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Greater Dubuque Development CorporationAGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND GREATER DUBUQUE DEVELOPMENT CORPORATION THIS AGREEMENT, dated for reference purposes the 1st day of July, 2012, 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 agrees to 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. The City Council goals and priorities are attached hereto as Appendix D. 2. Time of Performance. This Agreement shall be from July 1, 2012 through June 30, 2013. 3. Compensation. City shall pay Corporation for Fiscal Year 2013 an amount not to exceed $586,613 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 Expense ($35,000) shall be paid separately in four equal installments of $32,653.25 (General Economic Development Services $23,903.25; Dubuque Area Retail Expense $8,750) payable September 30, 2012, December 31, 2012, March 31, 2013 and June 30, 2013. b) City shall pay Corporation $185,000 for Next Campaign, which payment shall constitute the first of five annual payments of $185,000 each for the Greater Dubuque: NEXT 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, which payment shall constitute the fifth of nine annual payments of $100,000 each for the Dubuque Works 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. d) City shall pay Corporation $125,000 for workforce recruitment, which payment shall constitute the fifth of nine annual payments of $125,000 each. 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 an additional $6,000 which represents payment for Iowa Workforce Development, 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. f) 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. 4. Audit and Evaluation. Inasmuch as the funds are provided to Corporation by City, and are subject to audit and performance evaluation to insure 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. 4. 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, 2012. Written progress reports and financial statements shall be rendered monthly no later than fifteen (15) days after the end of each month. Such reports shall include a report as to the progress on City projects as well as a report on the breakdown of expenditures. In addition, corporation shall provide City an annual audit report. 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. 5. 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. 6. 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. 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 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. 8. Assignability. Corporation shall not assign any interest in this Agreement without the prior written permission of City. 9. Insurance. Corporation shall provide such insurance as required by the Insurance Schedule attached hereto during the term of this Agreement. WITNESS: CITY OF DUBUQUE, IOWA Kevin Firnstahl, City Clerk Roy D. Buol, Mayor GREATER DUBUQUE DEVELOPMENT CORPORATION Rick Dickinson, Executive Director 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. NEXT 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 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 DEVELOPMENT 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. IOWA WORKFORCE DEVELOPMENT Corporation Responsibilities The Corporation will provide City unlimited job postings to www.Accessdubuquejobs.com. 7. 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 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. 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. APPENDIX "B" CITY OF DUBUQUE ADMINISTRATIVE POLICY POLICY NUMBER: 3 20 SUBJECT: TRAVEL REGULATIONS FOR OUT OF CITY TRAVEL APPROVED BY: CITY MANAGER EFFECTIVE DATE: 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 Iowa 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 City 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 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 Check Advance 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 City 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 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 METHOD 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 City -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 Privately -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 comply with 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. 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 AUTHORIZED EXPENSES AND REQUIRED 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 Lodging Expense 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 Direct" 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 Expense 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 00 A M to Noon Noon to 600 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 21st 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 (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 Expense 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 Telephone Expense Telephone calls for official business are reimbursable with detail required 6 Registration 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 Expenses 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 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 request/reimbursement 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 REIMBURSEMENT APPROVAL Approval requirements for reimbursement of travel expenses are as follows 1 Department Manager Approval Requests for reimbursement of travel expenses must be reviewed and approved by the appropriate department manager 2 Finance Approval 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 Michael C Van Milligen City Manager INSURANCE SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE 1 All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa All insurers shall have a rating of A better in the current A M Best Rating Guide 2 All policies of insurance shall be endorsed to provide a thirty (30) day advance notice of cancellation to the City of Dubuque, except for 10 day notice for non - payment, if cancellation is prior to the expiration date This endorsement supersedes the standard cancellation statement on the Certificate of Insurance 3 shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below Such Certificates shall include copies of the following endorsements a) Commercial General Liability policy is primary and non - contributing b) Commercial General Liability additional insured endorsement c) Governmental Immunities Endorsement shall also be required to provide Certificates of Insurance of all subcontractors and all sub -sub contractors who perform work or services pursuant to the provisions of this contract Said certificates shall meet the same insurance requirements as required of 4 Each certificate shall be submitted to the contracting department of the City of Dubuque 5 Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement 6 Contractor shall be required to carry the following minimum coverage /limits or greater if required by law or other legal agreement a) COMMERCIAL GENERAL LIABILITY General Aggregate Limit $2,000,000 Products - Completed Operations Aggregate Limit $1,000,000 Personal and Advertising Injury Limit $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage limit (any one occurrence) $ 50,000 Medical Payments $ 5,000 INSURANCE SCHEDULE C (Continued) INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE This coverage shall be written on an occurrence form, not claims made form All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP 0002 shall be clearly identified Form CG 25 04 03 97 'Designated Location (s) General Aggregate Limit' shall be included Governmental Immunity endorsement identical or equivalent to form attached Additional Insured Requirement The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and /or authorities and their board members, employees and volunteers shall be named as an additional insured on General Liability including "ongoing operations" coverage equivalent to ISO CG 20 10 07 04 b) Automobile $1,000,000 combined single limit. c) WORKERS COMPENSATION & EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability Each Accident Each Employee Disease Policy Limit Disease $ 100,000 $ 100,000 $ 500,000 d) PROFESSIONAL LIABILITY $1,000,000 e) UMBRELLA/EXCESS LIABILITY * *Coverage and /or limit of liability to be determined on a case -by -case basis by Finance Director Completion Checklist ❑ Certificate of Liability Insurance (2 pages) ❑ Designated Location(s) General Aggregate Limit CG 25 04 03 97 ❑ Additional Insured CG 20 10 07 04 ❑ Governmental Immunities Endorsement 3 .',• - POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 2010 0704 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the .bgeovngo COMMFRCIAI. GENERAL LIABILITY CCVEaAGE °AD- SCHEDULE Name M Additional Insured Pmsnn(s) Or.Organization(s). Locations) Of Covered Cae:atons The City of Dubuque, including all its e l at. led and appointed officials, 01 ilb e maluyees and volunteers. all its boards, commissions and /or author ities and their guard members , enpluyees and vulunteers. Information re -auired to xmplets this Schedule. if notehc.n above, will be shovel in the Declardlone. A. Section 0 - Who Is An Insured is amended to Include as an additional tenured the person(s) or organizabon(s) shorn in the Schedule, but only with respell to habit, 'or "bnfq injury', "property damage' a 'perscmal and ?dverlishg injury' caused it whde 0r h pert. by: 1. Your acts or omissions. or 2. The eon or omissions of those eding an your °abaft; in tie peiormance of your ongoing operations for the aediterol Insured(a) at the lopdon(C eesig nated above. B. ''AM respect 50 the insurance afforded to mesa adomonal Insureds, the rallowaeg additional exdu- sions apply. This Murano* does not apply to 'bodiy injury' or 'property damage" occurring alter. 1 All work, ncluding mafenals, pars or ecuip- went furnished a wnneclion with sup` 'work, on the projoc (other than service, maintenance or repairs) to be performed by or on behref of the addlione. Insured(sl at the location of the covered operations Ms been completed. or 2 That portion of "your work" out of which the Injury or damage aneea has °pen put 50 Its In- tended use tyy any person or argenizetion ether than arother contractor a sub0°neactor en- gages m penormmg operations for a pinclpal as a aart dale same project S EC MEN CG 2010 07 04 ISO Frayedks. : n6. 2W4 Page 1 of 1 ❑ 4 CITY OF DUBUQUE, IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT 1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. 2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non - Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Policy. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. SPECIMEN 5 Attachment D The following are the official Vision & Mission Statements, Five Year City and Community Goals, Top & High Priorities for the City of Dubuque as well as the Management Plan and Major Projects as adopted by the Dubuque City Council at their annual goal- setting session August 24 — 25, 2011. The Dubuque 2026 Vision Statement The city of Dubuque is a progressive, sustainable city with a strong diversified economy and expanding global connections; the Dubuque community is an inclusive community celebrating culture and heritage and has actively preserved our Masterpiece on the Mississippi; Dubuque citizens experience healthy living and active retirement through quality, livable neighborhoods and an abundance of fun things to do and they are engaged in the community, achieving goals through partnerships; and Dubuque City government is financially sound and providing services with citizens getting value for their tax dollars. Mission Statement The City's mission is to deliver excellent municipal services that support urban living, and contribute to a sustainable city. The City plans for the community's future, and facilitates access to critical human services. The result is a financially sound city government and citizens getting services and value for their tax dollar. Five -Year City Goals • Planned and managed growth • Partnering for a better Dubuque • Improved connectivity — transportation and telecommunications Five -Year Community Goals for a Sustainable Dubuque • Economic Prosperity • Social /Cultural Vibrancy • Environmental Integrity 6 2011 - 2013 Top Priorities: 1) 9 -1 -1 Center Relocation Analysis 2) Arts and Culture Strategy City Council Community Goal it is under Social Cultural Vibrancy Objectives for Social Cultural Vibrancy • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or life style • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included • Increase resident interaction using vehicles like clean up campaigns, neighborhood picnics, new neighbor welcoming events, and other strategies developed by residents • Celebrate the cultural traditions and heritage • Become a regional hub for arts and culture • Have an efficient public health system that focuses on prevention and wellness • Work with viable not - for - profit partners Community Foundation, Multicultural Family Center Board, Hispanic Ministry, DACU, Neighborhood Organizations and others for Social /Cultural Vibrancy Means to Residents (outcomes) • Everyone is welcome in the Dubuque community • Living life without fear or threats • Equal treatment for all by City staff • City services are available for all and delivered in an equitable and fair manner • City workforce reflecting the diversity of the community 3) Clean Air Attainment Strategy City Council Community Goal it is under Environmental /Ecological Integrity Objectives for Environmental /Ecological Integrity • Become a smarter city using sustainable technology for water, energy, transportation, health and wellness — a model community for the world • Reduce the potential flooding through protection • Reduce the community's carbon footprint • Improve the air quality — avoiding nonattainment • Reduce energy consumption and increase the use of alternative energy sources • Preserve Dubuque's natural and historic resources Means to Residents (outcomes) • Protecting the natural and historic resources and environment of Dubuque • City government using sustainable practice in daily operations • Healthy living environments homes, neighborhoods and community • Clean water and air • Preserve natural resources • Opportunity for a healthy life style including local food products 7 4) Historic Millwork District Master Plan City Council Community Goal it is under Planned and Managed Growth Objectives for Planned and Managed Growth • Complete the Historic Millwork District as a thriving mixed use development with residential, retail /office, entertainment— a model for developers and other cities • Have safe, healthy neighborhoods citywide and homes with a variety of housing options • Have a thriving Downtown with professional offices, retail, residential and entertainment • Continue strong vibrant 24/7 residential /central business core (Main Street Service Area Downtown and Warehouse District) — including residential opportunities • Annex areas consistent with the annexation policy, including City services to annexed area • More beautiful, visually appealing city with attractive gateways, corridors, neighborhoods, homes and businesses • Develop Washington Neighborhood as a model for other neighborhoods Objectives from Social /Cultural Vibrancy Goal • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or lifestyle • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included Means to Residents (outcomes) • Stable property taxes for residents and businesses • More job opportunities for all skill levels • Choice of livable neighborhoods • Opportunities for our children to stay in Dubuque • Predictable future development • Quality services to residents in annexed area 5) Southwest Arterial Project City Council Community Goal it is under Improved Connectivity Transportation and Telecommunications Objectives for Transportation and Telecommunications • Increase and sustain commercial air service, including additional provider(s) and hub(s) • Have the ability to drive the Southwest Arterial (Iowa Highway 32) • Develop a new model for public transit with high ridership by choice (working with ECIA) • Develop passenger rail service to Chicago • Develop an up -to -date, modern air terminal that appeals to air travelers • Improve traffic flow throughout the City — East -West Corridors, roundabouts, light synchronization • Use "Complete Streets Concepts" Means to Residents (outcomes) • Reduced traffic congestion and improved traffic flow 8 • Better conditions of streets, eliminated obstructions, and improved visibility • Commuting through telecommunications • Greater economic opportunities • Air access to multiple hubs 6) Support of Greater Dubuque Development Corporation City Council Community Goal it is under Economic Prosperity Objectives for Economic Prosperity • Diversify the regional Dubuque economy • Retain, expand and grow local businesses, attract new businesses and to provide a more diverse tax base and job opportunities • Have the infrastructure and amenities to support economic development and growth industrial /business parks, streets and utility services, air service and housing • Have a workforce prepared for 21st century jobs • Have employment opportunities for persons of all skill and education levels • Have top quality life options and job opportunities for all residents • Work with viable not - for - profit partners Greater Dubuque Development Corporation, Dubuque Initiatives, Washington Neighborhood Development Corporation, Main Street and others for economic prosperity Objective from Social /Cultural Vibrancy goal • Continue to become an inclusive community in which all feel welcome and included Means to Residents (outcomes) • High speed, reliable and economical telecommunications • Young professionals want to live here • Our children want to return to raise their families • More retail, service and entertainment opportunities — keeping dollars in Dubuque • Insulation from economic cycles through diverse businesses 7) Washington Neighborhood Strategy City Council Community Goal it is under Planned and Managed Growth Objectives for Planned and Managed Growth • Complete the Historic Millwork District as a thriving mixed use development with residential, retail /office, entertainment— a model for developers and other cities • Have safe, healthy neighborhoods citywide and homes with a variety of housing options • Have a thriving Downtown with professional offices, retail, residential and entertainment • Continue strong vibrant 24/7 residential /central business core (Main Street Service Area Downtown and Warehouse District) — including residential opportunities • Annex areas consistent with the annexation policy, including City services to annexed area • More beautiful, visually appealing city with attractive gateways, corridors, neighborhoods, homes and businesses • Develop Washington Neighborhood as a model for other neighborhoods 9 Objectives from Social /Cultural Vibrancy Goal • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or lifestyle • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included Means to Residents (outcomes) • Stable property taxes for residents and businesses • More job opportunities for all skill levels • Choice of livable neighborhoods • Opportunities for our children to stay in Dubuque • Predictable future development • Quality services to residents in annexed area 2011 - 2013 High Priorities: 8) Annexation Study City Council Community Goal it is under Planned and Managed Growth Objectives for Planned and Managed Growth • Complete the Historic Millwork District as a thriving mixed use development with residential, retail /office, entertainment— a model for developers and other cities • Have safe, healthy neighborhoods citywide and homes with a variety of housing options • Have a thriving Downtown with professional offices, retail, residential and entertainment • Continue strong vibrant 24/7 residential /central business core (Main Street Service Area Downtown and Warehouse District) — including residential opportunities • Annex areas consistent with the annexation policy, including City services to annexed area • More beautiful, visually appealing city with attractive gateways, corridors, neighborhoods, homes and businesses • Develop Washington Neighborhood as a model for other neighborhoods Means to Residents (outcomes) • Stable property taxes for residents and businesses • More job opportunities for all skill levels • Choice of livable neighborhoods • Opportunities for our children to stay in Dubuque • Predictable future development • Quality services to residents in annexed area 9) Every Child 1 Every Promise City Council Community Goal it is under Partnering for a Better Dubuque Objectives for Partnering for a Better Dubuque • Federal and State lobbying and advocacy for Dubuque 10 • Partner for economic and workforce development • Partner with education • Partner for culture and arts • Partner for support of families and children • Partner for housing opportunities • Partner for healthcare and wellness • Partner for historic preservation • Partner for delivery of human services — meeting the needs of the underserved • Partner with faith -based organizations • Partner for sustainability • Maintain and enhance private - public partnerships with common goals and commitments to shared resources that benefit the Dubuque community • Increase resident engagement in the City's governance processes Objectives from Social /Cultural Vibrancy Goal • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or lifestyle • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included Means to Residents (outcomes) • Bigger "bang" for tax dollars • Enhanced economic development opportunities • More ownership of end products — people involved in the process, and support outcomes • Better access and use of facilities • Protection of your interests 10) Master Plan for Chaplain Schmitt Island City Council Community Goal it is under Economic Prosperity Objectives for Economic Prosperity • Diversify the regional Dubuque economy • Retain, expand and grow local businesses, attract new businesses and to provide a more diverse tax base and job opportunities • Have the infrastructure and amenities to support economic development and growth industrial /business parks, streets and utility services, air service and housing • Have a workforce prepared for 21st century jobs • Have employment opportunities for persons of all skill and education levels • Have top quality life options and job opportunities for all residents • Work with viable not - for - profit partners Greater Dubuque Development Corporation, Dubuque Initiatives, Washington Neighborhood Development Corporation, Main Street and others for economic prosperity Means to Residents (outcomes) • High speed, reliable and economical telecommunications • Young professionals want to live here • Our children want to return to raise their families 11 • More retail, service and entertainment opportunities — keeping dollars in Dubuque • Insulation from economic cycles through diverse businesses 11) Multicultural Family Center Support City Council Community Goal it is under Partnering for a Better Dubuque Objectives for Partnering for a Better Dubuque • Federal and State lobbying and advocacy for Dubuque • Partner for economic and workforce development • Partner with education • Partner for culture and arts • Partner for support of families and children • Partner for housing opportunities • Partner for healthcare and wellness • Partner for historic preservation • Partner for delivery of human services — meeting the needs of the underserved • Partner with faith -based organizations • Partner for sustainability • Maintain and enhance private - public partnerships with common goals and commitments to shared resources that benefit the Dubuque community • Increase resident engagement in the City's governance processes Objectives from Social /Cultural Vibrancy Goal • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or lifestyle • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included Means to Residents (outcomes) • Bigger "bang" for tax dollars • Enhanced economic development opportunities • More ownership of end products — people involved in the process, and support outcomes • Better access and use of facilities • Protection of your interests 12) New Industrial Park Location and Action Plan City Council Community Goal it is under Economic Prosperity Objectives for Economic Prosperity • Diversify the regional Dubuque economy • Retain, expand and grow local businesses, attract new businesses and to provide a more diverse tax base and job opportunities • Have the infrastructure and amenities to support economic development and growth industrial /business parks, streets and utility services, air service and housing • Have a workforce prepared for 21st century jobs • Have employment opportunities for persons of all skill and education levels • Have top quality life options and job opportunities for all residents 12 • Work with viable not - for - profit partners Greater Dubuque Development Corporation, Dubuque Initiatives, Washington Neighborhood Development Corporation, Main Street and others for economic prosperity Means to Residents (outcomes) • High speed, reliable and economical telecommunications • Young professionals want to live here • Our children want to return to raise their families • More retail, service and entertainment opportunities — keeping dollars in Dubuque • Insulation from economic cycles through diverse businesses 13) Red Light and Speed Enforcement Cameras City Council Community Goal it is under Improved Connectivity Transportation and Telecommunications Objectives for Improved Connectivity Transportation and Telecommunications • Increase and sustain commercial air service, including additional provider(s) and hub(s) • Have the ability to drive the Southwest Arterial (Iowa Highway 32) • Develop a new model for public transit with high ridership by choice (working with ECIA) • Develop passenger rail service to Chicago • Develop an up -to -date, modern air terminal that appeals to air travelers • Improve traffic flow throughout the City — East -West Corridors, roundabouts, light synchronization • Use "Complete Streets Concepts" Means to Residents (outcomes) • Reduced traffic congestion and improved traffic flow • Better conditions of streets, eliminated obstructions, and improved visibility • Commuting through telecommunications • Greater economic opportunities • Air access to multiple hubs 14) Safe Community Initiative City Council Community Goal it is under Social Cultural Vibrancy Objectives for Social Cultural Vibrancy • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or life style • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included • Increase resident interaction using vehicles like clean up campaigns, neighborhood picnics, new neighbor welcoming events, and other strategies developed by residents • Celebrate the cultural traditions and heritage • Become a regional hub for arts and culture • Have an efficient public health system that focuses on prevention and wellness 13 • Work with viable not - for - profit partners Community Foundation, Multicultural Family Center Board, Hispanic Ministry, DACU, Neighborhood Organizations and others for Social /Cultural Vibrancy Means to Residents (outcomes) • Everyone is welcome in the Dubuque community • Living life without fear or threats • Equal treatment for all by City staff • City services are available for all and delivered in an equitable and fair manner • City workforce reflecting the diversity if the community 15) Street Improvement Program City Council Community Goal it is under Improved Connectivity Transportation and Telecommunications Objectives for Improved Connectivity Transportation and Telecommunications • Increase and sustain commercial air service, including additional provider(s) and hub(s) • Have the ability to drive the Southwest Arterial (Iowa Highway 32) • Develop a new model for public transit with high ridership by choice (working with ECIA) • Develop passenger rail service to Chicago • Develop an up -to -date, modern air terminal that appeals to air travelers • Improve traffic flow throughout the City — East -West Corridors, roundabouts, light synchronization • Use "Complete Streets Concepts" Means to Residents (outcomes) • Reduced traffic congestion and improved traffic flow • Better conditions of streets, eliminated obstructions, and improved visibility • Commuting through telecommunications • Greater economic opportunities • Air access to multiple hubs 2011 - 2013 Management Agenda: ECONOMIC PROSPERITY GOAL • Industrial Riverfront Leases Agreements • Arts and Economic Prosperity Study Economic Impact of the Arts Evaluation • Local Arts Index Study Completion • Dubuque Initiatives Loans Status, Next Steps • Green Jobs Training Program Support • Workforce Market -Rate Housing Strategy City Actions • Baseball attraction study 14 ENVIRONMENTAL/ECOLOGICAL INTEGRITY GOAL • Sustainability purchasing policy and procedures • Air Quality Study Phase I I • Energy Efficiency Conservation Block Grant Implementation • AVL for City fleet • AVL for transit • Grand River Center Smart Electric Meters Project Completion • University of Iowa Initiative for Sustainable Communities 5 Projects • Green Team Work Plan Implementation • Sustainability Curriculum in the School System (Green Vision Program) • City Operations Sustainability Performance Measures Development • Green and Healthy Homes Program Lead Hazard Control, Health Homes Program • Library LEED -ED Certification First Library on National Register of Historic Places • Unified Development Code Amendments FEMA Floodplain Maps, Sustainable Design Standards and Incentives • DMASWA Landfill Methane End Use Study, Next Generation of Cells, Compost Quality and Quantity, New Waste Delivery Contracts • E B Lyons Development • Renewable Energy Assets University of Iowa Study • Dubuque Regional Smart Plan Development SOCIAL /CULTURAL VIBRANCY GOAL • Intercultural Competency Program within City Government Self - Assessment testing and Training • Police Explorer Program Support • Human Relations Initiative Strategy and Actions • Police /Race Dialogue Program • ADA Compliance Implementation, Actions • Sustainable Dubuque Indicators (SDI) Software Tool Direction and Funding PLANNED AND MANAGED GROWTH GOAL • Inflow & Infiltration Program /Home Inspections and EPA Consent Decree Implementation • SUDAS City Engineering Standards Update • Green and Healthy Homes Program Implementation • Food Inspections MOU /Agreement with Iowa Department of Health • Surveillance and Security Camera Strategy for City Facilities Design, Funding, Implementation • Leasing Policy for Iowa Street/Locust Street Ramp Direction • City Comprehensive Plan Update • Census County Question Resolution Challenge to Census Data 15 PARTNERSHIP FOR A BETTER DUBUQUE GOAL • Parks - schools Joint Projects and Services Collaboration Middle School Facility • Sister City Program • All America City Award Application • Pet park Concept Plan, Direction • Veterans Memorials (Marshall Park, Miller- Riverview Park, Chaplain Schmitt Island) Evaluation, Direction • Handicapped Accessibility for Parks and Park Assets Evaluation, Direction • Out -of- School Time Needs Assessment, Partnerships (21st Century Grant) • AmeriCorps Program Training, Volunteer Reception Center, Mock Drill for Disaster, Sustainability in Learning Programs • Bridges Out of Poverty Program City Support IMPROVED CONNECTIVITY: TRANSPORTATION AND TELECOMMUNICATIONS • Smart Transportation Program • Historic White Water Creek Bridge Project Relocated and Rehabilitation • Dubuque History Trail Route and Brochure • East/West Corridor Study Completion • Bike and Hike Trail Development a Catfish Creek Trail Feasibility Study Completion b Northwest Arterial Trail #2 and #3 • GIS /aALP (electronic airport layout plan) Pilot Study Implementation • Airport Safety Management System (SMS) Pilot Program Implementation • Transit Routes for Colleges Routes Grant Funding • Trolley Upgrades Grant Funding • The Jule Marketing (Ridership by Choice) OTHER CITY ACTIONS: • Quarterly Budget Monitoring Process Implementation • Performance Measures Implementation • Budget and Financial Report Rewrite • Website Content Management (CivicPlus) • Citizen Response Management System (WebQA) • Banking Services and Financial Advisory Services Decisions • 900 Mhz Data System Expansion • Employee Wellness Program Five -Year Goals, City Internet Posting Funding • Employee Involvement Teams Expansion Policy Changes, Funding • Healthcare Cost Containment Modified Prescription Drugs Program, Agreement with Hospitals • Police Officer Recruitment and Retention Actions • Police Accreditation Completion 16 Major Projects: ECONOMIC PROSPERITY GOAL • Riverfront Marina/Transient Boat Dock Project Completion • South Siegert Farm Industrial Park Design, Road Construction ENVIRONMENTAL /ECOLOGICAL INTEGRITY • City Hall Cooling System Project Design & Construction • Crescent Health Center /18th Street Building Renovation PLANNED AND MANAGED GROWTH GOAL • Bee Branch Creek Restoration Project Lower Branch Construction, Upper Branch Design, Land Acquisition, Funding • Water and Resource Recovery Plant Project • Sunset Ridge Sanitary Sewer Extension Project Construction • Catfish Creek Watershed Management Plan Development IMPROVED CONNECTIVITY: TRANSPORTATION AND TELECOMMUNICATIONS • Airport Terminal Complex Project Design, Site Work, Construction, U S 61 Intersection (IDOT Project) • Central Avenue Resurfacing Project (Joint City /IDOT) • Bus Fleet Replacement Program Completion PQ (ic--t C-b-e AGREEMENT 1/ 0-r pv . / BETWEEN THE CITY OF DUBUQUE, IOWA AND GREATER DUBUQUE DEVELOPMENT CORPORATION THIS AGREEMENT, dated for reference purposes the 1st day of July, 2012, 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 agrees to 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. The City Council goals and priorities are attached hereto as Appendix D. 2. Time of Performance. This Agreement shall be from July 1, 2012 through June 30, 2013. 3. Compensation. City shall pay Corporation for Fiscal Year 2013 an amount not to exceed $586,613 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: ,c (e5ccet> a) The General Economic Development Services ($95,613) and Dubuque Area Retail Expense ($35,000) shall be paid separately in four equal installments of $32,653.25 (General Economic Development Services $23,903.25; Dubuque Area Retail Expense $8,750) payable September 30, 2012, December 31, 2012, March 31, 2013 and June 30, 2013. b) City shall pay Corporation $185,000 for Next Campaign, which payment shall constitute the first of five annual payments of $185,000 each for the Greater Dubuque: NEXT 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, which payment shall constitute the fifth of nine annual payments of $100,000 each for the Dubuque Works 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. d) City shall pay Corporation $125,000 for workforce recruitment, which payment shall constitute the fifth of nine annual payments of $125,000 each. 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 an additional $670 which represents payment for �� rnent, which payment shall constitute full and complete compensation for such services. Such compensation shall be paid by -0)4°C3r. City to Corporation within ten (10) days after receipt by City of a requisition for such sum from Corporation. u ■1 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. 4. Audit and Evaluation. Inasmuch as the funds are provided to Corporation by City, and are subject to audit and performance evaluation to insure 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 ('�✓1N(M� APCUIgt--5 vj rr3J (v.� 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. 4. 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, 2012. Written progress reports and financial statements shall be rendered monthly no later than fifteen (15) days after the end of each month. Such reports shall include a report as to the progress on City projects as well as a report on the breakdown of expenditures. In addition, corporation shall provide City an annual audit report. 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. 5. 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. 6. 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. 7 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 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. 8. Assignability. Corporation shall not assign any interest in this Agreement without the prior written permission of City. 9. Insurance. Corporation shall provide such insurance as required by the Insurance Schedule attached hereto during the term of this Agreement. WITNESS: CITY OF DUBUQUE, IOWA Kevin Firnstahl, City Clerk Roy D. Buol, Mayor GREATER DUBUQUE DEVELOPMENT CORPORATION Rick Dickinson, Executive Director 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. NEXT 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 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 DEVELOPMENT 6. 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. iirr= r'r� Corporation Responsibilities •' W vvbi r MEN CC tic du- The Corporation will provide City unlimited job postings to www.Accessdubuquejobs.com. 7. 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 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. 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. APPENDIX "B" CITY OF DUBUQUE ADMINISTRATIVE POLICY POLICY NUMBER: 3.20 SUBJECT: TRAVEL REGULATIONS FOR OUT OF CITY TRAVEL APPROVED BY: CITY MANAGER EFFECTIVE DATE: 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 Iowa 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 City 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 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. Check Advance. 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. City 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 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. METHOD 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 City -Owned Vehicle. If a City of Dubuque owned vehicle is availabte for your department, the Department Manager may require it to be used in lieu of personal vehicle. 3. Use of Privately -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 comply with 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. 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. AUTHORIZED EXPENSES AND REQUIRED 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. Lodging Expense. 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 Direct" 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 Expense. 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. 6:00 A.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 21st 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. (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. TaxiNehicle Rental /Parking Expense. 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. Telephone Expense. Telephone calls for official business are reimbursable with detail required. 6. Registration 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 Expenses. 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 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 request/reimbursement 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. REIMBURSEMENT APPROVAL Approval requirements for reimbursement of travel expenses are as follows: 1. Department Manager Approval. Requests for reimbursement of travel expenses must be reviewed and approved by the appropriate department manager. 2. Finance Approval. 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. Michael C. Van Milligen City Manager INSURANCE SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE 1. All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa. All insurers shall have a rating of A better in the current A.M. Best Rating Guide. 2. All policies of insurance shall be endorsed to provide a thirty (30) day advance notice of cancellation to the City of Dubuque, except for 10 day notice for non - payment, if cancellation is prior to the expiration date. This endorsement supersedes the standard cancellation statement on the Certificate of Insurance. 3. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates shall include copies of the following endorsements: a) Commercial General Liability policy is primary and non - contributing. b) Commercial General Liability additional insured endorsement. c) Governmental Immunities Endorsement. shall also be required to provide Certificates of Insurance of all subcontractors and all sub -sub contractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the same insurance requirements as required of 4. Each certificate shall be submitted to the contracting department of the City of Dubuque. 5. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 6. Contractor shall be required to carry the following minimum coverage /limits or greater if required by law or other legal agreement: a) COMMERCIAL GENERAL LIABILITY General Aggregate Limit $2,000,000 Products - Completed Operations Aggregate Limit $1,000,000 Personal and Advertising Injury Limit $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage limit (any one occurrence) $ 50,000 Medical Payments $ 5,000 INSURANCE SCHEDULE C (Continued) INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE This coverage shall be written on an occurrence form, not claims made form. All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP 0002 shall be clearly identified. Form CG 25 04 03 97 'Designated Location (s) General Aggregate Limit' shall be included. Governmental Immunity endorsement identical or equivalent to form attached. Additional Insured Requirement: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and /or authorities and their board members, employees and volunteers shall be named as an additional insured on General Liability including "ongoing operations" coverage equivalent to ISO CG 20 10 07 04. b) Automobile $1,000,000 combined single limit. c) WORKERS COMPENSATION & EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability: Each Accident Each Employee Disease Policy Limit Disease d) PROFESSIONAL LIABILITY e) UMBRELLA/EXCESS LIABILITY * *Coverage and /or limit of liability to be determined on a case -by -case basis by Finance Director. $ 100,000 $ 100,000 $ 500,000 $1,000,000 Completion Checklist ❑ Certificate of Liability Insurance (2 pages) ❑ Designated Location(s) General Aggregate Limit CG 25 04 03 97 ❑ Additional Insured CG 20 10 07 04 ❑ Governmental Immunities Endorsement 3 POLICY NUMBER CCMIiAERCIAL GENERAL LIABILITY CO 2010 0744 THIS ENDORSEMENT CHANGES THE POLICY. PL_EA5E READ IT CAREFULLY, ADDITIONAL INSURED - OWNER, LESSEES OR CONTRACTORS , HED fL50 PRSON OR ORGANIZATION, This endorsement modifies insurance provided under the. titow,ngi coMhll:RcIAL aLNPPAL LIA.MILITY Vl=PACF, PAM` HeDuL1 Narrrra r+f Atidli4Mail Persnn(0 Or Organizetion(s) The City of Dubuque, including all its' g1euLeil old a poi uted Offic:1a1N, all 11:$ einp1 uyees and vol urrteer s, all i i,s boards c;anlmissi.uhs Srrlrllar au ftior it ies rid their :audrd ' lneirrb60s 0 enpluyees grad volunteer': Location(s) Of Cbvaered Operaatfan$ Information required to ximplete this Schedule. If notahowri above, Will be shown in the DecloratIane. A. Section !1 — wlto Es An Insurod is amended to Include es an add1ff inel Insured the pezettn(a) DJ- organization(*) shown in the ychddule, but only with respect to IiabgaTy for "bodily injury', "property damage' or 'personal and erdvetlfaiig injury' Caused, ii whole oar ri prat, li . 1. Your acts or aaniseiont- ar 2. The acts or omissions of thrraca acting on your Outwit in the performance of your' ongoing Operations fair th dI1k n31 Inaured(a) at he locatlon(a) desig- nated above. . 'IVllh respect to !fife houtance afforded to these eddltlanal Insnreda, the fallowing additional exc u- siwi apply, This rnsuranc , rims not al.+piy to "bodily injury' or 'property damage" occur, ing after; 1. All work, including malertele, parts or equip- ment fuirii *fled in gone -tiun with such work, On tho projco: (Dolor than aervlce, maintenance t rep.,;) to be performed by or on behalf of the addifiona8I ineu'ed((l, at the Taxation of the crsvered,gperaations has been ornpleled; or 2. That Onion of "your Work" out of which the injury or demsge arieeas has aeon put to Its In- tended d us4 by any person or abrgenizatfon other then ar..ther contractor or subcantraoter en- gaged In perlommrn f operallons for a principal as a part of the same project. CG 2010 07 04 IsO Priptrites, ins., 2W4 Page 't of 1 la 4 CITY OF DUBUQUE, IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT 1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. 2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non - Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Policy. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. SPECIMEN 5 Attachment D The following are the official Vision & Mission Statements, Five Year City and Community Goals, Top & High Priorities for the City of Dubuque as well as the Management Plan and Major Projects as adopted by the Dubuque City Council at their annual goal- setting session August 24 — 25, 2011. The Dubuque 2026 Vision Statement The city of Dubuque is a progressive, sustainable city with a strong diversified economy and expanding global connections; the Dubuque community is an inclusive community celebrating culture and heritage and has actively preserved our Masterpiece on the Mississippi; Dubuque citizens experience healthy living and active retirement through quality, livable neighborhoods and an abundance of fun things to do and they are engaged in the community, achieving goals through partnerships; and Dubuque City government is financially sound and providing services with citizens getting value for their tax dollars. Mission Statement The City's mission is to deliver excellent municipal services that support urban living, and contribute to a sustainable city. The City plans for the community's future, and facilitates access to critical human services. The result is a financially sound city government and citizens getting services and value for their tax dollar. Five -Year City Goals • Planned and managed growth • Partnering for a better Dubuque • Improved connectivity — transportation and telecommunications Five -Year Community Goals for a Sustainable Dubuque • Economic Prosperity • Social /Cultural Vibrancy Environmental Integrity 6 2011 - 2013 Top Priorities: 1) 9 -1 -1 Center Relocation Analysis 2) Arts and Culture Strategy City Council Community Goal it is under: Social Cultural Vibrancy Objectives for Social Cultural Vibrancy: • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or life style • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included • Increase resident interaction using vehicles like clean up campaigns, neighborhood picnics, new neighbor welcoming events, and other strategies developed by residents • Celebrate the cultural traditions and heritage • Become a regional hub for arts and culture • Have an efficient public health system that focuses on prevention and wellness • Work with viable not - for - profit partners: Community Foundation, Multicultural Family Center Board, Hispanic Ministry, DACU, Neighborhood Organizations and others for Social /Cultural Vibrancy Means to Residents (outcomes): • Everyone is welcome in the Dubuque community • Living life without fear or threats • Equal treatment for all by City staff • City services are available for all and delivered in an equitable and fair manner • City workforce reflecting the diversity of the community 3) Clean Air Attainment Strategy City Council Community Goal it is under: Environmental /Ecological Integrity Objectives for Environmental /Ecological Integrity: • Become a smarter city using sustainable technology for water, energy, transportation, health and wellness — a model community for the world • Reduce the potential flooding through protection • Reduce the community's carbon footprint • Improve the air quality— avoiding nonattainment • Reduce energy consumption and increase the use of alternative energy sources • Preserve Dubuque's natural and historic resources Means to Residents (outcomes): • Protecting the natural and historic resources and environment of Dubuque • City government using sustainable practice in daily operations • Healthy living environments: homes, neighborhoods and community • Clean water and air • Preserve natural resources • Opportunity for a healthy life style including local food products 7 4) Historic Millwork District Master Plan City Council Community Goal it is under: Planned and Managed Growth Objectives for Planned and Managed Growth: • Complete the Historic Millwork District as a thriving mixed use development with residential, retail /office, entertainment — a model for developers and other cities • Have safe, healthy neighborhoods citywide and homes with a variety of housing options • Have a thriving Downtown with professional offices, retail, residential and entertainment • Continue strong vibrant 24/7 residential /central business core (Main Street Service Area Downtown and Warehouse District) — including residential opportunities • Annex areas consistent with the annexation policy, including City services to annexed area • More beautiful, visually appealing city with attractive gateways, corridors, neighborhoods, homes and businesses • Develop Washington Neighborhood as a model for other neighborhoods Objectives from Social /Cultural Vibrancy Goal: • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or lifestyle • • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included Means to Residents (outcomes): • Stable property taxes for residents and businesses • More job opportunities for all skill levels • Choice of livable neighborhoods • Opportunities for our children to stay in Dubuque • Predictable future development • Quality services to residents in annexed area 5) Southwest Arterial Project City Council Community Goal it is under: Improved Connectivity: Transportation and Telecommunications Objectives for Transportation and Telecommunications: • Increase and sustain commercial air service, including additional provider(s) and hub(s) • Have the ability to drive the Southwest Arterial (Iowa Highway 32) • Develop a new model for public transit with high ridership by choice (working with ECIA) • Develop passenger rail service to Chicago • Develop an up -to -date, modern air terminal that appeals to air travelers • Improve traffic flow throughout the City — East -West Corridors, roundabouts, light synchronization • Use "Complete Streets Concepts" Means to Residents (outcomes): • Reduced traffic congestion and improved traffic flow 8 • Better conditions of streets, eliminated obstructions, and improved visibility • Commuting through telecommunications • Greater economic opportunities • Air access to multiple hubs 6) Support of Greater Dubuque Development Corporation City Council Community Goal it is under: Economic Prosperity Objectives for Economic Prosperity: • Diversify the regional Dubuque economy • Retain, expand and grow local businesses, attract new businesses and to provide a more diverse tax base and job opportunities • Have the infrastructure and amenities to support economic development and growth: industrial /business parks, streets and utility services, air service and housing • Have a workforce prepared for 21st century jobs • Have employment opportunities for persons of all skill and education levels • Have top quality life options and job opportunities for all residents • Work with viable not - for - profit partners: Greater Dubuque Development Corporation, Dubuque Initiatives, Washington Neighborhood Development Corporation, Main Street and others for economic prosperity Objective from Social /Cultural Vibrancy goal: • Continue to become an inclusive community in which all feel welcome and included Means to Residents (outcomes): • High speed, reliable and economical telecommunications • Young professionals want to live here • Our children want to return to raise their families • More retail, service and entertainment opportunities — keeping dollars in Dubuque • Insulation from economic cycles through diverse businesses 7) Washington Neighborhood Strategy City Council Community Goal it is under: Planned and Managed Growth Objectives for Planned and Managed Growth: • Complete the Historic Millwork District as a thriving mixed use development with residential, retail /office, entertainment— a model for developers and other cities • Have safe, healthy neighborhoods citywide and homes with a variety of housing options • Have a thriving Downtown with professional offices, retail, residential and entertainment • Continue strong vibrant 24/7 residential /central business core (Main Street Service Area Downtown and Warehouse District) — including residential opportunities • Annex areas consistent with the annexation policy, including City services to annexed area • More beautiful, visually appealing city with attractive gateways, corridors, neighborhoods, homes and businesses • Develop Washington Neighborhood as a model for other neighborhoods. 9 Objectives from Social /Cultural Vibrancy Goal: • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or lifestyle • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included Means to Residents (outcomes): • Stable property taxes for residents and businesses • More job opportunities for all skill levels • Choice of livable neighborhoods • Opportunities for our children to stay in Dubuque • Predictable future development • Quality services to residents in annexed area 2011 — 2013 High Priorities: 8) Annexation Study City Council Community Goal it is under: Planned and Managed Growth Objectives for Planned and Managed Growth: • Complete the Historic Millwork District as a thriving mixed use development with residential, retail /office, entertainment — a model for developers and other cities • Have safe, healthy neighborhoods citywide and homes with a variety of housing options • Have a thriving Downtown with professional offices, retail, residential and entertainment • Continue strong vibrant 24/7 residential /central business core (Main Street Service Area Downtown and Warehouse District) — including residential opportunities • Annex areas consistent with the annexation policy, including City services to annexed area • More beautiful, visually appealing city with attractive gateways, corridors, neighborhoods, homes and businesses • Develop Washington Neighborhood as a model for other neighborhoods. Means to Residents (outcomes): • Stable property taxes for residents and businesses • More job opportunities for all skill levels • Choice of livable neighborhoods • Opportunities for our children to stay in Dubuque • Predictable future development • Quality services to residents in annexed area 9) Every Child 1 Every Promise City Council Community Goal it is under: Partnering for a Better Dubuque Objectives for Partnering for a Better Dubuque: • Federal and State lobbying and advocacy for Dubuque 10 • Partner for economic and workforce development • Partner with education • Partner for culture and arts • Partner for support of families and children • Partner for housing opportunities • Partner for healthcare and wellness • Partner for historic preservation • Partner for delivery of human services — meeting the needs of the underserved • Partner with faith -based organizations • Partner for sustainability • Maintain and enhance private - public partnerships with common goals and commitments to shared resources that benefit the Dubuque community • Increase resident engagement in the City's governance processes Objectives from Social /Cultural Vibrancy Goal: • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or lifestyle • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included Means to Residents (outcomes): • Bigger "bang" for tax dollars • Enhanced economic development opportunities • More ownership of end products — people involved in the process, and support outcomes • Better access and use of facilities • Protection of your interests 10) Master Plan for Chaplain Schmitt Island City Council Community Goal it is under: Economic Prosperity Objectives for Economic Prosperity: • Diversify the regional Dubuque economy • Retain, expand and grow local businesses, attract new businesses and to provide a more diverse tax base and job opportunities • Have the infrastructure and amenities to support economic development and growth: industrial /business parks, streets and utility services, air service and housing • Have a workforce prepared for 21st century jobs • Have employment opportunities for persons of all skill and education levels • Have top quality life options and job opportunities for all residents • Work with viable not - for - profit partners: Greater Dubuque Development Corporation, Dubuque Initiatives, Washington Neighborhood Development Corporation, Main Street and others for economic prosperity Means to Residents (outcomes): • High speed, reliable and economical telecommunications • Young professionals want to live here • Our children want to return to raise their families 11 • More retail, service and entertainment opportunities — keeping dollars in Dubuque • Insulation from economic cycles through diverse businesses 11) Multicultural Family Center Support City Council Community Goal it is under: Partnering for a Better Dubuque Objectives for Partnering for a Better Dubuque: • Federal and State lobbying and advocacy for Dubuque • Partner for economic and workforce development • Partner with education • Partner for culture and arts • Partner for support of families and children • Partner for housing opportunities • Partner for healthcare and wellness • Partner for historic preservation • Partner for delivery of human services — meeting the needs of the underserved • Partner with faith -based organizations • Partner for sustainability • Maintain and enhance private - public partnerships with common goals and commitments to shared resources that benefit the Dubuque community • Increase resident engagement in the City's governance processes Objectives from Social /Cultural Vibrancy Goal: • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or lifestyle • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included Means to Residents (outcomes): • Bigger "bang" for tax dollars • Enhanced economic development opportunities • More ownership of end products — people involved in the process, and support outcomes • Better access and use of facilities • Protection of your interests 12) New Industrial Park Location and Action Plan City Council Community Goal it is under: Economic Prosperity Objectives for Economic Prosperity: • Diversify the regional Dubuque economy • Retain, expand and grow local businesses, attract new businesses and to provide a more diverse tax base and job opportunities • Have the infrastructure and amenities to support economic development and growth: industrial /business parks, streets and utility services, air service and housing • Have a workforce prepared for 21st century jobs • Have employment opportunities for persons of all skill and education levels • Have top quality life options and job opportunities for all residents 12 • Work with viable not - for - profit partners: Greater Dubuque Development Corporation, Dubuque Initiatives, Washington Neighborhood Development Corporation, Main Street and others for economic prosperity Means to Residents (outcomes): • High speed, reliable and economical telecommunications • Young professionals want to live here • Our children want to return to raise their families • More retail, service and entertainment opportunities — keeping dollars in Dubuque • Insulation from economic cycles through diverse businesses 13) Red Light and Speed Enforcement Cameras City Council Community Goal it is under: Improved Connectivity: Transportation and Telecommunications Objectives for Improved Connectivity: Transportation and Telecommunications: • Increase and sustain commercial air service, including additional provider(s) and hub(s) • Have the ability to drive the Southwest Arterial (Iowa Highway 32) • Develop a new model for public transit with high ridership by choice (working with ECIA) • Develop passenger rail service to Chicago • Develop an up -to -date, modern air terminal that appeals to air travelers • Improve traffic flow throughout the City — East -West Corridors, roundabouts, light synchronization • Use "Complete Streets Concepts" Means to Residents (outcomes): • Reduced traffic congestion and improved traffic flow • Better conditions of streets, eliminated obstructions, and improved visibility • Commuting through telecommunications • Greater economic opportunities • Air access to multiple hubs 14) Safe Community Initiative City Council Community Goal it is under: Social Cultural Vibrancy Objectives for Social Cultural Vibrancy: • Increase the mutual understanding, acceptance and tolerance among all regardless of their ethnic background or life style • Increase the level of social tolerance and reduce the level of fear of others different than me • Continue to become an inclusive community in which all feel welcome and included • Increase resident interaction using vehicles like clean up campaigns, neighborhood picnics, new neighbor welcoming events, and other strategies developed by residents • Celebrate the cultural traditions and heritage • Become a regional hub for arts and culture • Have an efficient public health system that focuses on prevention and wellness 13 • Work with viable not - for - profit partners: Community Foundation, Multicultural Family Center Board, Hispanic Ministry, DACU, Neighborhood Organizations and others for Social /Cultural Vibrancy Means to Residents (outcomes): • Everyone is welcome in the Dubuque community • Living life without fear or threats • Equal treatment for all by City staff • City services are available for all and delivered in an equitable and fair manner • City workforce reflecting the diversity if the community 15) Street Improvement Program City Council Community Goal it is under: Improved Connectivity: Transportation and Telecommunications Objectives for Improved Connectivity: Transportation and Telecommunications: • Increase and sustain commercial air service, including additional provider(s) and hub(s) • Have the ability to drive the Southwest Arterial (Iowa Highway 32) • Develop a new model for public transit with high ridership by choice (working with ECIA) • Develop passenger rail service to Chicago • Develop an up -to -date, modern air terminal that appeals to air travelers • Improve traffic flow throughout the City — East -West Corridors, roundabouts, light synchronization • Use "Complete Streets Concepts" Means to Residents (outcomes): • Reduced traffic congestion and improved traffic flow • Better conditions of streets, eliminated obstructions, and improved visibility • Commuting through telecommunications • Greater economic opportunities • Air access to multiple hubs 2011 — 2013 Management Agenda: ECONOMIC PROSPERITY GOAL • Industrial Riverfront Leases: Agreements • Arts and Economic Prosperity Study: Economic Impact of the Arts Evaluation • Local Arts Index Study: Completion • Dubuque Initiatives: Loans Status, Next Steps • Green Jobs Training Program: Support • Workforce Market -Rate Housing Strategy: City Actions • Baseball attraction study 14 ENVIRONMENTAL /ECOLOGICAL INTEGRITY GOAL • Sustainability purchasing policy and procedures • Air Quality Study Phase II • Energy Efficiency Conservation Block Grant: Implementation • AVL for City fleet • AVL for transit • Grand River Center Smart Electric Meters Project: Completion • University of Iowa Initiative for Sustainable Communities: 5 Projects • Green Team Work Plan: Implementation • Sustainability Curriculum in the School System (Green Vision Program) • City Operations Sustainability Performance Measures: Development • Green and Healthy Homes Program: Lead Hazard Control, Health Homes Program • Library LEED -ED Certification: First Library on National Register of Historic Places • Unified Development Code Amendments: FEMA Floodplain Maps, Sustainable Design Standards and Incentives • DMASWA Landfill: Methane End Use Study, Next Generation of Cells, Compost Quality and Quantity, New Waste Delivery Contracts • E.B. Lyons Development • Renewable Energy Assets: University of Iowa Study • Dubuque Regional Smart Plan: Development SOCIAL /CULTURAL VIBRANCY GOAL • Intercultural Competency Program within City Government: Self - Assessment testing and Training • Police Explorer Program: Support • Human Relations Initiative: Strategy and Actions • Police /Race Dialogue Program • ADA Compliance: Implementation, Actions • Sustainable Dubuque Indicators (SDI) Software Tool: Direction and Funding PLANNED AND MANAGED GROWTH GOAL • Inflow & Infiltration Program /Home Inspections and EPA Consent Decree Implementation • SUDAS City Engineering Standards: Update • Green and Healthy Homes Program: Implementation • Food Inspections: MOU /Agreement with Iowa Department of Health • Surveillance and Security Camera Strategy for City Facilities: Design, Funding, Implementation • Leasing Policy for Iowa Street/Locust Street Ramp: Direction • City Comprehensive Plan: Update • Census County Question Resolution: Challenge to Census Data 15 PARTNERSHIP FOR A BETTER DUBUQUE GOAL • Parks - schools Joint Projects and Services Collaboration: Middle School Facility • Sister City Program • All America City Award: Application • Pet park: Concept Plan, Direction • Veterans Memorials (Marshall Park, Miller- Riverview Park, Chaplain Schmitt Island): Evaluation, Direction • Handicapped Accessibility for Parks and Park Assets: Evaluation, Direction • Out -of- School Time: Needs Assessment, Partnerships (21st Century Grant) • AmeriCorps Program: Training, Volunteer Reception Center, Mock Drill for Disaster, Sustainability in Learning Programs • Bridges Out of Poverty Program: City Support IMPROVED CONNECTIVITY: TRANSPORTATION AND TELECOMMUNICATIONS • Smart Transportation Program • Historic White Water Creek Bridge Project: Relocated and Rehabilitation • Dubuque History Trail: Route and Brochure • EastlWest Corridor Study: Completion • Bike and Hike Trail Development a. Catfish Creek Trail Feasibility Study: Completion b. Northwest Arterial Trail #2 and #3 • GIS /aALP (electronic airport layout plan) Pilot Study: Implementation • Airport Safety Management System (SMS) Pilot Program: Implementation • Transit Routes for Colleges Routes: Grant Funding • Trolley Upgrades: Grant Funding • The Jule Marketing (Ridership by Choice) OTHER CITY ACTIONS: • Quarterly Budget Monitoring Process: Implementation • Performance Measures: Implementation • Budget and Financial Report: Rewrite • Website Content Management (CivicPlus) • Citizen Response Management System (WebQA) • Banking Services and Financial Advisory Services: Decisions • 900 Mhz Data System: Expansion • Employee Wellness Program: Five -Year Goals, City Internet Posting Funding • Employee Involvement Teams Expansion: Policy Changes, Funding • Healthcare Cost Containment: Modified Prescription Drugs Program, Agreement with Hospitals • Police Officer Recruitment and Retention: Actions • Police Accreditation: Completion 16 Major Projects: ECONOMIC PROSPERITY GOAL • Riverfront Marina /Transient Boat Dock Project: Completion • South Siegert Farm Industrial Park: Design, Road Construction ENVIRONMENTAL /ECOLOGICAL INTEGRITY • City Hall Cooling System Project: Design & Construction • Crescent Health Center /18th Street Building Renovation PLANNED AND MANAGED GROWTH GOAL • Bee Branch Creek Restoration Project: Lower Branch Construction, Upper Branch Design, Land Acquisition, Funding • Water and Resource Recovery Plant Project • Sunset Ridge Sanitary Sewer Extension Project: Construction • Catfish Creek Watershed Management Plan: Development IMPROVED CONNECTIVITY: TRANSPORTATION AND TELECOMMUNICATIONS • Airport Terminal Complex Project: Design, Site Work, Construction, U.S. 61 Intersection (IDOT Project) • Central Avenue Resurfacing Project (Joint City /IDOT) • Bus Fleet Replacement Program: Completion AGREEM ENT BETWEEN THE CITY OF DUBUQUE, IOWA AND GREATER DUBUQUE DEVELOPMENT CORPORATION THIS AGREEMENT, dated for reference purposes the 1st day of July, 2012, 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, and 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 --( Formatted: Underline viable community by encouraging private sector development, which produces lobs 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 Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.5" t- l Formatted: Indent: First line: 0" Corporation agrees to 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 The City Council goals and priorities are attached hereto as Appendix D 1-2 Term Time of Agreement This Agreement shall be for a term commencing onfrom July 1, 2012 through June 30, 2013 2 Purpose 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) available to facilitate cuch expansion, (b) that other resources shall be developed to aid in the recruitment of bucinces and inductry, ccpccially those that offer 3 Services Corporation agrees to carry out the activities described in "Appendix A Scope of Activities ", hereto attached City agrees to perform its responsibilities set forth in 4he samo ppendix 1 Amcndmcntc and Chang City and Corporation recognize and mutually agrcc Therefore, the program of work set forth in Appendix A is intended to serve as an outline of activities that may be addressed during the period of this Agreement, and may be amended with the approval of the City Manager 3 Compensation City shall pay Corporation for Fiscal Year 2013 an amount not to— - - - exceed $586,613 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 Expense ($35,000) shall be paid separately in four equal installments of $32,653 25 (General Economic Development Services $23,903 25, Dubuque Area Retail Expense $8,750) payable September30, 2012, December3l, 2012, March 31, 2013 and June 30, 2013 b City shall pay Corporation $185,000 for Next Campaign, which payment shall constitute the first of five annual payments of $185,000 each for the Greater Dubuque NEXT 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, which payment shall constitute the fifth of nine annual payments of $100,000 each for the Dubuque Works 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 d City shall pay Corporation $125,000 for workforce recruitment, which payment shall constitute the fifth of nine annual payments of $125,000 each 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 an additional $6,000 which represents payment for Iowa Workforce Development, 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 Formatted: Tab stops: 0.5", Left + Not at 0.66" f 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 44 Evaluation and Atd4Audit and Evaluation Inasmuch as the funds are provided to Corporation by City, and are subject to audit and performance evaluation to insure 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 75 Reporting and Monitoring A status report shall be made to the City Council during January and J unc 2011 Corporation shall provide City quarterly reports at a requlariv scheduled City Council meeting detailing its activities beginning with the quarter ending September 30, 2012 Written progress reports and financial statements shall be rendered monthly no later -- - Formatted: Indent: First line: 0" than fifteen (15) days after the end of each month Such reports shall include a report as to the progress on City projects as well as a report on the breakdown of expenditures In addition, Corporation shall provide City an annual audit report 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 and the City Manager may direct shall 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 86 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 Q7 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 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 1 408 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 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 11 Com !lance with Local Laws Corporation shall comply with all applicable lawc, ordinances, and codes of the State of Iowa and the City of Dubuque 9 Assignability Corporation shall not assign any interest in this Agreement without--- - the prior written permission of City Formatted: Indent: Hanging: 0.44 ", Tab stops: 0.5 ", List tab 10 Insurance Corporation shall provide such insurance as required by the Insurance Schedule attached hereto during the term of this Agreement WITNESS CITY OF DUBUQUE, IOWA Kevin Firnstahl, City Clerk Roy D Buol, Mayor GREATER DUBUQUE DEVELOPMENT CORPORATION Rick Dickinson, Executive Director 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 NEXT 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 fobs, conduct over 250 InfoAction interviews per year with regional employers and 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 DEVELOPMENT 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 IOWA WORKFORCE DEVELOPMENT Corporation Responsibilities The Corporation will provide City unlimited job postings to www Accessdubuquejobs com 7 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 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 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 CITY OF DUBUQUE ADMINISTRATIVE POLICY POLICY NUMBER: 3 20 SUBJECT: TRAVEL REGULATIONS FOR OUT OF CITY TRAVEL APPROVED BY: CITY MANAGER EFFECTIVE DATE: 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 Iowa 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 City 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 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 (1 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 Check Advance 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 City 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 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 METHOD 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 City -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 Privately -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 comply with 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 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 AUTHORIZED EXPENSES AND REQUIRED 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 Lodging Expense 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 Direct" 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 Expense 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 600AM 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 24th, full days on the 21st 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 (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 TaxiNehicle Rental /Parking Expense 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 Telephone Expense Telephone calls for official business are reimbursable with detail required 6 Registration 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 Expenses Any other expense for which reimbursement is being requested which does not fit in any of the above categories (1 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 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 request /reimbursement 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 REIM BURSEM ENT APPROVAL Approval requirements for reimbursement of travel expenses are as follows 1 Department Manager Approval Requests for reimbursement of travel expenses must be reviewed and approved by the appropriate department manager 2 Finance Approval 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 Michael C Van Milligen City Manager INSURANCE SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE 1 All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa All insurers shall have a rating of A better in the current A M Best Rating Guide 2 All policies of insurance shall be endorsed to provide a thirty (30) day advance notice of cancellation to the City of Dubuque, except for 10 day notice for non - payment, if cancellation is prior to the expiration date This endorsement supersedes the standard cancellation statement on the Certificate of Insurance 3 shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below Such Certificates shall include copies of the following endorsements a) Commercial General Liability policy is primary and non - contributing b) Commercial General Liability additional insured endorsement c) Governmental Immunities Endorsement shall also be required to provide Certificates of Insurance of all subcontractors and all sub -sub contractors who perform work or services pursuant to the provisions of this contract Said certificates shall meet the same insurance requirements as required of 4 Each certificate shall be submitted to the contracting department of the City of Dubuque 5 Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement 6 Contractor shall be required to carry the following minimum coverage /limits or greater if required by law or other legal agreement a) COMMERCIAL GENERAL LIABILITY General Aggregate Limit $2,000,000 Products - Completed Operations Aggregate Limit $1,000,000 Personal and Advertising Injury Limit $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage limit (any one occurrence) $ 50,000 Medical Payments $ 5,000 INSURANCE SCHEDULE C (Continued) INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE This coverage shall be written on an occurrence form, not claims made form All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP 0002 shall be clearly identified Form CG 25 04 03 97 'Designated Location (s) General Aggregate Limit' shall be included Governmental Immunity endorsement identical or equivalent to form attached Additional Insured Requirement The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and /or authorities and their board members, employees and volunteers shall be named as an additional insured on General Liability including "ongoing operations" coverage equivalent to ISO CG 20 10 07 04 b) Automobile $1,000,000 combined single limit. c) WORKERS COMPENSATION & EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability Each Accident Each Employee Disease Policy Limit Disease d) PROFESSIONAL LIABILITY e) UMBRELLA /EXCESS LIABILITY * *Coverage and/or limit of liability to be determined on a case -by -case basis by Finance Director $ 100,000 $ 100,000 $ 500,000 $1,000,000 Completion Checklist ❑ Certificate of Liability Insurance (2 pages) ❑ Designated Location(s) General Aggregate Limit CG 25 04 03 97 ❑ Additional Insured CG 20 10 07 04 ❑ Governmental Immunities Endorsement April 2005 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY C0 20 10 0704 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGAN IZATION This endorsement modifies insurance provided under the 'cawng COMMERCIAL GENERAL LIABILITY COVERAa OAR' SCHEDULE Name rA Ad'dttlnnwl Inward Minn.(*) Or Organization(s). Location(s) Of Covered Operations The City of Dubuque, including all its :flatted and appointed officials, all its amuluyees and vulunteers. all its boards. commissions and /or authorities and their ouard Inelnbers, employees and volunteers. Inform adon reauiredto >omelete this Schedule. if rotehane: above, will be shown in the Declardlone. A. Section II — Who Is An sneered is amended to Include es an additional Penned the person(s) or organizadon(s) shorn in the Sthedute, but only with respect to habit/ 'or "bodiy injury', "properly damage' or 'personal and edverdsing injury' caused ii whde or h pert. by: 1. Your acts or omissions or 2. The nom or omissions of those acting an yur oohalt in tie peiarmance of your ongoing operations for the actetorol Ineured(e) at the locadon(e) desig- nated above. B. 'A9th respect to tho ersurance afforded to these additional Insureds, the rolloverig edomonal e%dU sions apply. Tins neurone* does not aeply to 'tociy injury' or 'property damage" occunng alts:- 1 All work, ncluding malenals, pans or coup- /neat fuuiielled in mnnei7ion with sac` work, on the projoc (other then service, maintenance or repairs) to be performed by or on behalf of the addliona, insured(s) at the Iaation of the covered operations has been completed. or 2 That pnrtinn or "your work" out of which the Injary or damage aneea has Teen put to ha lo- tended use by any person or organization ether than arother contractor or subcontractor en- gaged m performing operaUtane for a pinclpal as a Dart of the same project SPECIMEN CG 20 10 07 04 C ISO Frooert es. :nc. 21X14 Page 1 of 0 April 2005 CITY OF DUBUQUE, IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT 1 Nonwaiver of Governmental Immunity The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670 4 as it is now exists and as it may be amended from time to time 2 Claims Coverage The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670 4 as it now exists and as it may be amended from time to time Those claims not subject to Code of Iowa Section 670 4 shall be covered by the terms and conditions of this insurance policy 3 Assertion of Government Immunity The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier 4 Non - Denial of Coverage The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa No Other Change in Policy The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy SPECIMEN Apn12005