HomeMy WebLinkAbout12/21/92CITY COUNCIL WORK SESSION
December 21, 1992
5:00 p.m.
Large Conference Room
Roll Call: Mayor Manning, Angel, Buck, Budak, Lemke, Dell, Fox and
Wright.
Gary Simmons, WP/FC Superintendent, presented information relating
to the Iowa Local Government Energy Bank Program which assists
local governments in identifying potential money saving
improvements through energy audits and technical analysis. This
program would allow the city to obtain grant and loan funds to make
energy saving improvements at the waste water treatment plant and
pump stations. The low interest loans would be paid off by the
energy efficiencies. An engineering analysis would be done to
determine the cost affectiveness of any improvements and would be
followed by a detailed engineering review of all facilities and all
energy using units. These proposals would only be reviewed by the
city and the Iowa Department of Natural Resources to determine
which improvements are feasible and will fit within the energy cost
pay back provisions of the program. Once the city has entered into
a loan agreement with the Department of Natural Resources, we would
proceed with the improvements. The possibility of financing
improvements at the city's new anaerobic pretreatment lagoon could
be funded through this program.
In response to a question from Councilperson Dell, it was noted
that individual households would probably not see a savings on
their sewer bill. The real savings is not having the up front
capital cost to make necessary improvements. In any case, the
savings must be justified by the engineering report prior to
proceeding on any project.
No official action was taken by the City Council. Informal
authorization was given to proceed with the application.
The proposed removal of 1,330 street lights in the city was
discussed. John Meyer, Public Works Director, has worked with
Midwest Power, Inc. to formalize procedures and obligations with
the removal of said fixtures. Approximate cost to shut off said
lights is $40,000 with a future annual savings of approximately
$70,000 - $80,000. There will be no savings in FY 93 budget as
originally anticipated. The proposed list includes residential and
commercial areas but does not affect the central business district.
It was noted that the Police Department has not reviewed the
locations of street lights to be removed. Mark Jacobs, Midwest
Power, Inc., responded to a suggestion from Councilperson Dell that
they work with the city to reduce the city's cost. Mr. Jacobs
reported that they have "filed tariffs" with the Interstate
Commerce Commission that regulate their rate structure.
Councilperson Wright stated that she would not support across the
board shut off as is being recommended and that the list should be
reviewed by the Police Department.
It was noted that property owners will have an opportunity to rent
a century light at a cost of $5.30 per month plus any rate
increase
No official action was taken by the City Council. It was the
consensus of the Council that the proposed listing be reviewed by
the Police Department prior to any action on the removal of said
lights.
With no further business before the Committee, the meeting was
adjourned at 5:30 p.m.
Larry P. Burger
City Clerk/Auditor
CITY COUNCIL WORK SESSION
December 21, 1992,
5:30 p.m.
Large Conference Room
Roll call: Mayor Manning, Angel, Buck, Budak, Lemke, Fox, Dell and
Wright.
The purpose of the meeting was to report the findings of the
Mayor's Reorganization Committee chaired by W. David Tyler.
Committee members appointed by Mayor Manning included Dolly
Fortier, Sharon Juon, Karon Keefe, Shirley Koslowski, Joe Meany,
John Murphy, Fred Schuster and Tony Stevens. With the assistance
of city staff members, Larry Burger and Jim Rodemeyer and council
liaison persons Rose Angel and Bill Lemke, Mr. Tyler reported that
the committee has been meeting since April, 1992 in a total of 27
evening and afternoon sessions and two all -day sessions. Linda
Klinger served as a liaison person from the Metropolitan United
Coalition.
Mr. Tyler stated that the committee has received outstanding
support from all city employees including management and bargaining
personnel to reach the conclusions within the report. The report
is divided into the following sections: General Observations,
Recommendations for FY 1994, Recommendations for FY 1996, and
Recommendations for FY 2000.
Mr. Tyler presented the following general recommendations:
1. Concentrate on the development of metropolitan
cooperation (Black Hawk County, Waterloo, Cedar Falls,
Evansdale, Elk Run Heights, Hawkeye Institute of
Technology, AEA VII, Waterloo Community School District,
Cedar Falls School District, etc.) in many areas,
specifically including the acquisition of supplies and
equipment, the delivery and sharing of certain services,
etc., promoting the development of many additional 28E
Inter -Governmental Agreements for these purposes.
2. Aggressively pursue opportunities to involve the private
sector in the delivery of traditional governmental
services.
3. Work toward improving communication by and between the
City's elected officials, Boards and Commissions,
Management Team, Employees, and its citizens. Install a
City Line where inquiries from citizens could be referred
to appropriate City departments/divisions.
4. Unless required by statute, all Boards and Commissions
should be restricted so that their function is advisory
in policy matters, only.
5. Make every effort to demographically balance all Boards
and Commissions; eliminate membership of one individual
on more than one Board or Commission; limit members on
Boards and Commissions to citizens not officially
connected with the City; establish a policy that requires
periodic turnover of the membership of Boards and
Commissions; and establish attendance requirements for
continued membership on Boards and Commissions.
6. Continue to use task forces composed of private citizens
and representatives of private industry/business to
search for solutions to challenges that may arise.
7. Work to ensure reasonable access to all City property for
all members of the community.
8. Create a new division composed of the following
Departments: the Parks Department, the Recreation and
Arts Department. This new division would be known as the
City Council Work Session
December 21, 1992
Page 2
Recreation Division and should be in place under a new
division head by Fiscal Year 1994.
9. Create a new division identified as the Administrative
Services Division by Fiscal Year 1996. Within this new
division would be the following current departments:
a.
b.
c.
d.
e.
f.
g.
h.
Animal Control;
Building Maintenance;
City Attorney;
City Line;
Clerk/Auditor;
Human Rights;
Parking Enforcement Administration; and
Personnel.
This new division would be under a new division head, and
that new division head would also serve as Administrative
Assistant to the Mayor and Council.
10. Combine job classifications and increase the functional
consolidation of like services/tasks within the various
departments/divisions. Through attrition, reduce the
number of layers within the work force so that no more
than four (4) layers exist between the inquiring
citizen/employee and the ultimately responsible
Mayor/Council. Require more on-line participation by the
administrative staff and the Management Team in the
delivery of departmental service to help take up the
shortage of staff caused by the recent layoffs.
11. Implement a program of cross -training qualified employees
within departments/divisions, and on a city-wide basis.
Adopt practical, work -rule relationship between
departments/divisions to allow employees who are cross -
trained to be utilized across department/division lines
to better enable the City to meet peak work loads and
emergencies.
12. Adopt the concept of "loaned Employees" by and between
departments/divisions, and city-wide, to meet
unanticipated demands for service.
13. Work hard to equalize the distribution of overtime/needed
service, between various departments/divisions, in times
of emergency.
14. Consider, as a first response, the "in-house" purchase of
services/equipment, within our various City
departments/divisions and constantly make competitive
assessments of the cost of the services being provided.
15. Adopt effective, cost -control policies by implementing
common purchasing for all departments, including a city-
wide motor pool. Re-evaluate the need for permanent
individual vehicle assignment and establish minimum
standards for regular use. Consider mileage
reimbursement for personal automobile use on City
business, as an alternative to additional automobile
purchases.
16. Expand the number and flexibility of the city work force
by including retired employees, juvenile court service
clients and individuals involved in the community
sentencing program.
17. Consider employing "on-call" replacement employees in
order to maintain the City's necessary level of function,
City Council Work Session
December 21, 1992
Page 3
without incurring unnecessary and/or avoidable overtime
expense.
18. Support the continued implementation of the Total Quality
Management Program, and develop an on-going system for
the recognition and rewarding of cost-saving suggestions.
Expand the use of the Labor/Management Committee
technique as a viable avenue for problem -solving in the
City's work place.
19. Work with the Bargaining Units and Employees to discover
new techniques, methods, and manners of controlling the
escalating cost of our medical and hospital insurance
program.
20. Modernize the equipment and technology utilized within
the City, especially in the area of information transfer
(e.g. intra -city fax capability, intra -city electronic
mail, etc.), to maximize efficiency.
21. Create in each department a depreciation reserve for
equipment replacement and capital improvements.
22. Create new staffing patterns designed to reduce avoidable
overtime.
23. Establish a City-wide Building Maintenance Program under
the leadership and supervision of one (1) department
head.
24. Immediately apply for and secure public/private Energy
Conservation grants, consultations and/or contracts, to
increase operational efficiency and reduce energy costs.
25. Concentrate on being more creative in the researching and
implementation of new opportunities for service to the
community and in the marketing of those new services.
26. Consider establishing fees -for -services provided to tax-
exempt property and T.I.F. beneficiaries, supporting
enabling legislation, if necessary.
27. Recognize that the quality of life in our community is
being destroyed by rising costs and over -lean budgets
which have diminished Employee pride/incentive and have
created a depressed state of mind within our City's work
force. Immediately focus on a positive change in this
attitude.
Mr. Tyler pointed out that obvious omissions within the report are
that the committee did not recommend a merging of the police and
fire departments but urged the city to participate in a study of
establishing county -wide police and county -wide fire protection
through 28E Intergovernmental Agreements.
One of the committee's major concerns was how the report would be
implemented and progress monitored. Several of the committee
members will continue to serve in the capacity of a citizens
advisory committee for the FY 94 budget process scheduled to
commence in January 1993.
Mayor Manning suggested that the council meet in work session
settings with department heads and board and commission members and
the committee to begin responding to the proposed changes. It will
then be the responsibility of the Mayor and City Council to
implement the changes. The Mayor thanked Chairperson Dave Tyler
and the committee for their many hours of work. Councilmembers
joined in the Mayor's appreciation to the committee for their fine
efforts.
City Council Work Session
December 21, 1992
Page 4
Councilperson Dell questioned why the committee did not pursue the
public safety officer issue even though some have argued that this
is a viable solution and one that would produce ultimate cost
savings. It was noted that many of the FY 93 recommendations may
not be able to be implemented by March 15, 1993, the certification
date for said budget. The Mayor stated that changes could be
implemented throughout the year in a phased approach.
Councilperson Fox stated that he was committed to implementing the
proposed changes to reduce cost to the city and provide an
acceptable level of service to our citizens.
No official action was taken by the council on said report. With
no further business before the Work Session, the meeting was
adjourned at 6:40 p.m.
Larry P. Burger
City Clerk/Auditor