Amendment to Fiscal Year 2022 Contracted Service Agreement with Dubuque Area Convention and Visitors Burea (a.k.a. Travel Dubuque)City of Dubuque
City Council Meeting
Consent Items # 6.
Copyrighted
September 7, 2021
ITEM TITLE: Amendment to Fiscal Year 2022 Contracted Service Agreement with
Dubuque Area Convention and Visitors Bureau (a.k.a. Travel Dubuque)
SUMMARY: City Manager recommending adoption of a resolution approving the First
Amendment to the Fiscal Year 2022 Contracted Service Agreement with
Travel Dubuque.
RESOLUTION Approving the First Amendment to Agreement between
the City of Dubuque, Iowa and Dubuque Area Convention and Visitors
Bureau (a.k.a.Travel Dubuque)
SUGGESTED Suggested Disposition: Receive and File; Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
Description
Travel Dubuque Amendment to Contracted Service
Agreement-MVM Memo
Staff Memo
Resolution of Approval
1 st Amendment
Type
City Manager Memo
Staff Memo
Resolutions
Supporting Documentation
THE CITY OF
Dubuque
DUB TEE
All -America City
Masterpiece on the Mississippi
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Amendment to FY2022 Contracted Service Agreement with Dubuque
Area Convention and Visitors Bureau (a.k.a. Travel Dubuque)
DATE: August 30, 2021
Economic Development Director Jill Connors recommends City Council adoption of a
resolution approving the First Amendment to the FY2022 Contracted Service
Agreement with Travel Dubuque.
During Travel Dubuque's audit, it was discovered that in the current contract the dates
of hotel/motel tax revenue to be applied to the contract payments were incorrect. The
amendment corrects those dates.
In addition, the contract amendment includes information about a funding commitment
for Travel Dubuque's Sister City activities. Sister City activities had been included in the
Travel Dubuque contract in the past but were omitted in the FY2021 contract due to
COVID-19 related City budget constraints. This information was subsequently
overlooked when drafting the FY2022 contract.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
k�4
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Jill M. Connors, Economic Development Director
THE CITY OF
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Masterpiece on the Mississippi
Dubuque
AII•Amerin City
NniK���i rnz: u;v�ur
2007-2012.2013
2017*2019
TO: Michael C. Van Milligen, City Manager
FROM: Jill M. Connors, Economic Development Director
Economic Development
Department
1300 Main Street
Dubuque, Iowa 52001-4763
Office (563) 589-4393
TTY (563) 690-6678
http://www.cityofdubuque.org
SUBJECT: Amendment to FY2022 Contracted Service Agreement with Dubuque
Area Convention And Visitors Bureau (a.k.a. Travel Dubuque)
DATE: August 25, 2021
INTRODUCTION
This memorandum requests adoption of a resolution approving the First Amendment to
the FY2022 Contracted Service Agreement with Travel Dubuque.
BACKGROUND
The City entered into a Contracted Service Agreement with Dubuque Area Convention
And Visitors Bureau (a.k.a. Travel Dubuque) dated for reference July 1, 2021, to provide
services that benefit the Dubuque community. The contract commits 50% of hotel/motel
tax revenue from the prior year to Travel Dubuque for services described in the contract.
DISCUSSION
During Travel Dubuque's audit, it was discovered that in the current contract the dates of
hotel/motel tax revenue to be applied to the contract payments were incorrect. The
amendment corrects those dates.
In addition, the contract amendment includes information about and a funding
commitment for Travel Dubuque's Sister City activities. Sister City activities had been
included in the Travel Dubuque contract in the past but were omitted in the FY2021
contract due to COVID-19 related City budget constraints. This information was
subsequently overlooked when drafting the FY2022 contract.
RECOMMENDATION/ ACTION STEP
I respectfully request adoption of the attached resolution approving the First Amendment
to the FY2022 Contracted Service Agreement with Travel Dubuque.
Prepared by: Jill Connors, Economic Development, 50 W. 1311 Street, Dubuque IA 52001, 563 589-4393
Return to: Jill Connors, Economic Development, 50 W. 1311 Street, Dubuque IA 52001, 563 589-4393
RESOLUTION NO. 293-21
APPROVING THE FIRST AMENDMENT TO AGREEMENT BETWEEN
THE CITY OF DUBUQUE, IOWA AND DUBUQUE AREA CONVENTION
AND VISITORS BUREAU (a.k.a.TRAVEL DUBUQUE)
WHEREAS, the City of Dubuque (City) and Dubuque Area Convention and Visitors
Bureau (Agency) previously entered into an Agreement dated for reference purposes the
1st day of July, 2021for the promotion and encouragement of tourist and convention
business in the City; and
WHEREAS, City and Agency desire to amend the Agreement as set forth in the
attached First Amendment to Grant Agreement.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. That the First Amendment to Agreement between the City of
Dubuque, Iowa and Dubuque Area Convention and Visitors Bureau, a copy of which is
attached hereto, is hereby approved.
Section 2. That the Mayor is hereby authorized and directed to execute the First
Amendment to Agreement on behalf of the City of Dubuque and the City Clerk is
authorized and directed to attest to his signature.
Section 3. That the City Manager is authorized to take such actions as are
necessary to comply with the terms of the First Amendment to Agreement as herein
approved.
Passed, approved and adopted this 7tn day of September, 2021.
Y,O&,.�
Roy . Buol, Mayor
Attest:
Adrienne N. Breitfelder, City Clerk
FIRST AMENDMENT
TO
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
DUBUQUE AREA CONVENTION AND VISITORS BUREAU
(a.k.a.TRAVEL DUBUQUE)
THIS FIRST AMENDMENT TO AGREEMENT BETWEEN THE CITY OF
DUBUQUE, IOWA AND DUBUQUE CONVENTION AND VISITOR BUREAU, dated for
reference purposes the 9'� day of Se }ember, 2021, is made and entered into by and
between the City of Dubuque, lowaa municipality (City) and the Dubuque Area
Convention and Visitors Bureau (Agency).
WHEREAS, City and Agency entered into an Agreement dated for reference
purposes the 1st day of July, 2021; and
WHEREAS, City agreed to provide to Agency fifty percent (50%) of the hotel/motel
tax received by City between certain dates to enable Agency to carry out tourist and
convention development on behalf of City; and
WHEREAS, the dates in the Agreement were incorrect; and
WHEREAS, City also intends to provide Agency certain financial assistance on an
annual basis as part of City's budget process to fund Sister City activities; and
WHEREAS, Sister City financial activities and financial assistance were
inadvertently omitted from the Agreement;
WHEREAS, City and Agency desire to amendment to the Agreement to correct
the errors as set forth herein.
NOW THEREFORE, in consideration of their mutual promises hereinafter set forth,
the parties hereto agree as follows:
SECTION 1. Section 1 of the Agreement is amended to read as follows:
SECTION 1. SCOPE OF SERVICES.
1.1 General Duties. Agency shall:
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(A) Further the City of Dubuque Goal: Robust Local Economy: Diverse Businesses
and Jobs with Economic Prosperity;
(B) Undertake such services that are necessary and requisite to carry out a Program
of Work as will be described in a Convention and Visitors Bureau Business and
Marketing Plan that will be submitted to the City Manager no later than December
31,2021;
(C) Retain competent and qualified staff under appropriate supervision to plan and
implement the Program of Work in an efficient and timely manner;
(D) Maintain a Tourist Information Center throughout the entire year;
(E) Continue marketing conventions at the Grand River Center and Five Flags
Center;
(F) Continue marketing of the National Mississippi River Museum and Aquarium;
(G) Comply with City Council goals and priorities set forth in Exhibit A; and
(H) Support City's efforts to be a viable, livable, and equitable community, and to
advance equity and inclusion.
1.2 Sister City Activities. Agency shall:
(A) Establish a Sister City Committee with Five (5) permanent members made up of
one executive board member of Dubuque Area Convention and Visitors Bureau
and two Dubuque Area Convention and Visitors Bureau staff members, a City
Council representative, and a City staff member. Other members may be added
as determined by permanent members of the Sister City Committee;
(B) Provide staffing to the Sister City Committee;
(C) Provide a strategic marketing effort that will allow for growth with community and
corporate partners to provide a better understanding of the Sister City Committee
and the benefits of having Sister Cities;
(D) Undertake such Sister City activities that promote the vision and mission of the
City Council with respect to diversity and global awareness and engage the
mission of Sister Cities International; and
(E) Engage and foster current and future Sister City relationships through
communications and delegations while preserving an official relation with the City
and its officials.
SECTION 2. Section 2 of the Agreement is amended to read as follows:
SECTION 2. CITY RESPONSIBILITIES.
2.1 Dubuque Area Convention and Visitor Bureau.
6A
(A) 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 Agency has been advised in writing by City that
such authority has been revoked;
(B) 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 Agency; and
(C) City will provide opportunities to demonstrate support for equity and inclusion by
inviting the Executive Director of Agency and any employees working on services
covered by this agreement to participate in the following professional development
opportunities and supporting activities:
a. The opportunity to be active and engaged participants in Inclusive Dubuque
peer learning opportunities and strategic efforts, Exhibit C;
b. The opportunity to attend intercultural and equity workshops offered by City,
including workshops that focus on developing an intercultural team with a
strategic plan for advancing equity and inclusion within Agency and through
Agency's work;
c. Assistance in creating quarterly status reports that demonstrate the ways in
which Agency's efforts are advancing equity and inclusion; and
d. Access to City's equity toolkit.
2.2 Sister City Committee.
(A) City will pay an annual membership in the amount of $810.00 to Sister City
International.
(B) City will provide two permanent Committee members (a City Council
representative and a City staff member).
SECTION 3. Section 4 of the Agreement is amended to read as follows:
SECTION 4. COMPENSATION.
4.1 City shall pay to Agency fifty percent (50%) of the hotel and motel tax received by
City for the period of October 1, 2020, through September 31, 2021 and $270,427 from
American Rescue Act funds, for total of such compensation of $1,168,300.00. Such
payment shall constitute full and complete compensation for all Agency services to be
rendered including personnel costs, travel, printing and publications, and all other
expenses.
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4.2 The compensation shall be paid by City to Agency in four quarterly installments of
$292,075 upon receipt by City of a requisition for such payment from Agency. Upon
receipt of a requisition, such payments shall be due and payable as follows:
First Quarter
The 1st day of July, 2021
Second Quarter
The 1st day of October, 2021
Third Quarter
The 1st day of January, 2022
Fourth Quarter
The 1st day of March, 2022
Earlier requisition of the hotel motel tax may be submitted by Agency to the City Manager
for consideration.
4.3 Sister City Committee. City will provide an annual budget allocation of $7,500. Such
compensation shall be paid by City to Agency within ten (10) days after receipt by City of
a requisition for such sum from Agency.
SECTION 4. All other terms and conditions of the Agreement shall remain in full force
and effect.
CITY OF DUBUQUE, IOWA
A'
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By:/) �)' By:
Roy . Buol, Mayor Keith Rahe, President, CEO
Chairperson of the Board
DUBUQUE AREA CONVENTION AND
VISITORS BUREAU
ATTEST
Adrienne N. Breitfelder, City Clerk
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