Fiscal Year 2014 Recommended Budget Public Hearing DocumentsMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Fiscal Year 2014 Amended Budget Recommendation Related to
Economic Development Coordinator Position
DATE: February 27, 2013
Dubuque
kital
All- America City
II 111!
2012
During the Fiscal Year 2014 Budget Public meeting held on February 21, 2013, the City
Council directed me to look at the possibility of funding the improvement package
request from the Economic Development Department for a full -time Economic
Development Coordinator at a cost of $71,536, reporting to Economic Development
Director Dave Heiar.
The Fiscal Year 2014 budget also includes a recommendation to provide $75,000 to the
Washington Neighborhood Development Corporation to support the operational costs of
their organization, including an Executive Director position and office space.
I respectfully recommend an amendment to the Fiscal Year 2014 budget
recommendation that would use the $75,000 that was to go to the Washington
Neighborhood Development Corporation, and instead fund a new full -time Economic
Development Coordinator position for the City.
While I have not had time to visit with all the Washington Neighborhood Development
Corporation Board Members, I did visit with Board Chairperson Leo Hickie, Board
Member Dan LoBianco and Board Member Phil Wagner. I suggested that the City
would hire this person, but similar to the arrangement with the Multi- Cultural Family
Center Board of Directors, the person would work with the Washington Neighborhood
Development Corporation Board of Directors. There would be a negotiated agreement
with the Washington Neighborhood Development Corporation Board.
At this time, I would see the position spending the majority of the time implementing the
visions, mission and objectives of the Washington Neighborhood Development
Corporation. The position would also do work for the City, including coordinating
implementation of the Washington Neighborhood Development Plan and other
assignments for the Economic Development Department, as assigned by Economic
Development Director Dave Heiar. This certainly is not the level of commitment to City
activities requested by the Economic Development Department, but it would provide
some assistance.
I respectfully request Mayor and City Council approval of this amended Fiscal Year
2014 Budget recommendation.
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Leo Hickie, Chair, Washington Neighborhood Development Corporation
Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Dave Heiar, Economic Development Director
Alvin Nash, Housing & Community Development Department Director
2
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Fiscal Year 2014 Revised Transit Budget Recommendation
DATE: February 14, 2013
Dubuque
kital
All- America City
II 111!
2012
Budget Director Jennifer Larson is recommending an amended Fiscal Year 2014 Transit
Budget recommendation to continue the Shopping Circulator Route by applying for an
Iowa Department of Transportation Iowa Clean Air Attainment Program (ICAAP) grant in
the amount of $82,016. The City would provide the $20,503 local match from an
unanticipated increase in state transit funding.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
brit44 krt., italy,
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Jennifer Larson, Budget Director
Prepared by City Manager's Office; Address: City Hall, 50 W. 13th Street; Telephone: 589 -4110
RESOLUTION NO. 62 -13
ADOPTING THE CITY OF DUBUQUE FISCAL YEAR 2014 ANNUAL BUDGET
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. That the annual budget for the fiscal year ending June 30, 2014, as
set forth in the Adoption of Budget and Certification of Taxes and supporting state
budget forms showing the revenue estimates and appropriation expenditures and
allocations to programs and activities for said fiscal year, is adopted.
Section 2. The City Clerk is directed to make the filings required by law.
Passed, approved and adopted this 28th day of February, 2013.
Attest:
Roy D. 'uol, Mayor
Prepared by City Manager's Office: Address: City Hall, 50 W. 13th Street: Telephone: 589 -4110
RESOLUTION NO. 63 -13
ADOPTING THE CITY OF DUBUQUE FIVE YEAR CAPITAL IMPROVEMENT
PROGRAM
WHEREAS, a recommended five year Capital Improvement Program for the
period beginning July 1, 2013, and ending June 30, 2018, for the City of Dubuque has
been prepared and submitted to the City Council; and
WHEREAS, the five year Capital Improvement Program describes specific
capital improvement projects, provides estimated costs for those projects, proposes
sources of funds for each of them, and schedules the year during which each project
will be undertaken; and
WHEREAS, the capital improvement projects for the first year are included in the
Fiscal Year 2014 budget for the City of Dubuque; and
WHEREAS, the five year Capital Improvement Program will be reconsidered
annually by the City Council and appropriately revised; and
WHEREAS, the adoption of the five year Capital Improvement Program is a
prudent measure to provide continuity of programs and is in the best interest of the City
of Dubuque.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. That the five year Capital Improvement Program for the period
beginning July 1, 2013, set out in the Fiscal Year 2014 -2018 Recommended Capital
Improvement Budget, is hereby approved and adopted as the proposed allocation of
City resources for capital improvements as scheduled in the years shown, subject to
annual review and revision.
Attest:
Passed, approved and adopted this 28th day of Febry ary, 2013.
AA re-
Kevin F' nstahl, City Clergy
Roy D. ol, Mayor
NOTICE OF PUBLIC HEARING
BUDGET ESTIMATE
FISCAL YEAR BEGINNING JULY 1, 2013 - ENDING JUNE 30, 2014
City of
Dubuque , Iowa
The City Council will conduct a public hearing on the proposed Budget at
Historic Federal Building
on 02/2812013 at 6'30 p:m•
(Date) xx/xx/xx (hour)
The Budget Estimate Summary of proposed receipts and expenditures is shown below.
Copies of the the detailed proposed Budget may be obtained or viewed at the offices of the Mayo
City Clerk, and at the Library.
The estimated Total tax levy rate per $1000 valuation on regular property
is
The estimated tax levy rate per $1000 valuation on!Agesent object ons to, o
At the public hearing, any resident or taxpayer may p
any part of the proposed budget.
563 - 589 -4121 ?
phone number
Budget FY
2014
11.30222
$ 3.00375
arguments in favor of,
Kevin Firnstahi
City Clerklfinance Officer's NAME
Re-estimated FY
2013
Revenues &Other Financmq Sources
Taxes Levied on Property
Less: Uncollected Property Taxes -Levy Year
Net Currant Property-faxes
Delinquent Property Taxes
23,778,490
22,iio,3oo
23,778,490
22,007,300
1,183
20,558,664
9,752,170
14,922,012
14,046,773
Other City Taxes.
Use of Money and Propert
Charges for Fees & service.:
S . ecial Assessments
Miscellaneous
1,368,930
14,021,131
32,651,928
35,922,326
1,843,814
48,185,757
28,792,824
423,367
Other Financing Sources
Total Revenues and Other Sources
Expenditures & Other Financin Uses
Public Safety
Public works
Health and Social Services:
Community and Economic Development
General Government
Debt Service
7,874,906
26,950,892
167,955,341
245,154,493
12,323,715
845,093
Capital Projects
Total GovemmentActivities Expenditures
Business Type / Enterprises
Total ALL Expenditures
Transfers Out
Total ALL Expenditures/Transfers Out
Excess Revenues & Other SoUrCes Over
(Under) Expenditures/Transfers Out
Beginning Fund Balance Jul 1
Ending Fund Balance June30
it 2/15
11,016,031
13,343,613
12,888,508
7,613,632
105,772,439
43,792,909
149,565,348
1,296,418
20,747,941
170,313,289
45168 936
40,877,956
112,640,905
80,777,053
193,417,958
29,413,078
222,831,036
22,718,369
70,245,253
25,076,317
47,921,796
70,245,253
533828- 01A(2 -1
STATE OF IOWA {SS:
DUBUQUE COUNTY
CERTIFICATION OF PUBLICATION
I, Suzanne Pike, a Billing Clerk for Woodward Communications, Inc., an Iowa
corporation, publisher of the Telegraph Herald,a newspaper of general circulation
published in the City of Dubuque, County of Dubuque and State of Iowa; hereby
certify that the attached notice was published in said newspaper on the following
dates: February 15, 2013, and for which the charge is $123.5.
Subscribed to before me, a Notary Public in and for Dubuque County, Iowa,
this day of , 20 �'. .
Notary Public in and for Dubuque County, Iowa.
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Budget Director
SUBJECT: Fiscal Year 2014 Revised Transit Budget Recommendation
DATE: February 13, 2013
Dubuque
kital
All- America City
II 111!
2012
INTRODUCTION
The purpose of this memorandum is to recommend a revised Fiscal Year 2014 Transit
Budget Recommendation.
BACKGROUND
The Transit Division budget recommendation for Fiscal Year 2014 currently does not
include continued funding of the Shopping Circulator route. The Shopping Circulator
route was previously funded by a two -year Iowa Clean Air Attainment Program (ICAAP)
grant beginning in Fiscal Year 2012. The ICAAP funding will end on /around June 30,
2013. The Shopping Circulator route is one of the routes identified in the 2009 LSC
Transportation Consultant's, Inc. study as being necessary in improving public transit
service in Dubuque and specifically on the west side. The route operates two 30 minute
loops (one loop travels north- northwest of the JFK Circle and the other south -
southwest) and provides service to businesses, schools and residential areas located
on /around Kennedy Drive, Asbury Road and Holiday Road, and in /around Warren
Plaza, Wacker Plaza, Wal- Mart /Lowes and the Kennedy Mall. The start of the Shopping
Circulator route allowed for estimated operating savings of $38,673 realized through
changes made to the Grey, Green and Red Lines that had previously provided service
to the west side. The operating savings of hours and mileage from the three routes were
used to fund the annual 20% ICAAP grant match of $28,238 in Fiscal Year 2012 and
2013.
The cost of the Shopping Circulator route is $102,519 ($47,159 diesel fuel and $55,360
bus maintenance). If the Shopping Circulator route is not recommended, the City will
lose the efficiencies created by the route and will have additional cost of $48,673 which
includes re- printing costs of all route schedules.
DISCUSSION
Since the FY 2014 budget recommendation was completed, additional information has
come to light in regard to the Shopping Circulator Route.
The Shopping Circulator was funded by a two -year Iowa Clean Air Attainment Program
(ICAAP) grant due to the application being submitted for two years of funding. Normally
ICAAP funds three year grants; however requests that are for a shorter term are ranked
higher. It would be possible for the City to reapply for the third year of funding for the
Shopping Circulator which would require a 20% local match of $20,503.
The Shopping Circulator route creates approximately 2,707 additional passenger trips
per month or 32,484 trips annually. The route helps reduce travel times between the
downtown area and west -end area by approximately sixty minutes. The Shopping
Circulator route allowed for changes to be made to the other west side routes (Grey,
Green and Red lines) which enable Transit to provide service to new areas including
Cedar Cross Road, Starlight Drive, Chaney (the Forum) and Schmitt Island.
The Shopping Circulator route has been in place for much of the IBM Smarter Travel
project and the data that was collected from June 2011 through November 2012
included this route being in place. If the Shopping Circulator route was eliminated and
the efficiency changes that were made to the Grey, Green and Red Lines were
reversed, the west -end businesses would no longer have public transit service. In
addition, the Transit travel data that was collected would be less valuable if this route
was removed.
In late January 2013, the City was notified that the State funding for Transit was
increased $21,872 for State Transit Administration formula funding, and $10,015 for
Elderly and Disabled Persons funding, for a total of $31,887. This was not known at the
time the budget recommendation was put together. The gas franchise fee shortfall in
Fiscal Year 2014 will require $7,320 of this additional revenue; however a balance of
$24,567 remains available to fund the 20% local match of a successful ICAAP grant.
The options related to the Shopping Circulator route are as follows:
• Fund the Shopping Circulator route at a cost of $102,519 with all local money.
• Fund the local match on the Shopping Circulator route at a cost of $20,503 with
anticipation of being successful for a third year of funding through the Iowa Clean
Air Attainment Program.
• Fund $48,673 to continue service to the west -end without the efficiencies
provided by the Shopping Circulator. This option adds approximately sixty
minutes of travel time between the downtown area and the west -end area.
• Do not fund any portion of the Shopping Circulator route which would end transit
service to the west -end.
RECOMMENDATION
I respectfully recommend the following:
• Fund the 20% local match of $20,503 for an Iowa Clean Air Attainment Program
grant funded by additional State Transit funding to be received in FY 2014.
JML
Attachments
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Transit Division
-162-
TRANSIT DIVISION
Budget Highlights
Employee Expense
Supplies and Services
Machinery and Equipment
Total
Resources
FTA Operating
FTA Capital Maintenance Grant
State Grant
State Operating Assisting
Federal Pass -Thru Grant
Advertising Fees
Mini Bus Passenger Fares
Contract Transit Services
Fixed Route Passenger Fares
Dubuque Industrial Center West
Greater Downtown TIF
Damage Claims /Miscellaneous
Total Resources
Debt on Intermodal Facility Paid
with Greater Downtown TIF
Total Non - Property Tax Debt
Transit Levy
Payments to Depreciation
Incr. (Decr.) in Transit Fund Bal.
Property Tax Support
Percent Increase (Decrease)
Personnel - Authorized FTE
FY 2011/12
Actual
1,440,106
1,134,495
3,912
2,578,513
853,305
27,129
195,440
349,182
62,287
55,055
1,139
125,532
16,862
134,704
65,071
1,885,706
% Change
FY 2012/13 FY 2012/13 FY 2013/14 from Adopted
Adopted Amended Recomm'd FY 2012/13
1,680,194
1,499,263
26,730
3,206,187
1,680,194 1,837,432 9.4%
1,507,291 1,113,537 -25.7%
27,544 48,585 81.8%
3,215,029 2,999,554 -6.4%
746,200 746,200 813,528 9.0%
186,550 186,550 90,392 -51.5%
23,396 0.0%
164,000 164,000 187,424 14.3%
589,751 589,751 624,135 5.8%
52,000 52,000 62,287 19.8%
53,425 53,425 55,054 3.0%
33,400 33,400 880 -97.4%
143,400 143,400 163,792 14.2%
0.0%
134,704 134,704 134,704 0.0%
71,586 71,586 34,056 -52.4%
2,175,016 2,198,412 2,166,252 -0.4%
141,019 141,019 308,112 118.5%
141,019 141,019 308,112 118.5%
993,726 1,044,171 1,044,171 833,302
300,919
13,000 27,554
993,726 1,044,171 1,044,171 833,302 - 210,869
31.60 31.60 37.81 36.45
-20.2%
Improvement Package Summary
1 of 6
This decision package would provide funding for 4 full -time bus operators effective June 1, 2014 with
health insurance effective February 1, 2014 and for 4 part -time bus operators with health insurance
effective February 1, 2014. This improvement package is funded as part of the Affordable Care Act.
Effective February 1, 2014, Employers with more than 50 full -time equivalent employees must provide
affordable "minimum essential coverage" to full -time equivalent employees. The definition of a full -time
-163-
equivalent employee under the Affordable Care Act is any employee that works 30 hours per week or
more on average over a twelve month period (1,560 hours or more). The monitoring period for part -time
employees begins January 1 of each year. If a part -time employee meets or exceeds 30 hours per
week on average during that twelve month period, the City must provide health insurance effective
February 1. In transit, there are currently eight fixed route runs available for employees to bid on that
are 1,560 hours or more per year (this includes paid leave hours that are required to be used in the
Affordable Care Act eligibility calculations). When the runs are posted for employee bidding, there will
remain eight fixed route runs that are 1,560 hours per year or greater. Employees who select these
runs and work 1,560 hours or greater (including paid leave hours) between January 1, 2013, and
December 31, 2013 (the Standard Measurement Period), will be eligible for health insurance effective
February 1, 2014.
The fixed route runs are bid by seniority. The seven part -time bus operators who worked 1,560 hours
or more in the last three, four or five consecutive fiscal years will be able to bid on the eight fixed route
runs; however, due to their seniority, there is no assurance they will be able to select one of the eight
fixed route runs. The annual hours of work for all other bus operators will be below 1,560 hours
(including paid leave hours) and they will not be eligible for health insurance. If additional full -time bus
operator positions are created, the number of fixed route runs that are 1,560 hours or greater (including
paid leave hours) will be reduced.
Related Cost: $41,689 — Tax Funds - Recurring
Property Tax Impact: +$.01921 +.17%
Activity: Bus Operations
Recommend — Yes
2 of 6
This decision package would provide funding for the local match for the second year of an Iowa Clean
Air Attainment Program (ICAAP) grant that will be used to fund the continuation -to- completion of the
Vehicle Miles Traveled (VMT) project. The VMT project, which is an on -going collaboration between
The Jule, the City of Dubuque and IBM, is intended to help reduce the number of miles traveled within
the city limits by one person in one car. This will be done by increasing the efficiency and effectiveness
of the public transit system which will make transit a better option for their use, which will help reduce
the amount of carbon particulates and monoxide released into the atmosphere and improving the
overall air quality in Dubuque. The ICAAP grant, if funded, would provide the funding needed for the
continuation of two new routes, Nightrider (College Route) and MidTown Loop /Feeder, which will be
used to provide a "control" base for the VMT project (aka Cities in Motion or "CiM "). The ICAAP grant
provided one year of funding for startup in Fiscal Year 2013 of the Nightrider and MidTown
Loop /Feeder routes with a total projected cost of $696,250 for the two routes. The second year of the
ICAAP grant will be applied for in mid -2012 with a total projected cost of $714,459.
The Nightrider route allows for late night transit service on Friday and Saturday evenings between the
downtown area and the west end of Dubuque. The Nightrider is open to public and will benefit those
passengers needing to get to or from work, shopping and entertainment areas after the regular service
ends (currently last bus leaves JFK Circle at 6:15pm). This route was identified through surveys and
meetings help in 2010 and 2011 with students and faculty of the three local colleges /universities. The
Nightrider operates on 30 minute headway between the downtown interchange and the Delhi transfer,
and on 30 minute headway between Delhi transfer and the west side of Dubuque on Friday and
Saturday nights between 6pm and 2:15am. The MidTown Loop /Feeder was a route identified in the
2009 Transit Study as being necessary to helping reducing travel time between the Delhi and JKF
Circle (and beyond). The "loop" section operates on 30 minute headway and will travel along JF
Kennedy Drive, Grandview, Asbury and Pennsylvania, and the "feeder" section operates on 30 minute
headway between the downtown interchange and the Delhi transfer Center on Monday through
Saturday, during regular service hours.
As part of the on -going VMT project, ridership and route data will be collected using Automatic Vehicle
Location (AVL) technology, along with data gathered through the smartphone application designed by
IBM. This information will be processed by IBM, and will be used to help determine what changes need
to be made to the fixed route system in order to make it more efficient and effective, and for the
maximum number of passengers. It is also expected to indicate how The Jule can cover more area
without creating a dramatic increase in the cost of daily operations. Because of these expected positive
changes the current passengers will experience a direct benefit, and it is anticipated that new
passengers will use transit as they find the system easier and more efficient to use. With the anticipated
increase in passengers, there will be an increase in fare box revenue as well as an increase in funding
from state and federal sources.
The ICAAP grant is usually a 2 -year grant, however the Iowa Department of Transportation (IA DOT),
has indicated that the grant would be for Fiscal Year 2013 and that the City would need to apply for
year -two funding in 2013.
The annual cost of operation of the Nightrider route is estimated to be $57,827 per year. This includes
operating two buses 18 hours of service per day with approximately 80 service days per year (Friday
and Saturday). The operating cost includes $45,225 in employee expense; $1,452 in diesel fuel;
$10,000 in marketing; and $1,150 for tire replacement. The Nightrider route requires two part -time bus
operators for 1,440 hours annually or 0.69 FTE and one part -time night dispatcher for 696 hours
annually or 0.33FTE. An ICAAP grant for $135,200 has been submitted and also covers administrative
costs that the City would have regardless if the Nightrider route existed. The three colleges /universities,
Loras College, University of Dubuque and Clarke University, have agreed to cover a portion of the local
match for the Nightrider route ($34,056).
The annual cost of operation of the MidTown Loop /Feeder route is estimated to be $142,381 per year.
This includes operating two buses 25 hours of service per day with approximately 302 service days per
year. The operating cost includes $129,515 in employee expense; $1,716 in diesel fuel; $10,000 in
marketing; and $1,150 in tire replacements. The MidTown Loop /Feeder route requires four part -time
bus operators for 6,447 hours annually or 3.10 FTE. An ICAAP grant for $421,800 has been submitted
an also covers administrative costs that the City would have regardless if the MidTown Loop /Feeder
route existed. There is also fare revenue of $600 to offset the cost.
Related Cost: $200,208 — Tax Funds — Non - Recurring
Related Revenue: $34,056 — Private Participant — Non - Recurring
Related Revenue: $557,000 — ICAAP Grant — Non - Recurring
Related Revenue: $600 — Fare Revenue — Non - Recurring
Net Savings: $391,448
Property Tax Impact: - $.1803/ -1.64%
Activity: Bus Operations / Bus Maintenance
Recommend — Yes
3 of 6
This decision package would provide funding for RouteMatch annual basic software support
maintenance. Since Fiscal Year 2006, Transit has used RouteMatch Software for the scheduling of
rides of the mini -bus service. Prior to FY 2012, the City paid the annual maintenance fee for the
software. During Fiscal Year 2011, a request was made to the Iowa Department of
Transportation /Office of Public Transit for The Jule to be included in its contract with RouteMatch,
which previously only included the rural systems. The Iowa Department of Transportation /Office of
Public Transit agreed to include The Jule in the State contract and took over the annual payment
effective Fiscal Year 2012. In Fiscal Year 2013, the Iowa Department of Transportation /Office of Public
Transit notified The Jule that the contract with RouteMatch would not be renewed and effective June 1,
2013, The Jule is responsible for payment of the annual support and maintenance fee.
Related Cost: $8,700 — Tax Funds - Recurring
Property Tax Impact: +$.00401 +.04%
Activity: Bus Operations
Recommend — Yes
4 of 6
This decision package would continue funding the Shopping Circulator route that was previously funded
by a two -year Iowa Clean Air Attainment Program (ICAAP) grant. The ICAAP funding will end
on /around June 30, 2013. The Shopping Circulator route is one of the routes identified in the 2009 LSC
Transportation Consultant's, Inc. study as being necessary in improving public transit service in
Dubuque and specifically on the west side. The route operates two 30 minute loops (one loop travels
north - northwest of the JFK Circle and the other south - southwest) and provides service to businesses,
schools and residential areas located on /around Kennedy Drive, Asbury Road and Holiday Road, and
in /around Warren Plaza, Wacker Plaza, Wal- Mart/Lowes and the Kennedy Mall. The start of the
Shopping Circulator route allowed for estimated operating savings of $38,673 realized through changes
made to the Grey, Green and Red Lines that had previously provided service to the west side. The
operating savings of hours and mileage from the three routes were used to fund the annual 20% ICAAP
grant match of $28,238.
This improvement package represents the cost of $102,519, which is above the savings created by the
Shopping Circulator route of $38,673. This cost includes diesel fuel of $47,159 and motor vehicle
maintenance of $55,360.
Related Cost: $102,519 — Tax Funds - Recurring
Property Tax Impact: +$.0472/ +.43%
Activity: Bus Operations
Recommend — No
5 of 6
This decision package would provide funding for additional overtime of $31,664 plus IPERS and Social
Security. In Fiscal Year 2012, actual overtime expense was $48,425. This was the result of several
drivers on unscheduled leave for extended periods. It is expected that this level of overtime expense
will continue in Fiscal Year 2013 and 2014.
Related Cost: $37,021 — Tax Funds - Recurring
Property Tax Impact: +$.01711 +.16%
Activity: Bus Operations /Mini -Bus Operations /Trolley Operations
Recommend — No
6 of 6
This decision package would provide funding for an additional Mini -bus route to provide service as
needed. The Jule continues to experience a gradual increase in the number of passengers using Mini-
bus service. In FY 2012, the Mini -bus service experienced having over 260 rides scheduled in a single
day for 50% of the Monday through Friday service schedule; this number of rides creates a situation
where Transit is not able to provide the kind of service that customers expect and the Federal Transit
Administration's (FTA) ADA requirements demand. Currently, The Jule's budget is structured for the
operation of 8 buses per day, Monday through Friday. Adding the 9th bus on the days when ridership is
especially high will help decrease the amount of pressure on the passenger schedule and allow for
Transit to maintain the high level of customer service and on -time performance standards. The 9th mini-
bus would operate approximately 1503 hours annually or 10 hours per day for150 days per year). This
improvement package would add one part -time driver (.072 FTE or 1,503 hours annually), an increase
in diesel fuel of $7,427 and motor vehicle maintenance of $400.
Related Cost: $36,759 — Tax Funds - Recurring
Property Tax Impact: +$.01691 +.15%
Activity: Mini -Bus Operations
Recommend — No
Significant Line Items at Maintenance Level
(Without Recommended Improvement Package)
Employee Expense
1. FY 2014 employee expense reflects a 2.5% wage package increase.
2. The Iowa Public Employee Retirement System (IPERS) increased the City contribution from
8.67% to 8.93% and the employee contribution from 5.78% to 6.18% (which did not affect the
City's portion of the budget). The increase in the City contribution for IPERS increased the
Transit budget by $3,248 or 3% in FY 2014.
3. The City portion of health insurance expense is budgeted to be increased from $835 per month
per contract to $1,015 per month. This increase in health insurance expense increased the
Transit budget $12,960 or 21.56% in FY 2014.
4. Holiday Overtime pay increased from $4,800 in FY 2013 to $7,232 in FY 2014 due to offering a
Saturday service schedule on one of the holidays since some passengers require transit service
for medical care.
5. Personnel complement changes in the Transit Division include removing two part -time bus
operators ( -1.38 FTE) and one part -time night dispatcher ( -0.69 FTE) related to the Nightrider
route which was funded with an Iowa Clean Air Attainment Program grant in Fiscal Year 2013.
In addition, four part -time bus operators ( -3.17 FTE) were removed related to the Midtown
Loop /Feeder route which was also funded with an Iowa Clean Air Attainment grant in Fiscal
Year 2013. The Iowa Clean Air Attainment Program grant will be reapplied for in Fiscal Year
2013. During FY 2013, two part -time bus operators ( +0.98 FTE) were approved to cover
anticipated gaps in the daily schedule. The overall change in Transit personnel complement
changes is -5.23 FTE.
Supplies & Services
6. Printing and Binding increased from $4,021 in FY 2013 to $21,021 in FY 2014 based on the
potential of replacement of ten bus wrap advertisements in FY 2014. There are currently twelve
bus wrap contracts, ten of the contracts expire during FY 2014. The budget includes the cost
involved in printing the bus wrap advertising on the buses.
7. Legal Notices and Ads increased from $1,350 in FY 2013 to $2,530 in FY 2014 based on FY
2012 actual of $2,602.
8. General Liability Insurance increased from $34,032 in FY 2013 to $49,912 in FY 2014 based on
the increase of the total number of vehicles.
9. Education and Training decreased from $5,600 in FY 2013 to $2,127 in FY 2014 due to finding
local sources for driver training which as decreased the cost.
10. Gas Utility Expense decreased from $26,941 in FY 2013 to $18,150 in FY 2014 based on FY
2012 actual of $17,621 plus 3 %.
11. Diesel Fuel increased from $264,655 in FY 2013 to $305,341 in FY 2014 based on FY 2012
actual of $271,085.
12. Motor Vehicle Maintenance decreased from $598,816 in FY 2013 to $171,277 in FY 2014 due
to the Nightrider and Midtown routes being funded by a one year Iowa Clean Air Attainment
Program grant in FY 2013 (- $456,611). The second year of the ICAAP grant will be applied for
during FY 2013.
13. Motor Vehicle Maintenance Outsourced decreased from $40,000 in FY 2013 to $34,031 in FY
2013 based on FY 2012 actual of $33,500 plus 2 %.
14. Machinery Maintenance Outsourced decreased from $5,660 in FY 2013 to $2,991 in FY 2014
based on FY 2012 actual of $2,904 plus 3 %.
15. Software Maintenance increased from $30,000 in FY 2013 to $38,400 in FY 2014. This expense
represents the maintenance cost for Mentor Annual Support and Web Hosting for vehicle AVL,
passenger interface, automatic passenger counter and automatic voice announcement system
($30,500); Dubuque Security Systems ($500); Routematch ($5,400) and Comelec Annual
Maintenance and Support ($2,000).
16. Pay to Other Agency increased from $350,163 in FY 2013 to $366,191 in FY 2014. This line
item reflects the wages, fringe benefits, and other contract costs of the Transit Manager,
Transportation Clerk, and Transit Operations Supervisor contracted from ECIA ($336,591). In
addition, $9,600 is budgeted in FY 2014 to help support Burlington Trailways lease and $20,000
is budgeted in FY 2014 to help support DuRide.
Machinery & Equipment
17. Equipment replacement items at the maintenance level include ($48,585):
• Transit shop truck - $46,000
• Signage - $103
• Miscellaneous Equipment - $1,652
• Custodial equipment - $130
• Camera related equipment - $700
Debt Service
18. Intermodal Facility GO Bond issues are budgeted under Transit. The debt service payment in FY
2014 is $308,112 and is paid with Greater Downtown TIF.
Revenue
19. Revenue projections include:
a) Federal operating and capital assistance decreased from $932,750 in FY 2013 to
$903,920 in FY 2014 and is based off the FTA assistance projected to be received in FY
2013 of $903,920.
The FY14 budget amount of $903,920 includes 10% for capital ($90,392) which was
previously 20% in FY 2013 and the remainder is for operating ($813,528);
b) State operating assistance increased from $164,000 in FY 2013 to $187,424 in FY 2014
based on FY 2013 revised;
c) Federal pass -thru grant decreased from $589,751 in FY 2013 to $67,135 in FY 2014 due
to one year of funding from the Iowa Clean Air Attainment Program grant in FY 2013 for
the Nightrider and Midtown Routes (- $557,000). Federal pass -thru grant funding in FY
2014 represents the East Dubuque Mini -Bus contract of $33,026 and $34,109 for elderly
and disabled patrons;
d) Mini bus passenger fares increased from $53,425 in FY 2013 to $55,054 in FY 2014
based on FY 2012 actual of $55,055;
e) Bus passenger fares increased from $143,400 in FY 2013 to $163,192 in FY 2014
based on FY 2012 actual and an increase expected in paid ridership due to the free bus
passes for the Vehicle Miles Traveled study ending December 8, 2012;
f) Advertising Revenue increased from $52,000 in FY 2013 to $62,287 in FY 2014 based
on FY 2012 actual of $62,287.
g)
Mini -Bus Contract Service decreased from $33,000 in FY 2013 to $0 in FY 2014 due to
inadvertently budgeted in two line items in FY 2013 (Federal Operating Assistance);
h) General Reimbursements increased from $400 in FY 2013 to $880 in FY 2014 based on
FY 2012 actual of $1,139; and
i) Reimbursements from the Greater Downtown TIF ($134,704) for the downtown parking
shuttle remain unchanged.
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen
SUBJECT: Fiscal Year 2014 Revised Water Budget Recommendation
DATE: February 14, 2013
Dubuque
kital
All- America City
II 111!
2012
Budget Director Jennifer Larson is recommending a revised Fiscal Year 2014 Water
Budget Recommendation.
The Water Department budget recommendation for Fiscal Year 2014 currently does not
include the request for funding to add the use of solar energy at the City's Water
Treatment Plant or the request for the use of solar energy at the West 3rd Street
Reservoir Pump Station. It is the intent for the City Water Department to demonstrate
its commitment to alternative energy in the reduction of carbon emissions. To achieve
this goal, the City would be required to enter into a license and lease agreement
between the City and a solar energy provider. This agreement would be for the
purchasing, installing and maintaining the panels for a 25 year period.
Eagle Point Solar Co. has evaluated the possibility of solar power use at the City's
Water Treatment Plant in an effort to save on electric costs. If the City were to proceed
with the use of solar energy at the Eagle Point Water Treatment Plant it would result in
an additional annual estimated energy cost of $5,500.
In addition, a new facility sign constructed at this site identifying this improvement would
cost an estimated $5,000.
Eagle Point Solar Co. has evaluated the possibility of solar power use at the City's West
3rd Street Reservoir Pump Station in an effort to save on electric costs.
Installing solar energy at this site would result in a potential cost savings of $68.45 in
the first year.
The recommendation is as follows:
• Fund the installation of solar energy at the City's Water Treatment Plant for a
recurring cost of $5,500 funded with the Fiscal Year 2014 operating surplus of
$4,463 and a reduction in the Water Depreciation payment of $1,037
• Fund the installation of a new facility sign at the Water Treatment Plant for a non-
recurring cost of $5,000 funded with Water Fund cash balance.
• Fund the installation of solar energy at the West 3rd Street Reservoir Pump
Station for an estimated cost savings of $68 annually.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Jennifer Larson, Budget Director
Bob Green, Water Department Manager
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Budget Director
SUBJECT: Fiscal Year 2014 Revised Water Budget Recommendation
DATE: February 14, 2013
Dubuque
kital
All- America City
II 111!
2012
INTRODUCTION
The purpose of this memorandum is to recommend a revised Fiscal Year 2014 Water
Budget Recommendation.
BACKGROUND
The Water Department budget recommendation for Fiscal Year 2014 currently does not
include the request for funding to add the use of solar energy at the City's Water
Treatment Plant or the request for the use of solar energy at the West 3rd Street
Reservoir Pump Station. It is the intent for the City Water Department to demonstrate
its commitment to alternative energy in the reduction of carbon emissions. To achieve
this goal, the City would be required to enter into a license and lease agreement
between the City and a solar energy provider. This agreement would be for the
purchasing, installing and maintaining the panels for a 25 year period.
DISCUSSION
Solar Energy at the City's Water Treatment Plant
Eagle Point Solar Co. has evaluated the possibility of solar power use at the City's
Water Treatment Plant in an effort to save on electric costs. The results from the study
found that Water Plant would need to spend no less than 8.7 cents /kwh for this to be
beneficial. If the City were to proceed with the use of solar energy at the Eagle Point
Water Treatment Plant it would result in an additional annual estimated energy cost of
$5,500.
The amount of solar energy to be provided is estimated to be 195,000kwh (150kw
System). This represents approximately 2.75% of the water treatment plant's electrical
usage.
In discussing the potential use of solar energy with Alliant Energy, it was asked if our
discount rates would be removed by using solar energy and it has been indicated that
this minimal amount of reduction use would have no impact to our discount rates and
that they would remain in place.
In addition, it is being requested that a new facility sign be constructed identifying this
improvement at an estimated cost of $5,000.
Solar Energy at West 3rd Street Reservoir Pump Station
Eagle Point Solar Co. has evaluated the possibility of solar power use at the City's West
3rd Street Reservoir Pump Station in an effort to save on electric costs.
In review of their report and based on their rate charge of 0.0721 per kwh projections,
that by installing solar energy at this site would result in a potential cost savings of
$634.00 in the first year. However, the calculations done by City Staff using facility
numbers with a current rate change from Alliant of 0.0671 shows by installing solar
energy at this site would result in a potential cost savings of $68.45 in the first year.
This proposal does not include the potential power credits that we would receive from
Alliant Energy on those days power was returned to Alliant Power Grid.
The West 3rd Street Reservoir is scheduled to be inspected in FY -2016. This inspection
is to identify its current condition and provide us with information on when it will need to
be rebuilt or replaced. Depending on the results of the engineer's inspection report will
dictate on when solar panels could be installed. In an effort to proceed with this project
sooner, the inspection of this tank has been moved up from its proposed FY -2016
budget cycle to FY -2014 at an estimated cost of $90,000.
The recommendation is as follows:
• Fund the installation of solar energy at the City's Water Treatment Plant for a
recurring cost of $5,500 funded with the Fiscal Year 2014 operating surplus of
$4,463 and a reduction in the Water Depreciation payment of $1,037
• Fund the installation of a new facility sign at the Water Treatment Plant for a non-
recurring cost of $5,000 funded with Water Fund cash balance.
• Fund the installation of solar energy at the West 3rd Street Reservoir Pump
Station for an estimated cost savings of $68 annually based on City Staff
calculations.
RECOMMENDATION
I respectfully recommend a revised Fiscal Year 2014 Water Department budget
recommendation to include funding of installation of solar energy at the City's Water
Treatment Plant for a cost of $5,500 annually funded by Fiscal Year 2014 operating
surplus of $4,463 and a reduction in the FY 2014 Water Depreciation payment of
$1,037; installation of a new facility sign at the Water Treatment Plant for a cost of
$5,000 funded with Water Fund cash balance; and installation of solar energy at the
West 3rd Street Reservoir Pump Station for an estimated cost savings of $68 annually.
JML
Attachments
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Planning Services Department
City Hall
50 West 13th Street
Dubuque, IA 52001 -4864
(563) 589 -4210 phone
(563) 589 -4221 fax
(563) 690 -6678 TDD
planning@cityofctubuque.org
Masterpiece on the Mississippi
The Honorable Mayor and City Council
City of Dubuque
50 W.13th Street
Dubuque, IA 52001
RE: FY 2014 -2018 Recommended Capital Improvement Program
Dear Mayor and City Council Members:
Dubuque
2012
February 21, 2013
Introduction
On February 20, 2013, the Long Range Planning Advisory Commission reviewed the
City Manager's recommended Fiscal Year 2014 -2018 Capital Improvement Program
(CIP).
Discussion
One of the duties of the Commission is to offer the Commission's opinion as to the
consistency of the recommended CIP with the adopted Comprehensive Plan.
At the Commission meeting, Planning Services staff noted that under the heading
"Relationship to Other Projects" are listed the elements of the Comprehensive Plan that
relate to each CIP project as one step in implementation of the Comprehensive Plan.
The Commission reviewed the FY 2014 -2018 recommended CIP, and discussed
several projects in more detail. Commissioners also discussed the City manager's FY
2014 budget message and the FY 2014 Citizen's Guide. The Commission noted the
CIP is consistent with the Comprehensive Plan.
Recommendation
By a vote of 6 -0, the Long Range Planning Advisory Commission finds the FY 2014-
2018 recommended CIP is consistent with the 2008 Dubuque Comprehensive Plan.
Respectfully submitted,
Jim Prochaska, Chairperson
Long Range Planning Advisory Commission
cc: Michael Van Milligen, City Manager
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