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CS Agreement_Greater Dubuque Development CorporationTHE CITY OF DJbrE Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Contracted Services Agreement — Greater Dubuque Development Corporation DATE: June 10, 2013 Dubuque kittil All- America City 1111r 2012 During the Fiscal Year 2014 budget process, the Mayor and City Council provided $686,613 for the Contracted Services Agreement with the Greater Dubuque Development Corporation including $95,613 for economic development services, $185,000 for NEXT campaign, $100,000 for Dubuque Works, $125,000 for a staff person to assist with workforce development, $100,000 for a staff person to assist with Smarter Sustainable Dubuque, $35,000 to be used to assist in funding for Dubuque area retail expansion services (this previously was a partnership with Dubuque Initiatives, however FY 2010 was the last year of their participation), $6,000 to provide the City unlimited job postings to AccessDubuqueJobs.com and $40,000 for marketing commercial and industrial parks owned by the City. In FY 2013, this agreement was expanded to include attachment of the City Council goals and priorities. In FY 2014, the agreement is modified to advise that the City Manager, or the City Manager's designee, is the City's representative. Budget Director Jennifer Larson is recommending execution of the attached agreement with the Greater Dubuque Development Corporation for support of their economic development services. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM /jml Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Jenny Larson, Budget Director Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Jennifer Larson, Budget Director SUBJECT: Contracted Services Agreement — Greater Dubuque Development Corporation DATE: June 10, 2013 Dubuque All- America City 11111! 2012 Attached for City Council approval is the Contracted Services Agreement with the Greater Dubuque Development Corporation for the City's financial support during Fiscal Year 2014. The adopted Fiscal Year 2014 operating budget provides $686,613 for the Contracted Services Agreement with the Greater Dubuque Development Corporation including $95,613 for economic development services, $185,000 for NEXT campaign, $100,000 for Dubuque Works, $125,000 for a staff person to assist with workforce development, $100,000 for a staff person to assist with Smarter Sustainable Dubuque, $35,000 to be used to assist in funding for Dubuque area retail expansion services (this previously was a partnership with Dubuque Initiatives, however FY 2010 was the last year of their participation), $6,000 to provide the City unlimited job postings to AccessDubuqueJobs.com and $40,000 for marketing commercial and industrial parks owned by the City. In FY 2013, this agreement was expanded to include attachment of the City Council goals and priorities. In FY 2014, the agreement is modified to advise that the City Manager, or the City Manager's designee, is the City's representative. It is my recommendation that the City Council approves the attached Contracted Services Agreement with the Greater Dubuque Development Corporation and authorizes the Mayor to execute the contract on behalf of the City. Attachment JML AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND GREATER DUBUQUE DEVELOPMENT CORPORATION THIS AGREEMENT, dated for reference purposes the 1st day of July, 2013, 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. Corporation shall comply with City Council goals and priorities set forth in Appendix D. 2. City Responsibilities. City designates the City Manager, or the City Manager's designee, to act as its representative with respect to the work to be performed under this Agreement, and such person shall have authority to transmit instructions, receive information, interpret and define City's policies and provide decisions in a timely manner pertinent to the work covered by this Agreement until Corporation has been advised in writing by City that such authority has been revoked. In the event that any reports, records and maps are existing and available and are useful to carry out the work on the Scope of the Work, City shall promptly furnish such material to Corporation. 3. Time of Performance. This Agreement shall be from July 1, 2013 through June 30, 2014. 4. Compensation. City shall pay Corporation for Fiscal Year 2014 an amount not to exceed $686,613 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, 2013, December 31, 2013, March 31, 2014 and June 30, 2014. b) City shall pay Corporation $185,000 for Next Campaign, which payment shall constitute the second 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 sixth 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 sixth 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 $100,000 for a Director of Sustainable Innovation position which shall support the Smarter Sustainable Dubuque initiative, 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 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. 5. 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. 6. 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, 2013. 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. 7 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. 8. Interest of Member, Officers or Employees ofthe 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. 9. 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. 10. Assignability. Corporation shall not assign any interest in this Agreement without the prior written permission of City. 11. WITNESS: � ^~� Insurance. At the time of execution of this Agreement by CO[pV[GtOD. Corporation shall provide City copies of Corporation's insurance certificates showing compliance with the insurance requirements of Insurance Schedule D, included as Attachment C. Kevin FiOlSt8hi City Clerk CITY OF D BUQUE, IOWA Roy D. .Mayor GREATER DUBUQUE DEVELOPMENT CORPOFZATION 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. SMARTER SUSTAINABLE DUBUQUE Corporation Responsibilities The Corporation will hire a Director of Sustainable Innovation who shall be dedicated exclusively to assist with Smarter Sustainable Dubuque. 7. IOWA WORKFORCE DEVELOPMENT Corporation Responsibilities The Corporation will provide City unlimited job postings to www.Acce ssd u b uq u e jo bs. co m . 8. 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. 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. Loddinq 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 21 st 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. Telephone Expense. Telephone calls for official business are reimbursable with detail required. 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 City of Dubuque Insurance Requirements for Special Event Permits 1. Insurance Schedule D shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Exhibit I prior to effective date of permit. Each Certificate shall be prepared on the most current ACORD form approved by the Iowa Department of Insurance or an equivalent. Each certificate shall include a statement under Description of Operations as to why issued. Eg: Project or Lease of premises at or construction of 2. All policies of insurance required hereunder shall be with a carrier authorized to do business in Iowa and all carriers shall have a rating of A or better in the current A.M. Best's Rating Guide. 3. Each Certificate shall be furnished to the contracting department of the City of Dubuque. 4. 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. 5. All required endorsements to various policies shall be attached to Certificate of insurance. 6. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the provider identifying and listing in writing all deviations and exclusions that differ from the ISO form. 7. Provider shall be required to carry the minimum coverage /limits, or greater if required by law or other legal agreement, in Exhibit I. 8. Whenever an ISO form is referenced the current edition of the form must be used. Page 1 of 2 Schedule D, Special Event Permits April, 2013.Doc City of Dubuque Insurance Requirements for Special Event Permits Insurance Schedule D (continued) Exhibit I 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 $1,000,000 Fire Damage Limit (any one occurrence) $ 50,000 Medical Payments $ 5,000 a) Coverage shall be written on an occurrence, not claims made, form. All deviations from the standard I50 commercial general liability form CG 0001, or Business owners form BP 0002, shall be clearly identified. b) Include endorsement indicating that coverage is primary and non - contributory. c) Include an endorsement that deletes any fellow employee exclusion. d) Include additional insured endorsement for: 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. Use I50 form CG 2026. B) AUTOMOBILE LIABILITY $1 000 000 (Combined Single Limit) C) LIQUOR LIABILITY $ 1,000,000 (only if alcoholic beverages served) Page 2 of 2 Schedule D, Special Event Permits April, 2013.Doc Attachment D The following is the official Vision & Mission Statements, Five Year City and Community Goals, Top & High Priorities for the City of Dubuque as well asthe Management Plan and Major Projects as adopted by the Dubuque City Council at their annual goal- setting session August 27 — 28, 2012. The Dubuque 2027 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 2012 - 2014 Top Priorities: 1) Arts and Culture Strategy: Evaluation, Direction, Goals, City Action, City Funding City 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 lifestyle • 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 development by residents. • Become a regional hub for arts and culture • Have an efficient public health system that focuses on prevention and wellness 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 • Opportunities to experience arts and culture 2) Community Organizations: City Support and Funding a. Every Child Every Promise b. Project Hope c. Dubuque Works d. Distinctively Dubuque e. Dubuque Concierge Welcoming Program f. Initiatives for Inclusiveness Community Goal it is under: Social /Cultural Vibrancy (see description under Top Priority #1) 3) Dubuque Millwork District Master Plan: Projects, Parking Solutions City 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 April 2005 • Increase the visual appeal and beauty 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 4) Mystique Casino: Evaluation and Direction 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 employment opportunities for persons of all skill and education levels • Work with viable not - for - profit partners: Greater Dubuque Development Corporation, Dubuque Initiatives, Washington Neighborhood Development Corporation, Dubuque Main Street, Dubuque Area Chamber of Commerce, Community Foundation of Greater Dubuque, local colleges (100 mile radius) and others for economic prosperity • Have a workforce prepared for 21st century jobs • Have top quality life options and job opportunities for all residents • Embrace diverse population that support a multicultural workforce Means to Residents (outcomes): • 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 • Variety of job opportunities to citizens • Variety of education opportunities and internships for those jobs • Entrepreneurial opportunities to start and grow your business in the community 5) Southwest Arterial Funding City 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 April 2005 • 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" • Develop Fiber Redundancy 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 2012 - 2014 High Priorities: 1) GDDC: City Support City Goal it is under: Economic Prosperity (see description under Top Priority #4) 2) Indoor Aquatic Center: Evaluation, Direction and School Partnership City 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 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 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 April 2005 3) Masterplan for Chaplain Schmitt Island: Development City Goal it is under: Economic Prosperity (see description under Top Priority #4) 4) Safe Community Initiative: Monitoring and Next Steps Community Goal it is under: Social /Cultural Vibrancy (see description under Top Priority #1) 5) Skate Parks City Goal it is under: Partnering for a Better Dubuque (see description under High Priority #2) 6) Street Improvement Program City Goal it is under: Improved Connectivity: Transportation and Telecommunications (.see description under Top Priority #5) 7) Third Grade Reading Strategy: Direction and Implementation City Goal it is under: Partnering for a Better Dubuque (see description under High Priority #2) 2012 — 2014 Management Agenda: ECONOMIC PROPERITY GOAL • Dubuque Initiatives: Next Step • Green Jobs Training Program • Workforce Market Rate Housing Strategy • NICC Job Training Grant • Renewable Energy Program ENVIRONMENTAL /ECOLOGICAL INTEGRITY GOAL • Sustainability Purchasing Policy and Procedures • Energy Efficiency Community Block Grant (EECBG) Implementation • AVL for Transit • Grand River Center Electric Meters Project • University of Iowa Initiative for Sustainable Communities Projects • Green Team Work Plan: Implementation • Sustainability Curriculum in School System • City Operations: Sustainability Performance Measures • Dubuque Regional Smart Plan: Development • Department of Energy Smart Grid Grant • FEMA Flood Plain Maps: Amendment • Sustainable Design Standards and Incentives • DMASWA Landfill: Methane, Next Cell Approval, Compost: Quality and Quantity April 2005 SOCIAL /CULTURAL VIBRANCY GOAL • City Workforce Diversity: Recruitment and Selection • Territory Accountability Design: Targeted Actions • Multi- Cultural Center Building Expansion • Local Foods Program: Implementation • Urban Gardens: Development • Citizen Academy: Development • Intercultural Competency Program within City Government: Self Assessment, Training • Police Explorer Program: Support • Police -Race Dialog • Sustainable Dubuque Indicators Software Tool: Implementation PLANNED AND MANAGED GROWTH GOAL • Housing Program: Direction (including Section 8) • Inflow and Infiltration Program /Home Inspections: EPA Consent Decree Implementation • Surveillance and Security Camera Strategy: Design, Funding, Implementation • City Comprehensive Plan: Update • Census Count Resolution • Flood Wall: Funding, Evaluation, Cell Protection • SUDAS City Engineering Standards: Update • Bee Branch Creek Restoration Project: Railroad Resolution, Upper Branch Design, Land Acquisition, Funding PARTNERING FOR A BETTER DUBUQUE GOAL • Parks - School Joint Projects and Services: City Actions • City Volunteer Program: Development • Sister City Program: Delegation to Potential City • All America City Award • Dog Park Concept Plan: Development, Direction • Veterans Memorials: Marshall Park, Miller- Riverview Park, Chaplain Schmitt Island • Handicap Accessible for Parks: Direction • AmeriCorps Program: Training • Green Vision - Education • Bridges out of Poverty Program: City Support IMPROVED CONNECTIVITY: TRANSPORTATION AND TELECOMMUNICATIONS • Smart Transportation Program • Transit for College Routes: Implementation • Trolley Upgrades: Grant Funding • Traffic Signal Synchronization: Citywide OTHER CITY ACTIONS: April 2005 • Quarterly Budget Monitoring Process: Implementation • Performance Measures: Implementation • Budget and Financial Report: Re -write • Website Content Management (CivicPlus) • Citizen Response Management System (WebQA) • 900 MHz Data System: Expansion • Employee Wellness Program: Five -Year Goals, City Internet Posting • Employee Involvement Teams: Expansion • Healthcare Cost Containment: Modified Prescription Drugs Program, Agreement with Hospitals • Police Officer Recruitment and Retention: Actions • Bond Rating Review Major Projects: ECONOMIC PROPERITY GOAL • Riverfront Marina /Transient Boat Dock • South Siegert Farm Industrial Park ENVIRONMENTAL /ECOLOGICAL INTEGRITY GOAL • Crescent Health Center 18th Street Building Renovation PLANNED AND MANAGED GROWTH GOAL • Water and Resource Recovery Center April 2005 • Quarterly Budget Monitoring Process: Implementation • Performance Measures: Implementation • Budget and Financial Report: Re -write • Website Content Management (CivicPlus) • Citizen Response Management System (WebQA) • 900 MHz Data System: Expansion • Employee Wellness Program: Five -Year Goals, City Internet Posting • Employee Involvement Teams: Expansion • Healthcare Cost Containment: Modified Prescription Drugs Program, Agreement with Hospitals • Police Officer Recruitment and Retention: Actions • Bond Rating Review Major Projects: ECONOMIC PROPERITY GOAL • Riverfront Marina /Transient Boat Dock • South Siegert Farm Industrial Park ENVIRONMENTAL /ECOLOGICAL INTEGRITY GOAL • Crescent Health Center 18th Street Building Renovation PLANNED AND MANAGED GROWTH GOAL • Water and Resource Recovery Center April 2005