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CS Agreement for Fiscal Year 2019_GDDC Copyrighted June 18, 2018 City of Dubuque Consent Items # 12. ITEM TITLE: Contracted Services Agreement for Fiscal Year 2019 with Greater Dubuque Development Corporation SUMMARY: City Manager recommending execution of the attached Contracted Services Agreement with the Greater Dubuque Development Corporation for support of their economic development services. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type NNM Memo City Manager Memo Staff Memo Staff Memo Contracted Services Agreement Supporting Documentation Dubuque THE CITY OF � DT T� � All-AmerieaCity � Masterpiece on the Mississippi 1 I I I I�' �oa�.�o��.zo,3.�o�; TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Contracted Services Agreement — Greater Dubuque Development Corporation DATE: May 31, 2018 During the Fiscal Year 2019 budget process, the Mayor and City Council provided $786,088 for the Contracted Services Agreement with the Greater Dubuque Development Corporation including $95,613 for economic development services, $35,000 to be used to assist in funding for Dubuque area retail expansion services, $185,000 for Greater Dubuque: 2022 Campaign, $100,000 for Dubuque Works, $125,000 for Workforce Solutions Initiative, $100,000 for Director of Sustainable Innovation, $100,000 for True North, $5,475 to provide the City unlimited job postings to AccessDubuqueJobs.com, and $40,000 for marketing commercial and industrial parks owned by the City. In addition, in Fiscal Year 2018, this agreement was expanded to reference True North. The Corporation has hired staff who will be dedicated exclusively to assist with Washington Neighborhood Development Corporation efforts, focusing on rehabilitation and occupancy of commercial buildings on Central Avenue, White Street, lowa Street, Elm Street, Washington Street, and 22nd Street. The changes to the Fiscal Year 2019 agreements include progress reports submitted quarterly instead of monthly, reports submitted using a form on the City's website, reports will include equity and inclusion reporting, and audit reports are due within 60 days of audit completion instead of 60 days after year-end. Budget Director Jennifer Larson is recommending execution of the attached agreement with the Greater Dubuque Development Corporation for support of their economic development services. I concur with the recommendation and respectfully request Mayor and City Council approval. ,c���(' �`'�, ���' { Mich el C. Van Milligen MCVM/jml Attachment cc: Rick Dickinson, Executive Director, Greater Dubuque Development Corporation Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Maurice Jones, Economic Development Director Jenny Larson, Budget Director 2 Dubuque THE CITY OF � DT T� � All-AmericaCity � Masterpiece on the Mississippi 1 I I I I=' 200)•21tt2.2013•:Ol] TO: Michael C. Van Milligen, City Manager FROM: Jennifer Larson, Budget Director SUBJECT: Contracted Services Agreement — Greater Dubuque Development Corporation DATE: May 31, 2018 Attached for City Council approval is the Contracted Services Agreement with the Greater Dubuque Development Corporation for the City's financial support during Fiscal Year 2019. During the Fiscal Year 2019 budget process, the Mayor and City Council provided $786,088 for the Contracted Services Agreement with the Greater Dubuque Development Corporation including $95,613 for economic development services, $35,000 to be used to assist in funding for Dubuque area retail expansion services (this previously was a partnership with Dubuque Initiatives, however FY 2010 was the last year of their participation),$185,000 for Greater Dubuque: 2022 Campaign, $100,000 for Dubuque Works, $125,000 for Workforce Solutions Initiative, $100,000 for Director of Sustainable Innovation, $100,000 for True North, $5,475 to provide the City unlimited job postings to AccessDubuqueJobs.com, and $40,000 for marketing commercial and industrial parks owned by the City. In Fiscal Year 2019, this agreement was expanded to reference True North. The Corporation has hired staff who will be dedicated exclusively to assist with Washington Neighborhood Development Corporation efforts, focusing on rehabilitation and occupancy of commercial buildings on Central Avenue, White Street, lowa Street, Elm Street, Washington Street, and 22nd Street. The reporting requirements have changed as follows: 1. Progress reports will be submitted quarterly instead of monthly. 2. Quarterly reports will be submitted using a form on the City's website. 3. Quarterly reports will include equity and inclusion reporting. 4. Audit reports are due within 60 days of audit completion instead of 60 days after year-end. It is my recommendation that the City Council approves the attached Contracted Services Agreement with the Greater Dubuque Development Corporation and authorizes the Mayor to execute the contract on behalf of the City. Attachment JML THE CITY OF 411101 . Dubuque ***** D vrior,, mr. lir UB E A11America City 1 1 I IF latenORIIISIMIIMUMNIMM, Masterpiece on the Mississippi 2007•2012•2013*2017 TO: Contracted Services Partners FROM: Michael C. Van Milligen, City Manager DATE: May 18, 2018 RE: Collaborating for an Equitable and Inclusive Community The purpose of this memo is to clarify.expectations regarding support for the City Council's mission, vision, and goals around creating an equitable and inclusive community. As you may be aware, the City Council in recent years has amended its vision to include being an inclusive and equitable community. City government's mission, as articulated by the Council, is to deliver excellent services that contribute to an equitable community. For the past several years when identifying their annual goals, the City Council has included Inclusive Dubuque as a top priority. Finally, the Dubuque Comprehensive Plan adopted by the City Council in September 2017 includes a call to action for all of us to work together to create a viable, livable, and equitable community. It is the role of City staff to implement the City Council's priorities in accord with the City government mission. As recipients of City funds, it is the expectation that our contracted services partners will similarly support implementation. To that end, the contracted services agreement that you received for the current fiscal year includes language requiring that your institution support the City's efforts to be a viable livable, and equitable community and to advance equity and inclusion. While it is up to you to determine how best to carry this out as you deliver your services, City staff is available to offer technical assistance and opportunities to participate in professional development and other activities. In addition, the staff liaison listed in your contract and/or their designee are expected to follow-up with you at the end of the year with a standardized survey that has been designed for the following purposes: 1) to provide you the opportunity to demonstrate the ways in which you have supported equity and inclusion through your program delivery; 2) to allow you to identify areas where you may need additional technical assistance or professional development; and 3) to allow City staff to report to Council the work that has been accomplished collectively by contracted services partners to advance equity and inclusion. We are treating this as a "pilot" year for the survey and welcome your feedback at the • end of the year regarding improvements that might be considered. We also welcome your feedback on specific contract terms related to equity and inclusion that might be appropriate for future contracts. We are aware your time is precious, and recognize it takes intentional thought and effort to ensure that programs and services are equitable and inclusive. We hope that you will continue to work with us for continued advancement in this arena. Thank you for your continued partnership and please feel free to contact me with any questions or concerns. -4 Michael . Van Milligen MCVM:kl Cc: Crenna Brumwell, City Attorney Leadership Team 2 AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND GREATER DUBUQUE DEVELOPMENT CORPORATION THIS AGREEMENT, dated for reference purposes the 1st day of July, 2018, is made and entered into by and between the City of Dubuque, Iowa (City) and the Greater Dubuque Development Corporation (Corporation), a nonprofit corporation, for economic development services. WHEREAS, Corporation has retained professional staff for the formulation and implementation of programs for the enhancement of economic conditions and employment generating opportunities in the City of Dubuque and its environs; WHEREAS,the County of Dubuque, Iowa, and private contributors have allocated funds or other resources for the support of Corporation; and WHEREAS, Corporation represents itself as technically and professionally qualified to provide economic development services. NOW THEREFORE, the parties hereto agree as follows: 1. Scope of Services It is an expressed purpose of City to maintain an economically viable community by encouraging private sector development, which produces jobs and expands the local tax base. City seeks the assistance of Corporation in being part of a program of coordinated economic development activities which will assure: (a) that local firms having potential to expand shall have sites and other resources available to facilitate such expansion; (b)that other resources shall be developed to aid in the recruitment of business and industry, especially those that offer employment opportunities; and that such other activities as may stimulate private sector employment expansion shall be undertaken. Corporation shall: a) carry out the activities described in "Appendix A - Scope of Activities", hereto attached. City agrees to perform its responsibilities set forth in the same Appendix; b) comply with City Council goals and priorities set forth in Appendix D; and c) support the City's efforts to be a viable, livable, and equitable community, and to advance equity and inclusion. The City will provide opportunities to demonstrate this support by inviting the Executive Director of the Agency and any employees working on services covered by this agreement to participate in the following professional development opportunities and supporting activities: d) The opportunity to be active and engaged participants in Inclusive Dubuque peer learning opportunities and strategic efforts; 1 e) The opportunity to attend intercultural and equity workshops offered by the City, including workshops that focus on developing an intercultural team with a strategic plan for advancing equity and inclusion within the Agency and through the Agency's work; f) Assistance in creating semi-annual status reports that demonstrate the ways in which the Agency's efforts are advancing equity and inclusion; and g) Access to the City's equity toolkit. 2. City Responsibilities. City designates the Economic Development Director, to act as its representative with respect to the work to be performed under this Agreement, and such person shall have authority to transmit instructions, receive information, interpret and define City's policies and provide decisions in a timely manner pertinent to the work covered by this Agreement until Corporation has been advised in writing by City that such authority has been revoked. In the event that any reports, records and maps are existing and available and are useful to carry out the work on the Scope of the Work, City shall promptly furnish such material to Corporation. 3. Time of Performance. This Agreement shall be from July 1, 2018 through June 30, 2019. 4. Compensation. City shall pay Corporation for Fiscal Year 2019 an amount not to exceed $786,088 as compensation for the services provided by Corporation (described in Appendix A),which payment shall constitute complete compensation for all services to be rendered, as follows: a) The General Economic Development Services($95,613)and Dubuque Area Retail Expansion ($35,000) shall be paid separately in four equal installments of$32,653 (General Economic Development Services $23,903.25; Dubuque Area Retail Expense $8,750) payable September 30, 2018, December 31, 2018, March 31, 2019 and June 26, 2019. b) City shall pay Corporation $185,000 for Greater Dubuque: 2022 Campaign, which payment shall constitute the second of five annual payments for the Greater Dubuque: 2022 Campaign. Such compensation shall be paid by City to Corporation within ten (10) days after receipt by City of a requisition of such sum from Corporation. c) City shall pay Corporation $100,000 for Dubuque Works. Such compensation shall be paid by City to Corporation within ten (10) days after receipt by City of a requisition of such sum from Corporation. d) City shall pay Corporation $125,000 for Workforce Solutions Initiative. Such compensation shall be paid by City to Corporation within ten (10) days after receipt by City of a requisition of such sum from Corporation. e) City shall pay Corporation $100,000 for Director of Sustainable Innovation position which shall support the Smarter Sustainable Dubuque Initiative, which payment shall constitute full and complete compensation for such services. Such compensation shall be paid by City to Corporation within ten (10) days after receipt by City of a requisition of such sum from Corporation. 2 f) The $100,000 for True North shall be paid separately in four equal installments of $25,000 payable September 30, 2018, December 31, 2018, March 31, 2019 and June 26, 2019. g) City shall pay Corporation an additional $5,475 which represents payment for www.AccessDubuqueJobs.com, which payment shall constitute full and complete compensation for such services. Such compensation shall be paid by City to Corporation within ten (10) days after receipt by City of a requisition for such sum from Corporation. h) The Dubuque Area Economic Development Promotion, Marketing and Recruitment compensation ($40,000) shall be paid as follows: City agrees to reimburse Corporation for expenses incurred by Corporation, either directly or indirectly, related to sales and marketing of City-owned commercial and industrial property. Expenses eligible for reimbursement include, but are not limited to; design and production of marketing materials, distribution of marketing materials, sales and marketing consultant services, client contacts and training and staff development related to marketing and sales. Travel expenses will be reimbursed in accordance with City's travel policy attached hereto. Corporation shall provide invoices to the City Economic Development Department, which includes documentation of the expenses incurred and a short description of the specific services provided through the invoiced expenditures. City shall provide reimbursement of qualified expenditures within 30 days of receipt of invoice. 5. Audit and Evaluation. Inasmuch as the funds are provided to Corporation by City, and are subject to audit and performance evaluation to ensure that activities and the expenditures are carried out according to requirements of the Agreement, Corporation shall maintain books of account conforming to Generally Accepted Accounting Standards, together with necessary documentation to support all expenditures. The records of Corporation, including payroll accounts and other records of disbursements and receipts, and other records relating to the performance of the activities herein specified, including records of contracts and solicitations of businesses and industries which may otherwise be subject to rules of confidentiality, shall be made available for inspection by City or any Certified Public Accountant acting on its behalf, in order to ascertain performance of Corporation under this Agreement. Corporation agrees to retain such records for not less than three (3) years. 5. Reporting and Monitoring. Corporation shall provide City quarterly reports at a regularly scheduled City Council meeting detailing its activities beginning with the quarter ending September 30, 2018. Corporation shall comply with the City of Dubuque's Reporting and Monitoring requirements by using the following link (https://www.cityofdubuque.org/FormCenter/Budget-15/Contracted- Services-Performance-Report-208) to submit quarterly online reports detailing Corporation activities related to the use of City funds provided to Corporation. The online quarterly reports shall be due on September 30th, December 31st, March 29th, and June 29th. Such reports shall include a performance report on the program(s) supported by City funds and a financial report on the use of City funds. 3 If Corporation has an annual audit performed, Corporation shall provide City a copy of the annual audit report within 60 days of audit completion. The Audit shall be submitted as either an electronic or paper document to the Economic Development Director. In addition, Corporation shall provide to City a copy of any studies,documents, or reports which may be produced under the activities described in Appendix A, which may be evidence of work performed and which do not otherwise violate the confidentiality of any business or industry contacts that may be developed during the course of this Agreement. Corporation and City agree that the coordination of efforts, particularly at the staff level, is essential to the success of the scope of activities noted above. Therefore, the City Manager and such other of the City Manager's staff may direct to meet with the Corporation's Executive Director or other Corporation representatives at least once each month to review progress under each of the activities noted above. 6. Discrimination. In carrying out the services under this Agreement, Agency shall not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, religion, sexual orientation, gender identity, or disability. Agency shall take affirmative action to ensure that applicants for employment are employed and that employees are treated during employment without regard to race, creed, color, sex, age, national origin, religion, sexual orientation, gender identity, or disability. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Agency assures that all qualified applicants will receive consideration for employment without regard to race, creed, color,sex, age, national origin, religion, sexual orientation, gender identity or disability. Agency agrees and will undertake whatever affirmative measures are necessary so that no person shall be excluded from participation in, be denied the benefits of, nor be subjected to discrimination under any program or activities funded in whole or in part with any of the funds made available to Agency under the terms of this Agreement because of race, color, creed, religion, sex, national origin, age, sexual orientation, gender identity or disability. 7. Interest of Member, Officers or Employees of the City of Dubuque, Members of the Dubuque City Council, or Other Public Officials. No member, officer or employee of City, or their designees or agents, no member of the Dubuque City Council and no other public official of City who exercises any function or responsibilities with respect to the program during his such person's tenure, or one year thereafter, shall have any financial interest, direct or indirect, in this Agreement or the proceeds thereof, for work to be performed in connection with the program assisted under this Agreement. 8. Termination of Agreement. If, through any cause, Corporation Shall fail to fulfill in a timely and proper manner its obligations under this Agreement, or if the Corporation shall violate any of the covenants, agreements or stipulations of this Agreement, City shall thereupon have the right to terminate this Agreement by giving written notice to Corporation of such and specifying the effective date thereof not less than thirty days before the effective date of such termination. If Corporation shall fail to cure its default to the satisfaction of City in 4 City's sole discretion within such thirty-day period, this Agreement shall be deemed terminated at the end of such thirty day period without further action of either party. Upon termination of this Agreement,Corporation shall return to City all unexpended funds and/or any funds utilized for purposes other than stated in the Agreement. 9. Assignability. Corporation shall not assign any interest in this Agreement without the prior written permission of City. 10.Insurance. At the time of execution of this Agreement by Corporation, Corporation shall provide City copies of Corporation's insurance certificates showing compliance with the insurance requirements of Insurance Schedule D, included as Attachment C. WITNESS: CITY OF ► I UQUE, IOWA Ar z Kevin P nstah , Ci y Cl;�rK` Ric Jones, Pr .7 ing GREATER DUBUQUE DEVELOPMENT CORPORATION Rick Dickinson, Executive Director 5 APPENDIX "A" SCOPE OF ACTIVITIES 1. GENERAL ECONOMIC DEVELOPMENT SERVICES Corporation Responsibilities Corporation shall respond to inquiries from the public and provide general information regarding available commercial and industrial development. It shall prepare a monthly business barometer for general circulation. In collaboration with the Chamber of Commerce and others, it shall assemble and publish an annual Dubuque Area Industrial Director. City Responsibilities City shall provide the Corporation with current information on City financial assistance programs, and proposed terms, and on other matters relating to City's policies and capacity to support business development. City will collaborate with Corporation staff on response to business inquiries and related matters. City shall be fully responsible for establishing and negotiating all terms and conditions for City economic development programs. 2. DUBUQUE AREA RETAIL EXPANSION Corporation Responsibilities The Corporation will direct the process of identifying, expanding and attracting retail opportunities for the Greater Dubuque area. The Corporation's responsibilities include: implementing and maintaining a database of retail decision-makers in targeted businesses; locating and/or employing tools to retrieve demographic and household data for the Greater Dubuque area; meeting with local realtors and developers to build and maintain a listing of local property available for development; developing custom proposals that include data that positively reflects the Greater Dubuque area's retail potential; coordination of meetings with local officials and facilitate site visits; and tracking the status of all leads and projects for report to the Board of Directors and the City of Dubuque. 3. GREATER DUBUQUE: 2022 CAMPAIGN Corporation Responsibilities The Corporation will secure the financial resources necessary to fund an organization and activities that will achieve measurable outcomes regarding workforce, population,wages, and commercial construction within a five-year period. The Corporation's responsibilities include: build-on proven ability to be the "go to" resource for private sector businesses; serve as the liaison between existing employers and public officials to resolve any barriers to growth and/or the creation of jobs; conduct over 250 InfoAction interviews per year with regional employers and 6 maintain a confidential data base to work with individual companies to track business trends and intelligence; facilitate the Dubuque Innovation Consortium to assist private-sector employers with converting principles of sustainability into decisions that improve the bottom line and create possible deal flow; continue partnership with the Telegraph Herald and Woodward Communications in the promotion of AccessDubuqueJobs.com, targeting over 1,000,000 visitor sessions each year; continue to grow the CEO Network events at all regional institutions of higher learning, act as an advocate for both K-12 and higher education, which is critical for economic success;continue to spearhead the nationally-recognized Dubuque Works program, which eliminates duplication and enhances the performance of regional workforce partners and programs; expand Distinctively Dubuque as a powerful tool for newcomers to experience Dubuque; over 100 new employees and top recruits (per year)will be welcomed to our area; expand welcoming program to serve all area employers by providing concierge services to company recruits and newcomers; focus on targeted industries to complement existing business and recently recruited companies like IBM and Hormel Foods/Progressive Processing; identify and recruit emerging industries with the highest growth potential; enhance national marketing and public relations through the implementation of newly enhanced website and social media opportunities; and remember that technology is no substitute for shoe leather and personal contact. 4. DUBUQUE WORKS Corporation Responsibilities The Corporation will secure the financial resources necessary to develop, manage and sell a model workforce program, leverage key competencies to promote and market one unified workforce initiative, and lead and support efforts to attract and retain a high qualified workforce. 5. WORKFORCE SOLUTIONS INITIATIVE Corporation Responsibilities The Corporation will hire a staff person who shall be dedicated exclusively to assist with workforce development and such other activities as may be required by area businesses. 6. SMARTER SUSTAINABLE DUBUQUE Corporation Responsibilities The Corporation will hire a Director of Sustainable Innovation who shall be dedicated exclusively to assist with Smarter Sustainable Dubuque. 7 7. TRUE NORTH Corporation Responsibilities The Corporation will hire staff who shall be dedicated exclusively to assist with Washington Neighborhood Development Corporation efforts, focusing on rehabilitation and occupancy of commercial buildings on Central Avenue, White Street, Iowa Street, Elm Street, Washington Street, and 22nd Street. The core economic development functions of the Washington Neighborhood Development Corporation are to: a) Establish a business owner's association; b) Ensure neighborhood and City involvement in the development potential of the Five points area; c) Develop a marketing campaign to help brand the neighborhood and promote local businesses; d) Enhance the Central Avenue corridor with gateway features; e) Develop customized services for expansion, recruitment, training, for area businesses; f) Re-tenant and rehab vacant storefronts focusing on Central Avenue. City Responsibilities City shall provide the Corporation with current information on City financial assistance programs, and proposed terms, and on other matters relating to City's policies and capacity to support business development. City will collaborate with Corporation staff on response to business inquiries and related matters. City shall be fully responsible for establishing and negotiating all terms and conditions for City economic development programs. 8. IOWA WORKFORCE DEVELOPMENT Corporation Responsibilities The Corporation will provide City unlimited job postings to www. Accessdubuque.jobs.com. 9. DUBUQUE AREA ECONOMIC DEVELOPMENT PROMOTION, MARKETING AND RECRUITMENT Corporation Responsibilities Corporation will provide sales and marketing of commercial and industrial properties owned by City. Services will be provided on a best effort basis, with no specific requirements for markets reached, sales leads, or sales closed. Corporation will prepare promotion and marketing materials illustrating Dubuque and Dubuque area industrial development opportunities, including production of a 8 videotape and acquisition of print materials to provide information on employment development opportunities. Corporation shall assemble an industrial development information base, including but not limited to labor force availability, wage rates, industrial site availability and cost, utility capacities, transportation services, medical care, and other information that may be useful in the industrial location process. Corporation shall promulgate such materials in response to inquiries and to other opportunities. The City travels to different locations around the state and county to advance a strategic influence, to build relationships at the legislative and philanthropic arenas and to share the Dubuque story to continue to create a positive brand. When requested by the City, Corporation staff will travel with City representatives using funds from the Dubuque Area Economic Development Promotion, Marketing and Recruitment compensation ($40,000 annually). City Responsibilities City, in collaboration with Dubuque Initiatives, will furnish Corporation with appropriate graphic materials describing the Dubuque Industrial Center and other projects of special interest to City. City will advise on information to be incorporated in the marketing program, and provide ongoing guidance and input to Corporation. City will be fully responsible for establishing and negotiating all terms and conditions for City economic development programs. 9 DUB E CITY COUNCIL �°s�=eOeOn�M�ss;ss=�°= GOALS & PRIORITIES 2032 VISION STATEMENT CITY MISSION STATEMENT �ubuque'2113't�sos�slainahiexntlresJieutcilyonAaomclusiveand �ubuquecirygovemmentisprogressivean4fivanciallysouuAwilb eqniteblewmmunrty.�ubuque'tPb'tliesprrseivrAourMasterpiece resitlenisreceivingveluetortbeirtevdollai�santlacbievinggosls onLheM¢sissippi,liasasLmngtllveaeemnnmyandnpantling Lhmughpednershlps.�nhu�uecitygovemmentsmissinnislotlellver wnnectiviry.0urresideotseuperiencelieelthylivingandactivelAestyles�. wcellentinuniGpelserviceslbatsupponuroeoliving,contributero havechoicesolquality.livebleneighborhoods�.haveenabundencebiun anequitable.sustainebleciry�,plen�or�hecommunity's�uWre�,and things tn Ao�,enA are engagetl In the conimunlLy. lacilllzle acr.ess lo crilical bwnan�rvicas. I I : I I I 1 1 . ' P����YA�EH�(1ltemsareissues�M1a�neeaeirectionorapo0cy MAH(I�EMEHTA�fH�Ai�emsereissuaslorwhichiheCity aecisianbylheCilyGounml,orneeDamalorlunaingtlecisianhytlieCity CauncilhasselLheovera0airecliananapmvide�initialtunding, Council.orissueslhalneetlCiLyCouneilleadershipinlliecommunilyoi mayreryiimlunherCilyCouncilaclionorlunding,oraminajor IYI�IIO��IB[gOJBIIII11B11�8IbO41B61I18p0IIL)'8gE11481341V148dIII�OIOp III311AgB1II811IplO�EC�fi�f18�108y�8HBl➢III�IpIByB3f5f01111p�BfIIBfI� TIIB prioritiFs aotl bigh pnon�ies. manageme�it egeode is Divieed into top prian�ies an�bigh priorifiu. 2011-2019 POLICY pGENOp 2011-2U19 MANAGEMENT AGENDA TOP PRIORITIES;��v nini�.aneiiai nmen i0P PRIORI➢ES�mnin�aeAnnai nmr� • CeutralAvenueRevitelizatiomSireetsceDesndBusinessDweloOi��ent • CHpNGEPmgrem,Im0lementation • CitnvideHowerPlanlingPmgram • Citywide7ral�icSignalSynclimnirs�on • CommunitNvitleSolarStre@gy • Gam¢keyPark&pansiaoantlReowa600 • CompahensivePlen.Ntloplion • CremenlCninnwnilyHaalthCentec�evelopmenLNgreemenl • �251—�NpSl�Of040($lOdyII11p�E0@01311011 • �fP212l�II�YQOE�EVE�OpfIICOl�Of00f811011�OW010W0if205�001131100 • MasterPlanlorChaplain5chmittlslau4 • ResiOeutialllousiugUpgradelflm4ProtectiouPmgam • SouthPadRedavalopmentMaatarPlan • WestsidaWalerSys�eoolinplementa�on • SplasbPatl HIGHPRIORITIES(�inaipraeetirwivaxq NI6NPAIOAl11F5(Inalo�abetiraloraep • HlfinnalivelyfurthenngfalrllousingPlan,�ewAopmenl • CrimePrevenlionPmgromCxpausion • CadegapbPartnersM1i0.�lligli—PedonnanceGwernniwit • DilapitlatedBuildingsl5tmcturu • CityPedonnanceMeasures/Opeo�ataCa�alog/�ata-0riveo • FiveFlagsCenter5tudy Govemance • IneWsive�u6uque • InlemalionelCity/CounLyManagenienlGswciallon�ICMA7 • Re�perBaulevaN Revitalirs�ion AepoM1 Fellowship In�emationel Exchenge • MUlticulNralFemilyCrnhnCol66uilding�irecfiooantlFuoaing • leisure5erviccs�epxRmeolAssessinent • HiverCmiseUockingFacilllies • ParXingRampMainlenanceUirecLinNFunding • RoaeevelLRoadWaleriorver • Teen/YoungPmlessionalslSenlo�sJachsonParMPilolPmgram • Water&ResourceRecoveryCeuterNuVientTading Overihe course o�Nrec emning sessions in Augus�2011,CiryGouncil membors rcefli�med�M1e IS—ycarvision s�atomen� an4mi�sionslatenen�anditlen�ifie4cikh�fivo-�cargoal;br�hecrty. ihqalmi4enti�ietltapantlhik�W�oii�ics'oia Rev.11/13/I1 !1%f]-14t5 pnliry agentla as well as a rtanagr,manl agcnda�o�pmicr.ts aod initiatiies plannra v�fUl]—tUIY. 10 2011-2019MANpGEMENTINPBOGftESS °,R�,�„°„�,""'°"""`°°°"°' w.� ,. �w�`ax�".��".�nE.�,a ;,,�.,,.� 2017-2019 MNOR PROIECTS s:. . �w .�F„ �.,P, �.� ro.�. � a �� .�.�. w���o�si ma��ew�a�s��,W�mai� �>��� ' � r�wa `ai.�wam,ie� imn,��m� rvdmiRo�..Ra�ina. ms��.m,.,m.�Rinr�,n�� M.�a��R � ,�..�i���Fe��a��erreauow�,w�.s ^ oon ��rea.�rew�". ,�x..,�e.�a�.�iRr.,�..<.i� o�sw�.�a��o�ni.� u,wwtim 11 APPENDIX "B" CITY OF DUBUQUE ADMINISTRATIVE POLICY POLICY NUMBER: 3.20 SUBJECT: TRAVEL REGULATIONS FOR OUT OF CITY TRAVEL APPROVED BY: CITY MANAGER EFFECTIVE QATE: MAY 20, 2008 (Revised) PURPOSE The purpose of this Administrative Policy (AP) is to set forth the City's policy and procedures relating to travel requests and payment of travel expense. SCOPE This AP applies to all City departments and agencies, including boards and commissions. Out of city travel to pick up or deliver parts, equipment or supplies does not constitute travel under this Administrative Policy. Such travel must be approved by the appropriate department manager, and will be reimbursed on a mileage claim per Administrative Policy Number 3.21. RESPONSIBILITY It shall be the responsibility of the department managers to ensure compliance with policy guidelines for approval of travel. It is the responsibility of the Finance Director to assure reimbursements are made in compliance with the policy. TYPES OF TRAVEL PERMISSIBLE 1. Travel - Professional Organization Meetings and Training Sessions. Department managers may be permitted to attend the annual meeting of their respective professional organization. Normally only one such meeting outside the state of lowa will be allowed for a department manager during any single fiscal year. In some circumstances, the City Manager may approve a department manager attending a second national meeting, or request the attendance of a division manager at a national meeting. The City Manager will take into account the following factors in approving or disapproving such requests: (a) the reason for attending a national professional organization meeting, or training session; (b) location; (c) cost; and (d) status of the travel budget of the department or division. Department and division managers and professional staff may be authorized to attend state and regional meetings of their respective professional organizations. The City Manager will take into account the following factors in approving or disapproving such requests: (a) the explanation of the department manager as to who should attend, and why; (b) subject matter, purpose or program of the requested meeting; (c) location; (d) cost; and (e) status of the travel budget of the department or division. (Travel expenses for this category must be charged to Expense Code 62310.) 2. Travel - Official Citv Business. City employees may need to travel for the purpose of discussing specific City problems with state, federal or other local officials (i.e., attending 12 legislative hearings,visiting state government offices or federal regional offices). Such travel will be approved when the problems or issues cannot be adequately resolved by telephone or letter. (Expenses for this category of travel must be charged to Expense Code 62320.) 3. Training and Education. City employees may attend short training courses,workshops and seminars to improve their professional, supervisory or technical skills and knowledge (i.e.,water plant operator, polygraph operator, specialized police schools, supervisory training courses). This category of travel also includes expenses of City employees who are asked to serve as a guest lecturer or instructor at an academic institution or at a professional conference,workshop or seminar. (Travel expenses for this category must be charged to Expense Code 62360.) AUTHORITY FOR TRAVEL All out of city travel of City employees, except as specifically excluded in the Scope section of this AP, shall be approved in advance of departure and before incurring any costs. Approval must be granted by the Department Manager. Any out of City travel, which requires an overnight stay or will incur costs exceeding $250, must receive approval from the City Manager, or the Manager's authorized designee in the Manager's absence. Travel expenses incurred without prior approval are not subject to reimbursement by the City. The travel approval shall be requested on a "Travel Request and Reimbursement Request Form" (see Attachment A and instructions). This form is available from office stores in the Finance Department. The travel approval shall be requested in triplicate. The original is to be returned to the requesting employee and represents the employee's authority to travel. The completed original along with receipts and other documentation will be forwarded to the Finance Director for reimbursement of appropriate expenses. The second copy is for the City Manager's file. The third copy is for the files of the requesting department. Completed travel request forms and required documentation should be turned-in to the Finance Division for reimbursement within thirty calendar days after completion of travel. Attach a copy of the program or other information relating to the purpose of the travel request to the original copy of the request form. METHODS OF PAYMENT 1. CheckAdvance. A City employee may receive a travel expense check advance from the Finance Department after receiving travel authority by submitting a direct payment voucher with original and one copy of the approved travel form. A sample format for the direct payment voucher is attached to this AP. The original travel request will be returned with the check advance and will be submitted for final settlement when travel is complete. Advances should be used only for "out of pocket costs" such as meals and gasoline. The maximum dollar amount available for a check advance will be the per diem rate times the number of days traveling plus the estimated mileage. The check advance will be deducted from the final travel claim amount. Travel advance checks will be issued in the weekly accounts payable check run. The request must be submitted by 5:00 p.m. on Friday to be processed in following week check run. 2. Citv Check/Purchase Order. Travel expenses such as airline tickets, registration fees, and hotel expenses may be paid by issuing a purchase order. Checks can be issued directly to the payee or to the employee. Employees must designate which expenses were pre-paid on the travel reimbursement form. 3. Personal Credit Card or Check. Employees may use a personal credit card or check for payment of authorized travel expenses. Reimbursement requests should then be submitted in a timely manner and employees will be reimbursed for allowable expenses incurred on the next regularly scheduled check run date. Employees may also be reimbursed in advance of travel for authorized expenses paid from personal funds. For example, an employee may pay registration fees with a personal credit card and submit a direct pay or purchase order with a copy of the registration form 13 and evidence of payment reimbursement. 4. Copies of City Manager Department approval of travel and reimbursement form required in Finance for advance payment for air fare, registration, lodging, etc. METHOQ OF TRAVEL The method of travel must be identified on the Travel Request and Reimbursement Request Form. The factors of distance, expense, convenience and travel time must be taken into account when selecting the method of travel. 1. Air Travel. Air travel shall normally be on scheduled commercial airlines. Such air travel shall be at coach or tourist class when available. The City Manager, however, may authorize the use of air charter services when it appears a more appropriate means of travel. Air travel arrangements should be made at the earliest possible date to take advantage of discounted fares. 2. Use of Citv-Owned Vehicle. If a City of Dubuque owned vehicle is available for your department, the Department Manager may require it to be used in lieu of personal vehicle. 3. Use of Privatelv-Owned Vehicle. An employee may request authority to use a personal vehicle subject to item two in this section. Expenses that are reimbursable are mileage at the IRS rate plus actual tolls and parking fees. The route for which reimbursement is requested must be by the most direct route possible. Reimbursement will be made only for miles incurred for business purposes. Travel for entertainment or personal business shall not be included in the request for reimbursement. In no case shall reimbursement for the use of a personal vehicle, including additional required lodging and per diem, exceed the amount of a round-trip air fare ticket (coach or tourist rate) plus mileage to airport, parking fees at airport and transportation costs from destination airport to meeting/conference location if individual had flown. Determination of round- trip air fare ticket cost must be made with adequate planning at least 30 days in advance,whenever possible, at such time when travel advance form is completed/registration submitted. Round-trip air fare and other expenses documentation needs to be submitted to obtain reimbursement. There is no calculation required if a trip of 500 miles or less (one way)from Dubuque. No employee shall use a personal vehicle on official City business without having in effect minimum required insurance coverage. The minimum requirement is as follows: Personal injury liability-- $100,000.00 each person Personal injury liability-- $300,000.00 each occurrence Property damage liability-- $25,000.00 Any employee who uses a personal vehicle on official City business and fails to complywith insurance requirements will be considered to be acting beyond the scope of the employee's duties and, therefore, the City would not be responsible for defending the employee against third-party claims in the event of an accident. In the event a personal vehicle is approved when commercial air travel is available and practical, and the use of a personal vehicle causes the employee to be away from the job for extra days, the working days that the employee is absent over and above what would have been necessary had commercial air travel been used shall be charged to the employee's vacation balance unless additional time is approved in advance by the City Manager. If however, the trip is 500 miles or more, an additional day will be allowed for travel at the beginning and at the end of the trip and not charged to the employee's vacation balance. 14 Lodging and per diem costs are reimbursable for the additional travel days, subject to round-trip air fare limitation. 4. Rental Vehicle. Reimbursement for a rental vehicle will be approved only when other forms of transportation are not available or are more expensive. Rental vehicles for same day travel require City Manager approval. AUTHORIZEQ EXPENSES ANQ REQUIREQ DOCUMENTATION As with all other City expenditures, employees are expected to use care in minimizing travel costs. Travel expenses that will be reimbursed are confined to those actual and necessary for the approved travel. Expenses for which reimbursement is being requested must be itemized on the Travel Request and Reimbursement Request Form and supported by appropriate receipts or other documentation as required below: 1. Lodgina Exoense. Single room costs will be reimbursed in full when documented by a paid receipt. If the lodging expense is to be paid by purchase order, enter "Billed DirecY' on the lodging line of the Reimbursement Request Form. If the spouse of the employee accompanies the employee on the approved travel, the employee must personally pay all additional costs of transportation, lodging, meals and registration. In the case of lodging, the City will reimburse an employee in the amount equal to the single room rate, including tax. 2. Meal Exoense. For approved travel that includes an overnight stay, meal expenses and "incidental expenses" will be reimbursed on a per diem basis using the rate established in the addendum to this AP. The term "incidental expenses" includes, but is not limited to,fees and tips for persons who provide services, such as food servers and luggage handlers. No meal receipts are required. Partial day per diem will be paid in quarter-day increments with times as follows: Midnight to 6:00 A.M. 6:OOA.M. to Noon Noon to 6:00 P.M. 6:00 P.M. to Midnight Employees will be paid one fourth of the per diem rate for each 6-hour quarter of the day during any portion of which they are out of the City on approved business travel with the exception of the quarter day in which they return. Example: An employee leaves home traveling to Des Moines on official business travel at 8 A.M. on April 20th and returns home at 4 P.M. on April 23rd. The employee would receive payment for 3.25 days of per diem - .75 on the 20th, full days on the 21 st and 22nd, and .50 on the 23rd. Meal expense, which is part of an approved meeting will result in a reduction of the per diem rate by one fourth for each meal provided. For travel that does not include an overnight stay, employees will be reimbursed for actual meal and incidental expenses incurred and receipts must be attached to the request for reimbursement. Detailed receipts listing items purchased are required for reimbursement. 3. Transportation Expense. 15 (a) Commercial Travel. When commercial transportation is paid by personal check or credit card, the transportation coupon and receipt must be attached to the Reimbursement Request Form. When paid by purchase order, standard purchase order procedures should be followed. (b) Personal Vehicle. When a personal vehicle is used, mileage reimbursement will be made at the rate established in the addendum to this AP. The total number of miles for which reimbursement is being requested must be shown on the Reimbursement Request Form. This figure will be checked by the Finance Division for reasonability. If the mileage is unusually high, include an explanation. In instances where more than one City employee travel together in a personal vehicle on approved travel, only the owner shall be reimbursed at the permitted rate per mile. (c) City-Owned Vehicle. When a City vehicle is used for approved travel reimbursement may be requested for gas and oil expenses. Gas tickets covering the amount for which reimbursement is requested must be attached. Detailed receipts listing items purchased are required for reimbursement. Copies of fuel receipts with odometer reading and vehicle number need to be provided to City of Dubuque Garage for logging into fuel system to track vehicle expenses. 4. Taxi/Vehicle Rental/Parking Exoense. Itemize expenses as incurred on the expense reimbursement form. (a) Taxi. Taxi expense is authorized on approved travel except when the method of travel is by personal or City vehicle. No receipt is required. Enter the expense on the appropriate line on the reimbursement form. Taxi expense reimbursement is limited to City business only. (b) Vehicle Rental. When a vehicle rental is claimed, attach the rental agreement and payment receipt. Enter on the appropriate line of the Reimbursement Request Form. Rental vehicles for same day travel require City Manager approval. (c) Parking. Parking expense is authorized when the approved method of travel is a personal vehicle, City vehicle, or rental vehicle. Attach parking receipt. 5. Teleohone Exoense. Telephone calls for official business are reimbursable with detail required. 6. Reaistration Fees. A receipt and/or copy of the registration showing costs is required for all registration fee expenses for which reimbursement is requested. 7. Other Exoenses. Any other expense for which reimbursement is being requested which does not fit in any of the above categories (i.e. business use of fax or internet, etc.). Newspapers, magazines or books purchased while traveling are not eligible for reimbursement. Nor are expenses for entertainment, laundry,valet service, maid service, traveler's checks,flight insurance or alcoholic beverages eligible for reimbursement. These are considered personal expenses not necessary to the approved travel. OVERTIME PAY/COMP TIME Time spent by employees who are covered by the overtime provisions of the Fair Labor Standards Act who are on approved travel will be compensated in accordance with the requirements of the Fair Labor Standards Act. EMPLOYEES TRAVELING TOGETHER- GROUP When employees travel together, they must either submit separate reimbursement forms, or submit all 16 expenses under one employee's name. In either case only one employee will receive payment or travel advances for a single travel reimbursement/ request form. In the case where one employee receives reimbursement for all employees, the Travel requesVreimbursement must list all employees traveling and total expenses incurred for all traveling. In some instances, it may be appropriate for a City employee to pay all expenses for a group traveling and submit receipts for reimbursement. This method of reimbursement will often be the best method when a City employee is traveling with a group of elected officials, board or commission members, or other non- employee City representatives. As with all expenditures, only qualified expenses should be paid by the City employee and only qualified expenditures will be reimbursed. RE I M B U RSE M E N T APPROVAL Approval requirements for reimbursement of travel expenses are as follows: 1. Deoartment Manager Aooroval. Requests for reimbursement of travel expenses must be reviewed and approved by the appropriate department manager. 2. Finance Aooroval. Requests for reimbursement of travel expenses must be reviewed and approved by the Finance Department prior to payment. QUESTIONS Questions on the use of the Travel Request and Reimbursement Request Form or interpretation of the travel policy, should be directed either to the Finance Director or Budget Director. 17 ATTACHMENT C City of Dubuque Insurance Requirements for Professional Services INSURANCESCHEDULEJ 1_ shall fumish e signetl certificete of insurence�o�he City of Dubuque, lowa for �he oovarage raquirad in Exhibit I pnorto commancing work and a�tha entl of�he projaot if the �erm of work is longerthan 60 days. Contmorors presenting annual oehificates shall present a cerGfica�e e[the end of each pmject with the final billing Eech certificet shell be prepered on ihe most current ACORD form approvetl by the lowa DeparGnent of Insurence or an equiveleM approvetl by the Firnance Director. Eaoh cehifioate shall indude e stetement untler Desoripfion of Operations as to why the certificate was issuetl. Eg�. Pmlao�# or Projeot Location at or cons[mction of 2 All policies of Insurance requiretl hereuntler shall be wIN an insurer authorized to do buslness In lowa antl all insurers shall have a reting of A or better in�he ourrent A.M. BesPs Rating Guitle. 3 Eaoh oertifica�e shall be furnished to the Department of the City of Dubuque. 4 Fallure to provlde coverage requlred by tMs Insurence Schetlule shall not be deemed a walver of �heserequirementsbytheGityofDubuque. FaiWreloobtainormaintaintherequiredinsurance shall be consitlerad a material braach o(this agreemenL 5_ ConVecrors shell require ell subconeWten�s end subeubconsN[ents�o obtain and mein�ain during ihe pertormance of work Insurance for ihe covereges tlescrlbetl in tMs Insurance Schedule antl shall obtain oertificates of insuranoes(mm all swh suboonsWtants antl sutrsubconsulYarRs. Con�ractors agrae that thay shall be liabla for�ha faiWra o(a subconsultarR and suD suboorisultarrt ro obtain and maintain suoh oover�qes. The Ciry may reques[a oopy of such cerGfica�es fmm[he Conhactor. 6_ All required endorsemen5 shall be atlaohed to oertifica�e of insumnoe. Z Whenever a speclflc ISO torm Is Ilsted requiretl ihe current edltlon of the form must be used or an equivalent form may be substitWetl if appmvetl by�he Finenoe Direo�or and subjeol to the oon�raotor itlentifying and listing in wn�ing all tlaviations antl exGusions fmm tha I50(orm 8_ ConVecrors shell be required to cerry�he minimum coverege/limi�s,or gree[er if requiretl by law or other legal agreement In Exhlblt I. If the contrector's limlts of liabillty are hlgher ihan the requiretl minimum Iimlts then the provitlefs Ilmits shall be thls agreemen�5 requiretl Iiml�s. Page'I of 4 Schatlula J Pmfessional Servioes November 20�] 18 Cityof Dubuque Insurance Requirements for Protessional5ervices INSURANCE SCHEDULE J (continued) Exhibit I A) COMMERCIAL GENERAL LIABILITV General Aggregate Limit 52.000,000 Products-Completed Operations Aggregate Limit 9'I,000,000 Personal and Advertising Injury Llmit St000,000 Each Occurrence 9'I,000,000 Fire Damage Limit(any one occurrence) 550,000 Medioal Paymerits $5,000 �) Coverage shall be writlen on an oacurrenae, not claims made, form. The general liability coverage shall be wntten in accord with ISO form CG000� or business owners form BP0002. All deviatioris fmm the standard ISO commemial general liability form CG 000�, ar business owners form 8P 0002,shell be clearly iderRified. 2) Indude ISO endorsement form CG 25 04"Designated Localion(s)General /{qgregate Limit"or CG 26 03"Desigrnated Constmotion Pmjec[(s)General /{qgregate Limit"as appmpriale. 3) Include endorsement indica�ing that coverage is primary and non-coritribu[ory. 4) Indutle Preservation of Govemmental Immunitiee Endorsement (Sample attaohed). 5) Indutleaddilionalineuredendorsementfor. The Clty of Dubuque, Including all Its eleotetl and appolnted officlals,all Its employeee and vaWrReere, all ite boartle, commiesione andlor autharities and �heir boartl members, employees antl voWrReers. Llse ISO form CG 2026_ 6J Polioy shall include Waiver of Right to Reoover from Others endorsement. B) AIJTOM081LELIA8ILITY Gombinetl Single Limit 5"I,000,000 C) WORKERS'COMPENSATIONBEMPLOVERSLIABILITY Statutory benefits covering all employees injured on the job by accitlent or tlisease as prescribetl by lowa Code Chapter 85 as amended. Coverege A Sbtutory�bte of lowa Coverage B Employers Liability Each Accident $100,000 Each Employee-Disease $900,000 Policy LimiRDisease $500,000 Policy shall include Waiver of Right�o Recover imm Others endorsement. Nonelection of Workers'Compensa�ion or Employers' Liability Coverage under lowa Code sec. 8722 _yes _form attached Page 2 of 4 Schedule J Professional 9ervices November 2017 19 Cityof Dubuque Insurance Requirements for Pm(essional Services INSURANCE SCHEDULE J (continued) D) UMBRELLA/EXCE55 LIABILITV St.000,000 Umb211a/excess liabiliry coverege must be at leastfollowing form with the underlying palicies inclutletl hereia E) PROFESSIONAL LIABILITY 51,000,000 Provide evidenoe o(ooverage Por 5 years after completion of projeot. F) CVBER LIABILITY 3t.000,000 _yes _no Coverage for First end Third Party liabi IiTy indutling but not limited to lost deta and restoration, loss of income and cyber breaah of information. Page 3 of 4 Schedule J Professional Services November 2017 ZD Cityof Oubuque Insurance Requlrements for Pmfessional5ervices PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT �. Nonwaiver of Govemmental ImmvniN. The insurer expressly agrees and s[ates that the purchase of�his policy and the indudin8 of the City of Dubuque, lowa as an Additionel Insured does not waive any oF ihe tlafensas oF governmerital Immunity avallable to tha Clty of�ubuque, lowa under Cotle of lowa Seation 6�0 4 as it is now exists antl as it may be amentletl fmm time to time. 2. Claims Coveraqe.The insurer further agrees that ihis policy of insu2nce shall cover onty those claims wt subject to the defense of governmental immunity under the Code of lowa Section 670 4 as i� now euists and as it may be amended fmm time to time Those claims not subject to Cotle of lowa Seclion 670.4 shall be coveretl by the lerms and conditions of this insurance policy. 3. Assertion of Govemment Immunitv-The City of�ubuque, lowa shall be responsible for asserting any detense ot govemmental immwiry, entl may do so at any bme and shell do so upon the timely wntten request of the insurer. 4. Non-Denial of Coveraoe. The insurer shall not derry coverage untler this policy and the insurer shall not deny any of the rigMs and benefits accruing to the City of Dubuque, lowa under this policy for reasons of govemmental immunity unless and until a ooud of oompeterit jurisdiotion has ruled in(awr of the defense(s)of govemmerRal immuniTy asserted by the Ciry of Dubuque, lowa. No O[her Chanoe in Policv.The above preservation of govemmental immunities shall not otherwise change or alterthe coverage available underthe policy. SPECIMEN (�EPARTMENT MANAGER: FILL IN ALL BLANKS AND CHECK BO%ES) Page 4 of 4 Schedule J Professional Services November 20'17 21 Ac R CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) `...,-rte 6/29/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT PHME: Steve Schlueter Friedman Insurance, Inc. PO Box 759 (A/C.N o.Ext):563-556-0272 FAX No):563-556-4425 Dubuque IA 52004 ADDRESS: schlueters@friedman-group.com INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:United Fire&Casualty 13021 INSURED INSURER B:Accident Fund Ins Co of America 10166 Greater Dubuque Development Corp. 900 Jackson Street INSURER C: Suite 109 INSURER D: Dubuque IA 52001 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 1165965481 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LTR INSD WVD POLICY NUMBER (MM/OD/YYYY) (MM/DD/YYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY 60463938 7/1/2018 7/1/2019 EACH OCCURRENCE $1,000,000 CLAIMS-MADE X OCCUR DAMAGE TO RENTED PREMISES(Ea occurrence) $100,000 MED EXP(Any one person)_ $5,000 PERSONAL&ADV INJURY $1,000,000 GE 'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 X PRO- POLICY JECT LOC PRODUCTS-COMP/OP AGG $2,000,000 _ OTHER: $ A AUTOMOBILE LIABILITY 60463938 7/1/2018 7/1/2019 COMBINED SINGLE LIMIT (Ea accident) $1,000 000 ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS X HIRED AUTOS X NON- WNED PROPERTY DAMAGE AUTOS (Per accident) $ _ $ A X UMBRELLA LIAB X OCCUR 60463938 7/1/2018 7/1/2019 EACH OCCURRENCE _ $2,000,000 _ EXCESS LIAB CLAIMS-MADE AGGREGATE $2,000,000 DED X RETENTION$0 $ g WORKERS COMPENSATION WCV6078487 7/1/2018 7/1/2019 X PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT OFFICER/MEMBER EXCLUDED? N/A $100,000 (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $100,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $500,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Proof of Insurance. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. CITY OF DUBUQUE CITY HALL AU ORIZED REPRESENTATIVE DUBUQUE IA 52001 �� 1 ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD ATTACHMENT D iNc�usivE dubuque Connecting People•Strengthening Community Inclusive Dubuque A local netwark of community leaders from faith, ta6or, education and government organizations dedicated to advancingjustice and social ecuiry in our community. � '. �� '� �� � -'�.. �� - � � � $�i„' � ' ✓� � , r ^ , �I , /: � ' ! � � (. �' h 6 . - ' ��' i �� 22 What is Inclusive Dubuque? , Inclusive Dubuque is a peer-leaming netwark af partners � committed to creating an informed, equita6fe and inclusive community where all people are respeded,valued and engaged.The network is comprised of more than 50 organizations across sectors induding faith, govemment, nonprofit, business, education and more.To see a complete ° listing of organizations,visit www.indusivedbq.org. The Indusive Duhuque networl<woda rollaborativelyto eliminate bias in our � community.VJhilethisgoalwoultlbetllfficultforasingfeorganlzatlonor _ lntllvltlualto a�hleve,each ne[warkmember cam m�trlbute to an effective outmme by� • provlding data and information to lnform de�isions • supporting equiry education opportunities • �reatingandshanngequitytools These goals are accamplished by supparting partner-led secfir re auos and peeNearn'ng o�portun't'es Sector Groups Communiry and netwod�mem6ers lead[hese groups m address blas within the seven foms areas af the equiry proBle. Se�tor gmups are supported hy a data team and guided by the expertise and lived experien�e of their members;data to learn and tracktheir progress;andthe use of a raciallsocial equttylensto help gulde densian-making. Peer-Learning In�Wsive Dubuque offers peevleaming opportunities—induding eduratioq training and resour�es—ta netwod<partners ta improve personal antl organizational untlerstantling af allrypes of bias antl promate racial and sacial equiry. EartyWazMng CommunHyMobRlxrtlon CVtllnkgrahs Gusinessleadere aMPWmingC� culvralmmpetenry �IyGmIM1e'el(reper ItlentllyoppwWnlry Oamber�lmr=_IrySumml[ Inm[rzlningnotlules 'nitlatlmbmu 6atMringW ImplemeotaRon (A/jolrtslimemmen[ Na[fmitllqulN PaNnus Intlu2lveUinu�ue AllanmonPa[elii�uity I�ainingth�ou�h Launc➢etl (G/�RE) G/�RE �' � � 23 I'm a Dubuquer Campaign � Winner of a 20U-18 Dubuque Silver ADDY Award and a 2018 ' Dubuque 365 Communiry Impact Award,the "I'm a Dubuquer" campaign was part of a local partnership 6etween the Network and the Telegraph Herald to redefi ne a term deep ly embedded In the Du6uque community from something used to draw a line 6etween inslders and outslders into one that welmmes all who call Du6uquehome. Learn more about the campaign at www.imadubuquer.rom. - - Best Practices Last year,the Network faunched"Best Practi�es in Diversity, Equity and Indusion,"a nine-month, peer-learning work-shop series. Organized by the network's Peer-Leaming Councit(PLQ,ihe series gives participants the opportunity to leam ahout and engage in 6est practices for dtverslty,equlty and Incluslon.Sesslonstook place on a monthly basis and mver such topics as leading organizations through change, meeting organizational goats,communication,and re�ruitment shategies.The series will wrap up in lune with presentations by parti�ipants demonstrating howthey will appty the skills they have learned to support their organizations'equity and indusion goals. s�m,em��.�Pa,� �n�,mi,�lyFq��ry iwr:wae.nT�a.mmar�ryoirtream ur_�me,xxi.n u�amrn�so-Me�,es �w.:vmaoi�i�n�rer wrtia.eegms nug:e,lmcl �i_ nt.Fmrepenaitina�ey,y nrcm aaniry peeN .esasioo anxrstvrarnre.:begms �Rvm�kwod[ryop Sepf.f'� F I .M��i t� i __! mtll pevelopPadaL d- P� �'e" wma�mar oc[mmmi.ry q�ry�ae'�arompie�e Fquryioo�kle (mnrnuea) Ma�ele��.nf.Uylm ryw.5ecto�gmupsk�mamu�tl[qu?y?'Tlep�io�ifle: � 24 The Network at Work Network and community members have joined , partnerded working groups to address new _ challenges and bring the raciaUsocial equity lens to - existing programs and efforts in education, arts and culture and our neighborhoods. These groups work to identify priorities, measurable indicators and partners and programs that can 6e engaged to - - affectchange. - Se�tor gmups are utilizing a pmcess called Results-6ased A�muntability in an effortto better understand howwe cantrack our pmgress.Since December 2015,more Ihan 90 people havejoined sector gmups andthat num6er mntinuesto gmw as members ltlentlfy volres missing from the mnversabon. In additionto participating'm sector groups and Best Practices,network partners are alreadytaking steps intheir own organizaiion.These netwod<-owned a�[ions help mntri6utem crea[ing an equi[able and incWsive mmmuniry where alf people feel respectetl,valuetl antl engagetl.Here are just a few of the ways our'network is at wark": • Emnomic WeLL6eing:Northeas[Iowa Communiry • Higher Educatiore Loras College has lmplemented College and Greater�ubuque Oevelopment Corporation �Wtural mmpetenrytraining as part of the Honors have implemented an outrea�h strategyto engage Student Pmgram�urrimlum. minorirymmmunilymembersinOpportunityDubuque. , Government:TheCityofDu6uquehasjoinedthe • Business:The�ubuque Chamber of Commer�e has GovemmentAllian�e on Ra�e and Equi�y and is createdaMinorilyBusinessCouncilwithamissionto implementingaracialequirytooU�it. guide minoriry and under-represented 6usiness owners towardlo�alresources. • Health:MerryMedicalCenter,Qesren[Communiry Health Genter,Universi�y of Oubuque,�ubuque's • Education:The Dubuque Community School Distric[is Human Rights Department,and others are increasing tl7saggregaUngtla[aregartl7ng6ratle-LevelReatling, healthcarea¢essfor[heMarshallesepopulatlon attendan�e and graduation rates to help impmve out- thmugh a mmmunity health pmgram that helps remove �omes for all studen[s. barriers to�ar� TO LFARN MOREAN�FlN�OUT HOW VOU CAN GET INVOLVE�,VISIT W WW.INCWSNE�B�.ORG iNc�usivE dubuque Connecting People•Strengthening CammuNty mcwsne o�o�q�e�s rauriaiea ey ine cnmmw�q ro�naaron or ereaier o�o�q�e. 2S m �._. Dus ue �. ,�,,;,,,,,,,,,,�,,.4,,..„..,., The City of Dubuque's team of Intercultural Facilitators offers two learning and tlevelopment workshops for City employees antl partner organizations: � A 10S hourfoundations workshop that is designed for individual development and focuses on raising awareness, fostering improved understanding, and providing[ools that can be used [o build individual skill at naviga[ing differences. � A 32 hour application workshop that is designed for teams who are interested in developing a plan for advancing equity and indusion goals within their team or organiza[ion. Bolh workshops are grounded in an intercWtural approach lhat is evidence infortned and developmen[al. I�is importan[[o unders[and what our training is and is not • First, the interculWral approach acknowledges rece and racial issues but does not limit its focus to these issues. Rather, the focus is on cWture as a broatl concept that encompasses all people, and on the various aspects of culNral and social identilies that may make a difference when we are interacting with one ano�her. � Second, ihe goal is not to change beliefs or belief systems. The goal is to build skills so that people are effective interecting across cultural differences. • Third, ihe focus is on a broad set of skills that can be applied across cultures to improve communication and understandinq. The traininq tloes not focus on culture specific details and information. • Fourih, although treining employees can be a very productive tool, depending solely on training lo foster acceptance and the skills needed to make sustainahle change is severely limited. There must be sustainable efforts to support staff in applying newly acquired skills. We dodt expect to be competent in a sport after a few practice sessions, similarly we cannot expect to be competent working with cultures other than our own after a few workshops. • Finally, there is a recognition that any skills learned must be applied in context, and thal training is only one piece of a larger approach thal includes assigning resources and developing a long-term strategy to identify barriers aHecting cedain qroups and to create an inclusive antl equitable work environment. 10.5 Hour Workshop: Intercultural Competence antl Equity Objectives of the workshop are to�. • Establish a common language and understanding regarding an intercWtural approach [o equiry and indusion � Reinforce the importance of continuing to develop the skills needed to work and live in a cWturally diverse community 26 D��7UE a. ,.' ��,,,;,,,,,,,,,,,,�„4,;..;,,;,,�.; � Understand how we process diversity related information to form perceptions aboul ourselves and olhers • Examine some of the foundations of culture � Examine personal identity and its relationship to cWWre • Examine how language, non-verbal communication, and values can intedere with communication • Begin to unpack inclusion and equity issues in individual organizations using an interculturel approach • Understand employee roles in contributing towards an inclusive organizational culture 32-Hour Developing Equity Frameworks through Intercultural Methods This workshop is best suited for those working on teams seeking to advance equity and indusion. Participants will use an intercultural framework to wllectively explore individual, institutional, and systemic opportunities. The proqram includes opportunities for participanis to predice using the tools ihey have received, working together to itlentify tlilemmas facinq their organizations, to develop strateqies foradtlressing issues, and to create action items. Objectives for the four-day progrem are[o: • lJntlersfantl fundamental concep5 related to an intercWtural approach to inclusion and equiry using individual, institutional, and structural levels � Leam tools and skills that can be applied to iniluence organizational change • Recognize inclusion and equity issues to advance action plans to stabilize equity and incWsion in the organization � Identify equity needs of your community through your organization's lens and set goals to influence a positive Impact in the community • Identify inclusion and equity issues and begin to develop an action plan to advance equity and inclusion in participant organizalions or groups • Create an all-encompassing environment based on trustfor: o Effective team building o HeallhyworkiorcecWture o Active strategic planning 27