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HomeMy WebLinkAboutCouncil Packet - 12/5/2022COUNCIL WORK SESSION December 5, 2022 Time indicated below Harold E. Getty Council Chambers RULES FOR WORK SESSION PUBLIC COMMENT Iowa Code Chapter 21 gives the public the right to attend council meetings, but it does not require cities to allow public participation except during public hearings. The city council shall not receive any public comment during a work session. Roll Call Agenda, as proposed or amended Approval of Minutes Minutes of November 21, 2022, as proposed. 3:35 p.m. Discussion of an ordinance establishing collection fees for delinquent payments. Submitted By: Kelley Felchle, City Clerk Approx. Discussion of amendments to the Travel Policy. 3:50 p.m. Submitted By: Bridgett Wood, Finance Manager Approx. Discussion of filling a vacancy on city council. 4:10 p.m. Submitted By: Kelley Felchle, City Clerk Approx. Discussion of adding parklets to Downtown Waterloo. 4:40 p.m. Submitted By: Noel Anderson, Community Planning and Development Director ADJOURNMENT Kelley Felchle City Clerk CITY OF WATERLOO Council Communication Minutes of November 21, 2022, as proposed. City Council Meeting: 12/5/2022 Prepared: REVIEWERS: Department Reviewer Action Date Clerk Office Higby, Nancy Approved 12/5/2022 - 2:16 PM ATTACHMENTS: Description Type ❑ Minutes of November 21, 2022 Backup Material COUNCIL WORK SESSION November 21, 2022 3:40 p.m. Harold E. Getty Council Chambers Members present: Boesen, Nichols, Amos, Chiles, Grieder, and Feuss. Absent: Wilder 100973 - Grieder/Amos that the Agenda, as proposed, be approved. Voice -vote Ayes: Six. Motion carried. Objective: Discussion of resettlement and other immigrant and refugee services with Lutheran Services in Iowa. Nick Wuertz, Director of Lutheran Services in Iowa, (LSI) Immigrant and Refugee Community Services, and Vinh Nguyen, addressed the council regarding services offered by LSI in welcoming refugees to the community as well as supporting them once they are here and an opportunity for the City to participate and in supporting those services. Council member Amos questioned the State's role in allowing refugees residence in Iowa. Mr. Wuertz explained the process of applications, review and approval by the state to determine which sites they will allow refugee access and provide settlement services. Council member Feuss questioned the type of commitment LSI was requesting from the City Council. Mr. Wuertz explained they are having numerous discussion with community partners to determine the local community's capacity for accepting refugees, providing resettlement services, and based on those discussions would like to have a follow-up conversation with the Council to request a letter of support to provide services. Council members Feuss and Grieder stated they feel this is an opportunity to show leadership in the community and look forward to an additional conversation with LSI. Council member Chiles questioned who the partners and stakeholders are in the community and if they are requesting funding from the city and if there is appropriate funding for these refugees to be successful in relocating, and feels there is a need considering the most recent census. Mr. Chiles also questioned if LSI had looked at or spoken with local landlords. Mr. Wuertz explained that finding local housing is primary so they have had conversations with landlords, but would appreciate any guidance or assistance with housing needs. Partners would include primary care physicians and health care providers, school districts/community college, Social Security Administration, Department of Health and Human Services, for food assistance and medical insurance, employers, public transportation accessibility and the community at large. Mr. Wuertz also explained they are working to expand childcare slots and addressing the childcare barriers throughout the state for training and licensing for in home childcare businesses. Objective: Update from Grow Cedar Valley. Cary Darrah, Stephanie Deitweiler, Nicole Sallis, Director of Communications, Lisa Scubal Updated council regarding second scope of work to identify and implement funding sources, government affairs legislation, airport services working group to encourage use and attracting businesses to the Waterloo airport. Stephanie Deitweiler provided the council with copies of the Grow Cedar Valley Livability magazine and reviewed progress for distribution in the Cedar Valley. Mr. Chiles commented he would like to see the Community Profile page in more places to highlight libraries and art opportunities in the community. Carry Darrah updated the council on transferring the Techworks lots and Hawkeye Community College construction on the second floor. Page 2 Mike Mallaro, Chairman Grow Cedar Valley, thanked the council for their support of the community and explained the business community's support of Grow Cedar Valley and opportunities being created. Objective: Discussion of Downtown Parking. Jessica Rucker, Main Street Waterloo, Laura Lierz and Jeri Griswold, Republic Parking, updated the council on the Parking Taskforce System Improvement recommendations. Council member Boesen questioned exceptions for two-hour free parking for jury duty customers. Ms. Lierz explained discount options for specialty group exceptions. Council member Grieder questioned if the proposed parking fees would make parking off street/long term parking more attractive. Ms. Lierz agreed the proposed fees should be more attractive for long term users. Mr. Chiles thanked the group for the study and the expedited results and asked when and how often the Council could get updates on parking statistics. Ms. Lierz responded they could provide monthly updates and hoped to launch the LPR system in December to provide that data. Mr. Amos questioned capital expenses/annual parking technology expenses. Ms. Lierz responded that the new fees will generate a yearly revenue. Council member Nichols questioned revenue. Ms. Lierz explained they used current customers with this fee schedule to estimate annual revenues. Council member Boesen questioned expenses versus revenues, how this would affect current staffing and stated the parking is currently not breaking even. Ms. Lierz stated they would continue to employ the same maintenance staff but could possibly decrease enforcement staff by one employee and that the City is currently realizing about $100,000.00 in parking revenues. Council member Boesen questioned the parking agreement with Best Western. Ms. Lierz indicated due to previous agreements for maintenance on ramp infrastructure, payments were not coming in, so the contract needed to be reviewed. Jessica Rucker explained they would continue to work with the Council and ask that they determine where capital funds would be coming from, approve the ordinances to make the proposed changes, have budgeted for the next fiscal year so that they could launch on July 1, 2023. 100974 - Grieder/Amos that the meeting be adjourned at 5:04 p.m. Voice -vote Ayes: Six. Motion carried. LeAnn M. Even, Deputy City Clerk CITY OF WATERLOO Council Communication Discussion of an ordinance establishing collection fees for delinquent payments. City Council Meeting: 12/5/2022 Prepared: 11/20/2022 REVIEWERS: Department Reviewer Action Clerk Office Felchle, Kelley Approved ATTACHMENTS: Description Type ❑ Ordinance as proposed Backup Material SUBJECT: Submitted by: Recommended Action: Summary Statement/ Background Information: Neighborhood Impact: Data: Community Engagement Methods: Analysis and Strategies: Implementation, Accountability, and Communication:: Expenditure Required/ Source of Funds: Alternative: Date 11/20/2022 - 1:43 PM Discussion of an ordinance establishing collection fees for delinquent payments. Submitted By: Kelley Felchle, City Clerk ORDINANCE NO. AN ORDINANCE AMENDING THE CITY OF WATERLOO CODE OF ORDINANCES BY ADDING SECTION 3, FAILURE TO PAY, TO CHAPTER 3, GENERAL PENALTY, TITLE 1, ADMINISTRATION. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WATERLOO, IOWA AS FOLLOWS: Section 1. That Section 3, Failure to Pay, Chapter 3, General Penalty, Title 1, Administration, is hereby enacted as follows: 1-3-3 FAILURE TO PAY: A. Unpaid fees, charges, costs of service, fines, and penalties shall be handled by one or a combination of the following collection methods: 1. The Finance Department or City Attorney may retain attorneys and/or private collection agents for the purpose of collecting any default in payment or delinquency of any fees, charges, costs of service, fines, or penalties. A twenty-five percent (25%) late fee may be added to any outstanding balance at the time of referral for collection. 2. The City may use any legal means necessary to secure payment, including the submission of the debt to the State of Iowa Income Tax Offset Program pursuant to Iowa Code Section 8A.504. Any fee for collection required by the State of Iowa Income Tax Offset Program shall be added to the outstanding balance at the time of submission to the State of Iowa Income Tax Offset Program. Upon judgment, fines, penalties, costs, and fees will be collected as court debt by the Iowa Judicial Branch. B. All bills and invoices shall contain the following notice in order to be subject to the late fee: "Failure to pay this invoice by the required due date will result in a twenty-five percent (25%) late fee being added to any outstanding balance and the account will be forwarded to a collection agency for further efforts." Additional notice shall also be given to comply with the Income Tax Offset Program, if applicable. Section 2. If any section, provision, or part of this chapter shall be adjudged invalid or unconstitutional, such adjudication shall not affect the validity of this chapter as a whole or any section, provision or part thereof not adjudged invalid or unconstitutional. Section 3. This ordinance shall be in full force and effect from and after its passage and publication as provided by law. INTRODUCED: , 2022 PASSED 1st CONSIDERATION: , 2022 PASSED 2nd CONSIDERATION: , 2022 PASSED 3rd CONSIDERATION: , 2022 PASSED AND ADOPTED this day of , 2022. ATTEST: Kelley Felchle City Clerk Quentin Hart, Mayor CITY OF WATERLOO Council Communication Discussion of amendments to the Travel Policy. City Council Meeting: 12/5/2022 Prepared: REVIEWERS: Department Reviewer Action Clerk Office Felchle, Kelley Approved ATTACHMENTS: Description Type ❑ Travel and Meetings Policy Restated December 5 2022 Backup Material SUBJECT: Submitted by: Recommended Action: Summary Statement/ Background Information: Neighborhood Impact: Data: Community Engagement Methods: Analysis and Strategies: Implementation, Accountability, and Communication:: Expenditure Required/ Source of Funds: Alternative: Discussion of amendments to the Travel Policy. Submitted By: Bridgett Wood, Finance Manager Date 11/20/2022 - 1:47 PM TRAVEL AND MEETING GUIDELINES OVERVIEW These guidelines establish the basic policies and procedures for the expenditure of public funds for authorizing attendance, travel and reimbursement of expenses for City employees, elected officials and appointed members of boards and commissions and other individuals traveling on City business including the attendance at meetings and all training conferences by all employees and officials. Everyone who travels or attends meetings for City business purposes (or supervises someone who does) is responsible for knowing and following these guidelines. These guidelines are organized into seven sections: • General standards • Planning an official trip • Travel/Training authorizations • Making the trip • Incurring non -travel expenses • Accounting for expenses The key documents in the administrative process are the Travel/Training Request (TR) form and the Employee Expense Record (EER). Besides ensuring that travel by City employees, elected officials and Board and Commission members is conducted in accordance with these guidelines, the EER summarizes the total cost of attending conferences, meetings, and seminars and provides documentation for vendor payments and credit card purchases. General instructions for completing and processing this form are also included in these guidelines. Adoption and Implementation. The Council is responsible for adopting the City's travel and meeting guidelines and for approving any significant policy revisions to them. The Mayor is responsible for developing administrative procedures as needed to implement the guidelines with the assistance of the Finance Department. In this role, the Mayor is authorized to make minor administrative changes in the guidelines as long as they are intended to carryout the purpose of these guidelines and will not have any significant policy impacts. These are overall guidelines for the City. Departments may implement more restrictive guidelines, but may not adopt any that are more liberal. GENERAL STANDARDS These guidelines do not require you to take a bus, stay in a cheap motel or eat only in fast food restaurants. They do require you to use reasonably priced transportation and lodging. For example, a bus or a train may cost less than a plane, but the added time away from work can make these slower options more expensive to the City overall. The meal allowances established in these guidelines allow you to eat in moderately priced restaurants. 1 Travel and Meeting Guidelines In all areas, not just economy, you are responsible for exercising good judgment in requesting, arranging and making a trip. It should be thoroughly planned well in advance. Personal business should not be mixed with official business if it will cost the City anything in dollars or lost time, or if it will harm the City's interests in any way. These guidelines are not intended to address every issue, exception or contingency that may arise in the course of City travel or attendance at meetings. Accordingly, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of the City's resources. PLANNING AN OFFICIAL TRIP Who can travel on City business? City employees, elected officials, board and commission members may all have reason to travel on official City business. In certain cases, others may also travel on behalf of the City (for example, trainers traveling to Waterloo to conduct City -sponsored seminars). As long as the individual is included in an approved travel request, they are authorized to travel on behalf of the City. How will you travel? When planning the transportation portion of your trip, consider all aspects of cost to the City — daily expenses, overtime, lost work time —as well as actual transportation costs. In general, common carrier (bus, train, plane) is the preferred mode of transportation. You should use an intercity bus, train or airplane unless there is a valid reason for using private transportation. For example, use of a City vehicle —especially if two or more employees or officials are traveling together —may be less expensive for travel within the State. However, as noted above, the increased time for automobile transportation —and the potential for lost work time, overtime, or increased lodging costs —should be considered in determining the best mode of transportation. If you need local transportation at your destination, use of public transit such as buses, streetcars and subways is appropriate. You will be reimbursed for these expenses. You will be reimbursed for taxis when public transit or other common carriers are not reasonably available. If a car rental is required, you may use a City credit card or request reimbursement when you return, as long as the use of a rental car is pre -approved Air Travel: All air travel on City business should be at the lowest available fare (typically referred to as coach or economy class). Every effort should be made to fly out of Waterloo. If not flying from Waterloo, you must document why you are using another airport and include that explanation with your travel request. Automobile/Mileage: If you will be driving, you should use a City vehicle if one is available. You may use a City credit card to purchase gasoline in accordance with the City credit card policy or request reimbursement when you return. 2 1 Travel and Meeting Guidelines When available, courtesy shuttle services should be utilized between airports and meeting locations. Parking at the airport is reimbursable with the original receipt. If a City vehicle is not available, or there is another reason why you should drive your personal car, you may do so with the approval of your department head. You will be reimbursed at the current IRS standard mileage reimbursement rate. Commuting miles from your home to City Hall must be subtracted from the miles traveled. To drive a privately owned vehicle on City business you must: • Possess a valid Iowa driver's license. • Carry liability insurance limits required by the City's Insurance Committee. • Realize that any damage to the car, needed service, or repair occurring on the trip will be your responsibility, as these costs are included in the City's per mile cost reimbursement. In cases where more than one employee is attending the same event, employees will normally be expected to travel together and mileage reimbursement will be for one vehicle only. If you choose to use a personal vehicle to attend a conference, the mileage reimbursement will be limited to the lesser of (1) the actual mileage to the conference destination or (2) the equivalent of the most economical airfare. Rental Vehicles: The use of rental vehicles is not permitted unless there is no other transportation available or when alternate transportation would be more expensive or impractical. When rental vehicles are used, the least expensive vehicle practical will be used. Rental cars may not be used for personal use unless reimbursed. If requesting to use a rental car, a supplemental document should be provided with the travel request explaining the need for a rental car. When will you go? By what route? You should schedule your trip so that you leave at the latest reasonable hour and still arrive at your destination on time. You should also return promptly when your business is finished, thereby minimizing the time away from work and ensuring full reimbursement of all related expenses. You should generally take the most direct and commonly traveled routes. Other routes may be authorized when official business requires their use. If you take an indirect route or stop along the way for personal reasons, you will not be reimbursed for related expenses. What about compensation for travel time? When travel time exceeds your normal workweek, the City's rules for overtime apply if you are eligible for overtime. In determining overtime compensation, normal commute time should be deducted from the total travel time. Additionally, normal unpaid meal periods are not considered work time when you are traveling. Overtime eligibility applies equally to drivers and passengers, and should be granted whether the travel occurs during normal workdays, weekends or evenings. 3 Travel and Meeting Guidelines Where will you stay? The City will pay for a single room (including taxes and parking) for as many nights as necessary. The accommodations you use should be economical but practical. For example, it is preferable to stay at the hotel where a conference is held, even if that hotel may be slightly more expensive than others in the area. Location is also important: a hotel close to where you will be conducting business may be slightly more expensive than outlying hotels, but it may be easier to achieve the City's travel goals by staying at the closer location. In general, you should stay at the most reasonably priced accommodations available consistent with the purpose and goals of your travel. If you have a question about using a particular hotel, obtain concurrence or direction from your department head before making a reservation. When making arrangements for travel, you should always request a government rate. The City will not reimburse employees for lodging expenses incurred for additional guests in the same room. Pre -conference lodging will be allowed for travel outside a 90-mile radius of Waterloo and must be identified in the travel request. Starting time is for the actual conference, not registration or optional tours or conference sponsored events. If travel within the 90-mile radius of Waterloo requires early morning and evening attendance on consecutive days (for example, if meetings run until 10 pm and start again at 7 am), individuals can request consideration for lodging (instead of traveling back to Waterloo daily) through their department head. Should you make reservations? Whenever possible, you should make reservations. They are often required for large conferences. Upon obtaining the necessary approvals, you can use a City credit card number to confirm reservations. Be sure to cancel any reservations you will not use. If the City is charged for an unused reservation, you will pay that charge unless circumstances requiring cancellation were reasonably beyond your control. When making lodging reservations, be sure to ask about exemptions from the local transient occupancy tax (TOT or hotel/motel tax): some cities exempt travelers on City business, others don't. You may be able to save up to 14% on lodging costs depending on the local TOT rate. Almost all lodging operators will require an official, written claim for exemption. A sample for this purpose is provided in Exhibit A. Will the City pay for all expenses incurred while traveling? Miscellaneous expenses. No. Items of a personal nature are not reimbursable including items such as movies, entertainment, premium television services, alcoholic beverages, dry-cleaning, spas, gyms, barber, magazines, shoe shines, travel insurance, purchase of clothing or toiletries, fines or traffic violations, excess baggage costs, spouse and/or guest accommodations, repairs to personal vehicles, office equipment and other items of a personal nature. Optional tours, banquets or other activities not related to professional advancement offered through a conference as an additional registration cost are solely at the discretion of the employee and will be considered personal expenses. Family members or guests. Travel arrangements and payment of costs for family members or guests are not eligible for payment by the City. Travel arrangements and payment of costs for 4 Travel and Meeting Guidelines family members or guests should be handled directly by the employee unless incidental to the employee's travel. For example, the additional charge for a double room versus a single room may be charged to the City and reimbursed by the employee within 30 days after the travel. Phone calls. Generally, personal phone calls will not be reimbursed by the City. However, employees will be permitted one five-minute phone call per day when traveling overnight. City - business related calls made by the employee will be reimbursed. If unauthorized expenses have been paid by the City for any reason, the employee will be responsible for reimbursing the City within 30 days. Do I need to have travel pre -approved? TRAVEL/TRAINING REQUESTS Travel and training requests are required for all out-of-town travel for non -routine business requiring out-of-pocket expenses and for all training conferences. Travel requests are not required for routine business travel within Black Hawk County or for routine business travel outside Black Hawk County IF no out-of-pocket costs are incurred. They are required when attending in -town training sessions sponsored by organizations other than the City of Waterloo if there is a registration fee or other out-of-pocket cost associated with the training. Travel requests must first be approved by the Department Head. Travel requests of $200 or less only require the Department Head approval. Departments should submit travel requests exceeding $200 on the Finance Committee agenda using the Novus agenda system. Travel requests and accompanying voucher requests should be submitted as far in advance as possible so that the necessary approvals are obtained prior to the travel date. Department heads approving Travel requests are responsible for determining that the cost is reasonable and justified by the trip's purpose. They should be certain that: • The purpose cannot be accomplished by mail or telephone. • The seminar, meeting or conference is necessary to accomplish key City goals and objectives and is unavailable locally if overnight accommodations are required. A copy of the meeting/conference agenda is required to be provided with the travel request. If not attending the conference at the closest location, an explanation of the reasoning for attending at the requested location should be included. • The minimum number of City staff members are going. If more than one staff member is attending, an explanation of the purpose for multiple attendees should be provided. • The itinerary ensures accomplishment of the purpose at the lowest reasonable cost. • If a rental car is requested, include an explanation of the reason a rental car is needed. • If not attending a meeting/conference at the closest location, attach an explanation of the reason for selecting the requested location. • The traveler understands and follows these guidelines. • There is enough money in the appropriate travel budget to cover the costs. 5 Travel and Meeting Guidelines Ultimately, the responsibility for following these guidelines and exercising good judgment in the use and stewardship of the City's resources rest with each City employee traveling on City business. What if the travel is an emergency? In the rare event that you need to travel on city business on an emergency basis and you cannot complete the necessary travel forms prior to leaving, you should have someone in your department contact the Finance Department to make them aware of the emergency travel. The necessary forms should be completed immediately upon your return. Requests for Payments to Vendors The City will pay all legitimate expenses of your trip. These include transportation, lodging, registration fees, meals and any other related expenses if they are for official business and fit within these guidelines. Travel expense reimbursements are submitted by department heads to the Finance Department for approval. Travel expense reimbursements for the Mayor and City Council members exceeding $200 must be approved by a member of the Finance Committee in addition to Finance Department approval. The City's standard voucher system may be used to request vendor payments or employee expense reimbursements. City credit cards may also be used if pre -approval is obtained. The Employee Expense Report should be used when you return to account for your actual travel expenses. A copy of the approved Travel/Training Request form should be attached to any request for payment of expenses related to the travel. There are three ways to pay for travel expenses: direct vendor payments, reimbursements and by city -issued credit cards. The methods that should generally be used are direct vendor payments and reimbursements to employees. Direct vendor payments are made by the City to an organization to pay for specific costs related to a trip —usually registration fees, lodging and airfare. Reimbursements will be made to employees upon their return from the trip with the submittal of properly documented expenses. Credit cards may be checked out and used pursuant to the City credit card policy. Cash advances are lump sum payments made to you before you leave to cover expenses as they arise on the trip and will not be issued as a standard method of financing travel. They will be permitted ONLY if there are extenuating circumstances. In the extremely rare event that a cash advance is permitted,_the department head must review the amount to be sure it is reasonable prior to obtaining authorization from the Finance Department. When you return, you must account for all expenses you incurred, and return the unused portion of the advance. You will be reimbursed the difference if the actual, authorized expenses you incurred exceed the amount advanced. You will be required to reimburse the City for any cash advances taken that exceed actual authorized expenses within ten days of your return. To obtain either direct vendor payments or reimbursements/cash advances, you must complete the appropriate sections of the Travel Request and attach payment vouchers for all payments. 6 Travel and Meeting Guidelines Travel/Training Request Forms. There are two fillable PDF forms: one for $200 or less and a second one for over $200. Both are available in Shared Goodies 4 Forms. Make sure you are selecting the appropriate form when requesting travel. Invoices for registration, training, etc. will require an approved travel request. $200 or less must have the signature of the employee requesting the training/travel as well as the department's signature for approval. Over $200 requests must go through the Finance Committee for approval. MAKING THE TRIP There are two key "golden rules" to remember about making an official trip: • Keep it official. • Keep records for all expenses. Keeping It Official If you take time away from official business for personal matters, or if you delay your return after completing your business, you will not be reimbursed for expenses incurred during that time. When combining business and personal travel in this manner, department head approval is required. If this extended period occurs during your regular scheduled work hours, the time will be counted as vacation, comp time (if available) or leave without pay. If you become sick and must delay your return, you will be reimbursed for your additional living expenses (except those directly related to your illness, such as physician or hospital costs) until you are able to return home. You should notify your supervisor as soon as possible if you become ill. The time will be counted as sick leave if it occurs during your normally scheduled work hours, and the City's normal sick leave rules will apply. Keeping Records for All Expenses As discussed below under Accounting for Expenses, you must maintain a detailed record of all expenses incurred during your travel: meals, transportation, lodging, baggage handling, parking fees, registration fees, telephone and any other reasonable and necessary expenses. Original receipts must be submitted for all expenses other than tips. Detailed receipts, not just stubs or credit card charge slips, must be submitted for meal reimbursements. Meals Meal expenses will be reimbursed with original detailed receipts up to the following amounts: When traveling to large cities (as defined in federal CONUS/OCONUS regulations): Total 70.00 When traveling to cities other than those defined as large cities: Total 45.00 Receipts are not required for tips. However, City -paid tips are capped at 15% (unless for a group 7 Travel and Meeting Guidelines where the restaurant uses a stated gratuity). The City does not pay for breakfast on the date that the employee departs for travel. For the day that the employee returns home, the evening meal is typically not reimbursed unless the employee will not arrive home until after eight p.m._Because of reimbursement limitations by other agencies or other budget constraints, department heads may authorize lower meal allowances. General • If meals are provided without charge at a meeting or while in transit (meals served on a plane, for example), appropriate deductions must be made from the meal allowance limit What if I have medically required dietary restrictions and cannot eat the meals provided at a conference? The City's standard policy is not to pay for meals eaten in place of meals that are provided during conferences, seminars and similar meetings, since the cost of those meals is included in the registration fee. However, if an employee has medically required dietary restrictions, upon presentation of a written statement from the employee's doctor, specifying that there are dietary restrictions that prevent the employee from eating the menu items provided by the conference sponsor, the city will reimburse the employee for menu items approved by the employee's doctor for meals. All other travel policy restrictions continue to apply. What if the travel or training lasts longer than a period of five days? On occasions when employees are attending training or traveling on city business for more than a five-day period, accommodations with cooking facilities should be used whenever possible. In that event, meal reimbursements will be paid using a flat fee of $25 per day. In cases where an employee's travel is longer than a five-day period and includes days that are not either work or class days, the city reimbursement shall follow these guidelines. If it's more economical to pay any additional lodging costs and additional meal costs than to pay travel expenses to return home for those days (typically the weekend), the city will pay the additional costs if the employee chooses to remain at the travel site. If it's more economical to return home for those days, the city will not reimburse the employee for the additional lodging and meals for the non-work/class days. INCURRING NON -TRAVEL EXPENSES The City will pay expenses incurred for such meetings and hospitality as may, from time to time, be determined by the Council to be appropriate. Costs for such special occasions will be determined by specific Council action authorizing such events. 8 Travel and Meeting Guidelines The City will also pay expenses you incur attending meetings or conferences held locally which do not include travel expenditures. In addition, the City will reimburse you for costs incurred while at a meeting or other function when such costs are directly linked to the program or subject matter of the meeting. Examples of costs that may be borne by the City include printed materials, tapes or other training material that may be available for sale at the meeting. Business Meals Business and working meals are generally not reimbursable expenses. Actual detailed receipts must be provided for such meals. Reimbursement will not be made for alcoholic beverages. An expense report listing the names and titles of all persons attending the business dinner together with the business reason for the event must be completed and filed with Finance in order to receive reimbursement. Travel request forms should be completed to obtain approval for all such meals and food items. Alcoholic Beverages City funds should not be used to purchase alcohol or reimburse employees for alcohol related costs. The Council may approve exceptions to this policy on a case -by -case basis for special receptions or other unique circumstances. This discretion applies primarily to non -travel related expenditures such as special receptions, and not to routine travel or meetings by City employees. Spouses and Guests Spouses and guests are welcome to accompany you on City travel and at conferences, seminars and meetings. However, any additional costs associated with the participation of your spouse or other guests are your responsibility. Guests as passengers in City vehicles. Due to liability concerns, non -City employees should not ride as passengers in City vehicles when it is not directly related to City business. However, department heads may approve exceptions on a case -by -case basis, subject to review by the Insurance Coordinator. ACCOUNTING FOR EXPENSES When you return from your trip or official function, a final accounting of all expenses generally must be approved by your department head and submitted to Finance within thirty working days. An expense report is required in all cases —whether the advance and actual expenses are equal, you are eligible for additional reimbursement or you owe money to the City. The final accounting is made by completing the Employee Expense Report. After completing the expense report, you should attach required receipts, a copy of the approved Travel Request and conference documentation (if travel was to attend a conference), sign the report attesting to its accuracy and submit it to your department head for review and approval. If you owe the City for the unused balance of a cash advance, you should pay the amount due to the cashier at your location and attach the cash register receipt to your expense report. 9 Travel and Meeting Guidelines Department heads approving expense reports are responsible for ensuring that: • All expenses are reasonable, necessary and consistent with these guidelines. • Any required receipts are attached. • The final disposition is correct (balance due employee; balance due City). • Any amounts due to the City are reimbursed. • Final accounting of all expenses is submitted to Finance. Upon approval by your department head, the expense report should be processed as follows depending upon the circumstances: If the City Owes You The expense report should be forwarded to Finance along with a voucher request for payment to you, a copy of the approved travel request and, in the event that a conference was attended, a copy of conference documentation; the reimbursement will be processed on the next check register. If You Owe the City The expense report should be forwarded to Finance with the cash register receipt attached evidencing payment of the amount due. Amended, restated, and Approved by City Council on MM DD, 20XX (Previously amended, restated, and pproved by City Council October 26, 2020, previously approved by the city council July 8, 2002) Travel and Meetings Policy, 4 Formatti widow/oi at -1" + Deleted: 1 Travel and Meeting Guidelines CLAIM FOR EXEMPTION FROM TRANSIENT OCCUPANCY TAX The undersigned claims exemption from paying city transient tax charged for the period from through The undersigned claims this exemption for , who is on official business as an employee of the City of Waterloo, Iowa. NOTE: Operators of hotels should not accept this application unless the person presenting it shows satisfactory identification. A separate application is required for each occupancy period. I declare under penalty of perjury of the laws of the State of Iowa that the foregoing is true and correct: Signature of Authorizing Official Name Date Deleted: CITY OF WATERLOO Council Communication Discussion of filling a vacancy on city council. City Council Meeting: 12/5/2022 Prepared: REVIEWERS: Department Reviewer Action Clerk Office Felchle, Kelley Approved ATTACHMENTS: Description Type ❑ Memo Backup Material SUBJECT: Submitted by: Recommended Action: Summary Statement/ Background Information: Neighborhood Impact: Data: Community Engagement Methods: Analysis and Strategies: Implementation, Accountability, and Communication:: Expenditure Required/ Source of Funds: Alternative: Discussion of filling a vacancy on city council. Submitted By: Kelley Felchle, City Clerk Date 11/20/2022 - 1:51 PM CITY QF %VJ71TERLOO �ommun;tYo,OpPort,n.ry MEMO To: Council Members and Mayor Hart From: Kelley Felchle cc: Martin Petersen Date: December 2, 2022 Re: Council Vacancy I received notification from Mr. Amos on November 18, 2022 that he will resign as the Ward 4 Council Member effective January 4, 2023. When a vacancy occurs, council must take steps to fill the position either by appointment or special election. Time constraints, cost, and process are important to consider with either option. Below is an explanation of both methods for filling the vacancy. Appointment Council must pass a resolution electing to fill the vacancy by appointment and directing the publication of a notice of intent to fill the vacancy by appointment. Notice must be published in the paper not less than four and not more than twenty days prior to the date council considers the appointment. Council can determine its own process for identifying potential candidates but has to make an appointment within 60 days after the vacancy occurs. If council fails to appoint a replacement within 60 days, the city clerk must give notice of the vacancy to the county auditor. The county auditor must then call for a special election at the earliest practicable date but no sooner than 32 days after the notice from the city clerk was received. The appointed council member would serve until the next city election, which will occur in November 2023. Since Mr. Amos provided advance notice of his resignation, council may initiate the appointment process prior to January 4. State law allows the appointment to occur either after the notice is published or after the vacancy occurs, whichever is later. In this case, the earliest an appointment could occur is at the January 17 council meeting. At the December 19 meeting, the council could call for publication of a notice to appoint at the January 17 meeting. If an appointment is not made by January 17, council has until March 5 to appoint a new member. Residents of Ward 4 can petition to fill the vacancy by special election rather than by appointment. The petition must be filed within 14 days after the appointment is made or the notice is published in the paper, whichever is later. The petition must contain a sufficient number of signatures of eligible electors of the ward. In this case, the petition must contain 71 signatures (10 percent of the votes for Ward 4 councilmember in the previous city election). If council proceeds with the appointment process on December 19 and an appointment is made on January 17, a petition to hold an election to fill the vacancy would have a deadline of January 30. Special Election If the council chooses to call a special election the city clerk must give notice of the vacancy to the county auditor. The county auditor must call for a special election at the earliest practicable date but no sooner than 32 days after the notice. The earliest practicable date a special election could occur is February 7, 2023. If a runoff were necessary, it would occur four weeks later on March 7. Costs The cost of a separately held special election would be similar to the Ward 5 special election held in December 2018, which was $7,500. If a runoff election were required, the cost would double. Provided residents of Ward 4 do not file a petition, the appointment process could occur at no cost. Other Considerations — Appointment Process Council has the authority to decide the process it will use to fill the vacancy, which includes agreeing on a timeline, candidate application, and interview process. The following timeline could be utilized to meet a January 17 appointment date: 1. December 19: Vote to fill the vacancy by appointment. 2. December 20: Application information available to the public. 3. January 3: Applications due by 5:00 p.m. to City Clerk's Office. 4. January 9 (week of): Interview applicants in special session. 5. January 17: Appoint new council member. Interviewing applicants during a special session is recommended. This will give residents of Ward 4 access to the applicants and engage the entire council in the interview process. Generating a list of interview questions to ask each applicant is also recommended. 2 CITY OF WATERLOO Council Communication Discussion of adding parklets to Downtown Waterloo. City Council Meeting: 12/5/2022 Prepared: REVIEWERS: Department Reviewer Action Clerk Office Felchle, Kelley Approved ATTACHMENTS: Description Type ❑ Presentation Presentation ❑ Parklet Application, Manual and Guideines Backup Material SUBJECT: Submitted by: Recommended Action: Summary Statement/ Background Information: Neighborhood Impact: Data: Community Engagement Methods: Analysis and Strategies: Implementation, Accountability, and Communication:: Expenditure Required/ Source of Funds: Alternative: Date 11/20/2022 - 1:52 PM Discussion of adding parklets to Downtown Waterloo. Submitted By: Noel Anderson, Community Planning and Development Director 1 • •. i 1Z1 Ow Downtown Waterloo Parklet Program Proposal • Iowa Initiative for Sustainable Communities Parking Study • I N RCOG Waterloo's Master Pedestrian Plan • Complete Streets Advisory Committee Priority Projects • Parklet Subcommittee • Research • Development • Implementation CITY OF 4W,ATERLO O • • • • 40 .4 • 4 *4 ATE STREETS WATERLOO *412,741:11= WHAT IS A PARKLET? Powell St, San F 4; CITY OF 4W,ATERLO0 ��f J ////JIlln'' -"Iron! PTE STREETS WATERLOO . ,;( (--)111:1= MANUAL ' GU LINES • Created to guide applicants through the process • Program overview • Policies • Procedures • Timeline • How to apply CITY OF 4W,ATERLO 0 -'MMPLETE STREETS WATERLOO *4171:11= • Ground -floor business owners • St re ets i d e property owners • Others on a case -by - case basis as determined by the Main Street Waterloo Design Council pY\ — , ituss1nvoimECon�..- „L,. am CMPMP!Ot+s � CITY OF k9 K TERLOO 'nMMPLETE STREETS WATERLOO Jo 1274:11r= • Design • Installation (April 1 through October 31) • Removal (No later than November 7) • Capital Costs • Liability Insurance • Maintenance • Upkeep • Complete a Confirmation of Eligibility application followed by a full application if approved • Enter into a Memorandum of Understanding CITY OF 4W,ATERLO O ** • • • • • * • • *4 ATE STREETS WATERLOO *412,4:111= LIF • Located in an unrestricted parking lane, adjacent to the sidewalk • Located on streets with traffic speeds of 30 mph or less • Does not block access to public utilities, hydrants, alleys, or driveways • Does not block existing street drainage patterns • Must be 15 feet from catch basins • Can occupy between one and two parking spaces, length not exceeding 32 feet C.T4$,Located in the Downtown Waterloo District '010.. 4‘ii CITY OF 4W,ATERLOO ATE STREETS WATERLOO *,e5 • Complete a Confirmation of Eligibility Application • If deemed eligible, applicant will be sent the full application • If application is approved • Applicant will sign a Memorandum of Understanding • Applicant will sign a Maintenance Agreement • A construction notice will be installed two weeks prior to beginning of construction CITY OF 4W,ATERLO 0 s•.404. • 1 *4 MOM I Archatrak "What is a Parkle illillirj -r,Mr.I PTE STREETS WATERLOO *412,4:1= • Between the City of Waterloo and the parklet owner with approval of the building owner • Shall not confer property rights and may be terminated if the City or Main Street Waterloo d etermines the right of way is needed • Shall included proof of insurance, indemnification, maintenance, and any other reasonable provisions as d etermined by the City and Main street Waterloo • Shall be issued from April 1 through October 31 • Shall be at parklet owner's expense 41.4v. CITY OF TERLOO ^+"+^+ rTE STREETS WATERLOO *412,741:11= • Must follow the application process and execute an agreement • Food & beverage must be available for service to patrons during hours of operation • If serving alcoholic beverages, an employee must monitor the area at all times of service • Amplified sound is not permitted • Blockage of building entrances or exits is not permitted • Annual application process • Responsible for trash removal and maintenance • Meet accessibility standards • Follow all Federal, State, and local laws and regulations • Fees set by resolution and paid by applicant CITY OF 4W,ATERLOO rr. , r.I ATE STREETS WATERLOO * 12,741:11= ■ • ADA compliant • Platform flush with sidewalk • Curbside drainage not blocked • Physical barrier along the three street edges • Not wider than 6 ft and no longer than 32 feet • Sidewalk facing edge open to pedestrians • Vertical elements to be visible to passing vehicles • Constructed of durable, quality materials • Traffic delineators **Maintain clear, unobstructed sightlines and path to ♦and from the parklet 1Pari _Ar CITY O �� t(F TERLOO ATE STREETS WATERLOO * 12,74111= IMPLEM TA 11 & IME INE • Main Street Waterloo will notify the opening of the parklet pre -application process • Applicants will submit the Confirmation of Eligibility Application for Main Street Waterloo review • Following approval of eligibility, Main Street Waterloo will send the full application • Main Street Waterloo's Design Council will review applications based on established criteria • Applicants notified of approval and sent Memorandum of Understanding and Maintenance Agreement CITY OF g VVATERLOO • • 4s. 44 *4 '( i1DLETE STREETS WATERLOO *412,741:11= rir" 1301111:‘ • The City will be notified of approval and construction dates • Applicant will notify Main Street Waterloo of installation dates • City will visit the construction site • Parklets cannot be installed prior to April 1 • Applicant will notify Main Street Waterloo of removal date • Parklets must be removed no later than November 7 CITY OF 4W,ATERLO O ATE STREETS WATERLOO *412,4:111= • No fee to submit a Confirmation of Eligibility • Working with City departments to establish fees • Will bring to City Council to set a resolution CITY O �� t(F TERLOO '( i1DLETE STREETS WATERLOO *412,7411 • December, 2022 • January • February • March • April -October • November • December CITY OF 4W,ATERLO 0 ATE STREETS WATERLOO COMPLETE STREETS ADVISORY COMMITTEE Parklet SJbcommittee Felicia Cass, Chair fel iciacass64©g mai i.com Jessica Rucker Subcommittee d i rector©mai nstreetwaterloo.org CITY OF 4W,ATERLOO • • • • 40 .4 • 4 *4 ''OMPLETE STREETS WATERLOO *412,4:11= CITY OF 4%/ITERLOO CITY OF WATERLOO PARKLET PROGRAM APPLICATION MANUAL & GUIDANCE ABOUT Parklet Overview Program Goals Roles and Responsibilities SITE Site Selection Minimum Requirements Planning )16N Accessibility Requirements Design Guidelines Materials IMPLEMENT Implantation Overview Project Timeline FAQ t (MS Eligibility Checklist Application Maintenance Letter Maintenance Checklist 2 ABOUT The City of Waterloo's Parklet Application Manual and Guidance is intended to guide applicants through the process and procedures for applying to install a parklet. It provides a comprehensive overview of the program, policies, procedures, criteria and guidelines for creating parklets in the City right-of-way. Business owners, property owners, and other potential applicants are encouraged to read the manual prior to the application process. The City of Waterloo's Parklet Application Manual and Guidance was created by the City of Waterloo Public Works, Engineering, Building and Inspections, and Leisure Services Departments in partnership with Main Street Waterloo, INRCOG, and Experience Waterloo. Main Street Waterloo is authorized to administer the parklet program on behalf of the City of Waterloo. For more information about the parklet program please contact: Main Street Waterloo 319-291-2038 I parklet@mainstreetwaterloo.org ABOUT PARKLETS Parklets are an innovative and cost-effective way to add gathering spaces to public streets. Parklets are streetscape enhancements, providing an economical solution for increased space. Parklets provide amenities like seating, plantings, bike parking, and public art. Parklets are located in the parking lane adjacent to the curb designed as an extension of the sidewalk. Advertising is not permitted in the parklet. PARKLETS SHOULD RESPOND to the local surroundings & conditions RESPECT accessibility & users of the street environment ENHANCE the district with durable quality construction ENGAGE the community & generate interest in the public realm 3 iii ill iii II1 11 Lill Parklets offer new outdoor gathering spaces and bring new activity to the street and nearby businesses. They play an important role in neighborhood placemaking, encouraging community interactions and vibrant street life. They introduce new streetscape features such as seating, plantings, art, and bicycle parking on a platform extending into the parking lane of the street. GOALS The goal of the parklet program is to make Downtown Waterloo more livable, walkable, and beautiful. This program is a step towards the enhancement of the public realm using new tools and techniques. BENEFITS • Transform underutilized street space into vibrant, usable space • Support local business community by activating community corridors • Foster community interaction and social engagement • Empower more groups and entities to provide pedestrian enhancements that contribute to livability • Attract pedestrians 4 ELIGIBILITY & RESPONSIBILITIES WORE APPLICANTS Eligible applicants must have the organizational capacity to provide daily maintenance who may be, but are not limited to: • Ground -floor business owners • Streetside property owners • Businesses located in the Main Street Waterloo boundaries (see page 6) ArrLICANT RESPONSIBILITIES Applicants are responsible for design and installation, capital costs, liability insurance, maintenance and upkeep. Successful applicants will be required to submit a Confirmation of Eligibility application, followed by a full application if approved, and enter into a Memorandum of Understanding (MOU). The MOU will commit the applicant to the following: • Carry comprehensive G Compensation, per City of Waterloo policies • Keep the parklet and the surrounds clean and clear of debris • Maintain landscape, weeding, watering and pruning • Secure furniture and movable items as deemed appropriate after business hours • Installation and removal adhering to the dates specified in the MOU eneral Liability Insurance of $1M and Workers' Applicants will accept the responsibility for the design, installation, operation, management, maintenance, and removal of the parklet. Applicants will maintain the parklet structure and furniture in good repair. Failure to do so could result in immediate removal of the parklet, or denial for the next season. The parklet will be maintained by the applicant for the duration of the season, April 1 through October 31. The parklet must be removed and stored for the winter by the applicant before November 7. Please let Main Street Waterloo know removal plans at least one week in advance. Main Street Waterloo reserves the right to request parklets to be removed early due to weather (i.e., snow). 5 SITE SELECTION SITE SELECTION The site must be located in an unrestricted parking lane, adjacent to the sidewalk • This site must be located within Main Street Waterloo's boundaries (see map below) • The site must be located in an unrestricted parking lane, adjacent to the sidewalk • Located on streets with traffic speeds 30 mph or less • Does not block access to public utilities, hydrants, alleys or driveways • Design does not block existing street drainage patterns • Parklets must be 15' from catch basins • Can occupy between one and two parking spaces, length may not exceed 32' 6 Do not impede existing drainage patterns Located in Downtown Commercial Corridor On -Streets with speed limits of 30mps or less Must be in an unrestricted parking lane I m 1 1 1 I : 1 1 ' 1 ELIGIBILITY APPLICATION Applications will be submitted to Main Street Waterloo. Applicant must submit online Confirmation of Eligibility Application for Main Street Waterloo's consideration prior to application submittal. Eligibility application is due XXXX, XX, 20XX. ELIGIBILITY APPLICATION APPROVAL Eligibility application approval/denial notification will be sent XX days after receipt. QUALIFIED APPLICATION Applications will work with Main Street Waterloo. Applicant must submit online Confirmation of Eligibility Application for Main Street Waterloo's consideration prior to application submittal. QUALIFIED APPLICATION APPROVAL The goal of the parklet program is to make Downtown Waterloo more livable, walkable, and beautiful. This program is a step towards the enhancement of the public realm using new tools and techniques. AGREEMEN1 • Transform underutilized street space into vibrant, usable space • Support local business community by activating community corridors • Foster community interaction and social engagement • Empower more groups and entities to provide pedestrian enhancements that contribute to livability • Attract pedestrians APPLICATION PROCESS ELIGIBILITY APPLICATION Applicant must submit online Confirmation of Eligibility Application for Main Street Waterloo's consideration prior to application submittal. As part of the preliminary screening process, Main Street Waterloo and the City of Waterloo will review proposed sites for: • Potential conflicts with future street projects • Potential conflicts with public utilities, hydrants, alleys, or driveways • Traffic patterns • Street regulations • Roadway geometry • Operational considerations • Parklets cannot utilize more than thirty percent (30%) of the total parking spaces in that block face (Priority will be given to the order completed applications are received) ELIGIBILITY APPROVAL Applications that are deemed eligible for consideration will advance to the full application process. 1. Applicant submits parklet application and understanding of commitment as well as preliminary project budget 2. Applicant demonstrates relevant insurance 3. Sign an MOU and Maintenance Agreement 4. At the site of the proposed parklet a notice will be installed by the City within the adjacent businesses or property's window for a period of two weeks. 5. Construction and installation QUALIFIED APPLICATION Applicant must submit online Confirmation of Eligibility Application for Main Street Waterloo's consideration prior to application submittal. As part of the preliminary screening process, Main Street Waterloo and the City of Waterloo will review proposed sites for: • Potential conflicts with future street projects • Potential conflicts with public utilities, hydrants, alleys, or driveways • Traffic patterns • Street regulations • Roadway geometry • Operational considerations 9 • Parklets cannot utilize more than thirty percent (30%) of the total parking spaces in that block face (Priority will be given to the order completed applications are received) QUALIFIED APPROVAL Applications that are deemed eligible for consideration will advance to the full application process. 6. Applicant submits parklet application and understanding of commitment as well as preliminary project budget 7. Applicant demonstrates relevant insurance 8. Sign an MOU and Maintenance Agreement 9. At the site of the proposed parklet a notice will be installed by the City within the adjacent businesses or property's window for a period of two weeks. 10. Construction and installation AGREEMENT • All agreements are between the City and the parklet owner with approval of the building owner if different from the business owner. All files will be held by Main Street Waterloo. • The agreement shall provide no property right is conferred and that it may be terminated if the City or Main Street Waterloo determines the right of way is needed. • The agreement shall include provisions for insurance, indemnification, maintenance, including vegetation and the subsurface if applicable, and any other reasonable provision as determined by the City and Main Street Waterloo. • The agreement shall be issued from April 1st through October 315t of that calendar year. • The agreement shall be recorded at the parklet owner's expense. 10 FNTI 1 N:DEI N ELIGIBILITY APPLICATION Applications will be submitted to Main Street Waterloo. Applicant must submit online Confirmation of Eligibility Application for Main Street Waterloo's consideration prior to application submittal. Eligibility application is due XXXX, XX, 20XX. ELIGIBILITY APPLICATION APPROVAL Eligibility application approval/denial notification will be sent XX days after receipt. QUALIFIED APPL" M [ION Applications will work with Main Street Waterloo. Applicant must submit online Confirmation of Eligibility Application for Main Street Waterloo's consideration prior to application submittal. QUALIFIED APPLICATION APPROVAL The goal of the parklet program is to make Downtown Waterloo more livable, walkable, and beautiful. This program is a step towards the enhancement of the public realm using new tools and techniques. AGREEMENT • Transform underutilized street space into vibrant, usable space • Support local business community by activating community corridors • Foster community interaction and social engagement • Empower more groups and entities to provide pedestrian enhancements that contribute to livability • Attract pedestrians FUNCTION RULES • No business or property owner may operate a parklet without executing the application process and executing an agreement. • Food and beverages must be available for service to patrons in a parklet during hours of operation. • All parklets serving alcoholic beverages shall have an employee monitoring the area at all times during the hours alcohol is consumed and shall dispense any alcoholic beverages under state law. • No blockage of building entrances or exists is permitted. • Advertising is not permitted on the parklet except for the name of the establishment. • Amplified sound equipment is not permitted AWARENESS & BEST PRACTICES • Parklets are subject to an annual application process. • The parklet owner is responsible for trash removal and maintenance of the area. • All parklets must comply with City, State, and Federal law, including ADA (Americans with Disabilities Act) regulations • All fees for the operation of a parklet shall be set by resolution. Before and after photos Proposed locations may be turned - turned down if a streetscape improvement project or an adjacent development project is planned during that calendar year. A parklet is approved for one season of use. Applicant is responsible for off-season storage. DESIGN RULES, AWARENESS & BEST PRACTICES Minimum requirements include but not limited to: • Platform flush with sidewalk using slip resistant materials • Curbside drainage not blocked • Platform meets intended use • Must include a continuous physical barrier along the three street edges (No solid walls) • Not wider than 6' and no longer than 32' than 10'? Sandie will measure are any of the downtown parking lanes less • Sidewalk facing edge must be open to pedestrians • Must have vertical elements to be visible to passing vehicles • Constructed of durable, quality materials • Public Works will provide wheel stops and flexible bollards for each parklet approved (included in the application cost). Additional traffic devices may be required at the owner's expense. • Must maintain clear, unobstructed sightlines and path to and from the street (i.e. no obstructions in the walkway) • ADA Compliant (Accessible from sidewalk, space for wheelchair to turn around) o Parklets must be in compliance with The American's with Disabilities Act (ADA http://www.ada.gov/) o Please reference The American's with Disabilities Act Accessibility Guidelines, 2010 Standard (ADAAG http://www.ada.gov/2010ADAstandards index.htm) DESIAN PROCESS Each parklet design has four main components (platform, seating, enclosure, and vegetation), with endless ways for them to be arranged. Consider the surrounding conditions and community desires when coming up with parklet proposals. Designing a parklet is an iterative process. Applicants should expect to come up with multiple versions of the proposed parklet to reach the final design proposal. You will work with the Main Street Waterloo Design Council through this process. TRAI-Hu UUNTROL DEVICES The city will install traffic control devices for each approved parklet location. each parklet to have two wheel stops and two flexible bollards at minimum. included with the permit fees. The city requires The cost of this is 13 Each parklet will be required to have two signs stating Customers Only, smoking and alcohol statements. The signs will be provided by the city and the cost is included in the application fees. PLATFORM Parklets are an extension of the sidewalk. The platform is the structural base for the parklet. It supports the weight of the amenities as well as providing the framework for the design. You are strongly encouraged to work with a design or construction professional to ensure the platform's durability. The platform may NOT be bolted, or anchored into the roadway. The surface of the platform must be flush with the sidewalk. To comply with accessibility minimums the maximum gap between the curb and parklet can be no larger than one-half inch. The platform must meet intended use. The parklet must have a seamless connection to the existing curb to meet ADA requirements. Below are examples of connections found at other parklets. MATERIALS You are strongly encouraged to consider local and sustainable materials. Additionally, using recycled and reclaimed materials can reduce cost. Materials should be selected based on their ability to withstand the impacts of the urban environment and their ability to be maintained. Surfaces should be slip resistant. DRAINAGE The parklet must not block the street drainage. The platform must be designed in a manner to accommodate the drainage patterns on the street. Waterloo streets are typically crowned at the center of the road forcing water to drain towards the curb. The curb height across the Waterloo varies, although a typical curb height is six inches. There are a few main features to consider when designing the enclosure. See diagram below. The enclosure functions to differentiate the parklet edge. The purpose is to create a sense of space while functioning as a buffer between users of the parklet and traffic. The enclosure can be designed creatively with a range of materials while adhering to the basic guidelines. OTHER AMENITIES 14 Amenities are the features that create a sense of place in a parklet. These features range from seating, tables, umbrellas, and planting. The integration of amenities in a parklet will make the space desirable. The city invites a range of designs, layouts and forms to be submitted. Waterloo has a rich artistic heritage and we would encourage that expression on our streets in the designs. Diversity of design can lead to a diversity of use. Parklets may not have cords across the right-of-way and cannot plug into the light poles. Upon payment of the electricity fee, parklet owners may use the City's electrical outlet but only for lights. Plans to use outdoor heating and/or tents need to be included in your application and will be evaluated by the Waterloo Fire Department 15 m 1 1 1 ' 1 ELIGIBILITY APPLICATION Applications will be submitted to Main Street Waterloo. Applicant must submit online Confirmation of Eligibility Application for Main Street Waterloo's consideration prior to application submittal. Eligibility application is due XXXX, XX, 20XX. ELIGIBILITY APPLICATION APPROVAL Eligibility application approval/denial notification will be sent XX days after receipt. QUALIFIED APPLICATION Applications will work with Main Street Waterloo. Applicant must submit online Confirmation of Eligibility Application for Main Street Waterloo's consideration prior to application submittal. QUALIFIED APPLICATION APPROVAL The goal of the parklet program is to make Downtown Waterloo more livable, walkable, and beautiful. This program is a step towards the enhancement of the public realm using new tools and techniques. AGREEMEN1 • Transform underutilized street space into vibrant, usable space • Support local business community by activating community corridors • Foster community interaction and social engagement • Empower more groups and entities to provide pedestrian enhancements that contribute to livability • Attract pedestrians APPLICATION PROCESS EIAIBILITY APPLICATION Applicant must submit online Confirmation of Eligibility Application for Main Street Waterloo's consideration prior to application submittal. As part of the preliminary screening process, Main Street Waterloo and the City of Waterloo will review proposed sites for: • Potential conflicts with future street projects • Potential conflicts with public utilities, hydrants, alleys, or driveways • Traffic patterns • Street regulations • Roadway geometry • Operational considerations • Parklets cannot utilize more than thirty percent (30%) of the total parking spaces in that block face (Priority will be given to the order completed applications are received) ELIGIBILITY APPROVAL Applications that are deemed eligible for consideration will advanc process. 11. Applicant submits parkle preliminar e will be installed by the City within the rty's window for a period of two weeks. n• installation QUALIFIED APPLICATION Applicant must submit online Confirmation of Eligibility Application for Main Street Waterloo's consideration prior to application submittal. As part of the preliminary screening process, Main Street Waterloo and the City of Waterloo will review proposed sites for: • Potential conflicts with future street projects • Potential conflicts with public utilities, hydrants, alleys, or driveways • Traffic patterns • Street regulations • Roadway geometry • Operational considerations 17 • Parklets cannot utilize more than thirty percent (30%) of the total parking spaces in that block face (Priority will be given to the order completed applications are received) QUALIFIED APPROVAL Applications that are deemed eligible for consideration will advance to the full application process. 16. Applicant submits parklet application and understanding of commitment as well as preliminary project budget 17. Applicant demonstrates relevant insurance 18. Sign an MOU and Maintenance Agreement 19. At the site of the proposed parklet a notice will be installed by the City within the adjacent businesses or property's window for a period of two weeks. 20. Construction and installation • All agreements are between the City a owner if different from t • The agree e•ed. , indemnification, maintenance, i applicable, and any other reasonable provision nd Main Street Waterloo. nt shall be issued from April 1st through October 315t of that calendar year. he agreement shall be recorded at the parklet owner's expense. -EES There is no fee to submit a Confirmation of Eligibility application. If eligibility is approved and you are invited to complete the full application. A fee of XXX will be required and includes: • Parking Space Rental: $ • Traffic Delineator: $ • Signage: $ • Administration: $ 18 IMPLEMENTATION & TIMELINE REQUFST FOR PARKLET PROPOSALS Main Street Waterloo will notify the opening of the parklet pre -application. APPLICANT CONFIRMATION OF ELIGIBILITY Main Street Waterloo will review the Confirmation of Eligibility Application to ensure the site meets minimum requirements and does not conflict with any capital or street maintenance or adjacent development projects for that year. The review time is up to 20 business days from submittal. NOTIFICATION OF ELIGIBILITY TO PROCEED TO FULL APPLICATION Following approval of the site based on the Confirmation of Eligibility application, and ba any street conflict, applicants are invited to proceed to the full appli MAIN STREET WATE Following submission maintain esign minimum requirements a ity of design proposal Main Street Waterloo requires up to four weeks for proposal review. APPLICANTS NOTIFIED OF APPROVED SITE Following review, applicants will be advised if their site and application has been approved. MAINTENNNUE AGREEMENT The city will send the applicant the maintenance agreement regarding the parklet and the daily services required. The applicant must sign document and submit to the city. Ask Marty — would like it to be MSW if possible CONSTRUCTION 19 Following signing and receipt of the maintenance agreement, the applicant will be approved to begin construction. Applicant will notify Main Street Waterloo with installation date at least one week in advance. It is strongly encouraged that the applicant assembles much of the parklet offsite as possible, therefore reducing the time within the right of way. CONSTRUCTION INSPECTION At some point during the construction period, City staff will visit the site. MAINTENANCE The parklet will be maintained by applicant for duration of season, April 1 through October 31. REMOVAL (NOVEMBER) Applicant will notify Main Street Waterloo of removal date at least one week in advance. Parklets must be removed by November 7. Main Street Waterloo reserves the right to request parklets to be removed early due to weather (i.e., snow). 20 FAQ WHAT IS A PARKLET? A parklet is a temporary space in the public right-of-way. It is an expansion of the existing sidewalk designed for customers to relax and enjoy the urban environment. ARE PARKLETS OPEN TO THE PUBLIC? No. Parklets are for customer use only. WHO PAYS FOR THE PARKLET? Parklets are funded and maintained by the adjacent business or property owner. ARE PARKA I J rERMANENT OR TEMPORARY? Temporary. Parklets are deployed in the spring (April 1) and removed in the fall (October 31). CAN BUSINESSES SERVE PATRONS IN A PARKLET? Yes, as long as all appropriate permits have been set up to extend to the service area in the parklet. WHERE CAN I PUT A PARKLET? Parklets are to be located in the downtown commercial corridor, be placed within unrestricted parking lanes, not blocking existing drainage patters, be located on streets where traffic speeds are 30 mph or less, and not blocking existing critical infrastructure. HOW DO I PAY FOR A PARKLET? Follow the link here: DO PARKLETS HAVE TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT? Yes, parklets must be in compliance (http://www.adagov/) and feature a level base flush with the curb. CAN PARKLETS BE FORCIBLY REMOVED? Parklets may need to be temporarily, or permanently removed under certain circumstances. The City and Main Street Waterloo reserve the right to remove part, or all of the parklet for street improvements, utility work, emergencies, violation of the agreement and/or permit, or other outstanding circumstances deemed necessary by the City and Main Street Waterloo. 21 EXAMPLE FORMS Confirmation of Eligibility Application A form will be added that can be filled out along with a link to complete online. 22 EXAMPLE FORMS Parklet Application A form will be completed with SAMPLE across it so it cannot be used. No link will be provided. 23 EXAMPLE FORMS Maintenance Letter A letter will be completed with SAMPLE across it so it cannot be used. No link will be provided. 24 EXAMPLE FORMS Maintenance Checklist A checklist will be completed with SAMPLE across it so it cannot be used. No link will be provided. 25 Pictures: Page 4 Rebar's "walket" a prototype parklet system deployed in San Francisco's Mission district in 2009. Page 4: Expand Your Public Outdoor Space with the Dero Parklet 26