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HomeMy WebLinkAboutCouncil Packet - 5/1/2018 5:30 p.m. THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA, SPECIAL MEETING TO BE HELD AT Harold E. Getty Council Chambers Tuesday, May 1, 2018 5:30 PM CITY OF WATERLOO GOALS 1. Support the creation of new, livable wage jobs through a balanced economic development approach of assisting existing businesses,fostering start-ups, attracting new employers and cultivating an adequate workforce. 2. Implement a Community Policing strategy that creates a safe environment in Waterloo. 3. Reduce the City's property tax levies through a responsible balance of cost reduction in City operations and increases in taxable properly valuations to ensure that Waterloo is a competitive, affordable, and livable city. 4. Enhance the image of Waterloo and the City to residents and businesses inside and outside of the communit}a General Rules for Public Participation 1. At the chai r/presi der's discretion,you may address an item on the current agenda by stepping to the podium,and after recognition by the chair/presider,state your name,address and group affiliation(if appropriate)and speak clearly into the microphone. 2. You may speak one(1)time per item for a maximum of five(5)minutes as long as you have registered with the City Clerk's office no later than 4:00 p.m.on the day of the Council Meeting.If not registered with the City Clerk's office you may speak one(1)time per item for a maximum of three(3)minutes. 3. If there is a hearing scheduled as part of an agenda item,the chair/presider will allow everyone who wishes to address the council,using the same participation guidelines found in these"general rules". 4. Although not required by city code of ordinances,oral presentations may be allowed at the chai r/presi der's(usually the Mayor or Mayor Pro Tem)discretion.The"oral presentations"section of the agenda is your opportunity to address items not on the agenda. You may speak one(1)time per item for a maximum of five(5)minutes as long as you have registered with the City Clerk's office no later than 4:00 p.m.on the day of the Council Meeting.If not registered with the City Clerk's office a speaker may speak to one(1)issue per meeting for a maximum of three(3)minutes.Official action cannot be taken by the Council at that time,but may be placed on a future agenda or referred to the appropriate department. 5. Keep comments germane and refrain from personal,impertinent or slanderous remarks. 6. Questions concerning these rules or any agenda item may be directed to the Clerk's Office at 291-4323. 7. Citizens are encouraged to register with the Clerk's Office by 4:00 p.m.on Monday of the day of the City Council meeting to appear before the City Council(may also register by phone).Registered speakers will be given first priority. Roll Call. Agenda, as proposed or amended. OTHER COUNCIL BUSINESS 1. A council hearing and overview from city staff on the recent report issued by the U.S. Department of Homeland Security and FEMA regarding interactions with the City of Waterloo. Submitted By: Council Members Margaret Klein, Steve Schmitt, and Bruce Jacobs ADJOURNMENT Motion to adjourn. Kelley Felchle City Clerk Office Of Inspector General (OIG)—FEMA Disaster Grant and Program Audit: FEMA grants billions of dollars each year to recipients that contract for services to help communities respond to and recover from disasters. FEMA disburses funds to the individual states who then reimburse their local communities. The OIG conducts periodic audits of FEMA grants, programs and operations funded from the Disaster Relief Fund for compliance with Federal regulations. The particular audit of the City of Waterloo was termed a capacity audit.Their goal was to determine whether the city has the necessary policies, procedures and knowledge to administer FEMA grants. Follow-up reports detailing non-compliance areas and recommendations are issued by the OIG to the Iowa Homeland and Emergency Management Department(HSEMD) Recovery Division. The Iowa HSEMD is responsible for monitoring the follow-up items needed and issues to be resolved. In May 2017, OIG Auditors visited the City of Waterloo to perform an audit of FEMA grants, programs and operations funded from the Disaster Relief Fund in connection with the September 2016 floods.This visit was the first time OIG Auditors had been involved with the City in at least 17 years. During the OIG audit site visit, certain information was requested from the City and departmental interviews were conducted. Much of the documentation requested at the time of the site visit was not yet available. For example,there were street repairs that were not made until the fall of 2017. It was subsequently obtained in the late fall of 2017 by Engineering staff. The Iowa HSEMD conducted a follow up visit in February, 2018 and provided a report to the City of Waterloo with a list of follow up items and issues to be resolved. They requested procurement policy changes to comply with new federal Uniform Guidance grant regulations that will apply to future disaster claims. As of March 28, 2018 the City submitted all requested items to HSMED. In their final report dated March 30, 2018 the HSMED accepted the City's documentation and stated no further actions are required. The audit will not impact the FEMA grant amounts to be received by the City of Waterloo. Preliminary damage estimates by FEMA were approximately$1.9 million. Actual expenses to be reimbursed by FEMA and the State of Iowa are now anticipated to be in the range of$800,000 to$1.1 million. CERTIFICATION OF NOTICE OF SPECIAL MEETING CITY COUNCIL CITY OF WATERLOO, IOWA I hereby certify that I received notice that a Special Session of the Waterloo City Council will be held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, on a council hearing and overview from city staff on the recent report issued by the U.S. Department of Homeland Security and FEMA regarding interactions with the City of Waterloo. No other official business will be conducted at said meeting. Date: May 1, 2018 w✓L----� Bruce Jacobs Ward 2 Council Member I hereby certify that I served notice to the above named council member in accordance with City of Waterloo Code Section 1-4-1B: r Margaret dein Ward 1 Council Member teve tZilMember Bruce Jacobs Ward 1 Council Member I hereby certify that due and timely notice of the Special Session meeting of the City Council of the City of Waterloo, held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, was provided to the public in accordance with Iowa Code Chapter 21. B Ke ey Felc e City Clerk NOTICE OF SPECIAL MEETING City of Waterloo Waterloo City Council PURSUANT TO THE PROVISIONS OF SECTION 1-4-1(13'OF THE CHARTER OF THE CITY OF WATERLOO,THIS IS NOTICE THAT A SPECIAL MEETING OF THE WATERLOO CITY COUNCIL IS CALLED FOR MAY 1,2018 AT 5:30 P.M. IN COUNCIL CHAMBERS. THE PURPOSE OF THE MEETING IS A COUNCIL HEARING AND OVERVIEW FROM CITY STAFF ON THE RECENT REPORT ISSUED BY THE U.S. DEPARTMENT OF HOMELAND SECURITY AND FEMA REGARDING INTERACTIONS WITH THE CITY OF WATERLOO. Margaret dein City Councilwoman City of Waterloo f/ teve h Gty Co alman City of Waterloo Bruce Jacobs City Councilman City of Waterloo CERTIFICATION OF NOTICE OF SPECIAL MEETING CITY COUNCIL CITY OF WATERLOO, IOWA I hereby certify that I received notice that a Special Session of the Waterloo City Council will be held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, on a council hearing and overview from city staff on the recent report issued by the U.S. Department of Homeland Security and FEMA regarding interactions with the City of Waterloo. No other official business will be conducted at said meeting. Date: May 1, 2018 Sharon Juon At-Large Council Member I hereby certify that I served notice to the above named council member in accordance with City of Waterloo Code Section 1-4-1B: Margaret em Ward 1 ouncil Member Steve Sc At-Larg ouncil Member ruce Jacobs Ward 1 Council Member I hereby certify that due and timely notice of the Special Session meeting of the City Council of the City of Waterloo, held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers,was provided to the public in accordance with Iowa Code Chapter 21. 1Ke lley F e City Cler NOTICE OF SPECIAL MEETING City of Waterloo Waterloo City Council PURSUANT TO THE PROVISIONS OF SECTION 1-4-1(B)OF THE CHARTER OF THE CITY OF WATERLOO, THIS IS NOTICE THAT A SPECIAL MEETING OF THE WATERLOO CITY COUNCIL IS CALLED FOR MAY 1,2018 AT 5:30 P.M. IN COUNCIL CHAMBERS. THE PURPOSE OF THE MEETING IS A COUNCIL HEARING AND OVERVIEW FROM CITY STAFF ON THE RECENT REPORT ISSUED BY THE U.S. DEPARTMENT OF HOMELAND SECURITY AND FEMA REGARDING INTERACTIONS WITH THE CITY OF WATERLOO. Margare Clein City Councilwoman City of Waterloo f/ Steve h City Cou cilman City of Waterloo Bruce Jacobs City Councilman City of Waterloo CERTIFICATION OF NOTICE OF SPECIAL MEETING CITY COUNCIL CITY OF WATERLOO, IOWA I hereby certify that I received notice that a Special Session of the Waterloo City Council will be held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, on a council hearing ani overview from city staff on the recent report issued by the U.S. Department of Homeland Security and FEMA regarding interactions with the City of Waterloo. No other official burin ss will be conducted at said meeting. Date: May 1, 2018 Pat Morrissey Ward 3 Council Member I hereby certi that I served notice to the above named council member in accordance with City of Waterloo ode Section 1-4-1B: Margare ein Ward 1 Council Memt er Steve Sc i At-Large ouncil Men iber Bruce Jacobs Ward 1 Council Mernt er I hereby certiF i that due and timely notice of the Special Session meeting of the City Council of the City of Waterloo, held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Charnbc rs, was provided to the public in accordance with Iowa Code Chapter 21. Kelley Fel City Clerk i M L NI TICE of SPECIAL MEETING City of Waterloo Waterloo City Council PURSUANT TO THE PROVISIONS OF SECTION 1-4-1(B)OF THE CHARTER OF THE CITY OF WATERLOO, THIS IS NOTICE THAT A SPECIAL MEETING OF THE WATERLOO CITY COUNCIL IS CALLED FOR MAY 1,2018 AT 5:30 P.M. IN COUNCIL CHAMBERS. THE PURPOSE OF THE I OEETING IS A COUNCIL HEARING AND OVERVIEW FROM CITY STAFF ON THE RECENT REPORT ISSUED BY THE U.S. DEPARTMENT OF HOMELAND SECURITY AND FEMA REGARDING INTERACT ONS WITH THE CITY OF WATERLOO. Margaret Olein City Councilwoman City of Waterloo Az� c teve h ' City Cou cilman City of Waterloo Bruce Jacobs City Councilman City of Waterloo CERTIFICATION OF NOTICE OF SPECIAL MEETING CITY COUNCIL CITY OF WATERLOO, IOWA I hereby certif} that I received notice that a Special Session of the Waterloo City Council will be held at 5:30 pa . on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, on a council hearing anoverview from city staff on the recent report issued by the U.S. Department of Homely d Security and FEMA regarding interactions with the City of Waterloo. No other official busin ss will be conducted at said meeting. Date: May 1, 2018 �Lw z '4 rome Amos, Jr. Ward 4 Council Member I hereby certiPr that I served notice to the above named council member in accordance with City of Waterloo Code Section 1-4-1B: Margar Klein Ward 1 ouncil Meml er Steve Schmi At-Lazge C cil Men iber Bruce Jacobs Ward 1 Council Meml er I hereby certi that due and timely notice of the Special Session meeting of the City Council of the City of Waterloo, held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, was provided to the public in accordance with Iowa Code Chapter 21. elley Fe 671e City Cler NOTICE OF SPECIAL MEETING City of Waterloo Waterloo City Council PURSUANT TO THE PROVISIONS OF SECTION 1-4-1(B) OF THE CHARTER OF THE CITY OF WATERLOO, THIS ISN TICE THAT A SPECIAL MEETING OF THE WATERLOO CITY COUNCIL IS CALLED FOR MAY 1,2018 AT 5:30 P.M. IN COUNCIL CHAMBERS. THE PURPOSE OF THE MEETING IS A COUNCIL HEARING AND OVERVIEW FROM CITY STAFF ON THE RECENT REPORT ISSUED BY THE U.S. DEPARTMENT OF HOMELAND SECURITY AND FEMA REGARDING INTERACTIONS WITH THE CITY OF WATERLOO. Margare Klein City Councilwoman City of Waterloo teve h City Cou cilman City of Waterloo Bruce Jacobs City Councilman City of Waterloo CERTIFICATION OF NOTICE OF SPECIAL MEETING CITY COUNCIL CITY OF WATERLOO, IOWA I hereby certify that I received notice that a Special Session of the Waterloo City Council will be held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, on a council hearing and overview from city staff on the recent report issued by the U.S. Department of Homeland Security and FEMA regarding interactions with the City of Waterloo. No other official business will be conducted at said meeting. Date: May 1, 2018 Chris Shimp Ward 5 Court ember I hereby certify that I served notice to the above named council member in accordance with City of Waterloo Code Section 1-4-1B: Margaret lein Ward 1 unci l Member ti Steve Sc i '0'�A At-Large ouncil Member Bruce Jacobs Ward 1 Council Member I hereby certify that due and timely notice of the Special Session meeting of the City Council of the City of Waterloo, held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, was provided to the public in accordance with Iowa Code Chapter 21. Kel e NOTICE OF SPECIAL MEETING City of Waterloo Waterloo City Council PURSUANT TO THE PROVISIONS OF SECTION 1-4-1(B)OF THE CHARTER OF THE CITY OF WATERLOO,THIS IS NOTICE THAT A SPECIAL MEETING OF THE WATERLOO CITY COUNCIL IS CALLED FOR MAY 1,2018 AT 530 P.M. IN COUNCIL CHAMBERS. THE PURPOSE OF THE MEETING IS A COUNCIL HEARING AND OVERVIEW FROM CITY STAFF ON THE RECENT REPORT ISSUED BY THE U.S. DEPARTMENT OF HOMELAND SECURITY AND FEMA REGARDING INTERACTIONS WITH THE CITY OF WATERLOO. Margare Klein City Councilwoman City of Waterloo L taus h ' C1 Cou Gilman City of Waterloo r �J' V Bruce Jacobs City Councilman City of Waterloo CERTIFICATION OF NOTICE OF SPECIAL MEETING CITY COUNCIL CITY OF WATERLOO, IOWA I hereby certify that I received notice that a Special Session of the Waterloo City Council will be held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, on a council hearing and overview from city staff on the recent report issued by the U.S. Department of Homeland Security and FEMA regarding interactions with the City of Waterloo. No other official business will be conducted at said meeting. Date: May 1, 2018 Margaret dein Ward 1 ouncil Member I hereby certify that I served notice to the above named council member in accordance with City of Waterloo Code Section 1-4-1B: MargarejKlein Ward 1 Council Member SteveS i At-Lar ouncil Member Bruce Jacobs Ward 1 Council Member I hereby certify that due and timely notice of the Special Session meeting of the City Council of the City of Waterloo, held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, was provided to the public in accordance with Iowa Code Chapter 21. Kelley Fel e City Clerk NOTICE OF SPECIAL MEETING City of Waterloo Waterloo City Council PURSUANT TO THE PROVISIONS OF SECTION 1-4-1(B)OF THE CHARTER OF THE CITY OF WATERLOO,THIS IS NOTICE THAT A SPECIAL MEETING OF THE WATERLOO CITY COUNCIL IS CALLED FOR MAY 1,2018 AT 5:30 P.M. IN COUNCIL CHAMBERS. THE PURPOSE OF THE MEETING IS A COUNCIL HEARING AND OVERVIEW FROM CITY STAFF ON THE RECENT REPORT ISSUED BY THE U.S. DEPARTMENT OF HOMELAND SECURITY AND FEMA REGARDING INTERACTIONS WITH THE CITY OF WATERLOO. Margarej Clein City Councilwoman City of Waterloo r "-/ teve h City Cou cilman City of Waterloo ' r Bruce Jacobs City Councilman City of Waterloo CERTIFICATION OF NOTICE OF SPECIAL MEETING CITY COUNCIL CITY OF WATERLOO, IOWA I hereby certify that I received notice that a Special Session of the Waterloo City Council will be held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, on a council hearing and overview from city staff on the recent report issued by the U.S. Department of Homeland Security and FEMA regarding interactions with the City of Waterloo. No other official business will be conducted at said meeting. Date: May 1, 2018 4Stev *S1 At-Large Council Member I hereby certify that I served notice to the above named council member in accordance with City of Waterloo Code Section 1-4-1B: a are Klein Ward 1 Council Member S eve c At-L Council Member / � ruce Jacobs Ward 1 Council Member I hereby certify that due and timely notice of the Special Session meeting of the City Council of the City of Waterloo, held at 5:30 p.m. on Tuesday, May 1, 2018, in the Harold E. Getty Council Chambers, was provided to the public in accordance with Iowa Code Chapter 21. 9 eealley F hle City Cle NOTICE OF SPECIAL MEETING City of Waterloo Waterloo City Council PURSUANT TO THE PROVISIONS OF SECTION 1-4-1(B)OF THE CHARTER OF THE CITY OF WATERLOO,THIS IS NOTICE THAT A SPECIAL MEETING OF THE WATERLOO CITY COUNCIL IS CALLED FOR MAY 1,2018 AT 5:30 P.M. IN COUNCIL CHAMBERS. THE PURPOSE OF THE MEETING IS A COUNCIL HEARING AND OVERVIEW FROM CITY STAFF ON THE RECENT REPORT ISSUED BY THE U.S. DEPARTMENT OF HOMELAND SECURITY AND FEMA REGARDING INTERACTIONS WITH THE CITY OF WATERLOO. Margare lein City Councilwoman City of Waterloo teveh City Cou Gilman City of Waterloo Bruce Jacobs City Councilman City of Waterloo 4 C&PITY OF WATERLOO , IOWA CITY CLERK AND FINANCE DEPARTMENT LLEY FELCHLE • 04,-Clerk MICHELLE WEIDNER,CPA • ChiejFinaneialOfcer •• asa3wr Finance Depa Iment Activities Timeline—Activities completed in addition to routine functions, QUENTIN such as bill payment processing, daily banking, weekly finance committee preparation, weekly HART council meeting preparation, monthly reconciliations, etc. (CFO typically worked an average of 50- 55 hours per week prior to 2016.After that time,the CFO typically worked an average of 70-75 COUNCIL hours per weE k, still today.) MEMBERS '.."""""""" 1. January 2016- Finance had one vacant position, leaving the Finance department under taffed by 20%. MARGARET 2. Januaiy 15, 2016—TechWorks II financing closed. KLEIN' ;A7rd I 3. FYE17 budget preparation—underway November through March 15, 2016. 4. CapitalImprovements program preparation and review—January through March 2016. BRUCE JACOBS 5. April 6, 2016 -The request to fill the vacant finance position was placed on the Human Ward Resou ces committee agenda. PATRICK Them tion to fill the position failed on a 3-3 vote,with one council member not present. MORRISSEY I wasn't present. I was with my family in Sioux City. My father passed away at 7:30 that Ward eveni g.There was no contact from any of the council about the reasons why I was JEROME making the request or the need for the position. AMOS,JR. 6. Spring 2016—Bond issuance,TIF advance paperwork,significant preparation for year-end Ward 4 accou ting work completed. CHRIS 7. Finance staff prepares workpapers throughout the year that are used to develop the SHIMP annua financial statements. However, there is a great deal of work that cannot be Ward S completed until after year-end to be ready for the audit. The finance staff was short one SHARON position throughout 2016. Much of the extra work fell to me as the department head to JUON get thE, regular financial audit completed, in addition to other year-end reports (Street Ar-Large Financ al report,TIF certification review, annual urban renewal report filing, annual STEVE financial report.) SCHMITT At-Large 8. Septer iber 21, 2016,flooding occurred in Waterloo. Finance became aware of the flood at the taff meeting the morning of September 21, 2016 and notified departments to track t me spent on flooding activities using separate payroll codes for reporting. 9. Septer iber 2016—Finance completed Street Financial report, obtained council approval and fil d with the state. 10. December 2016, second vacancy in the Finance department, leaving the Finance depart Tient understaffed by 40%. 11. Noverr ber 21, 2016—The request to fill one position was placed on the Human Resources committee agenda, and approved filling one vacancy on a 4-3 vote. 12. Noverr ber 28, 2016—TIF certifications reviewed and submitted to Council for approval. 13. Noverr ber 28, 2016—TIF Urban annual report submitted to Council for approval. 14. Noverr ber 28, 2016—Annual finance report submitted to Council for approval. WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer 15. November 2016—Finance staff works on FYE2018 budget information for distribution to departments. 16. January 2017—Finance hires a person under a contract to help out on a part-time basis. Still 2 full-time vacancies. 17. March 2017—FYE18 Budget filed March 15, 2018, required certification date. 18. March 15, 2017—Initial contact by Office of Inspector General to CFO regarding capacity audit for handling paperwork for disasters qualifying for FEMA aid. 19. April 2017—CIP completion, coordination of projects with bond attorneys for bond issuance. 20. April 2017—Prepare for and testify in EEOC case on behalf of city. 21. April and May 2017—Preparation work for year-end budget amendment. 22. May 2017—Year-end budget amendment approved by council and filed timely. 23. May 2017—Trip to Chicago to make bond rating presentation to Moody's Investor Services and bond sale. 24. May,June,July 2017—Work on sale of Convention Center. 25. June 2017—Bond issue closing. 26. April and May 2017—Develop gaming priorities and determine matching funds availability as requested by Gaming Association. 27. May and June 2017—Year-end TIF advance paperwork and other year-end preparation work. 28. May 22, 2017—OIG staff in Waterloo for fieldwork and staff interviews. 29. Spring 2017—work on Hawkeye Community College housing agreement. 30. July 2017—Draft Healthy H2OLoo subrecipient agreements and process payments. 31. Late summer and fall 2017—audit preparation. Finance staff extremely behind due to vacant positions. 32. September 11, 2017—New Finance employee starts. 33. September 2017—Finance completed Street Financial report, obtained council approval and timely filed with the state. 34. November 27, 2017—Annual finance report submitted to Council for approval for timely filing. 35. November 27, 2017—TIF certifications reviewed and submitted to Council for approval for timely filing. 36. November 27, 2017—TIF Urban annual report submitted to Council for approval for timely filing. 37. November 2017 March 2018—FYE19 budget preparation. 38. December 4, 2017—New council orientation. 39. December 2017—March 2018—Capital Improvements Program review. 40. January 26, 2018—Phone conference with Office of Inspector General audit team and Iowa Homeland Security staff regarding findings. 41. February 5, 2018 and February 6, 2018—Iowa Homeland Security on-site monitoring visit. 42. February 15, 2018—Selected policy information provided to Iowa Homeland Security 43. February 16, 2018- Draft of new grant policies sent to Iowa Homeland Security. 44. February 16, 2018—Iowa Homeland Security notifies city that information provided meet the requested requirements. 45. February 19,2018—Date of hearing for FYE19 budget set for March 8, 2018. 46. February 26, 2018—Public hearing for$11,500,000 general obligation bonds held. 47. March 5, 2018—Council approval of Federal Regulation Procurement Requirements for FEMA projects. 48. March 8,2018—FYE19 budget hearing. 49. March 9, 2018—Request from Iowa Homeland Security for addition to procurement procedure language. 50. March 12, 2018—FYE19 budget meeting. 51. March 13, 2018—FYE19 budget meeting and approval of tax levy. 52. March 15, 2018—FYE19 certified budget filed with Black Hawk County and the State of Iowa. 53. March 26, 2018-Council approval of Federal Regulation Procurement Requirements for FEMA projects revised as requested March 9, 2018. 54. March 30,2018-Iowa Homeland Security provided Final Monitoring Report and follow-up letter.