Project HOPE Contract for ServicesTHE CITY OF
DUB E
Masterpiece an the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
Dubuque
A~-Amer~aCily
2007
SUBJECT: Agreement with the Community Foundation of Greater Dubuque for
Services Relating to Project H.O.P.E.
DATE: July 23, 2008
Economic Development Director Dave Heiar is recommending execution of a contract
with the Community Foundation of Greater Dubuque to provide staff support to the
City's Project HOPE (Helping our People Excel) initiative.
Project HOPE is intended to convene area workforce development agencies, City staff
and educational institutions, in a challenge to respond to the needs of the unemployed
and/or under-employed. The community has begun a discussion on how to reach these
residents, who are traditionally cut off from opportunities for advancement, due to social,
cultural or educational barriers. Another objective of Project HOPE is to establish inter-
agency programs specifically designed to provide opportunities to these citizens, and to
find ways of over-coming barriers to their participation in the job market.
On June 3, 2008, Project HOPE facilitated an Asset Mapping workshop. Asset Mapping
is an analysis to focus on the strengths and capacities of the citizens, associations,
institutions, local government, and education organizations in the community. The
information received on June 3 will be used to map the community's services and to
determine the strengths of these services currently and ways to collaborate, partner,
and enhance the current service delivery throughout the community.
With Project HOPE beginning to take form and realizing the goals needed to be
accomplished, the initiative requires a person dedicated to the creation, organization,
and implementation of its activities. Up until this point these additional responsibilities
have been added to the workload of the Economic Development Director, Assistant
Economic Development Director, and the Economic Development Department
Secretary.
As of August 1, 2008, Julie Ehlinger, secretary for the department, has requested to go
to part-time in order to pursue a college degree on a full time basis. This reduction in
city staff provides additional funding to allow the Economic Development Department to
hire someone to focus on specific objectives of Project HOPE. Economic Development
Director Dave Heiar had discussions with Community Foundation of Greater Dubuque
President and CEO, Nancy Van Milligen, and it became apparent that one of her staff
(Tara Nelson, who has assisted with the asset mapping process) would have the
background and expertise needed to assist the City with Project HOPE.
Tara has been involved with non-profit delivery service since graduating from Loras
College. She was an Americorps VISTA employee for a year and focused on providing
services for the Multi-Cultural Family Center. Currently she works for the Community
Foundation on grant-funded programs, including "Shared Youth Visions"; a state grant
that focuses on improving outcomes for youth aging out of foster care, and on a grant
from America's Promise for developing acommunication/marketing plan for the
Crescent Health Center. She was also instrumental in launching the Elevate program, a
program to assist institutionalized teenagers become independent after high school.
Rather than hire a part time employee, the Economic Development Department has
structured the attached proposed agreement between the City and the Community
Foundation to provide staff and services for Project HOPE. Tara Nelson with the
Foundation will be the staff person dedicated to working on Project HOPE. The City
would pay $2,300 per month for six months.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Li' ~~~-
Mic ael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
David Heiar, Economic Development Director
THE CITY OF Dubuque
-~
DUB E A~-Amedcacily
t
Masterpiece an the Mississippi
2007
TO: Michael Van Milligen, City Manager
FROM: David J. Heiar, Economic Development Directoi=~ ~-
SUBJECT: Agreement with the Community Foundation of Greater Dubuque for
services relating to Project H.O.P.E.
DATE: July 21, 2008
INTRODUCTION
This memorandum presents for City Council approval of an agreement with the
Community Foundation of Greater Dubuque for services relating to Project H.O.P.E.
(Helping Our People Excel), an initiative of the City of Dubuque.
BACKGROUND
Project HOPE is intended to convene area workforce development agencies, City staff
and educational institutions, in a challenge to respond to the needs of the unemployed
and/or under-employed. The community has begun a discussion on how to reach these
residents, who are traditionally cut off from opportunities for advancement, due to social,
cultural or educational barriers. Another objective of Project HOPE is to establish inter-
agency programs specifically designed to provide opportunities to these citizens, and to
find ways of over-coming barriers to their participation in the job market.
On June 3, 2008, Project HOPE facilitated an Asset Mapping workshop. Asset Mapping
is an analysis to focus on the strengths and capacities of the citizens, associations,
institutions, local government, and education organizations in the community. The
information received on June 3 will be used to map the community's services and to
determine the strengths of these services currently and ways to collaborate, partner,
and enhance the current service delivery throughout the community.
DISCUSSION
With Project HOPE beginning to take form and realizing the goals needed to be
accomplished, the initiative requires a person dedicated to the creation, organization,
and implementation of its activities. Up until this point these additional responsibilities
have been added to the workload of the Economic Development Director, Assistant
Economic Development Director, and the Economic Development Department
Secretary.
As of August 1, 2008, Julie Ehlinger, secretary for the department, has requested to go
to part-time in order to pursue a college degree on a full time basis. This reduction in
city staff provides additional funding to allow the Economic Development Department to
hire someone to focus on specific objectives of Project HOPE. Following discussions
with Community Foundation of Greater Dubuque President and CEO, Nancy Van
Milligen, it became apparent that one of her staff (Tara Nelson, who has assisted with
the asset mapping process) would have the background and expertise needed to assist
the City with Project HOPE.
Tara has been involved with non-profit delivery service since graduating from Loras
College. She was an Americorps VISTA employee for a year and focused on providing
services for the Multi-Cultural Family Center. Currently she works for the Community
Foundation on grant-funded programs, including "Shared Youth Visions"; a state grant
that focuses on improving outcomes for youth aging out of foster care, and on a grant
from America's Promise, for developing acommunication/marketing plan for the
Crescent Community Health Center. She was also instrumental in launching the Elevate
program, a program to assist institutionalized teenagers become independent after high
school.
Rather than hire a part time employee, the Economic Development Department has
structured the attached proposed agreement between the City and the Community
Foundation to provide staff and services for Project HOPE. Tara Nelson with the
Foundation will be the staff person dedicated to working on Project HOPE. A scope of
work is attached to the document outlining the specific tasks needing to be addressed to
move Project HOPE forward. The following are the main components associated with
the agreement with the Community Foundation:
• Work will begin upon execution of the agreement.
• The agreement will terminate January 31, 2008. Parties may agree to extend the
agreement.
• The City will pay a monthly fee of $2,300 for the Foundation's services.
RECOMMENDATION/ACTION STEP
I recommend that the City Council approve the attached 6 month contract of services
with the Community Foundation of Greater Dubuque to assist in achieving the Project
HOPE objectives.
Attachments
F:\USERS1Adejong\Project Hope\Contract for Services Council Memo.doc
AGREEMENT
BETWEEN
CITY OF DUBUQUE, IOWA
AND
COMMUNITY FOUNDATION OF GREATER DUBUQUE
This Agreement, dated for reference purposes the 4th day of August, 2008, is
made and entered into by and between City of Dubuque with offices at 350 West 6th
Street, Dubuque, IA, 52001 (City) and the Community Foundation of Greater Dubuque,
an Iowa Non-Profit Corporation with offices at 700 Locust Street Suite 195, Dubuque,
Iowa 52001 (Foundation).
WHEREAS, City desires to engage the services of Foundation to furnish
professional and technical assistance in connection with Project H.O.P.E. (Helping Our
People Excel) as described in Attachment A (the Scope of the Work), and Foundation
has signified its willingness to furnish such services to City.
NOW THEREFORE, the parties hereto do mutually agree as follows:
SECTION 1. SCOPE OF FOUNDATION'S SERVICES. Foundation agrees to
commence work upon execution of thisAgreement by both parties, and to fully perform
the services described in the Scope of the Work.
SECTION 2. SERVICES TO BE PROVIDED BY CITY
2.1 City designates its Economic Development Director to act as its representative
with respect to the work to be performed under thisAgreement, and such person shall
have authority to transmit instructions, receive in~brmation, interpret and define City's
policies and provide decisions in a timely manner pertinent to the work covered by this
Agreement until Foundation has been advised in writing by City that such authority has
been revoked.
2.2 In the event that any r~aorts, 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 Foundation.
SECTION 3. CFIANGES. City may, from time to time, require or request changes in
the Scope of the Work to be performed hereunder. Any such change, including any
appropriate increase or decrease in the amount of compensation, shall be by
amendment to this Agreement.
SECTION 4. FOUNDATION'S COMPENSATION. Foundation shall provide all
services in the Scope of the Work Services for a fixed monthly fee of Two Thousand
Three Hundred Dollars ($2,300). Compensation for optional or additional services shall
only be by amendment to this Agreement
1
SECTION 5. METHOD OF PAYMENT. Foundation shall submit monthly invoices for
the fee provided in Section 4.
SECTION 6. TIME OF PERFORMANCE. This Agreement shall commence on the
1st day of August, 2008, and shall terminate on January 31, 2009
SECTION 7. EXCUSABLE DELAYS. Foundation shall not be in default by reason of
any failure in performance of thisAgreement in accordance with its terms (including any
failure by Foundation to make progress in the prosecution of the work hereunder which
endangers such performance) if such failure arises out of causes beyond the control
and without the fault or negligence of Foundation. Such causes may include, but are
not limited to, acts of God, or of the public enemy, acts of the government in either its
sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions,
strikes, illness, accidents, freight embargoes, and unusua{ly severe weather, but in
every case the failure to perform must be beyond the control, and without the fault or
negligence of Foundation.
SECTION 8. TERMINATION. City and Foundation shall have the right to terminate
this Agreement for any reason, with or without cause, by written notice delivered to the
other party not less than thirty (30) days prior to the date of such termination. In such
event, all finished and unfinished documents prepared by Foundation under this
Agreement shall be delivered to City upon payment of all invoices due Foundation
under the terms of this Agreement.
SECTION 9. CONFLICT OF INTEREST. Foundation certifies that to the best of its
knowledge, no City employee or agent has any interest, direct or indirect, in the
business of Foundation or this Agreement, and that no person associated with
Foundation has any interest that would conflict in any manner or degree with the
performance of this Agreement.
SECTION 10. PERSONNEL. All services required to be provided by Foundation
shall be performed by Foundation. Foundation represents that it has, or will secure at
its own expense, all fully qualified personnel required to carry out and perfom the
Scope of the Worlc. No Foundation personnel shall be employees of City.
SECTION 11. HOLD HARMLESS.
11.1 City shall defend, indemnify, and hold Foundation harmless from and against any
claims brought against Foundation for City's negligence in the performance of this
Agreement.
11.2 Foundation shall defend, indemnify, and hold City, its officers, and employees,
harmless, from and against any claims brought against City, its officers and employees,
for Foundation's negligence in the performance of this Agreement.
2
11.3 Foundation's maximum liability, as a result of Foundation's negligence, for such
claims, including any legal fees or deductibles, shall be limited to the limits of
Foundation's insurance coverage.
SECTION 12. INSURANCE. Foundation shall provide insurance during the period of
its performance of this Agreement as set forth in the attachedInsurance Schedule.
COMMUNITY FOUNDATINO OF
GREATER DUBUQUE
By:
Nancy Van Milligen
President
CITY OF DUBUQUE, IOWA
By: Roy D. Buol
Mayor
Attachment A -Scope of Work
Working with the Target Population
1. Host focus groups (Dates, location, time, Target audience, Childcare, Food)
a. Create agenda/topic items/facilitate events
2. Door-to-door outreach (surveys, feedback, etc)
3. Track and Compile feedback
Working with Providers
4. Write follow-up letter to June 3 participants
5. Follow-up calls to those who were unable to attend June 3 meeting to collect
assets and contact info
6. Determine how to use feedback from focus groups and June 3 asset mapping
and Distribute
7. Identify gaps and Develop ideas for and facilitate future
programming/resources/collaboration
8. Facilitate meetings among service providers to encourage collaborations and
similar processes (utilizing suggestions from Asset Mapping)
Work collaboratively with the Getting Ahead Program staff, Iowa Workforce
Development, City staff, Greater Dubuque Development Corp., the Chamber
of Commerce, and the Human Rights AmeriCorps*VISTA to define specific
goals and actions steps for the future, along. with a succession plan to ensure
sustained efforts
Data/Research
9. Work with Project Concern and others to update Resource Guide and provide
information online
10. Manage reports, emails, meetings, etc
11. Research any programs/funding opportunities related to Project HOPE, Every
Child Every Promise, HEART Program, Poverty Reduction
12. Compiles reports, data, etc.
13. Meet bi-monthly with City of Dubuque Economic Development staff to provide
update and share information.
14. Meet weekly with Americorp VISTA volunteers to coordinate efforts
15.Other duties as assigned