Notice of Award and Request for Execution of Agreement for Volunteer DBQ: City Volunteer Engagement Initiative Copyrighted
March 6, 2023
City of Dubuque Consent Items # 09.
City Council Meeting
IT EM T IT LE: Notice of Award and Request for Execution of Agreement for Volunteer
DBQ: City Volunteer Engagement I nitiative
SUM MARY: City Manager providing information on the award of Volunteer DBQ: City
Volunteer Engagement Initiative and is recommending City Council
execute the agreement for additional funding from Volunteer lowa.
SUGGESTED Suggested Disposition: Receive and File;Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Agreement Supporting Documentation
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Notice of Award and Request for Execution of Agreement for Volunteer
DBQ: City Volunteer Engagement Initiative
DATE: February 28, 2023
Leisure Services Manager Marie Ware is providing information on the award of
Volunteer DBQ: City Volunteer Engagement Initiative and is recommending City
Council execute the agreement for additional funding from Volunteer lowa.
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
Marie Ware, Leisure Services Manager
Heather Satterly, Community Impact Director
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TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: Notice of Award and Request for Execution of Agreement for Volunteer
DBQ: City Volunteer Engagement Initiative
DATE: 2/28/2023
INTRODUCTION
The purpose of this memorandum is to provide information on the award of Volunteer
DBQ: City Volunteer Engagement Initiative and request execution of the agreement for
additional funding from Volunteer lowa.
DISCUSSION
In November 2020, the City of Dubuque AmeriCorps Program submitted an application
for a Volunteer Generation Fund grant. Volunteer Generation Fund (VGF) grant funds
support development and strengthening of the volunteer infrastructure in lowa through
Volunteer Centers. The city was selected and awarded the grant in January 2021. In
November 2022, Volunteer lowa opened the continuation grant for current awardees for
2023 funding. The program submitted the continuation grant and was awarded its third
year of funding for 2023.
Additionally, in December 2022, Volunteer lowa launched a pilot initiative to equip city
and county governments with everything they need to build capacity by leveraging
volunteer talent. As part of the City of Dubuque's VolunteerDBQ initiative, the City of
Dubuque was chosen to participate in this pilot initiative as participants and as train-the-
trainers to continue to leverage volunteer capacity building across City departments.
The City Volunteer Engagement Initiative is a cohort-based program designed for city
leaders to explore and innovate in volunteer engagement. This 6-month initiative
includes training, coaching, and resources to help cities engage community members in
meaningful service that helps build the city's capacity to achieve its priorities.
Participating in this initiative on behalf of the City are the following staff:
• Heather Satterly, Community Impact Director, Participant & Train-the-Trainer
• Sarah Berna, AmeriCorps Coordinator, Participant & Train-the-Trainer
• Vacant, Community Service & Outreach Coordinator, Participant
• Adrienne Breitfelder, City Clerk, Participant
• Trish Gleason, Assistant City Clerk, Participant
Awarded Amount: $4,000
Match Required: No
Anticipated Receipt of money: 3/7/2023
Department Contact: Heather Satterly
Departments Involved: Leisure Services
GRANT OBJECTIVE
As part of this initiative, the City will receive step-by-step support to leverage volunteer
talent to address concrete community needs to better position ourselves to engage skilled
volunteers to meet future needs.
Between March 7, 2023, and August 31, 2023, the City will identify at least 10 opportunities
to leverage volunteers on behalf of the City of Dubuque to address City needs. A minimum
of at least 50 volunteers will serve a total of 100 hours of service benefitting the City.
Additionally, as part of this initiative, the City will benefit by:
• Gaining advanced training in volunteer engagement.
• Building volunteer engagement infrastructure for addressing a pressing challenge
through innovative engagement (e.g., developing a new volunteer team leader
role, engaging a skilled volunteer consultant).
• Acquiring tools and support to enhance volunteer engagement efforts.
• Building strong staff and volunteer partnerships.
• Practicing new skills and techniques in a supportive learning environment.
• Creating a community of practice that will support ongoing efforts.
• Receiving up to $4,000 in implementation funding.
• Ability to host an AmeriCorps VISTA member to support efforts.
COUNCIL GOAL(S) ADDRESSED
Comprehensive Plan: Economic Prosperity
Outcome(s)
Workforce retention/recruitment and skills challenges to maintain strong employment
growth and occupational diversity
Value s
Comprehensive Plan: Social and Cultural Vibrancy
Outcome(s)
Promote healthy lifestyles
Value s
Council Goal: Partnership for a Better Dubuque: Building our Community that is
Viable, Livable and Equitable
Outcome(s)
- Become an inclusive and welcoming community for all
- Have non-profit institutions, private businesses and educational institutions
contributing toward implementation of the Imagine Dubuque plan
- Have opportunities for residents for upward mobility and empowerment across all
demographics
Value s
- Access to wealth and social capacity—financial, spiritual, social, etc
- More ownership of "end" products — residents involved in the process and
support outcomes
- Sense of community pride and commitment to the Dubuque community
The agreement has been reviewed by Sr Counsel Barry Lindahl.
ACTION STEP
The purpose of this memorandum is to provide information on the award of Volunteer
DBQ: City Volunteer Engagement Initiative and request execution of the agreement for
additional funding from Volunteer lowa.
CC: Crenna Brumwell, City Attorney
Jennifer Larson, Chief Financial Officer
Heather Satterly, Community Impact Director
Adrienne Breitfelder, City Clerk
MLW/hs
Fixed Fee Short Form Valid for up to $10,000.00. Version: January 2012
PROFESSIONAL SERVICES
CONTRACTUAL AGREEMENT BETWEEN
Iowa Commission on Volunteer Service (hereinafter “Volunteer Iowa”), 1963 Bell Ave, Ste 200, Des Moines, Iowa 50315,
Authority Contact Person: Michelle Raymer Phone: 515.348.6235 E-mail: michelle.raymer@iowaeda.com
AND
CONTRACTING PARTY (hereinafter "Contractor"): City of Dubuque
ADDRESS:
CITY, STATE, ZIP: Dubuque, IA
CONTACT PERSON:Heather Satterly PHONE:5635135536 EMAIL: hsatterl@cityofdubuque.org
In consideration of the promises and mutual covenants and agreements contained herein, the Parties agree as follows:
1. DESCRIPTION OF SERVICES. Volunteer Iowa shall compensate contractor for the following services:
The Contractor will ensure attendance and participation of a minimum of three representatives at all four city volunteer
engagement initiative sessions provided by Volunteer Iowa. Contractor, using resources provided in the training, will
develop and submit and action plan for increasing volunteer engagement within the city government. Ten volunteer
opportunities, at minimum, will be developed by the contactor and posted on on Volunteer Iowa’s statewide volunteer
opportunity database “Get Connected”, or that of a local community sub-site. A minimum of 50 volunteers will serve a
total of 100 hours, at minimum, in service benefiting the city. A plan for the provision of recognition to city volunteers will
be developed and implemented. Contractor will submit mid-project and project end reports with updated action plan,
narratives on successes and challenges, and performance measures described above. Contractor will participate in
evaluation activities to measure the extent to which participating has affected the city’s volunteer engagement practices.
2. CONTRACT PERIOD. Contract begins: February 1, 2023 Contract ends: August 31, 2023
3. COMPENSATION. Contractor will be compensated in accordance with the terms as indicated below:
1. Attendance at four training sessions by a minimum of 3 representatives
2. Development and submission of an action plan for increasing city volunteer engagement
3. Development and posting of ten volunteer opportunities, at minimum, on Volunteer Iowa’s statewide
volunteer opportunity database “Get Connected”, or that of a local community sub-site
4. Engaging a minimum of 50 volunteers a minimum of 100 hours in service benefiting the city
5. Provide recognition to community volunteers for service provided
$4,000.00 MAXIMUM CONTRACT TOTAL. TOTAL PAYMENT UNDER THIS CONTRACT IS NOT
TO EXCEED AMOUNT SHOWN ON THIS LINE.
4. CLAIM\PAYMENT PROCEDURES. Claims for payment may be presented to Volunteer Iowa with mid-project
reports and project end reports, but no later than 30 days after the contract end date using the standard Volunteer
Iowa claim form or a detailed original invoice with original signature which contains the same information as the
Volunteer Iowa claim form.
5. DEFAULT. The occurrence of any one or more of the following events shall constitute cause for Volunteer Iowa
to declare Contractor in default of its obligations under this Contract: a) non-performance; b) a failure of
Contractor to make substantial and timely progress toward performance of the Contract; c) a failure of
Contractor's work product and services to conform with any specifications noted herein; d) a repeated exhibition
of defects in the services delivered by Contractor, causing serious disruption of use or downtime over a six month
period; e) a breach of any term of this Contract.
6. TERMINATION. This Contract may be terminated in the following circumstances: a) By either party, without
cause, after ten (10) days written notice; b) As a result of Contractor's default under this Contract; c) As a result
of the termination or reduction of funding to Volunteer Iowa.
CONTRACT # 22-VGFCONSULT-14
Fixed Fee Short Form Valid for up to $10,000.00. Version: January 2012
7. REMEDY UPON TERMINATION. In the event of termination of this Contract or reduction of the Contract amount,
the exclusive, sole and complete remedy of Contractor shall be payment for services rendered prior to
termination.
8. NONTRANSFERENCE. Unless otherwise stipulated in this contract, the contracting party shall not transfer any
interest in this contract without prior written approval from the Volunteer Iowa.
9. AMENDMENTS. No change, modification, or termination of any of the terms, provisions or conditions of this
Contract shall be effective unless made in writing and signed by both parties.
10. ASSURANCES. Contractor, by signature affixed below, assures the Volunteer Iowa that said contracting party is
operating in compliance with all applicable federal, state, and local statutes, rules and regulations, including
certification the contracting party and/or its principal officials are not suspended or disbarred.
11. COMPLIANCE WITH EE0/AA PROVISIONS. Contractor shall comply with the provisions of federal, state and
local laws, rules and executive orders to insure that no employee or applicant for employment is discriminated
against because of race, religion, color, age, sex, national origin, or disability. A breach of this provision shall be
considered a material breach of this Contract.
12. INDEMNIFICATION AGAINST LOSS OR DAMAGE. Contractor shall jointly and severally defend, indemnify and
hold Volunteer Iowa, its successors and assigns, harmless from and against any liability, loss, damage or
expense, including reasonable counsel fees, which Volunteer Iowa may incur or sustain by reason of (a) the
failure of Contractor to fully perform and comply with the terms and obligations of this contract; (b) Contractor's
negligent performance or attempted performance of this contract; (c) Contractor's activities with subcontractors
and third parties.
13. INTELLECTUAL PROPERTY RIGHTS (IP): All Intellectual Property Rights to materials, documents, and data or
any other tangible/ intangible designed and/or developed under direct funding from this project shall be the sole
property of Volunteer Iowa.
14. ACCESS TO RECORDS. Contractor shall permit Volunteer Iowa or its agents to access and examine, audit,
excerpt and transcribe any directly pertinent books, documents, papers and records of Contractor relating to
orders, invoices, or payments or any other documentation or materials pertaining to this Contract.
15. RECORDS RETENTION. All records of Contractor relating to this Contract shall be retained for a period of three
(3) years following the date of final payment or completion of any required audit, whichever is later.
16. SURVIVAL OF CONTRACT. If any portion of this contract is held to be invalid or unenforceable, the remainder
shall be valid and enforceable.
17. GOVERNING LAW. This Contract shall be interpreted in accordance with the law of the State of Iowa, and any
action relating to the Contract shall only be commenced in the Iowa District Court for Polk County or the United
States District Court for the Southern District of Iowa.
18. INTEGRATION. This Contract contains the entire understanding between the Contractor and Volunteer Iowa and
any representations that may have been made before or after the signing of this Agreement, which are not
contained herein, are nonbinding, void and of no effect. Neither of the parties have relied on any such prior
representation in entering into this Contract.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed as of the date first stated
FOR CONTRACTOR:
Signature Title
FOR VOLUNTEER IOWA: Executive Director
City Manager
2023 City Volunteering Contract Dubuque
Final Audit Report 2023-03-14
Created:2023-03-02
By:Michelle Raymer (Michelle.Raymer@VolunteerIowa.org)
Status:Signed
Transaction ID:CBJCHBCAABAA4o4rA6wEz7YJrmb181U01HnxOdFRomub
"2023 City Volunteering Contract Dubuque" History
Document created by Michelle Raymer (Michelle.Raymer@VolunteerIowa.org)
2023-03-02 - 2:34:42 PM GMT- IP address: 173.215.23.66
Document emailed to hsatterl@cityofdubuque.org for signature
2023-03-02 - 2:35:22 PM GMT
Email viewed by hsatterl@cityofdubuque.org
2023-03-03 - 7:40:55 PM GMT- IP address: 104.28.97.31
Document signing delegated to City Manager (ctymgr@cityofdubuque.org) by hsatterl@cityofdubuque.org
2023-03-08 - 4:55:58 PM GMT- IP address: 173.30.57.227
Document emailed to City Manager (ctymgr@cityofdubuque.org) for signature
2023-03-08 - 4:55:58 PM GMT
Email viewed by City Manager (ctymgr@cityofdubuque.org)
2023-03-08 - 5:33:13 PM GMT- IP address: 104.28.97.31
Document e-signed by City Manager (ctymgr@cityofdubuque.org)
Signature Date: 2023-03-13 - 1:47:51 PM GMT - Time Source: server- IP address: 64.33.158.242
Document emailed to Adam Lounsbury (adam.lounsbury@volunteeriowa.org) for signature
2023-03-13 - 1:47:52 PM GMT
Email viewed by Adam Lounsbury (adam.lounsbury@volunteeriowa.org)
2023-03-14 - 2:04:16 PM GMT- IP address: 104.47.73.254
Document e-signed by Adam Lounsbury (adam.lounsbury@volunteeriowa.org)
Signature Date: 2023-03-14 - 2:05:20 PM GMT - Time Source: server- IP address: 173.215.23.66
Agreement completed.
2023-03-14 - 2:05:20 PM GMT