Community Development Block Grant CARES Act (CDBG-CV) Subrecipient Agreement with Dubuque Area Labor HarvestCity of Dubuque
City Council Meeting
Consent Items # 04.
Copyrighted
October 3, 2022
ITEM TITLE: Community Development Block Grant CARES Act (CDBG-CV)
Subrecipient Agreement with Dubuque Area Labor Harvest
SUMMARY: City Manager recommending City Council approve funding to the
Dubuque Area Labor Harvest in the amount of $75,000 and authorize the
Mayor to execute the agreement on behalf of the City.
RESOLUTION CDBG-CV Subrecipient Agreement with Dubuque Area
Labor Harvest
SUGGESTED Suggested Disposition: Receive and File; Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
Description Type
CDBG-CV Subrecipient Agreement with Dubuque
Area Labor Harvest-MVM Memo
DALH CDBG-CV SubrecipientAgreement - Staff
Memo
DALH CDBG-CV SubrecipientAgreement -
Resolution
DALH CDBG - CV Subrecipient Agreement
DALH Letter Requesting Support 9.12.2022
City Manager Memo
Staff Memo
Resolutions
Supporting Documentation
Supporting Documentation
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: CDBG-CV Subrecipient Agreement with Dubuque Area Labor Harvest
DATE: September 29, 2022
Housing & Community Development Director Alexis Steger is recommending City
Council approve funding to the Dubuque Area Labor Harvest in the amount of $75,000
and authorize the Mayor to execute the agreement on behalf of the City.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Alexis Steger, Housing & Community Development Director
Dubuque
THE CITY OF
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TO: Michael C. Van Milligen, City Manager
FROM: Alexis M. Steger, Director, Housing & Community Development
DATE: September 25, 2022
RE: CDBG-CV Subrecipient Agreement with Dubuque Area Labor Harvest
Introduction
This memorandum transmits the recommendation for funding to support the next six
months of operation of the Dubuque Area Labor Harvest, as supported by the
Community Development Advisory Commission. The City of Dubuque received
$965,256 in FY20 and FY21 from the federal department of Housing and Urban
Development in Community Development Block Grant funds through the CARES Act
(CDBG-CV) to prevent, prepare for, and respond to the COVID-19 pandemic.
Background
The City of Dubuque received a letter dated September 12, 2022, from the Dubuque
Area Labor Harvest (DALH) requesting support in the amount of $75,000 to assist with
the continuation of operations for the next six months. This is due to the increased
services and demand due to COVID-19. Their request states:
"At the onset of the pandemic, we started doing grocery deliveries in addition to
our normal programs. We started deliveries on April 1, 2020 and delivered to
1,671 homes with 2,771 adults and 1,331 children by the end of 2020. In 2021,
we made deliveries to 1, 271 homes with 2,059 adults and 860 children. So far in
2022, we have delivered to 1,122 homes with 1,860 adults and 839 children."
CDBG-CV funding is specifically for activities that prevent, prepare for, or respond to the
coronavirus pandemic, and there is no public services cap on this funding source, unlike
Entitlement CDBG funds. The DALH request fits within the funding guidelines and would
be considered a public service, so is able to be funded.
Of the $965,256 awarded in CDBG-CV funds, around $175,000 remains to be drawn
down. One of the original activities allocated for this funding was rapid rehousing
activities in the amount of $150,000. In addition to the CDBG-CV funds the City
received directly from HUD, we also received CDBG-CV funds from the Iowa Economic
Development Authority in the amount of $521,469. The rapid rehousing activities that
were planned under the Entitlement CDBG-CV were funded through the IEDA CDBG-
CV allocation, and are therefore a portion is available to be reallocated to this project.
Commission Action
The Community Development Advisory Commission recommended funding this request
in the full amount of $75,000 through available CDBG-CV funds.
Recommended Action
The Community Development Advisory Commission recommends City Council approve
funding to the Dubuque Area Labor Harvest and authorize the Mayor to execute the
agreement on behalf of the City.
Prepared by: Madeline Haverland, Urban Development and Housing Rehabilitation
Project Manager
Prepared by Maddv Haverland Housing & Community Devel 350 W. 6'h St Suite 312 Telephone: (563) 690 6072
Return to Adrienne N. Breitfelder, City Clerk, 50 W. 13'h St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 311-22
RESOLUTION FOR CDBG-CV SUBRECIPIENT AGREEMENT WITH DUBUQUE
AREA LABOR HARVEST
Whereas, Dubuque Area Labor Harvest submitted a request for support to
continue operations for food delivery to support low- and moderate -income families in
the city of Dubuque, Iowa; and
Whereas, the City Council approved the Grant Agreement for CDBG-CV funding
awarded to the City of Dubuque by the federal Department of Housing and Urban
Development; and
Whereas, the submission has been approved by the Community Development
Advisory Commission; and
Whereas, all services provided will be to a minimum of 51 % low/moderate
income residents and provide activities related to the prevention, preparedness for, and
response to the coronavirus pandemic.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. That the Subrecipient Agreement, authorized by the Community
Development Advisory Commission beginning October 1, 2022 for operational support
of the Dubuque Area Labor Harvest be approved.
Section 2. That the Mayor of the City of Dubuque is hereby authorized and
directed to execute said Agreement and related documents on behalf of the City of
Dubuque, Iowa.
Passed, approved, and adopted this 3rd day of October 2022.
Attest rad,M-_i�a anagh, Mayor
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Adrienne Breitfelder, City Clerk
CDBG-CV SUBRECIPIENT AGREEMENT I DUBUQUE AREA LABOR HARVEST 1 10/1/2022
CITY OF DUBUQUE,•
AND
THIS AGREEMENT, executed on the 3rd day of October, 2022, is entered by and
between the City of Dubuque, Iowa, a municipal corporation organized and existing under
the laws of the State of Iowa (Recipient) and Dubuque Area Labor Harvest, with its
principal place of business in Dubuque, Iowa (Subrecipient).
Whereas, Recipient is a participating city in the Community Development Block
Grant CARES Act (CDBG-CV) Program of the United States Department of Housing and
Urban Development; and
Whereas, Recipient wishes to engage Subrecipient to assist Recipient in providing
services to a presumed low -and moderate- income population to prevent, prepare for, or
respond to the COVID-19 pandemic.
NOW THEREFORE, in consideration of the premises and respective covenants,
agreements and representations hereinafter set forth, the parties agree as follows:
SCOPE OF SERVICES:
a. Subrecipient shall:
Provide the services to eligible residents of the City of Dubuque in a
manner satisfactory to Recipient and consistent with any standards
required as a condition of providing these funds. Such program shall
include the following activities eligible under the Community
Development Block Grant Program: CARES ACT.
® Provide food deliveries to low- and moderate -income
families and individuals in need and otherwise unable to
access food independently.
In the event of a conflict between Subrecipient's proposals
and the provisions hereto attached, that provision which in the
judgment of Recipient provides the greatest benefit to
Recipient shall prevail. Failure of Subrecipient to provide any
of the services proposed shall be deemed a material breach
of this Agreement.
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
CDBG-CV SUBRECIPIENTAGREEMENT I DUBUQUE AREA LABOR HARVEST 1 10/1/2022
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:
1. The opportunity to be active and engaged participants in
Inclusive Dubuque peer learning opportunities and strategic
efforts;
2. 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;
3. Assistance in creating semi-annual status reports that
demonstrate the ways in which the Agency's efforts are
advancing equity and inclusion; and
4. Access to the City's equity toolkit.
iii. Comply with City Council goals and priorities are attached hereto as
Exhibit A.
II. City Responsibilities
City designates the City Manager, or the City Manager's designee, 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.
Ill. National Objective
Subrecipient certifies and maintains documentation that the activities
carried out with funds provided under this Agreement will meet the CDBG
program's National Objectives as stated:
570.208(a)(2) Activities benefiting low and moderate -income
persons; Benefit to a clientele who are generally presumed to be
principally low -moderate income persons; and requires reporting
information on ethnic origin, elderly status, and female head of
household status for participants served.
IV. Project Budget
The total compensation to be paid to Subrecipient by Recipient for the
services shall in no event exceed the sum of $75,000 for the program.
Recipient may require a more detailed budget breakdown, and Subrecipient
shall provide such supplementary budget information in a timely fashion in
2
CDBG-CV SUBRECIPIENT AGREEMENT I DUBUQUE AREA LABOR HARVEST 1 10/1/2022
the form and content prescribed by Recipient. The Recipient and
Subrecipient must approve any amendments to this Agreement in writing.
V. Dates of Commencement and Completion
The services to be provided under this Agreement shall be commenced on
October 3, 2022 and shall be completed not later than March 31, 2023.
Recipient's right to enforce the terms of this Agreement shall be extended
to cover any additional time during which Subrecipient remains in control of
CDBG funds or other assets including program income.
VI. Agreement Documents and Provisions
Subrecipient shall perform or arrange for the provision of services under this
Agreement in the manner and time provided herein and in accordance with
the Community Development Block Grant Program, including the Income
Guidelines in Exhibit C and Standard Contract Requirements in Exhibit B
herein attached and a part of this agreement.
VII. Payment
a. It is expressly agreed and understood that the total amount to be paid
by Recipient to Subrecipient under this Agreement shall not exceed
the amount stated in Section IV of this Agreement. Such amount
shall be paid upon written request on the Request for Payment form,
with proof satisfactory to the recipient of expenses. Drawdowns for
payment of eligible expenses are reimbursement only. Eligible
reimbursable expenses can be incurred October 1, 2022 through
March 31, 2023.
b. Payment shall be supported by documentation provided by
Subrecipient of costs incurred for services provided pursuant to this
Agreement.
c. Payments are contingent upon certification of Subrecipient's
financial management system in accordance with the standards
specified in 2 CFR 200, the provisions of which are available in the
office of Recipient.
VIII. Reporting and Monitoring.
Subrecipient shall render to Recipient a quarterly report detailing its
activities related to the use of City funds provided to Agency. Such report
shall include a performance report on the program(s) supported by City
funds and a financial report on the use of City funds, which shall be rendered
no later than the fifteenth (15th) day of October, January, April, and July.
CDBG-CV SUBRECIPIENT AGREEMENT I DUBUQUE AREA LABOR HARVEST 1 10/1/2022
Subrecipient shall be subject to at least one site visit by personnel of
Recipient, or a designee of Recipient or duly authorized federal officials, for
monitoring Subrecipient's delivery of services and compliance with terms of
the agreement and federal standards that pertain to federally funded grant
activities. Income verification of the participants as provided on the
Participant Report, if applicable, shall be provided for review at the time of
monitoring. Review may include accounting books and records for financial
management and documentation of program costs. The reviewers shall
have access to and the right to examine, audit, excerpt and /or transcribe
any of Subrecipient's records pertaining to all matters covered by this
Agreement. Subrecipient shall be subject to subsequent site visits to review
correction of any deficiencies in compliance.
Recipient shall monitor the performance of Subrecipient against goals and
performance standards required herein. Substandard performance as
determined by Recipient shall constitute noncompliance with this
agreement. If action to correct such substandard performance is not taken
by Subrecipient within a reasonable period after being notified by Recipient,
contract suspension or termination procedures shall be initiated.
IX. Termination of Agreement
This Agreement may be terminated by either party by giving the other party
a written, ninety (90) day notice of such termination or upon such other
terms as may be mutually agreeable.
If, through any cause, Agency shall fail to fulfill in a timely and proper
manner its obligations under this Agreement or if Agency shall violate any
of the covenants, agreements, or stipulations of this Agreement, City shall
have the right to terminate this Agreement by giving written notice to Agency
of such termination not less than five (5) days before the effective date of
such termination.
X. Notices
Communication and details concerning this Agreement shall be directed to
the following agreement representatives:
Recipient
Maddy Haverland
LID/HR Project Manager
Housing and Community Development
350 West 6t" Street Suite 312
Dubuque, Iowa 52001
Subrecipient
Tom Townsend
Dubuque Area Labor Harvest
423 W Locust
Dubuque, IA 52001
4
CDBG-CV SUBRECIPIENTAGREEMENT I DUBUQUE AREA LABOR HARVEST 1 10/1/2022
XI. Assignability
Agency shall not assign this Agreement or any interest in this Agreement
without prior written approval of City.
XI. Indemnity. Subrecipient agrees to save, defend, indemnify and hold
harmless City, its officers, agents and employees, against any and all loss,
damage, claims, causes of action, judgments, costs and expenses that City
may hereafter suffer, incur, be put to, pay or lay out by reason of the
performance or lack of performance by Subrecipient and/or its agents and
employees of the conditions of this Agreement.
IN WITNESS WHEREOF, the parties have executed this contract with the referenced
attachment Exhibit A, B, and C as of the date first written above.
Witness:
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Adrienne N. Breitfelder, City Clerk
City of Dubuque, Iowa
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Dubuque Area Labor Harvest
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Tom Townsend, Treasurer
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September 12, 2022
Alexis Steger
Housing & Community Development Director
City of Dubuque
Dubuque, IA 52001
Dear Ms. Steger:
Jason from the Community Foundation of Dubuque said that you potentially have available
funding, and we are asking for $75,000.00 to help fund our program for the next six months.
The Dubuque Area Labor Harvest was founded in the 1980's and is a 501(c)(3) charity. Pre
COVID, we had a free food giveaway the second Saturday of every month. Every Saturday that
we did not have a food giveaway, we had a free hot breakfast.
Our normal annual budget for these programs was around $50,000.00 per year. We raise money
through various fundraisers, various grants including United Way, the Dubuque Racing
Association, and FEMA.
We are 100%volunteer operated. We get our food from St. Stephens/River Bend Food Bank,
and we receive donations from Hy-Vee, Prairie Farms Dairy, Bimbo Bakery, and sometimes
Fareway.
At the onset of the pandemic, we started doing grocery deliveries in addition to our normal
programs. We started deliveries on April 1, 2020 and delivered to 1,671 homes with 2,771
adults and 1,331 children by the end of 2020. In 2021, we made deliveries to 1,271 homes with
2,059 adults and 860 children. So far in 2022, we have delivered to 1,122 homes with 1,860
adults and 839 children.
Initially during the pandemic, we were able to obtain funding from the Community Foundation
Disaster Relief Grants, but this money is no longer available. We also got additional funding
from FEMA, but not enough to cover the additional cost.
We are currently spending at least $12,000 per month on food due to the increase in demand and
Che cost of food supplies. I have attached a list of our expenses for January through August of
2022. As you can see, our expenses have increased significantly in July and August, and I don't
see them decreasing anytime soon.
If you need any other information, please let me now.
Thank you a/gra�,nnn,
ohownsend
Treasurer, Dubuque Area Labor Harvest