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Dubuque Police Auxiliary ContractCopyrighted August 4, 2025 City of Dubuque CONSENT ITEMS # 9. City Council ITEM TITLE: Dubuque Police Auxiliary Contract SUMMARY: City Manager recommending City Council approve a one- year contract with the Dubuque Police Auxiliary. SUGGUESTED Receive and File; Approve DISPOSITION: ATTACHMENTS: 1. MVM Memo 2. Memo to MVM Dubuque Police Auxiliary Contract 072925 3. Dubuque Police Auxiliary 071425 4. LFP-Agreement-for-Individual-Volunteer 5. Revised Quote - Dubuque Auxiliary 6. Police Auxiliary 1969 TH Article Page 975 of 1311 THE CITY OF DUBE Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Dubuque Police Auxiliary Contract DATE: July 29, 2025 Dubuque AI WIN av 2007-2012.2013 2017*2019 Chief of Police Jeremy Jensen is recommending City Council approve a one-year contract with the Dubuque Police Auxiliary. The Auxiliary is a force multiplier and take the extra work load off of already taxed Police Officers. The Auxiliary will be trained in the following: • Traffic Incident Management (Roadway safety) • Traffic Control and Direction • Safe use of City Vehicles • Radio operation • De-escalation. The Auxiliary has been awarded 501(c)(3) status by the State of Iowa, essentially becoming a volunteer organization. They have worked with a private insurer to obtain a quote to provide supplemental insurance coverage for their members. In their "new" role, and to limit the confusion with what they have the authority to do, they will not be acting as physical security. Instead, they will act as the eyes and ears, with direct contact to dispatch. The Dubuque Police Auxiliary will still be visible to the public, with their traditional gray uniform, but will now be recognized as a "Volunteer". To offset the cost of insurance, Chief Jensen is recommending entering into a one-year contract to provide volunteer services. The City of Dubuque will pay up to $4,000 for insurance for the group. The contract can be renewed, each July 1, by mutual agreement. I concur with the recommendation and respectfully request Mayor and City Council approval. v Mic ael C. Van Milligen Page 976 of 1311 MCVM:sv Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Jeremy Jensen, Chief of Police Page 977 of 1311 Dubuque THE CITY OF All-Americacity wax.xw.c�z:u. UB aEl ' I I' 2007.2012.2013 Masterpiece on the Mississippi 2017*2019 TO: Mike Van Milligen, City Manager FROM: Jeremy Jensen, Chief of Police SUBJECT: Dubuque Police Auxiliary Contract DATE: July 29, 2025 Introduction This memo is to recommend entering into a one year contract with the Dubuque Police Auxiliary. Background The Dubuque Police Department Auxiliary begin serving Dubuque in 1965. The all - volunteer corp was created in response to flooding that happened in Dubuque in the early 1960's and the group was formed as a "civil defense" volunteer group. Please see the attached Telegraph Herald article from 1969. Since then, the Auxiliary has provided tens of thousands of hours of service, doing working special events, directing traffic, assisting with road closures during weather events, protecting crime scenes, conducting ride-alongs, and providing neighbor watches. Last year, safety concerns were raised because the Auxiliary, were being routinely asked to provide security at events throughout the City of Dubuque, essentially acting in the capacity of a police officer (uniformed with some tools). This becomes a safety risk as the members did not have the extensive training of a sworn officer, looked very similar to officers and had a public expectation to act like sworn officers. Additionally, the impression had been given to members that had been passed down among members for decades, that Auxiliary members were de jure City of Dubuque employees with the same insurance and liability coverage as all City employees. Discussion After several meetings, which included City of Dubuque Senior Counsel Barry Lindahl, it was determined the Auxiliary was in fact volunteers, requiring separate insurance and 1 Page 978 of 1311 the roles they were filling had some risk to them. During this it was also determined that for the Auxiliary to be effective in filling the role they were designed to do, their risk exposure needed to be assessed. The use of the Police Auxiliary was put on hold pending resolution to these concerns. Since last year, the Auxiliary has been awarded 501(c)(3) status by the State of Iowa, essentially becoming a volunteer organization. They have worked with a private insurer to obtain a quote to provide supplemental insurance coverage for their members. The Auxiliary is a force multiplier and take the extra work load off of already taxed Police Officers. The Auxiliary will be trained in the following: • Traffic Incident Management (Roadway safety) • Traffic Control and Direction • Safe use of City Vehicles • Radio operation • De-escalation. In their "new" role, and to limit the confusion with what they have the authority to do, they will not be acting as physical security. Instead, they will act as the eyes and ears, with direct contact to dispatch. The Dubuque Police Auxiliary will still be visible to the public, with their traditional gray uniform, but will now be recognized as a "Volunteer". To offset the cost of insurance, I am recommending entering into one year contract to provide volunteer services. The City of Dubuque will pay up to $4000 for insurance for the group. The contract can be renewed, each July 1, by mutual agreement. A contract was developed by the City Legal Department and presented to the Dubuque Police Auxiliary who are amicable to the agreement. Recommendation I am requesting the City Manager to sign and the City Council to approve the one year contract with the Dubuque Police Auxiliary. 2 Page 979 of 1311 AGREEMENT BY AND BETWEEN THE CITY OF DUBUQUE, IOWA AND DUBUQUE POLICE AUXILIARY, INC. This Agreement, dated for reference purposes the 14_ day of July , 2025, is made and entered into by and between the City of Dubuque, Iowa (City) and Dubuque Police Auxiliary, Inc. (Auxiliary). WHEREAS, Auxiliary is an Iowa not -for -profit corporation; and WHEREAS, members of Auxiliary are unpaid volunteers (Volunteers) who desire to provide assistance to the City of Dubuque Police Department at public events and major incidents; and WHEREAS, City desires to formalize the relationship between the City and Auxiliary. NOW, THEREFORE IT IS AGREED BY AND BETWEEN THE PARTIES AS FOLLOWS: SECTION 1. Auxiliary agrees to provide its Volunteers to the City of Dubuque Chief of Police for such services as the Chief of Police determines appropriate. SECTION 2. Volunteers shall at all times during the performance of such services be acting only under the direction and supervision of the Chief of Police or the designees of the Chief of Police. SECTION 3. No Volunteer shall provide any service unless such Volunteer attended all training required by the Chief of Police. SECTION 4. Services provided by Volunteers shall be limited to the following: Departmental training assistance (primarily as role players); perimeter control/monitoring at crime/crash scenes, natural disasters, fires, gas leaks, and other similar incidents; low - risk traffic control at road closures/detours; assist at PD-sponsored community events; assistance with parades, assistance with tours of the law enforcement center; assistance with the monitoring of non-violent juveniles including non -combative offenders, runaways, and any other non-violent juveniles awaiting transport to detention facilities, DHS placement, or family reunification at the Dubuque Law Enforcement Center under the direction of the shift commander. SECTION 5. No Volunteer shall engage in any of the following activities: Actively engage aggressive or otherwise potentially dangerous persons unless directed to do so by an officer during a life -threatening situation; participate in high -risk traffic/scene control; assist any agency/entity outside the Dubuque Police Department; carry firearms while Page 980 of 1311 acting as an auxiliary officer; any other activity for which the volunteer is not properly trained and/or at higher risk of injury. SECTION 6. All Volunteers shall execute the Agreement for Individual Police Auxiliary Volunteer Services, attached hereto. SECTION 7. All Volunteers shall agree to the City of Dubuque Police Department Volunteer Program, attached hereto. SECTION 8. Term. The Initial Term of this Agreement shall be from August 1, 2025 until midnight June 30, 2026. Thereafter this Agreement shall automatically renew annually from July 1 until midnight June 30 of each year unless either party delivers notice of nonrenewal to the other party not less than sixty (60) days prior to the end of the current term. Notwithstanding the foregoing, either party may terminate this Agreement with or without cause upon delivering thirty (30) days written notice to the other party. SECTION 9. Insurance. City agrees to reimburse Auxiliary not to exceed Four Thousand Dollars ($4,000.00) per year for Auxiliary's liability insurance premium upon receipt of a copy of a statement for such insurance from Auxiliary's insurer. CITY OF DUBUQUE, IOWA DUBUQUE POLICE AUXILIARY, INC. By: ki�By: Mi hael C. Van Milligen, City Manager Its. AGREEMENT FOR INDIVIDUAL POLICE AUXILIARY VOLUNTEER SERVICES This Agreement is made by and between the City of Dubuque, Iowa, a political subdivision of the State of Iowa hereinafter referred to as the "City" and hereinafter referred to as the "Volunteer." PURPOSE: The purpose of this Agreement is to outline the responsibilities of the City in providing police auxiliary volunteer services, and to create an understanding between the City and the Volunteer. This Agreement shall apply to persons voluntarily performing non -compensated police auxiliary services for the City. AGREEMENT FOR NON -COMPENSATED SERVICES: The Volunteer agrees to abide by all relevant City policies and procedures and to perform the volunteer services in a safe, responsible manner in accordance with the descriptions of service. It is further understood that this Agreement shall not in any way constitute nor create an employer/employee relationship between the City and the Volunteer. The City shall not be responsible for, nor liable for, nor shall the applicant be eligible to receive, any compensation or benefits as a result of this Agreement. In consideration of the City giving me permission to perform these volunteer services, I understand that: (Please initial the following) I am not to appear for volunteer service under the influence of any illegal drugs or alcohol. The Volunteer agrees to inform the supervisor at the beginning of the shift if taking any over-the-counter or prescription medications which may impair the ability to perform volunteer duties. I am not to have child(ren) with me, during my volunteer activities. I will abide by all City policies regarding personal conduct while performing volunteer services. I agree not to go beyond the scope of volunteer work agreed to without authorization. I am to be trained on any activity that I am unfamiliar with, learn the corresponding policies, and it is my responsibility to understand them completely or ask questions until I feel confident to perform them. Depending on the scope of volunteer work, the following policies may apply: Page 982 of 1311 Driving, Safety Procedures, Computer Operation, Dress Code, Anti Harassment, Confidentiality I understand that I am to report any on-the-job injury or illness, no matter how minor, to the Chief of Police. BACKGROUND CHECKS: I consent to the City performing a background check into my history and waive any right of privacy I may have in such information for the limited purpose of the City considering it for determining my suitability as a volunteer. TERMINATION: I understand that I or the City may terminate this agreement at any time without cause, and that I am volunteering my services at will and may be asked to discontinue such without prior notice or reason. WAIVER & HOLD HARMLESS: I am fully aware that the work associated with being a City volunteer involves certain risks of physical injury or death. Being fully informed as to these risks and in consideration of my being allowed to participate, I hereby assume all risk of injury, damage and harm to myself arising from such activities or use of City facilities. I also hereby individually and on behalf of my heirs, executors and assignees, release and hold harmless the City, its officials, employees and agents and waive any right of recovery that I might have to bring a claim or a lawsuit against them for any personal injury, death or other consequences occurring to me arising out of my volunteer activities. LIABILITY COVERAGE: I understand that the City is self -insured through the Iowa Communities Assurance Pool for liability coverage. Volunteers performing within the scope of their assigned duties as authorized by the City are afforded the same coverage as City employees under the City's liability coverage with ICAP. I am fully aware that a volunteer's intentional misconduct is not protected or covered by the City or ICAP. MEDICAL COVERAGE, I acknowledge that I am not covered by Workers Compensation or any medical insurance or other benefits of the City. This agreement will be in effect for the duration of my volunteer services beginning this date. Dated this day of , 20 IN Volunteer's Signature Parent or Guardian's Signature Address Phone Number Page 983 of 1311 Created for: Presented By: Accident & Health Special Risk Proposal DUBUQUE AUXILIARY POLICE DEP KING RISK PARTNERS LLC - CISA About Chubb A&H Chubb's History Chubb is the world's largest publicly traded property and casualty insurer. With operations in 54 countries, Chubb provides commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance and life insurance to a diverse group of clients. The company is distinguished by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength, underwriting excellence, superior claims handling expertise and local operations globally. We are a leader in the insurance industry not only on the basis of our size but our longevity. We consistently strive to build lasting relationships with our customers and 8,500 independent agents and brokers, and we aim to be the best at what we do by delivering unparalleled service and innovative, scalable and specialized products backed by financial strength and third -party endorsements. Chubb for Accident & Health When you choose Chubb you're relying on one of the strongest carriers in the market: a specialty Accident & Health carrier with the experience, and financial strength to offer rich options, broad coverages and higher limits at affordable rates. For more than 50 years, Chubb has offered accident and health solutions to a wide range of markets including large and small businesses, professional practices, schools and colleges, financial institutions, membership associations, civic, church and nonprofit organizations. Chubb Accident & Health has consistently demonstrated an exceptional ability for creative collaboration with policyholders, through our flexible and innovative approach to products and services. Wherever your business is focused, Chubb A&H offers you opportunities to sell flexible and competitive products to your current customers, backed by the Chubb Advantage - financial strength, reliability, high standard of service and swift, fair claims practices. Page 985 of 13211 Proposal Terms & Conditions This proposal provides a brief description of the important features of the policy. Please reference the Specimen Contract for complete policy details. Name of Policyholder: DUBUQUE AUXILIARY POLICE DEPARTMENT Address: 770 IOWA ST. City: DUBUQUE State: IA Zip Code: 52001 Quote Date of Issuance: May 22, 2025 This proposal is valid for 90 days from the quote date of issuance. This insurance policy is only for the listed Policy Type(s) and is based upon the information submitted and rates in effect on this date. If any of the information submitted for this quotation is altered, we reserve the right to change this quotation accordingly. Actual coverage afforded is subject to the terms and conditions of the policy as issued. This proposal does not apply to the extent that trade or economic sanctions or other laws or regulations prohibit us from offering or providing insurance. To the extent any such prohibitions apply, this proposal is void from the beginning. Annual Premium $3,325 Eligibility Class All Auxiliary or Reserve Volunteer Police Officers of the Policyholder. Principal Sum Class 1 $100,000 Hazard/When Coverage Applies Class 1 Volunteer Duties Page 986 of 1;11 Aggregate Limit of Insurance A maximum limit of insurance of $500,000 applies per Accident. Accidental Death and Dismemberment Benefit Amounts (Percentage of Accidental: Principal Sum) Loss of Life 100% Loss of Speech and Loss of Hearing 100% Loss of Speech and one of Loss of Hand, Loss of Foot or Loss of Sight of One Eye 100% Loss of Hearing and one of Loss of Hand, Loss of Foot or Loss of Sight of One Eye 100% Loss of Hands (Both), Loss of Feet (Both), Loss of Sight or a combination of any two of 100% Loss of Hand, Loss of Foot or Loss of Sight of One Eye Loss of Hand, Loss of Foot or Loss of Sight of One Eye (Any one of each) 50% Loss of Speech or Loss of Hearing 50% Loss of Thumb and Index Finger of the same Hand 25% Additional Benefits Excess Accident Medical Expense: Maximum Benefit Amount: $100,000 Deductible: $0 Coinsurance Percentage: 100% Sub limits may apply, please refer to specimen policy. Coma: 1 % of Principal Sum per month Maximum Benefit Amount: 100% of Principal Sum Evacuation and Repatriation: Maximum Benefit Amount: $50,000 Family Travel Expense Daily Benefit Amount: $100 Maximum Number of Days: 5 Coverage is included for Medical Evacuation and Repatriation Home Alteration or Vehicle Modification: Benefit Amount for Home Alteration: $12,500 Benefit Amount for Vehicle Modification: $12,500 Maximum Benefit Amount: $25,000 Psychological Therapy: Benefit Amount: $10,000 Rehabilitation Expense: Benefit Amount: $10,000 Temporary Total Disability: Weekly Amount: $300 Maximum Benefit Period: 52 week(s) Elimination Period: 30 day(s) Page 987 of 13411 Exclusions There are certain situations not covered in this policy. These policy exclusions include: Owned Aircraft, Leased Aircraft or Operated Aircraft Aircraft Pilot or Crew Disease or Illness* Illegal Acts Intoxication Narcotic Rocket Propelled or Rocket Launched Conveyance Service in the Armed Forces Specialized Aviation Suicide or Intentional Injury War *Does not apply to Evacuation and Repatriation. Page 988 of 13511 Extensions of Insurance Disappearance If an insured person has not been found within one (1) year of the disappearance, stranding, sinking or wrecking of any conveyance in which an insured was an occupant at the time of the accident, then it will be assumed, subject to all other terms and conditions of the policy, that an insured has suffered a loss of life under the policy. Exposure If as the result of an accident causes an insured to be unavoidably exposed to the elements and as a result of the exposure there is a loss, then such loss will be covered under the policy. Ease of Administration As a way to make doing business with Chubb effortless, we provide the following features: • Direct Bill - an option for your agency and Chubb policyholders. Benefits include: - Potential decrease in workload and expenses with Chubb handling the collection of premium collection - Multiple policies can be combined into a single direct bill account - Payment plan options are available - Knowledgeable Service Center Representatives available from 8AM to 6PM Eastern Standard Time - Direct bill is not mandatory • Paperless Policies - can be sent online to produce policies quickly • Efficient Administration - staffed by experienced underwriters and claim specialists • Flexibility - over 30 benefits available Page 989 of 13611 Letter of Intent It is our intention to accept the proposal of the Special Risk Insurance Policy offered by Federal Insurance Company, a member insurer of the Chubb Group of Insurance Companies. Signature Title Company: Date: Effective Date of Coverage: Premium Option Selected: Chubb. Insured." Chubb is the marketing name used to refer to subsidiaries of Chubb Limited providing insurance and related services. For a list of these subsidiaries, please visit our website at www.chubb.com. Insurance provided by U.S. based Chubb underwriting companies. All products may not be available in all states. Coverage is subject to the language ofthe policies as actually issued. Chubb, Box 1650, Whitehouse Station, NJ 08889 Page 990 of 13711 READY FOR ACTION: Reflected in a car mirror are, from left, Dubuque Civil Defense Police Captain Frank Blaser, the unit's adviser, Police Department Captain John Fangman, and Les Kotz, assistant chief of the auxiliary ByJOHN WHITE T-H Staff Writer. Sunday June 1, 1969 During the 1969 flood. Three things came It the surface, the well -planned dike system, the flooding of City Engineer John White's basement —and the Dubuque Civil Defense Auxiliary Police unit. This group of 43 men wearing yellow helmets passed sightseers through Dubuque about as rapid as the river currents carried the water. The general public's knowledge is scanty but to heal city officials —from the City Council though the Police Department, the organization has been invaluable in aiding general police work. The auxiliary was formed in 1965 With six men under the direction of Ben O'Leary. Dubuque's Civil Defense director. At that time. the men were schooled in radiology and first aid-16 hours of training in each course. Marty Schuster. 2509 Lincoln Ave. one of the group's organizers, said recently that it took'another year before our unit became associated with the city. We told the city leaders of our training. our membership, then up to 15, and of our two-way radio contact between cars and a monitor. "We were told that we must first draw up some bylaws. Have a police supervisor and carry no arms." he said. Since becoming an auxiliary police unit, the men have served as "eyes" for police. Directed traffic at fires. floods. and other disturbances and helped in many other ways. Police Captain John Fangman was appointed the group's adviser and guides the men in the study of tactics. methods and procedures. The bylaws said that each member must; -Be a United States citizen between the ages of 21 and 65. in reasonably good health. Of sound mind. not addicted to drugs or alcohol. have not been convicted or under indictment for crimes punishable by imprisonment. nor members of any subversive group listed by the US. Justice Department. -Be accepted by majorityvote of the members and subject to approval by the police department. Basic training courses must be completed by each member -Aid any government entity during an emergency. or when requested by competent authority. Work is on a voluntary basis, without fee. as a matter of civic duty. This aid consists primarily of emergency traffic control and observance. Members may participate in any activity, if requested. -Keep their personal appearance and dress neat. -Perform their duties to thebest of their ability until relieved by competent authority. -Conduct themselves in a manner which will not discredit themselves, their organization or the officials in charge. -Keep all duties confidential. Page 991 of 1311 The group has aboard of five directors elected by the members to serve an indefinite term. Frank Blaser. 1023 Garfield Ave., is chief and chairman of the board. Other board members are Schuster. Robert Uooch. 1759 Richie Dr.. Gerald Robertson. 1015 N. Booth St. and Gerald Schlarman, 2537 Stafford St. A typical night's action would go thus; A select number of members are alerted. They are briefed at police headquarters by Fangman as to what to do, whom to look for. and givenother information. Two members ride each radio -equipped car on "beats" with radio contact with the monitor who has direct contact with police. Blaser said. "we are just eyes and ears for police. In no way are we to become involved in police work other than this, unless of course. we are asked to do so." This unit has cost the city nothing in wages, officials report However, members are covered With life insurance policys while performing their duties for the city. Mayor Walter Pregler. Who is credited with "breaking the ice With the City" for the group, held the group in high esteem when discussing their involvement with the city. "I remember one evening during a fire on the hill, a group of these men were called in to direct traffic. While they talk over the traffic duty. the squad car left the scene and caught two men breaking into a downtown business." Pregler said his biggest problem was convincing the council and the Police Department. That the men wouldn't be interfering with the operations of the police department. They wouldn't be dipping into police overtime pay, and that they were only supplementing the force and that extra police officers were not needed. "This groups advantage is to the community in that thier are more `good' cars on the street and it hasn't cost us anything yet." Pregler said. City Manager Gilbert Chavenelle said. "We are still not using these men to their full potential'. "It's a two-way street, we have our connections with the police and the community". "This group was ready to go. All we had to do was take advantage of the situation." Chavenelle said. "The only thing about this is that they are doing this willingly without any cost whatsoever to the tax paying citizen. I'm not so sure that as a citizen i would go and do this sort of thing." It's spring and the flood waters have receded in both the river and John White's home. And the Dubuque Citizens know the men in the yellow helmets are on their side. Page 992 of 1311