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POS FY09_Greater Dubuque Development CorpTHE CITY OF DUBUQUE Masterpiece on the Mississippi Dubuque All-American City 2007 May 21, 2008 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Purchase of Service Agreement - Greater Dubuque Development Corporation During the Fiscal Year 2009 budget process, the Mayor and City Council provided $270,613 for the Purchase of Service Agreement with the Greater Dubuque Development Corporation including $95,613 for economic development services, $100,000 for Destination for Opportunity, $35,000 towards a partnership with Dubuque Initiatives to be used to partially assist in funding a position for Dubuque area retail expansion services, and $40,000 for marketing commercial and industrial parks owned by the City. 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 THE CITY OF DUBUQUE Masterpiece on the Mississippi Dubuque All-American City 2007 May 21, 2008 TO: Michael C. Van Milligen, City Manager FROM: Jennifer Larson, Budget Director SUBJECT: Purchase of Service Agreement - Greater Dubuque Development Corporation Attached for City Council approval is the Purchase of Service Agreement with the Greater Dubuque Development Corporation for the City's financial support during Fiscal Year 2009. The adopted Fiscal Year 2009 operating budget provides $270,613 for the Purchase of Service Agreement with the Greater Dubuque Development Corporation including $95,613 for economic development services, $100,000 for Destination for Opportunity, $35,000 towards a partnership with Dubuque Initiatives to be used to partially assist in funding a position for Dubuque area retail expansion services, and $40,000 for marketing commercial and industrial parks owned by the City. It is my recommendation that the City Council approves the attached Purchase of Services Agreement with the Greater Dubuque Development Corporation and authorizes the Mayor to execute the contract on behalf of the City. Attachment JML RECEIVED JUN 11 2008 AGREEMENT BETWEEN THE CITY OF DUBUQE, IOWA AND GREATER DUBUQUE DEVELOPMENT CORPORATION THIS AGREEMENT, dated for reference purposes the 1st day of July, 2008, 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. NOW THEREFORE, the parties hereto agree as follows: Term of Aareement. This Agreement shall be for a term commencing on July 1, 2008 through June 30, 2009. 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) 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. 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 the same Appendix. 4. Amendments and Chanaes. City and Corporation recognize and mutually agree that the activities to be undertaken and the amounts proposed to be expended are subject to modification as economic development needs and opportunities change. 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. 5. Compensation. City shall pay Corporation for Fiscal Year 2009 an amount not to exceed $270,613 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 29, 2008, December 29, 2008, March 31, 2009 and June 30, 2009. b. City shall pay Corporation $100,000 for Destination for Opportunity, which payment shall constitute the second of five annual payments of $100,000 each for the Greater Dubuque: Destination for Opportunity 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. 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. 6. Evaluation and Audit. 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. 7. Reporting and Monitoring. A status report shall be made to the City Council during January and June 2009. Written progress reports 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. 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. 8. Discrimination. In carrying out the services underthisAgreement, Corporation shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, disability, sexual orientation, or national origin. Corporation shall take affirmative action to insure that applicants for employment are employed and that employees are treated during employment without regard to their race, color, religion, sex, age, disability, sexual orientation, or national origin. Such actions shall include, but not be limited to, the following: employment upgrading, demotion or transfer; recruitment or recruitment advertising; lay-off or termination; rates of pay or other forms of compensation; and selection for training, including apprentice-ship. Corporation shall state that all qualified applicants shall receive consideration for employment without regard to race, color, religion, sex, age, disability, sexual orientation, or national origin. 9. 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. 10. 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. 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. Compliance with Local Laws. Corporation shall comply with all applicable laws, ordinances, and codes of the State of Iowa and the City of Dubuque. 12. Assignability. Corporation shall not assign any interest in this Agreement without the prior written permission of City. 3 13. Insurance. Corporation shall provide such insurance as required by the Insurance Schedule attached hereto during the term of this Agreement. WITNESS: Jeanne F. Schneider, City Clerk CITY OF DUBUQUE, IOWA Roy D. Buol, Mayor GREATER DUBUQUE DEVELOPMENT CORPORATION Rick Dickinson, Executive Director APPENDIX "A" SCOPE OF ACTIVITIES 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. DESTINATION FOR OPPORTUNITY 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 afive-year period. The Corporation's responsibilities include: continuing Greater Dubuque's model business and retention program, InfoAction, to identify and assess the needs of existing employers; increasing the one-on-one InfoAction interviews to 200 contacts per year; assisting employers with the challenges and opportunities; providing 6 customized proposals and information when opportunities are identified through InfoAction interviews; promoting the Greater Dubuque area as a Destination for Opportunity to existing employers, growing workforce, and to new employers; managing and promoting the use of AccessDubuqueJobs.com to area businesses; developing a structured partnership between Greater Dubuque Development, the Telegraph Herald, Iowa Workforce Development, the Dubuque Area Chamber of Commerce, and regional employers; conducting an annual labor needs assessment with regional employers designed to identify the jobs and skill sets needed in the next ten years; developing a strong partnership with Northeast Iowa Community College, the University of Dubuque, Clarke College, Loras College, and the University of Wisconsin-Platteville that addresses curriculum development and the creation of a model internship program; developing an effective plan for marketing the Greater Dubuque area to a regional and national audience; partnering with area organizations to meet common goals; identifying and meet with potential business prospects; participating in the development of incentive agreements and in closing negotiations with business; determining the business community's receptivity to the start-up of a Venture Capital/Angel Investor program in conjunction with the Northeast Iowa Business Accelerator; identifying the strengths and weaknesses of the Dubuque area and suggest methods for developing a more attractive business climate for prospects; and creating 15-20% of new jobs through newly recruited business. 4. 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 15, 2002 (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 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. 8 Policy Number: 3.20 Travel Regulations for out of City Travel 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 three working 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 9 Policy Number: 3.20 Travel Regulations for out of City Travel 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. The minimum amount allowed for a check advance to be issued is $50.00. Travel advance checks should be issued only on regular accounts payable check runs and must be submitted by the check run deadline to be processed. 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. 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. 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. The City Manager may authorize the use of a City-owned vehicle when it appears the appropriate means of travel. If an employee is to be accompanied by anon-employee, a City vehicle shall not be used unless the non-employee is necessary for the purpose of the approved travel, and such accompaniment has been approved in advance by the Department Manager. 3. Use of Privately-Owned Vehicle. An employee may request authority to use a personal vehicle. The reimbursable expense allowance will be at the mileage 10 Policy Number: 3.20 Travel Regulations for out of City Travel rate established in the addendum to this AP plus tolls and parking fees, may be used in lieu of regular out-of-pocket expenses. 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 at coach or tourist rate if available. Determination of round-trip air fare ticket cost must be made with adequate planning at such time when travel advance form is completed/registration submitted. Round-trip air fare documentation needs to be submitted to obtain reimbursement. 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 airfare limitation. 4. Rental Vehicle. Reimbursement for a rental vehicle will be approved only when local transportation is required and other forms of transportation are not available or are more expensive. 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: 11 Policy Number: 3.20 Travel Regulations for out of City Travel 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 12 Policy Number: 3.20 Travel Regulations for out of City Travel 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. In the rare instances in which receipts are not provided a short explanation should be given and the location and restaurant where the meal was obtained shall be provided. 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. 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 13 Policy Number: 3.20 Travel Regulations for out of City Travel 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. (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. City long distance phone cards should be utilized to the greatest extent possible while traveling. Only telephone calls for official business are reimbursable. If phone calls are claimed on a travel reimbursement form, include the phone number and party called. 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. Enter here any other expense for which reimbursement is being requested which does not fit in any of the above categories. 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 Overtime pay or comp time is not authorized for employees while on approved travel or in travel status, unless required by contract or federal or state law. 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/reimbursementrnust 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. Actual expenses will be reimbursed and per diem rates not used. As with all expenditures, only qualified expenses should be paid by the City employee and only qualified expenditures will be reimbursed. 14 Policy Number: 3.20 Travel Regulations for out of City Travel REIMBURSEMENT APPROVAL Approval requirements for reimbursement of travel expenses are as follows: Department Manager Approval. Requests for reimbursement of travel expenses must be reviewed and approved by the appropriate department manager. 2. Finance Director Approval. Requests for reimbursement of travel expenses must be reviewed and approved by the Finance Director 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 Administrative Services Manager. Michael C. Van Milligen City Manager 15 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 8~ EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability: Each Accident $ 100,000 Each Employee Disease $ 100,000 Policy Limit Disease $ 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 April 2005 PC LILY ~ UMBER; ;.CMLIERCtAL G~IERAL LIA~ILRY CG 2t] 1E~ 0~70u~ THIS EhID4R5~1lAENT GHA.'V~GE5 THE P4LIC~'. FL.EASE REAQ 1T CAFtEFl1LLY, A~DIi'[t~N~L. INSURED - 01~~fERS, LESSEES ~R CDhtTI~~7~}R~ - S~HED~LED ~ERSC~(~ ~R C~ RGA N I'Z~4TI~ N i~is erdarsement madities insuaance prrvld~ti under the ~a~rkng: ~.'7~b4A1F~Cllkl ~~N~I~AL LIA3ILITYC:.~V~~,~cF, aAq SGNEQULE __ _.. _ Marna C'f .~cftfitirxnal Iruturcd ~+earsrxa(x} (]r i7rsianizaticnts5: Locationfsl t5f Cawer~d []r,pratiren.a Thy City ~~~ Uubttgi.e, iric7ttr~ing ali its gl~~le~ dnd a~~r~ri n~.et! ufffc: i~als, c,11 i L;. grn:~lu,~ees ~an~d valc;nte~rs, all i'~.s boards salnmissfa~s rrrufJr~r ~tr~L~ori~.i~s ~)rcJ Sher :~u~~r~ ine~nbers, eii~ltryt~s disci volunteers. _ __ Inr'orn?cti~r: rE~uir~dtc ~rrT~pleta this Schc-~iuie_ ii'rots.~,~n+n at:rrrr~, wilt be ahov~-i in C~cl~r~ivr•~. A. ('section tl - Why is An tnitlrOd iS amendtd iQ IrrG1uA4 qs sn atlCttbartel i'xaur~ the persrsn(s~ or ~rr~an¢atiarr(s) ~hvwn in the 4 chcdu~, t~uf 4nIX ,rich re~pact to li~h~~f ioe "had~y injury, "F~P'~'i' damage' ~ 'pgxaaial and sdve~si~g injury" caused, i1 whd~ ct i1 q~t, Cy: 1_ Yat:r acts Gr o~nissians ar 2. Ttee s~tta ar omissinna of tihoae ar..ting ~n }~eur ~whatf; in t+~e pe-F~rrrrancc of yr~ur arsg4ing oporatians far late 3C{lltKIrL3I insured{eJ at :hs lx~tion{e; deelg- nated abave_ ~E~~~IEN cc as io a7aa a. 'Nitta rn•t bD th~a i33at"ortt'~ a(~ardad to ii*eae ad~hlanai Insur¢~a, me !7ollQwhg 8dt~fg9rl~ti CJ{CtU- sio v appiy; This ~surancx dues riot ~'FK3' to '~ocily irsjur}" Qr 'propotty damage" occur-mg alts:- 1~ Ai1 work, rtcluCinQ maleriaia, p~RS 4f eq~lpti isceirk fwrripFretl in cs.ir~nr.+.'Gcln with SUGr wC}rk, an the projcG; ;other than service, rnalntenene~ .. or re~ai^s} to Iae Perio~m4d by ~r v~ behalf of tha additi~a~ inatred(sE at the lot~,tion of the coarered operatarls has bCert c~nDplateri, rsr 2_ That ~rnr9ir5r1 r.~f "yniu work" aut of which itt~ injury or damage ari$ea has seen put t8 its Itt- tended aJSe ay ally peesar or crgattixatio~ cth~er t3ren arather carrtrsetpr ~ SUbCOntrRCt41' en- 4aged m perwm+rng o~eratidns for a ~7ncip~al as a cart at the same praj~t. 15+] FrrStaeiyies, lnc., 2[X}4 F'sgwa ~ of 1 p April 2005 CITY OF DUBUQUE, IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT Nonwaiver of Governmental Immunitv. 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 Immunitv. 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 Chance in Polio The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. SPECIMEN April 2005