient amount of sick leave will pay back the Bank from other accrued leave or in cash. C. A joint City -Union committee will administer the use of Sick Bank days by employees. The committee will be made up of one Union representative, one City representative and one person chosen by the two representatives. The Bank Administration Committee will determine when sick leave may be used, application procedures, the length of time which any employee may borrow, the length of the waiting period after exhaustion of sick leave before employees may borrow time, amount of time before which days must be paid back, and other criteria for using Bank days. Section A-12 The Committee is charged with maintaining the integrity of the Bank for serious or catastrophic illness of individuals in the bargaining unit and will develop policies to protect against abuse by individuals. The City will contribute thirty (30) days of sick leave to the Bank October 1, 1976. No individual may use more than ten (10) days during the term of this Agreement. Section 5, Employees using sick leave who are medically able to perform some of the regular duties of their position while at home (or alternative work site) may, at the request of the employee or the supervisor, and with the permission of the supervisor, be assigned work to be performed at home. For work performed at home, regular pay rather than use of sick leave accrual will be utilized, and the ratio of sick leave to straight pay will be determined on a case-by-case basis by the supervisor. This policy is designed to permit credit for work performed at home by employees using sick leave, when performance of work at home is advantageous to the City; however, no employee will be required to perform work while on sick leave nor will any employee be guaranteed the right to do so. Section 6. While an employee is receiving sick leave pay from the City, self-employment for pay or work for another employer for pay is expressly forbidden. A waiver of this provision may be given if the employee presents evidence from his/her physician to the City that the employee's medical disability would preclude fulfillment of the employee's duties with the City, but that the nature of the disability would permit work at alternative outside employment. Failure to comply with this policy will result in progressive disciplinary action. ARTICLE 12 SPECIAL LEAVES Section 1. On -the -Job Iniury. Upon application the City may grant a leave of absence with pay in the event of an injury or illness of an employee while at work provided the following conditions exist: a. The injury or illness arises out of the course of City employment, and b. The City's medical advisor determines that time off from work is required. If the above provisions are applicable, leave with pay will be granted during the remaining time on the work day when the injury occurs and for a period of two (2) additional working days if authorized by the medical advisor. If the injured or disabled employee requires more than two (2) working days in which to recuperate and return to work, any additional absence may be charged to sick leave or, if sick leave is exhausted, to leave of absence without pay. Employees may use accumulated sick leave or other accumulated leaves to supplement worker's compensation benefits. Section 2. Funerals. An employee will be granted up to three (3) work days per incident with no loss of compensation or accruals if required to attend the funeral of his/her spouse, domestic Section A-13 partner as recognized by City policy, child, grandchild, stepchild, foster child, mother, father, stepparent, sister, brother, step -sister or step -brother. An employee will be granted one (1) day per occurrence with no loss of compensation nor loss of accrual from sick, annual, or compensation time to attend the funeral of his/her mother-in- law, father-in-law, grandparent, aunt or uncle, brother-in-law, sister-in-law, or permanent member of the immediate household. In such cases, he/she shall be granted up to two (2) additional days for travel, if necessary. In-law relationships referred to herein shall include such relationships through a domestic partner as recognized by City policy. If additional time is needed, an employee shall be permitted to use up to three (3) work days of accumulated sick leave with the approval of his/her supervisor, Section 3. Leave of Absence Without Pay. A leave of absence without pay is a predetermined amount of time off work, which has been recommended by the Department Director and approved by the City Manager or for library employees, by the Library Director, except in cases of medically necessary disability leaves which shall be automatic provided the employee has exhausted all other accrued leave (paid and unpaid) and submits to a physical exam by a city -paid and appointed doctor (if required by the employer). Generally, such leave shall not exceed twelve (12) months. Upon termination of any such leave of absence, the employee shall return to work in the same range and step as when he/she left and will receive compensation on the same basis as if he/she had continued to work at his/her regular position without leave, provided that during that period if the nature of operations has changed so that similar work does not exist or that an opening for the employee no longer exists, the employee shall be eligible to bid on vacancies in related areas or vacancies for which the employee is otherwise qualified for a period of twelve (12) months following termination of the leave. The employee is responsible for applying for and keeping aware of any openings. In the event an employee fails to return to work at the end of any such leave or extension, he/she shall be deemed to have voluntarily resigned or, if applicable, voluntarily retired on the last day of work prior to such leave. During a leave of absence without pay, the employee: a. Cannot pay retirement contributions if the leave exceeds one month in duration. b. Shall not receive any other accruals or job benefits during the period of absence. c. Shall not acquire additional seniority during said leave except in the case of temporary medical disability or as otherwise specified by this Agreement. d. Shall not earn sick, vacation, or other leave. e. Must use all accumulated vacation to which he/she is entitled prior to the time that the leave without pay commences. f. Must pay prorated health, dental, life and disability insurance premiums falling due during any month the employee is not on the payroll, if coverage is desired and is available subject to insurance carrier approval, as follows: 1. For any calendar month during which the employee is on unpaid leave not exceeding ten working days and insurance coverage is desired, the City will pay the cost of the insurance premiums. For any calendar month during which the employee is on unpaid leave in excess of ten working days and insurance coverage is desired, the employee must pay 1/12 of the insurance premium for each working day beyond ten working days that the employee is on unpaid leave of absence. The remainder of the premium will be paid for by the City. Section A-14 3. The employee may choose which insurance coverages, if any, are to be retained during the unpaid leave of absence. 4. Payment for insurance coverages desired by the employee may be deducted from current or future pay due to the employee or at the employee's option may be billed on a monthly basis. Failure to return from an unpaid leave where insurance coverage was desired will result in the City billing the individual for costs which would otherwise have been deducted from the employee's pay. The Department Director may waive the above conditions (a. through e.) for leaves of absence not exceeding ten (10) working days. Section 4. Jury Duty. Any employee summoned forjury duty during the employee's regular work hours shall receive regular straight time pay during any period of jury service. The City shall receive the pay earned from such jury service. Compensation for travel expenses may be retained by the employee. An employee who is summoned forjury duty but is not selected to serve on the jury and is discharged with an hour or more remaining in the work -day shall return to work. Section 5, Witness Fees. An employee shall be granted leave with pay when required to be absent from work for the purpose of testifying in court in response to legal summons when the employee is neither plaintiff nor defendant in the action and when such court appearance arises from the performance of his/her duties, obligations, or activities as a City employee, and the City shall receive the witness fees up to the amount of compensation paid to the employee by the City for days testified. Section 6. Military Leave. Employees called by any branch of the Armed Forces of the United States shall, when ordered to active service, be entitled to a leave of absence for such period of time that the member serves in such capacity and until discharged therefrom. The City shall comply with applicable law in regard to military leave. Employees subject to the foregoing shall, upon reinstatement to City employment, retain their original employment date for the purpose of determining seniority and eligibility for salary advancement just as though such time spent in service of the United States has been spent in regular employment with the City. Section 7. Voting Time. An employee shall be permitted to vote at a polling place in the City of Iowa City or the City of Coralville during the work day in any national, state, or local election if it is not reasonably possible for him/her to vote during off hours. Section 8. Pregnancy Leave. A pregnant permanent employee shall be entitled to a leave of absence without pay if she is disabled as a result of pregnancy or related cause at the exhaustion of other accumulated leaves. All employees requiring such leave shall notify the Department Director prior to the anticipated date of birth and should be able to substantiate their condition by a doctor's statement. Employees may work during pregnancy if health permits. Those granted leaves under this section shall present doctor's statements as to pregnancy disability and recovery therefrom. Within seven (7) days following birth, miscarriage, or abortion the employee shall advise the City of the date by which she will return to work. Unless the employee returns to work by such date, or any other date by reason of extension granted by the City, the employee will be considered to have voluntarily resigned or retired. Section A-15 An employee who takes leave pursuant to this section shall return to work as soon as she is medically able, retaining all rights granted by the federal Family Medical Leave Act or other applicable law. Section 9. Union Business Leave. a. Any employee elected to office in the International American Federation of State, County and Municipal Employees shall be granted a leave of absence without pay for a period not to exceed two years. Such leaves shall be granted to not more than one City employee in Local 183 at any one time. An employee desiring such leave shall give thirty (30) days notice to the City. Consistent with Section 3 of this Article, such employees shall not have a job guarantee on return, b. Leave of absence without pay to attend and serve as a delegate to conventions and training conferences relating to the Union shall be granted to not more than five (5) City employees in Local 183 in any one calendar year. Not more than five (5) days may be taken by any three (3) employees and not more than ten (10) days may be taken by any two (2) employees under this section. Employees seeking such leave shall present certification in writing of their selection by the Union to act as a representative to a specified conference at least ten (10) working days prior to the time they wish to be absent. C. No more than one employee who is elected or appointed to offices in the Union that is not part-time staff will be granted sufficient unpaid time off to carry on the duties of the office provided he/she gives reasonable advance notice and receives approval for such leave from the department head, Approval may be denied by the department head where the employee's absence could adversely affect or interfere with the operation of the department. d. Employees on Union leaves shall only be entitled to accrual of seniority for time spent on such leaves, except for subsection c above, where employee will continue to accrue benefits during a period not to exceed ten (10) work days per year. e. Employees appointed to the position of Staff Representative for AFSCME/Iowa Council 61 shall be entitled to an unpaid leave of absence not to exceed one year. The City may deny such leave if it would create a hardship. Return from leave is governed by Section 3 of this Article. Not more than one employee shall be granted such leave at any one time. The employee must make application for such leave at least ten (10) working days in advance of the commencement of this leave. The provisions of Subsection d, above shall apply. The City agrees to place Union supplied Union information in its new employee packets, This information shall not include political material, libelous material, or material which is injurious to the City or to employees. Section 10. Professional Leave. The City and the Union agree that professional development is of benefit to employees designated as "professionals" and the employer. In recognition of this Agreement, the following guidelines will be considered when granting or denying requests for professional leaves: a. The potential benefit to the employee. Section A-16 b. The potential benefit to the employer. C. The work -relatedness of training program, conference, workshop, class, or convention that is attended. d. Who in the affected class of employees went most recently. e. Seniority, It is understood by the parties that the above provisions in no way constitute a guarantee of training to anyone. ARTICLE 13 SENIORITY Section 1. Seniority shall mean length of continuous service with the City. It shall begin on the date of employment and become applicable immediately following completion of a probationary period of not more than six (6) months in a permanent position, unless extended in writing due to unusual circumstances. Continuous service in a temporary position shall be added to the employee's seniority for use only in Section 3, Use of Seniority, below. An employee will lose seniority rights upon resignation, discharge forjust cause, retirement, or death. Seniority shall accrue during all paid leaves and during periods which a member is assigned a classification outside of the bargaining unit. If an employee is on leave of absence without pay as a result of temporary disability as substantiated by a doctor's certificate or for on-the-job injury, seniority will accrue indefinitely. An employee will accrue seniority while on leave without pay or layoff for one (1) year or for a period equal to the length of time worked if less than one year. In the event that two (2) or more employees have an identical seniority date, the order of their seniority shall be determined by the alphabetical order of last names. The City will maintain a seniority list showing the length of continuous service and will make a copy of the list available to the Union each six (6) months. Section 2. Probation, The initial probation period for permanent appointments will be six (6) continuous months. The probationary period may be extended in writing because of unusual circumstances. Probationary employees are entitled to all benefits of this contract with two exceptions: They may not grieve any disciplinary actions taken against them. 2. (Reserved) If an employee has worked as a temporary City employee prior to appointment to a similar permanent position, the temporary time worked may be credited toward completion of probation if it is applicable experience. For such employees, the probationary period will be shortened to reflect credit for temporary time worked. The length of probation will be specified in writing in the permanent appointment papers. Section 3. (Reserved) Section A-17 Section 4. (Reserved) Section 5. Compensation after Transfer. When an employee transfers to another position within the same or a lower range he/she shall move to a step and rate of pay within the range of the position transferred to with pay to be determined on the basis of relative skills, abilities, experience and seniority. When an employee transfers to a higher range his/her pay shall fall within that range and in no event will be less than the equivalent of a one step increase based on their pay prior to the transfer. Section 6. (Reserved) ARTICLE 14 DISCIPLINE Section 1. Purpose. All parties to this Agreement recognize that a certain amount of discipline is necessary for efficient operation of the City and the City has rights and responsibilities under law in providing services in an efficient manner. These certain penalties for infractions are agreed upon by the parties as a mode of operating and are not intended to limit the management rights of the City as explained in Chapter 20 of the current Code of Iowa. Disciplinary actions against employees will be taken for just cause. Appeal of disciplinary actions shall be by permanent employees and shall be through the grievance procedure set forth in this Agreement. Section 2. The goals of progressive discipline are to correct behavior and produce efficient City operations rather than merely to punish wrongdoers. Disciplinary actions or measures shall ordinarily be invoked in the order listed: a. Oral reprimand or warning. b. Written reprimand or warning. C. Suspension with loss of pay. d. Discharge. Section 3. Serious violations may be dealt with by any of the above disciplinary measures on the first offense. Permanent employees shall have the right to take up a suspension or discharge at Step 2 of the grievance procedure. Section 4. An employee may request the presence of a steward at the time of discipline. The steward may request a copy of the oral or written warning at that time. A copy of suspension or discharge will be forwarded to the chief steward. ARTICLE 15 (Reserved) Section A-18 ARTICLE 16 SAFETY Section 1. Policy. The City and the Union recognize the importance of the personal safety of individual employees on the job and recognize that in the routine course of work employees are subject to risks. Section 2. Standards. Employees shall not be required to work in areas or to operate equipment which is a hazard to themselves or the public. Periodic training in safety matters will be provided to employees who engage in hazardous work. Employees will have access to protective gear required by law. Employees will handle property and equipment of the City with due care appropriate to the nature of the work and equipment employed. Section 3. Notice of Defect. Employees who operate equipment shall, during or immediately following the work day, report any defect noticed by him/her in said equipment to the immediate supervisor. Section 4. Special Grievance Procedure. If an employee is requested to work in a location or with equipment which presents an imminent personal hazard to him/herself or others the employee will report immediately to the Division Superintendent or designee who will determine the minimal standards under which employees must work. If the employee is then directed to work in a location or with equipment which is an imminent personal hazard to him/herself, he/she shall file a Step 2 grievance with the Department Director. Other disputes over safety hazards will be processed through the regular grievance procedure in Article 20 Section 4. Use of this procedure to create unnecessary delays will result in disciplinary action. Section 5. Safety Committee. The Union shall select two (2) city employees as representatives to each department/division safety committee. Section 6. The employer will provide required protective clothing or protective devices, including up to $125.00 annually for the purchase of safety shoes. Employees required to wear shoes with puncture resistant soles will receive such reimbursement up to $175 annually. The employer shall pay the reasonable full cost of medically prescribed safety shoes. All safety shoe purchases must receive prior approval from the employee's immediate supervisor. Denial of safety shoe purchase is subject to the grievance procedure commencing at Step 2, Section 7. The employer will provide up to $100.00 during each fiscal year for the purchase of prescription safety glasses, as needed, for those employees who are required to regularly wear safety glasses. The employer may specify the source and type of safety glasses for which reimbursement will be made. Replacement of safety glasses shall be subject to approval by the supervisor. ARTICLE 17 PERSONNEL TRANSACTIONS Section 1. Employees shall receive a copy of payroll transactions and other documents which will be used for purposes of promotion or discipline. The employee's copy will be forwarded at the time it is placed in the file. Section 2. Under the supervision of an employee of the Human Resources Office and during normal business hours, employees shall have access to their personnel files including the right to Section A-19 copy the contents of the file at their own expense. An employee shall have the right to attach a written response to any document in his/her personnel file. Section 3. Upon request, written warnings for minor infractions which are over twelve (12) months old will be removed from an employee's file, provided the problem has been corrected or there has been substantial improvement toward correction. Section 4. Oral warnings shall not be part of an employee's personnel record except as a notation of when such warning was given. Upon request, such notation shall be removed from the personnel file following eight months of service without any discipline, Section 5. The employer will not use for disciplinary purposes any discipline document that would have been eligible for removal from the personnel file had the employee made such request. ARTICLE 18 (Reserved) ARTICLE 19 RECOVERY AND REHABILITATION PROGRAM Section 1. Voluntary Referral Service, The City will provide where possible a voluntary referral service for employees with personal problems. Employees who suspect they may have a work problem even in the early stages are encouraged to seek treatment or counseling. All such requests and/or referrals in Section 3 for service will be treated in a confidential manner. Every attempt will be made to assist employees in obtaining needed services if they voluntarily request such assistance. Section 2. Problem Drinking. In the interest of providing efficient services to the public the City recognizes that employee alcoholism can and should be treated. Educational materials on problem drinking may be requested from the Human Relations office. All bargaining unit employees are eligible for treatment and rehabilitation for alcoholism or problem drinking through the City's referral service and other available community resources. Alcoholism as an illness is not a cause for discipline per se; however, interference with job performance may be subject to discipline. Every attempt will be made by the City and the Union to assist employees with drinking problems to obtain needed assistance. Rehabilitation assistance will be offered, but if job performance is not raised to an acceptable level, disciplinary action will be taken. Section 3, Procedure. Supervisors who identify work problems or stewards who identify personal problems may refer employees to the Human Relations office for assistance in obtaining educational and rehabilitation services for alcoholism or other personal problems which influence performance. Nothing in this section relieves employees of responsibility for their conduct on the job. ARTICLE 20 GRIEVANCE PROCEDURE Section 1. Definitions. The word "grievance" wherever used in this Agreement shall mean any dispute between the City and the Union or any employee with regard to the meaning, application, or violation of any of the terms and provisions of this Agreement. The word "working Section A-20 day" shall be defined as any day except Saturday and Sunday and holidays listed in Article 9, Section 1, excluding the personal leave day, for purposes of this section. Section 2, Representation. An employee who is a member of the bargaining unit covered by this Agreement shall have the right to be represented by a steward at any grievance hearing or at any step of the grievance procedure, if he/she chooses. Employees are also entitled to representation by a steward at disciplinary conferences. Stewards will not attend other conferences between supervisors and employees except with the supervisor's approval. The Union will certify the names and addresses of the designated stewards to the City Human Resources Administrator. In the absence of such certification the City will not be obligated under this Article to release any employee from duty for the purposes of investigating a grievance or representing another employee in any disciplinary or grievance proceeding. The City will compensate not more than one employee steward for the investigation of a grievance. If a second City employee has a special office in the Union handling grievances, that employee may request released time from his/her supervisor, and permission to work on the grievance will not be unreasonably withheld, but the City will not provide compensation for time spent. Any stewards who are City employees shall be released from work for not more than two (2) hours in one work week to work on grievance resolution. The employee will obtain permission from the immediate supervisor before investigating the grievance, but such permission will not be unreasonably withheld. Released time under this section is limited to grievance resolution. Notwithstanding any of the above, the Union President shall be released from work without loss of pay for a reasonable amount of time during any work week to work on grievance resolution. Supervisors and stewards agree to handle discipline and grievances with discretion. Section 3. Limitations. Unless a grievance is appealed as hereinafter provided, it shall have no further validity or effect. Time limits may be extended by mutual agreement of the parties. Any monetary award or compensation arising out of the resolution of a grievance is limited to the period of time sixty (60) days prior to the filing of the grievance regardless of the length of the practice giving rise to the grievance or the employee's lack of knowledge thereof. The following provisions will apply to interpretation of the above language: 1. Pay corrections in matters involving inaccuracies in payment of base pay and merit increases or inaccuracies created by data entry or other Accounting Division error will be made retroactive to the date of the error, which may be greater than sixty (60) days. 2. Any other type of payment error will be subject to the 60 day limitation on retroactive pay as outlined in Article 20. Section 4. Procedures. A grievance that may arise shall be processed and settled in the following manner: A. Step 1. The grievance shall be presented orally for discussion between the employee grievant, the steward if the employee chooses to be represented by a steward, and the employee's immediate supervisor within seven (7) working days after the knowledge of the event giving rise to the grievance. The supervisor shall deliver the answer verbally to the aggrieved employee or steward within seven (7) working days after the Step 1 conference. The date of the oral presentation of the grievance and the date of the verbal response shall be certified in writing. If no response is received from the supervisor within seven (7) working days the grievance will be processed pursuant to Step 2. Section A-21 Step 2. If the grievance is not resolved by Step 1, the aggrieved employee or his/her steward (if applicable) shall, within seven (7) working days following completion of Step 1, present three (3) written copies of such grievance signed by the aggrieved person, two (2) to be filed with the Department Director or designated representative and one (1) to be filed with the Union. For Library employees the grievance must be filed at this Step with the Library Director or designee. The written grievance shall contain a statement from the employee of the facts and section of this Agreement grieved and specifying what relief or remedy is desired. The grievant and steward shall include on the written grievance their names and the addresses to which they wish a response to be sent. The grievant, steward and department director shall meet within seven (7) working days to discuss the grievance. The Department Director shall issue a decision in writing within seven (7) working days following the meeting. C. Step 3. A grievance not resolved by Step 2 shall be submitted to the City Manager or his/her designee within fifteen (15) working days of the date of receipt of the written decision referred to in Step 2. A meeting between the parties may be held if requested in writing. Such meeting shall be held within fifteen (15) working days. The City Manager will respond to the grievant and steward within fifteen (15) working days following receipt of the grievance or the third step meeting (if requested). D. Arbitration. Grievances not resolved at Step 3 of the Grievance Procedure may be submitted to a third party for arbitration. A request for arbitration must be submitted by written notice to the other party within ten (10) working days following receipt of the City Manager's decision at Step 3. Copies of any such request will be furnished to the City and to the Union. The cost of arbitration and recording the same shall be divided equally between the parties to this Agreement. The cost of a certified court report, if requested by the arbitrator, shall be divided equally between the parties. Each party will pay for the cost of its own case preparation and for expenses of witnesses. The arbitration proceeding shall be conducted by an arbitrator to be selected by the City and the Union within five (5) working days after notice has been given. If the parties fail to select an arbitrator, a request by either or both parties shall be made to the Federal Mediation and Conciliation Service or the Iowa Public Employment Relations Board to provide a panel of five (5) prospective arbitrators who are members of the National Academy of Arbitrators. Both the City and the Union shall have the right to strike two names from the panel. The party giving notice for arbitration shall strike the first name; the other party shall then strike one (1) name. The process will be repeated and the remaining person shall be the arbitrator. The arbitrator shall have the power to interpret, apply, and enforce this written Agreement but shall have no power to add to, subtract from, or modify the terms thereof. The rules of evidence and the nature of conduct required during the arbitration hearing shall be in accordance with all state and federal legislation, applicable rules and regulations. The decision of the arbitrator shall be issued within thirty (30) days after conclusion of the hearing and shall be final and binding upon the parties. Section A-22 The parties of the grievance, their witnesses and representatives shall have the right to be present at the grievance arbitration in addition to the arbitrator. Other persons may be present at arbitration hearings as the parties may mutually agree. Either party shall have the right to record the evidence presented at the arbitration hearing. Arbitration hearings shall be closed to the public and evidence taken shall not be revealed to any third party until such time as the decision of the arbitrator is made unless parties agree otherwise. Section 5. Labor -Management Committee. The Labor -Management Committee shall consist of the persons designated by the Union and the City. Not more than four (4) bargaining unit employees may be excused to attend meetings held during working hours. Representatives or agents of the parties may be present at grievance committee meetings. a. Bargaining unit employees (not more than four) excused from work to attend committee meetings will be paid for all regular duty time spent at such meetings. b. 'Representatives or agents of the parties" as referenced above means only those representatives or agents retained by AFSCME and does not include, for the purpose of pay, officers, stewards, or other members of the bargaining unit. C. It is thus understood that the City shall in no circumstances be obliged to pay more than four (4) bargaining unit employees for duty time spent in attendance at a Labor - Management Committee meeting under the terms and provisions of this Section, except in such cases where said provisions may be voluntarily waived by both parties to the agreement. Meetings shall be no longer than two (2) hours in length and shall be scheduled to altemate between the working hours and non -working hours of the labor members unless mutually agreed otherwise. The function of the Labor -Management Committee shall be to meet and confer monthly with the City during the life of the contract for the purpose of adjusting pending grievances and to discuss procedures for avoiding future grievances (including safety matters) provided that: a. No topics will come before the Labor -Management Committee which are proper subjects for negotiations (e.g., new demands, changed circumstances, requests for new language, etc.); except for the investigation and discussion of cost containment features to health insurance. Any such features recommended by the committee must be ratified by the City and the Union prior to implementation. b. Every agenda item will be investigated before the meeting with the appropriate Department Director or designee. (Public Works — Division Heads). Section 6, Employee Involvement Efforts. The parties agree to actively pursue employee involvement efforts which will provide for joint problem -solving and more effective communication and pledge their mutual cooperation to achieve this end. However, no such programs will be implemented except upon mutual agreement by the City and the Union. Section A-23 ARTICLE 21 PAY PLAN Section 1. Classification Plan. The classification plan for bargaining unit employees is attached to this Agreement (see Appendix C). The pay plan in effect on June 28, 2020 shall be adjusted upward by two and one-half percent (2.5%) effective June 27, 2021. The pay plan in effect on June 27, 2021 shall be adjusted upward by two and one-quarter percent (2.25%) effective June 26, 2022. The pay plan in effect on June 26, 2022, shall be adjusted upward by two (2.0%) effective June 25, 2023. The pay plan in effect on June 25, 2023 shall be adjusted upward by two and one- quarter percent (2.25%) on July 7, 2024. There will be a re -opener for wages for Fiscal Year 2026. The effective date of compensation adjustments and benefit adjustments applicable to any fiscal year will be the first day of the pay period which begins between the dates of June 24 and July 7, inclusive. Effective dates over the next four years, for example, are as follows: June 27, 2021 June 26, 2022 June 25, 2023 July 7, 2024 Section 2. Merit Plan. The pay plan is based on merit. The City will justify the denial of merit increases following the employee's eligibility date. An employee who does not receive a merit increase on his/her eligibility date may file a Step 2 grievance. Section 3. Pay Plan. Each range of the pay classification plan will contain six (6) steps (1- 6). Employees at Step 1 are eligible for review and an increase to Step 2 after six (6) months. Step 1 will be determined by the City unilaterally based on market information and other factors relating to the particular job title for which the wage is being set. Employees on Steps 2-6 are eligible for review and an increase to the next step annually. Employees on Step 6 or those who are outside of the range are not eligible for step increases. Section 4. (Reserved) Section 5. Longevity Pay. Permanent employees who have completed the required number of years of continuous service with the City by December 1 shall receive longevity pay on the last payday in November in accordance with this schedule: YEARS COMPLETED ON DECEMBER 1 AMOUNT 5 years $325.00 10 years 500.00 15 years 650.00 20 years 800.00 25 years 1,050.00 Employees who terminate will receive a prorata share of the longevity payment reflected in their final check. The proration will be based on the nearest whole month of the year. Section 6. Pre -Tax Advantage Program, The Employer will offer employees a program, consistent with IRS regulations, through which employees may elect to make pre-tax reductions in Section A-24 taxable wages which will be paid to an account from which dependent care and health/dental premiums and expenses not covered by insurance will be paid. Section 7. Time Cards and Time Sheets. For all City employees, the City shall provide the employee an opportunity to review their time card and time sheet at the same time. ARTICLE 22 AUTHORIZED REPRESENTATION, ENTIRE AGREEMENT AND WAIVER All negotiations or bargaining with respect to the terms and conditions of this Agreement shall be conducted by authorized representatives of the Union and the City. Agreements reached as a result of such negotiations shall become effective only when signed by the authorized representatives of the parties. This Agreement supersedes and cancels all previous agreements and practices between the Employer and the Union and constitutes the entire Agreement between the parties and concludes collective bargaining for its duration. All parties to this Agreement waive each and every right to negotiate to which they would otherwise be entitled under the laws of the State of Iowa. ARTICLE 23 GENERAL CONDITIONS Section 1. This agreement shall be construed under the laws of Iowa. Section 2. The City agrees to meet and confer at reasonable times with the Union on mandatory items to the fullest extent required by law and to provide to the Union a copy of the City Personnel Rules and Regulations and any amendments as adopted by Council. Comments on rules and the need for revisions in rules and regulations may be discussed by the Labor - Management Committee but any new negotiations on mandatory items or other items will be conducted only by authorized teams in compliance with this complete Agreement. Section 3. The City and the Union agree they will not act to discriminate because of race, creed, color, sex, age, national origin, gender identity, disability, religion, marital status, sexual orientation, or political affiliation unless the reason for the discrimination is job-related or otherwise allowed by law. Section 4. (Reserved) Section 5. Pay -period. The City will give the Union notice and opportunity to discuss, at a labor management committee meeting, prior to implementing a pay -schedule other than bi-weekly. ARTICLE 24 DURATION OF AGREEMENT This agreement shall be in effect between July 1, 2021, and June 30, 2026 to include a reopener for Fiscal Year 2026 wages only. Furthermore, this contract shall continue from year to year subsequent to June 30, 2026, unless written notice to change or modify it is mailed or hand - delivered by either party to the other party prior to September 15 of the year preceding the expiration date or any extension thereof, and received by the other party no later than September 25 of that same year or the next working day thereafter. Section A-25 ARTICLE 26 SAVINGS CLAUSE Should any Article, Section, or any portion thereof of this Agreement be held unlawful and unenforceable by operation of law or by any tribunal of competent jurisdiction, such decision shall apply only to the specific Article, Section or portion thereof declared null and void in the decision and the remainder of this Agreement shall remain in full force and effect. Neither party shall be required as a result of their agreement with each other to conduct themselves in a manner which would cause them to neglect their duties under law or to engage in activities in violation of the law. If replacement provisions are deemed necessary by the Union or Management they shall be negotiated immediately. Cases involving issues cognizable under the Iowa Civil Service Law (Chapter 400 et. seq. as amended) shall not be subject to the grievance and arbitration provisions of this contract unless this contract specifically regulates the issue(s) in question. Section A-26 THE AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES, LOCAL #183 CITY OF IOWA CITY, IOWA -By: PRESIDENT PRESIDENT rn By: ATTEST: n X TEAM MEMBERS r c / c:4 1! � AFSCME/lowa Council 61 f By: Approved by CITY ATTORNEY'S OFFICE , IOWA AMENDMENTS TO CONTRACT SIDE LETTER ON LIBRARY SCHEDULING Library employees may request to work 6 partial days; for example, one-half day on Saturday and one-half day on Monday, where staffing permits. The basis to determine adequate staffing will be enough people within one department electing the option to make it viable. For permanent full-time library employees who elect this option, work performed on the 7th day of the work week shall be considered overtime. Library employees working scheduled overtime on Sunday will have the option at the beginning of each permanent scheduling period to designate whether the time will be taken as compensatory time, or paid, at the rate of one and one half hours for each hour worked, Compensatory time off can be changed through mutual agreement at the same time and in the same manner as other scheduling or leave changes. Employees who wish to change their option of pay or time compensation within a scheduling period may submit a request to their supervisor in the same manner as other scheduling and leave changes. The Library will honor requests of this nature whenever staffing and financial resources permit, with the understanding on both sides that no reasonable request will be unreasonably denied. RE: July 23, 1982 APPENDIX H MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF IOWA CITY AND AFSCME LOCAL #183 JULY 1, 1994 The Fnarties agree as follows: Treatment Plant Operators - Wastewater Treatment Plant, will continue to receive shift differential based on the practice in effect on January 1, 1994, Provided the then current schedule remains in effect. SIDE LETTER OF AGREEMENT BETWEEN THE CITY OF IOWA CITY AND AFSCME LOCAL #183 JULY 1, 1994 The parties agree as follows: At mutually agreed upon times during the 1996-1999 Contract, the investigation and discussion of on-site childcare and/or rchfldcare vouchers will be considered a proper topic for consideration by the Labor -Management Committee referred to in Article 20, Section S. For the U ' Presiders For the City: w Assistant LCfty an er SIDE LETTER OF AGREEMENT BETWEEN THE CITY OF IOWA CITY AND AFSCME LOCAL #183 JULY 1, 2007 The parties agree as follows: The job classifications recommended for an upgrade as a result of the classification study will move to the new paygrade effective June 30, 2007. Employees in those classifications will move to the new paygrade on that date. Employees at step 6 longer than 12 months as of June 30, 2007, will receive an increase equal to 3.5% In addition to the across-the-board increase of 3.25%, provided that no employee will receive a wage rate that is lower than Step 1 or higher than Step 6 of the new paygrade. Thereafter, employees previously at step 6 will have a new eligibility date which will be the first day of each fiscal year. It an employee was placed on Step 1 or between steps 1 and 2 of the new paygrade, they will be eligible for a review and increase on the earlier of their current annual evaluation date or a new annual evaluation date of January 1. These employees will be eligible for the greater of 3.5% or step 2 at that time. Following implementation of the study, for employees above step 2 but between steps, future step increases will be equal to the % difference between the next lower and the next higher step. No employee will have a wage rate higher than step 6. Employees currently (as of June 29, 2007) in positions being downgraded will be treated as if their classification has not been changed. They will continue to receive all negotiated across-the-board increases, as well as step increases where applicable, as long as they remain as an employee of the City in their current position. Positions being downgraded are as follows: Position Old Range New Range MWI—Library (1 person remains an MWI, Range 2 & 2 people are retitled Custodian—Library, Range 1) 2 1 Customer Service Rep—Parking (retitled Parking Clerk) 7 4 Buyer II - Purchasing (1 person remains a Buyer Ii, 9 6 Range 9 & 1 person is retitled Buyer I, Range 6 Customer Service Rep — Revenue g 7 Page Supervisor (retitled Sr. Library Assistant) 11 g FortheUnion: For the City: President Assistant City nage Mgr/assdunions/side letter 7-07.doc Beginning February 2011, the following shall be added to the existing side letter of 11/27/78 and the amendments of 7/23/82 and 10/10/00 and shall apply to Iowa City Public Library Employees. A selection list of Holiday shifts for the next fiscal year will be routed in March following the Library Board of Trustees determination of the next year's calendar. Holiday shifts will be no fewer than four hours, The Holiday schedule will be routed in seniority order to eligible permanent employees. Managers and temporary employees will not be included in the rotation list but may be assigned to shifts in order to meet Library needs, Full-time employees shall select two shifts and part-time employees shall select one shift, with each having the option of selecting one additional shift before passing the list to the next most senior employee. If not all shifts are filled after each employee has made their selection(s), the list will route again in reverse seniority order, with part-time employees selecting one shift and full-time employees selecting two. No permanent part-time employee will be required to work more than one shift per holiday, but they will not be prohibited from doing so. New employees will be added in where their seniority is determined. After all Holiday shifts are assigned, employees will be allowed to give or trade holiday shifts with another eligible employee, but no employee may accrue or be paid for holiday time that is more than the total of the holiday hours earned, times the number of holidays the Library is open. Conflicts will be resolved between the department manager and affected employees. Approved by the Library Board of Trustees, January 27, 2011 CONTRACT SIDE LETTER ON LIBRARY USE AND DEFINITION OF HOURLY EMPLOYEES Recognizing that Library Non -Permanent Employees fill needs required for the day-to- day operation of the Iowa City Public Library, Non -Permanent Employees shall be known at the Iowa City Public Library as Hourly Employees. Said employees will be able to work up to, but not exceed, 1,300 hours in a given fiscal year, and up to 1,500 in a given fiscal year if they participate in rotating weekend schedules. Hourly Employees will be regularly assigned less than twenty (20) hours per week. Up to ten hours, on an average, per pay period of rotating weekend shifts will not be counted as part of a regular assignment. If any Hourly Employee exceeds these hours in a given fiscal year they will be considered a Permanent Employee and entitled to wages and benefits as provided in the contract. Definitions: Hourly Employees will not replace, but may supplement the work done by Permanent Employees, or perform tasks not routinely assigned to Permanent Employees. Hourly Employees will not be lead workers on public service desks nor will they have the same job descriptions as Permanent Employees. Hourly Employees will receive specified training in the department in which the employee is working. Student Interns are not considered Hourly Employees for the purposes of this agreement. On-call Substitute Librarians are considered Hourly Employees at the Iowa City Public Library and, in addition to the requirements above, must meet the same educational and work experience requirements of permanent staff performing similar duties. On-call Substitute Librarians will cover desk shifts previously assigned to permanent staff. April 12, 2011 Approved by Library Board of Trustees, June 23, 2011 Section B AGREEMENT WITH THE CITY OF IOWA CITY WITH JOHNSON COUNTY AREA PUBLIC EMPLOYEES, AFSCME, LOCAL #183 PREAMBLE This agreement is executed by the CITY OF IOWA CITY, Iowa, and the Johnson County Area Public Employees, AFSCME, Local #183. Unless otherwise stated, the word "City" will refer to the City and the employee organization will be called "Union". Throughout this Agreement members of the bargaining unit are referred to as "employees". It is the purpose of this Agreement to promote and ensure harmonious cooperation and understanding between the City and the Union to ensure collective bargaining under the laws of the State of Iowa, as well as applicable ordinances of the City of Iowa City. It is the purpose of the City and the Union to establish salaries and terms of employment consistent with the availability of public funds and with the goals and purposes of the City Charter. The City and the Union jointly pledge their cooperation to work together in the public interest to provide improvement in the effectiveness and efficiency of the services offered to the citizens of Iowa City. The parties agree to the following specific provisions: Section B-1 ARTICLE 1 RECOGNITION Section 1. The City of Iowa City, Iowa, recognizes the Johnson County Area Public Employees, AFSCME, Local 183, as the sole and exclusive bargaining agent for all City of Iowa City Transit employees except those specifically excluded in Section 3 of this Article. This certification is based on an Order of Certification promulgated by the Iowa Public Employment Relations Board on February 2, 1976. Section 2. (Reserved) Section 3. Others who are excluded from the laws relating to collective bargaining in Chapter 20 of the current Code of Iowa are excluded from the terms, conditions, or application of this Agreement, Section 4. The City agrees that it will not sponsor or promote, financially or otherwise, any other group or labor organization, for the purpose of undermining the Union; nor will it interfere with, restrain, coerce or discriminate against any of its employees in connection with their membership in the Union. ARTICLE 2 MANAGEMENT RIGHTS Section 1. Except as limited by the express provisions of this Agreement, nothing herein shall be construed to restrict, limit, or impair the rights, powers, and authority of the City under the laws of the State of Iowa and the City's ordinances. These rights, powers, and authority include, but are not limited to the following: a. To direct the work of its employees. b. To develop, implement and enforce work rules, safety standards, performance and productivity standards. C. To hire, promote, transfer, assign, classify, schedule and retain employees within the operation of the City government and to develop and maintain qualifications, standards and procedures for employment, promotions, and transfers. d. To discipline, suspend or discharge employees for just cause. e. To maintain the efficiency of the governmental operation and to determine and maintain the nature, scope and definition of City organization. f. To relieve employees from duties because of lack of work, lack of adequate public financing, or for other legitimate reasons. g. To determine the amounts, methods, and procedures for compensating employees and the definition of, necessity for, allocation of, and nature of overtime and the method of compensating overtime. h. To determine and implement the methods, means, tools, locations, equipment, and assignment of personnel by which its operations are to be conducted including but not limited to the right to contract and subcontract work. i. To take such actions as may be necessary to carry out its mission. j. To initiate, prepare, certify and administer its budget. k. To exercise all powers and duties granted to it by law. Section B-2 ARTICLE 3 NO STRIKE --NO LOCKOUT Section 1. No Strike. No employee covered by this Agreement shall engage in any strike at any City facility or at any location in the City where City services are performed during the life and duration of this Agreement. If any strike shall take place, the Union will immediately notify employees engaging in such activities to cease and desist, and it shall publicly declare that such activity is in violation of this Agreement and is unauthorized. Employees in the bargaining unit, while acting in the course of their employment, shall not refuse to cross any picket line established by any labor organization when called upon to cross such picket line in the line of duty. The City will make reasonable efforts to assure employee safety in crossing picket lines. Any employee engaging in any activity in violation of the Article shall be subject to immediate disciplinary action including discharge by the City. Section 2. No Lockout, The City agrees not to lock out employees during the term of this Agreement. ARTICLE 4 BULLETIN BOARDS Section 1. The City shall assign space as currently provided on bulletin boards for the Union to post notices, a copy of which shall be provided to the Human Resources Administrator. Notices shall not contain political material, libelous material, or material which is injurious to the City or to employees. Union notices will be limited to designated spaces. ARTICLE 5 BUSINESS AGENTS Section 1. The Union shall have the right to designate agents, not to exceed two (2) persons at any one time, who shall have access to City facilities only during regular working hours, for the purpose of investigating matters relating to the administration of this Agreement. Section 2. The Union shall notify the Human Resources Administrator after making such designation. Any such investigation will be conducted so as to not interfere with City business and any such agent will comply with City safety, security and other regulations. Notice will be given to the Department Director or designee when a business agent enters City property or facilities. City employees may not spend working time to meet with business agents unless specifically permitted by another provision of this Agreement. ARTICLE 6 DUES CHECK OFF Section 1. The City agrees to deduct Union membership fees and dues once each month from the pay of those employees who individually authorize in writing that such deductions be made. The Union will certify the amount of dues to be deducted and the structure of the dues scheduled in a letter signed by the President and notarized. Authorization for check off must be received by the 15th of the month in order to be withheld from the first check of the next month. Section B-3 Section 2. Dues will be deducted from the first pay check of each calendar month and will be remitted, together with an itemized statement, to the Union Treasurer within ten (10) days after the deductions have been made. On a monthly basis, and at no cost to the union, the Employer shall provide the Union with a computer disk, which, in a format agreeable to both parties, shows the bargaining unit employee's name, home address, and any other information mutually agreed to. Section 3. The City will not deduct dues beginning the first of the calendar month after which an employee is no longer part of the bargaining unit. An employee may voluntarily cancel or revoke authorization for check off by delivery of written notice to the City. The City will provide a copy of the notice to the Union. Cancellations received by the 15th of the month will become effective on the first of the next month. Section 4. The City will not be liable and will be held blameless for damage arising by virtue of mistakes in connection with funds collected under the provisions of this Article. The City will not be responsible for payment of dues, special assessments or any other deduction upon an individual's default. ARTICLE 7 HOURS OF WORK Section 1. Definitions Hourly Employees - Recognizing that Non -Permanent Employees fill needs required for the day-to- day operation of Iowa City, Non -Permanent Employees shall be known as Hourly Employees. Said employees will be able to work up to, but not exceed, 1300 hours in a given fiscal year, and up to 1500 in a given fiscal year if they participate in rotating weekend schedules. Up to ten hours, on an average, per pay period of rotating weekend shifts will not be counted as part of a regular assignment. If any Hourly Employee exceeds these hours in a given fiscal year they will be considered a Permanent Employee and entitled to wages and benefits as provided in the contract. Hourly Employees will not replace, but may supplement the work done by Permanent Employees, or perform tasks not routinely assigned to Permanent Employees, Hourly Employees will not be lead workers nor will they have the same job descriptions as Permanent Employees. Hourly Employees will receive the specified training in the department in which the employee is working. Student interns are not considered Hourly Employees for the purposes of this agreement. Permanent Employees — Permanent employees shall be as follows: (A) Those persons who are appointed to authorized budgeted positions and who have completed a probationary period upon initial employment with the City, or (B) Those persons who were hourly employees who have worked more than 1300 hours in a given fiscal year or who participate in rotating weekend schedules and have worked more than 1500 hours in a given fiscal year. The City shall provide the Union a list of names of all persons employed by the City, regardless of their status as employees, along with hire dates, termination dates (if applicable), and account number except those persons excluded in Article 1, Section 3, of this agreement. Section B-4 Section 2. Regular Work Week. A. Definitions -A day will be defined as the time between 12:01 A.M. and midnight, twenty-four (24) hours later. A week will be defined as the time between 12:01 A.M. Sunday and midnight Saturday. Holidays and paid leaves shall count as hours worked. B. Permanent Full -Time - Five Day Operations - The regular work week for permanent full-time employees shall begin on Monday and extend through Friday and shall consist of five (5) consecutive, eight (8) hour days. C. Permanent Full -Time - Continuous Shift Operations - (Work is regularly scheduled 24 hours per day, seven days per week.) The regular work week shall consist of five (5) days of eight (8) consecutive hours for a total of forty (40) hours. For purposes of this contract the first day off in any week is defined as the sixth day and the second day off is defined as the seventh day. Employees assigned to continuous shift operations may meet and confer with their division concerning shift scheduling. D. Six and Seven Day Operations - The regular work week for permanent full-time employees shall consist of five (5) eight (8) hour days for a total of forty (40) hours. For purposes of this contract the first day off in any week is defined as the sixth day and the second day off is defined as the seventh day. Employees whose schedules regularly vary from this pattern will be covered by letter at the time the variation is made. Section 3. Scheduling. Regular work schedules will be posted on departmental bulletin boards within each division, Any permanent change in the regular work schedules for a division will be posted at least ten (10) days in advance of the change. To the greatest extent possible, temporary adjustments in the work schedule of individuals will be posted at the beginning of the week. As much notice as possible will be given in the case of emergencies, inclement weather, or unexpected absences. The City will notify the Union in advance of permanent changes in the regular work week and will discuss such changes if requested. Section 4. Part -Time Emplovees A. Part-time employees are those persons regularly assigned to less than forty (40) hours of work per week. Benefits shall be prorated for permanent part-time employees in accordance with their regularly assigned hours per week. Occasionally the hours actually worked will vary from the assigned number. No minimum amount of work is guaranteed to part-time employees. Any employee whose hours actually exceed his/her assigned hours shall be reassigned hours for the purpose of proration of benefits. An employee may request a redetermination of his/her assigned hours or proration of benefits through the grievance procedure. Nothing in this section shall require a regular part-time employee to regularly work more than his/her assigned hours. B. Hourly Employees. All hourly employees, as defined in Section 1 above, and all other employees of the Employer are not entitled to any benefits or other provisions of this Agreement. C. Current employees will have bidding preference for job vacancies over volunteer helpers and volunteer time will not count toward seniority. Section B-5 Section 5. Rest Periods. Except for the transit drivers the City will provide a fifteen (15) minute rest period at two times during the regular work day. The location and scheduling will be determined by the immediate supervisor. The rest period will be scheduled at regular times within the work day to accommodate staffing needs. Employee preferences will be considered. Section 6. Meal Periods. The City will provide an unpaid lunch period of not less than thirty (30) minutes each day to employees in five day operations. Whenever possible, the lunch period will be scheduled at a regular time in the work day. Meal periods will be scheduled to accommodate the staffing needs of the department with consideration of the preference of employees. In lieu of the two fifteen (15) minute paid rest periods, full-time bus drivers will be provided a thirty minute lunch break with pay. Meal breaks will be scheduled near the middle of the shift; i.e., no earlier than 3 hours into the shift and shall not leave more than 5 hours and 15 minutes remaining on the shift. Deviations due to special or changed circumstances shall be mutually agreed upon. Section 7. Clean-up Time. If the nature of work performed requires it, employees will be allowed a minimum of five (5) minutes for personal clean-up at the end of the work day, Section 8. Inclement Weather. Employees are expected to come to work regardless of weather conditions if they can possibly do so. Employees who appear for work at the scheduled time will be compensated. Generally, City operations will not be suspended, but may be rescheduled. If work is to be rescheduled the immediate supervisor will have available information. The employer will take into consideration the employee's comfort and protection in cases of extreme climatic conditions. Employees who are unable to get to work or who leave work early because of weather conditions may do one of the following: a. Arrange to make up the work with the approval of the immediate supervisor. b. Charge the time missed to accrued holiday, vacation, compensatory time, or personal leave. C. Take leave without pay for the time missed. Section 9. Travel Time - Transit. In addition to hours specified on the run sheet, ten minutes will be paid to cover "travel time" to or from the Transit Facility. This only applies to drivers whose relief point is the Transit Interchange. Employees who are not required to return the bus to the Transit Facility and who decline to travel to or from the Facility shall not receive this pay. ARTICLE 8 OVERTIME Section 1. Overtime. Overtime is work performed by a permanent full or part-time employee in excess of eight (8) hours per day or forty (40) hours per week with the following exceptions: A) Employees regularly scheduled to work more than eight (8) hours per day will receive overtime for the time worked in excess of the regularly scheduled hours per day. Section B-6 B) Employees who work more than eight (8) hours on a given day due to flex time mutually agreed upon by the employee and their supervisor will receive overtime for the time worked in excess of their scheduled flex hours on that day. e.g., Employees who work twelve (12) hours per day will receive overtime for time spent in excess of twelve (12) hours per day or forty (40) hours per week. Prior authorization from the employee's supervisor is required before overtime work will be credited. Employees may be periodically required to work overtime but may request not to perform work because of physical inability or serious personal need. Such requests to be excused from performing overtime will not be unreasonably denied. For permanent full-time employees, work performed on the sixth (6th) or seventh (7th) day of the work week shall be considered overtime. There will be no pyramiding of overtime: e.g., If an employee is called back to work on Saturday he/she may claim the overtime rate either for the minimal call-in OR the sixth (6th) day premium, not for both sections. Overtime will be compensated at the rate of one and one-half (1-1/2) times the current base hourly rate of the employees or by compensatory time off at the rate of one and one-half (1-1/2) hours for each hour of overtime worked. Employee preference will determine whether overtime is paid or time off given unless departmental staffing needs or financial considerations require employees to be paid or given time off. The employees may request reasons for the denial of the time off or pay. Section 2. Overtime Equalization. A. To the greatest extent possible, overtime shall be offered to employees equally over a period of three (3) months, considering the type of work, the qualifications and ability of the individual employee, the employee's desire to perform the overtime service, and the employee's seniority. The following procedure will generally be used: The employee with the necessary qualifications and abilities and the least number of overtime hours in that classification will be first offered such assignment. In the event that overtime hours among employees in that classification are equal, seniority shall prevail. In the event no qualified employee desires such work, the City shall select the qualified employee with the least credited overtime hours for such assignment and if there are two or more employees with the same number of overtime hours, the employee with the least seniority shall be thus assigned. Employees who refuse overtime work on a particular job will be charged the same number of hours as employees who actually do the work. Any employee who may be periodically excused from overtime work for physical disability or serious personal need shall carry an amount of overtime equal to that of the employee with the highest number of hours. When the need arises to work overtime to finish a job, the employees who are performing the work may be offered the overtime first if the work is to be completed. If an affected employee elects not to work overtime, he/she will be expected to continue until a replacement is secured. Section B-7 During emergency situations such as, but not limited to, excessive snow, freezing rain, wind, rain or cold, employees in the affected divisions may be scheduled to work twelve (12) hours or more in any twenty-four (24) hour period. Work in excess of twelve (12) hours will be assigned according to the equalization procedure. The equalization procedure is inapplicable to regularly scheduled overtime in transit. B. Distribution of extra hours in the Transit Division. For hours available after the "Extra Board" hours have been assigned, to the greatest extent possible, extra hours shall be offered to employees equally over each run pick period. The employer may first offer the hours by seniority to part-time employees who have worked less than 40 hours that week. After that it will be offered to employees by seniority if scheduling time allows. For equalization purposes, employees who refuse extra hours will be charged the same number of hours as were offered. The City shall maintain and post a list of extra hours worked in the Transit Division. C. The City shall maintain and post (at least monthly) in a public place in the work area, a list of classifications showing overtime hours worked by each employee, and shall keep such list current with accumulated overtime being credited forward. Overtime accumulation shall commence on January 1, April 1, July 1 and October 1 of each year and shall be equalized quarterly. Employees who are new to a division shall be credited with the highest number of hours in their classification. Any deviation from the above process shall be by letter between the City and the Union. Section 3. Overtime Rest Period. If an employee is required to work at least two (2) hours immediately after the employee's normal work day the City will provide for one of the following: a. A rest period of one-half hour immediately following the work day, or b. One additional half-hour of paid compensation at the overtime rate. This section does not apply if the employee is required to work less than two (2) hours following the work day. Section 4. Stand -By Time. Employees who are on stand-by time are required to be at a place designated by them which has access to a phone and from which they may reach the work area promptly. Employees on stand-by will be compensated as follows: Employee Assigned to Stand-by Pay Per Week 1. Is provided with and takes vehicle home 7 hours pay 2. Is provided with but declines to take a vehicle home (supervisor may require employee to take vehicle) 7 hours pay 3. Cannot be provided with a vehicle due to lack of vehicle availability 10 hours pay 4. Is not provided with a vehicle because employee resides outside city limits 10 hours pay Employees of the Street/Sanitation Department who are required to be on stand-by for the purpose of emergency snow removal will be compensated at a rate of ten (10) hours at current base Section B-8 pay rate for each week of stand-by time. Stand-by in these circumstances will be assigned in no less than one week increments. Such employees will be furnished a call device, but no vehicle. Section 5. Reporting Pay. If an employee reports for work at his/her regular time and place but is sent home by the supervisor because of an emergency because work cannot be performed, such employee shall be paid a minimum of two (2) hours at his/her regular straight time pay. The City will make every effort to allow the employee to make up the work at straight time at a different time, where the nature of work permits. Section 6. Minimum Call -In. An employee who has completed an eight (8) hour work day and who is called in to work in an emergency situation without prior notice will be paid for a minimum of two (2) hours. If the emergency call-in takes more than two (2) hours the employee will be compensated for time spent. Minimum call-in will be paid at the overtime rate. An employee who is called in prior to the regular start of his/her working day will be compensated for a minimum of two (2) hours at the overtime rate. In the event minimum call-in and regular working hours overlap, straight time will be paid for the overlapping hours in addition to the minimum call-in. There shall be no pyramiding or duplicating of overtime pay. That is, if an employee is called to work, he/she cannot collect for another two (2) hours unless it has been two (2) hours since the last call. Any City employee required to appear as a witness in Court for work-related matters or at a municipal infraction hearing for work-related matters outside their work schedule will be paid for such appearance pursuant to minimum call-in provisions above. The employer will not alter work schedules solely to avoid this payment. Section 7. Professional Employees. No overtime will be paid or credit given for overtime work of professional employees. Generally, assignments will be based on an assumed forty (40) hour week for full-time professionals and on the assigned number of hours of part-time professionals. Professional employees will enter all assigned hours worked in excess of their normal schedules on their time sheets. A professional employee may meet with his/her department head at a mutually convenient time and place to review the hours worked in an attempt to facilitate the provisions of this section consistent with department practices. However, this clause shall not be construed as a guarantee of compensatory time or overtime pay. Section 9. Calculation of Overtime. Overtime will be recorded on the basis of an initial six (6) minute segment, and an employee must work the entire segment to be credited with one-tenth (1/10) hour for overtime. After the first six (6) minutes, overtime will be recorded and credited on a minute -for -minute basis. Section 10. Payment of Overtime. Payment of authorized overtime will be on succeeding pay checks. Section 11. Accumulated Overtime. Accumulated overtime to be carried over from one fiscal year to another shall not exceed forty (40) hours and any overtime in excess of forty (40) hours accumulated at the end of the fiscal year shall be administered in accordance with Section 1 of this article. Section 12, Shift Differential. Employees who work a scheduled shift which begins at or after 1:30 p.m., but before 10:00 p.m. shall receive an additional twenty-five ($.25) per hour. Employees who work a scheduled shift which begins at or after 10:00 p.m. but before 1:00 a.m. shall receive an additional forty cents ($.40) per hour. Section B-9 ARTICLE 9 HOLIDAYS Section 1. The following days shall be paid holidays for permanent employees: New Year's Day (January 1); Martin Luther King, Jr. Day (third Monday in January; Memorial Day (last Monday in May); Juneteenth (June 19); Independence Day (July 4); Labor Day (first Monday in September); Veteran's Day (November 11); Thanksgiving Day (fourth Thursday in November); the Friday after Thanksgiving; Christmas Day (December 25); and one personal leave day. Provided, however, that at the time employment begins or terminates, personal leave shall be pro -rated on the basis of two (2) hours personal leave credit for each quarter of the fiscal year, or portion thereof, during which the employee is in pay status. In order to receive holiday credit, an employee must be in pay status the day before and the day after a holiday. Section 2. In addition, there shall be granted to permanent employees who do not work a continuous shift, the day before or after Christmas, or the day before or after New Year's Day as an additional holiday. The City Manager may direct that employees observe a particular day for this holiday but if the Manager fails to make such designation by December 15 of the calendar year in question, employees may select a particular day subject to the approval of the supervisor. If the City Manager does not designate a day, employees may choose a day between December 17 and January 6. Section 3. Permanent employees on a continuous shift shall receive eighty-eight (88) hours of holiday credit and eight (8) hours of personal leave credit on July 1 annually. Any continuous shift employee who begins work after July 1 of any calendar year will receive credit for the remaining holiday dates in the year and for personal leave as provided in Section 1 of this Article. If an employee separates after July 1 of any year, those holidays and personal leave hours which have been credited but which have not as yet occurred or been earned will be deducted for the purpose of considering separation pay. e.g., Employee A receives credit for eighty-eight (88) hours of holiday time on July 1. The employee terminates on November 1 and has not used any holiday hours. He would be paid sixteen (16) hours of holiday pay (Independence Day and Labor Day). e,g., Employee B receives eighty-eight (88) hours of holiday credit on July 1. Employee B terminates November 1 and has used forty (40) holiday hours. Only two (2) holidays (Independence Day and Labor Day) have occurred prior to termination, therefore twenty- four (24) hours (40 used less 16 occurring) would be deducted from vacation pay or from the last week's wages. For the purpose of this Article, a holiday for continuous shift employees (except Police Department employees) begins at 12:01 A.M. on the day of the holiday and continues for a period of twenty-four (24) hours thereafter. In the Police Department a holiday begins at 11:00 P.M. on the day preceding the holiday and continues for twenty-four (24) hours thereafter. When a holiday occurs on Sunday, the following Monday will be observed. When a holiday falls on a Saturday, the preceding Friday will be observed. basis. Section 4. Part-time employees will receive holiday pay and personal leave on a pro -rata Section B-10 Section 5. Eligible employees who are called in to work on a holiday on which City operations are not open to the public will be paid at a rate of one and one-half (1%) times for the hours actually worked and shall also receive regular holiday pay. Section 6. Permanent employees who are assigned to work on holidays when City operations to which they are assigned are operating or open to the public will receive holiday credit equal to one and one-half (1'/2) times the hours actually worked, This credit may be used after the holiday occurs but must be taken before the next succeeding July 1. Generally, this section applies to, transit employees Employees may request pay in lieu of holiday credit. The employer's decision to grant or deny the pay shall not be arbitrary or capricious. Section 7. Holidays or personal leave days shall not be carried over from one fiscal year to the next. Section 8. Definition. "Continuous shift employees" as used in this article indicates those employees who work in twenty-four (24) hour per day operations and who are subject to assignment on shifts beginning between 3:00 P.M. and 7:59 AN. ARTICLE 10 VACATIONS Section 1. Accumulation. Vacations shall be earned by permanent employees by month according to the following schedule: Length of Service Days Per Pay Month 0-5 years 1 5 years 1 day - 10 years 1 1/4 10 years 1 day - 15 years 1 1/2 15 years 1 day - 20 years 1 3/4 more than 20 years 2 The maximum number of hours eligible for carry over after July 1 of any year or for payment upon termination shall be one hundred ninety-two (192) hours (24 days). If scheduled and approved vacation time is cancelled by the employer, the cancelled vacation hours may be carried over into the next fiscal year to be used as time off within the first ninety (90) days of the fiscal year as long as the use of such time is scheduled and approved within the first thirty (30) days of the fiscal year. If the employer does not allow the use of time carried over under this provision, the cancelled vacation hours will be paid out. Section 2. Use of Vacation. Scheduling will be arranged with the supervisor to accommodate staffing needs and employee preferences. Except in the event of serious personal need by a less senior person, seniority will prevail. Section B-11 Section 3. Payment of Accumulation. Upon discharge, resignation or retirement, a permanent employee is eligible for payment of not more than 192 hours (24 days) of accumulated vacation leave at the current base rate of pay. ARTICLE 11 SICK LEAVE Section 1. Accumulation. Employees shall be granted one day of sick leave credit per month and shall have the right to accumulate unused sick leave up to a maximum of 1440 hours (180 days). Sick leave shall not be accumulated while an employee takes a leave of absence without pay, but any employee granted a paid leave shall continue to earn sick leave. Accumulation of sick leave shall commence on the date of first permanent employment. Additional sick leave will accrue while an employee is receiving worker's compensation and supplementing those payments with accumulated paid leave(s). Upon resignation or retirement, the City shall pay for one-half of the accumulated sick leave at the time of resignation/retirement on the basis of the employee's then current hourly base salary, provided that the dollar amount of the payment may be up to but shall not exceed the amount that an employee would have been due if he/she had terminated on June 28, 1985. Employees hired on or after June 29, 1985, are not eligible for payment under the provisions of this paragraph. An employee must have been employed by the City for at least one year in order to be eligible for payment of accumulated sick leave upon termination. Incentive: Employees who utilize no sick leave in any thirteen consecutive pay periods and who have at least 600 hours of sick leave accumulated at the end of the six months may, at the option of the employee, convert four hours of sick leave to four hours of incentive leave. Following any twenty-six consecutive pay periods with no use of sick leave, employees who have at least 1200 hours of sick leave accumulated may, at their option, convert an additional four hours of sick leave to incentive leave for a total of up to but no more than twelve hours in any 26 consecutive pay periods. The maximum number of hours eligible for carry over from one fiscal year to the next shall be eight (8) hours. Section 2. Use of Sick Leave. a. A day of accumulated sick leave shall be used for each day an employee is sick and off work during a work week. A doctor's statement regarding nature of illness and recovery therefrom may be required if abuse is suspected. Requirement of such doctor's statement will not be used merely for the purpose of harassment of any employee. Sick leave may be used on an hour -to -hour basis for doctor's appointments or other health maintenance needs. b. In addition to sickness of an employee, sick leave may be used for: (1) On-the-job injury. (2) Serious illness or hospital confinement of a spouse, domestic partner as recognized by City policy, or child, or critical illness of the employee's mother, father, mother-in-law, father-in-law, including mother or father of a domestic partner, brother, sister, or grandparents, as well as any other relatives or member of the immediate household of the employee up to a maximum of forty-eight (48) hours per occurrence provided that the employee's presence and efforts are needed. Section B-12 C. The City may discipline employees for abuse of sick leave. Section 3. Notification. An employee shall notify his/her supervisor as soon as reasonably possible of any sickness or illness which will cause him/her to miss work. Certain employees may be required to provide such notification prior to the beginning of their work day. In those cases where the Department or Division requires such prior notification, the City will be responsible for establishing a method whereby those employees can provide such notification. Unless such notification is given, the absence will not be charged to sick leave, but will be charged to other accumulated leave, or if no such accruals exist, to leave of absence without pay. Unusual circumstances will be evaluated and may result in charging the absence to sick leave. An employee who becomes sick at work will notify his/her supervisor before leaving the area. Section 4. Sick Leave Bank. a. Permanent employees in the bargaining unit may draw from a Sick Leave Bank if they have exhausted their own sick leave accumulation and are seriously ill. Hours of sick leave shall be contributed to the bank by bargaining unit members who have reached the maximum accumulation of sick leave (1440 hours or 180 days) at the rate of one day per month. b. Employees who use Sick Bank days will repay the bank at the regular sick leave accrual schedule after returning to work. Employees who do not return to work or who fail to accumulate a sufficient amount of sick leave will pay back the Bank from other accrued leave or in cash. C. A joint City -Union committee will administer the use of Sick Bank days by employees. The committee will be made up of one Union representative, one City representative and one person chosen by the two representatives. The Bank Administration Committee will determine when sick leave may be used, application procedures, the length of time which any employee may borrow, the length of the waiting period after exhaustion of sick leave before employees may borrow time, amount of time before which days must be paid back, and other criteria for using Bank days. The Committee is charged with maintaining the integrity of the Bank for serious or catastrophic illness of individuals in the bargaining unit and will develop policies to protect against abuse by individuals. d. The City will contribute thirty (30) days of sick leave to the Bank October 1, 1976. No individual may use more than ten (10) days during the term of this Agreement. Section 5. Employees using sick leave who are medically able to perform some of the regular duties of their position while at home (or alternative work site) may, at the request of the employee or the supervisor, and with the permission of the supervisor, be assigned work to be performed at home. For work performed at home, regular pay rather than use of sick leave accrual will be utilized, and the ratio of sick leave to straight pay will be determined on a case-by-case basis by the supervisor. This policy is designed to permit credit for work performed at home by employees using sick leave, when performance of work at home is advantageous to the City; however, no employee will be Section B-13 required to perform work while on sick leave nor will any employee be guaranteed the right to do so, Section 6. While an employee is receiving sick leave pay from the City, self-employment for pay or work for another employer for pay is expressly forbidden. A waiver of this provision may be given if the employee presents evidence from his/her physician to the City that the employee's medical disability would preclude fulfillment of the employee's duties with the City, but that the nature of the disability would permit work at alternative outside employment. Failure to comply with this policy will result in progressive disciplinary action. ARTICLE 12 SPECIAL LEAVES Section 1. On -the -Job Iniury. Upon application the City may grant a leave of absence with pay in the event of an injury or illness of an employee while at work provided the following conditions exist: a. The injury or illness arises out of the course of City employment, and b. The City's medical advisor determines that time off from work is required. If the above provisions are applicable, leave with pay will be granted during the remaining time on the work day when the injury occurs and for a period of two (2) additional working days if authorized by the medical advisor. If the injured or disabled employee requires more than two (2) working days in which to recuperate and return to work, any additional absence may be charged to sick leave or, if sick leave is exhausted, to leave of absence without pay. Employees may use accumulated sick leave or other accumulated leaves to supplement worker's compensation benefits. Section 2. Funerals. An employee will be granted up to three (3) work days per incident with no loss of compensation or accruals if required to attend the funeral of his/her spouse, domestic partner as recognized by City policy, child, grandchild, stepchild, foster child, mother, father, stepparent, sister, brother, step -sister or step -brother. An employee will be granted one (1) day per occurrence with no loss of compensation nor loss of accrual from sick, annual, or compensation time to attend the funeral of his/her mother-in- law, father-in-law, grandparent, aunt or uncle, brother-in-law, sister-in-law, or permanent member of the immediate household. In such cases, he/she shall be granted up to two (2) additional days for travel, if necessary. In-law relationships referred to herein shall include such relationships through a domestic partner as recognized by City policy. If additional time is needed, an employee shall be permitted to use up to three (3) work days of accumulated sick leave with the approval of his/her supervisor. Section 3. Leave of Absence Without Pav. A leave of absence without pay is a predetermined amount of time off work, which has been recommended by the Department Director and approved by the City Manager, except in cases of medically necessary disability leaves which shall be automatic provided the employee has exhausted all other accrued leave (paid and unpaid) and submits to a physical exam by a city -paid and appointed doctor (if required by the employer). Generally, such leave shall not exceed twelve (12) months. Upon termination of any such leave of Section B-14 absence, the employee shall return to work in the same range and step as when he/she left and will receive compensation on the same basis as if he/she had continued to work at his/her regular position without leave, provided that during that period if the nature of operations has changed so that similar work does not exist or that an opening for the employee no longer exists, the employee shall be eligible to bid on vacancies in related areas or vacancies for which the employee is otherwise qualified for a period of twelve (12) months following termination of the leave. The employee is responsible for applying for and keeping aware of any openings. In the event an employee fails to return to work at the end of any such leave or extension, he/she shall be deemed to have voluntarily resigned or, if applicable, voluntarily retired on the last day of work prior to such leave. During a leave of absence without pay, the employee: a. Cannot pay retirement contributions if the leave exceeds one month in duration. b. Shall not receive any other accruals or job benefits during the period of absence. C. Shall not acquire additional seniority during said leave except in the case of temporary medical disability or as otherwise specified by this Agreement. d. Shall not earn sick, vacation, or other leave. e. Must use all accumulated vacation to which he/she is entitled prior to the time that the leave without pay commences. f. Must pay prorated health, dental, life and disability insurance premiums falling due during any month the employee is not on the payroll, if coverage is desired and is available subject to insurance carrier approval, as follows: For any calendar month during which the employee is on unpaid leave not exceeding ten working days and insurance coverage is desired, the City will pay the cost of the insurance premiums. 2. For any calendar month during which the employee is on unpaid leave in excess of ten working days and insurance coverage is desired, the employee must pay 1/12 of the insurance premium for each working day beyond ten working days that the employee is on unpaid leave of absence, The remainder of the premium will be paid for by the City. 3. The employee may choose which insurance coverages, if any, are to be retained during the unpaid leave of absence. 4. Payment for insurance coverages desired by the employee may be deducted from current or future pay due to the employee or at the employee's option may be billed on a monthly basis. Failure to return from an unpaid leave where insurance coverage was desired will result in the City billing the individual for costs which would otherwise have been deducted from the employee's pay. The Department Director may waive the above conditions (a, through e.) for leaves of absence not exceeding ten (10) working days. Section 4, Jury Dutv. Any employee summoned for jury duty during the employee's regular work hours shall receive regular straight time pay during any period of jury service. The City shall receive the pay earned from such jury service. Compensation for travel expenses may be retained by the employee. An employee who is summoned for jury duty but is not selected to serve on the jury and is discharged with an hour or more remaining in the work -day shall return to work. Section B-15 Section 5, Witness Fees. An employee shall be granted leave with pay when required to be absent from work for the purpose of testifying in court in response to legal summons when the employee is neither plaintiff nor defendant in the action and when such court appearance arises from the performance of his/her duties, obligations, or activities as a City employee, and the City shall receive the witness fees up to the amount of compensation paid to the employee by the City for days testified. Section 6, Military Leave. Employees called by any branch of the Armed Forces of the United States shall, when ordered to active service, be entitled to a leave of absence for such period of time that the member serves in such capacity and until discharged therefrom. The City shall comply with applicable law in regard to military leave. Employees subject to the foregoing shall, upon reinstatement to City employment, retain their original employment date for the purpose of determining seniority and eligibility for salary advancement just as though such time spent in service of the United States has been spent in regular employment with the City. Section 7. Voting Time. An employee shall be permitted to vote at a polling place in the City of Iowa City or the City of Coralville during the work day in any national, state, or local election if it is not reasonably possible for him/her to vote during off hours. Section 8. Pregnancy Leave. A pregnant permanent employee shall be entitled to a leave of absence without pay if she is disabled as a result of pregnancy or related cause at the exhaustion of other accumulated leaves. All employees requiring such leave shall notify the Department Director prior to the anticipated date of birth and should be able to substantiate their condition by a doctor's statement. Employees may work during pregnancy if health permits, Those granted leaves under this section shall present doctor's statements as to pregnancy disability and recovery therefrom. Within seven (7) days following birth, miscarriage, or abortion the employee shall advise the City of the date by which she will return to work. Unless the employee returns to work by such date, or any other date by reason of extension granted by the City, the employee will be considered to have voluntarily resigned or retired. An employee who takes leave pursuant to this section shall return to work as soon as she is medically able, retaining all rights granted by the federal Family Medical Leave Act or other applicable law. Section 9. Union Business Leave. Any employee elected to office in the International American Federation of State, County and Municipal Employees shall be granted a leave of absence without pay for a period not to exceed two years. Such leaves shall be granted to not more than one City employee in Local 183 at any one time. An employee desiring such leave shall give thirty (30) days notice to the City. Consistent with Section 3 of this Article, such employees shall not have a job guarantee on return. b. Leave of absence without pay to attend and serve as a delegate to conventions and training conferences relating to the Union shall be granted to not more than five (5) City employees in Local 183 in any one calendar year. Not more than five (5) days may be taken by any three (3) employees and not more than ten (10) days may be taken by any two (2) employees under this section. Employees seeking such leave shall present certification in writing of their selection by the Union to act as a Section B-16 representative to a specified conference at least ten (10) working days prior to the time they wish to be absent. C. No more than one employee who is elected or appointed to offices in the Union that is not part-time staff will be granted sufficient unpaid time off to carry on the duties of the office provided he/she gives reasonable advance notice and receives approval for such leave from the department head. Approval may be denied by the department head where the employee's absence could adversely affect or interfere with the operation of the department. d. Employees on Union leaves shall only be entitled to accrual of seniority for time spent on such leaves, except for subsection c above, where employee will continue to accrue benefits during a period not to exceed ten (10) work days per year. e. Employees appointed to the position of Staff Representative for AFSCME/Iowa Council 61 shall be entitled to an unpaid leave of absence not to exceed one year. The City may deny such leave if it would create a hardship. Return from leave is governed by Section 3 of this Article. Not more than one employee shall be granted such leave at any one time. The employee must make application for such leave at least ten (10) working days in advance of the commencement of this leave. The provisions of Subsection d. above shall apply. The City agrees to place Union supplied Union information in its new employee packets. This information shall not include political material, libelous material, or material which is injurious to the City or to employees. Section 10. Professional Leave. The City and the Union agree that professional development is of benefit to employees designated as "professionals" and the employer. In recognition of this Agreement, the following guidelines will be considered when granting or denying requests for professional leaves: a. The potential benefit to the employee. b. The potential benefit to the employer. C. The work -relatedness of training program, conference, workshop, class, or convention that is attended. d. Who in the affected class of employees went most recently. e. Seniority. It is understood by the parties that the above provisions in no way constitute a guarantee of training to anyone. ARTICLE 13 SENIORITY Section 1. Seniority shall mean length of continuous service with the City. It shall begin on the date of employment and become applicable immediately following completion of a probationary period of not more than six (6) months in a permanent position, unless extended in writing due to unusual circumstances. Continuous service in a temporary position shall be added to the employee's seniority for use only in Section 3, Use of Seniority, below. An employee will lose seniority rights upon resignation, discharge forjust cause, retirement, death, or layoff for more than two (2) years. Section B-17 Seniority shall accrue during all paid leaves and during periods which a member is assigned a classification outside of the bargaining unit. If an employee is on leave of absence without pay as a result of temporary disability as substantiated by a doctor's certificate or for on-the-job injury, seniority will accrue indefinitely. An employee will accrue seniority while on leave without pay or layoff for one (1) year or for a period equal to the length of time worked if less than one year. In the event that two (2) or more employees have an identical seniority date, the order of their seniority shall be determined by the alphabetical order of last names. The City will maintain a seniority list showing the length of continuous service and will make a copy of the list available to the Union each six (6) months. Section 2. Probation. The initial probation period for permanent appointments will be six (6) continuous months. The probationary period may be extended in writing because of unusual circumstances. Probationary employees are entitled to all benefits of this contract with two exceptions: They may not grieve any disciplinary actions taken against them. 2. They may not bid on other jobs (except for promotions). If an employee has worked as a temporary City employee prior to appointment to a similar permanent position, the temporary time worked may be credited toward completion of probation if it is applicable experience. For such employees, the probationary period will be shortened to reflect credit for temporary time worked. The length of probation will be specified in writing in the permanent appointment papers. Section 3. Use of Seniority. An employee who has successfully completed an initial City probation period of six months may exercise seniority as follows: Transfer Procedures. Except in the case of emergency circumstances, a notice which describes the position for permanent job openings will be posted on administrative and departmental bulletin boards for not less than five (5) working days. During this period, employees who wish to apply for the position may do so. The City will provide a written form for application which must be received in the Human Resources Office by 5:00 P.M. on the day stated on the notice as the closing date. If current or laid off employees are qualified for the position he/she may compete with other employee applicants for the position. Step I. If qualifications including skills, abilities, and experience of the applicants are relatively equal, the employee with the greatest seniority will be offered the job first, except as provided in Section 3, subsection b.2.(a) of this Article. Step II. If the qualifications of current employees are marginal but equal to outside applicants they will be offered the position if it is to be filled, subject to the further provisions of Section 3, subsection b.2.(b) of this Article. Section B-18 If an employee feels that seniority has been ignored by the City, he/she may request the reason for his/her rejection for the position in writing, and the written reasons will be given. b. Reduction in Force. Reductions in force will be by departmental division according to seniority in the jobs affected with the person having the least seniority within classification to be laid off first. The City will give fifteen (15) days notice to employees who are to be laid off except in an emergency. Temporary, casual and seasonal employees within classification (e.g. those job titles listed in Appendix A) will be laid off prior to permanent employees. The City will consult with the Union as far in advance as possible prior to a contemplated layoff in order to provide the most equitable treatment to employees who are to be laid off. 1. The City will attempt to accomplish reduction in force by attrition. 2. An employee whose job is to be eliminated may be transferred to vacancies within the department. Employees notified of lay-off or who are subject to recall from lay-off under Section 3, Subsection c. of this Article shall be given the opportunity to bid for new or vacant non -promotional positions to be filled by the City as follows: (a) When competing with other bargaining unit employees, a laid -off employee will be offered the job first where qualifications, including skills, abilities and experience of the applicants are relatively equal without regard to seniority. (b) When competing with applicants who are not employees of the City, laid -off employees shall be offered the job first where the City deter- mines the laid -off employee has the abilities to adequately perform the job under normal supervision. If no vacancies exist a more senior employee being laid off shall bump the employee with the least seniority in their classification within their department; but, if no such person or position exists, the laid -off employee may bump the least senior employee in a position within their classification in the bargaining unit. If no such person or position exists within the bargaining unit, a laid -off employee may bump the least senior employee in a job outside their classification within their department and, if no such person or job exists, then the bargaining unit. Provided, however, an employee shall not bump into a job without seniority, proper credentials (including prior recorded experience in the job with the City; except where a laid -off employee was placed in the job out of promotional sequence in the clerical, maintenance worker, plant operator, mechanic, librarian, dispatcher, planner/program analyst and construction inspector series), and the ability to perform the duties of the job under normal supervision. A person shall first bump into the highest classification which also meets the preceding conditions. Bumping shall not result in any promotion. In no event shall a full- time employee be forced to bump the least senior employee when it would result in decreased hours of work or shall part-time employees bump into Section B-19 full-time positions unless their total seniority is greater based on a comparison of computation of time actually worked. Employees shall have seven working days (based on a Monday through Friday work week) from receipt of written notice of lay-off to exercise bumping rights. C. Recall from Layoff. The names of permanent employees laid off shall be placed on a re-employment list for the jobs affected in the layoff. Such persons shall be eligible for re-employment in reverse order of layoff in the job from which they were removed for a period of two (2) years, provided that they are still qualified and able to perform the job. Employees may apply for vacancies in the City in titles other than those affected by the layoff during the period that they are on the recall list while maintaining their option to return to the job from which they were laid off. When an employee is notified by certified mail to last known address to return to work, he/she must make arrangements to return to work with the immediate supervisor within seven (7) days or be removed from the recall list. An employee on the recall list will accrue seniority pursuant to Section 1 of this article and will be entitled to exercise seniority accrued prior to layoff after their return to work.d. Preferred Shift. Employees may use seniority to bid on a preferred shift or transit run provided a vacancy exists. Employees currently within the classification in which the vacancy has occurred will first be given the option to bid prior to the vacant hours being posted for other City employees. Section 4. Trial Period. A. Employee Option. A transferred employee shall be granted up to ten (10) days to determine if he/she wants to continue in the position to which he/she voluntarily transferred. If during the option period the employee desires to do so, he/she may return to the previous position. B. City Option. The length of the trial period for a person who is transferring to another position within the City will be adapted to the type of job, length of City employment and similarity to previous jobs, but will not be longer than forty (40) working days except by agreement between the City and the Union. A transferred employee agrees not to initiate another transfer for six (6) months. This limitation on voluntary transfers does not apply to promotions. If the employee's performance is unsatisfactory at the end of the trial period, they may return to their previous position or a similar vacancy. Section 5. Compensation after Transfer. When an employee transfers to another position within the same or a lower range he/she shall move to a step and rate of pay within the range of the position transferred to with pay to be determined on the basis of relative skills, abilities, experience and seniority. When an employee transfers to a higher range his/her pay shall fall within that range and in no event will be less than the equivalent of a one step increase based on their pay prior to the transfer. Section 6. Transit Seniority, In the event two or more transit drivers have identical seniority dates, the order of seniority for selecting transit runs shall be determined by lot. Section B-20 ARTICLE 14 DISCIPLINE Section 1. Purpose, All parties to this Agreement recognize that a certain amount of discipline is necessary for efficient operation of the City and the City has rights and responsibilities under law in providing services in an efficient manner. These certain penalties for infractions are agreed upon by the parties as a mode of operating and are not intended to limit the management rights of the City as explained in Chapter 20 of the current Code of Iowa. Disciplinary actions against employees will be taken for just cause. Appeal of disciplinary actions shall be by permanent employees and shall be through the grievance procedure set forth in this Agreement. Section 2. The goals of progressive discipline are to correct behavior and produce efficient City operations rather than merely to punish wrongdoers. Disciplinary actions or measures shall ordinarily be invoked in the order listed: a. Oral reprimand or warning. b. Written reprimand or warning. C. Suspension with loss of pay. d, Discharge. Section 3. Serious violations may be dealt with by any of the above disciplinary measures on the first offense. Permanent employees shall have the right to take up a suspension or discharge at Step 2 of the grievance procedure. Section 4. An employee may request the presence of a steward at the time of discipline. The steward may request a copy of the oral or written warning at that time. A copy of suspension or discharge will be forwarded to the chief steward. ARTICLE 15 INSURANCE Section 1. Medical Insurance, The City will provide the health insurance policy known as the Blue Cross/Blue Shield "Iowa 500," Alliance, two-day deductible plan for employees and eligible dependents. Full-time employees will contribute to the monthly premium as follows: ten percent (10%) of premium for coverage selected effective July 1, 2021; eleven percent (11%) of premium for coverage selected effective July 1, 2022; eleven percent (11%) of premium for coverage selected effective July 1, 2023; twelve percent (12%) of premium for coverage selected effective July 1, 2024. There will be re -opener for insurance for fiscal year 2026. Part-time employees will pay a pro -rata share of the monthly premium for single or family coverage. A description of the provisions of the negotiated 'Iowa 500," Alliance, plan are set forth in Appendix "B". Benefit coverages are based on usual, customary and reasonable rates. Disputes regarding specific claims shall be addressed to the insurance company and are not subject to the grievance procedure of this agreement. The parties agree to actively pursue incentives and/or other alternatives to the existing health care plan and pledge their mutual cooperation to achieve this end. However, no such programs will be implemented except upon mutual agreement by the City and the Union, Section B-21 The City may meet with representatives of the Union for the purpose of negotiating an alternative to the "Iowa 500," Alliance, Five Union representatives shall attend such meetings without loss of pay. Should the parties fail to agree, they will proceed to arbitration pursuant to Article 20. The issue to be decided by the arbitrator is the appropriateness of such an alternative, and whether or not it is reasonably equivalent to the "Iowa 500," Alliance. If the arbitrator determines that the alternative is not appropriate or reasonably equivalent, the "Iowa 500," Alliance plan shall remain in effect. Section 2. Life Insurance. The City will provide a term life insurance policy for employees the face value of which is an amount equal to the next even thousand dollars greater than annual salary. e.g., If an employee's annual salary is $8,834, the face value of the life insurance policy is $9,000. In the policy currently provided coverage does not become effective until ninety (90) days after employment, Section 3. Dental Insurance. The City will provide dental insurance for employees. Family dental insurance will be made available to the employee at the employee's expense. A description of the provisions of the negotiated Delta Dental plan are set forth in Appendix "B". Benefit coverages are based on usual, customary, and reasonable rates. Disputes regarding specific claims shall be addressed to the insurance company and are not subject to the grievance procedure of this agreement. Section 4. Payroll Deductions. When the employer develops the computer capability to accommodate payroll deductions for a Union insurance plan or group benefit plan it shall provide for deduction of up to one such item. The Employer agrees to deduct from the wages of any employee who is a member of the Union a PEOPLE deduction as provided for in a written authorization, provided there is field capability and required deductions are not negatively affected. Such authorization must be executed by the employee and may be revoked by the employee at any time by giving written notice to both the Employer and the Union. The Employer agrees to remit any deductions made pursuant to this provision promptly to the Union together with an itemized statement showing the name of the employee from whose pay such deductions have been made and the amount deducted during the period covered by the remittance. Section 5. Carrier Change. The parties agree that the employer may change insurance carriers provided the Union is given 60 days written notice of the change and the specifications and administration of the insurance plan(s) are not diminished. Regarding life and long-term disability insurance, the specifications provided in Sections 2 and 6 of this Article define those below which benefits shall not be diminished under this Section. Section 6. Long Term Disability Insurance. The City will provide long-term disability insurance for permanent full-time bargaining unit employees and for permanent part-time bargaining unit employees who work or are on paid leave time an average of 30 or more hours per week, with sixty percent (60%) coverage of monthly salary to a maximum annual salary of $85,000. This benefit, as applied, shall be subject to other applicable offsets such as worker's compensation, social security, sick leave, etc. Such disability insurance shall begin paying benefits after one hundred twenty (120) calendar days of continuous covered total disability. Regardless of other Section B-22 situations which are covered or not covered by the terms of the policy, long-term disability benefits shall not pay for situations arising from employment by any employer other than the City of Iowa City. Disputes regarding specific claims shall be addressed to the insurance company and are not subject to the grievance procedures of this agreement. The City will absorb the cost of long-term disability insurance during the term of this contract provided that premiums do not increase in an amount greater than ten percent (10%). If said premiums do increase by more than ten percent (10%), the increase shall be subject to mutual agreement by the parties. All other increases in premium costs shall be subject to normal contract negotiations. All increases shall be included in computing the financial terms of any negotiated contract settlement. For the 2004-2007 collective bargaining agreement, the 10% increase language will only apply to the second and third years. The parties agree to meet and confer regarding any proposed job retraining for a disabled City employee, in order to discuss the terms and conditions of such retraining and reassignment. ARTICLE 16 SAFETY Section 1. Polic . The City and the Union recognize the importance of the personal safety of individual employees on the job and recognize that in the routine course of work employees are subject to risks. Section 2. Standards. Employees shall not be required to work in areas or to operate equipment which is a hazard to themselves or the public. Periodic training in safety matters will be provided to employees who engage in hazardous work. Employees will have access to protective gear required by law. Employees will handle property and equipment of the City with due care appropriate to the nature of the work and equipment employed. Section 3. Notice of Defect. Employees who operate equipment shall, during or immediately following the work day, report any defect noticed by him/her in said equipment to the immediate supervisor. Section 4, Special Grievance Procedure. If an employee is requested to work in a location or with equipment which presents an imminent personal hazard to him/herself or others the employee will report immediately to the Division Superintendent or designee who will determine the minimal standards under which employees must work. If the employee is then directed to work in a location or with equipment which is an imminent personal hazard to him/herself, he/she shall file a Step 2 grievance with the Department Director. Other disputes over safety hazards will be processed through the regular grievance procedure in Article 20 Section 4. Use of this procedure to create unnecessary delays will result in disciplinary action. Section 5. Safety Committee. The Union shall select two (2) city employees as representatives to each department/division safety committee. Section 6. The employer will provide required protective clothing or protective devices, including up to $125.00 annually for the purchase of safety shoes. Employees required to wear shoes with puncture resistant soles will receive such reimbursement up to $175 annually. The employer shall pay the reasonable full cost of medically prescribed safety shoes. All safety shoe purchases must receive prior approval from the employee's immediate supervisor. Denial of safety shoe purchase is subject to the grievance procedure commencing at Step 2. Section B-23 Section 7. The employer will provide up to $100.00 during each fiscal year for the purchase of prescription safety glasses, as needed, for those employees who are required to regularly wear safety glasses, The employer may specify the source and type of safety glasses for which reimbursement will be made. Replacement of safety glasses shall be subject to approval by the supervisor. ARTICLE 17 PERSONNEL TRANSACTIONS Section 1. Employees shall receive a copy of payroll transactions, performance evaluations, and other documents which will be used for purposes of promotion, evaluation or discipline. The employee's copy will be forwarded at the time it is placed in the file. Section 2. Under the supervision of an employee of the Human Resources Office and during normal business hours, employees shall have access to their personnel files including the right to copy the contents of the file at their own expense. An employee shall have the right to attach a written response to any document in his/her personnel file. Section 3. Upon request, written warnings for minor infractions which are over twelve (12) months old will be removed from an employee's file, provided the problem has been corrected or there has been substantial improvement toward correction. Section 4. Oral warnings shall not be part of an employee's personnel record except as a notation of when such warning was given. Upon request, such notation shall be removed from the personnel file following eight months of service without any discipline. Section 5. The employer will not use for disciplinary purposes any discipline document that would have been eligible for removal from the personnel file had the employee made such request. ARTICLE 18 CLOTHING AND EQUIPMENT Section 1. Employees who are required to wear special uniforms will be provided with such uniforms. Uniform shirts shall be ANSI approved when obtained, subject to availability from local (within a 65 mile radius of Iowa City) uniform companies at competitive prices. Cleaning and maintenance will be paid by the employer. Outerwear, including hats, jackets and coats, will not be provided,. Gloves for discomfort from cold will not be provided. Rain hats and rain coats will be provided for employees required to perform a majority of their work out-of-doors. Section 2. Commercial Drivers License. The employer will reimburse non -probationary employees for the difference between the cost of an operators license and Commercial Drivers License and any endorsements or restriction removals when the employee's job requirement includes possession of such license. When available, the City will provide equipment necessary to take the applicable tests. Section B-24 ARTICLE 19 RECOVERY AND REHABILITATION PROGRAM Section 1. Voluntary Referral Service. The City will provide where possible a voluntary referral service for employees with personal problems. Employees who suspect they may have a work problem even in the early stages are encouraged to seek treatment or counseling. All such requests and/or referrals in Section 3 for service will be treated in a confidential manner. Every attempt will be made to assist employees in obtaining needed services if they voluntarily request such assistance. Section 2. Problem Drinking. In the interest of providing efficient services to the public the City recognizes that employee alcoholism can and should be treated. Educational materials on problem drinking may be requested from the Human Relations office. All bargaining unit employees are eligible for treatment and rehabilitation for alcoholism or problem drinking through the City's referral service and other available community resources. Alcoholism as an illness is not a cause for discipline per se; however, interference with job performance may be subject to discipline. Every attempt will be made by the City and the Union to assist employees with drinking problems to obtain needed assistance. Rehabilitation assistance will be offered, but if job performance is not raised to an acceptable level, disciplinary action will be taken. Section 3. Procedure. Supervisors who identify work problems or stewards who identify personal problems may refer employees to the Human Relations office for assistance in obtaining educational and rehabilitation services for alcoholism or other personal problems which influence performance. Nothing in this section relieves employees of responsibility for their conduct on the job. ARTICLE 20 GRIEVANCE PROCEDURE Section 1. Definitions. The word "grievance" wherever used in this Agreement shall mean any dispute between the City and the Union or any employee with regard to the meaning, application, or violation of any of the terms and provisions of this Agreement. The word "working day" shall be defined as any day except Saturday and Sunday and holidays listed in Article 9, Section 1, excluding the personal leave day, for purposes of this section. Section 2. Representation. An employee who is a member of the bargaining unit covered by this Agreement shall have the right to be represented by a steward at any grievance hearing or at any step of the grievance procedure, if he/she chooses. Employees are also entitled to representation by a steward at disciplinary conferences. Stewards will not attend other conferences between supervisors and employees except with the supervisor's approval. The Union will certify the names and addresses of the designated stewards to the City Human Resources Administrator. In the absence of such certification the City will not be obligated under this Article to release any employee from duty for the purposes of investigating a grievance or representing another employee in any disciplinary or grievance proceeding. The City will compensate not more than one employee steward for the investigation of a grievance. If a second City employee has a special office in the Union handling grievances, that employee may request released time from his/her supervisor, and permission to work on the grievance will not be unreasonably withheld, but the City will not provide compensation for time spent. Any stewards who are City employees shall be released from work for not more than two Section B-25 (2) hours in one work week to work on grievance resolution. The employee will obtain permission from the immediate supervisor before investigating the grievance, but such permission will not be unreasonably withheld. Released time under this section is limited to grievance resolution. Notwithstanding any of the above, the Union President shall be released from work without loss of pay for a reasonable amount of time during any work week to work on grievance resolution. Supervisors and stewards agree to handle discipline and grievances with discretion. Section 3. Limitations. Unless a grievance is appealed as hereinafter provided, it shall have no further validity or effect. Time limits may be extended by mutual agreement of the parties. Any monetary award or compensation arising out of the resolution of a grievance is limited to the period of time sixty (60) days prior to the filing of the grievance regardless of the length of the practice giving rise to the grievance or the employee's lack of knowledge thereof. The following provisions will apply to interpretation of the above language: 1. Pay corrections in matters involving inaccuracies in payment of base pay and merit increases or inaccuracies created by data entry or other Accounting Division error will be made retroactive to the date of the error, which may be greater than sixty (60) days. 2. Any other type of payment error will be subject to the 60 day limitation on retroactive pay as outlined in Article 20. Section 4. Procedures. A grievance that may arise shall be processed and settled in the following manner: A. Step 1. The grievance shall be presented orally for discussion between the employee grievant, the steward if the employee chooses to be represented by a steward, and the employee's immediate supervisor within seven (7) working days after the knowledge of the event giving rise to the grievance. The supervisor shall deliver the answer verbally to the aggrieved employee or steward within seven (7) working days after the Step 1 conference. The date of the oral presentation of the grievance and the date of the verbal response shall be certified in writing. If no response is received from the supervisor within seven (7) working days the grievance will be processed pursuant to Step 2. B. Step 2. If the grievance is not resolved by Step 1, the aggrieved employee or his/her steward (if applicable) shall, within seven (7) working days following completion of Step 1, present three (3) written copies of such grievance signed by the aggrieved person, two (2) to be filed with the Department Director or designated representative and one (1) to be fled with the Union. The written grievance shall contain a statement from the employee of the facts and section of this Agreement grieved and specifying what relief or remedy is desired. The grievant and steward shall include on the written grievance their names and the addresses to which they wish a response to be sent. The grievant, steward and department director shall meet within seven (7) working days to discuss the grievance. The Department Director shall issue a decision in writing within seven (7) working days following the meeting. C. Step 3. A grievance not resolved by Step 2 shall be submitted to the City Manager or his/her designee within fifteen (15) working days of the date of receipt of the written decision referred to in Step 2. A meeting between the parties may be held if requested in writing. Such meeting shall be held within fifteen (15) working days. The City Manager will respond to the grievant and steward within fifteen (15) working days following receipt of the grievance or the third step meeting (if requested). Section B-26 D, Arbitration. Grievances not resolved at Step 3 of the Grievance Procedure may be submitted to a third party for arbitration. A request for arbitration must be submitted by written notice to the other party within ten (10) working days following receipt of the City Manager's decision at Step 3. Copies of any such request will be furnished to the City and to the Union. The cost of arbitration and recording the same shall be divided equally between the parties to this Agreement. The cost of a certified court report, if requested by the arbitrator, shall be divided equally between the parties. Each party will pay for the cost of its own case preparation and for expenses of witnesses. The arbitration proceeding shall be conducted by an arbitrator to be selected by the City and the Union within five (5) working days after notice has been given. If the parties fail to select an arbitrator, a request by either or both parties shall be made to the Federal Mediation and Conciliation Service or the Iowa Public Employment Relations Board to provide a panel of five (5) prospective arbitrators who are members of the National Academy of Arbitrators. Both the City and the Union shall have the right to strike two names from the panel. The party giving notice for arbitration shall strike the first name; the other party shall then strike one (1) name. The process will be repeated and the remaining person shall be the arbitrator. The arbitrator shall have the power to interpret, apply, and enforce this written Agreement but shall have no power to add to, subtract from, or modify the terms thereof. The rules of evidence and the nature of conduct required during the arbitration hearing shall be in accordance with all state and federal legislation, applicable rules and regulations. The decision of the arbitrator shall be issued within thirty (30) days after conclusion of the hearing and shall be final and binding upon the parties. The parties of the grievance, their witnesses and representatives shall have the right to be present at the grievance arbitration in addition to the arbitrator. Other persons may be present at arbitration hearings as the parties may mutually agree. Either party shall have the right to record the evidence presented at the arbitration hearing. Arbitration hearings shall be closed to the public and evidence taken shall not be revealed to any third party until such time as the decision of the arbitrator is made unless parties agree otherwise. Section 5. Labor -Management Committee. The Labor -Management Committee shall consist of the persons designated by the Union and the City. Not more than four (4) bargaining unit employees may be excused to attend meetings held during working hours. Representatives or agents of the parties may be present at grievance committee meetings. a. Bargaining unit employees (not more than four) excused from work to attend committee meetings will be paid for all regular duty time spent at such meetings. b. 'Representatives or agents of the parties" as referenced above means only those representatives or agents retained by AFSCME and does not include, for the purpose of pay, officers, stewards, or other members of the bargaining unit. C. It is thus understood that the City shall in no circumstances be obliged to pay more than four (4) bargaining unit employees for duty time spent in attendance at a Labor - Management Committee meeting under the terms and provisions of this Section, Section B-27 except in such cases where said provisions may be voluntarily waived by both parties to the agreement. Meetings shall be no longer than two (2) hours in length and shall be scheduled to alternate between the working hours and non -working hours of the labor members unless mutually agreed otherwise. The function of the Labor -Management Committee shall be to meet and confer monthly with the City during the life of the contract for the purpose of adjusting pending grievances and to discuss procedures for avoiding future grievances (including safety matters) provided that: a. No topics will come before the Labor -Management Committee which are proper subjects for negotiations (e.g., new demands, changed circumstances, requests for new language, etc.); except for the investigation and discussion of cost containment features to health insurance. Any such features recommended by the committee must be ratified by the City and the Union prior to implementation. b. Every agenda item will be investigated before the meeting with the appropriate Department Director or designee. (Public Works — Division Heads). Section 6, Employee Involvement Efforts. The parties agree to actively pursue employee involvement efforts which will provide for joint problem -solving and more effective communication and pledge their mutual cooperation to achieve this end. However, no such programs will be implemented except upon mutual agreement by the City and the Union. ARTICLE 21 PAY PLAN Section 1. Classification Plan. The classification plan for bargaining unit employees is attached to this Agreement (see Appendix C). The pay plan in effect on June 28, 2020 shall be adjusted upward by two and one-half percent (2.5%) effective June 27, 2021. The pay plan in effect on June 27, 2021 shall be adjusted upward by two and one-quarter percent (2.25%) effective June 26, 2022. The pay plan in effect on June 26, 2022, shall be adjusted upward by two (2.0%) effective June 25, 2023. The pay plan in effect on June 25, 2023 shall be adjusted upward by two and one- quarter percent (2.25%) on July 7, 2024. There will be a re -opener for wages for Fiscal Year 2026. The effective date of compensation adjustments and benefit adjustments applicable to any fiscal year will be the first day of the pay period which begins between the dates of June 24 and July 7, inclusive. Effective dates over the next four years, for example, are as follows: June 27, 2021 June 26, 2022 June 25, 2023 July 7, 2024 Section 2. Merit Plan. The pay plan is based on performance evaluations and merit. The City will justify the denial of merit increases following the employee's eligibility date. An employee who does not receive a merit increase on his/her eligibility date may file a Step 2 grievance. Section B-28 Section 3. Pay Plan. Each range of the pay classification plan will contain six (6) steps (1- 6). Employees at Step 1 are eligible for review and an increase to Step 2 after six (6) months. Step 1 will be determined by the City unilaterally based on market information and other factors relating to the particular job title for which the wage is being set. Employees on Steps 2-6 are eligible for review and an increase to the next step annually. Employees on Step 6 or those who are outside of the range are not eligible for step increases. Section 4. Equipment Mechanics Stipend. Each of the Equipment Division employees who is required to provide a complete set of mechanics tools will receive fifty dollars ($50.00) on or before July 15 of each of the contract years of this Agreement. Section 5. Longevity Pav. Permanent employees who have completed the required number of years of continuous service with the City by December 1 shall receive longevity pay on the last payday in November in accordance with this schedule: YEARS COMPLETED ON DECEMBER 1 AMOUNT 5 years $325.00 10 years 500.00 15 years 650.00 20 years 800.00 25 years 1,050.00 Employees who terminate will receive a prorata share of the longevity payment reflected in their final check. The proration will be based on the nearest whole month of the year. Section 6. Pre -Tax Advantage Program. The Employer will offer employees a program, consistent with IRS regulations, through which employees may elect to make pre-tax reductions in taxable wages which will be paid to an account from which dependent care and health/dental premiums and expenses not covered by insurance will be paid. Section 7. Time Cards and Time Sheets. For all City employees, the City shall provide the employee an opportunity to review their time card and time sheet at the same time. ARTICLE 22 AUTHORIZED REPRESENTATION, ENTIRE AGREEMENT AND WAIVER All negotiations or bargaining with respect to the terms and conditions of this Agreement shall be conducted by authorized representatives of the Union and the City. Agreements reached as a result of such negotiations shall become effective only when signed by the authorized representatives of the parties. This Agreement supersedes and cancels all previous agreements and practices between the Employer and the Union and constitutes the entire Agreement between the parties and concludes collective bargaining for its duration. All parties to this Agreement waive each and every right to negotiate to which they would otherwise be entitled under the laws of the State of Iowa. Section B-29 ARTICLE 23 GENERAL CONDITIONS Section 1. This agreement shall be construed under the laws of Iowa. Section 2. The City agrees to meet and confer at reasonable times with the Union on mandatory items to the fullest extent required by law and to provide to the Union a copy of the City Personnel Rules and Regulations and any amendments as adopted by Council. Comments on rules and the need for revisions in rules and regulations may be discussed by the Labor - Management Committee but any new negotiations on mandatory items or other items will be conducted only by authorized teams in compliance with this complete Agreement. Section 3. The City and the Union agree they will not act to discriminate because of race, creed, color, sex, age, national origin, gender identity, disability, religion, marital status, sexual orientation, or political affiliation unless the reason for the discrimination is job-related or otherwise allowed by law. Section 4. Early Retirement Incentive. The City will give the Union notice and opportunity to discuss, at a labor management committee meeting, prior to implementing any early retirement incentive program. Such program must be applied on a unit -wide basis and participation will be voluntary. Section 5. Pay -period. The City will give the Union notice and opportunity to discuss, at a labor management committee meeting, prior to implementing a pay -schedule other than bi-weekly. ARTICLE 24 DURATION OF AGREEMENT This agreement shall be in effect between July 1, 2021, and June 30, 2026 to include a reopener for Fiscal Year 2026 wages and insurance only. Furthermore, this contract shall continue from year to year subsequent to June 30, 2026, unless written notice to change or modify it is mailed or hand -delivered by either party to the other party prior to September 15 of the year preceding the expiration date or any extension thereof, and received by the other party no later than September 25 of that same year or the next working day thereafter. ARTICLE 25 SAVINGS CLAUSE Should any Article, Section, or any portion thereof of this Agreement be held unlawful and unenforceable by operation of law or by any tribunal of competent jurisdiction, such decision shall apply only to the specific Article, Section or portion thereof declared null and void in the decision and the remainder of this Agreement shall remain in full force and effect. Neither party shall be required as a result of their agreement with each other to conduct themselves in a manner which would cause them to neglect their duties under law or to engage in activities in violation of the law. If replacement provisions are deemed necessary by the Union or Management they shall be negotiated immediately. Cases involving issues cognizable under the Iowa Civil Service Law (Chapter 400 et. seq. as amended) shall not be subject to the grievance and arbitration provisions of this contract unless this contract specifically regulates the issue(s) in question. Section B-30 THE AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES, LOCAL #183 CITY OF IOWA CITY, IOWA fR�! By: t _ . PRESIDENT � M OR BY^��� ATTEST: TEAM MEMBERS v— m Approved by CITY ATTORNEY'S OFFICE Section B-31 IOWA 500 IOWA 500 HEALTH CARE COVERAGE IOWA 500 coverage combines basic Blue Cross hospital, Blue Shield physician and Major Medical coverages into a single program using deductibles and co -payments. And after the deductible and co- payment have been satisfied, the dollar coverage and number of hospital days are unlimited except for Nervous and Mental admissions, In short, the Subscriber shares in the costs of the medically necessary hospital, medical and surgical services provided. However, the Subscriber's share never exceeds the out of pocket maximum per year for covered services, regardless of the number of family members. IOWA 500 plan benefits encourage medical self -maintenance practices by paying for 90% of the covered Usual, Customary and Reasonable charges for: One routine annual physical examination in a doctor's office or clinic Home and office calls needed to diagnose or treat a medical condition Immunizations required by a Subscriber or any person in a Subscriber's family ine iengtn and number of unnecessary hospital stay. These efforts, of course, can help keep health care costs — and rates — in line. THE IOWA 500 Plan Covers These Extensive Services: HOSPITAL CARE 90/10 Inpatient • Semi -private room and board • Necessary services and supplies • Operating rooms, intensive care, coronary and burn care units • Delivery room for normal delivery, Caesarean section, miscarriage or admission for false labor • Necessary laboratory and x-ray services Outpatient • Surgery • Diagnostic, x-ray and laboratory services • Accident care HOME HEALTH CARE 90110 • Services provided by a Registered Nurse • Services prescribed by a physician PHYSICIAN SERVICES 90/10 • Home and office visits • One routine annual physical exam • Pre -natal and post -natal care in physician's office • Immunizations • Hospital visits and nursing facility visits NERVOUS AND MENTAL 90/10 Outpatient - 90/10 SKILLED NURSING FACILITY 90/10 Unlimited Room and Board Services and Supplies THE IOWA 500 PLAN COVERS THESE OTHER SERVICES: These other services are subject to a contract deductible per calendar year • Prescriptions • Anesthetics • Blood plasma • Casts • Crutches • Durable medical equipment • Other supplies when ordered by a physician Nursing Services • Private -duty nursing services Ambulance • Air • Ground DEDUCTIBLES AND CO -PAYMENT • Hospital — The Subscriber is responsible for the first two days of semi -private room and board. Per Hospital Admission. • Physician — The Subscriber pays 10% of the physician's Usual, Customary and Reasonable charges including office calls. IOWA 500 coverage pays the remaining 90%. • Other Supplies/Services — The Subscriber first pays the deductible per contract per calendar year for the medical supplies and services. These may include prescription drugs, services of a Registered Nurse, ambulance services, home health care and braces. When the Subscriber's expenditures for hospital, physician, and/or other services reach the out of pocket maximum per year, IOWA 500 pays 100% of all remaining charges. If the Subscriber's expenditures for hospital, physician, and/or other services do not reach the out of pocket maximum, the Subscriber pays 10% of all remaining charges up to a total maximum expenditure of the annual out of pocket maximum. CARRYOVER OF DEDUCTIBLE Expenses for covered services incurred during the months of October, November and December and which are used to satisfy that year's deductible can be used toward satisfying the next calendar year's deductible. Hospital Physician Other Services Services Covered Services 1 or 2 day deductible 90%/10% Single deductible: $750 (eff. 1/1/22) $800 (eff. 1/1/23) Family deductible: $1200 (eff. 1/1/22) $1600 (eff. 1/1/23) 90%/10% until out of pocket maximum Out of Packet Maximum: Single OPM: $1250 (eff. 1/1/22) $1300 (eff. 1/1/23) Family OPM: $2250 (eff. 1/1/22) $2600 (eff. 1/1/23) ALLIANCE Program Provisions 1) The ALLIANCE program consists of seven program components. They are: ?re-Adaiission Certification Blue Cross and Blue Shield must be notified prior to any nonemergency or planned inpatient admission to a hospital, Skilled nursing facility, mental health institution, or use of home health care or hospice program services. Admission Review Blue Cross and Blue Shield must be notified of all emergency and maternity admissions within 24 hours. Continued Stay Review All hospital stays will be reviewed to ensurethat continued hospitalization. home care, hospice or other services are medically necessary to meet the patient's ongoing health tare needs. Individual Case Management Focus is placed on special needs of patients with severe illnesses or injuries. Arrangement may be made to waive standard coverage limitations or exclusions that might otherwise hinder alternative care arrangements outside the hospital. Mandatory outpatient Surgery Certain surgeries and procedures can be'safely performed on an outpatient basis without sacrificing the quality of care. This requirement will be waived if inpatient admission is medically necessary. Additional Home Health Care and Hospice Benefits Coverage is provided for services not usually offered in traditional coverage. Additional home health benefits Provide expanded coverage for. • Skilled nursing services • Physical therapy • Speech therapy • occupational therapy • Medical social services come health aide services Enteral and parenteral nutrition • Prescription drugs and medicines administered intravenously or intramuscularly • Medical supplies B -2a Hospice care has been added to include respite care, a means by which services can be provided to relieve an individual taring for a terminally ill patient at home. Also included under hospice care are continuous home care and general inpatient care services. Hospital Bill Audits Experienced Blue Cross and Blue Shield auditors will review a random sample of bills over $10,000. This ensures that the changes are appropriate and represent services actually received. 2) What -happens if you fail to obtain prior approval for a non. emergency or planned admission? ' Always obtain preadmission certification priorto any non- emergency or planned inpatient admissions. Failure to do so will result in a substantial penalty, perhaps as much as 50 percent, after wWch any applicable deductible and c0fr wwoe amounts tag be applied to the remaining balance Remember, it is your responsibility to make sure the call is placed. Remember that it is not necessary to contact Blue Cross and Blue Shield unless you are admitted as an inpatient to a health care facility or to receive home health or hospice services. For example, If you obtain care on an outpatient basis (Le., visit the doctors office or go to a hospital emergency room or dfnic) and you are not admitted for inpatient treatment, you need not contact us. • Always notify Blue Cross and Blue Shield of all emergency And maternity admissions within 24 hours. If you fail to do SO. you will be responsible for the room.and-board charges for any days it is determined your condition did not require inpatient hospitalization. 3) To appeal a possible reduction of benefits: •. You or your physician may ask for a reconsideration of the decision. All requests should be made in writing and submitted by either you or your physician. • You must appeal a benefit reduction within six months of receipt of notice for failure to notify Blue Cross and Blue Shield of an emergency or maternity admission within 24 hours. AL.LIANCE...working with you, for you! Summary of Banq% DELTA DENTAL COVERAGE Doha Denial Plan of Iowa a variety of O"rage not only provides b•n•ins but &W encourages timely and effective dental maintenanDentalce. Mon than 81% of the dentals M Iowa particlpate In the Doha Program. Dena Dental payment based on Usual, Customary and Reasonable allowances, to deductible and copsymerri provi Bions of the program. YouwhrchrD&ftb Dental ensure$ Coverage for dental ram includes a niedicai necessity' provision accepted dental pmcdm rVICOs provided within generally like Blue Cross and Blue Shield of Iowa, the Debs Dental Plan Maim claims directly from participating dentists. And we pay them Yd' for you' That aiiminates dalms-handling chores for you and Your emploYaes — and :eves vatuebb time and moneys Plan benefits an�availablram e� Ydu ODf npa� ^Oafs, Delta Dental mum Payment allowances for covered sserrvioes��Y r� and maxi - These benefits are combined to meet your needs: Ph"Move Mshrtenenm benefit Includes: • Routine 12' intervals. at sa-month intervals including bitewing x-rays at • Teeth cleaning once every six monthL • Topical fluoride applications as every six months prescribed but no more than once e Fu'knouth x-rays once in any three-year interval unless special need is demonstrated. Routine Regular Cavity benefit provides ongoing care including: • cavity fillings. • Oral surgery (including pre. and post-operative care). • Emergency treatment for relief of pain. Major Restorative benefit covers: • Wigh-cost fillings. • Cast restorations. • Root canal fillings. • Non-surgical treatment for gum diseases. B-3 Deft Dental plan Delta Dental Plan of Iowa RATE QUOTATION PLAN II Program Benefits ® Preventive' Maintenance ® Routine Restorative © Major Restorative ❑ Dental Prosthetics O Periodontics O Orthodontics O DePendents to age — O Full-time students .O Adults Program Maximums Single S —M—, per year Doduc" nft Sftla/Fa(Annual) $ Family S —WL—_ Per membel; Per year 'Lifetime benefit maximum on Orthodontics S PfOgrIlm Rates* Single $ per month Family $ _ _ Per month '8-4 Comment x 50 x These rates guaranteed for, 12 months beginning on 7-1-85 ifPurchased by- 7-1-85 hgpl a wa Quoted here aro based upon census information provided and uquiring and maimainitp a mi erKollmer� x190'6 of total eligible employees for the duration of the contract This is a general ar�panmlltanenraZ ��� 'q Dau sn of coverage. It is not a statement of contrac 1. Actual terms and conditions specified in rhe contract itself t in force when the contract becomes effective. '-0113am iw Delta Dental Pian City of Iowa City Dental Benefit Plan Individual Annual Maximum Orthodontic Lifetime Maximum Deductible Diagnostic & Preventive Deductible Waived Routine and Restorative Deductible Applies Periodontics Deductible Applies Surgical Periodontics — Not Covered Endontics Deductible Applies Cast Restorations Deductible Applies B-4 (FY16) $1000 $1500 (eff. 1/1/17) NA Single: $25 Family: $75 100% 80% 80% 50% 50% AFSCME JOB TITLE LIST Section C (AFSCME Mixed and Transit) APPENDIX C re e.. "_-.Job i PaGarada''job Y'tlez..�� 1 7 Custodian - Government Buildings Custodian - Library Cashier -Parking MW I- Parking MW I -Transportation Services - MW I.Transit- MW I- Library Animal Center Assistant Receptionist - Senior Center MW I - Pools Communications Aide Public Works Aide Housing Receptionist 3 Cashier- Revenue MW I - Water Customer Service Parking Enforcement Attendant Scalehouse Operator Water Services Clerk MW I - Water Plant Account Clerk - Accounting MW I - Refuse MW I -Streets MW II - Cemetery Library Clerk Animal Care Technician MW I - Wastewater Treatment MW I - Athletic Fields MW I - Parks MW I - Forestry Communications Creative Assistant Recreation Assistant Development Services Assistant Animal Center Assistant II Purchasing Assistant MW II - Parks MW II - Transportation Services MW II - Transit - MW it - CBD MW 11- Forestry MW II - Library MW II- Government Buildings MW II - Horticulture MW II - Pools Buyer I - Equipment Community Service Officer Library Assistant I Mass Transit Operator - Buyer I - Purchasing Police Records Technician CSO - Station Master Community Outreach Assistant CSO - Support Services Assistant 10 11 Library Assistant II MW II - Refuse MW 11 - Wastewater Treatment Parts/Data Entry Clerk - Transit - Program Assistant - Community Development Operations Assistant - Senior Center Senior Clerk/Typlst - Wastewater Housing Assistant MW II - Water Distribution Animal Services Officer CSO- Evidence Signs & Pavement Markings Technician MW 11 - Water Service Customer Service Representative - Revenue Customer Service Representative - Transportation Services/Resource Management MW II - Easislde Recycling Center Senior Clerk/Typist- Streets Laboratory Technician - Wastewater Library Assistant III MW If - Forestry MW II -Streets MW III - Cemetery MW III - Parks Senlor Accounts Payable Clerk MW III - Refuse Housing Inspector Assistant MW III - Water Service Parts/Inventory Clerk - Equipment Laboratory Technician - Water Media Production Assistant MW III - Government Buildings Buyer II Mechanic I - Equipment Senior Engineering Technician Senior Library Assistant Housing Program Assistant Communications Technician - Cable TV Landfill Operator Landfill Operator - Heavy Equipment Construction Inspector Housing Office Manager Maintenance Operator- Wastewater TPO - Wastewater Treatment TPO- Water Maintenance Operator- Water Utility Billing Coordinator MW III - Streets MW III- Wastewater Collodion Mechanic II - Equipment IT Support Specialist - Library Special Protects Inspector Mechanic II - Trani MW III - Lead Sweeper Operator Electrician - Traffic Engineering MW III - Water Distribution Electrician - Wastewater Library Public Relations Specialist Electronics Technician - Transportation Services Victim Services Coordinator 12 13 14 15 Construction Inspector 11 Electronics Technician - Wastewater Librarian I Senior MW - Forestry Senior MW -Parks Senior MW - Turfgrass Specialist Building Inspector Recycling Coordinator Utilities Technician - Engineering Neighborhood Services & Code Enforcement Specialist Senior MW - Horticulture Specialist Water GIS Technician Storm Water Specialist Climate Action Engagement Specialist Senior Landfill Operator - Heavy Equipment Climate Action Analyst Chemist Development Regulation Specialist Electronics Technician -Traffic Engineering Family Self -Sufficiency Program Coordinator Librarian II Mechanic III - Equipment (DAY) Mechanic III - Equipment (EYE) Senior Accountant - Accounting Senior Accountant - Revenue Survey Party Chief Mechanic III - Transit - Senior Accountant- Payroll Program Specialist - Senior Center Recreation Program Supervisor Senior Construction Inspector Senior MW - Streets Senior MW - Wastewater Plant Senior MW - Water Distribution Senior TPO - Wastewater Community Outreach Specialist- Senior Center Senior TPO - Water Network Database Specialist - Library Senior MW - Water Plant Customer Service Coordinator Senior MW - Parking & Transit* Senior MW - Wastewater Collection Library Web Specialist Development Specialist - Senior Center (16) Building Inspector 11 Media Production Specialist Associate Planner Civil Engineer Human Rights Investigator Senior Librarian Climate Action Coordinator Historic Preservation Planner -Transit positions AFSCME PAY PLAN FY22 (June 27, 2021) APPENDIX C-1 Page 1 2.5% ATE, PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 1 Custodian - Government Buildings Custodian - Library 2 Cashier- Parking MW I - Parking MW I - Transit MW I - Library Animal Center Assistant Receptionist - Senior Center MW I - Pools Communications Aide Public Works Aide Housing Receptionist MW I -Transportation Services 3 Cashier- Revenue MW I - Water Customer Service Parking Enforcement Attendant Scalehouse Operator Water Services Clerk MW I - Water Plant 4 Account Clerk - Accounting MW I - Refuse MW I- Streets MW II - Cemetery Library Clerk Animal Care Technician MW I - Wastewater Treatment MW I - Athletic Fields MW I- Parks MW I - Forestry Communications Creative Assistant Recreation Assistant Development Services Assistant Animal Center Assistant II Purchasing Assistant 5 MW II - Parks MW 11 -Transportation Services MW 11 -Transit MW II -CBD MW II - Forestry MW II - Library MW 11 - Government Buildings MW II - Horticulture MW 11 - Pools $ 18.69 $ 20.96 $ 21.60 $ 22.39 $ 23.07 $ 23,88 $ 1,495.20 $ 1,676.80 $ 1,728.00 $ 1,791.20 $ 1,845.60 $ 1,910.40 $ 38,875.20 $ 43,596.80 $ 44,928.00 $ 46,571,20 $ 47,985.60 $ 49,670.40 $ 19.26 $ 21.60 $ 22.39 $ 23.07 $ 23.88 $ 24.68 $ 1,540.80 $ 1,728,00 $ 1,791.20 $ 1,845.60 $ 1,910.40 $ 1,974.40 $ 40,060.80 $ 44,928.00 $ 46,571.20 $ 47,985.60 $ 49,670.40 $ 51,334.40 $ 19,91 $ 22.39 $ 23,07 $ 23,88 $ 24.68 $ 25.54 $ 1,592.80 $ 1,791,20 $ 1,845.60 $ 1,910.40 $ 1,974.40 $ 2,043,20 $ 41,412.80 $ 46,571.20 $ - 47,985.60 $ 49,670.40 $ 51,334.40 $ 53,123,20 $ 20.60 $ 23.07 $ 23.88 $ 24.68 $ 25,54 $ 26.51 $ 1,648.00 $ 1,845,60 $ 1,910.40 $ 1,974.40 $ 2,043.20 $ 2,120.80 $ 42,848.00 $ 47,985.60 $ 49,670.40 $ 51,334.40 $ 53,123.20 $ 55,140.80 $ 21.37 $ 23.86 $ 24.55 $ 25.36 $ 26,28 $ 27.13 $ 1,709.60 $ 1,908.80 $ 1,964.00 $ 2,028.80 $ 2,102.40 $ 2,170.40 $ 44,449.60 $ 49,628.80 $ 51,064.00 $ 52,748.80 $ 54,662.40 $ 56,430.40 AFSCME PAY PLAN FY22 (June 27, 2021) APPENDIX C-1 Page 2 PAYGRADE: 22.82 $ 25.54 STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 1,825.60 $ 2,043.20 $ 2,120,80 $ 2,192.00 $ 2,268.00 $ 2,350.40 MW II- Wastewater Treatment $ 47,465.60 $ 53,123,20 6 55,140.80 $ 56,992.00 $ 58,968.00 $ 61,110.40 Parts/Data Entry Clerk - Transit Buyer I - Equipment $ 22.04 $ 24.68 $ 25.54 $ 26.51 $ 27.40 $ 28.35 Community Service Officer $ 1,763.20 $ 1,974.40 $ 2,043.20 $ 2,120.80 $ 2,192.00 $ 2,268.00 Library Assistant l $ 45,843.20 $ 51,334,40 $ 53,123.20 $ 55,140,80 $ 56,992.00 $ 58,968,00 Mass Transit Operator MW II - Water Distribution Buyer I - Purchasing Animal Services Officer Police Records Technician CSO - Evidence CSO - Station Master Signs & Pavement Markings Technician Community Outreach Assistant MW II - Water Service CSO - Support Services Assistant Customer Service Representative - Revenue 7 Library Assistant 11 $ 22.82 $ 25.54 $ 26.51 $ 27.40 $ 28.35 $ 29.38 MW II- Refuse $ 1,825.60 $ 2,043.20 $ 2,120,80 $ 2,192.00 $ 2,268.00 $ 2,350.40 MW II- Wastewater Treatment $ 47,465.60 $ 53,123,20 $ 55,140.80 $ 56,992.00 $ 58,968.00 $ 61,110.40 Parts/Data Entry Clerk - Transit Program Assistant - Community Development Operations Assistant - Senior Center Senior Clerk/Typist- Wastewater Housing Assistant MW II - Water Distribution Animal Services Officer CSO - Evidence Signs & Pavement Markings Technician MW II - Water Service Customer Service Representative - Revenue Customer Service Representative - Transportation Services/Resource Management MW II - Eastside Recycling Center Senior Clerk/Typist - Streets 8 Laboratory Technician - Wastewater $ 23.52 $ 26.51 $ 27.40 $ 28.35 $ 29.38 $ 30,46 Library Assistant 111 $ 1,881,60 $ 2,120.80 $ 2,192.00 $ 2,268,00 $ 2,350.40 $ 2,436.80 MW III - Forestry $ 48,921.60 $ 55,140.80 $ 56,992.00 $ 58,968.00 $ 61,110.40 $ 63,356.80 MW II - Streets MW III - Cemetery MW III - Parks Senior Accounts Payable Clerk MW III - Refuse Housing Inspector Assistant MW III - Water Service Parts/Inventory Clerk- Equipment Laboratory Technician- Water Media Production Assistant MW III - Government Buildings 9 Buyer II $ 24.27 $ 27.13 $ 28.09 $ 29.07 $ 30.06 $ 31.15 Mechanic l- Equipment $ 1,941.60 $ 2,170.40 $ 2,247.20 $ 2,325,60 $ 2,404.80 $ 2,492,00 Senior Engineering Technician $ 50,481.60 $ 56,430.40 $ 58,427.20 $ 60,465.60 $ 62,524.80 $ 64,792.00 Senior Library Assistant Housing Program Assistant Communications Technician - Cable TV Landfill Operator Landfill Operator- Heavy Equipment Construction Inspector AFSCME PAY PLAN FY22 (June 27, 2021) APPENDIX C-1 Page 3 PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEPS STEP 6 10 Housing Office Manager Maintenance Operator- Wastewater TPO - Wastewater Treatment TPO - Water Maintenance Operator- Water Utility Billing Coordinator 11 MW III -Streets MW III - Wastewater Collection Mechanic II - Equipment IT Support Specialist - Library Special Projects Inspector Mechanic II - Transit MW III - Lead Sweeper Operator Electrician - Traffic Engineering MW III - Water Distribution Electrician - Wastewater Library Public Relations Specialist Electronics Technician - Transportation Services Victim Services Coordinator $ 24.96 $ 27.92 $ 28.85 $ 29.81 $ 30.87 $ 31.93 $ 1,996.80 $ 2,233.60 $ 2,308.00 $ 2,384.80 $ 2,469,60 $ 2,554.40 $ 51,916.80 $ 58,073.60 $ 60,008.00 $ 62,004.80 $ 64,209.60 $ 66,414,40 12 Construction Inspector 11 Electronics Technician - Wastewater Librarian I Senior MW- Forestry Senior MW- Parks Senior MW - Turfgrass Specialist Building Inspector Recycling Coordinator Utilities Technician - Engineering Neighborhood Services & Code Enforcement Specialist Senior MW - Horticulture Specialist Water GIS Technician Storm Water Specialist Climate Action Engagement Specialist Senior Landfill Operator- Heavy Equipment Climate Action Analyst 13 Chemist Development Regulation Specialist Electronics Technician - Traffic Engineering Family Self -Sufficiency Program Coordinator Librarian II Mechanic III - Equipment (DAY) Mechanic III - Equipment (EVE) Senior Accountant- Accounting Senior Accountant- Revenue Survey Party Chief Mechanic III - Transit Senior Accountant- Payroll $ 26.60 $ 29.38 $ 30,46 $ 31.70 $ 32.82 $ 34.05 $ 2,128.00 $ 2,350.40 $ 2,436.80 $ 2,536.00 $ 2,625.60 $ 2,724.00 $ 55,328.00 $ 61,110.40 $ 63,356.80 $ 65,936.00 $ 68,265.60 $ 70,824.00 $ 27.86 $ 30.44 $ 31.49 $ 32.65 $ 33.85 $ 34.94 $ 2,228.80 $ 2,435.20 $ 2,519.20 $ 2,612.00 $ 2,708.00 $ 2,795.20 $ 57,948.80 $ 63,315.20 $ 65,499.20 $ 67,912.00 $ 70,408.00 $ 72,675.20 $ 28,76 $ 31.70 $ 32.82 $ 34.05 $ 35.37 $ 36.67 $ 2,300.80 $ 2,536,00 $ 2,625.60 $ 2,724.00 $ 2,829.60 $ 2,933.60 $ 59,820.80 $ 65,936.00 $ 68,265.60 $ 70,824.00 $ 73,569.60 $ 76,273.60 AFSCME PAY PLAN FY22 (lune 27, 2021) APPENDIX C-1 Page 4 PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEPS STEP 6 14 Program Specialist - Senior Center Recreation Program Supervisor Senior Construction Inspector Senior MW - Streets Senior MW - Wastewater Plant Senior MW - Water Distribution Senior TPO - Wastewater Community Outreach Specialist - Senior Center Senior TPO - Water Network Database Specialist - Library Senior MW - Water Plant Customer Service Coordinator Senior MW - Parking & Transit Senior MW - Wastewater Collection Library Web Specialist Development Specialist - Senior Center Building Inspector II Media Production Specialist 15 Associate Planner Civil Engineer Human Rights Investigator Senior Librarian Climate Action Coordinator Historic Preservation Planner $ 29.83 $ 32.82 $ 34.05 $ 35.37 $ 36.67 $ 37.85 $ 2,386.40 $ 2,625.60 $ 2,724.00 $ 2,829.60 $ 2,933,60 $ 3,028.00 $ 62,046.40 $ 68,265.60 $ 70,824.00 $ 73,569.60 $ 76,273.60 $ 78,728,00 $ 31,15 $ 34.08 $ 35.41 $ 36.74 $ 37,91 $ 39.21 $ 2,492.00 $ 2,726.40 $ 2,832.80 $ 2,939,20 $ 3,032.80 $ 3,136.80 $ 64,792.00 $ 70,886.40 $ 73,652.80 $ 76,419.20 $ 78,852.80 $ 81,556.80 AFSCME PAY PIAN FY23 (June 26, 2022) APPENDIX C-2 Page 1 2.25% ATB PAYGRAM STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 1 Custodian - Government Buildings Custodian - Library 2 Cashier- Parking MW I - Parking MW I -Transit MW I - Library Animal Center Assistant Receptionist - Senior Center MW I - Pools Communications Aide Public Works Aide Housing Receptionist MW I - Transportation Services 3 Cashier- Revenue MW I - Water Customer Service Parking Enforcement Attendant Scalehouse Operator Water Services Clerk MW 1- Water Plant 4 Account Clerk - Accounting MW I - Refuse MW I- Streets MW II - Cemetery Library Clerk Animal Care Technician MW I - Wastewater Treatment MW I - Athletic Fields MW 1- Parks MW I - Forestry Communications Creative Assistant Recreation Assistant Development Services Assistant Animal Center Assistant II Purchasing Assistant 5 MW II - Parks MW II - Transportation Services MW II - Transit MW II - CBD MW II - Forestry MW II - Library MW II - Government Buildings MW II- Horticulture MW 11 - Pools $ 19.11 $ 21.43 $ 22.09 $ 22.89 $ 23.59 $ 24.42 $ 1,528.80 $ 1,714.40 $ 1,767.20 $ 1,831.20 $ 1,887.20 $ 1,953.60 $ 39,748.80 $ 44,574.40 $ 45,947.20 $ 47,611.20 $ 49,067.20 $ 50,793.60 $ 19.69 $ 22.09 $ 22.89 $ 23.59 $ 24.42 $ 25.24 $ 1,575.20 $ 1,767.20 $ 1,831.20 $ 1,88Z20 $ 1,953.60 $ 2,019.20 $ 40,955.20 $ 45,947.20 $ 47,611.20 $ 49,067.20 $ 50,793.60 $ 52,499.20 $ 20.36 $ 22.89 $ 23.59 $ 24.42 $ 25.24 $ 26.11 $ 1,628.80 $ 1,83U0 $ 1,887.20 $ 1,953.60 $ 2,019.20 $ 2,088.80 $ 42,348.80 $ 47,611,20 $ 49,067.20 $ 50,793.60 $ 52,499.20 $ 54,308.80 $ 21.06 $ 23.59 $ 24.42 $ 25.24 $ 26.11 $ 27.11 $ 1,684.80 $ 1,887.20 $ 1,953.60 $ 2,019.20 $ 2,088.80 $ 2,168.80 $ 43,804.80 $ 49,067.20 $ 50,793.60 $ 52,499.20 $ 54,308.80 $ 56,388.80 $ 21.85 $ 24.40 $ 25.10 $ 25.93 $ 26.87 $ 27.74 $ 1,748.00 $ 1,952.00 $ 2,008.00 $ 2,074.40 $ 2,149.60 $ 2,219.20 $ 45,448.00 $ 50,752.00 $ 52,208.00 $ 53,934.40 $ 55,889.60 $ 57,699.20 AFSCME PAY PLAN FY23 (June 26, 2022) PAYGRADE: STEP 1 STEP 2 APPENDIX C-2 STEP 3 STEP 4 STEP 5 Page 2 STEP 6 6 $ 27,11 $ 28.02 $ 28,99 $ 30.04 MW II - Refuse $ 1,866.40 $ 2,088,80 $ 2,168.80 $ Buyer I - Equipment $ 22,54 $ 25.24 $ 26,11 $ 27.11 $ 28.02 $ 28.99 Community Service Officer $ 1,803.20 $ 2,019,20 $ 2,088.80 $ 2,168.80 $ 2,241.60 $ 2,319.20 Library Assistant l $ 46,883.20 $ 52,499.20 $ 54,308,80 $ 56,388.80 $ 58,281.60 $ 60,299,20 Mass Transit Operator Senior Clerk/Typist - Wastewater Buyer l- Purchasing Senior Accounts Payable Clerk MW II - Water Distribution Police Records Technician Animal Services Officer Housing Inspector Assistant CSO - Station Master CSO - Evidence MW III - Water Service Community Outreach Assistant Parts/Inventory Clerk - Equipment MW 11 - Water Service CSO - Support Services Assistant Customer Service Representative - Revenue 7 Library Assistant 11 $ 23.33 $ 26.11 $ 27,11 $ 28.02 $ 28,99 $ 30.04 MW II - Refuse $ 1,866.40 $ 2,088,80 $ 2,168.80 $ 2,241.60 $ 2,319.20 $ 2,403.20 MW 11- Wastewater Treatment $ 48,526.40 $ 54,308.80 $ 56,388.80 $ 58,281,60 $ 60,299.20 $ 62,483.20 Parts/Data Entry Clerk - Transit 58,281.60 $ 60,299.20 $ 62,483.20 $ 64,792.00 MW It - Streets Program Assistant - Community Development MW III - Cemetery Operations Assistant - Senior Center Senior Clerk/Typist - Wastewater Housing Assistant Senior Accounts Payable Clerk MW II - Water Distribution MW III - Refuse Animal Services Officer Housing Inspector Assistant CSO - Evidence MW III - Water Service Signs & Pavement Markings Technician Parts/Inventory Clerk - Equipment MW 11 - Water Service Customer Service Representative - Revenue Customer Service Representative - Transportation Services/Resource Management MW II - Eastside Recycling Center MW III - Government Buildings Senior Clerk/Typist - Streets 8 Laboratory Technician - Wastewater $ 24.05 $ 27.11 $ 28.02 $ 28.99 $ 30.04 $ 31.15 Library Assistant 111 $ 1,924.00 $ 2,168.80 $ 2,241.50 $ 2,319.20 $ 2,403.20 $ 2,492.00 MW III - Forestry $ 50,024.00 $ 56,388.80 $ 58,281.60 $ 60,299.20 $ 62,483.20 $ 64,792.00 MW It - Streets MW III - Cemetery MW III - Parks Senior Accounts Payable Clerk MW III - Refuse Housing Inspector Assistant MW III - Water Service Parts/Inventory Clerk - Equipment Laboratory Technician - Water Media Production Assistant MW III - Government Buildings 9 Buyer II $ 24.82 $ 27.74 $ 28,72 $ 29.72 $ 30.74 $ 31.85 Mechanic I - Equipment $ 1,985.60 $ 2,219.20 $ 2,297.60 $ 2,377.60 $ 2,459.20 $ 2,548,00 Senior Engineering Technician $ 51,625,60 $ 57,699.20 $ 59,737.60 $ 61,817.60 $ 63,939.20 $ 66,248.00 Senior Library Assistant Housing Program Assistant Communications Technician - Cable TV Landfill Operator Landfill Operator- Heavy Equipment Construction Inspector AFSCME PAY PLAN FY23 (June 26, 2022) APPENDIX C-2 Page 3 PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 10 Housing Office Manager Maintenance Operator- Wastewater TPO - Wastewater Treatment TPO - Water Maintenance Operator- Water Utility Billing Coordinator 11 MW III -Streets MW III - Wastewater Collection Mechanic II - Equipment IT Support Specialist - Library Special Protects Inspector Mechanic II - Transit MW III - Lead Sweeper Operator Electrician -Traffic Engineering MW III -Water Distribution Electrician - Wastewater Library Public Relations Specialist Electronics Technician - Transportation Services Victim Services Coordinator $ 25.52 $ 28.55 $ 29.50 $ 30.48 $ 31,56 $ 32,65 $ 2,041.60 $ 2,284.00 $ 2,360.00 $ 2,438.40 $ 2,524.80 $ 2,612.00 $ 53,081.60 $ 59,384.00 $ 61,360,00 $ 63,398.40. $ 65,644,80 $ 67,912.00 $ 27.20 $ 30.04 $ 31,15 $ 32.41 $ 33.56 $ 34.82 $ 2,176.00 $ 2,403.20 $ 2,492.00 $ 2,592.80 $ 2,684,80 $ 2,785.60 $ 56,576.00 $ 62,483,20 $ 64,792.00 $ 67,412.80 $ 69,804.80 $ 72,425.60 12 Construction Inspector II $ 28.49 $ 31,12 $ 32.20 $ 33.38 $ 34.61 $ 35.73 Electronics Technician - Wastewater $ 2,279.20 $ 2,489.60 $ 2,576,00 $ 2,670.40 $ 2,768.80 $ 2,858.40 Librarian) $ 59,259.20 $ 64,729.60 $ 66,976.00 $ 69,430.40 $ 71,988.80 $ 74,318,40 Senior MW - Forestry Senior MW - Parks Senior MW - Turfgrass Specialist Building Inspector Recycling Coordinator Utilities Technician - Engineering Neighborhood Services & Code Enforcement Specialist Senior MW - Horticulture Specialist Water GIS Technician Storm Water Specialist Climate Action Engagement Specialist Senior Landfill Operator - Heavy Equipment Climate Action Analyst 13 Chemist $ 29.41 $ 32.41 $ 33.56 $ 34.82 $ 36.17 $ 37.50 Development Regulation Specialist $ 2,352.80 $ 2,592.80 $ 2,684.80 $ 2,785.60 $ 2,893.60 $ 3,000.00 Electronics Technician - Traffic Engineering $ 61,172.80 $ 67,412.80 $ 69,804.80 $ 72,425.60 $ 75,233.60 $ 78,000.00 Family Self -Sufficiency Program Coordinator Librarian II Mechanic III - Equipment (DAY) Mechanic III - Equipment (EVE) Senior Accountant- Accounting Senior Accountant- Revenue Survey Party Chief Mechanic III -Transit Senior Accountant - Payroll AFSCME PAY PLAN FY23 (June 26, 2022) APPENDIX C-2 Page 4 PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEPS STEP 6 14 Program Specialist - Senior Center Recreation Program Supervisor Senior Construction inspector Senior MW - Streets Senior MW - Wastewater Plant Senior MW - Water Distribution Senior TPO - Wastewater Community Outreach Specialist - Senior Center Senior TPO - Water Network Database Specialist- Library Senior MW - Water Plant Customer Service Coordinator Senior MW - Parking & Transit Senior MW - Wastewater Collection Library Web Specialist Development Specialist - Senior Center Building Inspector II Media Production Specialist 16 Associate Planner Civil Engineer Human Rights Investigator Senior Librarian Climate Action Coordinator Historic Preservation Planner $ 30.50 $ 33.56 $ 34.82 $ 36.17 $ 37.50 $ 38.70 $ 2,440,00 $ 2,684,80 $ 2,785,60 $ 2,893,60 $ 3,000.00 $ 3,096.00 $ 63,440,00 $ 69,804.80 $ 72,425.60 $ 75,233.60 $ 78,000,00 $ 80,496.00 $ 31.85 $ 34.85 $ 36.21 $ 37.57 $ 38.76 $ 40.09 $ 2,548.00 $ 2,788,00 $ 2,896,80 $ 3,005.60 $ 3,100.80 $ 3,207.20 $ 66,248.00 $ 72,488,00 $ 75,316.80 $ 78,145,60 $ 80,620,80 $ 83,387.20 AFSCME PAY PLAN FY24 (lune 25, 2023) APPENDIX C3 Page 1 2.0% ATB PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 1 Custodian - Government Buildings Custodian - Library 2 Cashier- Parking MW I - Parking MW I - Transit MW I- Library Animal Center Assistant Receptionist - Senior Center MW I - Pools Communications Alde Public Works Aide Housing Receptionist MW I - Transportation Services 3 Cashier- Revenue MW I - Water Customer Service Parking Enforcement Attendant Scalehouse Operator Water Services Clerk MW I - Water Plant 4 Account Clerk - Accounting MW I- Refuse MW I - Streets MW It - Cemetery Library Clerk Animal Care Technician MW I - Wastewater Treatment MW I- Athletic Fields MW I- Parks MW I - Forestry Communications Creative Assistant Recreation Assistant Development Services Assistant Animal Center Assistant II Purchasing Assistant 5 MW II - Parks MW II - Transportation Services MW 11 -Transit MW II - CBD MW II - Forestry MW II - Library MW II - Government Buildings MW Ii - Horticulture MW 11 - Pools $ 19.49 $ 21.86 $ 22.53 $ 23.35 $ 24,06 $ 24.91 $ 1,559.20 $ 1,748.80 $ 1,802.40 $ 1,868.00 $ 1,924.80 $ 1,992.80 $ 40,539,20 $ 45,468.80 $ 46,862.40 $ 48,568.00 $ 50,044.80 $ 51,812,80 $ 20.08 $ 22.53 $ 23.35 $ 24.06 $ 24.91 $ 25.74 $ 1,606.40 $ 1,802.40 $ 1,868.00 $ 1,924,80 $ 1,992.80 $ 2,059.20 $ 41,766.40 $ 46,862,40 $ 48,568.00 $ 50,044.80 $ 51,812.80 $ 53,539.20 $ 20.77 $ 23.35 $ 24.06 $ 24,91 $ 25.74 $ 26.63 $ 1,661.60 $ 1,868.00 $ 1,924.80 $ 1,992.80 $ 2,059.20 $ 2,130.40 $ 43,201.60 $ 48,568.00 $ 50,044.80 $ 51,812.80 $ 53,539.20 $ 55,390.40 $ 21.48 $ 24.06 $ 24.91 $ 25.74 $ 26.63 $ 27.65 $ 1,718.40 $ 1,924.80 $ 1,992.80 $ 2,059.20 $ 2,130.40 $ 2,212.00 $ 44,678.40 $ 50,044.80 $ 51,812,80 $ 53,539,20 $ 55,390.40 $ 57,512.00 $ 22.29 $ 24.89 $ 25.60 $ 26.45 $ 27.41 $ 28.29 $ 1,783.20 $ 1,991.20 $ 2,048.00 $ 2,116.00 $ 2,192.80 $ 2,263.20 $ 46,363.20 $ 51,771.20 $ 53,248.00 $ 55,016.00 $ 57,012.80 $ 58,843.20 AFSCME PAY PLAN FY24 (June 25, 2023) APPENDIX C-3 Library Assistant 11 Page 2 PAYGRADE; $ STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 $ 2,212.00 $ 2,286.40 $ 2,365.60 $ 2,451.20 MW 11- Wastewater Treatment $ 49,504.00 $ 55,390.40 $ 6 59,446.40 $ 61,505.60 $ 63,731.20 Parts/Data Entry Clerk - Transit Buyer I - Equipment $ 22.99 $ 25.74 $ 26.63 $ 27.65 $ 28.58 $ 29.57 Community Service Officer $ 1,839.20 $ 2,059.20 $ 2,130.40 $ 2,212.00 $ 2,286.40 $ 2,365.60 Library Assistant l $ 47,819.20 $ 53,539.20 $ 55,390.40 $ 57,512.00 $ 59,446.40 $ 61,505.60 Mass Transit Operator MW II - Water Distribution Buyer I - Purchasing CSO - Evidence ' Police Records Technician Signs & Pavement Markings Technician CSO - Station Master MW II - Water Service Community Outreach Assistant Customer Service Representative - Revenue Customer Service Representative - Transportation CSO - Support Services Assistant MW 11 - Eastside Recycling Center 7 Library Assistant 11 $ 23.80 $ 26.63 $ 27.65 $ 28.58 $ 29.57 $ 30.64 MW 11- Refuse $ 1,904.00 $ 2,130.40 $ 2,212.00 $ 2,286.40 $ 2,365.60 $ 2,451.20 MW 11- Wastewater Treatment $ 49,504.00 $ 55,390.40 $ 57,512.00 $ 59,446.40 $ 61,505.60 $ 63,731.20 Parts/Data Entry Clerk - Transit Program Assistant - Community Development Operations Assistant - Senior Center Senior Clerk/Typist - Wastewater Housing Assistant MW II - Water Distribution Animal Services Officer CSO - Evidence ' Signs & Pavement Markings Technician MW II - Water Service Customer Service Representative - Revenue Customer Service Representative - Transportation Services/Resource Management MW 11 - Eastside Recycling Center Senior Clerk/Typist - Streets 8 Laboratory Technician - Wastewater $ 24.53 $ 27.65 $ 28.58 $ 29.57 $ 30.64 $ 31.77 Library Assistant 111 $ 1,962.40 $ 2,212,00 $ 2,286.40 $ 2,365.60 $ 2,451.20 $ 2,541.60 MW III - Forestry $ 51,022.40 $ 57,512.00 $ 59,446.40 $ 61,505.60 $ 63,731.20 $ 66,081.60 MW II - Streets MW III - Cemetery MW III - Parks Senior Accounts Payable Clerk MW III - Refuse Housing Inspector Assistant MW III - Water Service Parts/Inventory Clerk- Equipment Laboratory Technician - Water Media Production Assistant MW III - Government Buildings 9 Buyer II $ 25.32 $ 28.29 $ 29.29 $ 30.31 $ 31.35 $ 32.49 Mechanic I - Equipment $ 2,025.60 $ 2,263.20 $ 2,343.20 $ 2,424.80 $ 2,508.00 $ 2,599.20 Senior Engineering Technician $ 52,665.60 $ 58,843.20 $ 60,923.20 $ 63,044.80 $ 65,208.00 $ 67,579.20 Senior Library Assistant Housing Program Assistant Communications Technician - Cable TV Landfill Operator Landfill Operator - Heavy Equipment Construction Inspector I AFSCME PAY PLAN FY24 (lune 25, 2023) APPENDIX C3 Page 3 PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEPS STEP 6 10 Housing Office Manager Maintenance Operator- Wastewater TPO - Wastewater Treatment TPO - Water Maintenance Operator- Water Utility Billing Coordinator 11 MW III - Streets MW 111 - Wastewater Collection Mechanic II - Equipment IT Support Specialist - Library Special Projects Inspector Mechanic II - Transit MW III - Lead Sweeper Operator Electrician - Traffic Engineering MW III- Water Distribution Electrician - Wastewater Library Public Relations Specialist Electronics Technician -Transportation Services Victim Services Coordinator $ 26.03 $ 29.12 $ 30.09 $ 31.09 $ 32.19 $ 33,30 $ 2,082.40 $ 2,329.60 $ 2,407.20 $ 2,487,20 $ 2,575.20 $ 2,664,00 $ 54,142,40 $ 60,569.60 $ 62,587,20 $ 64,667.20 $ 66,955.20 $ 69,264.00 $ 27.74 $ 30.64 $ 31.77 $ 33.06 $ 34,23 $ 35.52 $ 2,219.20 $ 2,451.20 $ 2,541.60 $ 2,644,80 $ 2,738.40 $ 2,841,60 $ 57,699.20 $ 63,731.20 $ 66,081,60 $ 68,764.80 $ 71,198,40 $ 73,881.60 12 Construction Inspector II $ Electronics Technician - Wastewater $ Librarian 1 $ Senior MW - Forestry Senior MW- Parks Senior MW - Turfgrass Specialist Building Inspector Recycling Coordinator Utilities Technician - Engineering Neighborhood Services & Code Enforcement Specialist Senior MW - Horticulture Specialist Water GIS Technician Storm Water Specialist Climate Action Engagement Specialist Senior Landfill Operator- Heavy Equipment Climate Action Analyst 13 Chemist Development Regulation Specialist Electronics.Technician - Traffic Engineering Family Self -Sufficiency Program Coordinator Librarian II Mechanic III - Equipment (DAY) Mechanic III - Equipment (EVE) Senior Accountant- Accounting Senior Accountant- Revenue Survey Party Chief Mechanic III - Transit Senior Accountant- Payroll 29.06 $ 31.74 $ 32,84 $ 34,05 $ 35.30 $ 36.44 2,324.80 $ 2,539.20 $ 2,627.20 $ 2,724.00 $ 2,824,00 $ 2,915.20 60,444.80 $ 66,019.20 $ 68,307.20 $ 70,824.00 $ 73,424.00 $ 75,795,20 $ 30.00 $ 33.06 $ 34.23 $ 35.52 $ 36.89 $ 38.25 $ 2,400.00 $ 2,644.80 $ 2,738.40 $ 2,841.60 $ 2,951.20 $ 3,060.00 $ 62,400.00 $ 68,764.80 $ 71,198.40 $ 73,881.60 $ 76,731.20 $ 79,560.00 AFSCME PAY PLAN FY24 (June 25, 2023) APPENDIX C-3 Page 4 PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 14 Program Specialist - Senior Center Recreation Program Supervisor Senior Construction Inspector Senior MW -Streets Senior MW - Wastewater Plant Senior MW - Water Distribution Senior TPO - Wastewater Community Outreach Specialist - Senior Center Senior TPO -Water Network Database Specialist - Library Senior MW - Water Plant Customer Service Coordinator Senior MW - Parking & Transit Senior MW - Wastewater Collection Library Web Specialist Development Specialist - Senior Center Building Inspector II Media Production Specialist 15 Associate Planner Civil Engineer Human Rights Investigator Senior I- brarlan Climate Action Coordinator Historic Preservation Planner $ 31.11 $ 34,23 $ 35.52 $ 36.89 $ 38.25 $ 39.47 $ 2,488.80 $ 2,738.40 $ 2,841.60 $ 2,951.20 $ 3,050.00 $ 3,157.60 $ 64,708.80 $ 71,198.40 $ 73,881.60 $ 76,731.20 $ 79,560.00 $ 82,097.60 $ 32.49 $ 35,55 $ 36.93 $ 38.32 $ 39.54 $ 40.89 $ 2,599.20 $ 2,844.00 $ 2,954.40 $ 3,065.60 $ 3,163.20 $ 3,271.20 $ 67,579,20 $ 73,944,00 $ 76,814.40 $ 79,705.60 $ 82,243,20 $ 85,051.20 AFSCME PAY PLAN FY25 (July 7, 2024) APPENDIX C-4 Page 1 2.25% ATB PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 1 Custodian - Government Buildings Custodian - Library 2 Cashier- Parking MW I - Parking MW I -Transit MW I - Library Animal Center Assistant Receptionist - Senior Center MW I - Pools Communications Aide Public Works Aide Housing Receptionist MW I - Transportation Services 3 Cashier- Revenue MW I - Water Customer Service Parking Enforcement Attendant Scalehouse Operator Water Services Clerk MW I- Water Plant 4 Account Clerk - Accounting MW I- Refuse MW I -Streets MW 11 - Cemetery Library Clerk Animal Care Technician MW I - Wastewater Treatment MW 1- Athletic Fields MW I- Parks MW I - Forestry Communications Creative Assistant Recreation Assistant Development Services Assistant Animal Center Assistant II Purchasing Assistant 5 MW II - Parks MW II - Transportation Services MW II - Transit MW II - CBD MW II - Forestry MW II - Library MW II - Government Buildings MW II - Horticulture MW 11 - Pools $ 19.93 $ 22.35 $ 23.04 $ 23.88 $ 24.60 $ 25.47 $ 1,594.40 $ 1,788.00 $ 1,843.20 $ 1,910.40 $ 1,968.00 $ 2,037.60 $ 41,454.40 $ 46,488.00 $ 47,923.20 $ 49,670.40 $ 51,168.00 $ 52,977.60 $ 20.53 $ 23.04 $ 23.88 $ 24.60 $ 25.47 $ 26.32 $ 1,642.40 $ 1,843.20 $ 1,910.40 $ 1,968.00 $ 2,037.60 $ 2,105.60 $ 42,702.40 $ 47,923.20 $ 49,670.40 $ 51,168.00 $ 52,977.60 $ 54,745.60 $ 21.24 $ 23.88 $ 24.60 $ 25.47 $ 26.32 $ 27.23 $ 1,699.20 $ 1,910.40 $ 1,968.00 $ 2,037.60 $ 2,105.60 $ 2,178.40 $ 44,179.20 $ 49,670.40 $ 51,168.00 $ 52,977.60 $ 54,745,60 $ 56,638.40 $ 21.96 $ 24.60 $ 25.47 $ 26.32 $ 27.23 $ 28.27 $ 1,756.80 $ 1,968.00 $ 2,037.60 $ 2,105.60 $ 2,178.40 $ 2,261.60 $ 45,676.80 $ 51,168.00 $ 52,977.60 $ 54,745.60 $ 56,638.40 $ 58,801.60 $ 22.79 $ 25.45 $ 26.18 $ 27.05 $ 28.03 $ 28.93 $ 1,823.20 $ 2,036.00 $ 2,094.40 $ 2,164.00 $ 2,242.40 $ 2,314.40 $ 47,403.20 $ 52,936.00 $ 54,454.40 $ 56,264.00 $ 58,302.40 $ 60,174.40 AFSCME PAY PLAN FY25 (July 7, 2024) APPENDIX C-4 Library Assistant It Page 2 PAYG RADE: 28,27 $ STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 2,337.60 $ 2,419,20 $ 2,506.40 MW II- Wastewater Treatment $ 50,627.20 $ 56,638.40 $ 58,801,60 $ 60,777.60 $ 62,899.20 $ 65,166.40 6 60,777.60 $ 62,899.20 $ 65,166.40 $ 67,558.40 MW II - Streets Program Assistant - Community Development Buyer I - Equipment $ 23.51 $ 26.32 $ 27.23 $ 28.27 $ 29,22 $ 30.24 Community Service Officer $ 1,880,80 $ 2,105.60 $ 2,178.40 $ 2,261.60 $ 2,337.60 $ 2,419.20 Library Assistant l $ 48,900.80 $ 54,745.60 $ 56,638,40 $ 58,801,60 $ 60,777.60 $ 62,899.20 Mass Transit Operator Animal Services Officer Housing Inspector Assistant Buyer I - Purchasing CSO - Evidence MW III - Water Service Police Records Technician Parts/Inventory Clerk - Equipment MW II - Water Service CSO - Station Master Customer Service Representative - Revenue Community Outreach Assistant Customer Service Representative - Transportation Services/Resource Management CSO - Support Services Assistant MW III - Government Buildings Senior Clerk/Typist - Streets 7 Library Assistant It $ 24.34 $ 27.23 $ 28,27 $ 29,22 $ 30.24 $ 31.33 MW II - Refuse $ 1,947.20 $ 2,178.40 $ 2,261.60 $ 2,337.60 $ 2,419,20 $ 2,506.40 MW II- Wastewater Treatment $ 50,627.20 $ 56,638.40 $ 58,801,60 $ 60,777.60 $ 62,899.20 $ 65,166.40 Parts/Data Entry Clerk - Transit 60,777.60 $ 62,899.20 $ 65,166.40 $ 67,558.40 MW II - Streets Program Assistant - Community Development MW III - Cemetery Operations Assistant - Senior Center Senior Clerk/Typist - Wastewater Housing Assistant Senior Accounts Payable Clerk MW II- Water Distribution MW III - Refuse Animal Services Officer Housing Inspector Assistant CSO - Evidence MW III - Water Service Signs & Pavement Markings Technician Parts/Inventory Clerk - Equipment MW II - Water Service Customer Service Representative - Revenue Customer Service Representative - Transportation Services/Resource Management MW II - Eastside Recycling Center MW III - Government Buildings Senior Clerk/Typist - Streets 8 Laboratory Technician - Wastewater $ 25.08 $ 28.27 $ 29.22 $ 30.24 $ 31,33 $ 32.48 Library Assistant III $ 2,006.40 $ 2,261,60 $ 2,337.60 $ 2,419.20 $ 2,506.40 $ 2,598,40 MW III - Forestry $ 52,166.40 $ 58,801.60 $ 60,777.60 $ 62,899.20 $ 65,166.40 $ 67,558.40 MW II - Streets MW III - Cemetery MW III - Parks Senior Accounts Payable Clerk MW III - Refuse Housing Inspector Assistant MW III - Water Service Parts/Inventory Clerk - Equipment Laboratory Technician - Water Media Production Assistant MW III - Government Buildings 9 Buyer II $ 25.89 $ 28.93 $ 29,95 $ 30.99 $ 32.06 $ 33.22 Mechanic l- Equipment $ 2,071.20 $ 2,314.40 $ 2,396.00 $ 2,479.20 $ 2,564.80 $ 2,657,60 Senior Engineering Technician $ 53,851,20 $ 60,174.40 $ 62,296,00 $ 64,459.20 $ 66,684.80 $ 69,097.60 Senior Library Assistant Housing Program Assistant Communications Technician - Cable TV Landfill Operator Landfill Operator - Heavy Equipment Construction Inspector I AFSCME PAY PLAN FY25 (July 7, 2024) APPENDIX C-4 Page 3 PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 10 Housing Office Manager Maintenance Operator- Wastewater TPO - Wastewater Treatment TPO - Water Maintenance Operator- Water Utility Billing Coordinator 11 MW III - Streets MW III- Wastewater Collection Mechanic II - Equipment IT Support Specialist - Library Special Projects Inspector Mechanic 11- Transit MW III - Lead Sweeper Operator Electrician - Traffic Engineering MW III - Water Distribution Electrician - Wastewater Library Public Relations Specialist Electronics Technician - Transportation Services Victim Services Coordinator 12 Construction Inspector 11 Electronics Technician - Wastewater Librarian I Senior MW - Forestry Senior MW - Parks Senior MW-Turfgrass Specialist Building Inspector Recycling Coordinator Utilities Technician - Engineering Neighborhood Services & Code Enforcement Specialist Senior MW - Horticulture Specialist Water GIS Technician Storm Water Specialist Climate Action Engagement Specialist Senior Landfill Operator- Heavy Equipment Climate Action Analyst 13 Chemist Development Regulation Specialist Electronics Technician - Traffic Engineering Family Self -Sufficiency Program Coordinator Librarian II Mechanic III - Equipment (DAY) Mechanic III - Equipment (EVE) Senior Accountant - Accounting Senior Accountant - Revenue Survey Party Chief Mechanic III - Transit Senior Accountant - Payroll $ 26.62 $ 29.78 $ 30.77 $ 31.79 $ 32,91 $ 34.05 $ 2,129.60 $ 2,382.40 $ 2,461.60 $ 2,543.20 $ 2,632.80 $ 2,724.00 $ 55,369.60 $ 61,942.40 $ 64,001.60 $ 66,123.20 $ 68,452.80 $ 70,824.00 $ 28,36 $ 31.33 $ 32.48 $ 33.80 $ 35.00 $ 36.32 $ 2,268.80 $ 2,506.40 $ 2,598,40 $ 2,704.00 $ 2,800.00 $ 2,905.60 $ 58,988,80 $ 65,166.40 $ 67,558.40 $ 70,304.00 $ 72,800.00 $ 75,545.60 $ 29.71 $ 32.45 $ 33.58 $ 34.82 $ 36.09 $ 37.26 $ 2,376.80 $ 2,596.00 $ 2,686.40 $ 2,785.60 $ 2,887.20 $ 2,980.80 $ 61,796.80 $ 67,496.00 $ 69,846.40 $ 72,425.60 $ 75,067,20 $ 77,500.80 $ 30.68 $ 33.80 $ 35.00 $ 36.32 $ 37.72 $ 39.11 $ 2,454.40 $ 2,704,00 $ 2,800.00 $ 2,905.60 $ 3,017.60 $ 3,128.80 $ 63,814.40 $ 70,304.00 $ 72,800.00 $ 75,545.60 $ 78,457.60 $ 81,348.80 AFSCME PAY PLAN FY25 (July 7, 2024) APPENDIX C-4 Page 4 PAYGRADE: STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 14 Program Specialist - Senior Center Recreation Program Supervisor Senior Construction Inspector Senior MW - Streets Senior MW - Wastewater Plant Senior MW - Water Distribution Senior TPO - Wastewater Community Outreach Specialist - Senior Center Senior TPO - Water Network Database Specialist - Library Senior MW - Water Plant Customer Service Coordinator Senior MW - Parking & Transit Senior MW - Wastewater Collection Library Web Specialist Development Specialist - Senior Center Building Inspector II Media Production Specialist 15 Associate Planner Civil Engineer Human Rights Investigator Senior Librarian Climate Action Coordinator Historic Preservation Planner $ 31.81 $ 35.00 $ 36.32 $ 37.72 $ 39.11 $ 40.36 $ 2,544.80 $ 2,800,00 $ 2,905.60 $ 3,017.60 $ 3,128.80 $ 3,228.80 $ 66,164.80 $ 72,800,00 $ 75,545,60 $ 78,457.60 $ 81,348.80 $ 83,948.80 $ 33.22 $ 36.35 $ 37.76 $ 39.18 $ 40.43 $ 41.81 $ 2,657.60 $ 2,908.00 $ 3,020.80 $ 3,134.40 $ 3,234.40 $ 3,344.80 $ 69,097.60 $ 75,608.00 $ 78,540.80 $ 81,494.40 $ 84,094.40 $ 86,964.80 Item Number: 6.g. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution establishing classification/compensation plans for Confidential, Administrative and Executive employees for fiscal years 2022 through 2025. Prepared By: Karen Jennings, Human Resources Administrator Reviewed By: Fiscal Impact: Wage terms are expected to fall within future budget parameters Recommendations: Staff: Approval Attachments C •ui� •I ►_ Resolution FY22 pay plan FY23 pay plan FY24 pay plan FY25 pay plan Executive Summary: Classification and compensation plans for Confidential, Administrative, and Executive pay plans which mirror the negotiated AFSCME wage settlements are recommended for approval. Background /Analysis: The City and Iowa City Public Library recently negotiated a five year collective bargaining agreement with AFSCME. This agreement included wage settlements of 2.5% in FY22, 2.25% in FY23, 2% in FY24, and 2.25% in FY25 with a re -opener for FY26 wages. Classification and compensation plans for Confidential, Administrative, and Executive positions have been prepared which mirror the FY22-FY25 AFSCME settlements to maintain consistency in across the board wage increases for the majority of City positions. Staff recommends that the FY22-FY25 classification and compensation plans for Confidential, Administrative, and Executive employees be approved. ATTACHMENTS: Description Resolution FY22 pay plan FY23 pay plan FY24 pay plan FY25 pay plan Prepared by: Karen Jennings, Human Resources Administrator, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5025 Resolution no. 21-112 Resolution establishing classification/compensation plans for Confidential, Administrative and Executive employees for fiscal years 2022 through 2025. Whereas, the City of Iowa City employs certain employees referred to as Confidential, Administrative, and Executive personnel; and Whereas, it is necessary to establish position classification and compensation ranges for said personnel. Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa that: Confidential, Administrative, and Executive employees shall receive compensation as established by the FY22, FY23, FY24 and FY25 Confidential, Administrative, and Executive Classification and Compensation plans as attached. Passed and approved this 4th day of May 2021 e�^ Mayor Attest: V c� Ci y Clerk 1 City Attorney's Office (Eric Goers - 04/27/2021) It was moved by salih and seconded by Bergus the Resolution be adopted, and upon roll call there were: Ayes X Nays: Absent: Berg us Mims Salih Taylor Teague Thomas Weiner .a 46 ADMINISTRATIVE/CONFIDENTIAL PAY PLAN - FY22 (June 27, 2021) 2.5% ATB PAYGRADE: 23 Airport Operations Specialist License Specialist 24 Administrative Secretary Operations Clerk - ITS Digital Communications Specialist Police Administrative Coordinator 25 Human Resources Assistant PC Technician DeputyCity Clerk Program Assistant - Public Works Risk & Finance Assistant 26 Legal Assistant Occupational Safety & Training Specialist Human Resources Generalist Housing Choice Voucher Program Coordinator Public Housing Coordinator Media Production Services Coordinator Internal AuditorBudgetAnalyst Application Specialist STEP 1 STEP 2 6 mo. 12.00% $ 21.83 $ 24.48 $ 1,746.40 $ 1,958.40 $ 45,406.40 $ 50,918.40 $ 23.60 $ 26.46 $ 1,888.00 $ 2,116.80 $ 49,088.00 $ 55,036.80 $ 25.54 $ 28.62 $ 2,043.20 $ 2,289.60 $ 53,123.20 $ 59,529.60 $ 27.66 $ 31.03 $ 2,212.80 $ 2,482.40 $ 57,532.80 $ 64,542.40 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 MAX 12 mo. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs 3.50% 3.50% 3.50°% 3.50% 3.50% 3.50% 3.50°% $ 25.29 $ 26.19 $ 27.10 $ 28.07 $ 29.03 $ 30.06 $ 31.12 $ 31.26 $ 2,023.20 $ 2,095.20 $ 2,168.00 $ 2,245.60 $ 2,322.40 $ 2,404.80 $ 2,489.60 $ 21500.80 $ 52,603.20 $ 54,475.20 $ 56,368.00 $ 58,385.60 $ 60,382.40 $ 62,524.80 $ 64,729.60 $ 65,020.80 $ 27.40 $ 28.32 $ 29.32 $ 30.34 $ 31.43 $ 32.55 $ 33.70 $ 34.22 $ 2,192.00 $ 2,265.60 $ 2,345.60 $ 2,427.20 $ 2,514.40 $ 2,604.00 $ 2,696.00 $ 2,737.60 $ 56,992.00 $ 58,905.60 $ 60,985.60 $ 63,107.20 $ 65,374.40 $ 67,704.00 $ 70,096.00 $ 71,177.60 $ 29.66 $ 30.68 $ 31.74 $ 32.86 $ 34.00 $ 35.21 $ 36.48 $ 37.45 $ 2,372.80 $ 2,454.40 $ 2,539.20 $ 2,628.80 $ 2,720.00 $ 2,816.80 $ 2,918.40 $ 2,996.00 $ 61,692.80 $ 63,814.40 $ 66,019.20 $ 68,348.80 $ 70,720.00 $ 73,236.80 $ 75,878.40 $ 77,896.00 'After Step 10, employees are eligible for a 2% Increase per year until they reach maximum pay. $ 32.09 $ 33.24 $ 34.37 $ 35.57 $ 36.77 $ 38.14 $ 39.42 $ 40.94 $ 2,567.20 $ 2,659.20 $ 2,749.60 $ 2,845.60 $ 2,941.60 $ 3,051.20 $ 3,153.60 $ 3,275.20 $ 66,747.20 $ 69,139.20 $ 71,489.60 $ 73,985.60 $ 76,481.60 $ 79,331.20 $ 81,993.60 $ 85,155.20 ADMINISTRATIVEXONFIDENTIAL PAY PLAN - FY22 (June 27, 2021) PAYGRADE: 27 Assistant Superintendent- Wastewater Assistant Superintendent- Water Assistant Superintendent - Streets Library Coordinator- Development Operations Supervisor -Transportation Services Assistant Supedntendent- Landfill Computer System Analyst - Police Cemetery Supervisor Assistant Superintendent- Equipment Database Administrator Accounting Coordinator Library Administrative Coordinator Library Building Manager Communications Coordinator Supervising Librarian Assistant Superintendent- Refuse Senior Associate Planner GIS Coordinator Budget & Compliance Officer Assistant Supedntendent- Parks Assistant Recreation Superintendent Assistant Facilities Manager Procurement Coordinator 28 Revenue & Risk Manager Systems Engineer Volce/Data Network Analyst Solutions Architect 29 Police Sergeant Senior Building Inspector Senior Engineer Senior Housing Inspector Special Projects Administrator Assistant City Attorney Human Rights Coordinator/Equity Director Facilities Manager Senior Systems Engineer Animal Services Coordinator STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 MAX 6 mo. 12 mo. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs 5.50% 5.50% 5.50.0 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% $ 29.95 $ 31.63 $ 33.35 $ 35.17 $ 36.47 $ 37.72 $ 39.04 $ 40.41 $ 41.81 $ 43.29 $ 44.79 $ 2,396.00 $ 2,530.40 $ 2,668.00 $ 2,813.60 $ 2,917.60 $ 3,017.60 $ 3,123.20 $ 3,232.80 $ 3,344.80 $ 3,463.20 $ 3,583.20 $ 62,296.00 $ 65,790.40 $ 69,368.00 $ 73,153.60 $ 75,857.60 $ 78,457.60 $ 81,203.20 $ 84,052.80 $ 86,964.80 $ 90,043.20 $ 93,163.20 $ 32.39 $ 34.20 $ 36.05 $ 38.03 $ 39.37 $ 40.77 $ 42.19 $ 43.68 $ 45.18 $ 46.77 $ 2,591.20 $ 2,736.00 $ 2,884.00 $ 3,042.40 $ 3,149.60 $ 3,261.60 $ 3,375.20 $ 3,494.40 $ 3,614.40 $ 3,741.60 $ 67,371.20 $ 71,136.00 $ 74,984.00 $ 79,102.40 $ 81,889.60 $ 84,801.60 $ 87,755.20 $ 90,854.40 $ 93,974.40 $ 97,281.60 $ 35.09 $ 37.08 $ 39.12 $ 41.28 $ 42.63 $ 44.25 $ 45.72 $ 47.37 $ 49.08 $ 50.73 $ 2,807.20 $ 2,966.40 $ 3,129.60 $ 3,302.40 $ 3,410.40 $ 3,540.00 $ 3,657.60 $ 3.789.60 $ 3,926.40 $ 4,058.40 $ 72,987.20 $ 77,126.40 $ 81,369.60 $ 85,862.40 $ 88,670.40 $ 92,040.00 $ 95,097.60 $ 98,529.60 $ 102,086.40 $ 105,518.40 'After Step 10, employees are eligible for a 29A Increase per year until they reach maximum pay. $ 49.05 $ 3,924.00 $ 102,024.00 $ 53.61 $ 4,288.80 $ 111,508.80 ADMINISTRATNE/CONFIDENTIAL PAY PLAN - FY22 (June 27, 2021) PAYGRADE: 32 City Engineer $ 44.51 $ 47.00 $ 49.60 $ 52.29 $ 54.18 $ 56.05 $ 58.02 $ 60.02 $ 62.07 $ 64.29 $ 69.89 $ 3,560.80 $ 3,760.00 $ 3,968.00 $ 4,183.20 $ 4,334.40 $ 4,484.00 $ 4,641.60 $ 4,801.60 $ 4,965.60 $ 5,143.20 $ 5,591.20 $ 92,580.80 $ 97,760.00 $ 103,168.00 $ 108,76320 $ 112,694.40 $ 116,684.00 $ 120,681.60 $ 124,841.60 $ 129,105.60 $ 133,723.20 $ 145,371.20 'After Step 10, employees are eligible for a 2% increase per year until they mach maximum pay. STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 MAX. 6 mo. 12 mo. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs 5.50% 5.50% 5.50•-0 3.50% 3.50% 3.50% 3.50'Aa 3.50% 3.50% 30 Battalion Chief $ 37.98 $ 40.12 $ 42.27 $ 44.64 $ 46.24 $ 47.87 $ 49.45 $ 51.22 $ 53.01 $ 54.87 $ 58.56 Library Coordinator $ 3,038.40 $ 3,209.60 $ 3,381.60 $ 3,571.20 $ 3,699.20 $ 3,829.60 $ 3,956.00 $ 4,097.60 $ 4,240.80 $ 4,389.60 $ 4,684.80 Police Lieutenant $ 78,998.40 $ 83,449.60 $ 87,921.60 $ 92,851.20 $ 96,179.20 $ 99,569.60 $ 102,856.00 $ 106,537.60 $ 110,260.80 $ 114,129.60 $ 121,804.80 Wastewater Superintendent Senior Center Coordinator BC-24hr Senior Planner $ 27.1286 $ 28.6571 $ 30.1929 $ 31.8857 $ 33.0286 $ 34.1929 $ 35.3214 $ 36.5857 $ 37.8643 $ 39.1929 $ 41.8286 Superintendent of Parks 8 Forestry $ 3,038.40 $ 3,209.60 $ 3,381.60 $ 3,571.20 $ 3,699.20 $ 3,829.60 $ 3,956.00 $ 4,097.60 $ 4,240.80 $ 4,389.60 $ 4,684.80 Superintendent of Streets $ 78,998.40 $ 83,449.60 $ 87,921.60 $ 92,851.20 $ 96,179.20 $ 99,569.60 $ 102,856.00 $ 106,537.60 $ 110,260.80 $ 114,129.60 $ 121,804.80 Water Superintendent Housing Administrator Equipment Superintendent Economic Development Coordinator Resource Management Superintendent Recreation Superintendent Assistant City Engineer 31 MPOJC Director $ 41.19 $ 43.40 $ 45.78 $ 48.36 $ 50.05 $ 51.78 $ 53.62 $ 55.45 $ 57.31 $ 59.41 $ 64.00 Human Resources Administrator $ 3,295.20 $ 3,472.00 $ 3,662.40 $ 3,868.80 $ 4,004.00 $ 4,142.40 $ 4,289.60 $ 4,436.00 $ 4,584.80 $ 4,752.80 $ 5,120.00 Police Captain $ 85,675.20 $ 90,272.00 $ 95,222.40 $ 100,588.80 $ 104,104.00 $ 107,702.40 $ 111,529.60 $ 115,336.00 $ 119,204.80 $ 123,572.80 $ 133,120.00 ITS Coordinator Deputy Fire Chief First Assistant City Attomey Associate Director -Transportation Services Neighborhood Services Coordinator Development Services Coordinator Assistant to the City Manager Assistant Finance Director 32 City Engineer $ 44.51 $ 47.00 $ 49.60 $ 52.29 $ 54.18 $ 56.05 $ 58.02 $ 60.02 $ 62.07 $ 64.29 $ 69.89 $ 3,560.80 $ 3,760.00 $ 3,968.00 $ 4,183.20 $ 4,334.40 $ 4,484.00 $ 4,641.60 $ 4,801.60 $ 4,965.60 $ 5,143.20 $ 5,591.20 $ 92,580.80 $ 97,760.00 $ 103,168.00 $ 108,76320 $ 112,694.40 $ 116,684.00 $ 120,681.60 $ 124,841.60 $ 129,105.60 $ 133,723.20 $ 145,371.20 'After Step 10, employees are eligible for a 2% increase per year until they mach maximum pay. EXECUTIVE PAY PLAN - FY22 (June 27, 2021) PAYGRADE: MINIMUM MAXIMUM 33 Fire Chief $ 48.21 $ 76.40 Library Director $ 3,856.80 $ 6,112.00 Parks & Recreation Director $ 100,276.80 $ 158,912.00 Transportation Services Director 34 Finance Director $ 52.21 $ 83.55 Police Chief $ 4,176.80 $ 6,684.00 Public Works Director $ 108,596.80 $ 173,784.00 Assistant City Manager Neighborhood and Development Services Director ADMINISTRATIVE/CONFIDENTIAL PAY PLAN - FY23 (June 26, 2022) 2.25% ATB PAYGRADE: STEP 1 STEP 2 6 mo. 12.0036 23 Airport Operations Specialist $ 22.32 $ 25.03 License Specialist $ 1,785.60 $ 2,002.40 $ 46,425.60 $ 52,062.40 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 12 mo. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs $ 27.06 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% $ 25.86 $ 26.78 $ 27.71 $ 28.70 $ 29.68 $ 30.74 $ 31.82 $ 2,068.80 $ 2,142.40 $ 2,216.80 $ 2,296.00 $ 2,374.40 $ 2,459.20 $ 2,545.60 $ 53,788.80 $ 55,702.40 $ 57,636.80 $ 59,696.00 $ 61,734.40 $ 63,939.20 $ 66,185.60 $ 31.96 $ 2,556.80 $ 66,476.80 24 Administrative Secretary $ 24.13 $ 27.06 $ 28.02 $ 28.96 $ 29.98 $ 31.02 $ 32.14 $ 33.28 $ 34.46 $ 34.99 Operations Clerk - ITS $ 1,930.40 $ 2,164.80 $ 2,241.60 $ 2,316.80 $ 2,398.40 $ 2,481.60 $ 2,571.20 $ 2,662.40 $ 2,756.80 $ 2,799.20 Digital Communications Specialist $ 50,190.40 $ 56,284.80 $ 58,281.60 $ 60,236.80 $ 62,358.40 $ 64,521.60 $ 66,851.20 $ 69,222.40 $ 71,676.80 $ 72,779.20 Police Administrative Coordinator 25 Human Resources Assistant $ 26.11 $ 29.26 PC Technician $ 2,088.80 $ 2,340.80 Deputy City Clerk $ 54,308.80 $ 60,860.80 Program Assistant -Public Works Risk & Finance Assistant 26 Legal Assistant $ 28.28 $ 31.73 Occupational Safety& Training Specialist $ 2,262.40 $ 2,538.40 Human Resources Generalist $ 58,822.40 $ 65,998.40 Housing Choice Voucher Program Coordinator Public Housing Coordinator Media Production Services Coordinator Internal AuditorBudget Analyst Application Specialist 'After Step 10, employees are eligible for a 2% increase per year until they reach maximum pay. $ 30.33 $ 31.37 $ 32.45 $ 33.60 $ 34.77 $ 36.00 $ 37.30 $ 2,426.40 $ 2,509.60 $ 2,596.00 $ 2,688.00 $ 2,781.60 $ 2,880.00 $ 2,984.00 $ 63,086.40 $ 65,249.60 $ 67,496.00 $ 69,888.00 $ 72,321.60 $ 74,880.00 $ 77,584.00 $ 38.29 $ 3,063.20 $ 79,643.20 $ 32.81 $ 33.99 $ 35.14 $ 36.37 $ 37.60 $ 39.00 $ 40.31 $ 41.86 $ 2,624.80 $ 2,719.20 $ 2,811.20 $ 2,909.60 $ 3,008.00 $ 3,120.00 $ 3,224.80 $ 3,348.80 $ 68,244.80 $ 70,699.20 $ 73,091.20 $ 75,649.60 $ 78,208.00 $ 81,120.00 $ 83,844.80 $ 87,068.80 ADMINISTRATIVE/CONFIDENTIAL PAY PLAN - FY23 (June 26, 2022) PAYGRADE: 27 Assistant Supenntentlent- Wastewater Assistant Superintendent- Water Assistant Superintendent - Streets Library Coordinator- Development Operations Supervisor - Transportation Services Assistant Superintendent- Landfill Computer System Analyst - Police Cemetery Supervisor Assistant Superintendent- Equipment Database Administrator Accounting Coordinator Library Administrative Coordinator Library Building Manager Communications Coordinator Supervising Librarian Assistant Superintendent - Refuse Senior Associate Planner GIS Coordinator Budget & Compliance Officer Assistant Superintendent- Parks Assistant Recreation Superintendent Assistant Facilities Manager Procurement Coordinator 28 Revenue & Risk Manager Systems Engineer Voice/Data Network Analyst Solutions Architect 29 Police Sergeant Senior Building Inspector Senior Engineer Senior Housing Inspector Special Projects Administrator Assistant City Attorney Human Rights Coordinator/Equity Director Facilities Manager Senior Systems Engineer Animal Services Coordinator STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 6mo. 12 mo. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs 5.50% 5.50%, 5.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% $ 30.62 $ 32.34 $ 34.10 $ 35.96 $ 37.29 $ 38.57 $ 39.92 $ 41.32 $ 42.75 $ 44.26 $ 2.449.60 $ 2,587.20 $ 2,728.00 $ 2,876.80 $ 2,983.20 $ 3,085.60 $ 3,193.60 $ 3,305.60 $ 3,420.00 $ 3,540.80 $ 63,689.60 $ 67,267.20 $ 70,928.00 $ 74,796.80 $ 77,563.20 $ 80,225.60 $ 83,033.60 $ 85,945.60 $ 88,920.00 $ 92,060.80 MAX. $ 45.80 $ 3,664.00 $ 95,264.00 $ 33.12 $ 34.97 $ 36.86 $ 38.89 $ 40.26 $ 41.69 $ 43.14 $ 44.66 $ 46.20 $ 47.82 $ 50.15 $ 2,649.60 $ 2,797.60 $ 2,948.80 $ 3,111.20 $ 3,220.80 $ 3,335.20 $ 3,451.20 $ 3,572.80 $ 3,696.00 $ 31825.60 $ 4,012.00 $ 68,889.60 $ 72,737.60 $ 76,668.80 $ 80,891.20 $ 83,740.80 $ 86,715.20 $ 89,731.20 $ 92,892.80 $ 96,096.00 $ 99,465.60 $ 104,312.00 $ 35.88 $ 37.91 $ 40.00 $ 42.21 $ 43.59 $ 45.25 $ 46.75 $ 48.44 $ 50.18 $ 51.87 $ 54.82 $ 2,870.40 $ 3,032.80 $ 3,200.00 $ 3,376.80 $ 3,487.20 $ 3.620.00 $ 3,740.00 $ 3,875.20 $ 4,014.40 $ 4,149.60 $ 4,385.60 $ 74,630.40 $ 78,852.80 $ 83,200.00 $ 87,796.80 $ 90,667.20 $ 94,120.00 $ 97,240.00 $ 100,755.20 $ 104,374.40 $ 107,889.60 $ 114,025.60 -After Step 10, employees are eligible for a 29A increase per year until they reach maximum pay. ADMINISTRATIVE/CONFIDENTIAL PAY PLAN - FY23 (June 26, 2022) PAYGRADE: 30 Battalion Chief Library Coordinator Police Lieutenant Wastewater Superintendent Senior Center Coordinator Senior Planner Superintendent of Parks & Forestry Superintendent of Streets Water Superintendent Housing Administrator Equipment Superintendent Economic Development Coordinator Resource Management Superintendent Recreation Superintendent Assistant City Engineer 31 MPOJC Director Human Resources Administrator Police Captain ITS Coordinator Deputy Fire Chief First Assistant City Attorney Associate Director - Transportation Services Neighborhood Services Coordinator Development Services Coordinator Assistant to the City Manager Assistant Finance Director 32 City Engineer STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 MAX. 6 mo. 12 mo. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs 5.50•-0 5.50% 5.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% $ 38.83 $ 41.02 $ 43.22 $ 45.64 $ 47.28 $ 48.95 $ 50.56 $ 52.37 $ 54.20 $ 56.10 ' $ 59.88 $ 3,106.40 $ 3,281.60 $ 3,457.60 $ 3.651.20 $ 3,782.40 $ 3,916.00 $ 4,044.80 $ 4,189.60 $ 4,336.00 $ 4,488.00 $ 4,790.40 $ 80,766.40 $ 85,321.60 $ 89,897.60 $ 94,931.20 $ 98,342.40 $ 101,816.00 $ 105,164.80 $ 108,929.60 $ 112,736.00 $ 116,688.00 $ 124,550.40 BC-24hr $ 27.7357 $ 29.3000 $ 30.8714 $ 32.6000 $ 33.7714 $ 34.9643 $ 36.1143 $ 37.4071 $ 38.7143 $ 40.0714 ' $ 42.7714 $ 3,106.40 $ 3,281.60 $ 3,457.60 $ 3,651.20 $ 3,782.40 $ 3,916.00 $ 4,044.80 $ 4,189.60 $ 4,336.00 $ 4,488.00 $ 4,790.40 $ 80,766.40 $ 85,321.60 $ 89,897.60 $ 94,931.20 $ 98,342.40 $ 101,816.00 $ 105,164.80 $ 108,929.60 $ 112,736.00 $ 116,688.00 $ 124,550.40 $ 42.12 $ 44.38 $ 46.81 $ 49.45 $ 51.18 $ 52.95 $ 54.83 $ 56.70 $ 58.60 $ 60.75 $ 65.44 $ 3,369.60 $ 3,550.40 $ 3,744.80 $ 3,956.00 $ 4,094.40 $ 4,236.00 $ 4,386.40 $ 4,536.00 $ 4,688.00 $ 4,860.00 $ 5,235.20 $ 87,609.60 $ 92,310.40 $ 97,364.80 $ 102,856.00 $ 106,454.40 $ 110,136.00 $ 114,046.40 $ 117,936.00 $ 121,888.00 $ 126,360.00 $ 136,115.20 $ 45.51 $ 48.06 $ 50.72 $ 53.47 $ 55.40 $ 57.31 $ 59.33 $ 61.37 $ 63.47 $ 65.74 $ 71.46 $ 3,640.80 $ 3,844.80 $ 4,057.60 $ 4,277.60 $ 4,432.00 $ 4,584.80 $ 4,746.40 $ 4,909.60 $ 5,077.60 $ 5,259.20 $ 5,716.80 $ 94,660.80 $ 99,964.80 $ 105,497.60 $ 111,217.60 $ 115,232.00 $ 119,204.80 $ 123,406.40 $ 127,649.60 $ 132,017.60 $ 136,739.20 $ 148,636.80 -After Step 10, employees are eligible for a 21Y. increase per year until they reach maximum pay. EXECUTIVE PAY PLAN - FY23 (June 26, 2022) PAYGRADE: MINIMUM MAXIMUM 33 Fre Chief $ 4929 $ 78.12 Library Director $ 3,943.20 $ 6,249.60 Parks & Recreation Director $ 102,523.20 $ 162,469.60 Transportation Services Director 34 Finance Director $ 53.38 $ 85.43 Police Chief $ 4,270.40 $ 6,834.40 Public Works Director $ 111,030.40 $ 177,694.40 Assistant City Manager Neighborhood and Development Services Director ADMINISTRATIVE/CONFIDENTIAL PAY PLAN -FY24 (June 25, 2023) 2.0% ATE PAYGRADE: STEP 1 STEP 2 6 mo. 12.00•-A 23 Airport Operations Specialist $ 22.77 $ 25.53 License Specialist $ 1,821.60 $ 2,042.40 $ 47,361.60 $ 53,102.40 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 MAX 12 me. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs $ 28.58 $ 29.54 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% Operations Clerk- ITS $ $ 26.38 $ 27.32 $ 28.26 $ 29.27 $ 30.27 $ 31.35 $ 32.46 $ 32.60 $ 2,110.40 $ 2,185.60 $ 2,260.80 $ 2,341.60 $ 2,421.60 $ 2,508.00 $ 2,596.80 $ 2,608.00 $ 54,870.40 $ 56,825.60 $ 58.780.80 $ 60,881.60 $ 62,961.60 If 65,208.00 $ 67,516.80 $ 67,808.00 24 Administrative Secretary $ 24.61 $ 27.60 $ 28.58 $ 29.54 $ 30.58 $ 31.64 $ 32.78 $ 33.95 $ 35.15 $ 35.69 Operations Clerk- ITS $ 1,968.80 $ 2,208.00 $ 2,286.40 $ 2,363.20 $ 2,446.40 $ 2,631.20 $ 2,622.40 $ 2,716.00 $ 2,812.00 $ 2,855.20 Digital Communications Specialist $ 51,188.80 $ 57,408.00 $ 59,446.40 $ 61,443.20 $ 63,606.40 $ 65,811.20 $ 68,182.40 $ 70,616.00 $ 73,112.00 $ 74,235.20 Police Administrative Coordinator 25 Human Resources Assistant $ 26.63 $ 29.85 PC Technician $ 2,130.40 $ 2,388.00 Deputy City Clerk $ 55,390.40 $ 62,088.00 Program Assistant- Public Works Risk & Finance Assistant 26 Legal Assistant $ 28.85 $ 32.36 Occupational Safety& Training Specialist $ 2,308.00 $ 2,588.80 Human Resources Generalist $ 60,008.00 $ 67,308.80 Housing Choice Voucher Program Coordinator Public Housing Coordinator Media Production Services Coordinator Internal AuditorBudgetAnalyst Application Specialist -After Step 10, employees are eligible for a 2% increase per year until they reach maximum pay. $ 30.94 $ 32.00 $ 33.10 $ 34.27 $ 35.47 $ 36.72 $ 38.05 $ 39.06 $ 2,475.20 $ 2,560.00 $ 2,648.00 $ 2,741.60 $ 2,837.60 $ 2,937.60 $ 3,044.00 $ 3,124.80 $ 64,355.20 $ 66,560.00 $ 68,848.00 $ 71,281.60 $ 73,777.60 $ 76,377.60 $ 79,144.00 $ 81,244.80 $ 33.47 $ 34.67 $ 35.84 $ 37.10 $ 38.35 $ 39.78 $ 41.12 $ 42.70 $ 2,677.60 $ 2,773.60 $ 2,867.20 $ 2,968.00 $ 3,068.00 $ 3,182.40 $ 3,289.60 $ 3,416.00 If 69,617.60 $ 72,113.60 $ 74,547.20 $ 77,168.OD $ 79,768.00 $ 82,742.40 $ 85,529.60 $ 88,816.00 ADMINISTRATIVE(CONFIDENTIAL PAY PLAN- FY24 (June 25, 2023) PAYGRADE: 27 Assistant Superintendent - Wastewater Assistant Superintendent - Water Assistant Superintendent- Streets Library Coordinator- Development Operations Supervisor - Transportation Services Assistant Superintendent- Landfill Computer System Analyst - Police Cemetery Supervisor Assistant Supenntendent- Equipment Database Administrator Accounting Coordinator Library Administrabve Coordinator Library Building Manager Communications Coordinator Supervising Librarian Assistant Superintendent - Refuse Senior Associate Planner GIS Coordinator Budget & Compliance Officer Assistant Superintendent- Parks Assistant Recreation Superintendent Assistant Facilites Manager Procurement Coordinator 28 Revenue 8 Risk Manager Systems Engineer Voice/Data Network Analyst Solutions Architect 29 Police Sergeant Senior Building Inspector Senior Engineer Senior Housing Inspector Special Projects Administrator Assistant City Attorney Human Rights Coordinator/Equity Director Facilities Manager Senior Systems Engineer Animal Services Coordinator STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 MAX 6 mo. 12 mo. 18mo. 2.5 yrs 3.5 yrs 4.5 yns 5.5 yrs 6.5 yrs 7.5 yrs 5.50% 5.5056 5.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% $ 31.23 $ 32.99 $ 34.78 $ 35.68 $ 38.04 $ 39.34 $ 40.72 $ 42.15 $ 43.61 $ 45.15 ' $ 46.72 $ 2,498.40 $ 2,639.20 $ 2,782.40 $ 2,934.40 $ 3,043.20 $ 3,147.20 $ 3,257.60 $ 3,372.00 $ 3,488.80 $ 3,612.00 $ 3,737.60 $ 64,958.40 $ 68,619.20 $ 72,342.40 $ 76,294.40 $ 79,123.20 $ 81,827.20 $ 84,697.60 $ 87,672.00 $ 90,708.80 $ 93.912.00 $ 97,177.60 $ 33.78 $ 35.67 $ 37.60 $ 39.67 $ 41.07 $ 42.52 $ 44.00 S 45.55 $ 47.12 $ 48.78 $ 51.15 $ 2,702.40 $ 2,853.60 $ 3,008.00 $ 3,173.60 $ 3,285.60 $ 3,401.60 $ 3,520.00 $ 3,644.00 $ 3,769.60 $ 3,902.40 $ 4,092.00 $ 70,262.40 $ 74,193.60 $ 78,208.00 $ 82,513.60 $ 85,425.60 $ 88,441.60 $ 91,520.00 $ 94,744.00 $ 98,009.60 $ 101,462.40 $ 106,392.00 $ 36.60 $ 38.67 $ 40.80 $ 43.05 $ 44.46 $ 46.16 $ 47.69 $ 49.41 $ 51.18 $ 52.91 $ 55.92 $ 2,928.00 $ 3,093.60 $ 3,264.00 $ 3,444.00 $ 3,556.80 $ 3.692.80 S 3,815.20 $ 3.952.80 $ 4,094.40 $ 4,232.80 $ 4,473.60 S 76,128.00 $ 80,433.60 $ 84,864.00 $ 89,544.00 $ 92,476.80 $ 96,012.80 $ 99,195.20 $ 102,772.80 $ 106,454.40 $ 110,052.80 $ 116,313.60 'After Step 10, employees are eligible for a 2% Increase per year until they reach mulmum pay. ADMINISTRATIVE/CONFIDENTIAL PAY PLAN - FY24 (June 25, 2023) PAYGRADE: 30 Battalion Chief Library Coordinator Police Lieutenant Wastewater Superintendent Senior Center Coordinator Senior Planner Superintendent of Parks & Forestry Supedntendent of Shoals Water Superintendent Housing Administrator Equipment Supedntendent Economic Development Coordinator Resource Management Superintendent Recreation Superintendent Assistant City Engineer 31 MPOJC Director Human Resources Administrator Police Captain ITS Coordinator Deputy Fire Chief First Assistant City Attorney Associate Director -Transportation Services Neighborhood Services Coordinator Development Services Coordinator Assistant to the City Manager Assistant Finance Director 32 City Engineer STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 MAX 6 mo. 12 mo. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs 5.50% 5.50% 5.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% $ 39.61 $ 41.84 $ 44.08 $ 46.55 $ 48.23 $ 49.93 $ 51.57 $ 53.42 $ 55.28 $ 57.22 $ 61.08 $ 3,168.80 $ 3,347.20 $ 3,526.40 $ 3,724.00 $ 3,858.40 $ 3,994.40 $ 4,125.60 $ 4,273.60 $ 4,422.40 $ 4,577.60 $ 4,886.40 $ 82,388.80 $ 87,027.20 $ 91,686.40 $ 96,824.00 $ 100,318.40 $ 103,854.40 $ 107,265.60 $ 111,113.60 $ 114,982.40 $ 119,017.60 $ 127,046.40 BC-24hr $ 28.2929 $ 29.8857 $ 31.4857 $ 33.2500 $ 34.4500 $ 35.6643 $ 36.8357 $ 38.1571 $ 39.4857 $ 40.8714 $ 43.6286 $ 3,168.80 $ 3,347.20 $ 3,526.40 $ 3,724.00 $ 3,858.40 $ 3,994.40 $ 4,125.60 $ 4,273.60 $ 4,422.40 $ 4,577.60 $ 4,886.40 $ 82,388.80 $ 87,027.20 $ 91,686.40 $ 96,824.00 $ 100,318.40 $ 103,854.40 $ 107,265.60 $ 111,113.60 $ 114,982.40 $ 119,017.60 $ 127,046.40 $ 42.96 $ 45.27 $ 47.75 $ 50.44 $ 52.20 $ 54.01 $ 55.93 11 57.83 $ 59.77 $ 61.97 $ 66.75 $ 3,436.80 $ 3,621.60 $ 3,820.00 $ 4,035.20 $ 4,176.00 $ 4,320.80 $ 4,474.40 $ 4,626.40 $ 4,781.60 $ 4,957.60 $ 5,340.00 $ 89,356.80 $ 94,161.60 $ 99,320.00 $ 104,915.20 $ 108.576.00 $ 112,340.80 $ 116,334.40 $ 120,286.40 $ 124,321.60 $ 128,897.60 $ 138,840.00 $ 46.42 $ 49.02 $ 51.73 $ 54.54 $ 56.51 $ 58.46 $ 60.52 $ 62.60 $ 64.74 $ 67.05 $ 72.89 $ 3,713.60 $ 3,921.60 $ 4,138.40 $ 4,363.20 $ 4,520.80 $ 4,676.80 $ 4,841.60 $ 5,008.00 $ 5,179.20 $ 5,364.00 $ 5,831.20 $ 96,553.60 $ 101,961.60 $ 107,598.40 $ 113,443.20 $ 117,540.80 $ 121,596.80 $ 125,881.60 $ 130,208.00 $ 134,659.20 $ 139,464.00 $ 151,611.20 'After Step 10, employees are eligible for a 2% increase per year until they reach maximum pay. EXECUTIVE PAY PLAN - FY24 (June 25, 2023) PAYGRADE: MINIMUM MAXIMUM 33 Fite Chief $ 50.28 $ 79.68 Library Director $ 4,022.40 $ 6,374.40 Parks & Recreation Director $ 104,582.40 $ 165,734.40 Transportation Services Director 34 Finance Director $ 54.45 $ 87.14 Police Chief $ 4,356.00 $ 6,971.20 Public Works Director S 113,256.00 $ 181,251.20 Assistant City Manager Neighborhood and Development Services Director ADMINISTRATIVEICONFIDENTIAL PAY PLAN - PY25 (July 7, 2024) 2.25% ATB PAYGRADE: 23 Airport Operations Specialist License Specialist 24 Administ28ve Secretary Operations Clerk - TS Digital Communications Specialist Police Administrative Coordinator 25 Human Resources Assistant PC Technician Deputy City Clerk Program Assistant- Public Works Risk 8 Finance Assistant 26 Legal Assistant Occupational Safety 8 Training Specialist Human Resources Gerreralist Housing Choice Voucher Program Coordinator Public Housing Coordinator Media Production Services Coordnalor Internal AuditodBudget Analyst Application Specialist STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 MAX. 6 mo. 12 mo. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs 12.0056 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% $ 23.28 $ 26.10 $ 26.97 $ 27.93 $ 28.90 $ 29.93 $ 30.95 $ 32.06 $ 33.19 $ 33.33 $ 1,862.40 $ 2,088.00 $ 2,157.60 $ 2,234.40 $ 2,312.00 $ 2,394.40 $ 2,476.00 $ 2,564.80 $ 2,655.20 $ 2,666.40 $ 48,422.40 $ 54,288.00 $ 56,097.60 $ 58,094.40 $ 60,112.00 $ 62,254.40 $ 64.376.00 $ 66,684.80 $ 69,035.20 $ 69,326.40 $ 25.16 $ 28.22 $ 29.22 $ 30.20 $ 31.27 $ 32.35 $ 33.52 $ 34.71 $ 35.94 $ 36.49 $ 2,012.80 $ 2,257.60 $ 2,337.60 $ 2,416.00 $ 2,501.60 $ 2,588.00 $ 2,681.60 $ 2,776.80 $ 2,875.20 $ 2,919.20 $ 52,332.80 $ 58,697.60 $ 60,777.60 $ 62,816.00 $ 65,041.60 $ 67,288.00 $ 69,721.60 $ 72,196.80 $ 74,755.20 $ 75,899.20 $ 27.23 $ 30.52 $ 31.64 $ 32.72 $ 33.84 $ 35.04 $ 36.27 $ 37.55 $ 38.91 $ 39.94 $ 2,178.40 $ 2,441.60 $ 2,531.20 $ 2,617.60 $ 2,707.20 $ 2,803.20 $ 2,901.60 $ 3,004.00 $ 3,112.80 $ 3,195.20 $ 56,638.40 $ 63,481.60 $ 65,811.20 $ 68,057.60 $ 70,387.20 $ 72,883.20 $ 75,441.60 $ 78,104.00 $ 80,932.80 $ 83,075.20 $ 29.50 $ 33.09 $ 34.22 $ 35.45 $ 36.65 $ 37.93 $ 39.21 $ 40.68 $ 42.05 $ 43.66 $ 2,360.00 $ 2,647.20 $ 2,737.60 $ 2,836.00 $ 2,932.00 $ 3,034.40 $ 3,136.80 $ 3,254.40 $ 3,364.00 $ 3,492.80 $ 61,360.00 $ 68,827.20 $ 71,177.60 $ 73,736.00 $ 76,232.00 $ 78,894.40 $ 81,556.80 $ 84,614.40 $ 87,464.00 $ 90,812.80 'After Step 10, employees are eligible for a 2% increase per year until they reach maeimum pay. ADMINISTRATIVE/CONFIDENTIAL PAY PLAN - FY24 (June 25, 2023) PAYGRADE: 27 Assistant Superintendent - Wastewater Assistant Superintendent - Water Assistant Superintendent - Streets Library Coordinator- Development Operators Supervisor- Transportation Services Assistant Superintendent- Landfill Computer System Analyst - Police Cemetery Supervisor Assistant Superintendent - Equipment Database Administrator Accounting Coordinator Library Administrative Coordinator Library Building Manager Communications Coordinator Supervising Librarian Assistant Superintendent- Refuse Senior Associate Planner GIS Coordinator Budget & Compliance Officer Assistant Superintendent - Parks Assistant Recreation Superintendent Assistant Facilities Manager Procurement Coordinator 28 Revenue & Risk Manager Systems Engineer VoicelData Network Analyst Solutions Architect 29 Police Sergeant Senior Building Inspector Senior Engineer Senior Housing Inspector Special Projects Administrator Assistant City Attorney Human Rights Coordinator/Equity Director Facilites Manager Senior Systems Engineer Animal Services Coordinator STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 MAX 6 mo. 12 mo. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs 5.50% 5.50% 5.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% $ 31.93 $ 33.73 $ 35.56 $ 37.51 $ 38.90 $ 40.23 $ 41.64 $ 43.10 $ 44.59 $ 46.17 ' $ 47.77 $ 2,554.40 $ 2,698.40 $ 2,844.80 $ 3,000.80 $ 3,112.00 $ 3,218.40 $ 3,331.20 $ 3,448.00 $ 3,567.20 $ 3,693.60 $ 3,821.60 $ 66,414.40 $ 70,158.40 $ 73,964.80 $ 78,020.80 $ 80,912.DD $ 83,678.40 $ 86,611.20 $ 89,648.00 $ 92,747.20 $ 96,033.60 $ 99,361.60 $ 34.54 $ 36.47 $ 38.45 $ 40.56 $ 41.99 $ 43.48 $ 44.99 $ 46.57 S 48.18 $ 49.88 $ 52.30 $ 2,763.20 $ 2,917.60 $ 3,076.00 $ 3,244.80 $ 3,359.20 $ 3,478.40 $ 3,599.20 $ 3,725.60 $ 3,854.40 $ 3,990.40 $ 4,184.00 $ 71,843.20 $ 75,857.60 $ 79,976.00 $ 84,364.80 $ 87,339.20 $ 90,438.40 $ 93,579.20 $ 96,865.60 $ 100,214.40 $ 103,750.40 $ 108,784.00 $ 37.42 $ 39.54 $ 41.72 $ 44.02 $ 45.46 $ 47.20 $ 48.76 $ 50.52 $ 52.33 $ 54.10 $ 57.18 $ 2,993.60 $ 3,163.20 $ 3,337.60 $ 3,521.60 $ 3,636.80 $ 3.776.00 $ 3,900.80 $ 4.041.60 $ 4,186.40 $ 4,328.00 $ 4,574.40 $ 77,833.6D $ 82,243.20 $ 86.777.60 $ 91,561.60 $ 94,556.80 $ 98,176.00 $ 101,420.80 $ 105,081.60 $ 108,846.40 $ 112,528.00 $ 118,934.40 -After Step 10, employees are eligible for a 2% increase per year until they reach maximum pay. ADMINISTRATNElCONFIDENTIAL PAY PLAN - FY24 (June 25, 2023) PAYGRADE: 30 Battalion Chief Library Coordinator Police Lieutenant Wastewater Superintendent Senior Center Coordinator Senior Planner Superintendent of Parks & Forestry Superintendent of Streets Water Superintendent Housing Administrator Equipment Superintendent Economic Development Coordinator Resource Management Superintendent Recreation Superintendent Assistant City Engineer 31 MPOJC Director Human Resources Administrator Police Captain ITS Coordinator Deputy Fire Chief First Assistant City Attorney Associate Director -Tmnsponadon Services Neighborhood Services Coordinator Development Services Coordinator Assistant to the City Manager Assistant Finance Director 32 City Engineer STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 MAX. 6 mo. 12 mo. 18 mo. 2.5 yrs 3.5 yrs 4.5 yrs 5.5 yrs 6.5 yrs 7.5 yrs 5.50% 5.50% 5.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% $ 40.50 $ 42.78 $ 45.07 $ 47.60 $ 49.32 $ 51.05 $ 52.73 $ 54.62 $ 56.52 $ 58.51 ' $ 62.45 $ 3,240.00 $ 3,422.40 $ 3,605.60 $ 3,808.00 $ 3,945.60 $ 4,084.00 $ 4,218.40 $ 4,369.60 $ 4,521.60 $ 4,680.80 $ 4,996.00 $ 84,240.00 $ 88,982.40 $ 93,745.60 $ 99,008.00 $ 102,585.60 $ 106,184.00 $ 109,678.40 $ 113.609.60 $ 117,561.60 $ 121,700.80 $ 129,896.00 BC -24N $ 28.9286 $ 30.5571 $ 32.1929 $ 34.0000 $ 35.2286 $ 36.4643 $ 37.6643 $ 39.0143 $ 40.3714 $ 41.7929 ' $ 44.6071 $ 3,240.00 $ 3,422.40 $ 3,605.60 $ 3,808.00 $ 3,945.60 $ 4,084.00 $ 4,218.40 $ 4,369.60 $ 4,521.60 $ 4,680.80 $ 4,996.00 $ 84,240.00 $ 88,982.40 $ 93,745.60 $ 99,008.00 $ 102,585.60 $ 106,184.00 $ 109,678.40 $ 113,609.60 $ 117,561.60 $ 121,700.80 $ 129,896.00 $ 43.93 $ 46.29 $ 48.82 $ 51.57 $ 53.37 $ 5523 $ 57.19 $ 59.13 $ 51.11 $ 63.36 $ 68.25 $ 3,514.40 $ 3,703.20 $ 3,905.60 $ 4,125.60 $ 4,269.60 $ 4,418.40 $ 4,575.20 $ 4,730.40 $ 4,888.80 $ 5,068.80 $ 5,460.00 $ 91,374.40 $ 96,283.20 $ 101,545.60 $ 107,265.60 $ 111,009.60 $ 114,878.40 $ 118,955.20 $ 122,990.40 $ 127,108.80 $ 131,788.80 $ 141,960.00 $ 47.46 $ 50.12 $ 52.89 $ 55.77 $ 57.78 $ 59.78 $ 61.88 $ 64.01 $ 66.20 $ 68.56 $ 74.53 $ 3,796.80 $ 4,009.60 $ 4,231.20 $ 4,461.60 $ 4,622.40 $ 4,782.40 $ 4,950.40 $ 5,120.80 $ 5,296.00 $ 5,484.80 $ 5,962.40 $ 98,716.80 $ 104,249.60 $ 110,011.20 $ 116,001.60 $ 120,182.40 $ 124,34240 $ 128,710.40 $ 133,140.80 $ 137,696.00 $ 142,6D4.80 $ 155,022.40 'After Step 10, employees are eligible for a 2% increase per year until they reach maximum pay. EXECUTIVE PAY PLAN - FY24 (June 25, 2023) PAYGRADE: MINIMUM MAXIMUM 33 Fire Chief $ 51.41 $ 81.47 Library Director $ 4,112.80 $ 6,517.60 Parks & Recreation Director $ 106,932.80 $ 169,457.60 Transportation Services Director 34 Finance Director $ 55.68 $ 89.10 Police Chief $ 4,454.40 $ 7,128.00 Public Works Director $ 115,814.40 $ 185,328.00 Assistant City Manager Neighborhood and Development Services Director Item Number: 6.h. CITY OF IOWA CITY `���� COUNCIL ACTION REPORT May 4, 2021 Resolution authorizing the procurement of one (1) new International Grapple Truck. Prepared By: Dan Striegel, Equipment Superintendent Reviewed By: Juli Seydell Johnson, Parks and Recreation Director Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: $189,994.32; funds are available account#'s 81710520 and 10530300 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: At the May 4, 2021 City Council meeting, consideration will be given to a resolution authorizing the purchase, for replacement and upgrade, of one (1) International HV507 Grapple Truck which includes a rear -mounted Rotobec Elite 910 MT26 A -frame loader body. Sourcewell Cooperative Contract 060920-NVS will be utilized for the procurement of the turn -key grapple truck from Thompson Truck and Trailer in Cedar Rapids, IA. Contract price for the grapple truck with contract discount is $189,994.32 as per Thompson Truck Proposal 1654916 dated April 1, 2021. Current grapple truck (#934) and tree spade (#489) will be sold when this new truck is placed in service. Funding for this purchase is available in accounts 81710520 ($134,994.32) and 10530300 ($55,000.00). Background /Analysis: Forestry's current grapple truck (#934) is a 1997 model year truck which no longer suits the needs of the Division and is scheduled for replacement. Working with the Equipment Division, different options were explored and staff participated in equipment demos. A rear -mounted loader was deemed the best option for their operation. The truck will increase loading efficiency and capabilities of Forestry operations. There are additional safety features and increased stability with the new truck. With increasing tree planting and an expanding urban forest, this truck will be vital to maintaining efficient forestry operations citywide. ATTACHMENTS: Description Resolution Prepared by: Dan Striegel, Equipment Superintendent, 1200 S. Riverside Drive, Iowa City, IA 52246 (319) 356-5197 Resolution No. 21-113 Resolution authorizing the procurement of one (1) new International Grapple Truck. Whereas, the Forestry Division's current Grapple Truck is budgeted for replacement; and Whereas, Sourcewell cooperative contract number 060920-NVS will be utilized for the procurement of the Grapple Truck; and Whereas, the total purchase price of the Grapple Truck with contract discount is $189,994.32; and Whereas, the amount exceeds the City Manager's spending authority of $150,000.00, thus requiring City Council approval; and Whereas, funds for this purchase are available in the Equipment Replacement and Forestry accounts and; Whereas, approval of this procurement is in the public interest. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The proposed procurement as described above is approved. 2. The City Manager is authorized to take the steps necessary to make the purchase. Passed and approved this 4th day of Attest : It was moved by Salih adopted, and upon roll call there were: Ayes: Nays: May 2021 Ma Approved by City Attorney's Office — 04/26/2021 seconded by BerRus the Resolution be Absent: Bergus Mims Salih Taylor Teague Thomas Weiner Item Number: 6.i. CITY OF IOWA CITY `���� COUNCIL ACTION REPORT May 4, 2021 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Gilbert Court Sidewalk Infill Project. Prepared By: Marri VanDyke, Civil Engineer Reviewed By: Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: $70,390 available in the Gilbert Court Sidewalk I nfill Project account #S3957 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: The Gilbert Court Sidewalk I nfill Project includes construction of 4 -foot wide sidewalk along the east and west sides of Gilbert Court between 1306 Gilbert Court and Highland Avenue. The Project Manual was approved at the April 6, 2021 Council Meeting, and the engineer's estimated cost for construction was $87,000. Two (2) bids were submitted prior to the April 28, 2021 deadline: Bidder Name city Bid J&L Construction, LLC Washington, IA $94,840 All American Concrete, Inc. West Liberty, IA $70,390 All American Concrete, Inc. of West Liberty, Iowa submitted the lowest responsive, responsible bid of $70,390. Staff recommends awarding the Contract for the Gilbert Court Sidewalk Infill Project to All American Concrete, Inc Background /Analysis: The City has received several requests for sidewalk along Gilbert Court. This is a heavily -used pedestrian area, as many persons are headed to the Crisis Center, Free Lunch, Crowded Closet, Salvation Army, MYEP and other social service agencies located on Gilbert Court. There is also a bus stop located near the intersection of Highland Avenue and Gilbert Court. The only properties along Gilbert Court that do not have sidewalk in front of them are the properties on both sides of the street immediately north of Highland Avenue. Project Timeline: Award Date — May 4, 2021 Construction — August/September 2021 ATTACHMENTS: Description Resolution Prepared by: Mard VanDyke, Engineering Division, 410 E. Washington St., Iowa City, IA 52240 (319)356-5044 Resolution No. 21-114 Resolution awarding contract and authorizing the Mayor to sign and the City Clerk to attest a contract for construction of the Gilbert Court Sidewalk Infill Project Whereas, All American Concrete of West Liberty, Iowa, has submitted the lowest responsible bid of $70,390 for construction of the above-named project; and Whereas, funds for this project are available in the Gilbert Court Sidewalk Infill Project account # S3957; and Whereas, the City Engineer and City Manager are authorized to execute change orders according to the City's Purchasing Policy as they may become necessary in the construction of the above- named project. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: The contract for the construction of the above-named project is hereby awarded to All American Concrete, subject to the condition that awardee secure adequate performance and payment bond, insurance certificates, and contract compliance program statements. 2. The Mayor is hereby authorized to sign and the City Clerk to attest the contract for construction of the above-named project, subject to the condition that awardee secure adequate performance and payment bond, insurance certificates, and contract compliance program statements. Passed and approved this 4th day of Attest : City It was moved by salih adopted, and upon roll call there were: Ayes: Nays: May 2021 Ma Approved by City Attorney's Office - 04/29/2021 seconded by Bergus the Resolution be Absent: Bergus Mims Salih Taylor Teague Thomas Weiner Item Number: 6.j. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution authorizing the acquisition of property interests necessary for construction of the Madison Street Jordan Well Plugging Project. Prepared By: Scott Sovers, Assistant City Engineer Reviewed By: Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: Funding will be via the Water Fund account # 73730120 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Site Location Map Executive Summary: Preliminary design for the Madison Street Jordan Well Plugging Project has been completed, and the proposed improvements require a temporary construction easement within the project area. The project generally includes demolition of an existing building housing the well and pump, as well as the plugging and proper abandonment of the City's Jordan Well located at the intersection of Madison Street and Davenport Street. Background /Analysis: The Madison Street Jordan Well (Madison JW) was originally constructed in 1962. The Madison JW's primary function was to provide dilution water to the old and new water treatment facilities during periods of high nitrate water in the Iowa River. The Jordan Aquifer in the Johnson County area has use restrictions and is therefore not a viable bulk source of raw water. After the construction of the new alluvial aquifer wells, the use of the Madison JW ceased. In 2016 the raw water line connecting the Madison JW to the water treatment facility was disconnected effectively abandoning the Madison JW. Wells that have been abandoned are required by Iowa law to be plugged. The City first offered the Madison JW to the University of Iowa, but he University of Iowa was not interested in acquiring the Madison JW. Therefore, the Madison JW must be plugged in accordance with the procedures set by the Iowa DNR. ATTACHMENTS: Description Resolution Site Location Map 6,) Prepared by: Scott Sovers, Asst. City Engineer, Engineering Division, 410 E. Washington St., Iowa City, IA 52240,(319)356-5142 Resolution No. 21-115 Resolution authorizing the acquisition of property interests necessary for construction of the Madison Street Jordan Well Plugging Project. Whereas, the City of Iowa City desires to construct the Madison Street Jordan Well Plugging Project ("Project") which includes demolition of an existing building housing the well and pump as well as the plugging and proper abandonment of the City's Jordan Well located at the intersection of Madison Street and Davenport Street; and Whereas, the City Council has determined that construction of the Project is a valid public purpose under State and Federal law, and has further determined that acquisition of certain property rights is necessary to construct, operate and maintain the proposed project; and Whereas, the City staff has determined the location of the proposed Project; and Whereas, City staff should be authorized to acquire necessary property rights at the best overall price to the City; and Whereas, funds for this project are available in the Water Fund account # 73730120 Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: The City Council finds that it is in the public interest to acquire property rights by warranty deed, quit -claim deed, and/or easement for the construction of the Madison Street Jordan Well Plugging Project ("Project") which Project constitutes a public improvement under Iowa law. The City Council further finds that acquisition of said property rights is necessary to carry out the functions of the Project, and that such Project constitutes a valid public purpose under state and federal law. 2. The City Council hereby approves the site location of this public improvement project, as shown in the attached Exhibit "A", attached hereto and incorporated herein by this reference. 3. The City Manager or designee is hereby authorized and directed to negotiate the purchase of property rights by warranty deed, quit -claim deed and/or easement for the construction, operation and maintenance of the Project. The City Manager or designee is authorized to sign purchase agreements for the purchase of property and/or easements, and offers to purchase property and/or easements. 4. The City Manager or designee, in consultation with the City Attorney's Office, is authorized and directed to establish, on behalf of City, an amount the City believes to be just compensation for the property to be acquired, and to make an offer to purchase the property for the established fair market value. 5. In the event negotiation is successful, the Mayor and City Clerk are hereby authorized to execute and attest easement agreements and agreements in lieu of condemnation. The City Attorney is hereby directed to take all necessary action to complete said transactions, as required by law. 6. In the event the necessary property rights for the Project cannot be acquired by negotiation, the City Attorney is hereby authorized and directed to initiate condemnation proceedings for acquisition of any and all property rights necessary to fulfill the functions of the Project, as provided by law. Resolution No. 21-115 Page 2 Passed and approved this 4th day of May 2021 L" Mayo Attest: City Clerk I It was moved by Salih adopted, and upon roll call there were: Ayes: City Attorney's Office (Sara Greenwood Hektoen - 04/28/2021) and seconded by Bergus the Resolution be Nays: Absent: Bergus Mims Salih Taylor Teague Thomas Weiner ` JORDAN WELL- LOCATION�. r DAVENPORT STREET QNB; a r j j . �1 VJ r ,r BLOOMINGTON STREET K UJ - - a� �u Item Number: 6.k. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution authorizing an application for COVID-19 Relief Recreational Trails Program Funding. Prepared By: Jason Havel, City Engineer Reviewed By: Juli Seydell Johnson, Parks and Recreation Director Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: None Recommendations: Staff: Approval Commission: N/A Attachments: Location Map Resolution Executive Summary: This item will authorize City staff to apply for trail funding through the Iowa Department of Transportation (I DOT) COVI D-19 Relief Recreational Trails Program. Based on a review of the Program Guidance document and missing trail segments within the City, staff has recommended the application focus on the Iowa River Trail section along the east side of the Iowa River from Park Road to the Hancher pedestrian bridge. Background /Analysis: The I DOT recently announced the COVI D-19 Relief Recreational Trails program, which will award Highway Infrastructure Program funding appropriated by title IV of the Coronavirus Response and Relief Supplemental Appropriations Act, 2021(HI P-CRRSAA). The purpose of the appropriation was to provide funding to highway programs impacted by COVID-19. 1n Iowa, one of the programs negatively affected by the financial impacts of COVI D-19 was the State Recreational Trails (SRT) program. To partially offset COVID-19 related reductions in the SRT program, this $5 million one-time allocation of federal funds toward a recreational trails program was approved by the Iowa Transportation Commission on March 9, 2021. Applications will be accepted for projects requesting between $500,0000 and $1,250,000, and projects that utilize COVI D-19 Relief Recreational Trails funds are eligible for up to 100% reimbursement of all eligible and properly documented costs up to the awarded amount. As part of the application, the City is required to include an official endorsement in the form of a resolution by Council. The endorsement provides assurance the City will operate and maintain the trail for its intended public use for a minimum of 20 years following completion, if funding is awarded. In addition, the City must also acknowledge the intent of the City to provide any matching funds required for the project. The resolution also authorizes the City Manager to sign the grant agreement if funds are awarded. The Iowa River Trail Project is currently included in the Capital Improvement Plan as an unfunded project. If the project is awarded funding, the project must be completed by September 30, 2023. ATTACHMENTS: Description Location Map resolution H - I J 4 � h. v .. r J ,'Bill 0-- y • Prepared by: Jason Havel, City Engineer, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5410 Resolution No. 21-116 Resolution authorizing an application for COVID-19 Relief Recreational Trails Program Funding. Whereas, the Iowa Department of Transportation has made funding available for trail projects through the COVID-19 Relief Recreational Trails program; and Whereas, the City of Iowa City desires to construct the Iowa River Trail along the east side of the Iowa River from Park Road to the Hancher pedestrian bridge; and Whereas, the Iowa River Trail Project is currently included in the Capital Improvement Plan as an unfunded project; and Whereas, projects utilizing COVID-19 Relief Recreational Trails program funds are eligible for reimbursement up to 100% of all eligible and properly documented costs up to the awarded amount; and Whereas, based on the anticipated funding amount available in the COVID-19 Relief Recreational Trails program, the City desires to focus the application on the trail section from Park Road to the Hancher pedestrian bridge; and Now, therefore, be it resolved by the Council of The City of Iowa City, Iowa, that 1. Staff is authorized to submit an application for COVID-19 Relief Recreational Trails program funding for the Iowa River Trail from Park Road to the Hancher pedestrian bridge. 2. Should funding be awarded, the City agrees to be responsible for operation and maintenance of the trail for a minimum of 20 years following project completion, and to provide any necessary matching funds to meet the requirements of the program. 3. Should funding be awarded, the City Manager is authorized to sign the grant agreement and any needed amendments. Passed and approved this Ott, day of May , 2021 1. &:�±= M or / Approved by Attest : Y City Jerk City Attorney's Office - 04/29/2021 Resolution No. 21-116 Page 2 It was moved by salih and seconded by Bergus the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Bergus x Mims x Salih x Taylor x Teague x Thomas x Weiner Item Number: 7.a. CITY OE IOWA CITY www.icgov.org May 4, 2021 Motion setting a public hearing for May 18, 2021 on an ordinance amending Title 14, Zoning of the Iowa City code related to single-family site development standards (REZ21-0003). ATTACHMENTS: Description PZ Staff Report w Attachments � r IT' CITY O F IOWA C1TY MEMORANDUM Date: May 6, 2021 To: Planning & Zoning Commission From: Anne Russett, Senior Planner, Neighborhood & Development Services Re: Zoning Code Amendment (REZ21-0003) to amend Single -Family Site Development Standards related to parking and paving in the front setback area Background In 2018, the City amended its code due to State laws that restricted the City from enforcing regulations limiting rental occupancy based on familial relationships. In response, the City adopted a rental permit cap restricting rental permits to 30% of single-family and duplex units in certain neighborhoods. The City also adopted zoning code amendments that discouraged inappropriate expansions, limited the number of bedrooms in single-family and duplex units, and updated private open space requirements. In April 2019, the State passed legislation prohibiting cities from adopting rental permit caps. Due to concerns related to the City's inability to regulate rental permit caps and the potential impacts to neighborhood stability, the City adopted a 10 -month rental permit moratorium in May 2019 to provide time to explore how best to mitigate the consequences of this legislation. Table 1 outlines a timeline of the State bills and associated City code amendments. TABLE 1. Timeline April, 2017 State legislature passes a bill prohibiting cities from enforcing any regulations that limits occupancy of rental property based on the existence of familial relationships April, 2018 City adopts neighborhood stabilization ordinance that made many changes to the zoning code, including, but not limited to: • Updated rear setback requirements to discourage inappropriate expansions in certain zones • Limited the number of bedrooms in attached single-family and duplexes to 4 • Updated the private open space requirements City moves to annual inspections for many rental properties and increases nuisance and property maintenance enforcement. City adopts an ordinance that capped rental permits at 30% in certain neighborhoods for single-family and duplexes April, 2019 State legislature passes a bill prohibiting cities from adopting or enforcing rental permit caps May, 2019 City adopts a ten-month rental permit cap moratorium until March 7, 2020 on the issuance of new rental permits for single-family and duplex units in areas that exceed the 30% rental cap May 6, 2021 Page 2 Ensuring that neighborhoods include a variety of housing choices and options for all residents has always been a challenge, especially in the core of the community which is dominated by student housing. While adopting the moratorium in May 2019, the City Council articulated three goals for new regulations: 1. Ensure single-family detached structures and duplexes provide healthy and safe living environments for all occupants. 2. Maintain neighborhood characteristics and housing options suitable for attracting a diverse demographic in the city's older single-family neighborhoods. 3. Prevent the overburdening of city infrastructure and operational resources. With State laws limiting local control, the City's most recent amendment to address these concerns was adopted in 2019 (Ordinance No. 19-4815). This amended the single-family site development standards and required a 9 -foot separation distance between conforming parking spaces and additional paving within the required front setback area. The proposed amendment would repeal Ordinance No. 19-4815. Provisions and Proposed Amendment: Without the ability to regulate occupancy or enforce rental permit caps, the City modified the zoning code as it related to paving in front of single-family homes and duplexes. Staff believed Ordinance No. 19-4815 would place additional restrictions on front -yard paving and help address the second and third goals of the City Council. Formerly, the code allowed parking in front setback areas with certain restrictions. However, it also allowed additional paving for patio and seating areas, basketball courts, grilling areas, and other uses to be contiguous with conforming parking spaces within the front setback area. When Council adopted Ordinance No. 19-4815, these paved areas could no longer be contiguous with conforming parking spaces. Instead, it required a 9 -foot separation distance to reduce instances where additional paved area (for a patio) was used as parking. Table 1 outlines the former and current regulations. Table 1. Former and Current Regulations for Parking and Paving in Front Setback Areas of Single-family and Duplex Uses Former Current Parking spaces allowed in front setback area, Parking spaces allowed in front setback area, as long as it leads directly to a parking space as long as it leads directly to a parking space and at least 50% of the front setback area and at least 50% of the front setback area remains open sace. remains open sace. Additional paved areas shall be separated by at least 9 feet of open space area from conforming parking spaces or aisles. Staff proposes to repeal the provision that requires the 9 -foot separation distance between the additional paved areas and parking spaces/drive aisles. Analysis The purpose of the 2019 amendment was to restrict the amount of paving contiguous with conforming parking spaces. Prior to the amendment the code allowed additional paving for patio and seating areas, basketball courts, and grilling areas contiguous with parking spaces within the front setback area. These areas would occasionally be used for parking, which was not allowed by the code, but difficult to enforce. May 6, 2021 Page 3 Since adoption of the 2019 amendment, staff has received multiple, reasonable requests from homeowners who live outside the core of the community. These requests involved adding paving within the front setback area in order to access a parking space within the side yard. All of these requests had to be denied because the 9 -foot separation was not provided between the driveway and the additional paving. As for the impact to the core of the community, code enforcement staff has determined that the number of violations related to paving in the front yard setback area are few and that they have the capacity to handle these low number of code enforcement cases. The 2019 amendment regarding parking and paving in the front yard setback area has been in place for about 1.5 years. At this point, staff has determined that it has not had the intended effects of promoting neighborhood stabilization in areas near the downtown. It also created new problems in newer neighborhoods where reasonable requests from homeowners had to be denied due to the new standards. Due to these unintended consequences and the lack of demonstrable success, staff proposes amending the code to remove the provisions related to the 9 -foot separation requirement added as part of Ordinance No. 19-4815. Consistency with Comprehensive Plan The proposed amendment aligns with the following goal from the City's comprehensive plan: "Review existing codes for consistency with the goal to provide safe housing, re-evaluating provisions that have no apparent basis in safety." On the other hand, the existing code provisions did not have the intended impact of helping to "[p]reserve the integrity of existing neighborhoods and the historic nature of older neighborhoods." For these reasons, staff is proposing to eliminate these provisions which are not achieving their goal. Staff Recommendation Staff recommends that the zoning code be amended as illustrated in Attachment 1 by repealing the restrictions on additional paving in the front setback area of single-family and duplex uses adopted as part of Ordinance No. 19-4815. Attachments 1. Proposed Zoning Code Text Amendments Approved by: . S% Danielle Sitzman, AICP, Development Services Coordinator Department of Neighborhood and Development Services Attachment 1 Page 1 Draft Zoning Code Text Strike -through notation indicates language to be deleted. Amend 14 -2A -6C-3 as follows: 3. Parking is not permitted in the front principal dwelling setback, except in the following situations: a. For single-family uses, one of the required parking space(s) may be provided in the front principal dwelling setback on a regularly constructed aisle that leads directly to a parking space that is not located in the front principal dwelling setback, provided not less than fifty percent (50%) of the front principal dwelling setback area remains open space, free of impervious surface. With the evnentien of pedestrian paths that nreyirde anness to a dwelling unit, additienal paved areas may net eXGeed fifty peFGent 0 setbaG!,, area and shall be separated freM GeRferming parking spaGes er aisles by at leas nine foot /Q'\ of even snene area free of imneryiei is surfene b. For two (2) -family uses and group households, two (2) of the required parking spaces may be provided in the front principal dwelling setback on a regularly constructed aisle that leads directly to a parking space that is not located in the front principal dwelling setback, provided not less than fifty percent (50%) of the front principal dwelling setback area remains open space, free of impervious surface. With the evnentien of pedestrian paths that nre„irde aGGess te a dwelling unit, additienal paved areas may not eXGeed fi#y perGent 0 ) ef the fren prinGipal dwelling setbaG!,, area and shall be separated freM Genferming parking spaGes e aisles by at least nine feet (9') ef epen spaGe area, free ef impervieus surfaGe. c. For single-family uses, two-family uses, and group households, up to three (3) nonrequired parking spaces may be provided in the front principal dwelling setback, provided any such space is located on a regularly constructed aisle that leads directly to a parking space that is not located in the front principal dwelling setback, and provided that not less than fifty percent (50%) of the front principal dwelling setback area remains open space, free of buildings and impervious surfaces. (See figure 2A.5 of this section.) With the evnentien of Si�l:T77�T{S�Y�VAT.4i�TE �:WON .l�:L11�. - Item Number: 7.b. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution setting public hearing on amending the FY2021 Operating Budget. Prepared By: Jacklyn Fleagle, Budget & Compliance Officer Reviewed By: Dennis Bockenstedt, Finance Director Ashley Monroe, Assistant City Manager Fiscal Impact: FY2021 budget revisions funded through new revenues or available fund balance Recommendations: Staff: Approval Commission: N/A Attachments: FY2021 Notice of Public Hearing FY2021 List of Budget Amendments #3 Resolution Executive Summary: The Finance Department requests the City Council set a public hearing for consideration of amending the fiscal year 2021 annual budget on May 18, 2020. This is the third budget amendment for fiscal year 2021. Background /Analysis: Budget amendments are submitted to the Finance Department and reviewed for approval by the Finance Director and City Manager. Requests to carry appropriations over from one year to the next are also submitted and approved in the same manner. A formal recommendation for a budget amendment is then prepared for City Council approval. The State of Iowa allows cities to amend the annual operating budget for supplemental appropriation authority. These changes may include new or revised revenue and expenditure projections, transfers between funds, and capital improvement plan changes. Increased expenditures must utilize available fund balance or additional revenue sources, as the State does not allow amendments to increase property taxes. According to the City's financial policies, amendments to operating budgets will be made only in the following situations: • emergency situations • transfer from contingency • expenditures with offsetting revenues or fund balance • carry-over of prior year budget authority for expenses that had not been paid as of the end of the fiscal year. This proposed budget amendment increases overall revenues and transfers -in by $1,779,217, as shown on Line 15 of the attached notice (see Revenues & Other Financing Sources, lines 1-15). The majority of the increase of revenues being amended is for intergovernmental revenues and transfers in. Intergovernmental revenues (line 9) are being increased by $1,354,217 which primarily represents grant revenues in response to the COVI D-19 pandemic and the Derecho Storm. Additionally, Transfers in (line 14) are being amended up by $425,000 for the transfers of funds to be used for fire station land purchase. The section entitled Expenditures & Other Financial Uses (lines 16-28) provides for an increase in appropriations of $1,884,121. The majority of the increase in appropriations is related to governmental capital improvement projects that total $993,000 due to the purchase of land for two fire station locations. The next largest increase in appropriations is for the Transfers out (line 27), also for the purchase of land for the fire station locations. This amendment also includes new expenditure amounts in response to the continuation of the COVID-19 pandemic and the Derecho Storm in the Fall of 2020, as well as a new policy management software in the Police Department, a pool pump repair, and consulting services. The net budgeted result to fund balances is a reduction of $104,904 (line 29). This reduction will be covered through excess fund balances and bond funds and will not affect property tax revenues or levies. The Notice of Public Hearing for the first budget amendment of fiscal year 2021 is attached to this memo along with a detailed list of the individual amendments. ATTACHMENTS: Description Notice of Public Hearing FY2021 List of Budget Amendments #3 resolution NOTICE OF PUBLIC HEARING -AMENDMENT OF CURRENT BUDGET IOWA CITY Fiscal Year July 1, 2020 - June 30, 2021 The City of IOWA CITY will conduct a ublic hearing for the purpose of amending the current budget for fiscal year ending June 30, 2021 Meeting Date/Time: 5/18/2021 06:00 PM Contact: Kellie Fruehlin Phone: 319 356-5043 Meeting Location: 410 E. Washington St, City Hall If City Hall remains closed to the public, the meeting will be on the Zoom Meetings platform. Zoom information is at www.icgov.org/councildocs or at 319-356- 5043 There will be no increase in taxes. Any residents or taxpayers will be heard for or against the proposed amendment at the time and place specified above. A detailed statement of: additional receipts, cash balances on hand at the close of the preceding fiscal year, and proposed disbursements, both past and anticipated, will be available at the hearing. REVENUES & OTHER FINANCING SOURCES Total Budget Current as Certified Amendment or Last Amended Total Budget After Current Amendment Taxes Levied on Property 1 65,849,136 0 65,849,136 Less: Uncollected Delinquent Taxes - Levy Year 2 0 0 0 Net Current Property Tax 3 65,849,136 0 65,849,136 Delinquent Property Tax Revenue 4 0 0 0 TIF Revenues 5 2,593,203 0 2,593,203 Other City Taxes 6 2,307,298 0 2,307,298 Licenses & Permits 7 1,991,490 0 1,991,490 Use of Money & Property 8 2,272,471 0 2,272,471 Intergovernmental 9 48,351,548 1,354,217 49,705,765 Charges for Service 10 44,636,134 0 44,636,134 Special Assessments 11 570 0 570 Miscellaneous 12 2,534,661 0 2,534,661 Other Financing Sources 13 12,212,840 0 12,212,840 Transfers In 14 49,350,222 425,000 49,775,222 Total Revenues & Other Sources 15 232,099,573 1,779,217 233,878,790 EXPENDITURES & OTHER FINANCING USES Public Safety 16 28,000,471 46,555 28,047,026 Public Works 171 11,609,082 220,327 11,829,409 Health and Social Services 18 605,000 0 605,000 Culture and Recreation 19 16,400,998 16,038 16,417,036 Community and Economic Development 20 10,090,563 0 10,090,563 General Government 21 12,921,559 57,000 12,978,559 Debt Service 22 14,519,819 0 14,519,819 Capital Projects 23 53,755,115 993,000 54,748,115 Total Government Activities Expenditures 24 147,902,607 1,332,920 149,235,527 Business Type/Enterprise 25 73,603,180 126,201 73,729,381 Total Gov Activities & Business Expenditures 26 221,505,787 1,459,121 222,964,908 Tranfers Out 27 49,350,222 425,000 49,775,222 Total Expend itures/Transfers Out 281 270,856,009 1,884,121 272,740,130 Excess Revenues & Other Sources Over Under Expend itures/Transfers Out 29 -38,756,436 -104,904 -38,861,340 Beginning Fund Balance July 1, 2020 30 180,441,531 01 180,441,531 Endina Fund Balance June 30, 2021 31 141,685,095 -104,9041 141,580,191 Explanation of Changes: Amendments include revenue for Federal and FEMA grants related to the COVID-19 pandemic and Derecho storm from the Fall of 2020 and transfers for land purchases. Amendments also include new expenditures for the COVID-19 pandemic and Derecho storm, police policy software, land purchases for the fire department, consulting fees, and pool pump repair. Additional detail is on file and available from the Iowa City Finance Department. 04/27/2021 02:08 PM Paae 1 of 1 Fiscal Year 2021 Budget Amendment #3 Org Obiect Proiect Description Amount Program Line 10310712 471010 Purchase 931 6th Ave $ 65,000.00 21 10310712 473010 Demo 931 6th Ave $ 25,000.00 21 10450900 490040 Fire Station #3 land purchase $ 425,000.00 27 31450900 471010 Fire Station #5 land purchase $ 525,000.00 23 31450900 471010 Fire Station #3 land purchase $ 425,000.00 23 31450900 393140 Fire Station #3 land purchase $ (425,000.00) 14 10310722 469190 906 COVID-19 $ 5,979.62 16 10310722 469210 906 COVID-19 $ 12,575.00 16 25490190 331200 906 COVID-19 $ (8,100.00) 9 83310510 476050 906 COVID-19 $ 18,280.95 x 10530200 331200 907 Derecho $ (8,500.00) 9 10530200 473010 907 Derecho -City Park shelter $ 10,000.00 19 10530210 331200 907 Derecho $ (8,500.00) 9 10530210 474420 907 Derecho - fences damaged $ 10,000.00 19 10530300 331200 907 Derecho $ (127,500.00) 9 10530300 473020 907 Derecho - debris removal $ 50,000.00 17 10530300 445020 907 Derecho - tree removal $ 100,000.00 17 10540100 331200 907 Derecho $ (5,132.00) 9 10540100 445020 907 Derecho $ 6,037.50 19 22710322 331200 907 Derecho $ (34,278.00) 9 22710322 414100 907 Derecho $ 8,076.71 17 22710332 414100 907 Derecho $ 25,715.96 17 22710332 474420 907 Derecho $ 6,534.48 17 22710323 331200 907 Derecho $ (25,500.00) 9 22710323 469040 907 derecho - street signs $ 30,000.00 17 32710910 331200 907 Derecho $ (36,550.00) 9 32710910 473010 907 Derecho - light poles $ 13,000.00 23 32710910 473010 907 derecho - traffic signals $ 30,000.00 23 73730120 331200 907 Derecho - water building $ (42,500.00) 9 73730120 473010 907 Derecho - water building $ 50,000.00 25 73730120 331200 907 Derecho $ (31,870.75) 9 73730120 445230 907 Derecho $ 37,495.00 25 74740110 331200 907 Derecho - building $ (12,750.00) 9 74740110 473010 907 Derecho - building $ 15,000.00 25 75750121 331200 907 Derecho $ (11,645.00) 9 75750121 474420 907 Derecho $ 13,700.00 25 75750122 331200 907 Derecho $ (8,505.00) 9 75750122 414100 907 Derecho $ 10,005.91 25 81710510 331200 907 Derecho $ (11,892.35) X 81710510 467160 907 Derecho $ 13,991.00 X 71810210 331100 906 CRSSA Transit Funding $ (969,886.00) 9 76850110 331100 CRSSA Airport Funding $ (23,000.00) 9 10410100 432080 Space Needs study $ (50,000.00) 16 10410100 476130 Policy software $ 68,000.00 10410100 432080 Officer recruitment plan $ 10,000.00 10310710 479999 Police software/recruitment plan $ (28,000.00) 10310710 479999 Pool pump repair $ (5,000.00) 10520543 472010 Pool pump repair $ 5,000.00 10310710 479999 OIR Group - protest review $ (25,000.00) 10210100 432060 OIR Group - protest review $ 25,000.00 10510100 432080 Moved park swing to FY22 & bought from CIP $ (15,000.00) 83310510 476050 Server Storage $ 256,899.00 X State Form Program Lines Use of Money & Property - 8 Intergovernmental (1,354,216.75) 9 Charges for Services - 10 Miscellaneous - 12 Other Financing Sources - 13 Transfers In (425,000.00) 14 Public Safety 46,554.62 16 Public Works 220,327.15 17 Health & Social Services - 18 Culture & Recreation 16,037.50 19 Community & Economic Development - 20 General Government 57,000.00 21 Debt Service - 22 Capital Projects 993,000.00 23 Business-Type/Enterprise 126,200.91 25 Transfers Out 425,000.00 27 Internal Service (not budgeted) 277,278.60 X 382,182.03 Internal Service (not budgeted) (277,278.60) Excess Revenues & Other Financing Sources under Expenditures/Transfers Out 104,903.43 29 16 16 21 21 19 21 21 19 Prepared by Jacklyn Fleagle, Budget & Compliance Officer, 410 E. Washington St., Iowa City, IA 52240 (319)356-5053 Resolution No. 21-117 Resolution setting public hearing on amending the FY2021 Operating Budget. Be it resolved by the City Council of Iowa City, Iowa, that a public hearing will be held in Harvat Hall, City Hall, 410 East Washington Street, at 6:00 p.m., May 18, 2021, or if said meeting is cancelled, at the next meeting of the City Council thereafter as posted by the City Clerk, to permit any member of the public to be heard for or against the proposed amendment to the FY2021 Operating Budget. The City Clerk is hereby directed to give notice of said public hearing and time and place thereof by publication in the Iowa City Press -Citizen, a newspaper of general circulation in Iowa City, not less than ten (10) days and not more than twenty (20) days before the time set for such hearing. Passed and approved this 4th day of Attest: I ILL' a Ci y Clerk 2021. KIA� If May Approved by 1� City Attorney's Office — 04/28/2021 It was moved by Salih and seconded by Bersus the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: x Bergus X Mims X Salih X Taylor X Teague X Thomas X Weiner Item Number: 7.c. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution setting a public hearing on May 18, 2021 on project manual and estimate of cost for the construction of the 2021 Water Pavement Patching Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Prepared By: Marri VanDyke, Civil Engineer Reviewed By: Jason Havel, City Engineer Ron Knoche, Public Works Director Geoff Fruin, City Manager Fiscal Impact: $132,000 available in the Water Divisions Operating Budget, account #73730130 Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: This item begins the bidding process for the 2021 Water Pavement Patching Project, which includes pavement repairs associated with water main breaks on various streets throughout Iowa City. Types of pavement that need repaired include Portland Cement Concrete (PCC), PCC with Hot Mix Asphalt (HMA) overlay, and full depth HMA. Some locations will also require the removal and replacement of driveway, sidewalk, and/or curb and gutter. Background /Analysis: Each year there are, on average, approximately 60 water main breaks within the City, and street and/or sidewalk pavement typically needs to be removed and replaced in order to repair the water main. With limited resources and the emergency nature of the pavement repairs, the City is combining the pavement repairs at multiple main break sites into a single project to more efficiently address pavement damage resulting from water main breaks. As additional main breaks occur later this year, those sites will also be added to this project for repair. Project Timeline: Set Public Hearing — May 4, 2021 Hold Public Hearing — May 18, 2021 Bid Letting — June 8, 2021 Award Date — June 15, 2021 Construction — June 2021 to November 2021 ATTACHMENTS: Description Resolution Prepared by: Marri VanDyke, Engineering Division, 410 E. Washington St., Iowa City, IA 52240, (319)356-5044 Resolution No. 21-118 Resolution setting a public hearing on May 18, 2021 on project manual and estimate of cost for the construction of the 2021 Water Pavement Patching Project, directing City Clerk to publish notice of said hearing, and directing the City Engineer to place said project manual on file for public inspection. Whereas, funds for this project are available in the Water Divisions Operating Budget account # 73730130. Now, therefore, be it resolved by the Council of the City of Iowa City, Iowa, that: 1. A public hearing on the project manual and estimate of cost for the construction of the above-mentioned project is to be held on the 181h day of May, 2021, at 6:00 p.m. in the Emma J. Harvat Hall, City Hall, Iowa City, Iowa, or if said meeting is cancelled, at the next meeting of the City Council thereafter as posted by the City Clerk. 2. City Hall is currently closed to the public because of the coronavirus. If City Hall remains closed to the public, the meeting will be an electronic meeting using the Zoom Meetings Platform. For information on how to participate in the electronic meeting, see www.icgov.org/councildocs or telephone the City Clerk at 319/356-5043. 3. The City Clerk is hereby authorized and directed to publish notice of the public hearing for the above-named project in a newspaper published at least once weekly and having a general circulation in the City, not less than four (4) nor more than twenty (20) days before said hearing. 4. A copy of the project manual and estimate of cost for the construction of the above-named project is hereby ordered placed on file by the City Engineer in the office of the City Clerk for public inspection. Passed and approved this 4th day of May '2021 k6vor Attest: J City 13lerk 21; -no City Attorney's Office — 04/28/2021 Resolution No. 21-118 Page 2 It was moved by Salih and seconded by Bergus the Resolution be adopted, and upon roll call there were: Ayes: Nays: Absent: Bergus Mims Salih Taylor Teague Thomas Weiner Item Number: 7.d. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution setting public hearing on the Iowa City Area Transit Study Plan and recommended transit system changes on June 1st, 2021 Prepared By: Darian Nagle -Lamm, Transportation Services Director Reviewed By: Geoff Fruin, City Manager Fiscal Impact: N/A Recommendations: Staff: No Recommendation Attachments: Resolution Executive Summary: As a recipient of federal funding, Iowa City Transit is required to host a formal public hearing for major transit service chances as outlined in the Iowa City Transit Title VI Plan. Background /Analysis: In 2019, the City of Iowa City commenced the Iowa City Area Transit Study with Coralville Transit and University of Iowa CAMBUS to improve transit service, increase ridership, and better coordinate between transit agencies. During the fall of 2019, we asked the community what was working well and what could be improved with the transit system. The first phases of public outreach resulted in 1,000 responses to an on -bus rider survey, 1,325 responses to a "design your own transit system" survey, 90 attendees to three public open house meetings, and 120 survey responses from transit - dependent and housing -insecure persons. The public feedback was used to develop three distinct cost -constrained transit system service concepts which were presented to the public in January 2020, eliciting over 1,400 online survey responses and 150 attendees to three public meetings. The public feedback on the three potential transit scenarios was used to formulate a single preferred transit system design which was presented to the City Council along with the recommended fare and transfer policy changes at their October 6th and October 20th, 2020 work sessions. The City Council indicated preliminary approval of the recommendations at their October 20th, 2020 work session, and directed staff to plan for implementation of the recommended transit system design and fare and transfer policy changes, and directed staff to develop proposals to improve transportation access on Sundays and during the late evenings or overnight hours. At their March 2nd, 2021 work session meeting the City Council directed staff to plan for a two- year Sunday fixed route bus service pilot and further explore on -demand partnerships for the potential provision of late evening/overnight transportation service to be implemented in late 2021 or 2022. Iowa City Transit will implement the first phase of recommended changes to the transit system in July and August of 2021, which requires a formal public hearing in accordance with federal policy as outlined in the Iowa City Transit Title VI Plan. Iowa City Transit published the proposed transit system changes on its website in April 2021, hosted an info booth at the downtown interchange, and performed extensive outreach in advance of a virtual public meeting on April 29th, 2021 to present the proposed transit system changes to the public. The public hearing will be held at the June 1 It, 2021 City Council meeting. Iowa City Transit will also submit any comments received on the proposed transit system changes to the City Council prior to formal consideration of the Iowa City Area Transit Study Plan on June 1St, 2021. ATTACHMENTS: Description Resolution -�t 7, J Kellie Fruehling From: Development Director <development.director@ctcjc.org> Sent: Friday, April 30, 2021 6:40 PM To: *City Council Subject: Night and Weekend Transportation Attachments: We sent you safe versions of your files; Night and Weekend Transportation Policy Memo.docx Late Handouts Distributed 5-3-21 R�sK (Date) Mimecast Attachment Protection has deemed this file to be safe, but always exercise caution when opening files. Dear Council Members, The Community Transportation Committee is committed to helping those who rely on public transportation gain access to the most accessible services possible. We strongly believe that late night and weekend services are essential services to many in the community. We support the purposed transit changes and pilot program but hope the below document will give you all more insight into what still needs to be done, and the concerns from the community. Thank you, Development director Date: 4/30/2021 To: Iowa City Mayor Bruce Teague & Council Members From: Community Transportation Committee SUMMARY Iowa City currently lacks adequate night and weekend transportation to service low-income communities and people who are dependent on public transit. The community transportation committee hopes to posit some recommendations and solutions for providing more accessible and reliable transportation to citizens in Iowa City who depend on public transit, as well as encourage the city council to expand the services in the pilot program to late night service 7 days a week. BACKGROUND In 2015, the Community Transportation Committee, conducted a survey' aimed at discovering the gaps in transportation services present at the time. The results of the survey was based off of 157 responses, across 6 places, in Coralville, North Liberty, and Iowa City. The results showed that: o Over 50% of respondents couldn't get to work because the bus wasn't running during the times they needed. o 34% of respondents lost a iob due to inadequate transportation o Over 40% of respondents turned down a iob due to unreliable transportation o 11 nm-7am were the most frequent times respondents needed but couldn't rind transit o Saturdays & Sundays were the most difficult times for people to act to work There is a dire need for extended transportation services in Iowa City, without these services people are losing their jobs, unable to make it to essential medical appointments, and access to school and school activities becomes increasingly difficult. In order to have an economically, socially, and environmentally thriving community, transit which links all of these things together, must be readily and easily accessible. STAKEHOLDERS • Low Income Families: o Low income families rely on public transit to connect them to work, important appointments and school. In CTC's 2015, survey over 56% of respondents made less than 10,000 dollars a year'. Low-income households rely on public transit, but even a single bus fare can pose as an economic hardship. When there aren't expanded transportation options, many low-income families often have no other options, which results in higher levels of unemployment for low- income families. • City Council - o The city council has mixed opinions on which type of extended transportation option would be the best and where the best funding options come from. With such a complex topic comes lots of disagreements, and a lack of transparency to the public, which can hinder progress. ' Endsley, Jeremy. Jackson, Laura. "2015 Community Transportation Survey." Community Tronsportotion Committee. 15 November, 2015. ' (See footnote 1). Briefing Memorandum Page 2 CTC Employers - o Finally, many employers have expressed frustration with the lack of public transit in the Iowa City area. Lack of transportation lowers employee retention rates within companies. Low retention rates costs employer's significant money, on average a company with over 500 employees spends 41293 to hire a single employee, this number rises as the size of the company decreases. The cost of inadequate transportation could result in increasing numbers of businesses leaving Iowa City due to high costs. BEST PRACTICES NITE Ride- University of Iowa: Iowa City already has a direct -service transportation system. Nite Ride "serves University of Iowa students, faculty, and staff, from 10 pm- 5am. Monday- Sunday. The Nite ride services will take students to any location within the boundaries of a set map that the transportation service has demarcated. If students want an express ride, they pay 1 dollar. A model like this could be very beneficial to expand to the general public in Iowa City. A service like horizons or seats could provide essentially the same services and could be set up similar to Nite ride which we have seen to be affective. Having late Nite services at night and especially on the weekend, can also prevent causing public disturbances and crime, by giving citizens access to a safe ride home. A program lik Nite Ride is not only useful for helping people gain access to accessible and reliable transportation, but it also helps promote public safety within the community. North Liberty Transit Program: North Liberty currently has a successful transportation assistance program, people can qualify for the program in four ways: a person does not own a car, handicapped status, or a person falls below the federal poverty level or area median income. The North Liberty programs works through a partnership with yellow cab that takes residents to certain places on demand when they call. The program has 135 participants with an average spending of around 15,000 dollars per year out of it's 50,000 -dollar budget. The program is taxpayer funded and is only available for residents of North Liberty. POLICY RECOMMENDATIONS • Sustainability/ Longevity- In order to provide long-term late-night services, the Iowa City council should invest in long-term solutions such as: finding long term funding from private and federal grants and loans. • Community Engagement: The Iowa city council should engage in community ongoing and regular outreach in order to adequately address the concerns of citizens surrounding 3 Source: Society For Human Resource Management's Human Capital Benchmarking Report 2016. https•//www.shrm ore/about-shrm/press-room/press-releases/pages/human-capital-benchmarking-report,aspx ' University of Iowa. "Nite Ride." Department of Public Safety. https://volice.uiowa.edu/services/nite-ride I City of North Liberty. "Transportation Assistance Program." North Liberty Iowa. httas://northlibertitio wa. ora/residents/transit/transoortation-assistance-program Briefing Memorandum Page 3 CTC transportation. The council should actively include citizens input, and include them in decisions surrounding transportation. Support Alternative Transportation Options- The city of Iowa City has a responsibility to provide accessible transportation to all citizens, in the interim period of finalizing a new extended transit plan and securing fund, the council should support and fund alternative transportation systems. Iowa City should consider in engaging in a partnership with Nite Ride, Yellow Cab, Seats, and other transportation services within the community to help fill in transportation gaps with in the city. NEXT STEPS Community Outreach: o The City of Iowa City should release a new up to date transit survey each year centered around community insight and concerns surrounding public transit. Formulate A Plan: o The city of Iowa City should immediately formulate and update a publicly available planning document annually. The plan should include the addition of night services in the purposed pilot plan and outline how they are going to make this accessible to. The city should have a set timeline for when the program will be rolled out to the community. Apply for funding: o Iowa city should apply for grants and funding through federal and state transportation grant funds as well as private grants and funding, in order to sustain the proposed plan. 76 Prepared by: Darian Nagle-Gamm, Director of Transportation Services, 1200 S Riverside Drive., Iowa City, IA 52245 (319)356-5156 Resolution No. 21-119 Resolution setting public hearing on the Iowa City Area Transit Study Plan and recommended transit system changes on June 1st, 2021. Whereas, in August 2019 the City of Iowa City commenced the Iowa City Area Transit Study with Coralville Transit and University of Iowa CAMBUS to improve transit service, increase ridership, and better coordinate between transit agencies; and Whereas, the first phases of public outreach in the fall of 2019 resulted in 1,000 responses to an on -bus rider survey, 1,325 responses to a "design your own transit system" survey, 90 attendees to three public open house meetings, and 120 survey responses from transit -dependent and housing - insecure individuals; and Whereas, the public feedback was used to develop three distinct cost -constrained transit system service concepts which were presented to the public in January 2020, eliciting over 1,400 online survey responses and 150 attendees to three public meetings; and Whereas, the public feedback on the three potential transit scenarios was used to formulate a single preferred transit system design which was presented to the City Council along with the recommended fare and transfer policy changes at their October Eit and October 20d', 2020 work sessions; and Whereas, the City Council indicated preliminary approval of the recommendations at their October 20th, 2020 work session, and directed staff to move forward and plan for implementation of the recommended transit system design and proposed fare and transfer policy changes, and directed staff to develop proposals to improve transportation access on Sundays and during the late evenings or overnight hours; and Whereas, at their March 2nd 2021 work session the City Council directed staff to plan for a two-year Sunday fixed route bus service pilot and further explore on -demand partnerships for the potential provision of late evening/overnight transportation service to be implemented in late 2021 or 2022; and Whereas, Iowa City Transit will implement the first phase of recommended changes to the transit system in July and August of 2021, which requires a formal public hearing in accordance federal policy as outlined in the Iowa City Transit Title VI Plan, and Whereas, Iowa City Transit made publicly available the proposed transit system changes in April 2021, hosted an info booth at the downtown interchange, and performed extensive outreach in advance of a virtual public meeting on April 29th 2021 to present the proposed changes to the transit system to the public; and Whereas, the public hearing will be held at the June 1sr, 2021 City Council meeting and staff will submit any comments received on the proposed transit system changes to the City Council prior to formal consideration of the Iowa City Area Transit Study Plan on June 1St, 2021; and Whereas, adoption of the Iowa City Area Transit Study Plan and improvement of the transit system is in the public interest. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that Resolution No. 21-119 Page 2 1. The City Council will to consider approval of the Iowa City Area Transit Study plan at their June 11, 2021 meeting. 2. A public hearing on said proposal should be and is hereby set for June 15', 2021, at 6:00 p.m. in Emma J. Harvat Hall of the Iowa City 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. 3. City Hall is currently closed to the public because of the Coronavirus. If City Hall remains closed to the public, the meeting will be an electronic meeting using the Zoom Meetings Platform. For information on how to participate in the electronic meeting, see www.icgov.oM/councildocs or telephone the City Clerk at 319-356-5043. Passed and approved this 4th day of May 2021 Ma Approved by ATTEST: I+4 City bark City Attorneys Office - 04/28/2021 It was move by Salih and seconded by Bergus the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: Bergus Mims Salih Taylor Teague Thomas Weiner Item Number: 11. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution authorizing the filing of an application with the Iowa Department of Transportation for FY2022 for Iowa Department of Transportation State Transit Assistance and Federal Transit Administration funding. Prepared By: Darian Nagle -Lamm, Director of Transportation Services Reviewed By: Geoff Fruin, City Manager Fiscal Impact: Permits the City's application for State and Federal transit operating and capital funds which may require matching funds. Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: The consolidated transit funding application is an annual application filed with Iowa Department of Transportation (DOT) listing capital and operating expenses that we wish to see funded by DOT and the Federal Transit Administration (FTA). The projects contained in the application have been programmed by Iowa City Transit for FTA Section 5307, 5310 and/or 5339 funds in FY2021. The projects will be included in the FY2021 Iowa DOT consolidated transit funding application that the Metropolitan Planning Organization of Johnson County (MPOJC) is completing and in the FY2022-2025 MPOJC Transportation Improvement Program (TIP). Iowa City Transit may not seek funding for all of the projects; however, each project needs to be listed in order to be eligible for funding. The total amount of funds being requested in the funding application is approximately $22.9 million dollars. Background /Analysis: Due to our annual funding application for and potential receipt of federal grant funds, we are required to hold a public hearing so that the public has an opportunity to comment on the funding request. Notice was provided and the public hearing was set for April 21 st, 2020 at the March 24th, 2020 City Council meeting. The specific allocations for the funds being applied for are detailed below: • State Transit Assistance Program: approximately $ 554,905 — These are formula funds for operations awarded to the Metropolitan Planning Organization (MPO) and then distributed between Iowa City Transit, Coralville Transit and the University of Iowa — Cambus. • Federal operating assistance for transit (5307): $ 1,900,000 — These are funds awarded from FTA to provide operational assistance to the transit agency. • From federal funds for transit in non -urbanized areas and/or for transit serving primarily elderly persons and persons with disabilities (5310): $ 119,196 — These funds are awarded to Iowa City and committed to para -transit services that are contracted through a 28E Agreement with Johnson County. • State-wide federal capital assistance for transit (5339): $20,334,932 — These funds include all of the capital projects that Iowa City Transit wishes to see funded. This sum includes replacement and relocation of the transit facility, electric bus replacements and bus shelters. A local match of 15% - 20% is commonly required for the award of these funds. ATTACHMENTS: Description Resolution Prepared by: Brad Neumann, Assoc. Transp. Planner, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5235 Resolution number: 21-120 Resolution authorizing the filing of an application with the Iowa Department of Transportation for FY2O22 for Iowa Department of Transportation State Transit Assistance and Federal Transit Administration funding. Whereas, the City of Iowa City, Iowa has undertaken to provide its residents with a public transportation system; and Whereas, the Iowa Department of Transportation offers financial assistance to local governmental units for their public transportation systems; and Whereas, this is an annual process that Iowa City undertakes, outlining federal funds requested for operating and capital expenses; and Whereas, the City of Iowa City wishes to apply for financial assistance as noted below and to enter into related contract(s) with the Iowa Department of Transportation, From the State Transit Assistance Program: 3.41438696% (approximately $554,905) of Formula Funds; From federal operating assistance for transit: $1,900,000; From federal funds for transit in non -urbanized areas and/or for transit serving primarily elderly persons and persons with disabilities: $119,186; From state-wide federal capital assistance for transit: $20,334,932; and Whereas, a public hearing is a requirement for the application and receipt of federal funds. Now, Therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The Metropolitan Planning Organization of Johnson County and the City Manager are hereby authorized, on behalf of the City of Iowa City, to file a Consolidated Transit Funding Application for financial assistance with the Iowa Department of Transportation as noted below and to execute related contract(s) with the Iowa Department of Transportation, in a form approved by the City Attorney. a. From the State Transit Assistance Program: 3.41438696% (approximately $554,906) of Formula Funds, which the City shall request be advanced monthly as allowed by law, to improve transit system cash flow; and b. From federal operating assistance for transit: $1,900,000; previous year's funding goes into the TIP; and Resolution No. —21-1 ?n Page 2 c. From federal funds for transit in non -urbanized areas and/or for transit serving primarily elderly persons and persons with disabilities: $119,196; and d. From state-wide federal capital assistance for transit: $20,334,932 project estimate. Passed and approved on this 4th day of May, 2021. l M o Attest: C ty Clerk It was moved by Weiner and seconded by adopted, and upon roll call there were: Ayes: x x x x x x Nays: Approved by City Attorneys Office — 04/28/2021 Salih Absent: Bergus Mims Salih Taylor Teague Thomas Weiner the Resolution be Item Number: 15. CITY OF IOWA CITY `���� COUNCIL ACTION REPORT May 4, 2021 Resolution directing sale of $11,325,000 (subject to adjustment per terms of offering) General Obligation Bond, Series 2021. Prepared By: Dennis Bockenstedt, Finance Director Reviewed By: Geoff Fruin, City Manager Fiscal Impact: Adopted as part of the FY2021 Revised Budget and the 2021-2025 Capital Improvement Program Recommendations: Staff: Approval Commission: N/A Attachments: Resolution Executive Summary: The City will receive bids on May 4, 2021 for the Series 2021, Tax -Exempt General Obligation Bonds. The City Council will receive a summary of those bids that night and then consider approval of the lowest bid. Background /Analysis: The City issues bonds every spring to fund the current year's capital improvement projects listed in the Five -Year Capital Improvement Program. The City Council adopted the 2021 capital improvement program on March 16, 2021. The 2021 projects funded from general obligation bonds total $11,161,140. With issuance costs and contingencies, the total funding requirements from the 20201 general obligation bonds is $11,325,000. This amount is subject to change depending on the bids received. Bids will be received by the City and Speer Financial at 11:00am on May 4, 2021. The results of the sale will be summarized, and the bidder of the lowest interest rate will be recommended to be awarded the sale. ATTACHMENTS: Description Resolution Late Handouts Distributed 5-4-2-1 (Date) • MIN CITY CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (319)356-5000 (319)356-5009 FAX www.icgov.org City Council Agenda — May 4, 2021 — Regular Formal Meeting Information submitted between distribution of packet on Thursday and close of business on Monday. Late Handout(s): Regular Agenda Item 15. 2021 Bond Resolution - See Award Packet that includes letter, rating, bid tabulation and final debt service schedule and updated resolution. Item 18. Assessment Schedule - See updated Exhibit A. Speer Financial, Inc. INDEPENDENT MUNICIPAL ADVISORS DANIEL FORBES RAPHALIATA WKENZIE MAGGIE BURGER PreW,m .Seniw Vire PaW m Senior Nr , President May 4, 2021 The Honorable Bruce Teague, Mayor and Members of the City Council City of Iowa City 410 E. Washington Street Iowa City, IA 52240 Dear Mayor Teague and Council Members: -A15 ESTABLISHED 1954 ANTHONY MICELI MARK JERETINA Srniur Vire Preaidem Vice Pmidem Late Handouts Distributed (Date) Bids were received today for the $11,325,000 General Obligation Bonds, Series 2021. There were four bids received, which are listed at the bottom of this letter. Upon examination, it is our opinion that the bid of KeyBanc Capital Markets, Inc., Denver, Colorado, is the best bid received, and it is further our opinion that the bid is favorable to the City and should be accepted. We therefore recommend that the Bonds be awarded to that bidder at a price of $12,744,378.15, being at a true interest rate of 1.0645%. True Account Managers Interest Rate KeyBanc Capital Markets, Inc., Denver, Colorado ..................................... 1.0645% Robert W. Baird & Co., Inc., Milwaukee, Wisconsin ...................................... 1.1135% Hilltop Securities, Inc., Dallas, Texas............................................................. 1.1829% Merrill Lynch, Pierce, Fenner & Smith, Inc., New York, New York .............. 1.1918% MB/mr Enclosures Respectfully submitted, SPEER FINANCIAL, INC. Maggie Burger, Sr. Vice President SUITE 2630.230 WEST MONROE STREET • CHICAGO, ILLINOIS 60606 • (312) 346-3700 • FAX (312) 346-8833 SUITE 608 •531 COMMERCIAL STREET • WATERLOO, IOWA 50701 • (319) 291-2077 • FAX (319) 291-8628 CREDIT OPINION 29 April 2021 Contacts Ryan Quakenbush +1.312.706.9963 Associate leadAnalyst ryanq uakenbush@moodys.com Robert Weber +1.212.553.7280 VP -Senior Analyst roben.weber@moodys.com CLIENT SERVICES Americas Asia Pacific Japan EMEA 1-212-553-1653 852-3551-3077 81-3-5408-4100 44-20-7772-5454 Iowa City (City of) IA Update to credit analysis Summary Iowa City. IA (Aaa stable) has an excellent credit profile that benefits from institutional presence of the State University of Iowa (Aa1 stable) and the University of Iowa Hospital & Clinic (Aa2 stable), which continues to help foster ongoing development across the city. The city's financial profile is robust with extremely strong reserves that are reliant on property taxes and not economically sensitive revenue and ample revenue raising flexibility. While the city has a modestly elevated leverage compared to peers, the rapid amortization of debt helps mitigate some risk. Additionally, the city has strong management with solid policies in place to help mitigate any future risks associated with the coronavirus pandemic or other challenges. Credit strengths » Local economy benefits from institutional presence » Robust reserves and liquidity » Strong management and ample revenue raising flexibility Credit challenges D Overall leverage is elevated compared to peers Fixed costs are moderately high Rating outlook The stable outlook reflects our view that the city's financial performance will remain healthy, the city will continue to grow in size, and the strong management team will be able to offset any additional uncertainty regarding the coronavirus impact. Factors that could lead to an upgrade D Not applicable Factors that could lead to a downgrade » Substantial and sustained reduction in reserves a Large growth in leverage MOODY'S INVESTORS SERVICE U.S. PUBLIC FINANCE Key indicators .vara CRY (Car on u. 2016 2017 2016 2019 2020 Ecorlomy/Tax Base Total Full Value ($000) $5,497,112 $5,910,241 $6,136,059 $6,860,334 $7,021,739 Population 72,385 73,415 74,566 74,950 74,950 Full Value Per Capita $75,943 $80,505 $82,290 $91,532 $93,686 Median Family Income (% of US Median) 114.8% 116.7% 111.6% 109.5% 109.5% Finances Operating Revenue M00) $67,634 $71,394 $72,133 $76,788 $74,246 Fund Balance ($000) $62,247 $08,571 $74,974 $81,438 $87,6118 Cash Balance ($000) $58,561 $52,271 $48,812 553,305 $57,273 Fund Balance as a %of Re ranue9 92.0% 96.0% 103.9% 106.1% 118.1% Cash Balance as a % of Revenues 86.6% 73.2% 67.7% 69.4% 77.1% Debt/Penslom; Net Direct Debt ($000) $58,086 $67,058 $67,156 $67,611 $68,371 3 -Year Average of Moody's ANPL ($000) $118,863 $134,133 $141,101 $145,123 $155,606 Net Direct Debt/Full Value 1%) 1.1% 1.1% 1.1% 1.0% 1.0% Net Direct Debt / Operating Revenues (x) o.9x 0.97K 0.9x 0.9x 0.9x Moodys - adjusted Net Pension Liability (3 -yr average) to Full Value (%) 2.2% 2.3% 2.3% 2.1% 2.2% Moody's - adjusted Net Pension Liability (3 -yr average) to Revenues (x) 1.8x 1.9x 2.Ox 1.9x 2.1x Tax base data is displayed on a levy year basis, while financial information is displayed on a focal year basis. Source: Moody's Investors Service, city audited frnancrats, U.S Census Bureau Profile Iowa City is a large city that serves as the county seat of Johnson County. The city's population is currently estimated at 75,000 residents. The city provides public safety (police and fire), public works, recreation and other general government services. The city's major business -type activities include sewer, sanitation, water, parking, transit and storm water. Detailed credit considerations Economy and tax base: institutional presence provides stability to a growing tax base The city's economy will remain tied to the State University of Iowa and its associated academic medial center. The university and related academic center employ nearly 30,000 residents. The city also continues to add residents growing at nearly 1% per year over the last decade. Ongoing development, both residential and commercial, across the city is expected to continue to grow the tax base, which has seen an average annual growth rate of 5.6% over the last five years and is now valued at S7 billion. Residents of the city have above average resident incomes at 109.5% of the US median for median family income, which is already deflated due to a large student population. Additionally, the city has a very low unemployment rate of 3.3% measured in February 2021 which is well below both the state, 4.6%, and nation, 6.6%, unemployment rates. Financial operations and reserves: strong financial performance and robust reserves Iowa City is expected to maintain strong financial performance given expectations of continued surpluses for fiscal 2021 and 2022. The city expects a general fund surplus of $1.1 million to end with a fund balance of $42.8 million or 71.9% of revenue. The city expects a general fund surplus of $1.2 million in fiscal 2022 and to end with a fund balance of $43.9 million or 74.6% of revenue. When looking at the city's operating funds (general, debt service, employee benefits), the city ended fiscal 2020 with reserves of $87.7 million, or a robust 118.1% of revenue. This publication does not announce a credit rating action. For any credit ratings referenced in this publication, please see the ratings tab on the issuer/entity page on www.moodys.com for the most updated credit rating action information and rating history. 2 29 April 2021 Iowa City (City of) IA: update to credit analysis MOODY'S INVESTORS SERVICE U.S. PUBLIC FINANCE Property taxes are the city's largest source of revenue at 83.2% of revenue. The city has ample revenue raising flexibility, in which if it is was all raised, could result in new revenue of nearly $5.4 million. Additionally, the city does not utilize a local option sales tax, which would generate over $9 million annually. Liquidity At the close of fiscal 2020, the city had $573 million in net cash, or a very strong 77.1% of revenue. Debt and pensions: moderate leverage The city's overall leverage will remain elevated compared to Aaa rated credits. Following an upcoming debt issuance, Iowa City will have a debt burden of 0.9x operating revenue and 1% to full value. The city expects to annually issue between $11 and $13 million for annual capital projects. Positively, the city has rapid amortization with 100% of debt repaid within ten years. The adjusted net pension liability of the city is elevated with 2.1x revenue and 2.2% to full value. The city's contribution to its two statewide pension plans totaled $5.7 million or 7.8% of fiscal 2020 operating revenue. The city's fixed costs (debt service, pension contributions, OPES) were 26% of fiscal 2020 operating revenue, which is elevated to due rapid debt payout. Legal security The city's general obligation unlimited tax (GOULT) debt is secured by a dedicated property tax levy that is levied on all taxable property within the city, without limitation as to rate or amount, to pay debt service. ESG considerations Environmental Environmental factors will have a limited impact on the city's credit profile. Data from Moody's affiliate Four Twenty Seven indicate that the Johnson County has relatively high exposure to heat stress compared to counties nationally. Rising temperatures could affect the region's agricultural production over the long-term, but we expect near term challenges will be mitigated by the strength and diversity of local economy. Sodal Social factors are a consideration for the city. Resident incomes are above the state and national figures. The city's population growth has been strong over the last few decades and the city's median age is below the state and national figures largely because of the presence of the University of Iowa. We regard the coronavirus outbreak as a social risk under our ESG framework, given the substantial implications for public health and safety. Governance Iowa City's management team is considered strong, as demonstrated by its long-term commitment to maintaining very healthy reserves and formal financial and debt policies. Management has a formal policy to maintain an unreserved general fund balance of no less than 25% of annual expenditures, with a ceiling of 35%. Any reserves in excess of the 35% threshold are transferred to the city's emergency fund, which is intended to support early retirement of debt, disaster mitigation or other unforeseen emergencies. Management also maintains a five year capital improvement program for capital planning. Iowa cities have an institutional framework score of "Aaa," which is very strong. Even with property tax caps on general and emergency levies, cities have strong revenue -raising flexibility due to various additional levies, including an unlimited levy for employee benefits. Unpredictable revenue fluctuations tend to be minor, given the stability of the sector's primary revenue source, which is property taxes. Expenditures mostly consist of personnel costs, which are highly predictable. Iowa's public employee collective bargaining law limits the scope of bargaining to base wages for non-public safety employees. Across the sector, fixed costs are generally elevated and driven mainly by debt service. 3 29 April 2021 Iowa City (City of) IA: Update to credit analysis Rating methodology and scorecard factors The US Local Government General Obligation Debt methodology includes a scorecard, a tool providing a composite score of a local government's credit profile based on the weighted factors we consider most important, universal and measurable, as well as possible notching adjustments dependent on individual credit strengths and weaknesses. Its purpose is not to determine the final rating, but rather to provide a standard platform from which to analyze and compare local government credits. Scon cad Factors sea SIItIrK1M Meaaura Scors Economyrrax Base (30%)1'I Tax Base Size: Full Value (in 000s) Full Value Per Capita $7,021,739 893,888 As As Median Famlly Income I% of US Meclan) 109.5% As Notching Adjustmems:m Institutional Presence Finances (30%) Up Fund Balance as a %of Revenues 118.1% Asia 5 -Year Dollar Change In Fund Balance as % of Revenues 41.0% Am Cash Balance as a %of Revenues 5 -Year Dollar Charge in Cash Balance, as %of Revenues 77.1% 0.3% Ase A Management (20%) Institutional Framework Ase Asia Operating History: SYear Average of Operating Revenues I Operating Expenditures (x) 1.1x Am Debt and Pensions (20%) Net Direct Debt / Full Value (%) 1.0% As Net Direct Debt / Operating Revenues (x) 0.9x A 3 -Year Average of Moody's Adjusted Net Pension Liability / Full Value (%) 2.2% A 3 -Year Average of Moodys Adjusted Net Pension Liability / Operating Revenues (x) 2.1x A Scaenardlndketed Outcane Am Assigned Rating Am [7) Economy measures are based on data from the most recent year available. 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REPORT NUMBER 1281101 5 29 April 2021 Iowa City (City of) IA: Update to credit analysis CLIENT SERVICES Americas 1-212-SS3-1653 Asia Pacific SS2-3557-3077 Japan 81-3-5408-4100 EMEA 44-20-7772-5454 MOODY'S INVESTORS SERVICE 29 April 2021 Iowa City (City of) IA: Update to credit analysis Speer Financial, Inc. INDEPENDENT MUNICIPAL ADVISORS • ESTABLISHED 1954 SUITE 608.531 COMMERCIAL STREET • WATERLOO, IOWA 50701 *(319)291-2077* FAX (319) 291-8628 Bidders* KeyBanc Capital Markets, Inc. Denver, Colorado Robert W. Baird & Co., Inc. Milwaukee, Wisconsin Investment Rating: Moody's Investors Service ... Aaa $11,325,000 CITY OF IOWA CITY Johnson County, Iowa General Obligation Bonds, Series 2021 Date of Sale: May 4, 2021 Average Life: 5.490 Years (Based on TIC) Price 112.533% $12,744,378.15 106.710% $12,084,982.05 Hilltop Securities, Inc. 113.640% Dallas, Texas $12,869,758.05 Benchmark Securities, LLC Merrill Lynch, Pierce, Fenner & Smith, Inca 114.260% New York, New York $12,940,025.80 Maturities 2022-2027 2028-2029 2030-2031 2022-2023 2024-2025 2026-2027 2028-2031 2022-2027 2028-2031 2022-2027 2028 2029-2031 Rates 5.000% 3.000% 2.000% 4.000% 1.000% 4.000% 2.000% 5.000% 3.000% 5.000% 4.000% 3.000% *Syndicate information is provided by the underwriter. The information contained in this report is the most current available. True Interest** 1.0645% $709,422 1.1135% $721,868 1.1829% $797,192 1.1918% $806,374 "The true interest rate reflects the time value of money where dollars spent in early years have a greater weight than dollars spent in later years. Speer Financial, Inc. City of Iowa City, Iowa $11,325,000 General Obligation Bonds, Series 2021 tas FINAL ssw Debt Service Schedule Date Principal Coupon Interest Total P+I Fiscal Total 06/012021 - - 12/012021 - - 226,750.00 226,750.00 - 06/012022 1,135,000.00 5.000% 226,750.00 1,361,750.00 1,588,500.00 121012022 - - 198,375.00 198375.00 - 06/012023 1,135,000.00 5.0000A 198,375.00 1333,375.00 1,531,750.00 121012023 - 170.000.00 170,000.00 06101/2024 1,135,000.00 5.000% 170,000.00 1,305,000.00 1,475,000.00 12/012024 - - 141,625.00 141,625.00 - 06/012025 1,135,000.00 5.000% 141,625.00 1,276,625.00 1,418,250.00 121012025 113,250.00 113,250.00 06/012026 1,135,000.00 5.000-A 113,250.00 1,248,250.00 1361,500.00 12/012026 - - 84,875.00 84,875.00 - Call 061012027 1,135,000.00 5.000% 84,875.00 1,219,875.00 1,304,750.00 12/012027 - - 56,500.00 56,500.00 - 06/012028 1,1359000.00 3.0000A 56,500.00 1,19000.00 1,248,000.00 12/012028 - - 39,475.00 39,475.00 - 06/012029 1,135,000.00 3.000% 39,475.00 1,174,475.00 1,213,950.00 12/012029 - - 22,450.00 22,450.00 - 06/012030 1,135,000.00 2.0000/6 22,450.00 1,157,450.00 1,179,900.00 121012030 11,100.00 11,100.00 06/012031 1,110,000.00 2.0110°/6 11,100.00 1,121,100.00 1,132,200.00 Total $11,325,000.00 $2,128,800.61 $13,153PM Yield Statistics Bond Year Dollars $62,175.00 Avenge Life 5.490 Yesn Avenge Coupon 3.4238842% Net Interest Cost (NIC) 1.1410082% True Interest Cost (TIC) 1.0645083% Band Yield far Arbibege Purposes 0.7403133% All Inelusive Cost (A1C) 1.1780973% IRS Form 8038 Net Interest Cast 0.95284610/6 Weighted Avcmge Maturity 5.459 Yeas 21b City t 1.325 GO FI I SINGLE PURPOSE I 51412021 111:48 Mt Speer Financial, Inc. Registered Municipal Advisor I'D ITEMS TO INCLUDE ON AGENDA FOR MAY 4, 2021 CITY OF IOWA CITY, IOWA $11,325,000* (Subject to Adjustment per Terms of Offering) General Obligation Bonds, Series 2021 Receipt of bids. Resolution directing sale. NOTICE MUST BE GIVEN PURSUANT TO IOWA CODE CHAPTER 21 AND THE LOCAL RULES OF THE CITY May 4, 2021 The Finance Director of the City of Iowa City, State of Iowa, or his designee, met via electronic means at 11:00 A.M., on the above date, to access electronic bids and to refer the sale of the Bonds to the best and most favorable bidder for cash, subject to approval by the City Council at 6:00 P.M. on the above date. The following persons were present: Dennis Bockenstedt, Jacklyn Fleagle, Nicole Davies, Geoff Fruin and Maggie Burger This being the time and place for the opening of bids for the sale of $11,325,000* (Subject to Adjustment per Terns of Offering) General Obligation Bonds, Series 2021, the meeting was opened for the receipt of bids for the Bonds. The following actions were taken: 1. Sealed bids were filed and listed in the minutes while unopened, asfollows: Name & Address of Bidders: None 2. The Finance Director then declared the time for filing of sealed bids to be closed and that the sealed bids be opened. The sealed bids were opened and announced. Electronic bids received were accessed and announced as follows: Name & Address of Bidders: (Attach List of Bidders) KeyBane Capital Markets, Inc., Denver, Colorado Robert W. Baird & Co., Inc., Milwaukee, Wisconsin Hilltop Securities, Inc., Dallas, Texas Merrill Lynch, Pierce, Fenner & Smith, Inc., New York, New York 4. The best bid was determined to be as follows: Name & Address of Bidder: KeyBanc Capital Markets, Inc. Truelnterest Rate (as -bid): 1.0645 OZO NetInterestCost(as-bid) : $ 709.422.00 In consultation with Speer Financial, the City's Municipal Advisor, the City considered the adjustment of the aggregate principal amount of the Bonds and each scheduled maturity thereof in accordance with the Terms of Offering and the following actions were taken: Final ParAmountas adjusted:$ 11,325,000.00 PurchasePriceasadjusted:$ 12,744,378.15_ All bids were then referred to the Council for action. PurchasePriceasadjusted:$ 12,744,378.15 All bids were then referred to the Council for action. -3- May 4, 2021 The City Council of the City of Iowa City, State of Iowa, met via electronic means, an in- person meeting being impossible or impractical due to the COVID-19 pandemic, at 6:00 P.M., on the above date. There were present Mayor Teague, in the chair, and the following named Council Members: Bergus, Mims, Salih, Taylor, Teague, Thomas, Weiner Absent: Vacant: Council Member Mims introduced the following Resolution entitled 'RESOLUTION DIRECTING SALE OF $11,325,000* (SUBJECT TO ADJUSTMENT PER TERMS OF OFFERING) GENERAL OBLIGATION BONDS, SERIES 2021," and moved its adoption. Council Member Bergus seconded the motion to adopt. The roll was called and the vote was, AYES: Bereus, Mims, Salih, Taylor Teague Thomas Weiner NAYS: Whereupon, the Mayor declared the following Resolution duly adopted: Resolution No. 21-121 RESOLUTION DIRECTING SALE OF $11,325,000*(SUBJECT TO ADJUSTMENT PER TERMS OF OFFERING) GENERAL OBLIGATION BONDS, SERIES 2021 WHEREAS, bids have been received for the Bonds described as follows and the best bid received (with permitted adjustments, if any) is determined to be the following: $11,325,000* (SUBJECT TO ADJUSTMENT PER TERMS OF OFFERING) GENERAL OBLIGATION BONDS, SERIES 2021 Bidder: KeyBanc Capital Markets Inc., of Denver Colorado The terms of award: FinalParAmountasadjusted:$ 11,325,000 PurchasePriceasadjusted:$ 12,744,378.15 True Interest Rate 1.0645% Net Interest Cost: $709,422.00 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IOWA CITY, STATE OF IOWA: Section 1. That the bid for the Bonds as above set out is hereby determined to be the best and most favorable bid received and, the Bonds are hereby awarded as described above. Section 2. That the statement of information for Bond bidders and the form of contract for the sale of the Bonds are hereby approved and the Mayor and Clerk are authorized to execute the same on behalf of the City. Section 3. That the notice of the sale of the Bonds heretofore given and all acts of the Clerk done in furtherance of the sale of the Bonds are hereby ratified and approved. PASSED AND APPROVED this 40' day of May, 2021. ATTEST: City Clerk .P� MajKr 0 CERTIFICATE STATE OF IOWA ) SS COUNTY OF JOHNSON I, the undersigned City Clerk of the City of Iowa City, State of Iowa, do hereby certify that attached is a true and complete copy of the portion of the records of the City showing proceedings of the Council, and the same is a true and complete copy of the action taken by the Council with respect to the matter at the meeting held on the date indicated in the attachment, which proceedings remain in full force and effect, and have not been amended or rescinded in any way; that meeting and all action thereat was duly and publicly held in accordance with a notice of meeting and tentative agenda, a copy of which was timely served on each member of the Council and posted on a bulletin board or other prominent place easily accessible to the public and clearly designated for that purpose at the principal office of the Council pursuant to the local rules of the Council and the provisions of Chapter 21, Code of Iowa, upon reasonable advance notice to the public and media at least twenty-four hours prior to the commencement of the meeting as required by law and with members of the public present in attendance; I further certify that the individuals named therein were on the date thereof duly and lawfully possessed of their respective City offices as indicated therein, that no Council vacancy existed except as may be stated in the proceedings, and that no controversy or litigation is pending, prayed or threatened involving the incorporation, organization, existence or boundaries of the City or the right of the individuals named therein as officers to their respective positions. WITNESS my hand and the seal of the Council hereto affixed this 4th day of May 2021. (SEAL) 0187498 1- 1\10714-138 Item Number: 16. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution adopting Iowa City's FY22 Annual Action Plan which is a sub- part of Iowa City's 2021-2025 Consolidated Plan (City Steps 2025). Prepared By: Erika Kubly, Neighborhood Services Coordinator Reviewed By: Tracy Hightshoe, Neighborhood and Development Services Director Fiscal Impact: Iowa City has been allocated $721,344 in CDBG and $494,351 in HOME funds for FY22 which will be used in conjunction with program income and uncommitted or returned funds. Recommendations: Staff: Approval Commission: The Housing and Community Development Commission recommended approval by a vote of 5-0 at their April 15, 2021 meeting. Attachments: 2-28-21 HCDC Minutes 3-11-21 HCDC Minutes Staff memo 4-15-21 Preliminary HCDC Minutes Resolution Appendix B - Funding Recommendations Executive Summary: The City receives Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) funds annually from the U.S. Department of Housing and Urban Development (HUD). To receive these funds, the City must submit an Annual Action Plan describing the projects and activities proposed for funding. The complete draft FY22 Annual Action Plan is available at www.icgov.org/actionpIan, and a summary of the funded activities is attached to the resolution as Appendix B. A public meeting and resolution considering approval of the FY22 Annual Action Plan, which formally allocates the City's CDBG and HOME funds, will be held at the City Council meeting on May 4, 2021. Background /Analysis: The City will receive $721,344 in CDBG funds, an increase of about 3% from FY21, and $494,351 in HOME funds, representing an approximate 3% decrease from last year. The City will allocate funds for the Council set -asides identified in the Consolidated Plan for administration, neighborhood improvements, housing rehabilitation and economic development. The City estimates it will have approximately $765,000 available to allocate competitively for eligible projects or entities that provide housing, jobs and/ or services to low- and moderate -income residents. Applications for competitive CDBG and HOME funds were received at the end of January. HCDC held a question and answer session with applicants on February 18th and formulated funding recommendations on March 11 th. Minutes for both meetings are attached. Through the FY22 competitive funding round, Iowa City received applications from three agencies who had projects eligible for HOME funding. Project submissions from two of those three agencies - Successful Living and Shelter House (Amhurst Fire Recovery) - were subsequently withdrawn. The remaining application is from Unlimited Abilities for Rental Housing Acquisition in the amount of $125,000. Unlimited Abilities received $60,000 in FY21 HOME funds for a similar rental acquisition project. Staff expressed concerns about this project which are outlined in the attached staff memo to HCDC dated April 23, 2021. The first concern was that while the FY21 Unlimited Abilities project has moved forward in a timely manner, the project is not to the point of lease -up and staff has not completed monitoring with this agency. As an agency that is new to this type of federal funding, there is still some concern about the agency's ability to meet commitments for the entirety of the HOME affordability period and a second project would increase the agency's risk for noncompliance. If a funding recipient is unable to comply with program requirements, funds would likely get returned to HUD and the project would no longer assist residents in the community. The second staff concern is the amount of funds requested for the project. Unlimited Abilities requested $125,000 which is 93% of the projected total project costs. This amount will require 15 years of HOME compliance. The ability to leverage other financial resources is an important aspect of housing projects and staff would require that at least 25% of the project cost be contributed by non -HOME funds. Staff recommended deferring the request from Unlimited Abilities to a mid -year funding round for the following reasons: 1. This would allow the agency to focus on lease -up of the FY21 rental acquisition property and would also give staff an opportunity to review the lease -up documentation for federal compliance ahead of starting a new project. 2. The applicant currently has vacant units. 3. Based on our risk monitoring policy, concern is noted for new agencies as well as for funding requests over $100,000. This project does not maximize or leverage other funding (bank loan, other housing program, etc.). HCDC recommended proceeding with funding the Unlimited Abilities project at their March 11, 2021 meeting. Due to lack of project submittals during our regular competitive funding round this year, staff will need to hold a mid -year funding round to solicit applications for additional projects to allocate any remaining funds. This is expected to take place in the fall of 2021. The draft FY22 Annual Action Plan was made available for public comment on April 2, 2021. HCDC reviewed and recommended approval of the draft at their April 15, 2021 meeting. One comment was received from the public during the meeting regarding the composition of the Affordable Housing Steering Committee and outreach efforts. At the time of this submittal the City has not received any further comments. The Annual Action Plan is due to HUD by May 15, 2020. ATTACHMENTS: Description 2-18-21 HCDC Minutes 3-11-21 HCDC Minutes Staff Memo 4-15-21 HCDC Preliminary Minutes resolution Appendix B - Funding Recommendations MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY18, 2021 — 6:30 PM ELECTRONIC MEETING MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT OTHERS PRESENT: CALL MEETING TO ORDER: FINAL Peggy Aguilar, Megan Alter, Matt Drabek, Lyn Dee Hook Kealey, Theresa Lewis, Nasr Mohammed, Peter Nkumu, Maria Padron, Kyle Vogel Erika Kubly, Brianna Thul Lucy Barker, Sara Barron, Crissy Canganelli, Charlie Eastham, Roger Goedken, Brenda Hagmeier, Wisal Hussein, Kevin (unknown last name), Frederick Newell, Amanda Nichols, Christine Ralston, Shirley Tramble Pardon called the meeting to order at 6:30 PM. CONSIDERATION OF MEETING MINUTES: JANUARY 21. 2021: Aguilar moved to approve the minutes of January 21, 2021. Drabek seconded and a vote was taken and the motion passed 9-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: Sara Barron (Executive Director of Johnson County Affordable Housing Coalition) wanted to let the Commission know about some important updates that will have a dramatic impact on housing in Iowa City and Johnson County. At the end of 2020, Congress passed a $900 billion COVID relief package and $25 billion of that was allocated toward housing and utility costs. The state of Iowa will allocate to households $195 million for back rent and future rent as well as for back utilities. Based on Johnson County's participation in previous COVID funding that's been available, Barron is estimating the Johnson County residents will receive between $20 million and $25 million in rent and utility assistance. Barron acknowledged this is a big deal because there are far too many households that are behind on their basic needs and bills and they're struggling to survive the pandemic financially, as well as health wise. Barron said they are seeing this as a crisis and are mobilizing a community wide response to help every eligible household to apply for this money. The Affordable Housing Coalition is working with partners from Center for Worker Justice, United Way, Project Better Together, Shelter House, Community, and Johnson County Social Services to set up a program that will offer in person and phone and email assistance to every household that wants to apply. Their goal is to reach every single eligible household in Johnson County, which is ambitious and needed. Barron stated they will be looking for more assistance from the City of Iowa City to mobilize and help publicize this to residents, they will also be able to assist landlords who can apply for the assistance in cooperation with their tenants. Barron stated they're really excited to be able to offer that service to everyone and more information about that will be coming soon. They expect that the state of Iowa will begin releasing that money in March and open applications then so they want to be ready with their assistance program as well. Barron added that one thing that this means is that for a long time Johnson County Affordable Housing Coalition and some of their partners have been talking with the cities who are the utility providers of water, sewer and other basic needs and have asked Housing and Community Development Commission February 18, 2021 Page 2 of 13 for all different types of help with utility costs in the past. Now for the first time, they have a whole lot of money available to help pay past utility bills, so once again are asking the cities to have a water shutoff moratorium, because they have learned that some residents in Coralville and North Liberty have had their water shut off by the city because of their inability to pay. Barron added they understand that the City of Iowa City is preparing to move forward on its plan to send all of the past due accounts to collections and resume shutoffs as well so it is urgent that the cities extend some more grace to residents and keep their water on so that they can get these back bills paid and the way to maximize the amount of federal assistance that they're able to receive is to allow residents to accumulate these back bills so that they can get them paid by the federal program. If people get put on payment plans or they try to pay it themselves, they won't be able to get this assistance. Barron is asking for the Commission to weigh in on the City's decision making about this and ensure that the water shutoff moratorium stays in place until they are able to help every eligible household apply for and receive this assistance. Barron can answer any questions about this program and encourages them to go to Iowa HousingRecovery.com where there is some information about who will be eligible to apply and what that application process will look like including the documentation that will be required. Alter asked if there was a timeline of when the money would be expected to start coming to the residents who need it. Barron replied right now the State is waiting for some guidance from the Department of Treasury, which is administering the whole housing funding, and they're waiting to get that guidance until they release the money, but they are saying March and Barron is optimistically hoping that that will mean early March. Barron noted from the last time they did a similar program, once people were able to submit a completed and successful application, they were able to turn that money around and direct payments to landlords and utility providers in pretty short order. Utility providers, including the cities, are able to register right now with their information so that as soon as the program is up and running, they're already plugged into the system and can receive the payments. Barron reiterated what they really need is just for the City to leave the water on and then they'll do the work of helping people to apply and make sure that everyone is able make those payments quickly to the landlords and utility providers. Padron noted that March is quickly approaching, and this is probably going to happen before the next Commission meeting so maybe they should write a letter to Council regarding these and get it sent before the next meeting. QUESTION AND ANSWER SESSION FOR FY22 CDBG/HOME/EMERGING A2A PROGRAMS: Padron stated the next agenda item is question and answer session for the fiscal year 2022 applications, the Community Development Block Grant (CDBG), Home Investment Partnerships (HOME) and Emerging Aid to Agencies (A2A) Programs. The application for these programs can be found at icgov.org/actionplan. At this meeting, HCDC will host a question and answer session with applicants and applicants are encouraged to send a representative to answer any questions for CDBG and HOME applications. The ranking sheets are found in the applicant guide, the emerging agency applications do not have ranking sheets. Padron noted no action will be taken in this meeting, HCDC funding recommendations will be made next meeting currently scheduled for March 11. Padron stated this question and answer session was created as a way to get more information after HCDC reads through the applications and something is not clear, this is the session to ask those questions. So instead of reading the application and not understanding the program and therefore just giving it 0 points, this session is an opportunity to talk with the agencies and ask questions and understand what they're intending to do with funding. Padron stated another thing that she would like to say is when she is ranking applications, one of the things that she focuses on is if she sees agencies that are trying to offer services that are already in the community services and are duplicates. Iowa City is a wonderful city, and the number of nonprofit organizations keeps growing which can be wonderful there isn't enough money for everyone maybe they Housing and Community Development Commission February 18, 2021 Page 3 of 13 can try to help organizations and guide them to talk with other organizations may have a similar program and partner with them. Also are there other grants this agency can apply for. Alter noted certainly it is really exciting to see new agencies emerge but they want to make sure that there's space provided for new agencies to come into being, but additionally, something to think about is the potential for sustainability and is this an agency that can be at some point turned into a legacy. The Commission began with the Emerging Aid to Agency applications and first is the Sudanese and American Community Services. Padron noted first the applicant sent a letter to clarify that even though their letterhead says they are located in Coralville, their address is now in Iowa City. Lewis asked about the budget for this organization, the budget submitted was the project budget, which was already part of the application process, but it would also be helpful for them to submit an organizational budget to be reviewed as part of the proposal. Wisal Hussein (President, Sudanese and American Community Services) said she can supply an organization budget to the Commission. Mohammed had a question about the current address for the organization. Hussein said the current address is 1041 Arthur Street, but because the place is really tight, they are doing some events in another places in Iowa City and also in Coralville. The registered agent address for the organization is in Coralville because that is where he lives, this organization serves Iowa City and events are held in Iowa City. Vogel asked what has the association done as far as looking for other sources for both the Pads and the laptops aside from just Amazon, has the association looked at other bulk rates. Have they looked at the University of Iowa's surplus or other websites. Hussein said they can try to find better prices and provide those. Vogel asked how they determined the need of 21, and the need of 15. Hussein explained it is according to the student population they have, the members they serve. She noted this is actually less than what they actually need but they are trying to find the people who are in real need and start with them. Some families are a big family and they have a low income, and they can have one Pad for everyone and do not need for each to have their own. Vogel asked what the goal of the Pads versus a laptop or Chromebook. Hussein explained they need these for the community center because all the services are online. They've had to drop a lot of activities because they cannot get together in one place. They are trying to do their Arabic classes and English learning and do have some Zumba classes online. Vogel again asked why Pads specifically. Hussein stated because they have some Arabic classes for kids, and they don't want them working on laptops so they are going to provide them with the Pad. Padron had the same question as Vogel because it wasn't clear why Pads and not laptops. She is unsure if schools are providing Pads or laptops for the kids, but the schools are providing those things for kids so there may be an overlap here. Also it wasn't also clear to her if these Pads or laptops are going to be in the facility and people cannot take them home. Therefore, they will just need one laptop to provide some classes in the facility and then the people taking the classes at home would have to have their own computers. Hussein said they would actually be borrowing the laptops and taking them home. Vogel asked with regards to the tablet, are they tied to Apple because there's other tablets like the Amazon Fire tablets which are $92 versus $319 for an Pad so he is curious what the focus is of an Pad and a full laptop versus a Chromebook and a Fire tablet. Maybe when they send in that operating budget for the association, they can also send some new numbers on possible other options for what they're looking for tech. Hussein agreed they could do that. Mohammed also noticed that on the application they reported having 600 members but when they break down the income they report only 500. Hussein explained that the 600 persons is family number and the Housing and Community Development Commission February 18, 2021 Page 4 of 13 members are adults 18 and over only. When she put 500 total members those are with the median income like from zero to 30% and 200 are from 31 % to 50%. Some people are not working at all, they have some elder people who don't work and don't have any income so they will be counted in the zero to 30%. Kubly did add that for this organization, if they are awarded funding, they would have two reports to do every six months through the fiscal year and so they could choose whether they do it recorded individuals or households and clear up that discrepancy and staff can work with them to figure out that amount. Kealey noted she appreciates the application and just want to state her support in them coming forward and submitting this proposal and to thank staff for helping them if there's some other wording that needs to be a little bit different. Padron agreed and noted the Commission loves to see like new organizations coming forward and understands sometimes these questions can get really hard and may be difficult to answer but this is tax money, and they are trying to represent the City and also help all the agencies, which is a difficult job. Next application is the Center for Worker Justice. Lewis asked if this is a new position that they're requesting or funding to support an existing position? Charlie Eastham (Treasurer and Board Member, Center for Worker Justice) stated they are not creating a new staff position and they have been engaged in wage theft recovery work since the Center's inception seven years ago so this application is to support that continuing work and to expand some educational efforts and to be able to devote more staff time to doing wage theft, investigation and recovery. Drabek asked if the Center for Worker Justice applied with HCDC before in any capacity, but not just the wage theft campaign, but in any other capacity. Eastham stated they have, as noted in the application, they have applied for funding on a couple of other projects but this is the first time they applied for support for our wage theft recovery work. Drabek noted he was thinking the Center for Worker Justice organization was older than seven years and perhaps should be a legacy agency. Eastham said they are certainly interested in in becoming a legacy agency at an appropriate time when the Commission would support that. Vogel noted the estimate for the labor breakdown for this next year would be about 209 hours with these funds and what increase is that from what they are doing now, will be doubling the amount of time being spent or is it a 10% increase, 20% increase. Eastham said he would view this as an increase in their percent of staff time that they will be able to devote to wage theft recovery work, as well as educating workers so they can engage in their own wage recovery. He said it is hard to quantify exactly what the labor increase will be as wage theft recovery depends a lot upon what workers bring to them from a variety of avenues and that has increased somewhat episodic so they are not looking to increase the staff position, as he said before, rather they are trying to increase the time that the staff has to do this work as opposed to other work which may be something that other funders are more interested in contributing to. Aguilar asked if they are doing anything with the Catholic Worker House in terms of wage theft recovery. Eastham stated he is not familiar with all the recovery cases that the staff has worked on over the last year or two so they may have done some cooperation with the Catholic Worker House and he just don't know about it. Alter asked if there is any issue with the fact that the Executive Director for the Center for Worker Justice is also a sitting City Council Member because to be on this Commission they have to work through conflict of interest in terms of what kinds of boards they serve on and if that board is applying for money. 4 Housing and Community Development Commission February 18, 2021 Page 5 of 13 Eastham stated the Center has received funds in the past as well as COVID funds with no issues. The executive director that is a City Council member that doesn't participate in the process for applying for funds and the day that the Council votes on this Commissions recommendation, she would not vote. Kubly confirmed the council member would recuse themself from the approval of the award. Also, this is local funds and CDBG funds has very specific requirements related to conflict of interest and that's why staff asks those questions of the Commission, but local funds can be a little more flexible. Staff will always check with the City legal department. Vogel noted this is the Center for Justice for Eastern Iowa so how do they know that the funds that were the local funds that Iowa City is giving is only focusing out of that overall budget on wage theft issues in Iowa City or only serving employees that are Iowa City residents. Eastham confirmed they do know where the workers who come to them with wage issues reside and work and a number of those workers do reside in Iowa City, or work in Iowa City, and that's why they're approaching Iowa City for financial support for this work. Eastham is quite confident he wouldn't be here applying for this money if he thought that they were engaged primarily in wage theft recovery for workers that the vast majority of them lived and work outside of Iowa City. Vogel asked if Eastham could have just basic numbers he could provide the Commission in the next couple of weeks of Iowa City residents or Iowa City employers that the Center for Worker Justice has dealt with and give them a general idea of the number served in the last 12 months by the wage recovery program through the Center for Worker Justice. Eastham replied he could ask the staff and the director to see what they can do about that, he knows they are not maintaining that data in table form so it would probably be going back and looking at individual records. Vogel appreciated that as it is part of the scoring sheet is how many people are they affecting in Iowa City. Mohammed noted he was just curious about learning more about the wage theft and could Eastham provide them with one brief incident about the wage theft and the effort to mitigate it. Eastham gave the example of a woman approached them who was working in a restaurant, cleaning the restaurant after it closed, this was a franchise restaurant, and the franchise owner stop paying her for some of the hours she was working. The Center for Worker Justice did the usual procedures to do an investigation, talk to the employee, get their records as they have maintained them or not, and then approach the employer with the information that they've been provided with, listen to their story, and then reconcile the two if there is a discrepancy. If the employer doesn't have a justification for not paying the employee for the hours they work, then they tell the employer that they owe this employee this much money because they work these number of hours for this wage. If the employer agrees that they've made a mistake and they pay the back wages, then that's the end of the case. If they don't, the Center for Worker Justice will assemble a group of people, allies mostly, and go to the employer at their workplace and publicly state that they owe this employee this much money for this much work. If that results in a in a change of heart by the employer, that's fine, if it doesn't, then they'll take more public actions, including picketing the place of employment. In this case, because the restaurant closed after the employee had worked there and after the Center for Worker Justice got involved, they worked with the franchise owner to get the front of the local owner to pay the back wages. There are other situations where the relationships between employer and employee are more complicated or different and require more effort, but the overall approach is the same, get the information, do an investigation, approach the employer about what they find and tell them they need to pay back money and if that doesn't work, then take more public action. The advantage of the Center for Worker Justice doing this work is they can call upon a group of allies to show employers that there are people in the community that are concerned about how they're treating their employees. Vogel noted The Gazette had a good article just last week about wage theft and it's not something he'd really thought of as a major issue before he'd seen this application and started learning more about it. It is both depressing and impressive how much is going on and it is a very important issue. Padron noted Aguliar mentioned another organization, but she thought the Center for Worker Justice was the only one working on this. Eastham pointed out the Iowa Policy Project conducted a study in 2012 and Housing and Community Development Commission February 18, 2021 Page 6 of 13 found in their findings there were some $600 million a year of wages being stolen from Iowa workers and also if there are other organizations that are doing wage type recovery work, they would be happy to work with them. Padron stated the next application is from the Dream City and they provided their application and their budget. Lewis asked if this a new position for the organization or are they applying for funds to supplement the funds for other initiatives that may not be fully funded from other entities. Thul noted the contact for Dream City must have dropped off the call so staff can follow up with them to get the answers to the Commission's questions. Padron asked if this is an established organization, or if they were planning on becoming one with this funding. Next application was the Corridor Community Action Network. Alter stated she loves the idea and sees that there's a need in the community for this type of a clothing bank but had a couple of questions logistically because it's been done thus far on a limited scale, and if they are wanting to scale it up do they have a physical space secured or located. Amanda Nichols (Director, Corridor Community Action Network) stated they currently have just a physical space for storage that they're sharing access to with other organizations, they do not have a specific physical place picked out for this larger project because it's hard to secure a location before having the funding. They do have some leads that seem like they would reasonably work for them and that was where she budgeted the rental costs. Alter noted they currently are working somewhat through a referral service, like through word of mouth, and through different agency partnerships for clients but it sounds like they're actually trying to advocate for ultimately a retail -like place similar to the food pantry that is in Pepperwood. Nichols confirmed they are looking for like a walk-in system very similar to how the food bank functions now, but they would also definitely continue the partnerships that they already with other organizations as well. Alter asked how they are securing they donations or supplying items since it is a pretty big jump from 114 people up to roughly 800 which as they said in the application would be a low estimate, based on what they're seeing in need. How are they securing those donations and how do they see sustaining that. Nichols explained that so far with the limited space that they have all of the donations have been from individuals but have actually been getting to a point where they're having to turn them down because they don't have enough space. She honestly doesn't see there being a supply issue with used clothing in Iowa City, as mentioned in the application it is considered one of the high impact contributors to the landfill. Once they have more space to be able to efficiently organize more clothing, they definitely would be looking into other sources as well, possibly talking to the university dorms for when students leave and partnerships with thrift stores and things like that. Lewis asked Nichols to talk more about the marketing because on the lower east side there is already Stuff, Goodwill and a variety of other places that people can take and donate their clothing so how do they intend to attract people to donate their clothing to this organization. Nichols noted with Stuff Etc. and Kidworks are very picky on what they will accept, their standards are a lot higher than what people would expect. Additionally, having pickup services is not something that is offered by other organizations and they would be able to have people go out and pick up from dorms or other places. Nkumu noted if this organization will be donating clothing for free to those who need it do they think they will be competing with Goodwill who's already doing kind of same thing with their items so cheap so people can purchase from them and then also at the same time help the folks that work there. If because 0 Housing and Community Development Commission February 18, 2021 Page 7 of 13 of this new organization, more people may not be shopping at Goodwill because they can get clothes for free from this organization. Nichols is not concerned about competition and encroaching others as there is such a need in this community. Nichols stated they feel there's a high enough demand that competition is not a concern. Nkumu asked if at any point they are going to go into furniture or other household items. Nichols replied no, because those are already taken care of with other organizations and Corridor Community Action Network's ultimate goal is to help improve the quality of life in the community in the most effective ways possible and if there are existing organizations that are working on issues, then the most effective way to do that is to network those organizations and amplify and support each other. They only take on their own independent projects, when there's a need that has not already been fulfilled by another organization. Lewis noted there is a need for donations for prom gowns, tuxedos or suits for proms for kids who are in foster care. Nichols stated they work with Families to Families, another organization they amplify, and they provide clothing for foster children. Nichols stated they do a lot of fundraising, they've had a lot of community nights with local organizations like Chomp and Hudson's and that's how they got things like winter boots and a lot of winter clothing donations. And if they didn't have the size of boots needed for a family in donations they were able to use the funds that were donated to purchase boots for specific people. Vogel asked for a budget showing what they are currently are bringing in donations and other sources of funds. He a little concerned about sustainability, being able to pay rent, insurance, utilities in a retail location in Iowa City and is curious what other funds they have to help cover those additional costs. Nichols stated they also currently have an application in for the Human Rights Commission Social Justice Grant for funding for a mobile clothing closet, which has less concern about sustainability because with the mobile concept the main cost is just that one time purchase of that truck and then fuel, insurance and maintenance. They also have somebody who is doing volunteer marketing work and they will be taking a percentage of the existing budget that they have and putting that into doing some more marketing work through web banners, and the Facebook and Instagram platforms that they already have. Nichols stated she can provide the organizational budget, they don't have any real operating costs at this time because the work is done by all volunteers at this point and they are working out of their homes so there aren't any overhead costs, and the storage sheds they have are already paid for the entire year. Vogel asked if they have been putting money into reserves for future growth, or just running at a net zero. Nichols confirmed they do have some money sitting in the bank and are accumulating money regularly through fundraising efforts and then using it as needed to address various needs. Alter asked what the target stand up date would be if they were able to secure this money. Nichols said it would be after they have access to the money, which would be next fiscal year, so after July 1, 2021. September would be definitely realistic, especially if they know before that they are getting the funds. Alter asked about serving clients and how they are dealing with COVID and new possible variants, and that the costs of laundering all of those items might be an operating cost that they'll have to consider. Drabek added also they need to know that there is the possibility of partial funding, as most agencies the Commission funds through this process don't get 100% of what they asked for it. Nichols appreciates knowing that as this grant process is very new to her. While she would really like to have that physical location where they're open certain hours and people can just come, there is also a big benefit to the mobile closet idea, particularly being able to get to communities that may have transportation issues and things like that. They have talked about possibly trying to coordinate routes with the mobile libraries and the mobile health clinics. So if this were to be a situation where this Commission felt that they wanted to help fulfill this need, but don't feel that the physical retail type location is something that they're able to support at this time, maybe they'd willing to support something more sustainable or a lower budget like a 7 Housing and Community Development Commission February 18, 2021 Page 8 of 13 mobile closet and then all they would have to purchase is a truck and get it situated to be able to have clothing racks in it. Padron agreed that's a great idea and that project would be also great to apply for the Climate Action Grant because clothing is such a big issue and so much ends up in the landfill so this would be a way to really contribute to climate change. Mohammad asked how they determine the recipient's eligibility; do they need income verification. Nichols stated they prefer not to do that but if it was required to receive the grant, then they could create a client intake form. Padron stated those are the four applications for the emerging agency grants, she noted it is a difficult process for everyone, they want to fund every everyone and will do their best. She thanked the applicants for coming and explaining their projects. Returning to the Dream City application Vogel asked if staff could reach out and ask them exactly what the funds were being used for, is it labor because the breakdown said volunteer labor and not paid skilled or paid unskilled, so he was confused by what they're wanting to use the $15,000 request for. Lewis also wants to know if this is an existing or new initiative. Mohammed asked how they divide the funds among their projects, they have performing, fine arts, health and wellness, youth leadership and family and they are not breaking down how this the funds could be divided among this project. Padron moved to the CDBG and HOME applications. The first one is Unlimited Abilities. Vogel first wanted to disclose he made staff aware a couple days ago that Unlimited Abilities has tenants in two properties that his company manages for two separate client owners on the residential side. Thul checked with legal and there is not a direct conflict of interest for Vogel to be part of that discussion since it doesn't affect his relationship with the tenant. Lewis asked for more information on their fiscal model and where else funding comes from other than City grants for the property acquisitions. Shirley Tramble (Executive Director, Unlimited Abilities) replied that the remainder of their funding comes from fundraising and also last year they received some funding, a loan from The Housing Trust Fund. Vogel asked if they have some potential properties already selected, either a house or a couple duplexes. Tramble said that is what they are looking for but they don't have anything as of yet. They are about to close on their project funded from last year grants, but for this project, they don't have anything selected yet. Lewis noted another organization who had applied, withdrew their application because the need and demand for housing that they had thought would be there was not there probably due to COVID and individuals not reaching out and the market being very different. Is Unlimited Abilities seeing any concerns with purchasing properties and difficulties in filling them with tenants. Tramble replied no, actually while most agencies closed during the pandemic, Unlimited Abilities were one of the only agencies that remained open and still have a huge demand. Padron moved onto the next application, Neighborhood Centers of Johnson County. Vogel asked if the purchase or lease of furnishings, equipment or other personal property needed is eligible for a public facilities project. Thul replied it is allowable, there are specific things that can be purchased with public facilities funds like certain fixed equipment. 0 Housing and Community Development Commission February 18, 2021 Page 9 of 13 Vogel asked if the Commission get copies of the leases for both of the locations because Neighborhood Centers of Johnson County is renting those locations and one of the buildings is owned by Iowa City and the other is the group that owns Pheasant Ridge. Kubly said they have long term leases, the one with the City is a 50 -year lease that was signed in 1989 and then the other was signed 1996 and was a 100 -year lease. Vogel is curious to see the leases and as to why some of this stuff would be the tenant's responsibility, like windows and structural portions of the building, or heating and cooling needs, traditionally would be the landlord's responsibility. He is trying to find out where these responsibilities lie between the tenant and the owner. Kubly noted these are not traditional leases, but she will send out copies for them to review. They are not necessarily renting the building, and it is more of a ground lease. The City has done several NCJC projects with CDBG funding over the years and Kubly does not think it is an issue. This is something staff would check before entering an agreement. Thul noted no one from Neighborhood Centers of Johnson County was on the call so she could follow up with them on this question. Alter asked if no knowing the answers to these questions should impede their ability to award funds. Vogel replied he has a hard time without knowing that this is truly this organization's responsibility authorizing funds from the City to pay what possibly could not be their responsibility. Kubly noted they have done several projects with Neighborhood Centers of Johnson County through CDBG funding over the years and there hasn't been an issue. Padron understands but agrees with Vogel that if it's the responsibility of the of the owner, why would the organization pay for the repairs, or could apply to use these funds for something else in their programs and then ask the owner of the building to repair what's not in good condition. Staff will reach out to Neighborhood Centers of Johnson County. Padron moved onto the next applications; both are from The Shelter House. The first is the public facilities. Drabek wanted to know how big of a risk partial funding would be here, can this project go forward if the funding is less than $225,000. Crissy Canclanelli (Executive Director, Shelter House) stated they didn't mean to imply that with less than full funding, they wouldn't be able to complete the project, just that it does change the timeline and creates a challenge because they do need to expend the ESG (Emergency Solutions Grant) funds by the end of the year. Lewis noted the cost of the project, versus the number of individuals that are affected, is just a little high based on some of the other projects that they're considering but acknowledged it is the highest risk population in this community, and they deserve to have all of the conveniences that they deserve while they're with Shelter House. Canganelli did noted it's a capital investment and averaging about 850 unique individuals in a year that capital investment over an extended period of time, the life of the project, is tens of thousands of people served. If they look at a different factor and just look at nights of shelter, they are averaging anywhere from 22,000 to 25,000 nights of shelter each year, so that's just a different metric of breaking out with a cost per service unit is, but it is of a very significant cost. As they tried to explain in the project application, they're going to need at the very least to replace the components in the existing system, which is also a very substantial cost, and will end up in the same cycle of breaking down within 10 years and then not servicing the needs of the organization and other uses on that building. Just as with the recent cold spell last week they had to have the folks come out and repair two more heat pumps 0 Housing and Community Development Commission February 18, 2021 Page 10 of 13 as they froze up and they didn't have heat in the men's dorm again. It is a chronic problem but she does understand it is a very significant cost. Vogel asked when this work is done, will it end up having any impact on the actual ability to provide services or will most of this work be able to be done just on the mechanical side of things and not affect actual ability for people to stay in the shelter. Canganelli said they've been told by the mechanical engineers that there should not be substantial interruption to the operations, especially if they can have this project completed before the winter months. Mohammed asked how they dealt with the loss of heat, did they have to move the tenants out. Canganelli replied they just had to be prioritized getting the repair service to come in and replace the components. People just had to use extra blankets and they maximized the different spaces in the building and moved people into the areas that still had heat. It can be a challenge, but they've not had to close down the shelter, they've been able to work through it, it's just not very comfortable and makes it a challenging work environment for everyone. Kealey just wanted to thank Shelter House for everything that they do because she works on the burn unit and this is the time of the year where they get frostbite cases and during this last cold spell they have had crazy amounts of frostbite and it would be much worse if there wasn't the emergency shelter service. Padron moved onto the Shelter House Rental Housing Rehabilitation application. Vogel noted he was a bit shocked because Mutual Insurance seems to imply that the total construction was going to be $194,000 but they're only reimbursing $90,000. Canganelli stated that at the time of application that was their best guess estimate as they don't have the final response from the insurance provider and the $90,000 came out of the report from the fire marshal and the fire department. As they get more information they can certainly update the financial part of the application. Vogel noted it seemed like the house was a total loss so why would they not reimburse the total cost, are they pushing back on it minus the deductible. Canganelli said she believes they interested and committed to working with them but maybe don't feel that the house is a total loss. When they do get a final response they will need to decide if it is cost effective to actually go through the process of tearing portions of the house down while trying to retain and rehab portions versus just tearing the house down to the ground. Vogel asked if they will know within the next 30 days, because obviously the more they're willing to put towards the insurance costs, the less Shelter House has to ask for in regards to this application. The Commission has to make their funding recommending in a month. Canganelli feels they will have updated information within a month and will be able understand what the costs will be in rebuilding to ensure that they're rebuilding to a level where the tenants can age in place. Lewis had a question about the population served, is it serving individuals with mental health with disabilities because then that affects the priority tiers. Canganelli explained the Fairweather Lodge program is permanent supportive housing and entirely dedicated for single adults that have a diagnosed serious persistent mental illness. Oftentimes, folks have co-occurring disorders such as underlying substance abuse issues, intellectual disabilities, but the diagnoses are almost exclusively schizophrenia, bipolar disorder, serious depression, and then combinations of those other underlying health issues. Canganelli also wanted to give a shout out to The Housing Fellowship as they helped them find a rental so that the tenants that were at the Amhurst house are back together and functioning again at a familial unit. Alter asked when staff needs the Commission's scores submitted. Kubly stated staff can put together a spreadsheet pretty quick but if Commissioners want to review it before the meeting then they will need to set an earlier deadline. Padron stated it does help to see other's scores ahead of the time to know what 10 Housing and Community Development Commission February 18, 2021 Page 11 of 13 they might want to question at the meeting. Perhaps everyone's scores should be in by March 5 and then staff can put together the spreadsheet and distribute for review prior to the March 11 meeting. Lewis confirmed they do not rank the emerging agency applications, just the CDBG and HOME ones. Padron noted regarding the emerging agency applications, are they going to consider a minimum award of $5,000 as they've done in the past. A lot of the agencies asked for $15,000 but not all can get the $15,000 so they'd recommend that they only get $5,000. Vogel asked if they don't award the entire $30,000 is there a second round of applications that open up. Kubly stated if they don't award the full $30,000, the money would go into the legacy agency pot and just increase that amount a little bit. Vogel also asked if this seemed like a small amount of organizations to apply or is this normal, this seems like a great opportunity for a lot of up and coming groups to at least try to get involved in the pot. Padron said they usually get maybe five agency requests, and some agencies have said they don't apply because they don't want to collect information about income, or gender or race and the City will ask for that information. That is something that they might want to consider talking about maybe later in the year. It can also be problematic because some of the legacy agencies cannot provide that information and the funding system has to be equal for everybody. Kubly noted regarding the Corridor Community Action Network application since it is local this funding is more flexible than the CDBG/HOME. IOWA CITY COUNCIL MEETINGS UPDATES: Padron stated they have two commissioners assigned each month to the Council meetings. They discussed this last month and everyone thought it would be a good idea to keep doing this. They have February and March covered. Aguilar and Kealey volunteered to do April meetings. Drabek had the February 2 meeting, he read the minutes from the meeting and aside from what appeared to be some minor zoning matters there were not any issues flagged as relevant for this Commission. Alter listened to the February 16 meeting two days ago and as Sarah Baron spoke earlier to this Commission, there was the really significant update for housing about $195 million coming to the state of Iowa and the need for the City Council to keep the water turned on for residents in arrears until they can obtain this funding to pay their bills. Thul commented that the Iowa City was not listed on the call for advocacy sent out by the Johnson County Affordable Housing Coalition, and that it addressed utility shut off issues in Coralville and North Liberty not Iowa City. Alter stated that Sara Barron indicated it is something Iowa City is looking or intending to do. As discussed earlier the HCDC will write a letter in support of that to Council. Lewis motioned to have Padron draft a letter to Council to recommend delaying utility shut offs at least until Iowa Finance Authority funds are made available for housing assistance payments to those in need. Seconded by Alter. A vote was taken and the motion passed 8-0 (Nkumu not present for the vote). HOUSING & COMMUNITY DEVELOPMENT INFORMATION: 11 Housing and Community Development Commission February 18, 2021 Page 12 of 13 Thul noted in the packet was the letter from HUD about the CAPER submitted and the accomplishments that were acknowledged. There was an article about the CDBG-CV economic development funds that were approved, those went to fund 27 small businesses and 22 of those were owned by women or people of color. The CHDO set aside funds are open now for applications. It's black history month so please follow the City on Facebook as they've posted some really good local content along with a couple videos - one was about a historic landmark and they also did a community connection with Dream City. Kubly noted they did have their first meeting of the Affordable Housing Steering Committee, it was more of an introduction meeting but that has started up and Nkumu is participating and will can keep this Commission updated. Padron asked if on this committee they are considering what is affordable housing, because in one of the latest documents from a few years ago it stated a rent of $900 was considered affordable. Alter said they can discuss that at another meeting, it's on a rolling scale and depends on situations. ADJOURNMENT: Kealey moved to adjourn. Aguilar seconded the motion and a vote was taken and the motion passed 8-0. 12 Housing and Community Development Commission February 18, 2021 Page 13 of 13 Housing and Community Development Commission Name Terms Exp. 7/16 8/20 9/17 10/15 11/19 1/21 2/18 Aguilar, Peggy 6/30/22 O/E X X O/E O/E X X Alter, Megan 6/30/21 X X O/E X X X X Drabek, Matt 6/30/22 X X X O/E X X X Kealey, Lyn Dee Hook 6/30/22 X X X O/E X O/E X Lewis, Thersea 6/30/23 X X X X X X X Mohammed, Nsar 6/30/23 X X O/E X X X X Nkumu, Peter 6/30/22 O/E X O/E X X X X Pardon, Maria 6/30/21 X X O/E X O/E X X Vogel, Kyle 6/30/23 X X X O/E X O/E X Attendance Record 2020-2021 Resigned from Commission Key: X = Present O = Absent O/E = Absent/Excused --- = Vacant 13 MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 11, 2021 — 6:30 PM ELECTRONIC MEETING FINAL MEMBERS PRESENT: Peggy Aguilar, Megan Alter, Matt Drabek, Lyn Dee Hook Kealey, Theresa Lewis, Nasr Mohammed, Peter Nkumu, Maria Padron, Kyle Vogel MEMBERS ABSENT: STAFF PRESENT: Erika Kubly, Brianna Thul OTHERS PRESENT: Lucy Barker, Sara Barron, Crissy Canganelli, Kathryn Davis, Charlie Eastham, Roger Goedken, Wisal Hussein, Amanda Nichols, Anthony Smith RECOMMENDATIONS TO CITY COUNCIL: By a vote of 7-1 (Nkumu opposed and Lewis abstained) the Commission recommends that Council fully fund all three FY22 CDBG/HOME funding requests as submitted. FY22 CDBG/HOME Budget Recommendation Project Requested CDBG HOME Unlimited Abilities Rental Acquisition $125,000 $0 $125,000 NCJC Public Facilities $37,242 $37,242 NA Shelter House Public Facilities $225,000 $225,000 NA Total Allocation: $30,000 $262,242 $125,000 Total Expected Available: $339,000 $426,000 Remaining Available for 2nd Funding Round: $76,758 $301,000 By a vote of 9-0 the Commission recommends that Council fund FY22 Emerging Aid to Agencies at the following levels. FY22 Emerging Aid to Agencies Budget Recommendation Project Requested eA2A Sudanese American Community Services $15,000 $5,000 Center for Worker Justice 1$15,000 $15,000 Dream City $15,000 $10,000 Corridor Community Action Network $14,891 $0 Total: $30,000 CALL MEETING TO ORDER: Padron called the meeting to order at 6:30 PM. Housing and Community Development Commission March 11, 2021 Page 2 of 11 CONSIDERATION OF MEETING MINUTES: FEBRUARY 18,2021: Vogel moved to approve the minutes of February 18, 2021. Alter seconded and a vote was taken and the motion passed 9-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: Sara Barron (Director, Affordable Housing Coalition) wanted to just take a quick moment to update the Commission on where things stand with assisting Iowa City residents in applying for the Iowa Rent and Utilities Program, which is federal money that's being administered by the State of Iowa. She spoke with the Commission last month a bit about this program and wanted to let them know the progress they've made so far. Unfortunately, the biggest piece of progress is that the money is not actually available yet and they still don't have a specific date when the State will open up for applications. However, any household in Johnson County, Iowa City included, that would like in person assistance in completing the application will be able to make appointments at a number of locations or also come by some drop-in locations. Citizens can call and make an appointment with Johnson County Social Services anytime they're open for regular business hours, which is 8:00 to 4:30 Monday through Friday. They will also be offering help by appointment at the Coralville and North Liberty Public Libraries for people for whom that's more convenient and they'll have drop-in times available at the Center for Worker Justice. Those hours are not set up yet, but right now the goal is to have that three times per week, once during the week, once on a weeknight, and once on a weekend which is based on the feedback that they got from families that need the assistance. They're also working with other providers, including the student family advocates at the Iowa City Schools, as well as the Iowa City Johnson County Senior Center, and I -C Compassion and other groups to continue the outreach to people who they think are most likely to be looking for some in- person assistance and applying for that. Barron also noted that once it's open, anyone who has access to the computer and feels comfortable applying for that themselves is more than welcome to. She said they will also be doing some recruitment of volunteers through United Way so if anyone is interested in helping look for some more information about that. They are also very close to securing some money to help pay for translators so that they can ensure for the different language communities in Iowa City will have someone there who can assist them in their preferred language. Barron noted that is the update so far, she did thank the Commission for their letter to Council. Mohammed asked if the eligibility criteria has been set for who can apply or not. Barron replied one can go to https://www.iowafinance.com/iowa-rent-and-utility-assistance-program/ and there's the eligibility criteria listed there. She noted they have loosened the rules from the assistance that was available in 2020 to people who have been directly or indirectly impacted by the pandemic which certainly broadens it. They have a number of different kinds of documentation that one can use to show need, including any type of past due notice, credit card bills showing that they acquired debt to pay bills in the past and that one pays more than half of their income on their rent. One group that's not currently eligible are people who are already receiving public assistance through public housing or section eight vouchers because they have, at least in theory, another route to decrease the amount of rent they have to pay through those programs. Barron also added there is going to be a companion program for lower income homeowners that being administered by the State directly and that's going to look more like the eligibility criteria from the assistance that was available in 2020. UNSUCCESSFUL AND DELAYED PROJECTS CHECKPOINT: Padron explained the City's Unsuccessful or Delayed Projects Policy requires that all CDBG projects expend a minimum of 50% of the assistance provided by the proposed project by March 15 of each year. HCDC will hear from the Little Creations Academy and determine whether extenuating circumstances exist and if so, whether the project is anticipated to proceed. HCDC may recommend the recapture and reuse of funds to City Council. Anthony Smith (Little Creations Academy) gave an update on his project and said he is having a hard time getting his DUNS application finished, he has tried several times ever since the month of August. He Housing and Community Development Commission March 11, 2021 Page 3 of 11 does have his contractors in place but they can't do anything until he gets that application done. He had just tried it again today to submit it and they cancelled my account, and then they had to resubmit it again, but every time they resubmit it at least 10 days are needed for it to go through. He has been trying August and is so frustrated and doesn't know what to do. Padron asked for clarification of if he is submitting the application and then are they rejecting the application. Smith replied he first submitted the application in August and thought it was done but he got a call from the City and was told they couldn't access it. So he went back and redid and it got rejected because there wasn't a comma between Little Creations and Inc. He resubmitted it again and there was a spelling error so it got kicked back again. He finally got on the telephone and asked them to walk him through the process and it got rejected again because some information didn't show up. He talked with DUNS people and they said he had to wait 10 days. He is just so frustrated. Padron asked how much of the of the funds had been already spent and how much do they have left to spend. Smith replied he couldn't spend any of the funds because he couldn't do the report. The City can't release the funds until they have access to the DUNS. Kubly confirmed by March 15 they should have spent 50% of the funding but they've spent nothing so far because they're not under agreement with this project yet because they can't enter into the agreement until the application gets processed. She noted it does take a little time to set up and get the DUNS number, they have to go to sam.gov and register and it's kind of a tricky process as Pastor Smith has mentioned. Padron asked if HCDC recaptures these funds and the City uses them for another project or to fund another agency can in the meantime Pastor Smith finish processing that application and everything and then reapply for more funding later this year when he's ready with that application and everything else. Thul confirmed that could be an option but since they have more funding than applications right now, the funding is not going to go to another project until they do another funding round. Kealey asked if there is any resource that can help Pastor Smith get through this piece, is there someone in the community that can help out. Thul said she has a video she can send and can also connect him with another sub recipient that went through the same process. Smith said he looked at all the videos and he did everything he was supposed to do, it has to be a system thing, not a procedural thing, because the very people that do this are the ones that handheld him through the application. Vogel asked about the timeline, if in 10 days Pastor Smith is successful and gets his Sam's number, or code, what would be the timeline for him to spend 50% of the funds. Smith said the contractor already set up. Vogel said then if they give him 45 days to come back and show that they've done the work, got the code, got the contractor is that enough, or does he need 60 days or 90 days. Vogel is not comfortable giving him a six-month extension in addition to the almost 300 days he's already had, Vogel is okay with another 90. Smith said he is not prepared to answer that question because he was having so many problems getting the approval he hasn't talked to the contractor since the end of July. He has already done the bidding process and has a contractor lined up. Padron stated right now they need to focus on the application being approved so can they revisit this at the next meeting in April to see if they got their application approved by April. Padron asked if they recapture the funds when would those funds go to another project. Thul said they would do a mid -year funding round in the fall and any unallocated funds will be available during that funding round. Alter noted when Pastor Smith came before them a couple of months ago to talk on progress at that time he unfortunately had COVID and also there were some family issues. In this time of pandemic, it has been a difficult period of time and that may explain why there is a longer lag right now. Smith admitted he has been a rough time, he wasn't going to bring it up because he was trying to keep this professional but Housing and Community Development Commission March 11, 2021 Page 4 of 11 his family has had their share of instances, his brother had COVID and died, his mother had COVID and two weeks ago his dad died. Nkumu stated obviously it's no fault of Pastor Smith that the process is not working, it sounds like he's doing everything he can to submit the application but that is a technical issue that he has no control over. If the City were to recapture funds could Little Creations continue to try to get the DUNS process completed. Thul confirmed they could, and in the future she is hoping to have organizations start the DUNS process earlier to avoid such issues. Vogel noted since they don't have anybody that's in serious needs of these funds right now, it seems like there is no need to recoup these funds. He like to make a motion that they extend Little Creation Academy's timeline to provide the 50% and proof of project viability to the May meeting which would give them enough time to get the DUNS application, get the funds release, get the contractor started, get two or three weeks' worth of work in and potentially be able to come back and show movement on this. Lewis asked if it's not completed by May then would that recommendation be to reallocate the funds. Vogel said that would be a decision made at the May meeting. Kealey said it would be nice for Pastor Smith to come back in a month and give them an update on where he is and they could go from there hoping that he will have the Sam's stuff taken care of. However she is okay with what Vogel has proposed, to wait until May to see if there is progress and agreed there has been extenuating circumstances. Padron wanted to make an amendment to the motion and have HCDC receive an email or some kind of notification from Pastor Smith at the April meeting, just stating where he's at. Vogel second that friendly amendment. Vogel motioned to allow the FY21 Little Creations Academy public facilities project to move forward with the understanding that the subrecipient will be required to report to the Commission again on May 20, 2021 with documented progress, and that the subrecipient will provide a written update on the SAM registration status to the Commission at the April 15, 2021 meeting. The motion was seconded by Lewis, a vote was taken and it passed 9-0. DISCUSS FY22 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME PROGRAM FUNDING REQUESTS AND CONSIDER BUDGET RECOMMENDATION TO CITY COUNCIL: Padron noted this process can be very stressful and clarified that the scores are only the initial part of the process and during this meeting as they talk about the applications the scores can change. Finally, together they will decide on a recommendation to City Council. There were several applications or agencies that dropped out so there is likely enough funding for all three agencies. Thul confirmed there are two agencies requesting CDBG request funds, the City actually got their allocation from HUD last week and there's actually enough CDBG to fund both projects if the Commission decides to do that. Kealey did not submit her scores, she was overwhelmed with the scoring and reached out to Thul and Padron. She agreed all applications look good and if she had to give scores, she would give a 75 for Neighborhood Centers of Johnson County, an 85 for Shelter House, and a 70 for the Unlimited Abilities Rental Acquisition. Padron stated then they have an average score of 72 for the Neighborhood Centers of Johnson County, an average of 80 for Shelter House and an average of 61 for the Unlimited Abilities acquisition. The medians are 73, 86 and 62 respectively. She noted as they were going through the applications and the 4 Housing and Community Development Commission March 11, 2021 Page 5 of 11 scoring sheet, there isn't much room for personal opinion on the scoring because all the questions are so limited, it is just the numbers and the data directly from the applications. Lewis asked if an organization falls below a certain score, would they get a percentage of what they asked, or does it not matter what their score is and what are the overall guidelines about funding amounts. Alter stated historically, this has been a really difficult process for the Commissioners as well as the agencies because there have not been enough funds to go around so it's always been a percentage of the ask and sort of proportional. Drabek added the Commission is able to vote whatever however they want, the scores are just a conversation guider. Lewis noted they should think about that for the future, as someone who's written grants in the past if they're asking people to respond to an RFP and assigning value to different criteria, then they need to probably think about a way to make that important otherwise what does it matter about the need or the quality of the grant, or how well it fits into the goals and objectives of HCDC. Padron noted in the past they have given recommendations based on scores so they do look at the quality of the grand and the goals. If an agency scores high, they get a higher percentage. Drabek stated the scores are a conversation guide, for example this year it can be seen that almost all completely agree about the Neighborhood Centers, as those are extremely close scores. Whereas the other two applications, the scores are more variant and perhaps in need of a conversation to come to consensus. Padron stated since the agencies can provide such different and wide range of services, one of the questions is does the project have a reasonable per person cost. Some agencies like the Shelter House have a huge cost per person, because they're providing shelter, and then there is the lunch program where the cost per person is very much lower. So they need to be careful and understand why some agencies are scoring low on some of the questions, and why other agencies are scoring so high. Additionally, the Free Lunch Program is another issue in the past with one of the questions about providing information about race or gender or ages and they don't collect any of that information so on that question they will always get zero and other agencies may get a really high score on that question. Lewis asked if they fund all three projects at their ask, that still leaves additional money and if they do a mid -year funding, those funds can still be available for another funding round. Thul confirmed that is true. Nkumu wanted to mention while there is enough money to go around, the purpose of the money to fund projects and be good stewards with the public funds and make sure that the agencies are not just getting what they asking because there is enough money to share. The projects need to be viable and can be completed. For example, with Unlimited Abilities there was a concern that they have vacancies right now, but they're looking to buy another house, and with some other outside sources, maybe a loan, so he was a little skeptical to give a higher scoring for that. He believes it is a very noble thing for the community but wanted a little bit more information and that was reflected in his scoring. Vogel noted that a percentage of their vacancy issue right now is a personality issue of being able to put different personalities in the same house and part of the ability of having another house is to give them a greater ability to match similar personalities. They have some vacancies simply because they have people move in and move out and try different properties. He knows this because his company manages a couple of properties that currently have their residents in. Regarding the matching funds, at first he had some issues but then looked at the Neighborhood Centers and their percentage isn't that much better. In the end does he feel they can fulfill the purpose of the money which is to purchase a house for living. Vogel asked about the 15 years of HOME compliance, does it mean they have to keep the home for 15 years. Thul responded that yes, they must be in business for 15 years and every year all of the Housing and Community Development Commission March 11, 2021 Page 6 of 11 affordable housing projects that are HOME funded are supposed to submit a rental housing report to the City and have to track every tenant, their lease terms and they have to meet all the HOME requirements. The City reviews the tenant selection criteria and other such things every year. She added ideally a shorter compliance period is usually easier for people who are just getting started. Thul added she met with Shirley Tramble from Unlimited Abilities today at the closing of their FY21 project so they now have five more units to fill which is exciting. However, as Kubly notes in her memo, the second funding round would timeout well to give them a chance to get the first project with five new units leased up. Thul is working with Tramble on making sure their lease meets the requirements for compliance and making sure their tenant selection criteria is okay so it'll be easier as things get up and running. Lewis asked if there was a conflict of interest for Commissioner Vogel with Unlimited Abilities since his organization manages some of their properties. Vogel said that was discussed at the last meeting and it was discussed with the City legal department and they said there is not a conflict of interest due to the relationship with a secondary party on a different deal. Alter noted they do have the ability to fully fund because they have the money however it seemed that on the one hand there was the desire to acquire more houses but was there a staffing consideration. Thul noted they do have a small staff. Alter noted Unlimited Abilities has done a really wonderful job in a short amount of time becoming a player and in helping with this need in the community. Vogel does question that one of the comments in the memo was Tramble was interested in possibly increasing it to 200 or maybe 150 from the 125 so perhaps pushing this back to the next funding round would allow Unlimited Abilities to come back with the proof of the 25% matching funds, as well as being able to come back and ask for the $150,000 amount which is what they're aiming for at this point because of the increase in home prices in the area. Drabek is a little reluctant to speculate too much on what they might need later, the application in front of them is for $125,000 and he favors that. Lewis noted the lower score on her end was the fact that they had no matching funds and nothing else to support what they wanted to do. She definitely could go either way but does like the fact of them coming back with some additional funding to support their efforts. Mohammed is in favor of fully funded this organization as long as they have enough money. Nkumu reiterated he is not against funding Unlimited Abilities, he just feels it is their role to also make sure that they put the agency in the best position to be successful when they're asking for public funds and he didn't feel like, at least for this round, that Unlimited Abilities was ready to receive the funds and this would not put them in the best position to be successful in the future. They have not found a property, and he is unsure what they can buy for $125,000 unless there will be money coming somewhere else. So perhaps if they ask them to come back the next round it will be just to help them put everything together and make sure they are on the right pace or direction for the next funding that they will receive. Vogel motioned to recommend that Council fully fund all three FY22 CDBG/HOME funding requests as submitted. Motion was seconded by Aguilar, a vote was taken and the motion passed 7-1 (Nkumu opposed and Lewis abstained). FY22 CDBG/HOME Budget Recommendation Project Requested CDBG HOME Unlimited Abilities Rental Acquisition $125,000 $0 $125,000 NCJC Public Facilities $37,242 $37,242 NA Shelter House Public Facilities $225,000 $225,000 NA 0 Housing and Community Development Commission March 11, 2021 Page 7 of 11 Total Allocation: $262,242 $125,000 Total Expected Available: $339,000 $426,000 Remaining Available for 2nd Funding Round: $76,758 $301,000 DISCUSS FY22 EMERGING AID TO AGENCIES (EA2A) FUNDING REQUESTS AND CONSIDER BUDGET RECOMMENDATION TO CITY COUNCIL: Padron stated this is for the Emerging Aid to Agencies funding requests and considered budget recommendations to City Council. They began by discussing the requests and the amounts each Commissioner recommended. The maximum amount available is $30,000. After reviewing all members recommendations, the median is $5,000 for the Sudanese Community, $15,000 for the Center for Worker Justice, $6,000 for the Dream City and $5,000 for the Corridor Community Action Network. If they do averages, it would be $5,000 for the Sudanese Community, $12,222 for the Center for Worker Justice, $6,000 for the Dream City, and less than $5,000 for the Corridor Community Action Network. Alter advocated for a higher amount on Dream City as they are really filling a niche that is much needed, and they sent additional information noting this is to help with some programming that is already in place and to help with staff. Because of COVID the programming is being done differently than they usually do, which is in person, but this is truly a community center where there is a lot of good being done and there's the need to continue and maintain this. Also, while this is an emerging agency they have done a lot of funding through private fundraising and through volunteer efforts. Drabek stated this is the application out of the four that he was by far the most confused and undecided about. He agrees the mission is great and it's a great organization, but the request was really for staff salary and is that a typical request and if it is a typical request then he would be happy to go well above $5,000. Alter noted she thought that was actually the concern and the issue when Houses to Homes went to Council because they said this should have actually come through HCDC and that was for salary. That was a viable and legitimate avenue of inquiry and it should have come through emerging agencies. Lewis noted they all get caught up in wanting to demonstrate and show that services are being provided and that things are happening within an agency and programming and all of that stuff but they sometimes fail to realize that they need staff to be able to do that so when there's an ask that's specific for staff, sometimes that that can be really questioned. If this funding is supporting and ask specific for staff, then she thinks that they should up the amount and do what they can to support it. Aguilar agreed. Alter stated in order to bump up the Dream City allocation, that would mean taking away from another agency in terms of the average that the Commissioners were recommending. Vogel asked where the $30,000 limit comes from, there is so much more funding given to CDBG and HOME so $30,000 just seems almost like scraps from the table to emerging agencies. Also he noted for the Corridor Community Action Network, he is not sold on a retail outlet for a clothes location, it's just not feasible. They do have the other grants for the mobile unit so he could see not funding them now. However, if they came back as they get their mobile closet going and ask for $10,000 for the mobile closet he could see himself supporting that. Padron stated the Commission set up that amount of $30,000 and if they want to increase the amount the legacy agencies will have less. Kubly said for emerging agencies they can go up to 5% of the total agency's funding, which ends up being $34,762 so they can increase up to that point but it's going to 7 Housing and Community Development Commission March 11, 2021 Page 8 of 11 reduce the legacy pool funding a little bit. Drabek is against increasing the emerging agency amount as it would just come directly from the legacy agency pool. Kealey agreed if they wanted to increase Dream City she would be willing to talk about reducing the funding amount to the Corridor Community Action Network or the Sudanese American Community Services. Drabek noted there were three people who recommend zero funding on Corridor Community Action Network and the Sudanese American Community Services scores were very scattered, definitely some high scores and some low scores there. Kubly noted she did include the social justice and racial equity grant recommendations in the Commission packet and the Corridor Community Action Network applied this year but weren't awarded funding this year. They may also apply for the climate action grants, that one is still underway. Padron noted the Corridor Community Action Network also talked about changing the main idea and putting money into mobile closet so maybe they need more time to understand what is it that they want to do and how much money they need, and if it's really feasible then they can apply next time. Then that would provide more funding for the Dream City. Alter suggested awarding Dream City $10,000 and then spread lower amounts among the others. She was trying in the spirit of emerging money to give some to Corridor Community Action Network as encouragement and did actually put a lot more stock into the mobile plan than the retail one. Also with the Sudanese American Community Services they discussed the ask for iPads and how that is a concrete use for that money and how it will help that community a great deal. Amanda Nichols (Corridor Community Action Network) explained their original plan was for the mobile closet and that was their original goal. They submitted the other grant application first and since they are new to the process, they were not sure if they could submit the exact same project for two different grants. She reiterated the mobile closet is the one that they are most wanting to move forward with. Alter stated she does think that mobile closet is a very workable idea but would like to see an application with that idea, not another idea and then change it. Mohammed is in favor of funding for the Corridor Community Action Network. He thinks they are not only helping the community, but also helping the environment. He is open to amending his allocation by moving money from the Center for Worker Justice in favor to Dream City. The Commissioners discussed reallocations of funds. Lewis motioned to recommend that Council fund FY22 Emerging Aid to Agencies at the following levels. Alter seconded the motion, a vote was taken and the motion passed 9-0 FY22 Emerging Aid to Agencies Budget Recommendation Project Requested eA2A Sudanese American Community Services $15,000 $5,000 Center for Worker Justice $15,000 $15,000 Dream City $15,000 $10,000 Corridor Community Action Network $14,891 $0 Total: $30,000 0 Housing and Community Development Commission March 11, 2021 Page 9 of 11 DISCUSS COMMUNITY DEVELOPMENT WEEK ACTIVITIES: Thul stated for the Community Development week activities there is the packet within the agenda packet from the National Community Development Week toolkit. Kubly discussed what's done usually and what might be done now because of COVID. Community Development Week is an opportunity to let the community know about the funding, CDBG and HOME funding, and why it's important to the community. Some communities try to focus on elected officials, promoting what they do with the money so that they know to increase the budget in the future. In the past, the City has done a tour of projects, which was good they won't be able to do that this year due to COVID. Perhaps they could do something on social media, and work with the City's Communications Department. They could do like a video and post it on City's Facebook page. If anyone on the Commission has ideas or want to get involved to promote the CDBG and HOME programs during Community Development Week let staff know. Also they always do a proclamation at the Council meeting so they'll need someone that is willing to accept that on behalf of HCDC, that will be at the April 6 meeting. Padron will accept it as chair. IOWA CITY COUNCIL MEETINGS UPDATES: Padron noted due to this meeting being earlier there are no reports for this month, so at the next meeting they can do the March update. Kubly noted in April the Council meetings are going to be moved ahead and the work sessions are going to start at four and the meeting is going to start at six. Nkumu gave a report on the affordable housing steering committee. He noted they met last Monday and that meeting was mostly just to go over the reports and give the committee a bunch of information to read. The next meeting will be forming subcommittees. They did discuss getting the public input on affordable housing and basically review all current policies. HOUSING & COMMUNITY DEVELOPMENT INFORMATION: Thul stated the next meeting is back on a normal schedule and will be April 15th. The funding recommendations made today will go to Council and then at the next HCDC meeting in April the Commission will review the FY22 Action Plan. Thul is interested in feedback on the scoring process, and the whole funding recommendation process that they just went through. This can be discussed at an upcoming meeting or members can email her privately. Padron noted this process was extremely easy compared to what it could be some years, which was good for the new Commissioners but warned them to be prepared because sometimes this process can be extremely difficult and heartbreaking to have to say no to some agencies because of limited funding. She feels they need to talk about the questions in applications at an upcoming a meeting or maybe have a working session to work through the application. Alter agreed and said it can be intense so they should look over the application so that they're able to then use the best amount of their time. Lewis agreed and also noted there's a difference in looking at the CDBG and HOME funding applications versus the emerging agency applications. Vogel noted he received an email from constituent thanking him for being on the Commission and with a question about affordable housing, because at some point, during one of our discussions there's was a definition of affordable housing that Iowa City has, which is it's 80% of an adjusted median income paying no more than 30% of income. That that's the definition of affordable housing, but then somewhere else it was discussed that Iowa City defines affordable housing as off the fair market rent value. He asked if they can discuss this in the future and clarify what they are using as affordable housing for numbers. Is 0 Housing and Community Development Commission March 11, 2021 Page 10 of 11 the City Housing Authority using a different definition and is there a way to codify that in the City to where all departments are using that the same definition of affordable housing. Padron agreed and thinks they should talk about and discuss when they report how many affordable apartments are in the City what is the definition of affordable. The latest numbers on the CAPER a few years ago were too high and wasn't something that should be considered affordable. Padron noted the City hired an outside agency that evaluates the number of affordable houses and they said the City was doing great. Alter noted the calculation is done on AMI and if is it 80% 60% 40% so they need to actually put real numbers in there, how much is rent and relative to the median to see if there is a disconnect between the two. Padron stated they should maybe gather some material to study the issue, and then come to a meeting and talk about that. Kubly noted there is a new housing market analysis drafted recently, it's based on 2019 data, because the 2020 census information isn't out yet, so it's fairly recent but doesn't incorporate any pandemic changes. It is a regional analysis of the housing market and also talks about cost burden, which is where the rent isn't really affordable even though it's the fair market rent. Vogel would like for staff to send that out and also what from Iowa City Housing Authority is defined as affordable housing. They will discuss this in more detail at an upcoming meeting ADJOURNMENT: Alter moved to adjourn. Drabek seconded the motion and a vote was taken and the motion passed 9-0. 10 Housing and Community Development Commission March 11, 2021 Page 11 of 11 Housing and Community Development Commission Name Terms Exp. 7/16 8/20 9/17 10/15 11/19 1/21 2/18 = Vacant Aguilar, Peggy 6/30/22 O/E X X O/E O/E X X Alter, Megan 6/30/21 X X O/E X X X X Drabek, Matt 6/30/22 X X X O/E X X X Kealey, Lyn Dee Hook 6/30/22 X X X O/E X O/E X Lewis, Thersea 6/30/23 X X X X X X X Mohammed, Nsar 6/30/23 X X O/E X X X X Nkumu, Peter 6/30/22 O/E X O/E X X X X Padron, Maria 6/30/21 X X O/E X O/E X X Vogel, Kyle 6/30/23 X X X O/E X O/E X Attendance Record 2020-2021 Resigned from Commission Key: X = Present O = Absent O/E = Absent/Excused --- = Vacant 11 � r -�.. -4 CITY OF IOWA CITY UNESCO CITY OF LITERATURE CITY OF IOWA CITY MEMORANDUM Date: April 26, 2021 To: Housing and Community Development Commission From: Erika Kubly, Neighborhood Services Coordinator Re: FY22 HOME Applications Through the FY22 competitive funding round, Iowa City received applications from three agencies who had projects eligible for HOME funding. Project submissions from two of those three agencies — Successful Living and Shelter House (Amhurst Fire Recovery) were subsequently withdrawn. The remaining application is from Unlimited Abilities for Rental Housing Acquisition in the amount of $125,000. Unlimited Abilities received $60,000 in FY21 HOME funds for a similar rental acquisition project. At the time of application, staff expressed concern about the agency's capacity to successfully administer federal funds and maintain compliance. The FY21 project has moved forward in a timely manner with a closing anticipated for March 11, 2021 on their rental acquisition. Because we are not to the point of lease -up and have not gone through monitoring with this agency, there is still some concern about the agency's ability to meet commitments for the entirety of the HOME affordability period. While we continue to support the mission of Unlimited Abilities, a second project would increase the agency's risk for non-compliance. HOME recipients unable to comply with program requirements typically sell their property on the private market, and HOME funds are repaid to the HOME program. This means they no longer assist residents in our community. Unlike program income or loan repayments that return to the City's line of credit for reuse in the community, repaid funds would likely get returned to HUD. Staff also has concerns about the amount requested by Unlimited Abilities. $125,000 is 93% of the total request, which is a higher percentage of the project cost than we typically fund. This amount will require 15 years of HOME compliance. The ability to leverage other financial resources is an important aspect of housing projects as reflected in the Evaluation Criteria (25 out of 100 points). Staff would require that at least 25% of the project cost be contributed by non -HOME funds. Staff Recommendation: Staff recommends deferring this funding request from Unlimited Abilities to a mid -year funding round for the following reasons: 1) This would allow the agency to focus on lease -up of the FY21 rental acquisition property and would also give staff an opportunity to review the lease -up documentation for federal compliance ahead of starting a new project. 2) Applicant has vacant units currently. 3) Based on our risk monitoring policy, concern is noted if a new agency and the funding request is over $100,000. This project does not maximize or leverage other funding (bank loan, other housing program, etc.). Due to lack of project submittals, staff will need to hold a mid -year funding round regardless of this decision. Staff recommends reviewing all HOME applications at once during this next funding round to evaluate the proposals. April 26, 2021 Page 2 Staff Questions for Unlimited Abilities Staff sent some application follow-up questions to Unlimited Abilities via email on March 2, 2021. The following is a copy of those questions and the response from Shirley Tramble, Executive Director. 1. Q: When we talked several months back, you had seven units vacant. How many units are currently vacant? A: Currently, Unlimited Abilities have four (4) units vacant. We have filled some of the vacancies since we last spoke. 2. Q: Do you have a waiting list and If so, how many individuals are on it? A: Unlimited Abilities has a waitlist with a total of six (6) individuals on it. 3. Q: Do you market your units or rely on client referrals? What are your referral sources? A: Unlimited Abilities market the Units as well as rely on client referrals. 4. Q: If you are still experiencing challenges fully leasing the units, can you describe those? A: The challenge was staffing issues, but Unlimited abilities have hired new staff members since then. 5. Q: The application budget lists the home purchase at $125,000 — are you finding potential homes in that range? I know the first project landed around $167,000, and home prices seem to be rising. A: Unlimited Abilities plan is to find homes in targeted areas of Iowa City that are under $200,000. Question? Could we ask for an increase of $25,000? 1 know the application period closed, but we just wanted to know. 6. Q: Lastly, we were wondering if Unlimited Abilities would be able to financially contribute to the acquisition if awarded HOME funds. The applicant guide lists a contribution requirement of 25% of the HOME funds requested. What are your thoughts on that? A: Yes. Unlimited Abilities should be able to match 25% of the home funds. MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION APRIL 15, 2021 — 6:30 PM ELECTRONIC MEETING PRELIMINARY MEMBERS PRESENT: Megan Alter, Matt Drabek, Lyn Dee Hook Kealey, Theresa Lewis, Maria Padron, Kyle Vogel MEMBERS ABSENT: Peggy Aguilar, Nasr Mohammed, Peter Nkumu, STAFF PRESENT: Erika Kubly, Brianna Thul OTHERS PRESENT: Sara Barron, Crissy Canganelli, Kathryn Davis RECOMMENDATIONS TO CITY COUNCIL: By a vote of 5-0 (Padron not present for the vote) the Commission recommends approval of the FY22 Annual Action Plan. CALL MEETING TO ORDER: Drabek called the meeting to order at 6:30 PM. CONSIDERATION OF MEETING MINUTES: MARCH 11, 2021: Vogel moved to approve the minutes of March 11, 2021. Kealey seconded and a vote was taken and the motion passed 5-0 (Padron not present for the vote). PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: Sara Barron (Executive Director, Affordable Housing Coalition) wanted to bring a couple of things to the attention of the Commission. The first is that April is Fair Housing month and it's also Housing Trust Fund week. The Council is going to do a proclamation on that next week. At the Coalition's April meeting they're going to have Ellen McCabe from the Housing Trust Fund talk about its impact on the community and she has invited several recipients of Housing Trust Fund dollars to talk about how the Housing Trust Fund and other community commitments have brought some really great affordable housing programs and projects to the community. Barron invited the Commission to join and stated their monthly meetings are at noon on the fourth Friday of every month, and the zoom link for that will be in an email that she going to send out at the beginning of next week or can be found on their Facebook page. Barron also wanted to just remind the Commission that the Iowa Rent and Utility Assistance Program is now available for renters who have rent or utilities that are past due, they are helping people to apply for that assistance at several locations throughout Johnson County. In Iowa City the two best places to come for help are Johnson County Social Services where people can make a one-to-one appointment with the staff member there from 8:00 to 4:30, Monday through Friday, or they have three drop-in times each week at the Center for Worker Justice, which are Monday evenings from 4:00 to 7:00, Wednesday afternoons from 1:00 to 4:00 and Saturdays from 10:00am to 4:OOpm. Barron noted at both locations there are several languages spoken so people from certain language communities will want to check that out and make sure that they go to a place where they're able to be served in their preferred language. Barron did Housing and Community Development Commission April 15, 2021 Page 2 of 12 add that they've been disappointed with the way that the State has rolled out the program, they've made it more restrictive than they need to and it's not in the best interest of tenants or landlords to restrict the payments to simply past due payments. The Federal program clearly lines out the opportunity for people to get some future rent in the bank which provides a much greater degree of stability, and also efficiency for the program in a time when there is a need for some real stimulus and stability in the rental housing market for both tenants and landlords. Barron stated they are working on advocacy to get that changed but in the meantime it's imperative that they help everyone who has past due bills to apply so that they can see the greatest impact possible in the community and throughout the State. REVIEW AND CONSIDER RECOMMENDATION TO CITY COUNCIL ON APPROVAL OF FY22 ANNUAL ACTION PLAN (AAP): Drabek opened up the floor and see if Commissioners have any thoughts or comments on the information in the packet. Thul noted it is a long document and a lot of those questions in there talked about what the CAPER requires. Alter asked from staff's perspective if there are any particular call outs that they wanted to raise since this is in their wheelhouse of having to update and to have it reflect accurately, so are there specific changes or modifications from past ones that they want to point out. Thul noted this one is the second year of the Consolidated Plan which is the umbrella and then the Action Plans fill in what steps to take to meet those goals from the Consolidated Plan. So a lot of the information in the Action Plan comes straight out of the Consolidated Plan, which is called City Steps. Thul acknowledged this year is a little bit unusual because of the small amount of projects they have so Thul and Kubly were talking and think they'll have probably at least one amendment to this Plan when they do the second funding round in the fall, so that's kind of unusual or different than the norm. But otherwise Thul would say it's fairly standard. Kubly added the page that they use the most is Appendix B, which has all the projects that the Commission voted on (page 70), and that's basically all of the set asides and all of the competitive projects that they awarded in one table. Drabek asked about the steering committee, it looks like there's some good representation there from nonprofit groups and developer groups but is wondering if they asked anyone else to be on the on that steering committee, maybe someone from a community group like Center for Worker Justice or the Affordable Housing Coalition. Kubly noted that Sara Barron with the Affordable Housing Coalition is on the committee but the Center for Worker Justice is not as the City Manager and City Council wanted to keep it to 12 people and it was challenging to determine who would be on it. That being said the Center for Worker Justice may be involved in the public input when the steering committee gathers that as well as some of the other local agencies. Unrelated really to the substance of the report Thul pointed out on the cover the first picture is the Mayor's Youth project from FY20 and was a construction project of two homes. The second photo is of a Neighborhood Nest that was funded with CDBG-CV dollars, it's always good to see things in action so she just wanted to point those out. Sara Barron (Executive Director, Affordable Housing Coalition) wanted to add that the Affordable Housing Coalition did ask City staff to include representatives from the Iowa City Tenants Union or other representers of renters because that is a voice that's missing and that opportunity was not extended to anyone outside of the committee members. Barron did note that Jessica Andino, from the Human Rights Commission, and Barron are two of the committee members on the public outreach subgroup and both of them have an extreme interest in putting some real work in to include more voices in the public input Housing and Community Development Commission April 15, 2021 Page 3 of 12 process. Barron noted if the Commission has suggestions about groups that should be contacted or other concerns about how to reach people to include them in the work of the steering committee, she would love to hear them. Drabek stated the Tenant's Union was another group that came to mind as a possibility and perhaps also the Forest View Tenants Association though of course they're localized to one particular complex rather than City wide. Alter noted to that Open Heartland does a lot of work with a couple of different manufactured home areas or clients and someone from there might be someone to consider getting involved if interested at the very least through the public outreach group. Alter moved to recommend that Council approve the FY22 Annual Action Plan. Kealey seconded. A vote was taken and the motion passed 5-0 (Padron not present for the vote). Kubly noted that in the 30 -day public comment period people can continue to comment if they want and it will go to Council on May 4 for another public meeting. Once that's approved, it's due to HUD on May 15. At the May 4 meeting staff will also be taking the Aid to Agency and Emerging Aid to Agency projects to Council and then once those are approved, they'll notify the recipients and submit the Action Plan to HUD before the due date of the 15th. Alter asked if it helps to have HCDC Commissioners go to the Council meetings in case of questions or to show support for the recommendations. Kubly acknowledged it wouldn't hurt but doesn't think it's necessary as it is pretty routine. The only thing she could see maybe needing some consideration would be the emerging agencies so if someone wants to come, they can always speak individually or decide together to have someone speak. DISCUSS ROBERT'S RULES OF ORDER NEWLY REVISED: Drabek noted this is an issue that Padron raised with City staff members about some questions about processes and how the meetings are conducted. Since Padron initiated the discussion and wanted to talk about it he suggests to either push it later in this meeting, or if Padron doesn't come later, probably to the next meeting. DISCUSS CHANGES TO CDBG AND HOME SCORING CRITERIA TO PRIORITIZE UNITS WITH RENT BELOW FAIR MARKET RENT (FMR) LIMITS: Drabek stated this is the discussion of potential changes to the CDBG and HOME scoring criteria. This is a topic that's come up a number of times. He noted this is also a topic where Padron was going to lead the discussion, but his understanding of this issue is this is something that, in particular a past Commissioner has brought up as a possible flaw in the in the scoring criteria that the fair market rent rates are high and that they might want to as a Commission consider prioritizing applicants that are lower than the fair market rate. Alter agreed this is something that in Commission's past that has been a discussion point and agrees it's definitely worth thinking about and talking about because there's no easy answer. Kealey agrees and would like to consider it and talk about it because she does feel like the fair market rent rate is pretty high. Crissy Canaanelli (The Shelter House) asked if there's going to be further consideration and conversation regarding deprioritizing or lowering the priority of projects that are charging a fair market rent and that some nuanced consideration be given. She gave an example of the two projects that Shelter House has. Cross Park Place was a development of 24 one -bedroom apartments for permanent supportive housing for chronically homeless, a very high vulnerable, high need population. In financing that project they were Housing and Community Development Commission April 15, 2021 Page 4 of 12 able to use not only the local Housing Trust Fund dollars but were the first project awarded in the State of Iowa with National Housing Trust Fund dollars, which is a source of HUD funding that is administered by the Iowa Finance Authority. The Iowa Finance Authority awarded greater points to their project because they could demonstrate that they had project -based vouchers for the project. For the 24 units, the Iowa City Housing Authority committed 24 project -based vouchers and the requirements on those project - based vouchers is that they are issued at the fair market rent, which actually helps a project like this that has limited other revenue sources. It's supporting the operations and the maintenance of the building, but also to a certain extent, the supportive services for all the tenants. The next building, to be completed in 2021, has 36 one -bedroom units for chronically homeless individuals, again, using National Housing Trust Fund dollars and again with project -based vouchers that require that fair market rent value. In this scenario, unless there are some caveats and different levels of discussion, the Commission wouldn't be looking at a project that is meeting the highest need and most vulnerable individuals that no one else will house in saying that lower priority. Therefore, Canganelli hopes that isn't the unintended consequences of a conversation like this. Alter stated that's honestly precisely the kind of input that they need because it is complicated. {Padron joined the meeting} Drabek noted there are two different things here, there's the rent paid by the tenant and then there's the rent with voucher -based projects that Canganelli mentioned and there's a big difference between those two things. A tenant on those sorts of projects, like on a Housing Choice Voucher, is not going to pay anywhere near the fair market rate, there are certain other things built into scoring criteria like 80% AMI that will often ensure that the tenant pays nowhere near the fair market rate but the rent collected often still is the fair market rate or higher. So what are they prioritizing, just what the projects for the tenant pays less than the fair market rate in which case they're not really going to do anything nor going to change much. If they are talking about total rent cost being below the fair market rate, in which case it would matter a lot to a lot of different projects, both for good and maybe in some cases, like Canganelli mentions for bad. Alter asked if they know of other municipalities that have considered or implemented these kinds of changes. Thul stated one thing that she was thinking about is if there is a rental project, specifically with some of these Federally assisted ones, the City has to do a certain amount of underwriting to make sure that the project can cash flow. Therefore, at some point, if the rent is too low, and they don't have the income to make the cash flow work, then the underwriting gets risky, and the numbers don't always work so it's hard to fund. So that's another layer of complications that are technical and hard. To specifically answer Alter's question, Kubly stated each jurisdiction, community or metropolitan area has different rents and Iowa City's rent is higher than other places in Iowa so that makes a little bit of a difference, but she can't really speak to what other communities are doing. Drabek noted there's also an underlying question of how much of a scoring change are they talking about, if one wanted to make a very small change to scoring criteria to give a couple of points that's one thing, if it were a large-scale change that would be a much bigger impact. Padron noted her main concern about this topic is they will have to go back to talking about the applications and the ranking process at some point, and review the process and the questions, and tonight there isn't time for that. Perhaps in another meeting they can review this because her main issue has always been with the ranking and they need to find a way to be consistent. Padron noted when they went to the City Council meeting a few years ago to request for more funding for the agencies and explained that the ranking process has two main components, one should be the ranking of the application and when they rank the application, they only see that numbers and not any feelings on it. For example, if an agency has put all the numbers that they put on the application and all the information and 4 Housing and Community Development Commission April 15, 2021 Page 5 of 12 the Commission takes that and puts it in in the ranking sheet that's one part of the ranking process. But then they also have the humanitarian, the social aspect of the ranking, which is taken into account, and also what are the priorities of the City and what are the needs of the City and how are those needs ranked. Homelessness is one of the top things and then childcare is also very important and a huge issue. So there are two components, when they rank the application by the numbers, there's not much room for those numbers to be different. Padron noted when they ranked the applications last time when one Commissioner's ratings were really low because that person thought that agency didn't really qualify for funding but all the numbers from the data that the agency provided ranked it higher, so they do have to take these two factors into account, the information from the numbers that come from the application, but also the social aspect, the humanitarian or human aspect of the City needs. Then as a Commission they can debate and come to an agreement to how to allocate the funds. Alter agreed and noted there is a need to make sure that there is fairness and transparency for all of the applicants that this wasn't just some kind of scenario of who seemed to deserve it the most and that could be clarity through the numbers. She agreed there is also a component of having to see how these fits in with some of the City's larger goals and whatnot and so to take more of a holistic approach. What it sounds like to her though is with that interest in mind, maybe actually talking about fair market rents is not necessarily the place to have that conversation. They need to have a constant iterative process about and make this application process as fair and as clear to applicants as well as to Commissioners and to the public. That means there will be things that they need to revisit and should be an agenda item but will be one that would take up a good chunk of a meeting so maybe at a time when it's a little bit lighter. She also appreciated being able to get Canganelli's perspective this evening, because this is a holdover from a particular Commissioner who really made a good case on the other side to say they really do need to lower the fair market rents to be able to provide to more people in need. So it seems like this is an important piece of information that needed to come out as they talk about future considerations and really looking at the application and maybe the tweaking of that is not getting at what is needed. Padron stated that maybe the change is affordable housing needs to be their number one priority when they rank all the issues that the City has. It will also be a discussion to have when Nkumu is present because he's a representative on the Affordable Housing Committee. She noted this is always such a difficult topic because what will happen with the other agencies applying, what will happen with childcare, that is such a huge issue and for some reason it is never number one, even though The Women Foundation reviewed the research a few years ago and childcare was the number one issue for women who work, but it is number three on this list. However, that is not to say homelessness is less important, everything is so important and that is why it's so difficult. Drabek noted they have a much better understanding of the proposal itself than of the problem it's solving. He understands how the proposal would work and what they would do with it but if the problem is the number of people served by the CDBG and HOME proposals, that is something that they have a number of ways to discuss, they have that information, the number of people served, and the amount of money required. The problem he's been interested in solving for some time is the rise in overall cost of rent in the City, whether or not there is a voucher attached to the rent, because even if there's a voucher attached to the rent, the landlord is still taking in that same amount of money regardless of where the source of that money happens to be. But this proposal doesn't solve that problem. What they would need to solve that problem is some sort of competitive pressure that forces the price down. What the former Commissioner was trying to solve may have been different from that and therefore he is a little unclear on what the problem is that this proposal would solve. Alter noted again they are getting into talking through the application without having it in front of them and that's fine because it's sort of lays a lot of the issues that they've been thinking about, and obviously been wrestling with and it's fine to start that conversation tonight. But prior Commission's had created tiers of highest need, mid-range and low and then as a Commission went through and said it's not arbitrary, but it's very difficult and everything is essentially high priority and when they put things into lower priority, they don't ever get the attention that they deserve and that becomes problematic. She remembers that actually with Habitat because the impact that they have generationally is humongous, but because it wasn't serving a ton of people it always got pushed down. It seems like if they start thinking about prioritizing Housing and Community Development Commission April 15, 2021 Page 6 of 12 certain kinds of projects, before they ever see what the projects are, into categories of need they end up almost full circle to where they started the several years ago and that wasn't necessarily the right way to go either. She also likes how Drabek put it really eloquently that they are laying the problems out but not really getting at solving them and feels fairly confident that putting something specifically in about fair market rents doesn't necessarily solve what they're trying to do and because this is CDBG and HOME, which are federal funds, it could actually impact and weaken some of the projects ability to get funding, since the City has to underwrite it and as Canganelli had said they look at fair market value. Again, she hopes they can continue this conversation and carry it forward maybe with a little bit more sense of purpose in looking at the application itself, and how they can make it stronger. Kubly noted that with changing priorities, those are all outlined in the Consolidated Plan so if the Commission is wanting to revise those that would be an amendment to the City Steps Plan. In 2019, they went through a pretty substantial public input process to develop those and as Alter mentioned they went from high, medium, and low to all high priority essentially and that's how they're identified in the plan. So, if they're going to change the priorities, they have to go through a formal Consolidated Plan amendment process, it's not something that they would just vote on at a meeting. She added they do try to have a meeting annually to review the priorities in the Plan that's intended to determine if community priorities have changed over time, like for example, there's a pandemic, and they need to prioritize response, which they've already included, but something like that where they'd want to change the community priorities to direct funding that way. Again, they do that review it annually, usually late summer/early fall, so there's opportunity to consider changes at any time. Drabek noted then it sounds like they're moving toward leaving the discussion here for now and possibly returning when they see the criteria again if they want to. DISCUSS ROBERT'S RULES OF ORDER NEWLY REVISED (CONT.): Padron wanted to discuss this item because a few weekends ago she had some extra time and read the Commission bylaws and also the book Robert's Rules of Order. The Commission used to use Robert's Rules of Order more closely, which is when they have an item that is an item of action on the agenda, first they need a motion, then someone needs to second the motion, and then they bring the topic to debate to the floor. She noted when someone seconds the motion, it doesn't mean that they agree with the motion, it just means they are allowing the motion to move to the floor and then they can debate. If there is no second, the motion dies, and nobody talks about it and they move to the next item. Lately they have been talking about an item, and then they have a motion and then they vote. Padron stated the reason why she thinks it will be helpful to have it in the bylaws to follow Robert's Rules of Order is because she was born in Argentina and when she first moved to the US and came to Iowa, they started inviting her to boards. The first board that they invited her was a nonprofit organization and nobody had explained to her the rules and because she from Argentina she had never read the book and never heard of these rules. So she came to the board meeting and sat down and saw people making motions and modifying motions, and seconding motions and she had no idea what was going on so she was just super quiet and didn't know what to say. Then one day she read the bylaws and the bylaws specifically said they were following Robert's Rules of Order so that's how she knew she needed to read the book. Padron is not saying everyone is obligated to read it but does think it would be helpful because they have a lot of new Commissioners and it would be helpful. It will also be a helpful tool to empower everyone to have the same information. Additionally, when she watched the City Council meeting the other day she noticed a resident commented and said to the Mayor and the Council that they had not been consistent following the protocol of the meetings. So, having rules, naming them in the bylaws, will help the Commission avoid conflict in the future and be consistent. Having the rules stated in the bylaws will also empower everyone on the Commission to know what they're doing and to know what they're following. It can also give guidance if they ever have a conflict on how a motion processes or how they vote, and the number of people needed for a vote and things like that. Padron stated they are not going to be able to vote about this tonight because changes to the bylaws need to be discussed at one meeting and then voted on in another meeting. 0 Housing and Community Development Commission April 15, 2021 Page 7 of 12 Alter had a question for the new Commissioners, because she thought when she got her orientation that in the packet there was a small portion that actually was photocopies of Robert's Rules of Order. Does anybody who's newer to the Commission recall if that was in their onboarding packet. She agrees with what Padron said that they need to figure out what their rules are and go with them and observe them. Lewis and Vogel both do not recall receiving the photocopies in their onboarding packets. Thul stated technically, it's not in the bylaws that they have to follow Robert's Rules it just says a majority vote. Drabek noted among the problems that Padron listed the accessibility problem is the one that stands out to him that they would want to work on. The accessibility issue is one he'd be interested in looking at and if their current procedures don't allow for accessibility, or if they need to do more for that, then he'd be interested in doing so. He is not sure if picking a rules system is the way to do that, he'd much rather have a conversation with a new Commissioner than try to explain Robert's Rules of Orders to a new Commissioner, personally. Padron noted talking too as a person of color she hears a lot that people learn in different ways so they have to consciously make an effort to give everyone the same tools. Drabek is still unsure how Robert's Rules solves that. Padron says it is more how they pass motions and how a topic gets to the floor for debate or knowing that you can amend the motion, etc. Padron doesn't like the fact that some people know this book very well but if others don't know it well then there is a difference in knowledge because information is power. She is not asking that everybody knows the book by heart, but they should at least be provided the information and then it's up to each individual if they want to read or not. Currently she feels like they are concealing the parts of how they're running the meetings and everything if they don't have that in the bylaws. Alter agrees and there should be a level playing field but feels fairly confident that most people are probably coming into these meetings not necessarily knowing Roberts Rules so it does make sense to lay it out and to say how they're going to do things and she understands about having a consistent and clear process and they're all about transparency and clarity. She just wonders to the extent of whether it needs to go through bylaws, and then go through Council, if it's more a matter of clarity and consistency in onboarding that there's just a clear understanding of how the process works and is consistent. Alter noted when Paula Vaughn was Commission Chair, she knew Robert's Rules and that was how she handled meeting. Drabek wondered if perhaps the bigger picture is orientation or onboarding and having some documentation to give to a person when they start. It can be something that is general with the very basic stuff like the chair leads the meetings, the chair goes through the agenda items, and when there is an item on the agenda that requires a motion, they can explain how that goes, that someone introduces it, someone seconds, then a there's a discussion and a vote. That is the process that everyone needs to know but doesn't necessarily commit to any particular theory or system of rules. Padron agrees that would be fine and it's a great idea to prepare a small document, like a summary, of the main points of how they conduct the meetings and almost a walkthrough or a demonstration of what a meeting is like and agrees that would be great and they wouldn't have to bother the Council Vogel asked why they do second motions, because seconding a motion is Robert's Rules of Order so in fact they've been doing Robert's Rules of Order, but at the same time they don't follow Robert's Rules of Order because they work much more on a consensus building level of rules than they do a parliamentarian system of rules. He agrees with Drabek that they don't need to put in the bylaws, they are already following Robert's Rules of Order, but Robert's Rules of Order is all about minimizing the negative and not consensus building. The idea behind Robert's Rules of Order is to put acts in place regardless of a minority decision, or a minority opinion, it's not good for committees, it's not good for commissions. He 7 Housing and Community Development Commission April 15, 2021 Page 8 of 12 is a much bigger fan of consensus building and all they really need is either something as part of orientation or something in the bylaws that simply points to a standing order of procedures and it can be whatever the City uses as their as their de facto rules for committees. He feels going all in on something like Roberts Rules would not behoove this Commission because all it takes is one or two sticklers for the rules type of people to ruin a meeting by focusing on the rules and not actually paying attention to the discussion that's taking place. He would be much more in favor of something like putting together a very simple orientation packet based on simple rules such as how to follow the agenda, to have a motion and a second before discussion takes place, and a discussion ends when no further input is requested by any of the panelists, or at the decision of the chair, and then a simple majority vote is taken. Padron agrees and just wants them to make sure that they give something to every new Commissioner. She does think that the City is supposed to be following Robert's Rules of Order and so that is what they are following. A guide would be nice for new Commissioners. Thul noted some Commissions have Robert's Rules in their bylaws, and some don't, probably depends on how they were established originally, but she can easily include something like that in the HCDC orientation. Drabek added also some of the ideas Padron has implemented this year has already been helpful such as the City Council meeting updates and the way that every single Commissioner has gotten involved in attending a meeting. Alter stated they in agreement and talking about the sticklers for the rules, there is the statement of how to wrangle a lot of cats, well that is by having a lot of rules. People are able to actually shut down conversation because in order to even have discussion there has to be a motion. So a whole meeting could get disrupted and shut down because somebody could actually say, rule of point of order or whatever. She loves the consensus building but yes there needs to be some standardization that people need to follow. In the spirit of creating a better process for everybody, as opposed to using it to actually sort of browbeat or beat down anyone. Padron stated she can try to put a guide together and write something and send it to the Commission for review. HOUSING & COMMUNITY DEVELOPMENT INFORMATION: Thul noted the deadline to reapply for HCDC is May 11, so don't forget that if someone wants to reapply Thul updated the Commission on the Little Creations Academy project, they were able to get the SAM registration figured out and now staff is working with them on some of the logistics to get the agreement together. Kubly stated in the agenda packet staff included the Community Police Review Board Forum zoom that's going to be on May 17, it will be a discussion about the restructure of the police department towards more community policing and meeting the new police chief. Staff was notified last week that the City getting almost $1.8 million in HOME funds through the American Rescue Plan Act, they just got this notice so do not have all the rules yet but will probably be working with the partner agencies to figure out how to spend that. It's specifically for housing for homelessness prevention. The City usually gets about 500,000 annually in HOME so this is a big wave of HOME funding coming. Regarding the May meeting, staff does not have any required agenda items so was wondering if wanted to meet in May or had agenda items. 0 Housing and Community Development Commission April 15, 2021 Page 9 of 12 Alter stated they could take a look at the application, perhaps like a work session, it's an opportunity where they don't have to have a three-hour meeting because there are no other agenda items. Padron agrees it would be great for a work session to review the application process and the ranking process. Vogel noted he was reading an article the other day about the downtown and development that's happening there and questioned the 20 million in TIF funds and the 1.8 million that the developer is going to pay for the fee -in -lieu -of in order to not have to put affordable housing units in the properties. When those fees are paid, where do those funds go, are they used for affordable housing and who determines where those funds are used. Is that part of the HCDC process here, making those recommendations or is that just bypassing HCDC and some internal City staff or administration is making the determine how those funds are going to get spent. Kubly explained that Council determines that as well as the City manager's office depending on the project. Some TIF projects are a little different from the Riverfront Crossings fee -in -lieu requirements of how and where the money can be used depending on the project. Usually, the City gets direction from Council on how to use it or they hold it until there is a project that they can apply it towards Vogel asked if there is any kind of report from the City on how many fee -in -lieu funds have come into the City and how those have been put towards affordable housing. The fee -in -lieu has been going on for the last few years in Riverfront Crossings, even on projects like The Rise where they chose actually to offer affordable housing apartments but on The Rise's website there's no application for affordable housing or notice of affordable housing units for people that are at 80% ami or below. So is the City getting regular reports. The City has been approving these massive developments, which are not affordable housing units, they are aimed at students and higher income populations but as part of the agreement for approval to put up 12 stories downtown is they either have to offer homes and apartments in the buildings for affordable housing, or pay the City a fee -in -lieu that the City can turn around and use those funds to produce affordable housing. In the annual plan, City Steps, this should be listed but that money isn't mentioned in there and there's no mention of the funds that have been collected so far that are supposed to go to affordable housing. He acknowledged this isn't on the agenda so perhaps it can be brought up as a future agenda discussion item that the Commission can get a report from the City on. Where is the money, who's paying the money and how many affordable housing units that didn't do the fee -in -lieu are actually being rented to people that are 30% or 50% of ami. That number is important because even if the rules are only 80% ami, that is still like a $50,000 income which means not many affordable housing units are actually going to people who need affordable housing. Kubly noted staff does do an annual report with this information that she believes was distributed to this Commission a couple months ago. They're also doing a department wide annual report this year and that information will be in there as well. The information is not in the CAPER just because of the funding source but the department does an annual report on affordable housing and all the information is in there, how many units they created, how many chose the fee -in -lieu, how much money was received, how much money is left, etc. Vogel noted in regard to how many units are created though, that doesn't say how many units are actually rented, because there's a difference. A developer can set aside 30 units in a building and if that's not part of their rent or cash flow and they don't have a real interest in renting out 30 units out of 200 to lower income then there is no affordable housing. It's not really creating units unless landlords are actually putting people in those units. Kubly stated they're occupied, staff monitors them and look at leases, they have to rent for a certain amount of months of the year to affordable tenants per their affordable housing agreement and they annually monitor the projects to make sure they're in compliance. If they don't comply, they might have to pay a fee or get their rental permit revoked. Vogel acknowledged that but it still doesn't say where that money is spent or on what projects specifically and who's making the funding decisions on that. Kubly said that is a City Council decision and if City 0 Housing and Community Development Commission April 15, 2021 Page 10 of 12 Council wants HCDC to review where to use the fee -in -lieu funds and recommend to City Council to make a decision they will decide that. They haven't spent any of the Riverfront Crossings funds yet. Padron noted there was one time where something was straight to City Council and then HCDC found out about that they sent them a letter saying that the Commission would like that topic to come to the Commission first and so Council sent it to the Commission for review. They could always send a letter to Council saying the Commission would like to have a discussion about this funding and how to allocate the money and then send the recommendation. Council can always not follow the Commission's recommendation. Vogel asked if there been discussions internally with City staff about what the plans are for when they start putting together projects, is the idea that it is going to go through HCDC as part of that process or has the discussion been internally with City Manager and City staff that it's just going to be a completely separate path to approval. Kubly said the TIF money, which is economic development money, will not come to HCDC. Vogel is asking about the fee -in -lieu money as it specifically says that money is supposed to be put towards improving and increasing affordable housing, which is that one of the primary purposes of HCDC, to direct and make recommendations on behalf of the citizens for what those projects should be. Kubly stated she doesn't think the plan now is for that to go through HCDC, but HCDC would see reports as part of the Consolidated Plan and the Action Plan which is a regular process with HCDC. Padron would like to send a letter to Council from HCDC saying that if this fee -in -lieu is supposed to go to affordable housing the Commission would like to review how the money is spent before the City talks about it and send a recommendation to Council. Vogel would just even be happy as a start with some kind of report on how much money has been collected because they talk about affordable housing and these projects but yet the City has this pool of funds that they've been making deals for the last three years. Staff can say these places are rented, but he is seeing tons of vacancies at these places and knows they've all had issues with filling units. Drabek stated it is likely the regular priced units that are vacant, the affordable units are rented. Kubly confirmed that all the affordable units are occupied. Vogel asked for those that are rented do they know what the AMI of those tenants, are they at that 80% level or are they at the 50% level, because if they're studios, that's just one person, which has to make $45,000 a year and if he was making $45,000 a year he wouldn't consider himself in the affordable housing category. Thul will send out that report but noted again staff does spend a lot of time monitoring and auditing all the records, looking at all the leases and going through everybody's income to make sure meet the terms of the agreement and to make sure that they are providing that affordable housing. Vogel raised again the affordable housing question discussion earlier, which is, if they are looking at the 80% AMI rate for one person, for a studio, it's a pretty cheap studio but higher income so perhaps they need to request the City to bring it lower. He acknowledged there's negatives to lowering that when talking about CDBG or HOME funds, but these are City funds and a City project that's outside of those realms and is not federal money. Padron agreed this is a huge opportunity to do something different or improve it and could be serving more of the 30% and the 50% group of people. Thul noted the HOME and CDBG projects serve such as populations with disabilities who are almost always under 30% AMI and are projects that serve people with less than fair market rent but sometimes maybe that's not captured in the information that comes to the Commission, but those projects do serve that very low-income population. 10 Housing and Community Development Commission April 15, 2021 Page 11 of 12 Vogel thinks the CDBG and HOME are developments that serve very low-income population. However, the funding through tax dollars and TIF based on an 80% AMI makes him have a hard time accepting that in all situations 80% AMI for a studio apartment or even a one bedroom at any of these properties is truly serving someone who is in need of affordable housing. Kubly noted this is exactly what's happening through the Affordable Housing Steering Committee, they're reviewing the City's current policies. In the Riverfront Crossings Zoning Policy it is 60% AMI, the only one that's 80% is The Rise because that was before the zoning code change. Drabek asked if they don't have a May meeting, is there talk of when these meetings might go back to in- person. Kubly stated the City Clerk have asked staff about logistics of what they would need and how many people and space. She believes Council's going to discuss that at the meeting on the 20th about opening services but doesn't really know when they'll decide on Commission meetings or Council meetings. The Commission discussed holding a May work session meeting to go over the CDBG/HOME application form and questions. IOWA CITY COUNCIL MEETINGS UPDATES: Kealey noted first the Council had some proclamations. They had the Fair Housing Act Proclamation and Padron got the proclamation Community Development Week. There was then a Climate Action Plan update and they're going to have a meeting on 5/11 for LED lighting and resources and savings. She did want to note Council talked a long time about the annexation of the Finkbine area that the City developing with University Heights. The development is not offering any affordable housing and Sara Barron was there and spoke up two different times regarding her concern that there was not 10% or more affordable housing offered. Kealey is unsure if the development is then paying a fee to not have the affordable housing but to piggybacking on what Vogel was discussing earlier, HCDC maybe should have a voice in that. It did bother her that there's no affordable housing in that area, especially because it's close to the hospital and there's a lot of people that work at the hospital that don't make very much money and don't have the ability to pay for the housing in this area, and it would really help people that work there to be in walking distance. The development did pass zoning wise, and the annexation passed, but there were quite a few people speaking out against it. So maybe when the Commission gets together next they may want to give thoughts to writing a letter to Council stating concerns about these TIF developments that are getting Iowa City funding and are not giving an affordable housing option. Padron would support writing a letter and doesn't agree with these developments not having affordable housing and giving money as it just contributes to the problem. Kealey stated it seems like that the developers are skirting around the issue of doing affordable housing. Council voted to move the project forward so there's nothing they can do now regarding that project, but they could have a voice and at least when lend their support for affordable housing and not having developers get around the affordable housing. Padron agrees to sending a letter expressing concern, some people are going to say it may scare away the developers and nobody's going to want to invest in the City but that's likely not true. Also the tax break that developers get when they do offer affordable housing is like 10 years, such a short period and it should be much longer than that. At minimum, it should be like 20 years for stability for those renters. /_11aI6111:7umAAl s Vogel moved to adjourn. Lewis seconded the motion and a vote was taken and the motion passed 6-0. 11 Housing and Community Development Commission April 15, 2021 Page 12 of 12 Housing and Community Development Commission Name Terms Exp. 7/16 8/20 9/17 10/15 11/19 1/21 2/18 3/11 4/15 Aguilar, Peggy 6/30/22 O/E X X O/E O/E X X X O/E Alter, Megan 6/30/21 X X O/E X X X X X X Drabek, Matt 6/30/22 X X X O/E X X X X X Kealey, Lyn Dee Hook 6/30/22 X X X O/E X O/E X X X Lewis, Thersea 6/30/23 X X X X X X X X X Mohammed, Nsar 6/30/23 X X O/E X X X X X O/E Nkumu, Peter 6/30/22 O/E X O/E X X X X X O/E Padron, Maria 6/30/21 X X O/E X O/E X X X X Vogel, Kyle 6/30/23 X X X O/E X O/E X X X Attendance Record 2020-2021 Resigned from Commission Key: X = Present O = Absent O/E = Absent/Excused --- = Vacant 12 Item: 16 STAFF PRESENTATION TO FOLLOW: � r CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (3 19) 356-5000 (3 19) 356-5009 FAX www.icgov.org FY22 Annual Action Plan FY22 HUD Entitlement Allocation: � r � MO '�ti?`�, -.�®ANO CITY OF IOWA CITY FY21 FY22 Chane % Change CDBG $697,572 $721,344 $23772 3.4% HOME $511,629 $494,351 -$17,278 -3.4% Historic CDBG/HOME Funding $1,800,000 $1,600,000 $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $0 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 ■CDBG ■HOME Za ` -4 ®I CQ 1 CITY OF IOWA CITY Historic CDBG/HOME Funding* $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 ME *Adjusted for Inflation � r � -sEM CITY OF IOWA CITY 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 ■CDBG ■HOME FY22 Annual Action Plan: Funded Activities Persons) Households CDBG HOME Facilities Project Planned activities NA Award Award Assisted Economic Development Set-aside Aid to Agencies - Shelter House $ 15,000 NA 800 Public Service Activities Aid to Agencies - DVIP $ 52,000 NA 600 $ 56,000 Aid toAgencies -NCJC $ 57,000 NA 1,500 6,089 Shelter House Emergency Shelter HVAC Rehab $ 225,000 NA 850 Public Facility Activities NCJC Broadway and Pheasant Ridge Rehab $ 37,242 NA 2,012 Neighborhood and Neighborhood Improvements Set $ 75,000 NA 300 Area Benefits Aside HomeownerlRental Comprehensive rehabilitation $ 235,000 $ 90,000 22 Housing Rehabilitation Unlimited Abilities Rental Acquisition $ - $ 125,000 3 Other Housing Activities The Housing Fellowship CHDO Ops $ - $ 25,000 NA TBD $ - $ 301.000 TBD CHDO Reserve Activities TBD NA $ 77,000 TBD Economic Development Economic Development Set-aside $ 50,000 NA 2 Administration & CDBG Administration $ 148,000 NA NA Planning HOME Administration NA $ 56,000 NA Total $ 894,242 $ 674,000 6,089 t r 64 'ti?`�, -s+�®rNffi CITY OF IOWA CITY Annual Action Plan Timeline • 30 -Day Public Comment Period: 4/2/21-5/4/21 • HCDC Recommendation: April 15, 2021 • City Council Public Meeting: May 4, 2021 • Annual Action Plan due to HUD on May 15, 2021 • 2022 Fiscal Year begins July 1, 2021 www.icgov.org/actionpIan CITY OF IOWA CITY COVID-19 Additional Funding • Iowa City received a total of $1,521,160 in CDBG-CV funds for COVI D-19 response: • $636,000 in emergency housing assistance • $424,128 in business assistance • $461,032 in other public services projects Za ` -4 ®I CQ 1 CITY OF IOWA CITY • Expecting $1,789,981 in HOME -ARP funds for homeless prevention activities • Awaiting further guidance from HUD STAFF PRESENTATION CONCLUDED 14 M CITY OF IOWA CITY 410 East Washington Street Iowa City, Iowa 52240-1826 (3 19) 356-5000 (319) 356-5009 FAX www.icgov.org M Prepared by: Brianna Thul, Neighborhood Services, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5230 RESOLUTION NO. 21-122 Resolution adopting Iowa City's FY22 Annual Action Plan which is a sub -part of Iowa City's 2021-2025 Consolidated Plan (City Steps 2025) Whereas, the U.S. Department of Housing and Urban Development (HUD) requires the City of Iowa City, Iowa, to prepare and submit the FY22 Annual Action Plan as part of the City's 2021- 2025 Consolidated Plan (City Steps 2025) to plan the use of federal funds to assist lower income residents with housing, jobs, public facilities, and public services; and Whereas, the Iowa City Housing and Community Development Commission has held a series of meetings regarding the use of federal Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) funds for City of Iowa City FY22; and Whereas, the City has disseminated information, solicited public input, and held a public meeting on the FY22 Annual Action Plan; and Whereas, the FY22 Annual Action Plan contains the allocation of CDBG and HOME funds attached hereto as Appendix B; and Whereas, the Iowa City Housing and Community Development Commission has recommended that Appendix B be approved; and Whereas, adoption of the FY22 Annual Action Plan will make Iowa City eligible for federal and state funds administered by the U.S. Department of Housing and Urban Development; and Whereas, the City Council finds that the public interest will be served by the adoption of the FY22 Annual Action Plan and submission to the U.S. Department of Housing and Urban Development. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa, that: 1. The City of Iowa City FY22 Annual Action Plan, containing the allocation of CDBG and HOME funds attached hereto as Appendix B, is hereby approved and adopted. 2. The City Manager is hereby designated as the Chief Executive Officer and authorized to act on behalf of the City of Iowa City in connection with the FY22 Annual Action Plan. 3. The City Manager of Iowa City is hereby authorized and directed to submit the City of Iowa City FY22 Annual Action Plan to the U.S. Department of Housing and Urban Development, and is further authorized and directed to provide all the necessary certifications or documents required by the U.S. Department of Housing and Urban Development. 4. The City Manager is hereby authorized to execute, terminate, or amend CDBG and HOME Agreements executed in connection with the allocation of public funds with sub- Resolution No. 21-122 Page 2 recipients, Community Housing Development Organizations (CHDOs), or other legal entities. Passed and approved this 0 day of May 2021. �I l Attest: V City Clerk 0 Mayor City Attorney's Office — 04/28/2021 Resolution No. Page 3 21-122 It was moved by Salih and seconded by Thomas the Resolution be adopted, and upon roll call there were: AYES: NAYS: ABSENT: x Bergus x _ _ Mims x Salih x Taylor x Teague x Thomas x Weiner INSERT Appendix B Appendix B FY22 Persons Households / CDBG HOME Facilities Award Award Assisted Aid to Agencies - Shelter House $ 15,000 NA 800 Public Service Activities Aid to Agencies - DVIP $ 52,000 NA 600 TBD Aid to Agencies - NCJC $ 57,000 NA 1,500 77,000 Shelter House Emergency Shelter Economic Development Economic Development Set-aside $ 50,000 HVAC Rehab $ 225,000 NA 850 Public Facility Activities NCJC Broadway and Pheasant Ridge NA NA Planning HOME Administration Rehab $ 37,242 NA 2,012 Neighborhood and Neighborhood Improvements Set $ 75,000 NA 300 Area Benefits Aside Homeowner/Rental Comprehensive rehabilitation $ 235,000 $ 90,000 22 Housing Rehabilitation The Housing Fellowship CHDO Ops $ $ 25,000 NA Other Housing Activities TBD $ $ 426,000 TBD CHDO Reserve Activities TBD NA $ 77,000 TBD Economic Development Economic Development Set-aside $ 50,000 NA 2 Administration & CDBG Administration $ 148,000 NA NA Planning HOME Administration NA $ 56,000 NA Total $ 894,242 $ 674,000 6,086 Appendix B FY22 -54k I (2 Households/ Homeowner/Rental Comprehensive rehabilitat n $ 235,000 $ 90,000 22 Housing Rehabilitation Unlimited Abilities Re I Acq isition $ CDBG HOPE Facilities 1 Project anned activities The Housing Fellow ip CHDO Ops AwardAWard - Assisted 25,000 Aid%Agencies - Shelter House $ 15,000 NA 800 Public Service Activities Aidcies - DVIP $ 52,0 NA 600 NA Aidcies - NCJC $ 57, 00 NA 1,500 $ Shelter Hou a Emergency Shelter NA 2 Administration & CDBG Adpiinistration148,000 HVAC Rehab 225,000 NA 850 Public Facility Activities NCJC Broadwa nd Pheasant Ridge NA $ 56,000 NA Rehab $ 37,242 NA 2,012 Neighborhood and Neighborhood Imp ro ments Se $ 75,000 NA 300 Area Benefits Aside Homeowner/Rental Comprehensive rehabilitat n $ 235,000 $ 90,000 22 Housing Rehabilitation $ 674,000 6,089 Unlimited Abilities Re I Acq isition $ - $ 125,000 3 Other Housing Activities The Housing Fellow ip CHDO Ops $ - $ 25,000 NA TBD $ - $ 301,000 TBD CHDO Reserve Activities TBD NA $ 77,000 TBD Economic Development Economic D velopment Set-aside $ 50,000 NA 2 Administration & CDBG Adpiinistration148,000 NA NA Planning HOME ministration NA $ 56,000 NA $ 674,000 6,089 Item Number: 17. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution allocating human services Aid to Agencies funding for Fiscal Year 2022, July 1, 2021 - June 30, 2022. Prepared By: Erika Kubly, Neighborhood Services Coordinator Reviewed By: Tracy Hightshoe, Neighborhood & Development Services Director Fiscal Impact: $688,500 in FY22: $588,500 from the General Fund and $100,000 from Community Development Block Grant funds Recommendations: Staff: Approval Commission: Housing and Community Development Commission recommended July 16, 2020 and March 11, 2021. Attachments: July 16, 2020 HCDC Minutes February 18, 2021 HCDC Minutes March 11, 2020 HCDC Minutes Resolution Appendix A -Aid to Agencies Distributions Executive Summary: The City annually budgets financial aid to human service agencies serving Iowa City Residents. The Housing and Community Development Commission (HCDC) approved a request from the Agency Impact Coalition to suspend the FY22 Legacy Agency application process due to COVI D-19 and renew funding allocations to be prorated based on the FY22 budget. HCDC reviewed and formulated a funding recommendation for Emerging Agencies at their March 11, 2021 meeting. Background /Analysis: Iowa City provides funding for operating costs of local nonprofits serving low-income residents through its Aid to Agencies (A2A) program. HCDC reviews and formulates a funding recommendation for the A2A program each year. The program provides funding to both Legacy agencies, as identified in City Steps 2025, and Emerging agencies, which tend to be less established agencies or agencies that have not received regular funding in the past. Legacy agencies typically submit applications under the United Way Joint Funding process, through which Johnson County human services agencies request funding from United Way, Johnson County, and the Cities of Iowa City and Coralville on a single application. Due to the impact of COVID-19, HCDC approved a request from the Agency Impact Coalition to suspend the FY22 Legacy agency application process and renew FY21 funding allocations at prorated amounts based on the FY22 budget. This was approved at the July 16, 2020 HCDC meeting. Staff supported this recommendation as a way to reduce strain on agencies as they are navigating the pandemic. Emerging agencies submit shorter applications directly to the City of Iowa City, which were due at the end of January. Funding distributions for Legacy agencies have been updated based on the FY22 budget. While the total A2A budget was increased by 3% for FY22, agencies will see a smaller annual increase due to a higher Emerging agency allocation. Up to 5% of the total A2A budget is set-aside for Emerging agencies. If those funds are not fully allocated, the remaining dollars get added to the Legacy agency funds. In FY21, $16,738 or 2.5% of the total A2A funds were allocated to Emerging Agencies, allowing more funds to be distributed to the Legacy agencies. In FY22, HCDC has recommended $30,000 to Emerging agencies, which is a total of 4.4% of the FY22 A2A budget. HCDC held a question and answer session with Emerging agencies at their February 18, 2021 meeting and recommended funding three Emerging agencies for a total of $30,000 at their March 11, 2021 meeting. Meeting minutes are attached along with Emerging agency funding recommendations and Legacy agency funding distributions. ATTACHMENTS: Description 7-16-20 HCDC Minutes 2-18-21 HCDC Minutes 3-11-21 HCDC Minutes resolution ExhibitA- Funding Recommendations r � ,:,® CITY OF IOWA CITY ��'M 4 � T4 MEMORANDUM Date: August 21, 2020 To: Mayor and City Council From: Brianna Gabel, Community Development Planner Re: Recommendation from Housing and Community Development Commission At their July 16, 2020 meeting, the Housing and Community Development Commission made the following recommendation to the City Council: By a vote of 7-0, HCDC recommends that Padron and Drabek draft a letter to Council that recommends the creation of a local emergency fund with low entrance barriers for Iowa City residents to receive rental and utility assistance. Attached letter was included as a late handout for the July 21, 2020 Work Session. Additional action (check one) X No further action needed Board or Commission is requesting Council direction Agenda item will be prepared by staff for Council action Maria Padron Iowa City, IA 52240 City Council Iowa City, IA 52240 July 20', 2020 RE: COVID-19 Assistance Program Honorable Members of the City Council, On behalf of the Housing and Community Development Commission, we would like to recommend the following: 1. Extend and expand the COVID-19 Assistance Program to help residents with both rent and utilities. Extension and expansion are necessary to match the scope of the present crisis and its ongoing nature. 2. Continue using local funds in this program. Local funds are needed to help residents who are not eligible to receive State or Federal assistance. 3. Make the program accessible to undocumented residents by removing unnecessary restrictions and requirements. Many undocumented residents do not have a way to prove loss of income due to COVID-19 since they are not paid legally. The best way to make the program accessible is to stop asking residents for proof of COVID-19 impact in order to receive assistance. This is a health, human, economic, and social crisis that is affecting all of us. Thank you for your consideration, Maria Padron Chair Housing and Community Development Commission Matt Drabek Vice Chair Housing and Community Development Commission CC: Peggy Aguilar Megan Alter Lyn Dee Hook Kealey Theresa Lewis Nasr Mohammed Peter Nkumu Kyle Vogel MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION J U LY 16, 2020 — 6:30 PM ELECTRONIC MEETING Electronic Meeting (Pursuant to Iowa Code section 21.8) An electronic meeting is being held because a meeting in person is impossible or impractical due to concerns for the health and safety of Commission members, staff and the public presented by COVID-19. MEMBERS PRESENT: Megan Alter, Matt Drabek, Lyn Dee Hook Kealey, Theresa Lewis, Nasr Mohammed, Maria Padron, Kyle Vogel MEMBERS ABSENT: Peggy Aguilar, Peter Nkumu STAFF PRESENT: Brianna Gabel, Erika Kubly OTHERS PRESENT: Sara Barron, Heath Brewer, Kristie Doser, Missie Forbes, Cady Gerlach, Lindsay Glynn, Roger Goedken, Ally Hanten, Michelle Heinz, Sofia Mehaffey, Adam Robinson, Barbara Vinograde RECOMMENDATIONS TO CITY COUNCIL: By a vote of 7-0, HCDC recommends that Padron and Drabek draft a letter to Council that recommends the creation of a local emergency fund with low entrance barriers for Iowa City residents to receive rental and utility assistance. CALL MEETING TO ORDER: Padron called the meeting to order at 6:30 PM. CONSIDERATION OF MEETING MINUTES: JUNE 18,2020: Alter moved to approve the minutes of June 18, 2020. Drabek seconded and a vote was taken and the motion passed 7-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: None. Housing and Community Development Commission July 16, 2020 Page 2 of 14 WELCOME NEW MEMBERS: Padron welcomed the new members, Theresa Lewis, Nasr Mohammed, and Kyle Vogel. Lewis stated she has lived in Iowa City since 2006 and is the region president at Four Oaks. She oversees all the programs and services in Linn and Johnson County and that includes the Affordable Housing Network. Mohammed stated he has Iowa City since 2013 and is originally from Sudan. He immigrated to United States in 2011. His family is three kids and a lovely wife and works in Cedar Rapids at a small firm called Syncback where they do software development for live TV. Vogel came to Iowa City in 2000 and lived here for eight years, he moved back down to southwest Missouri and came back five years ago. He's been with Keystone Property Management for 20 years and bought the company about four and a half years ago. He also sits on The Greater Iowa City Apartment Association Board. OFFICER NOMINATIONS Kubly briefly talked about the responsibilities of the Chair and Vice Chair are for the Commission. The Chair runs the meeting and if the Chair is absent the Vice Chair would do that. The Chair would also be responsible if the Commission wanted a representative from the group to go to Council or write something for Council. Kealey nominated Padron for chair. Lewis seconded the motion, a vote was taken and approved 7-0. Padron nominated Drabek for vice chair, Alter seconded the motion and a vote was taken and approved 7-0. UPDATE ON COVID-19 FUNDING AVAILABILITY: Kubly give an update on the City's CDBG COVID-19 funding. Earlier this month they received approval of the Action Plan Amendment for these funds from HUD and so now they do have their funds locally. As a reminder, the City received $410,422 to prevent, prepare for, and respond to the coronavirus pandemic. The City has allocated $246,000 of that (60%) to Community Crisis Services and Food Bank to administer a Housing Assistance Program. Kubly noted per CDBG guidelines they can provide up to three months of assistance for rent or mortgage and utility costs, and the maximum amount per household is $3,200 for those three months. Applicants must be ineligible for the State's eviction and foreclosure prevention programs. So everyone's first needs to see if they're eligible for the State's program and then if not, they can apply locally for the CDBG money. Iowa City residents are eligible only and must be under 80% of the area median income, that's a CDBG regulation. Applicants must also be able to document a loss of income due to COVID-19. The timeline right now is they're working with Community Crisis Services to finalize the agreement and application process and thinks that next week the program should go live. Kubly stated the rest of the funds, which is about $164,000 will be administered through an application process where agencies who are impacted by COVID-19, and who serve low income households, can apply to the City for those funds. She is just about finished with those program guidelines and working on getting the application set up online and should be available next week as well. Agencies will have about two weeks to submit their application and then staff will review those the following week and hoping that it will be pretty quick to get the funds out into the community. In the meantime, Shelter House did receive local general funds to do a housing assistance program and that is ongoing right now. Housing and Community Development Commission July 16, 2020 Page 3 of 14 Alter asked with the application for agencies, which agencies are eligible and who do they serve. Kubly replied it is for agencies who are serving low income residents, similar to the public services application process, and Aid to Agencies. Similar to what is typical with CDBG funds, they can only use 15% for public services, but there's a waiver on that with this funding and agencies could apply for operational expenses where they normally couldn't apply for a competitive round for that kind of funding. Vogel asked if the 60% is going to be direct aid for households and who will be administrating that. Kubly said those funds are going to be administered through Community Crisis Services. She reiterated people should still apply to the to the Iowa Finance Authority's funding first because they have to be ineligible for that to qualify for local funds. FY22 LEGACY AID TO AGENCIES APPLICATION PROCESS: Kubly stated it is time to start preparing for the FY22 Legacy Aid to Agencies process, this would be funding for agencies starting in July 2021. She began by going through recent changes to the process and where they're at right now. The agencies identified as Legacy Agencies in City Steps 2025 are eligible to apply. The applications go through the United Way joint funding process in coordination with Johnson County, Coralville and United Way. Typically, the applications are available in August and they're due mid-September. Ahead of this application process HCDC reviews and approves the application and scoring criteria that they'll use for the City's funding allocation which takes place throughout winter and into the spring. Kubly noted the Commission's packet the application and the scoring criteria were included. Kubly noted last year staff made some changes to the scoring criteria in an attempt to be more objective. They also scored the application using HCDC's approved scoring criteria and made funding recommendations based on those scores. However, last year, the Commission didn't use the scoring for the FY21 funds, and this was in part due to the budget being near to fully funding all the agencies. However, there was some frustration from agencies and staff about the amount of time that was spent on the applications and scoring for it to be dismissed in the end. Therefore, as they were planning for this meeting, she and Gabel reached out to the Agency Impact Coalition for input on this year's application process and scoring criteria. They had a good discussion with Crissy Canganeli from Shelter House and the outcome of that was a recommendation to suspend the FY22 application process and maintain the FY21 funding levels for another year for these agencies. Kubly sent a late handout to HCDC which was that letter from the Agency Impact Coalition. Kubly stated staff supports this recommendation as it makes a lot of sense to provide some relief of the administrative burden and time commitment of this application process, especially as agencies are attempting to navigate the pandemic. Kubly did acknowledge a couple things that re noteworthy. One is that they don't know the City budget for FY22. They'll probably have a good idea in January, but the budget doesn't get approved till March, so they won't have that amount for several months. The Coalition acknowledges that they understand that the allocation may go up or down a percentage based on the City's budget. The other thing Kubly wanted to mention is that FY22 is the first year where they plan to do a two-year allocation for agencies so essentially this allocation is going to carry on for two years unless they change that process, which, at this point, she wouldn't see a reason to, but they could always review next year. Kubly noted many of the legacy agencies are present at tonight's meeting and are able to participate in this discussion. Vogel asked if the agencies, when they apply for this legacy aid, are they required to show where the money is being spent at the time of application. Kubly replied yes. Vogel asked how do they know where that money is going to be spent for the next two years. Kubly stated this funding is meant to be for operational expenses which is flexible funding and they don't specifically track how they use the money, but they do track who they're serving and they're required to report metrics on the services that they provide such as how many are low income, the demographics, number of people, and things like that. Vogel asked if they require a minimum per household served or a minimum amount of funds per individual served. He is just cautious to allocate the same amount of money at any group, no matter how Housing and Community Development Commission July 16, 2020 Page 4 of 14 much good they're doing the community, without knowing exactly what they are using the funds for. He would want to make sure the monies are being used in the most efficient way possible. Padron noted that last year when they came up to the amount that they allocated they did research on the last 10 years of how the agencies have been spending the money and how many people they were serving and what were the needs of the community. It was noted the need keeps going up, they are not going to need less money in the future because if they follow the trend it's going up. Lewis stated she would be supportive of providing them the same amount of money just like businesses, nonprofits are being hit really hard with COVID and any relief they can give from them to know that they have some reliable income coming in to cover the costs, either in lost revenue or additional cost to deal with COVID she would be supportive of that. Drabek noted also to provide perhaps a small bit of historical context, one of the ways that they've thought about these agencies and frame them in the past is that basically they provide a lot of social services that the City itself either does not or cannot provide. So during this current period, he assumes that the spirit of the request here is that the need for these services is going to go up and the amount of money in fact is not so not having to do the application would be the City sending a message of while they cannot give more money, perhaps there's some other form of relief they might be able to give. Padron agreed and stated these agencies are struggling to pay salaries and to keep their staff and right now if the City asks them for an application that is so many pages, they will have to pull a full time staff member, or the only half time staff member that they have and dedicate that person to write the application, write a grant proposal and that's a lot of work. Vogel asked if it possible for the new members to get a copy of the report on how these monies were spent and the cost involved. Kubly will share the report that they provided to Council. Kubly also explained for the new members that the very definition of a legacy agency is that they have to show accountability, success towards their target goals, and the Commission will check in with them during each year that they've provided monies to see what their operation is like and they only get to become a legacy agency after they have been able to show sustainability with the funding and responsible use of the funding over a period of time. The other type of funding is for emerging agencies which are newer agencies and the pool of money is smaller but it allows people to try and get up onto their feet, as opposed to agencies that have been more established. Adam Robinson (executive director at the Rape Victim Advocacy Program or RVAP) and his pronouns are he, him and his and tonight he is here representing the Agency Impact Coalition. He acknowledged Vogel's question as a really important one, and certainly one that they take with great sincerity and are blessed about many things being here in Iowa City. One of them is that they've got a great many social service agencies that have been around for decades, RVAP has been around for 47 years and many others are longer than that, some not quite but anyone that's part of this Coalition has demonstrated over many years the ability to sustain services and the necessary services to keep the community, especially those most vulnerable and most at risk, with helping hands around them. He and some of the other folks from the Coalition that are here in attendance as well would be happy to certainly answer any specific questions. They understand the request is a unique one and they also understand that in this time facing a global pandemic they've seen firsthand in their organizations for the last several months that those that are already the most vulnerable, needing help with food insecurity and housing insecurity, experiencing sexual assault, domestic violence, human trafficking, need for medical assistance, etc. are, and they're already in need of those services and being in the global pandemic with services being restricted, people are losing positions and jobs and finances are being stretched all the way around and the need for the services are increased. Robinson says this not just as the RVAP representative, but on behalf of everybody in the Coalition. He acknowledges this would be certainly an act of faith, but they think, a justified one. Vogel had a question on the $658,262 to Legacy for Agencies and what is that as a percentage of the total funds. In talking about emerging agencies they have seen in the last year agencies that have had to 4 Housing and Community Development Commission July 16, 2020 Page 5 of 14 come to City Council in the middle of the year to try to get funds and they weren't in that application process, there are constantly new agencies and new groups coming forward trying to do good in the community. What is the percentage of funds that go to legacy and emerging agencies and if there are others maybe not currently on the list of emerging agencies, but would want to come forward to the City and ask for funds Kubly noted it's 5% of the total budget that could be allocated to emerging agencies, and the rest would be legacy. She stated some of the other funding requests that have come to Council or to the City, were funded outside of Aid to Agencies with other funding pools. This is just one grant process that they're working on, they also have social justice and racial equity grants, climate action grants, and the affordable housing fund. This is just one pool of funding. Drabek asked if all of the agencies were to fill out all of the application material this year, would they expect to see largely similar information to past years or do they expect to see a lot of changes to the information since the last time it was filled it out. Robinson acknowledged that was a good question. Anecdotally, he would expect it to be similar to last year but he could go down a rabbit hole about all of the nuances that the pandemic is creating and for folks who are experiencing violence in the home, they're not reaching out directly, because it's not safe for them to do that. Therefore some of those metrics would be decreased, not to say that the violence isn't happening, it's just that they might not find out about it and have reportable metrics like in the past, so there's nuances like that. He would invite others from the Coalition that may have other thoughts to add to that too. Vogel is curious with schools not happening, should they expect a greater need from some other programs during this period of time (such as free lunch programs) that they may not see on an ongoing basis when they are in a non -plague normalcy type state. His only other question is if they set funds at this set amount for the next two years what the City's flexibility in addressing increase needs where they are seeing an increase in demand. He stated they are seeing an increased need for free lunch, they're going to see that, especially if they have to include the free breakfast program not being able to be administered as usual during the upcoming school year. Alter stated that in the past two years they've gone to City Council as a Commission to say that the funding needs to be greater than what was allotted so that's one instance of flexibility. Council has other pools of money and that's one way in which the Commission has tried to be flexible and address the needs of the agencies that go through the process. Padron stated they do have a list of priorities that are set by the City so when they allocate the money, and when they rate the agencies, they follow those priorities. Housing, and food services are always on the top as well as child childcare. Kubly added they follow a five-year plan, but they also do a review of City Steps annually so if there were changing priorities in the community, they could address that during the that review with a substantial amendment to the Plan. She said they did do an amendment to get the CDBG COVID-19 funds added as a priority which was to respond to the pandemic and agencies that fit into that category should apply for the COVID CDBG dollars in the upcoming funding round. Heath Brewer (Iowa Valley Habitat) prefaced his comments noting that Iowa Valley Habitat is a part of the Agency Impact Coalition, but he is not an official representative as he responds to Commissioner Vogel's concerns about immediate needs as organizations in town. They've doing this for several months now and they're all aware of where they're at and what they require. The Agency Impact Coalition is all in support of one another and they support this decision to spread these funds as they would have in in the previous two years, or at least last year. They understand what their needs are, and they understand that they might be greater in certain areas immediately. Then in the long run, there might be some needs that need addressed in different ways. But he thinks what speaks strongly is that they all came together and they all support this idea that this is the best way to move forward as agencies representing the community. He just wanted to make that clear that this is a strong message for the community and for all the nonprofit's that are represented in the Agency Impact Coalition that have been doing it for so many Housing and Community Development Commission July 16, 2020 Page 6 of 14 years. It came with little to no contention to support this decision and to support this memo that they sent out to the HCDC. He just wanted to make it very clear that it speaks very, very strongly about their group in the community and the group of nonprofits have been working together doing this work for the last several decades. Padron acknowldeged the main point is all the agencies were able to organize this coalition and they came together to this agreement and they were able to show how much money they need. Sofia Mehaffev (Meals on Wheels) wanted to echo Brewer's comment and she doesn't speak for the entire Coalition, but she did want to mention they have seen increased need. Certainly there are agencies like, Domestic Violence Service Programs that may be seeing lower call-ins right now but it's also important to bear in mind that at this point in time, they're facing a scenario in which they're not able to hold fundraisers, they're not able to do the things that they typically do in order to maintain sustainable programs and they're not entirely sure how soon anyone is going to feel okay coming together in a big group of people to raise money again. They are all looking at new ways, innovative ways, of holding fundraisers, so that they can continue raising money for their programs but these new virtual fundraisers are not likely to raise the same amount of money that they typically would raise in a normal year in addition to the fact that a lot of people have lost their jobs and no longer have the ability to give in the same way. So requesting an equal amount will really help them to at least be able to plan on one source of income for the next couple of years. Kealey thanked Robinson, Brewer and Mehaffey for coming forward and to all of the agencies that came together and wrote this letter. She appreciates their creativity in bringing this to the Commission and she supports doing this. Ally Hanten (United Action for Youth) is currently serving as Acting Director and thinks one way to look at this is it's a pretty common practice in the grant world for a renewal and so what this is just a renewal and what a renewal often indicates is that services will remain at the level that they were written in in their original application unless otherwise indicated. So instead of a one-year grant, they're asking for a two to three year right of renewal opportunity and it's a super common practice in the grant world. Vogel asked if there were other legacy agencies that the City has supported in the past couple years that didn't apply for FY21 that may be expected to apply this year because there are some organizations that only apply every couple years but they're still part of that legacy. Does the agencies in the Coalition represent all the agencies. Kubly stated the group that became legacy agencies were ones in recent years that had applied. Staff probably looked through the past 15 years and most of them had applied throughout that timeframe. There's one legacy agency that hasn't applied but they get their operational funding through the Affordable Housing funds in an effort to give more agency funds for the rest of the group. She noted it didn't appear Ellen McCabe from the Housing Trust Fund was on here at the meeting tonight but she doesn't anticipate they were going to apply this year because they will still get that Affordable Housing funding. Kubly noted if another agency wanted to become a legacy, they'd have to go through a substantial amendment process with the Consolidated Plan. Parron reiterated to understand correctly if the Commission votes to approve the no application process, the agencies won't have to submit an application this year, which would have been the deadline in September. Nor will they have to submit another application next year. Kubly confirmed. Vogel stated then the agencies would be locked in for FY22 and FY23, and what the recommendation made is the 95% that currently goes to legacy aid will be prorated by percentage of what they're currently getting as a percentage of that pot. Kubly confirmed that was correct. Vogel moved to accept recommendation to suspend the Legacy Aid to Agencies application process for FY22 and renew funding with the understanding that allocations may be prorated based on the City's FY22 budget allocation. 0 Housing and Community Development Commission July 16, 2020 Page 7 of 14 Alter seconded the motion, a vote was taken and the motion carried 7-0. Alter also discussed working towards transparency and clarity on both the Commissioners part and for the agencies, she is hoping this is something to put on a future agenda item as now that they actually have some time, and don't have to worry about ranking the applications. She really like to revisit this because there are some things they can continue to do and to have continued conversations with Agency Impact Coalition and the legacy agencies about how to maintain the structure of the application because she think the bones are there but there are some things that they can do to help make it more transparent and actually provide a little bit more consistency. So she is asking to put this on as an agenda item at a future date and work through some of the points of the application so that there can be a sense of clarity and consistency about ways that they might be able to use this in a more fair and clear way. Padron agrees and noted they have to review applications because some of the agencies do not have a way to provide demographics for their clients and therefore get a lower ranking because they are have no information. Kealey would like to have an agenda item and have the agencies come forward and for the Commission to review how they assess that but also what can what can they do as a Commission over the next couple of years. Kubly will find time through the winter or later this fall to add this topic to an agenda. DISCUSSION ON AID TO AGENCY VISITS: Padron stated the next topic is for the HCDC to discuss how to proceed with agency visits in consideration of the COVID-19. Lewis asked for a little bit of background about what those visits have been in the past what they've included, or how often they occur. Padron noted this was the first time that they were going to do it, what they had done was assign about three agencies per Commissioner and they were going to start doing visits. Drabek recalled John McKinstry may have been the only person who did a visit this year and of course he's no longer on the Commission. Kubly noted they kind of got it all started and then they got into the thick of the allocation process and the Commissioners felt uncomfortable doing the visits at the same time as the allocations were being discussed, and COVID hit. So that's why they wanted to add this to the agenda tonight to see if there's a good way to revisit this in a socially distant way right now and to reassign the new Commission members with agencies of the previous Commission members. Padron stated she doesn't have a problem visiting the agencies but doesn't know if they are open and receiving people. Drabek stated he doesn't know exactly how they want to do it, but it might be a matter of taking whoever they're assigned and contacting them individually because it may vary quite a bit by both Commission member and by agency in terms of what sort of visit makes sense. Some may be done with a social distance visit and others maybe a virtual visit. Padron noted the point of these visits were since the applications cannot always capture all the information that the agency is trying to communicate, the idea was through visiting them, they will be able to show us more and try to explain more of the work that they were doing. So then those Commissioners 7 Housing and Community Development Commission July 16, 2020 Page 8 of 14 that are visiting those agencies and come back to the whole Commission and communicate what they had seen. Drabek stated also McKinstry on his visit wrote a brief report and they could always forward that report along to newer commission members as well. Kubly will send the list again showing who's responsible for each agency, and then the Commissioners can contact those agencies and set up a plan to visit them either virtually or in person. The Commission agreed. FOLLOW UP DISCUSSION ON JUNE RECOMMENDATIONS TO CITY COUNCIL: Padron noted HCDC will discuss any follow up from the two recommendations made to City Council in June on the subjects of utility bills and racial justice. Kubly stated it was her understanding was that this was requested at the last meeting and the Commissioners wanted to have a follow up discussion. Fixmer-Oraiz was leading the charge on that and Eastham onto Council and that was done. Alter stated they also wanted to provide a recommendation that Council accept the Affordable Housing Coalition's request for forgiveness of utility bills and she did not know what happened with that. Padron said the recommendation was sent to the Council but doesn't know if Council approved that. Kubly stated she didn't believe it was approved by Council. Vogel noted there was also a discussion in the minutes from Barron about more direct relief for utility and rent and that kind of stuff outside of the federal government and state government funds that have more extensive requirements. He asked was there more discussion with using any of the emergency housing funds from the budget to set up an actual Iowa City based program for Iowa City based residents who are in need paying utilities, whether it is $100 to pay a MidAmerican bill or another utility bill since this seems like an emergent situation. Kubly stated the City did provide funds to Shelter House to administer emergency housing assistance as a bridge to the timing where they had to wait to get the federal funds. So people right now can go apply to Shelter House and they can receive local funds for that purpose. Vogel asked if that information went out in the utility bills or in what way did that information go out to residents. Kubly was not sure knows the City did press releases. She added the Community Crisis Services does utility assistance regularly so people can still go to the regular sources to get assistance. Vogel noted however that assistance is just water sewer, stormwater, trash, it's not gas or electric and there is especially an need for electric assistance during the summer when electric bills are sky high from AC. He asked if the funds the City gave Shelter House to handle include utility bill assistance or is it just rent assistance. Cady Gerlach (Shelter House) stated of the $50,000 they have available for the utility, rent and mortgage assistance a lot of it's been spent directly to MidAmerican and to landlords and the outreach they did to get that information out to people was through social media. They also alerted all the school resources, school and family advocate officials, they sent out a letter through the Chamber's newsletter, and the Project Better Together notifying people about assistance. Now their case managers have spent about 35 hours total at the Center for Worker Justice as well doing direct outreach with their help and translation to make sure that they're getting the resources to people that need them. Gerlach noted this $50,000 was available for people that might not meet the requirements of CDBG or other federal funds and so by going directly to different sites, they've been able to really help people access those funds. The biggest challenge they've had is actually getting people that they've been able to help apply for those Iowa N Housing and Community Development Commission July 16, 2020 Page 9 of 14 Finance Authority (IFA) funds as they're actually trying to utilize the State funds first and get people through those systems for rent and mortgage assistance first. That has created a bit of a log jam on some of those, but people have been getting their rent paid by IFA, so they've been able to save quite a bit of the City money that way. Alter noted one of the things that Sara Barron commented on at the last meeting was the balancing act of where to take money from and with the fact that they have a million dollars set up for affordable housing is, on the one hand, a layaway for an emergency, but additionally that the reserves that the City water pool has could actually sustain and absorb the need as a fairly new revenue stream for making affordable housing in a more permanent way, while still recognizing if not now when. Vogel noted since Gerlach was mentioning the fact that that the $50,000 is almost gone, and they're absolutely talking about residents who are going to continue to need this assistance for the next 30, 60, or 90 days, is this a recommendation that the Commission would like to make to Council to make additional funds for the Shelter House to continue the program. If they are in agreement to re -fund that $50,000 with an additional $50,000 for the next 30 or 60 day period, how would they go about that, or how would the City go about replenishing those funds and where would they take those budgetary amounts from to continue that assistance program moving forward. Kubly noted currently the plan is to continue that program with the CDBG money that will be administered through Community Crisis Services and that will start next week. So they do have a plan in place for the next step and as Gerlach mentioned they're still recommending people go to the State and see if they qualify first before they use local funds. As far as recommendations to Council, the Commission can certainly make recommendations about using some local dollars to continue a program, budget decisions are made by Council and not by this Commission so the Commission wouldn't have to decide where the money comes from, but could make a recommendation for a specific purpose. Vogel understands that but his question is what would be the process of the Commission making that recommendation or would that recommendation need to come from staff or would that recommendation need to come from a finance committee. He just knows the adopted budget for FY21 included 5% will be reserved for emergency situations and if they don't use that money, that money just rolls over into the Opportunity Fund, and no longer stays in affordable housing. If there are funds that they should be using for this kind of emergent situation and emergent need for citizens to stay in their housing he feels like now would be the time for that recommendation to be made to City Council, but if as Kubly mentioned and Council already has a plan to continue the program that may not be necessary. Padron agreed and honestly thinks this will not just be an issue for 90 days more but probably more likely a year or two more. Therefore they will probably have to make a recommendation of using those funds at some point. Sara Barron (Johnson County Affordable Housing Coalition) stated she is waiting for final approval from the Board but they have finished their housing needs and solutions report about COVID-19 housing and the recommendations that they're going to offer are based on feedback that they got from residents and from nonprofits about the needs that they have right now and what needs they're foreseeing in the future. The gist of the data that they collected shows that there are some people who are already behind in their rent who are struggling but both people who are currently up to date on their housing and people who are already behind a vast majority of them used the one time stimulus money to pay their housing costs. In other words, they relied on a very one time or short-term intervention in order to stay afloat. Now as they are seeing those interventions fall by the wayside one by one and the moratorium on evictions and foreclosures has ended and they're about to have the last round of paychecks coming through for unemployment that had the $600 stimulus amount so they already have a lot of households behind and of the households who have been making it through on those one time or short term payments, those are no longer available. Barron noted currently the City of Iowa City program requires that someone be in arrears and be behind on their rent or mortgage in order to be eligible for the assistance and certainly that is one way to 0 Housing and Community Development Commission July 16, 2020 Page 10 of 14 demonstrate need, but on the other hand, it also puts people in this kind of continuous cycle of falling behind, scraping to get caught up, and then falling behind again, and what most of the National Housing organizations recommend, and what their report recommends, is that they look for some more medium term rental assistance program that would be similar to a section VIII voucher. So for a period of time, could be three months, four months, six months, a household pays what they can afford based on their income and the subsidy pays the rest of their rent. The reasons for doing that are numerous but the biggest one is that it gives people a little bit longer runway to get back on their feet and helps them plan their monthly finances better and it helps them meet their basic needs without falling into crisis month after month. Right now, they understand that there are good reasons why the City programs aren't set up for that but if they're looking at extending additional funding, they strongly recommend looking at something that's a little more medium term that gives people the opportunity to stabilize. Another finding from their survey is that a lot of people are going into debt, they're borrowing money from family and friends, they're charging their rent to their credit cards and obviously those are also short term fixes that are going to cause ballooning problems down the road. Barron believes that report will be out on Monday, just barely in time for the Council meeting on Tuesday, but she is really hoping that elected officials and other policy makers and people who make funding decisions will really strongly consider the feedback that they got from residents and nonprofits because as Padron said this isn't a problem that's likely to go away sometime soon. Barron also added, to be honest Johnson County is behind as other municipalities all across the country have already figured this out. They started in April, putting these programs in place, funding them with reserve funding, fee in lieu dollars, emergency funds, all different kinds of sources to keep people stability housed and the most successful programs are those that are offering this more medium term rental assistance. Drabek noted going back to the letter from Fixmer-Oraiz and Eastham it also addressed the list of demands from the Iowa Freedom Riders. He wanted to check in and see if anything major had changed and if they needed to take any major new steps. He doesn't know of any obvious change in situation that would really demand that they do anything in particular other than if they wanted to just address the demands of the letter that have not been met. Padron noted Council did have a few meetings about this topic but her main concern was, to be honest, the use of chemical weapons against the protesters, because it was like a peaceful protest and there was no need to throw tear gas. Kubly noted the City does have a dedicated webpage related to the demands and the resolution that Council passed and there's a status update which is updated regularly. Padron noted they can check that and talk again in the next meeting, and see if they see that the Council has made any progress or not and if they feel like they haven't done much progress, they can send another letter. Kealy asked if Barron could address what she said at the last meeting about the water utilities, HCDC was trying to paraphrase what she said and then it sounds like the Council voted that down the recommendation on tapping into some of the water utilities monies. Padron stated after the last HCDC meeting they sent a recommendation to Council that they subsidize the utility bills. Barron is not certain that Council has seen that recommendation yet. She does know that the City is ready to act on providing relief and they're looking for ways to do that. They've had a couple of requests for COVID related relief, one is from the Center for Worker Justice asking for some money for their From My Home to Yours program. The other is from Project Better Together asking for support of their gift card program. They really haven't considered any other more sweeping proposals except for the utility conversation which they have very early on in the crisis and at that point they didn't feel prepared to choose a direction because they weren't sure what other requests they would receive. So if HCDC has a 10 Housing and Community Development Commission July 16, 2020 Page 11 of 14 recommendation about what they would like to see the City invest in, housing or any other type of COVID relief, she thinks they're prepared to consider options. Barron added one more thing talking about Iowa Freedom Riders, the Coalition is having a meeting with Iowa Freedom Riders and representatives from Black Voices Project tomorrow to talk about housing and racial justice and specifically address the demand related to affordable housing. It's not really a public meeting but if someone from HCDC wanted to sit in on that meeting she can share the link with them. Alter was planning on attending that meeting. Barron doesn't know what the content of that meeting will be exactly other than to just really zero in on the racial justice pieces of housing, which is also interconnected. It will be an initial discussion to talk about what it looks like to realize that demand in policy and funding ways. Kubly noted they can have up to four HCDC members without it being an open meeting. Padron said last month they moved to recommend City Council support local efforts to provide utility assistance for households in need. Perhaps now they need to send a more specific recommendation. Kubly and Gabel noted they had not seen on any of the Council discussions, work sessions or meetings, an agenda item to discuss that motion. Vogel noted part of the goal of this Commission is to make recommendations to Council about what Housing and Community Development should do in Iowa City and that the City should take steps to put into place a program that will relieve utility bills for homeowners, tenants, and residents of Iowa City in need who have been affected by COVID. Whether that be job loss or having to stay at home or just taking less hours to be with kids at home, whatever that reasons are and that should be the recommendation. He noted as Barron said the City of Dubuque has had a city run rental assistant utility Assistance Program for two months. Our Council has said time and time again that they want to be on the front end of positive change for the citizens of Iowa City and part of that is making sure that the people that are already behind and are already at risk and are just putting themselves at more risk. The City should do whatever it takes and use the pools of money they have. The City may use $150,000 from the Affordable Housing Fund to buy an old house and renovate it and sell it to a family at a loss. With that same $150,000 right now can be a really positive impact for 200 -300 families in this town. He feels like if there's funds available within the City to use the HCDC recommendation should be for the City to take a serious look at those funds and determine how they can be used now to assist residents. Alter agreed and stated she was mulling through all this and thinks it would be better to send up another recommendation before next meeting and it will show they feel there is a really a sense of urgency on this. Padron recalled it was mentioned last time that the City was receiving funds and those funds were already going to go to a system assistance for utility bills. Kubly acknowledged they were talking about the CDBG funds that would go to the programs that Community Crisis Services and the Shelter House offers and starting next week a person can apply for a utility bill relief through that. Gerlach noted as an agency they see this increased need and they are finding these requests for utility and rental assistance many of them are not even necessarily COVID related, what they're seeing is just actually an amplification of the need that already existed. It has been really difficult even for people to necessarily prove the loss of income due to COVID-19 because a lot of them were in these positions before COVID started and so having those requirements are also a challenge. She added they are seeing nationally and they're receiving federal funds through the emergency solutions grant, and the CDBG funds that Community will have, the key that they're seeing is that these funds should be for rental assistance in particular, but potentially utility as well and to run it through coordinated entry would be so important to make sure that they're not piecemealing the approach to rental and utility assistance, and that it's being prioritized by need and that that people are being connected with supportive services on the side as well, that will help kind of move beyond the next stage. Gerlach reiterated this isn't one of these 11 Housing and Community Development Commission July 16, 2020 Page 12 of 14 piecemeal approaches to maybe a short stimulus. It's actually a longer relationship that can be built with these agencies and coordinated entry is open to so many nonprofits in town and they're based on regions within the bounds of State and continuum of care. For example, their coordinated entry region includes HACAP, DVIP, Shelter House, Community Crisis, Inside Out Reentry and many other nonprofits participating. So everyone brings their clients to the table and then you piecemeal there at the table and make sure that everybody's getting the assistance they need rather than kind of someone going around to town and not knowing which door to knock on, it's just one door. Kealey asked if people have a to prove that there's a COVID related issue for them to get some of the funding. Gerlach answered that many of the Cares Act dollars that have come through they have to prove it is a COVID-19 related loss of income, and it's a challenge for people to prove but they'll take somebody writing on a piece of paper or if they're paid under the table, they'll make a call, they're not requiring paystubs necessarily. It's just many people were struggling before COVID-19 and now they're seeing even more amplification of that need. She stated there are the people that needed assistance already, plus an increased need from maybe different AMI levels that wouldn't necessarily need the assistance to begin with. Kealey stated it sounds like the Cares Act must tie in with the COVID but is there a possibility where they don't have to prove it is COVID related., is there some way the City could offer some assistance or recommendation on that. Gerlach agreed they could talk about that with future programming and like Barron had said it could be a kind of voucher type program. They wouldn't necessarily object to seeing the COVID taken off as a requirement, especially with the City program, that can be a little bit more flexible. She doesn't know if the CDBG COVID funds require the need is COVID related. Gerlach said they have been trying to get those answers from HUD and it's been a challenge. Vogel would recommend to City Council to not just count on these outside grants and outside funds to make this assistance possible, but to use the funds the City has locally to address a quick emergent need and if they can make it a two or three month period program at a local level and if that's working through coordinated effort or working through Shelter House that's great. Vogel also noted he is a big fan of having that single location. He stated currently when a tenant comes to him the current answer right now is to hand them that big spreadsheet from the Johnson County Social Services, it's like three pages and there's seven organizations that help with rent assistance and nine organizations that help with deposits so to have some kind of coordinated thing where they're just going to one person or one organization, whether it's internal City, or whether it's a program in place with Shelter House it would be great. It would also be good to not have to do seven hours of background checks when obviously a person's walking in with a bank account at zero and a $200 MidAmerican bill. They don't need four months of paycheck stubs to realize they have zero dollars in their account and their power is getting turned off the next day. Barron put in the zoom chat that one of their recommendations is increased capacity and access to coordinated entry and that would be amazing to have that sort of funding to be able to help the agencies that participate and help the people that need the services. Kealey is looking forward to seeing Barron's report and thinks that to streamline anything that they can will help these people with the application for their funding. Get the funding to the people that they can and if there are other programs that are not getting HUD funding she would like to help those groups. Kubly noted there is the question of who is going administer these funds and lists, when one talks about TBRA and Housing Choice Voucher programs those are extremely complex and very heavy on the administrative requirements. They only have 10 or 12 staff in Housing Authority to the administer those programs, and it's really challenging. It's not just something they can allocate money to, they need to allocate money and allocate staff, it's not an easy thing to do. She is not sure where the recommendation is headed, but if they're specifically requesting a locally funded emergency fund for rental assistance and utility assistance with low barriers there are questions. Kealey noted they certainly want to be mindful of that but with the recommendation they don't have a suggestion of how this is administered, but certainly they would hope that this is to be streamlined on the 12 Housing and Community Development Commission July 16, 2020 Page 13 of 14 back end as well, so that this isn't something that becomes a thing where everyone's time is stretched and taxed in this crisis. Vogel moved to request Padron and Drabek draft a letter to Council that recommends the creation of a local emergency fund with low entrance barriers for Iowa City residents to receive rental and utility assistance. Lewis seconded the motion and a vote was taken and the motion passed 7-0. HOUSING & COMMUNITY DEVELOPMENT INFORMATION: Kubly noted the next meeting will be on August 20. The agenda will be reviewing the Fair Housing Study that was approved last year and reviewing where they're at with the recommendations. Additionally, the Commission will look at the small business assistance program and how it can be a CDBG program. They're trying to figure out how they can better meet needs of the community through that program and outreach. She will bring the current program to the Commission for review and then possibly more discussions with the Agency Impact Coalition. Gabel states the only other thing she would add is that she is working on a tentative monitoring schedule so they know when to invite which groups to report on projects. Schedule will be ready to review at August meeting. Padron wanted to mention is that she used to have lunch with Fixmer-Oraiz every month and then they used to have lunch with Kirk Lehmann and as the three of them every two or three months to talk about the Commission and she has been sending some emails out because she would love to meet either for coffee or do a coffee over zoom individually just to talk about what would you like the Commission to work on this year and what are your interests and now that there are so many new members she would like to talk with each one of to see what work that they want to do in the next few years or in this year. ADJOURNMENT: Vogel moved to adjourn. Lewis seconded the motion and a vote was taken and the motion passed 7-0. 13 Housing and Community Development Commission July 16, 2020 Page 14 of 14 Housing and Community Development Commission Attendance Record 2020-2021 Name Terms Exp. 7/16 Aguilar, Peggy 6/30/22 O/E Alter, Megan 6/30/21 X Drabek, Matt 6/30/22 X Kealey, Lyn Dee Hook 6/30/22 X Lewis, Thersea 6/30/23 X Mohammed, Nsar 6/30/23 X Nkumu, Peter 6/30/22 O/E Padron, Maria 6/30/21 X Vogel, Kyle 6/30/23 X • Resigned from Commission Key: X = Present O = Absent O/E = Absent/Excused --- = Vacant 14 MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION FEBRUARY18, 2021 — 6:30 PM ELECTRONIC MEETING MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT OTHERS PRESENT: CALL MEETING TO ORDER: FINAL Peggy Aguilar, Megan Alter, Matt Drabek, Lyn Dee Hook Kealey, Theresa Lewis, Nasr Mohammed, Peter Nkumu, Maria Padron, Kyle Vogel Erika Kubly, Brianna Thul Lucy Barker, Sara Barron, Crissy Canganelli, Charlie Eastham, Roger Goedken, Brenda Hagmeier, Wisal Hussein, Kevin (unknown last name), Frederick Newell, Amanda Nichols, Christine Ralston, Shirley Tramble Pardon called the meeting to order at 6:30 PM. CONSIDERATION OF MEETING MINUTES: JANUARY 21. 2021: Aguilar moved to approve the minutes of January 21, 2021. Drabek seconded and a vote was taken and the motion passed 9-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: Sara Barron (Executive Director of Johnson County Affordable Housing Coalition) wanted to let the Commission know about some important updates that will have a dramatic impact on housing in Iowa City and Johnson County. At the end of 2020, Congress passed a $900 billion COVID relief package and $25 billion of that was allocated toward housing and utility costs. The state of Iowa will allocate to households $195 million for back rent and future rent as well as for back utilities. Based on Johnson County's participation in previous COVID funding that's been available, Barron is estimating the Johnson County residents will receive between $20 million and $25 million in rent and utility assistance. Barron acknowledged this is a big deal because there are far too many households that are behind on their basic needs and bills and they're struggling to survive the pandemic financially, as well as health wise. Barron said they are seeing this as a crisis and are mobilizing a community wide response to help every eligible household to apply for this money. The Affordable Housing Coalition is working with partners from Center for Worker Justice, United Way, Project Better Together, Shelter House, Community, and Johnson County Social Services to set up a program that will offer in person and phone and email assistance to every household that wants to apply. Their goal is to reach every single eligible household in Johnson County, which is ambitious and needed. Barron stated they will be looking for more assistance from the City of Iowa City to mobilize and help publicize this to residents, they will also be able to assist landlords who can apply for the assistance in cooperation with their tenants. Barron stated they're really excited to be able to offer that service to everyone and more information about that will be coming soon. They expect that the state of Iowa will begin releasing that money in March and open applications then so they want to be ready with their assistance program as well. Barron added that one thing that this means is that for a long time Johnson County Affordable Housing Coalition and some of their partners have been talking with the cities who are the utility providers of water, sewer and other basic needs and have asked Housing and Community Development Commission February 18, 2021 Page 2 of 13 for all different types of help with utility costs in the past. Now for the first time, they have a whole lot of money available to help pay past utility bills, so once again are asking the cities to have a water shutoff moratorium, because they have learned that some residents in Coralville and North Liberty have had their water shut off by the city because of their inability to pay. Barron added they understand that the City of Iowa City is preparing to move forward on its plan to send all of the past due accounts to collections and resume shutoffs as well so it is urgent that the cities extend some more grace to residents and keep their water on so that they can get these back bills paid and the way to maximize the amount of federal assistance that they're able to receive is to allow residents to accumulate these back bills so that they can get them paid by the federal program. If people get put on payment plans or they try to pay it themselves, they won't be able to get this assistance. Barron is asking for the Commission to weigh in on the City's decision making about this and ensure that the water shutoff moratorium stays in place until they are able to help every eligible household apply for and receive this assistance. Barron can answer any questions about this program and encourages them to go to Iowa HousingRecovery.com where there is some information about who will be eligible to apply and what that application process will look like including the documentation that will be required. Alter asked if there was a timeline of when the money would be expected to start coming to the residents who need it. Barron replied right now the State is waiting for some guidance from the Department of Treasury, which is administering the whole housing funding, and they're waiting to get that guidance until they release the money, but they are saying March and Barron is optimistically hoping that that will mean early March. Barron noted from the last time they did a similar program, once people were able to submit a completed and successful application, they were able to turn that money around and direct payments to landlords and utility providers in pretty short order. Utility providers, including the cities, are able to register right now with their information so that as soon as the program is up and running, they're already plugged into the system and can receive the payments. Barron reiterated what they really need is just for the City to leave the water on and then they'll do the work of helping people to apply and make sure that everyone is able make those payments quickly to the landlords and utility providers. Padron noted that March is quickly approaching, and this is probably going to happen before the next Commission meeting so maybe they should write a letter to Council regarding these and get it sent before the next meeting. QUESTION AND ANSWER SESSION FOR FY22 CDBG/HOME/EMERGING A2A PROGRAMS: Padron stated the next agenda item is question and answer session for the fiscal year 2022 applications, the Community Development Block Grant (CDBG), Home Investment Partnerships (HOME) and Emerging Aid to Agencies (A2A) Programs. The application for these programs can be found at icgov.org/actionplan. At this meeting, HCDC will host a question and answer session with applicants and applicants are encouraged to send a representative to answer any questions for CDBG and HOME applications. The ranking sheets are found in the applicant guide, the emerging agency applications do not have ranking sheets. Padron noted no action will be taken in this meeting, HCDC funding recommendations will be made next meeting currently scheduled for March 11. Padron stated this question and answer session was created as a way to get more information after HCDC reads through the applications and something is not clear, this is the session to ask those questions. So instead of reading the application and not understanding the program and therefore just giving it 0 points, this session is an opportunity to talk with the agencies and ask questions and understand what they're intending to do with funding. Padron stated another thing that she would like to say is when she is ranking applications, one of the things that she focuses on is if she sees agencies that are trying to offer services that are already in the community services and are duplicates. Iowa City is a wonderful city, and the number of nonprofit organizations keeps growing which can be wonderful there isn't enough money for everyone maybe they Housing and Community Development Commission February 18, 2021 Page 3 of 13 can try to help organizations and guide them to talk with other organizations may have a similar program and partner with them. Also are there other grants this agency can apply for. Alter noted certainly it is really exciting to see new agencies emerge but they want to make sure that there's space provided for new agencies to come into being, but additionally, something to think about is the potential for sustainability and is this an agency that can be at some point turned into a legacy. The Commission began with the Emerging Aid to Agency applications and first is the Sudanese and American Community Services. Padron noted first the applicant sent a letter to clarify that even though their letterhead says they are located in Coralville, their address is now in Iowa City. Lewis asked about the budget for this organization, the budget submitted was the project budget, which was already part of the application process, but it would also be helpful for them to submit an organizational budget to be reviewed as part of the proposal. Wisal Hussein (President, Sudanese and American Community Services) said she can supply an organization budget to the Commission. Mohammed had a question about the current address for the organization. Hussein said the current address is 1041 Arthur Street, but because the place is really tight, they are doing some events in another places in Iowa City and also in Coralville. The registered agent address for the organization is in Coralville because that is where he lives, this organization serves Iowa City and events are held in Iowa City. Vogel asked what has the association done as far as looking for other sources for both the Pads and the laptops aside from just Amazon, has the association looked at other bulk rates. Have they looked at the University of Iowa's surplus or other websites. Hussein said they can try to find better prices and provide those. Vogel asked how they determined the need of 21, and the need of 15. Hussein explained it is according to the student population they have, the members they serve. She noted this is actually less than what they actually need but they are trying to find the people who are in real need and start with them. Some families are a big family and they have a low income, and they can have one Pad for everyone and do not need for each to have their own. Vogel asked what the goal of the Pads versus a laptop or Chromebook. Hussein explained they need these for the community center because all the services are online. They've had to drop a lot of activities because they cannot get together in one place. They are trying to do their Arabic classes and English learning and do have some Zumba classes online. Vogel again asked why Pads specifically. Hussein stated because they have some Arabic classes for kids, and they don't want them working on laptops so they are going to provide them with the Pad. Padron had the same question as Vogel because it wasn't clear why Pads and not laptops. She is unsure if schools are providing Pads or laptops for the kids, but the schools are providing those things for kids so there may be an overlap here. Also it wasn't also clear to her if these Pads or laptops are going to be in the facility and people cannot take them home. Therefore, they will just need one laptop to provide some classes in the facility and then the people taking the classes at home would have to have their own computers. Hussein said they would actually be borrowing the laptops and taking them home. Vogel asked with regards to the tablet, are they tied to Apple because there's other tablets like the Amazon Fire tablets which are $92 versus $319 for an Pad so he is curious what the focus is of an Pad and a full laptop versus a Chromebook and a Fire tablet. Maybe when they send in that operating budget for the association, they can also send some new numbers on possible other options for what they're looking for tech. Hussein agreed they could do that. Mohammed also noticed that on the application they reported having 600 members but when they break down the income they report only 500. Hussein explained that the 600 persons is family number and the Housing and Community Development Commission February 18, 2021 Page 4 of 13 members are adults 18 and over only. When she put 500 total members those are with the median income like from zero to 30% and 200 are from 31 % to 50%. Some people are not working at all, they have some elder people who don't work and don't have any income so they will be counted in the zero to 30%. Kubly did add that for this organization, if they are awarded funding, they would have two reports to do every six months through the fiscal year and so they could choose whether they do it recorded individuals or households and clear up that discrepancy and staff can work with them to figure out that amount. Kealey noted she appreciates the application and just want to state her support in them coming forward and submitting this proposal and to thank staff for helping them if there's some other wording that needs to be a little bit different. Padron agreed and noted the Commission loves to see like new organizations coming forward and understands sometimes these questions can get really hard and may be difficult to answer but this is tax money, and they are trying to represent the City and also help all the agencies, which is a difficult job. Next application is the Center for Worker Justice. Lewis asked if this is a new position that they're requesting or funding to support an existing position? Charlie Eastham (Treasurer and Board Member, Center for Worker Justice) stated they are not creating a new staff position and they have been engaged in wage theft recovery work since the Center's inception seven years ago so this application is to support that continuing work and to expand some educational efforts and to be able to devote more staff time to doing wage theft, investigation and recovery. Drabek asked if the Center for Worker Justice applied with HCDC before in any capacity, but not just the wage theft campaign, but in any other capacity. Eastham stated they have, as noted in the application, they have applied for funding on a couple of other projects but this is the first time they applied for support for our wage theft recovery work. Drabek noted he was thinking the Center for Worker Justice organization was older than seven years and perhaps should be a legacy agency. Eastham said they are certainly interested in in becoming a legacy agency at an appropriate time when the Commission would support that. Vogel noted the estimate for the labor breakdown for this next year would be about 209 hours with these funds and what increase is that from what they are doing now, will be doubling the amount of time being spent or is it a 10% increase, 20% increase. Eastham said he would view this as an increase in their percent of staff time that they will be able to devote to wage theft recovery work, as well as educating workers so they can engage in their own wage recovery. He said it is hard to quantify exactly what the labor increase will be as wage theft recovery depends a lot upon what workers bring to them from a variety of avenues and that has increased somewhat episodic so they are not looking to increase the staff position, as he said before, rather they are trying to increase the time that the staff has to do this work as opposed to other work which may be something that other funders are more interested in contributing to. Aguilar asked if they are doing anything with the Catholic Worker House in terms of wage theft recovery. Eastham stated he is not familiar with all the recovery cases that the staff has worked on over the last year or two so they may have done some cooperation with the Catholic Worker House and he just don't know about it. Alter asked if there is any issue with the fact that the Executive Director for the Center for Worker Justice is also a sitting City Council Member because to be on this Commission they have to work through conflict of interest in terms of what kinds of boards they serve on and if that board is applying for money. 4 Housing and Community Development Commission February 18, 2021 Page 5 of 13 Eastham stated the Center has received funds in the past as well as COVID funds with no issues. The executive director that is a City Council member that doesn't participate in the process for applying for funds and the day that the Council votes on this Commissions recommendation, she would not vote. Kubly confirmed the council member would recuse themself from the approval of the award. Also, this is local funds and CDBG funds has very specific requirements related to conflict of interest and that's why staff asks those questions of the Commission, but local funds can be a little more flexible. Staff will always check with the City legal department. Vogel noted this is the Center for Justice for Eastern Iowa so how do they know that the funds that were the local funds that Iowa City is giving is only focusing out of that overall budget on wage theft issues in Iowa City or only serving employees that are Iowa City residents. Eastham confirmed they do know where the workers who come to them with wage issues reside and work and a number of those workers do reside in Iowa City, or work in Iowa City, and that's why they're approaching Iowa City for financial support for this work. Eastham is quite confident he wouldn't be here applying for this money if he thought that they were engaged primarily in wage theft recovery for workers that the vast majority of them lived and work outside of Iowa City. Vogel asked if Eastham could have just basic numbers he could provide the Commission in the next couple of weeks of Iowa City residents or Iowa City employers that the Center for Worker Justice has dealt with and give them a general idea of the number served in the last 12 months by the wage recovery program through the Center for Worker Justice. Eastham replied he could ask the staff and the director to see what they can do about that, he knows they are not maintaining that data in table form so it would probably be going back and looking at individual records. Vogel appreciated that as it is part of the scoring sheet is how many people are they affecting in Iowa City. Mohammed noted he was just curious about learning more about the wage theft and could Eastham provide them with one brief incident about the wage theft and the effort to mitigate it. Eastham gave the example of a woman approached them who was working in a restaurant, cleaning the restaurant after it closed, this was a franchise restaurant, and the franchise owner stop paying her for some of the hours she was working. The Center for Worker Justice did the usual procedures to do an investigation, talk to the employee, get their records as they have maintained them or not, and then approach the employer with the information that they've been provided with, listen to their story, and then reconcile the two if there is a discrepancy. If the employer doesn't have a justification for not paying the employee for the hours they work, then they tell the employer that they owe this employee this much money because they work these number of hours for this wage. If the employer agrees that they've made a mistake and they pay the back wages, then that's the end of the case. If they don't, the Center for Worker Justice will assemble a group of people, allies mostly, and go to the employer at their workplace and publicly state that they owe this employee this much money for this much work. If that results in a in a change of heart by the employer, that's fine, if it doesn't, then they'll take more public actions, including picketing the place of employment. In this case, because the restaurant closed after the employee had worked there and after the Center for Worker Justice got involved, they worked with the franchise owner to get the front of the local owner to pay the back wages. There are other situations where the relationships between employer and employee are more complicated or different and require more effort, but the overall approach is the same, get the information, do an investigation, approach the employer about what they find and tell them they need to pay back money and if that doesn't work, then take more public action. The advantage of the Center for Worker Justice doing this work is they can call upon a group of allies to show employers that there are people in the community that are concerned about how they're treating their employees. Vogel noted The Gazette had a good article just last week about wage theft and it's not something he'd really thought of as a major issue before he'd seen this application and started learning more about it. It is both depressing and impressive how much is going on and it is a very important issue. Padron noted Aguliar mentioned another organization, but she thought the Center for Worker Justice was the only one working on this. Eastham pointed out the Iowa Policy Project conducted a study in 2012 and Housing and Community Development Commission February 18, 2021 Page 6 of 13 found in their findings there were some $600 million a year of wages being stolen from Iowa workers and also if there are other organizations that are doing wage type recovery work, they would be happy to work with them. Padron stated the next application is from the Dream City and they provided their application and their budget. Lewis asked if this a new position for the organization or are they applying for funds to supplement the funds for other initiatives that may not be fully funded from other entities. Thul noted the contact for Dream City must have dropped off the call so staff can follow up with them to get the answers to the Commission's questions. Padron asked if this is an established organization, or if they were planning on becoming one with this funding. Next application was the Corridor Community Action Network. Alter stated she loves the idea and sees that there's a need in the community for this type of a clothing bank but had a couple of questions logistically because it's been done thus far on a limited scale, and if they are wanting to scale it up do they have a physical space secured or located. Amanda Nichols (Director, Corridor Community Action Network) stated they currently have just a physical space for storage that they're sharing access to with other organizations, they do not have a specific physical place picked out for this larger project because it's hard to secure a location before having the funding. They do have some leads that seem like they would reasonably work for them and that was where she budgeted the rental costs. Alter noted they currently are working somewhat through a referral service, like through word of mouth, and through different agency partnerships for clients but it sounds like they're actually trying to advocate for ultimately a retail -like place similar to the food pantry that is in Pepperwood. Nichols confirmed they are looking for like a walk-in system very similar to how the food bank functions now, but they would also definitely continue the partnerships that they already with other organizations as well. Alter asked how they are securing they donations or supplying items since it is a pretty big jump from 114 people up to roughly 800 which as they said in the application would be a low estimate, based on what they're seeing in need. How are they securing those donations and how do they see sustaining that. Nichols explained that so far with the limited space that they have all of the donations have been from individuals but have actually been getting to a point where they're having to turn them down because they don't have enough space. She honestly doesn't see there being a supply issue with used clothing in Iowa City, as mentioned in the application it is considered one of the high impact contributors to the landfill. Once they have more space to be able to efficiently organize more clothing, they definitely would be looking into other sources as well, possibly talking to the university dorms for when students leave and partnerships with thrift stores and things like that. Lewis asked Nichols to talk more about the marketing because on the lower east side there is already Stuff, Goodwill and a variety of other places that people can take and donate their clothing so how do they intend to attract people to donate their clothing to this organization. Nichols noted with Stuff Etc. and Kidworks are very picky on what they will accept, their standards are a lot higher than what people would expect. Additionally, having pickup services is not something that is offered by other organizations and they would be able to have people go out and pick up from dorms or other places. Nkumu noted if this organization will be donating clothing for free to those who need it do they think they will be competing with Goodwill who's already doing kind of same thing with their items so cheap so people can purchase from them and then also at the same time help the folks that work there. If because 0 Housing and Community Development Commission February 18, 2021 Page 7 of 13 of this new organization, more people may not be shopping at Goodwill because they can get clothes for free from this organization. Nichols is not concerned about competition and encroaching others as there is such a need in this community. Nichols stated they feel there's a high enough demand that competition is not a concern. Nkumu asked if at any point they are going to go into furniture or other household items. Nichols replied no, because those are already taken care of with other organizations and Corridor Community Action Network's ultimate goal is to help improve the quality of life in the community in the most effective ways possible and if there are existing organizations that are working on issues, then the most effective way to do that is to network those organizations and amplify and support each other. They only take on their own independent projects, when there's a need that has not already been fulfilled by another organization. Lewis noted there is a need for donations for prom gowns, tuxedos or suits for proms for kids who are in foster care. Nichols stated they work with Families to Families, another organization they amplify, and they provide clothing for foster children. Nichols stated they do a lot of fundraising, they've had a lot of community nights with local organizations like Chomp and Hudson's and that's how they got things like winter boots and a lot of winter clothing donations. And if they didn't have the size of boots needed for a family in donations they were able to use the funds that were donated to purchase boots for specific people. Vogel asked for a budget showing what they are currently are bringing in donations and other sources of funds. He a little concerned about sustainability, being able to pay rent, insurance, utilities in a retail location in Iowa City and is curious what other funds they have to help cover those additional costs. Nichols stated they also currently have an application in for the Human Rights Commission Social Justice Grant for funding for a mobile clothing closet, which has less concern about sustainability because with the mobile concept the main cost is just that one time purchase of that truck and then fuel, insurance and maintenance. They also have somebody who is doing volunteer marketing work and they will be taking a percentage of the existing budget that they have and putting that into doing some more marketing work through web banners, and the Facebook and Instagram platforms that they already have. Nichols stated she can provide the organizational budget, they don't have any real operating costs at this time because the work is done by all volunteers at this point and they are working out of their homes so there aren't any overhead costs, and the storage sheds they have are already paid for the entire year. Vogel asked if they have been putting money into reserves for future growth, or just running at a net zero. Nichols confirmed they do have some money sitting in the bank and are accumulating money regularly through fundraising efforts and then using it as needed to address various needs. Alter asked what the target stand up date would be if they were able to secure this money. Nichols said it would be after they have access to the money, which would be next fiscal year, so after July 1, 2021. September would be definitely realistic, especially if they know before that they are getting the funds. Alter asked about serving clients and how they are dealing with COVID and new possible variants, and that the costs of laundering all of those items might be an operating cost that they'll have to consider. Drabek added also they need to know that there is the possibility of partial funding, as most agencies the Commission funds through this process don't get 100% of what they asked for it. Nichols appreciates knowing that as this grant process is very new to her. While she would really like to have that physical location where they're open certain hours and people can just come, there is also a big benefit to the mobile closet idea, particularly being able to get to communities that may have transportation issues and things like that. They have talked about possibly trying to coordinate routes with the mobile libraries and the mobile health clinics. So if this were to be a situation where this Commission felt that they wanted to help fulfill this need, but don't feel that the physical retail type location is something that they're able to support at this time, maybe they'd willing to support something more sustainable or a lower budget like a 7 Housing and Community Development Commission February 18, 2021 Page 8 of 13 mobile closet and then all they would have to purchase is a truck and get it situated to be able to have clothing racks in it. Padron agreed that's a great idea and that project would be also great to apply for the Climate Action Grant because clothing is such a big issue and so much ends up in the landfill so this would be a way to really contribute to climate change. Mohammad asked how they determine the recipient's eligibility; do they need income verification. Nichols stated they prefer not to do that but if it was required to receive the grant, then they could create a client intake form. Padron stated those are the four applications for the emerging agency grants, she noted it is a difficult process for everyone, they want to fund every everyone and will do their best. She thanked the applicants for coming and explaining their projects. Returning to the Dream City application Vogel asked if staff could reach out and ask them exactly what the funds were being used for, is it labor because the breakdown said volunteer labor and not paid skilled or paid unskilled, so he was confused by what they're wanting to use the $15,000 request for. Lewis also wants to know if this is an existing or new initiative. Mohammed asked how they divide the funds among their projects, they have performing, fine arts, health and wellness, youth leadership and family and they are not breaking down how this the funds could be divided among this project. Padron moved to the CDBG and HOME applications. The first one is Unlimited Abilities. Vogel first wanted to disclose he made staff aware a couple days ago that Unlimited Abilities has tenants in two properties that his company manages for two separate client owners on the residential side. Thul checked with legal and there is not a direct conflict of interest for Vogel to be part of that discussion since it doesn't affect his relationship with the tenant. Lewis asked for more information on their fiscal model and where else funding comes from other than City grants for the property acquisitions. Shirley Tramble (Executive Director, Unlimited Abilities) replied that the remainder of their funding comes from fundraising and also last year they received some funding, a loan from The Housing Trust Fund. Vogel asked if they have some potential properties already selected, either a house or a couple duplexes. Tramble said that is what they are looking for but they don't have anything as of yet. They are about to close on their project funded from last year grants, but for this project, they don't have anything selected yet. Lewis noted another organization who had applied, withdrew their application because the need and demand for housing that they had thought would be there was not there probably due to COVID and individuals not reaching out and the market being very different. Is Unlimited Abilities seeing any concerns with purchasing properties and difficulties in filling them with tenants. Tramble replied no, actually while most agencies closed during the pandemic, Unlimited Abilities were one of the only agencies that remained open and still have a huge demand. Padron moved onto the next application, Neighborhood Centers of Johnson County. Vogel asked if the purchase or lease of furnishings, equipment or other personal property needed is eligible for a public facilities project. Thul replied it is allowable, there are specific things that can be purchased with public facilities funds like certain fixed equipment. 0 Housing and Community Development Commission February 18, 2021 Page 9 of 13 Vogel asked if the Commission get copies of the leases for both of the locations because Neighborhood Centers of Johnson County is renting those locations and one of the buildings is owned by Iowa City and the other is the group that owns Pheasant Ridge. Kubly said they have long term leases, the one with the City is a 50 -year lease that was signed in 1989 and then the other was signed 1996 and was a 100 -year lease. Vogel is curious to see the leases and as to why some of this stuff would be the tenant's responsibility, like windows and structural portions of the building, or heating and cooling needs, traditionally would be the landlord's responsibility. He is trying to find out where these responsibilities lie between the tenant and the owner. Kubly noted these are not traditional leases, but she will send out copies for them to review. They are not necessarily renting the building, and it is more of a ground lease. The City has done several NCJC projects with CDBG funding over the years and Kubly does not think it is an issue. This is something staff would check before entering an agreement. Thul noted no one from Neighborhood Centers of Johnson County was on the call so she could follow up with them on this question. Alter asked if no knowing the answers to these questions should impede their ability to award funds. Vogel replied he has a hard time without knowing that this is truly this organization's responsibility authorizing funds from the City to pay what possibly could not be their responsibility. Kubly noted they have done several projects with Neighborhood Centers of Johnson County through CDBG funding over the years and there hasn't been an issue. Padron understands but agrees with Vogel that if it's the responsibility of the of the owner, why would the organization pay for the repairs, or could apply to use these funds for something else in their programs and then ask the owner of the building to repair what's not in good condition. Staff will reach out to Neighborhood Centers of Johnson County. Padron moved onto the next applications; both are from The Shelter House. The first is the public facilities. Drabek wanted to know how big of a risk partial funding would be here, can this project go forward if the funding is less than $225,000. Crissy Canclanelli (Executive Director, Shelter House) stated they didn't mean to imply that with less than full funding, they wouldn't be able to complete the project, just that it does change the timeline and creates a challenge because they do need to expend the ESG (Emergency Solutions Grant) funds by the end of the year. Lewis noted the cost of the project, versus the number of individuals that are affected, is just a little high based on some of the other projects that they're considering but acknowledged it is the highest risk population in this community, and they deserve to have all of the conveniences that they deserve while they're with Shelter House. Canganelli did noted it's a capital investment and averaging about 850 unique individuals in a year that capital investment over an extended period of time, the life of the project, is tens of thousands of people served. If they look at a different factor and just look at nights of shelter, they are averaging anywhere from 22,000 to 25,000 nights of shelter each year, so that's just a different metric of breaking out with a cost per service unit is, but it is of a very significant cost. As they tried to explain in the project application, they're going to need at the very least to replace the components in the existing system, which is also a very substantial cost, and will end up in the same cycle of breaking down within 10 years and then not servicing the needs of the organization and other uses on that building. Just as with the recent cold spell last week they had to have the folks come out and repair two more heat pumps 0 Housing and Community Development Commission February 18, 2021 Page 10 of 13 as they froze up and they didn't have heat in the men's dorm again. It is a chronic problem but she does understand it is a very significant cost. Vogel asked when this work is done, will it end up having any impact on the actual ability to provide services or will most of this work be able to be done just on the mechanical side of things and not affect actual ability for people to stay in the shelter. Canganelli said they've been told by the mechanical engineers that there should not be substantial interruption to the operations, especially if they can have this project completed before the winter months. Mohammed asked how they dealt with the loss of heat, did they have to move the tenants out. Canganelli replied they just had to be prioritized getting the repair service to come in and replace the components. People just had to use extra blankets and they maximized the different spaces in the building and moved people into the areas that still had heat. It can be a challenge, but they've not had to close down the shelter, they've been able to work through it, it's just not very comfortable and makes it a challenging work environment for everyone. Kealey just wanted to thank Shelter House for everything that they do because she works on the burn unit and this is the time of the year where they get frostbite cases and during this last cold spell they have had crazy amounts of frostbite and it would be much worse if there wasn't the emergency shelter service. Padron moved onto the Shelter House Rental Housing Rehabilitation application. Vogel noted he was a bit shocked because Mutual Insurance seems to imply that the total construction was going to be $194,000 but they're only reimbursing $90,000. Canganelli stated that at the time of application that was their best guess estimate as they don't have the final response from the insurance provider and the $90,000 came out of the report from the fire marshal and the fire department. As they get more information they can certainly update the financial part of the application. Vogel noted it seemed like the house was a total loss so why would they not reimburse the total cost, are they pushing back on it minus the deductible. Canganelli said she believes they interested and committed to working with them but maybe don't feel that the house is a total loss. When they do get a final response they will need to decide if it is cost effective to actually go through the process of tearing portions of the house down while trying to retain and rehab portions versus just tearing the house down to the ground. Vogel asked if they will know within the next 30 days, because obviously the more they're willing to put towards the insurance costs, the less Shelter House has to ask for in regards to this application. The Commission has to make their funding recommending in a month. Canganelli feels they will have updated information within a month and will be able understand what the costs will be in rebuilding to ensure that they're rebuilding to a level where the tenants can age in place. Lewis had a question about the population served, is it serving individuals with mental health with disabilities because then that affects the priority tiers. Canganelli explained the Fairweather Lodge program is permanent supportive housing and entirely dedicated for single adults that have a diagnosed serious persistent mental illness. Oftentimes, folks have co-occurring disorders such as underlying substance abuse issues, intellectual disabilities, but the diagnoses are almost exclusively schizophrenia, bipolar disorder, serious depression, and then combinations of those other underlying health issues. Canganelli also wanted to give a shout out to The Housing Fellowship as they helped them find a rental so that the tenants that were at the Amhurst house are back together and functioning again at a familial unit. Alter asked when staff needs the Commission's scores submitted. Kubly stated staff can put together a spreadsheet pretty quick but if Commissioners want to review it before the meeting then they will need to set an earlier deadline. Padron stated it does help to see other's scores ahead of the time to know what 10 Housing and Community Development Commission February 18, 2021 Page 11 of 13 they might want to question at the meeting. Perhaps everyone's scores should be in by March 5 and then staff can put together the spreadsheet and distribute for review prior to the March 11 meeting. Lewis confirmed they do not rank the emerging agency applications, just the CDBG and HOME ones. Padron noted regarding the emerging agency applications, are they going to consider a minimum award of $5,000 as they've done in the past. A lot of the agencies asked for $15,000 but not all can get the $15,000 so they'd recommend that they only get $5,000. Vogel asked if they don't award the entire $30,000 is there a second round of applications that open up. Kubly stated if they don't award the full $30,000, the money would go into the legacy agency pot and just increase that amount a little bit. Vogel also asked if this seemed like a small amount of organizations to apply or is this normal, this seems like a great opportunity for a lot of up and coming groups to at least try to get involved in the pot. Padron said they usually get maybe five agency requests, and some agencies have said they don't apply because they don't want to collect information about income, or gender or race and the City will ask for that information. That is something that they might want to consider talking about maybe later in the year. It can also be problematic because some of the legacy agencies cannot provide that information and the funding system has to be equal for everybody. Kubly noted regarding the Corridor Community Action Network application since it is local this funding is more flexible than the CDBG/HOME. IOWA CITY COUNCIL MEETINGS UPDATES: Padron stated they have two commissioners assigned each month to the Council meetings. They discussed this last month and everyone thought it would be a good idea to keep doing this. They have February and March covered. Aguilar and Kealey volunteered to do April meetings. Drabek had the February 2 meeting, he read the minutes from the meeting and aside from what appeared to be some minor zoning matters there were not any issues flagged as relevant for this Commission. Alter listened to the February 16 meeting two days ago and as Sarah Baron spoke earlier to this Commission, there was the really significant update for housing about $195 million coming to the state of Iowa and the need for the City Council to keep the water turned on for residents in arrears until they can obtain this funding to pay their bills. Thul commented that the Iowa City was not listed on the call for advocacy sent out by the Johnson County Affordable Housing Coalition, and that it addressed utility shut off issues in Coralville and North Liberty not Iowa City. Alter stated that Sara Barron indicated it is something Iowa City is looking or intending to do. As discussed earlier the HCDC will write a letter in support of that to Council. Lewis motioned to have Padron draft a letter to Council to recommend delaying utility shut offs at least until Iowa Finance Authority funds are made available for housing assistance payments to those in need. Seconded by Alter. A vote was taken and the motion passed 8-0 (Nkumu not present for the vote). HOUSING & COMMUNITY DEVELOPMENT INFORMATION: 11 Housing and Community Development Commission February 18, 2021 Page 12 of 13 Thul noted in the packet was the letter from HUD about the CAPER submitted and the accomplishments that were acknowledged. There was an article about the CDBG-CV economic development funds that were approved, those went to fund 27 small businesses and 22 of those were owned by women or people of color. The CHDO set aside funds are open now for applications. It's black history month so please follow the City on Facebook as they've posted some really good local content along with a couple videos - one was about a historic landmark and they also did a community connection with Dream City. Kubly noted they did have their first meeting of the Affordable Housing Steering Committee, it was more of an introduction meeting but that has started up and Nkumu is participating and will can keep this Commission updated. Padron asked if on this committee they are considering what is affordable housing, because in one of the latest documents from a few years ago it stated a rent of $900 was considered affordable. Alter said they can discuss that at another meeting, it's on a rolling scale and depends on situations. ADJOURNMENT: Kealey moved to adjourn. Aguilar seconded the motion and a vote was taken and the motion passed 8-0. 12 Housing and Community Development Commission February 18, 2021 Page 13 of 13 Housing and Community Development Commission Name Terms Exp. 7/16 8/20 9/17 10/15 11/19 1/21 2/18 Aguilar, Peggy 6/30/22 O/E X X O/E O/E X X Alter, Megan 6/30/21 X X O/E X X X X Drabek, Matt 6/30/22 X X X O/E X X X Kealey, Lyn Dee Hook 6/30/22 X X X O/E X O/E X Lewis, Thersea 6/30/23 X X X X X X X Mohammed, Nsar 6/30/23 X X O/E X X X X Nkumu, Peter 6/30/22 O/E X O/E X X X X Pardon, Maria 6/30/21 X X O/E X O/E X X Vogel, Kyle 6/30/23 X X X O/E X O/E X Attendance Record 2020-2021 Resigned from Commission Key: X = Present O = Absent O/E = Absent/Excused --- = Vacant 13 MINUTES HOUSING AND COMMUNITY DEVELOPMENT COMMISSION MARCH 11, 2021 — 6:30 PM ELECTRONIC MEETING FINAL MEMBERS PRESENT: Peggy Aguilar, Megan Alter, Matt Drabek, Lyn Dee Hook Kealey, Theresa Lewis, Nasr Mohammed, Peter Nkumu, Maria Padron, Kyle Vogel MEMBERS ABSENT: STAFF PRESENT: Erika Kubly, Brianna Thul OTHERS PRESENT: Lucy Barker, Sara Barron, Crissy Canganelli, Kathryn Davis, Charlie Eastham, Roger Goedken, Wisal Hussein, Amanda Nichols, Anthony Smith RECOMMENDATIONS TO CITY COUNCIL: By a vote of 7-1 (Nkumu opposed and Lewis abstained) the Commission recommends that Council fully fund all three FY22 CDBG/HOME funding requests as submitted. FY22 CDBG/HOME Budget Recommendation Project Requested CDBG HOME Unlimited Abilities Rental Acquisition $125,000 $0 $125,000 NCJC Public Facilities $37,242 $37,242 NA Shelter House Public Facilities $225,000 $225,000 NA Total Allocation: $30,000 $262,242 $125,000 Total Expected Available: $339,000 $426,000 Remaining Available for 2nd Funding Round: $76,758 $301,000 By a vote of 9-0 the Commission recommends that Council fund FY22 Emerging Aid to Agencies at the following levels. FY22 Emerging Aid to Agencies Budget Recommendation Project Requested eA2A Sudanese American Community Services $15,000 $5,000 Center for Worker Justice 1$15,000 $15,000 Dream City $15,000 $10,000 Corridor Community Action Network $14,891 $0 Total: $30,000 CALL MEETING TO ORDER: Padron called the meeting to order at 6:30 PM. Housing and Community Development Commission March 11, 2021 Page 2 of 11 CONSIDERATION OF MEETING MINUTES: FEBRUARY 18,2021: Vogel moved to approve the minutes of February 18, 2021. Alter seconded and a vote was taken and the motion passed 9-0. PUBLIC COMMENT FOR TOPICS NOT ON THE AGENDA: Sara Barron (Director, Affordable Housing Coalition) wanted to just take a quick moment to update the Commission on where things stand with assisting Iowa City residents in applying for the Iowa Rent and Utilities Program, which is federal money that's being administered by the State of Iowa. She spoke with the Commission last month a bit about this program and wanted to let them know the progress they've made so far. Unfortunately, the biggest piece of progress is that the money is not actually available yet and they still don't have a specific date when the State will open up for applications. However, any household in Johnson County, Iowa City included, that would like in person assistance in completing the application will be able to make appointments at a number of locations or also come by some drop-in locations. Citizens can call and make an appointment with Johnson County Social Services anytime they're open for regular business hours, which is 8:00 to 4:30 Monday through Friday. They will also be offering help by appointment at the Coralville and North Liberty Public Libraries for people for whom that's more convenient and they'll have drop-in times available at the Center for Worker Justice. Those hours are not set up yet, but right now the goal is to have that three times per week, once during the week, once on a weeknight, and once on a weekend which is based on the feedback that they got from families that need the assistance. They're also working with other providers, including the student family advocates at the Iowa City Schools, as well as the Iowa City Johnson County Senior Center, and I -C Compassion and other groups to continue the outreach to people who they think are most likely to be looking for some in- person assistance and applying for that. Barron also noted that once it's open, anyone who has access to the computer and feels comfortable applying for that themselves is more than welcome to. She said they will also be doing some recruitment of volunteers through United Way so if anyone is interested in helping look for some more information about that. They are also very close to securing some money to help pay for translators so that they can ensure for the different language communities in Iowa City will have someone there who can assist them in their preferred language. Barron noted that is the update so far, she did thank the Commission for their letter to Council. Mohammed asked if the eligibility criteria has been set for who can apply or not. Barron replied one can go to https://www.iowafinance.com/iowa-rent-and-utility-assistance-program/ and there's the eligibility criteria listed there. She noted they have loosened the rules from the assistance that was available in 2020 to people who have been directly or indirectly impacted by the pandemic which certainly broadens it. They have a number of different kinds of documentation that one can use to show need, including any type of past due notice, credit card bills showing that they acquired debt to pay bills in the past and that one pays more than half of their income on their rent. One group that's not currently eligible are people who are already receiving public assistance through public housing or section eight vouchers because they have, at least in theory, another route to decrease the amount of rent they have to pay through those programs. Barron also added there is going to be a companion program for lower income homeowners that being administered by the State directly and that's going to look more like the eligibility criteria from the assistance that was available in 2020. UNSUCCESSFUL AND DELAYED PROJECTS CHECKPOINT: Padron explained the City's Unsuccessful or Delayed Projects Policy requires that all CDBG projects expend a minimum of 50% of the assistance provided by the proposed project by March 15 of each year. HCDC will hear from the Little Creations Academy and determine whether extenuating circumstances exist and if so, whether the project is anticipated to proceed. HCDC may recommend the recapture and reuse of funds to City Council. Anthony Smith (Little Creations Academy) gave an update on his project and said he is having a hard time getting his DUNS application finished, he has tried several times ever since the month of August. He Housing and Community Development Commission March 11, 2021 Page 3 of 11 does have his contractors in place but they can't do anything until he gets that application done. He had just tried it again today to submit it and they cancelled my account, and then they had to resubmit it again, but every time they resubmit it at least 10 days are needed for it to go through. He has been trying August and is so frustrated and doesn't know what to do. Padron asked for clarification of if he is submitting the application and then are they rejecting the application. Smith replied he first submitted the application in August and thought it was done but he got a call from the City and was told they couldn't access it. So he went back and redid and it got rejected because there wasn't a comma between Little Creations and Inc. He resubmitted it again and there was a spelling error so it got kicked back again. He finally got on the telephone and asked them to walk him through the process and it got rejected again because some information didn't show up. He talked with DUNS people and they said he had to wait 10 days. He is just so frustrated. Padron asked how much of the of the funds had been already spent and how much do they have left to spend. Smith replied he couldn't spend any of the funds because he couldn't do the report. The City can't release the funds until they have access to the DUNS. Kubly confirmed by March 15 they should have spent 50% of the funding but they've spent nothing so far because they're not under agreement with this project yet because they can't enter into the agreement until the application gets processed. She noted it does take a little time to set up and get the DUNS number, they have to go to sam.gov and register and it's kind of a tricky process as Pastor Smith has mentioned. Padron asked if HCDC recaptures these funds and the City uses them for another project or to fund another agency can in the meantime Pastor Smith finish processing that application and everything and then reapply for more funding later this year when he's ready with that application and everything else. Thul confirmed that could be an option but since they have more funding than applications right now, the funding is not going to go to another project until they do another funding round. Kealey asked if there is any resource that can help Pastor Smith get through this piece, is there someone in the community that can help out. Thul said she has a video she can send and can also connect him with another sub recipient that went through the same process. Smith said he looked at all the videos and he did everything he was supposed to do, it has to be a system thing, not a procedural thing, because the very people that do this are the ones that handheld him through the application. Vogel asked about the timeline, if in 10 days Pastor Smith is successful and gets his Sam's number, or code, what would be the timeline for him to spend 50% of the funds. Smith said the contractor already set up. Vogel said then if they give him 45 days to come back and show that they've done the work, got the code, got the contractor is that enough, or does he need 60 days or 90 days. Vogel is not comfortable giving him a six-month extension in addition to the almost 300 days he's already had, Vogel is okay with another 90. Smith said he is not prepared to answer that question because he was having so many problems getting the approval he hasn't talked to the contractor since the end of July. He has already done the bidding process and has a contractor lined up. Padron stated right now they need to focus on the application being approved so can they revisit this at the next meeting in April to see if they got their application approved by April. Padron asked if they recapture the funds when would those funds go to another project. Thul said they would do a mid -year funding round in the fall and any unallocated funds will be available during that funding round. Alter noted when Pastor Smith came before them a couple of months ago to talk on progress at that time he unfortunately had COVID and also there were some family issues. In this time of pandemic, it has been a difficult period of time and that may explain why there is a longer lag right now. Smith admitted he has been a rough time, he wasn't going to bring it up because he was trying to keep this professional but Housing and Community Development Commission March 11, 2021 Page 4 of 11 his family has had their share of instances, his brother had COVID and died, his mother had COVID and two weeks ago his dad died. Nkumu stated obviously it's no fault of Pastor Smith that the process is not working, it sounds like he's doing everything he can to submit the application but that is a technical issue that he has no control over. If the City were to recapture funds could Little Creations continue to try to get the DUNS process completed. Thul confirmed they could, and in the future she is hoping to have organizations start the DUNS process earlier to avoid such issues. Vogel noted since they don't have anybody that's in serious needs of these funds right now, it seems like there is no need to recoup these funds. He like to make a motion that they extend Little Creation Academy's timeline to provide the 50% and proof of project viability to the May meeting which would give them enough time to get the DUNS application, get the funds release, get the contractor started, get two or three weeks' worth of work in and potentially be able to come back and show movement on this. Lewis asked if it's not completed by May then would that recommendation be to reallocate the funds. Vogel said that would be a decision made at the May meeting. Kealey said it would be nice for Pastor Smith to come back in a month and give them an update on where he is and they could go from there hoping that he will have the Sam's stuff taken care of. However she is okay with what Vogel has proposed, to wait until May to see if there is progress and agreed there has been extenuating circumstances. Padron wanted to make an amendment to the motion and have HCDC receive an email or some kind of notification from Pastor Smith at the April meeting, just stating where he's at. Vogel second that friendly amendment. Vogel motioned to allow the FY21 Little Creations Academy public facilities project to move forward with the understanding that the subrecipient will be required to report to the Commission again on May 20, 2021 with documented progress, and that the subrecipient will provide a written update on the SAM registration status to the Commission at the April 15, 2021 meeting. The motion was seconded by Lewis, a vote was taken and it passed 9-0. DISCUSS FY22 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME PROGRAM FUNDING REQUESTS AND CONSIDER BUDGET RECOMMENDATION TO CITY COUNCIL: Padron noted this process can be very stressful and clarified that the scores are only the initial part of the process and during this meeting as they talk about the applications the scores can change. Finally, together they will decide on a recommendation to City Council. There were several applications or agencies that dropped out so there is likely enough funding for all three agencies. Thul confirmed there are two agencies requesting CDBG request funds, the City actually got their allocation from HUD last week and there's actually enough CDBG to fund both projects if the Commission decides to do that. Kealey did not submit her scores, she was overwhelmed with the scoring and reached out to Thul and Padron. She agreed all applications look good and if she had to give scores, she would give a 75 for Neighborhood Centers of Johnson County, an 85 for Shelter House, and a 70 for the Unlimited Abilities Rental Acquisition. Padron stated then they have an average score of 72 for the Neighborhood Centers of Johnson County, an average of 80 for Shelter House and an average of 61 for the Unlimited Abilities acquisition. The medians are 73, 86 and 62 respectively. She noted as they were going through the applications and the 4 Housing and Community Development Commission March 11, 2021 Page 5 of 11 scoring sheet, there isn't much room for personal opinion on the scoring because all the questions are so limited, it is just the numbers and the data directly from the applications. Lewis asked if an organization falls below a certain score, would they get a percentage of what they asked, or does it not matter what their score is and what are the overall guidelines about funding amounts. Alter stated historically, this has been a really difficult process for the Commissioners as well as the agencies because there have not been enough funds to go around so it's always been a percentage of the ask and sort of proportional. Drabek added the Commission is able to vote whatever however they want, the scores are just a conversation guider. Lewis noted they should think about that for the future, as someone who's written grants in the past if they're asking people to respond to an RFP and assigning value to different criteria, then they need to probably think about a way to make that important otherwise what does it matter about the need or the quality of the grant, or how well it fits into the goals and objectives of HCDC. Padron noted in the past they have given recommendations based on scores so they do look at the quality of the grand and the goals. If an agency scores high, they get a higher percentage. Drabek stated the scores are a conversation guide, for example this year it can be seen that almost all completely agree about the Neighborhood Centers, as those are extremely close scores. Whereas the other two applications, the scores are more variant and perhaps in need of a conversation to come to consensus. Padron stated since the agencies can provide such different and wide range of services, one of the questions is does the project have a reasonable per person cost. Some agencies like the Shelter House have a huge cost per person, because they're providing shelter, and then there is the lunch program where the cost per person is very much lower. So they need to be careful and understand why some agencies are scoring low on some of the questions, and why other agencies are scoring so high. Additionally, the Free Lunch Program is another issue in the past with one of the questions about providing information about race or gender or ages and they don't collect any of that information so on that question they will always get zero and other agencies may get a really high score on that question. Lewis asked if they fund all three projects at their ask, that still leaves additional money and if they do a mid -year funding, those funds can still be available for another funding round. Thul confirmed that is true. Nkumu wanted to mention while there is enough money to go around, the purpose of the money to fund projects and be good stewards with the public funds and make sure that the agencies are not just getting what they asking because there is enough money to share. The projects need to be viable and can be completed. For example, with Unlimited Abilities there was a concern that they have vacancies right now, but they're looking to buy another house, and with some other outside sources, maybe a loan, so he was a little skeptical to give a higher scoring for that. He believes it is a very noble thing for the community but wanted a little bit more information and that was reflected in his scoring. Vogel noted that a percentage of their vacancy issue right now is a personality issue of being able to put different personalities in the same house and part of the ability of having another house is to give them a greater ability to match similar personalities. They have some vacancies simply because they have people move in and move out and try different properties. He knows this because his company manages a couple of properties that currently have their residents in. Regarding the matching funds, at first he had some issues but then looked at the Neighborhood Centers and their percentage isn't that much better. In the end does he feel they can fulfill the purpose of the money which is to purchase a house for living. Vogel asked about the 15 years of HOME compliance, does it mean they have to keep the home for 15 years. Thul responded that yes, they must be in business for 15 years and every year all of the Housing and Community Development Commission March 11, 2021 Page 6 of 11 affordable housing projects that are HOME funded are supposed to submit a rental housing report to the City and have to track every tenant, their lease terms and they have to meet all the HOME requirements. The City reviews the tenant selection criteria and other such things every year. She added ideally a shorter compliance period is usually easier for people who are just getting started. Thul added she met with Shirley Tramble from Unlimited Abilities today at the closing of their FY21 project so they now have five more units to fill which is exciting. However, as Kubly notes in her memo, the second funding round would timeout well to give them a chance to get the first project with five new units leased up. Thul is working with Tramble on making sure their lease meets the requirements for compliance and making sure their tenant selection criteria is okay so it'll be easier as things get up and running. Lewis asked if there was a conflict of interest for Commissioner Vogel with Unlimited Abilities since his organization manages some of their properties. Vogel said that was discussed at the last meeting and it was discussed with the City legal department and they said there is not a conflict of interest due to the relationship with a secondary party on a different deal. Alter noted they do have the ability to fully fund because they have the money however it seemed that on the one hand there was the desire to acquire more houses but was there a staffing consideration. Thul noted they do have a small staff. Alter noted Unlimited Abilities has done a really wonderful job in a short amount of time becoming a player and in helping with this need in the community. Vogel does question that one of the comments in the memo was Tramble was interested in possibly increasing it to 200 or maybe 150 from the 125 so perhaps pushing this back to the next funding round would allow Unlimited Abilities to come back with the proof of the 25% matching funds, as well as being able to come back and ask for the $150,000 amount which is what they're aiming for at this point because of the increase in home prices in the area. Drabek is a little reluctant to speculate too much on what they might need later, the application in front of them is for $125,000 and he favors that. Lewis noted the lower score on her end was the fact that they had no matching funds and nothing else to support what they wanted to do. She definitely could go either way but does like the fact of them coming back with some additional funding to support their efforts. Mohammed is in favor of fully funded this organization as long as they have enough money. Nkumu reiterated he is not against funding Unlimited Abilities, he just feels it is their role to also make sure that they put the agency in the best position to be successful when they're asking for public funds and he didn't feel like, at least for this round, that Unlimited Abilities was ready to receive the funds and this would not put them in the best position to be successful in the future. They have not found a property, and he is unsure what they can buy for $125,000 unless there will be money coming somewhere else. So perhaps if they ask them to come back the next round it will be just to help them put everything together and make sure they are on the right pace or direction for the next funding that they will receive. Vogel motioned to recommend that Council fully fund all three FY22 CDBG/HOME funding requests as submitted. Motion was seconded by Aguilar, a vote was taken and the motion passed 7-1 (Nkumu opposed and Lewis abstained). FY22 CDBG/HOME Budget Recommendation Project Requested CDBG HOME Unlimited Abilities Rental Acquisition $125,000 $0 $125,000 NCJC Public Facilities $37,242 $37,242 NA Shelter House Public Facilities $225,000 $225,000 NA 0 Housing and Community Development Commission March 11, 2021 Page 7 of 11 Total Allocation: $262,242 $125,000 Total Expected Available: $339,000 $426,000 Remaining Available for 2nd Funding Round: $76,758 $301,000 DISCUSS FY22 EMERGING AID TO AGENCIES (EA2A) FUNDING REQUESTS AND CONSIDER BUDGET RECOMMENDATION TO CITY COUNCIL: Padron stated this is for the Emerging Aid to Agencies funding requests and considered budget recommendations to City Council. They began by discussing the requests and the amounts each Commissioner recommended. The maximum amount available is $30,000. After reviewing all members recommendations, the median is $5,000 for the Sudanese Community, $15,000 for the Center for Worker Justice, $6,000 for the Dream City and $5,000 for the Corridor Community Action Network. If they do averages, it would be $5,000 for the Sudanese Community, $12,222 for the Center for Worker Justice, $6,000 for the Dream City, and less than $5,000 for the Corridor Community Action Network. Alter advocated for a higher amount on Dream City as they are really filling a niche that is much needed, and they sent additional information noting this is to help with some programming that is already in place and to help with staff. Because of COVID the programming is being done differently than they usually do, which is in person, but this is truly a community center where there is a lot of good being done and there's the need to continue and maintain this. Also, while this is an emerging agency they have done a lot of funding through private fundraising and through volunteer efforts. Drabek stated this is the application out of the four that he was by far the most confused and undecided about. He agrees the mission is great and it's a great organization, but the request was really for staff salary and is that a typical request and if it is a typical request then he would be happy to go well above $5,000. Alter noted she thought that was actually the concern and the issue when Houses to Homes went to Council because they said this should have actually come through HCDC and that was for salary. That was a viable and legitimate avenue of inquiry and it should have come through emerging agencies. Lewis noted they all get caught up in wanting to demonstrate and show that services are being provided and that things are happening within an agency and programming and all of that stuff but they sometimes fail to realize that they need staff to be able to do that so when there's an ask that's specific for staff, sometimes that that can be really questioned. If this funding is supporting and ask specific for staff, then she thinks that they should up the amount and do what they can to support it. Aguilar agreed. Alter stated in order to bump up the Dream City allocation, that would mean taking away from another agency in terms of the average that the Commissioners were recommending. Vogel asked where the $30,000 limit comes from, there is so much more funding given to CDBG and HOME so $30,000 just seems almost like scraps from the table to emerging agencies. Also he noted for the Corridor Community Action Network, he is not sold on a retail outlet for a clothes location, it's just not feasible. They do have the other grants for the mobile unit so he could see not funding them now. However, if they came back as they get their mobile closet going and ask for $10,000 for the mobile closet he could see himself supporting that. Padron stated the Commission set up that amount of $30,000 and if they want to increase the amount the legacy agencies will have less. Kubly said for emerging agencies they can go up to 5% of the total agency's funding, which ends up being $34,762 so they can increase up to that point but it's going to 7 Housing and Community Development Commission March 11, 2021 Page 8 of 11 reduce the legacy pool funding a little bit. Drabek is against increasing the emerging agency amount as it would just come directly from the legacy agency pool. Kealey agreed if they wanted to increase Dream City she would be willing to talk about reducing the funding amount to the Corridor Community Action Network or the Sudanese American Community Services. Drabek noted there were three people who recommend zero funding on Corridor Community Action Network and the Sudanese American Community Services scores were very scattered, definitely some high scores and some low scores there. Kubly noted she did include the social justice and racial equity grant recommendations in the Commission packet and the Corridor Community Action Network applied this year but weren't awarded funding this year. They may also apply for the climate action grants, that one is still underway. Padron noted the Corridor Community Action Network also talked about changing the main idea and putting money into mobile closet so maybe they need more time to understand what is it that they want to do and how much money they need, and if it's really feasible then they can apply next time. Then that would provide more funding for the Dream City. Alter suggested awarding Dream City $10,000 and then spread lower amounts among the others. She was trying in the spirit of emerging money to give some to Corridor Community Action Network as encouragement and did actually put a lot more stock into the mobile plan than the retail one. Also with the Sudanese American Community Services they discussed the ask for iPads and how that is a concrete use for that money and how it will help that community a great deal. Amanda Nichols (Corridor Community Action Network) explained their original plan was for the mobile closet and that was their original goal. They submitted the other grant application first and since they are new to the process, they were not sure if they could submit the exact same project for two different grants. She reiterated the mobile closet is the one that they are most wanting to move forward with. Alter stated she does think that mobile closet is a very workable idea but would like to see an application with that idea, not another idea and then change it. Mohammed is in favor of funding for the Corridor Community Action Network. He thinks they are not only helping the community, but also helping the environment. He is open to amending his allocation by moving money from the Center for Worker Justice in favor to Dream City. The Commissioners discussed reallocations of funds. Lewis motioned to recommend that Council fund FY22 Emerging Aid to Agencies at the following levels. Alter seconded the motion, a vote was taken and the motion passed 9-0 FY22 Emerging Aid to Agencies Budget Recommendation Project Requested eA2A Sudanese American Community Services $15,000 $5,000 Center for Worker Justice $15,000 $15,000 Dream City $15,000 $10,000 Corridor Community Action Network $14,891 $0 Total: $30,000 0 Housing and Community Development Commission March 11, 2021 Page 9 of 11 DISCUSS COMMUNITY DEVELOPMENT WEEK ACTIVITIES: Thul stated for the Community Development week activities there is the packet within the agenda packet from the National Community Development Week toolkit. Kubly discussed what's done usually and what might be done now because of COVID. Community Development Week is an opportunity to let the community know about the funding, CDBG and HOME funding, and why it's important to the community. Some communities try to focus on elected officials, promoting what they do with the money so that they know to increase the budget in the future. In the past, the City has done a tour of projects, which was good they won't be able to do that this year due to COVID. Perhaps they could do something on social media, and work with the City's Communications Department. They could do like a video and post it on City's Facebook page. If anyone on the Commission has ideas or want to get involved to promote the CDBG and HOME programs during Community Development Week let staff know. Also they always do a proclamation at the Council meeting so they'll need someone that is willing to accept that on behalf of HCDC, that will be at the April 6 meeting. Padron will accept it as chair. IOWA CITY COUNCIL MEETINGS UPDATES: Padron noted due to this meeting being earlier there are no reports for this month, so at the next meeting they can do the March update. Kubly noted in April the Council meetings are going to be moved ahead and the work sessions are going to start at four and the meeting is going to start at six. Nkumu gave a report on the affordable housing steering committee. He noted they met last Monday and that meeting was mostly just to go over the reports and give the committee a bunch of information to read. The next meeting will be forming subcommittees. They did discuss getting the public input on affordable housing and basically review all current policies. HOUSING & COMMUNITY DEVELOPMENT INFORMATION: Thul stated the next meeting is back on a normal schedule and will be April 15th. The funding recommendations made today will go to Council and then at the next HCDC meeting in April the Commission will review the FY22 Action Plan. Thul is interested in feedback on the scoring process, and the whole funding recommendation process that they just went through. This can be discussed at an upcoming meeting or members can email her privately. Padron noted this process was extremely easy compared to what it could be some years, which was good for the new Commissioners but warned them to be prepared because sometimes this process can be extremely difficult and heartbreaking to have to say no to some agencies because of limited funding. She feels they need to talk about the questions in applications at an upcoming a meeting or maybe have a working session to work through the application. Alter agreed and said it can be intense so they should look over the application so that they're able to then use the best amount of their time. Lewis agreed and also noted there's a difference in looking at the CDBG and HOME funding applications versus the emerging agency applications. Vogel noted he received an email from constituent thanking him for being on the Commission and with a question about affordable housing, because at some point, during one of our discussions there's was a definition of affordable housing that Iowa City has, which is it's 80% of an adjusted median income paying no more than 30% of income. That that's the definition of affordable housing, but then somewhere else it was discussed that Iowa City defines affordable housing as off the fair market rent value. He asked if they can discuss this in the future and clarify what they are using as affordable housing for numbers. Is 0 Housing and Community Development Commission March 11, 2021 Page 10 of 11 the City Housing Authority using a different definition and is there a way to codify that in the City to where all departments are using that the same definition of affordable housing. Padron agreed and thinks they should talk about and discuss when they report how many affordable apartments are in the City what is the definition of affordable. The latest numbers on the CAPER a few years ago were too high and wasn't something that should be considered affordable. Padron noted the City hired an outside agency that evaluates the number of affordable houses and they said the City was doing great. Alter noted the calculation is done on AMI and if is it 80% 60% 40% so they need to actually put real numbers in there, how much is rent and relative to the median to see if there is a disconnect between the two. Padron stated they should maybe gather some material to study the issue, and then come to a meeting and talk about that. Kubly noted there is a new housing market analysis drafted recently, it's based on 2019 data, because the 2020 census information isn't out yet, so it's fairly recent but doesn't incorporate any pandemic changes. It is a regional analysis of the housing market and also talks about cost burden, which is where the rent isn't really affordable even though it's the fair market rent. Vogel would like for staff to send that out and also what from Iowa City Housing Authority is defined as affordable housing. They will discuss this in more detail at an upcoming meeting ADJOURNMENT: Alter moved to adjourn. Drabek seconded the motion and a vote was taken and the motion passed 9-0. 10 Housing and Community Development Commission March 11, 2021 Page 11 of 11 Housing and Community Development Commission Name Terms Exp. 7/16 8/20 9/17 10/15 11/19 1/21 2/18 = Vacant Aguilar, Peggy 6/30/22 O/E X X O/E O/E X X Alter, Megan 6/30/21 X X O/E X X X X Drabek, Matt 6/30/22 X X X O/E X X X Kealey, Lyn Dee Hook 6/30/22 X X X O/E X O/E X Lewis, Thersea 6/30/23 X X X X X X X Mohammed, Nsar 6/30/23 X X O/E X X X X Nkumu, Peter 6/30/22 O/E X O/E X X X X Padron, Maria 6/30/21 X X O/E X O/E X X Vogel, Kyle 6/30/23 X X X O/E X O/E X Attendance Record 2020-2021 Resigned from Commission Key: X = Present O = Absent O/E = Absent/Excused --- = Vacant 11 Prepared by: Erika Kubly, Neighborhood Services, 410 E. Washington St., Iowa City, IA 52240 319-356-5230 Resolution No. 21-123 Resolution allocating human services Aid to Agencies funding for Fiscal Year 2022, July 1, 2021 — June 30, 2022. Whereas, the City of Iowa City budgeted for aid to local human services agencies; and Whereas, assistance to human services agencies who serve low-income residents of the Iowa City is considered a benefit to the community as a whole; and Whereas, the amount of aid proposed to be allocated, $688,500, is budgeted as Aid to Human Service Agencies in the FY22 Budget; and Whereas, the Housing and Community Development Commission renewed FY21 Legacy Agency funding allocations for FY22 at its July 16, 2020 meeting; and Whereas, the Housing and Community Development Commission recommended FY22 allocations of Emerging Aid to Agencies funding at its March 11, 2021 meeting. Now, Therefore, be it resolved the by City Council of the City of Iowa City, Iowa, that: The funding recommendations, Exhibit A, from the Housing and Community Development Commission are hereby adopted. 2. The City Manager is hereby authorized to execute agreements for Aid to Agencies with the organizations identified in Exhibit A. Passed and approved this 4th day of May 2021. M I Approve Attest: �t City Clerk City Attorney's Office — 04/28/2021 Resolution No. 21-1 Page 2 It was moved by Weiner and seconded by Bergus the Resolution be adopted, and upon roll call there were: AYES: NAYS: x X x x X x ABSENT: ABSTAIN: x Bergus Mims Salih Taylor Teague Thomas Weiner Exhibit A: FY22 Legacy Aid to Agencies Funding Allocation Agency FY22 Allocation 4 C's Community Coord. Child Care $24,932 Arc of Southeast Iowa $19,945 Big Brothers / Big Sisters $24,932 Crisis Center of Johnson County $69,111 Domestic Violence Intervention Program $49,864 Free Lunch Program $17,951 HACAP $24,932 Horizons, A Family Service Alliance $43,880 Inside Out Rentry Community $39,891 Iowa City Free Medical/Dental Clinic $24,932 Iowa Valley Habitat for Humanity $24,932 Neighborhood Centers of JC $54,850 Pathways Adult Day Health Center $24,932 Prelude Behavioral Services $39,891 Rape Victim Advocacy Program $24,932 Shelter House $64,768 Table to Table $30,915 United Action for Youth $32,910 Total: $658,500 FY22 Emerging Aid to Agencies Funding Recommendations Agency/Project Request Allocation Center for Worker Justice Staff compensation, rent & office expenses for wage recovery $15,000 $15,000 efforts Corridor Community Action Network Rent & utilities for Community Clothing Closet free clothing $14,891 $0 program Sudanese American Community Services, Inc. Purchase of laptops/tablets to provide remote classes, $15,000 $5,000 activities & events The Dream Center (Dream City) Staffing for Connections Academies programs serving minority $15,000 $10,000 youth and families Total: $59,891 $30,000 Item Number: 18. CITY OF IOWA CITY COUNCIL ACTION REPORT May 4, 2021 Resolution adopting an assessment schedule of unpaid mowing, clean-up of property, snow removal, sidewalk repair, and stop box repair charges and directing the Clerk to certify the same to the Johnson County Treasurer for collection in the same manner as property taxes. Prepared By: Kellie K. Fruehling, City Clerk Reviewed By: Sue Dulek, Assistant City Attorney Fiscal Impact: No impact Recommendations: Staff: Approval 10TIT171uT-7 156TIN NOP T, Resolution w/ Exhibits A and B Executive Summary: This resolution is to adopt an assessment schedule for unpaid mowing, property clean-up, snow removal, sidewalk repair, and stop box repair. Background /Analysis: The City has the authority under Iowa Code §364.136 to assess the nuisance abatement costs in the same manner as a property tax. This resolution allows the City Clerk to certify to the Johnson County Treasurer the abatement cost to be assessed against the property. This assessment is being pursued only after the City took many steps to resolve the matter. The City notified the homeowners to abate the nuisance (for example, to remove snow from the sidewalk) and after the homeowner did not take action to abate the nuisance, the City abated the nuisance and billed the owner. After being billed at least twice, these owners still have not paid the abatement costs. The City has sent a letter to the homeowner giving them notice that this resolution would be on the agenda, a copy of which is attached to the resolution. No interest will be charged if the owner pays within 30 days of the first required publication. Attached as an exhibit to the resolution is a list of the properties that will be assessed and the amount that will be assessed. ATTACHMENTS: Description Resolution Exhibit A Exhibit B i t3 Prepared by: Kellie Fruehling, 410 E. Washington St., Iowa City, IA 52240-319-356-5040 RESOLUTION NO. 21-124 Resolution adopting an assessment schedule of unpaid mowing, clean-up of property, snow removal, sidewalk repair, and stop box repair charges and directing the Clerk to certify the same to the Johnson County Treasurer for collection in the same manner as property taxes. Whereas, the City Clerk has filed with the City Clerk an assessment schedule providing the amount to be assessed against certain lots for the actual unpaid abatement costs of mowing, cleaning up property, removing snow, repairing sidewalks, and repairing stop boxes in the same manner as property taxes; Whereas, said schedule is attached as Exhibit A to this resolution and incorporated herein by this reference; Whereas, Iowa Code § 364.13B authorizes the City Council to assess against the property said abatement costs in the same manner as property taxes; and Whereas, the City Council finds that the property owners listed in Exhibit A have received a written notice of the date and time of the public hearing on the adoption of said assessment schedule, in substantially the same form attached hereto as Exhibit B. Now, therefore, be it resolved by the City Council of the City of Iowa City, Iowa: Exhibit A is adopted as the final assessment schedule pursuant to Iowa Code § 384.60(1 The amounts listed in Exhibit A for unpaid mowing charges, clean-up property charges, snow removal charges, sidewalk repair charges and stop box repair charges are confirmed and levied against the properties listed in Exhibit A. All unpaid assessments not paid within thirty (30) days after the first publication of the final assessment schedule shall bear interest at the rate of 9% per annum, commencing on June 17, 2021. Assessments are payable at Johnson Country Treasurer, 13 South Dubuque Street, Iowa City, Iowa. Until June 16, 2021 payment may be made at the City Clerk, 410 E. Washington Street, Iowa City, Iowa. The City Clerk is hereby directed to certify the schedule as set out in Exhibit A to the Treasurer of Johnson County, Iowa for collection in the same manner as property taxes. The assessment cannot be paid in installments. Resolution No. 21-124 Page No. 2 The City Clerk is further directed to publish notice of the schedule once each week for two consecutive weeks in the manner provided in Iowa Code § 362.3, the first publication of which shall be not more than fifteen (15) days from the date of filing of the final assessment schedule. Passed and approved this 4th day of May ATTEST: City Clerk It was moved by sergus and seconded by adopted, and upon roll call there was: AYES: suelOrd&ResXAbateRes.duu 2021. Approved -by City Attorney's Office — 04(2712021 Mims NAYS: ABSENT: Bergus Mims Salih Taylor Teague Thomas Weiner Resolution be Dear Property Owner: This is to notify you that the City Council will be considering a resolution on May 4, 2021 that will assess against your property the cost that the City has incurred to do one of the following: unpaid mowing, clean-up of property, snow removal, sidewalk repair, or stop box repair charges. Enclosed for your information is a copy of the bill. If the City Council approves the assessment against your property, the amount will be collected by the Johnson County Treasurer in the same manner as a property tax. The City Council meeting begins at 7:00 prn and will be held via Zoom Meeting Platform. Meeting information will be available on www.icgov.om after 3:00 p.m. April 29th. If you want to challenge the assessment, you are advised to attend the City Council meeting. You may also submit a letter or email to the City Council. The mailing address is: City Council, % City Clerk, 410 E. Washington St., Iowa City, IA 52240 and the email address is council(o)iowa-citv.org Please note that all communication with City Council is a public record. If you pay the amount due in full before the City Council meeting, the resolution will not include an assessment against your property. You can make the payment by mailing or coming in person to the City Clerk's office, 410 East Washington Street, between the hours of 8:00 a.m. and 5:00 p.m. If property is assessed and the amount is not paid within the specified 30 days, interest will accrue at a rate set by the City Council. If you have any questions about the resolution, please contact my office at 356-5041. Sincerely, Kellie Fruehling City Clerk Enc. Copy to: Accounting Division-wlenc. Exhibit B `(r �� � CITY OF IOWA CITY 410 East Washington Street Iowa City, Iona 52240-1826 April 27, 2021 (319) 356-5000 (3 19) 356-5009 FAX «Property_Owner» waw.icgmorg «Mailing_Address» City> , «State» «ZIP» Dear Property Owner: This is to notify you that the City Council will be considering a resolution on May 4, 2021 that will assess against your property the cost that the City has incurred to do one of the following: unpaid mowing, clean-up of property, snow removal, sidewalk repair, or stop box repair charges. Enclosed for your information is a copy of the bill. If the City Council approves the assessment against your property, the amount will be collected by the Johnson County Treasurer in the same manner as a property tax. The City Council meeting begins at 7:00 prn and will be held via Zoom Meeting Platform. Meeting information will be available on www.icgov.om after 3:00 p.m. April 29th. If you want to challenge the assessment, you are advised to attend the City Council meeting. You may also submit a letter or email to the City Council. The mailing address is: City Council, % City Clerk, 410 E. Washington St., Iowa City, IA 52240 and the email address is council(o)iowa-citv.org Please note that all communication with City Council is a public record. If you pay the amount due in full before the City Council meeting, the resolution will not include an assessment against your property. You can make the payment by mailing or coming in person to the City Clerk's office, 410 East Washington Street, between the hours of 8:00 a.m. and 5:00 p.m. If property is assessed and the amount is not paid within the specified 30 days, interest will accrue at a rate set by the City Council. If you have any questions about the resolution, please contact my office at 356-5041. Sincerely, Kellie Fruehling City Clerk Enc. Copy to: Accounting Division-wlenc. Exhibit A CITY OF IOWA CITY ASSESSMENT SCHEDULE OF UNPAID WEED REMOVAL, SIDEWALK REPAIR, SNOW REMOVAL, STOP BOX REPAIR, AND PROPERTY CLEANUP r" Parcel Appraised racesDateo o rrvoice Baia PropertyAddress Legal Description Number Value Pro a Owner Rendered Services Service # ndin AHERN, DANIEL 721 RUNDELL ST RUNDELL ADDITION LOT 18 BLK 5 1014213009 278 830.00 AHERN MARIA N Sidewalk Repair 11/23/2020 40 81360 405.26 1420 RIDGE ST KlRKWOOD HEIGHTS ADDITION WLY 64' LOTS 93 & 94 1014352010 203 130.00 BARNES COREY J Sidewalk Re air 11/23/2020-1,694.25 81354 1694.25 BROWN, BENNETT 619 DEARBORN ST RUNDELL A I1TON LOT 16 BLK 10 1014209017 175 340.00 NEIMAN MAURINE B Sidewalk Re it 23 2020 373.86 81200 373.86 ELSEA, MATTHEW RANDALL 16 REGAL LN LAKESIDE ADDI IO OT 63 1023409016 53 850.00 1158,4 ELSEA KATHERINE ANN Sto x Re air 3 Y8 2021 2 200.00 83625 2,200.00 301 S LUCAS ST IOWA CITY ORIGINAL N N 40' OF E 84' OUTLOT 28 1010484001 158 450.00 H & G PARTNERSHIP Sidewalk Re it 11 23 2020 787.19 81225 787.19 KARR, ALEX M 735 DEARBORN ST RUNDELL ADDITION LOT 15'�k 1014277005 199 080.00 KARR CHAR Sidewalk Repair 11/23/202n 278.97 81204 278.97 r" CITY OP A CITY ASSESSMENT SCHEDULE OF UNPAID WEED REM OV &UEWALK REPAIR, REMOVAL STOP BOX RE fit AND PROPERTY CLEANUP Propeft Address LOOM Desointion Porto Number Approw" Valve Owns sarwoq-S3 Raiterad Date of s Costal SWVias Invoice # Balance Ouislandinip 721 RUNDELL ST RUNDELL ADDIflO I8 BLK 5 1014213009 J1 278 30.00 AHERN MARIA N Sidewalk Repair IIj2NM 405.26 81360 405.26 1420 RIDGES? KIRK4Yl.IOD HQGHTS ON WLY S4' LOTS 93 & 94 1014352410 203130.00BNW CORtY 3 SRIewaOc Reor IIJ2312020 1699.25 81354 4694.25 16 REGAL IN LAKESIDE ADD LOT 63 1023409016 153 50.00 ELWA KATHERINE ANN Stop Box Repair 3118M21.. 2 2 83625 2,200.00 301 S LUCAS $T IOWA CITY ORSGINALTOWN NIft E 84' OUTLOT 28 1010484001 158 45D.D0 H & G PARTNERSHIP Sidewalk Repair 11123/2 787.19 81225 11 787.19 istributed