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Great Lakes Career Ready Internship Request_Human Rights Dept. Copyright 2014 City of Dubuque Consent Items # 14. ITEM TITLE: Great Lakes Career Ready Internship Request SUMMARY: City Manager recommending approval to utilize the Great Lakes Career Ready Internship Grant Program to employ a temporary part-time intern in the Human Rights Department in spring 2017 to be dedicated to working with the My Brother's Keeper Network. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type Great Lakes Career Ready Intern for My Brother's City Manager Memo Keeper Network-MVM Memo Staff Memo Staff Memo Sample Agreement for Great Lakes I ntern Program Supporting Documentation THE CITY OF Dubuque DUB E i" Masterpiece on the Mississippi 2007.2012.2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Loras College/Great Lakes Career Ready Internship Grant Program - Intern Opportunity to Support My Brother's Keeper Network DATE: January 10, 2017 Human Rights Director Kelly Larson recommends City Council approval to utilize the Great Lakes Career Ready Internship Grant Program to employ a temporary part-time intern in the Human Rights Department in spring 2017 to be dedicated to working with the My Brother's Keeper Network. The student will be paid $12.00 by the City of Dubuque, and then 90% of the gross wages will be invoiced to Loras College. The City of Dubuque is responsible for reporting and paying social security costs and 10% of the gross wages, which essentially comes to $2.12 per hour, or a total to the City of $297. 1 concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Kelly Larson, Human Rights Director Dubuque Human Rights Deputment THE CITY OF �.,� 1300 Main Street Y� Dubuque,IA 52001 DUB Office(563)5-66 190 Fax(563)690-6691 TTY(563)589-4193 Masterpiece on the Mississippi 2oo7.2012•zo13 humanrgts@cityofdubuque.org www.cityofdubuque.org TO: Michael Van Milligen, City Manager FROM: Kelly Larson, Human Rights Director SUBJECT: Loras College/Great Lakes Career Ready Internship Grant Program — Intern Opportunity to Support My Brother's Keeper Network DATE: January 9, 2017 INTRODUCTION The purpose of this memorandum is to seek your approval to employ an intern in the spring of 2017 to support the My Brother's Keeper Network. BACKGROUND Loras College has once again received the Great Lakes Career Ready Internship Grant, which allows them to place their students in internship positions at minimal cost to the employer. The student will be paid $12.00/hour, which is paid up front by the employer, who then invoices Loras College for 90% of the gross wages. The employer is responsible for reporting and paying social security costs and 10% of the gross wages. This essentially comes to a cost of$2.12/hour for the employer. DISCUSSION To continue supporting the My Brother's Keeper Network in Dubuque, we propose employing a part-time intern to assist with communication and outreach. We will do this at minimal cost through the Great Lakes Career Ready Internship Grant Program. The intern would be employed by the City which would pay the upfront costs and then bill 90% of the wages to Loras College. Our department would be responsible for 10% of the gross wages plus the social security costs. Personnel has advised that IPERS costs would not apply. Total gross wages for 10 hours/week x 14 weeks at $12/hour is $1680. Our department's cost will be $168 for wages plus $129 for social security, or a total cost of$297. We believe this is a very low cost way to support the My Brother's Keeper network. BUDGETIMPACT In order to accommodate an intern for the network, we propose taking the funds from our Speakers and Programs budget (10016100-62734) which has sufficient funds since we will not be hosting City Life this spring. Service People Integrity Responsibility Innovation Teamwork RECOMMENDATION/ ACTION STEP I recommend we utilize the Great Lakes Career Ready Internship Grant Program to employ a temporary part-time intern in the Human Rights Department in spring 2017 to be dedicated to working with the My Brother's Keeper Network. The City will be required to sign an agreement similar to the one attached. Service People Integrity Responsibility Innovation Teamwork GREAT LAKES INTERNSHIP GRANT AGREEMENT LORAS COLLEGE This Agreement, dated the day of , 2016 is made and entered into by and between, (hereafter referred to as the "Agency") and Loras College (hereafter referred to as the "Institution") for the purpose of providing work to students eligible to participate in the Great Lakes Career Ready Internship Grant Program. 1. Schedules to be attached to the Agreement, from time to time, bearing the signature of an authorized official of the Institution and of the Agency, will set forth brief descriptions of the work to be performed by the students under this Agreement, which work must either be related to the students' educational objective or by work in the public interest, which would not otherwise be provided, will not result in displacement of employed workers or impair existing contracts for services, will be governed by such conditions of employment, including compensation, as will be appropriate and reasonable in light of such factors as the type of work to be performed, geographic region and proficiency of the employee; and must not involve political activity or work for any political party. Further, no project may involve the construction, operation or maintenance of so much of any facility used, or to be used, for sectarian instruction or as a place of religious worship. In addition, said schedules shall set forth total number of students to be employed, the hourly rates of pay and the total number of hours per week of each student employed. 2. Students will be made available to the Agency by the Institution for performance of specific work assignments. It is the responsibility of the Agency to administer background checks if students will be working directly with children or other vulnerable populations. The background check should be similar in nature of the background checks performed by the Agency when hiring regular employees. Students may be removed from work on a particular assignment or from the Agency by the Institution, either on its own initiative or at the request of the Agency. The Agency agrees that no student will be denied work or subjected to different treatment under this agreement on the grounds of race, color, or national origin, and that it will comply with the provisions of the Civil Rights Act of 1964 (P.L. 88-352; 78 Stat. 252) and the Regulations of the Department of Health, Education, and Welfare which implement that Act. 3. Transportation costs for students to and from their work assignments will not be provided by either the Institution or the Agency. 4. The Agency shall be deemed the employer for all purposes of this agreement. Compensation of students for work performed on the project under this agreement will be paid by the Agency. 5. The Agency will pay the student an hourly wage of$12.00 per hour. Students may be paid only for actual hours worked, as appropriate under state law. 6. The Agency and the Institution will collaborate with internship sites to ensure that the intern will engage in rigorous work that utilizes the skills and abilities that they have developed in their academic programs. 7. The Institution will request evaluation information from the intern's supervisor to provide specific feedback to students on their professional development, to evaluate the overall quality of the internship experience and to discuss placement of future students at the Internship Site. 8. The Institution will provide Reimbursing funds to the Agency per the reimburse scale below. Should the funds be depleted the Institution will then notify the Agency that student can no longer be paid. If the Agency determines it will continue to compensate the student, the Institution will not make reimbursement to the Agency for any continued hours beyond what the grant funds. (1) The Agency will pay the student a minimum hourly wage of$12.00 per hour. Students may be paid only for actual hours worked, as appropriate under state law. (2) If the Agency is a for-profit organization, the Institution will reimburse the Agency for wages paid to student at 80% of gross wages. The Agency will be responsible for the remaining 20% of gross wages paid to student plus any applicable employer payroll taxes and fringe benefits. (3) If the Agency is a non-profit organization, the Institution will reimburse the Agency for wages paid to student at 90% of gross wages. The Agency will be responsible for the remaining 10% of gross wages paid to student plus any applicable employer payroll taxes and fringe benefits. (4) If the internship is a repeat internship with a non-profit organization, the Institution will reimburse for wages paid to the student at 80% of the gross wages. The Agency will be responsible for the remaining 20% of gross wages paid to student plus any applicable employer payroll taxes and fringe benefits. (5) If the internship is a repeat internship with a for-profit organization, the Institution will reimburse for wages paid to the student at 70% of the gross wages. The Agency will be responsible for the remaining 30% of gross wages paid to student plus any applicable employer payroll taxes and fringe benefits. 9. The Agency agrees to perform the functions assigned, including but not limited to the following: (1) Collaborate with the Center for Experiential Learning to ensure that the intern will engage in rigorous work that utilizes the skills and abilities that they have developed in their academic programs. (3) Hire an Institution student as their own employee and assume all liabilities related to the student's employment. The student is not an employee of the Institution for any purpose whatsoever. The Agency, does not have, nor shall hold itself out as having any right, or power or authority to create any contract or obligation, either expressed or implied, on behalf of, or binding upon the Institution. (4) Invoice the Institution for Experiential Learning for wage payments no less than monthly and attach a copy of each student's earnings report for the applicable pay period. Invoices will be paid through the Institution's Business Office. (5) Report and pay any and all federal and state taxes, worker's compensation, and any other business fees applicable to payments for services under this Agreement. (6) Provide evaluation information to the Institution faculty or staff on the student's performance, the overall quality of the internship experience, and placement of future students. (7) Use grant funds only for student wages as described in this Agreement. (8) The Institution reserves the right to rescind grant funds (i.e. reduce the amount of reimbursable wage funds) if the Agency does not implement the program as outlined in the Agreement. (9) Subject to the limitations of this Agreement, the Agency will defend, indemnify, and hold the Institution and its employees, owners, officers and directors harmless from any and all loss, damage, deficiency, claim, or liability arising out of or resulting from breach of its affirmative obligations under this Agreement, and any and all actions, suits, proceedings, demands, assessments, judgments, costs and expenses, including reasonable attorney fees, incident to the foregoing. (10) Subject to the limitations of this Agreement, the Institution will defend, indemnify, and hold the Agency and its employees, owners, officers and directors harmless from any and all loss, damage, deficiency, claim, or liability arising out of or resulting from breach of its affirmative obligations under this Agreement, and any and all actions, suits, proceedings, demands, assessments, judgments, costs and expenses, including reasonable attorney fees, incident to the foregoing. 10. This Agreement shall be governed by the laws of the State of Iowa. 11. This Agreement may be terminated by either party upon 30 days written notice delivered to the other party. 12. Invoices or paystubs must be completed by the Agency (electronically or mail) monthly and submitted to: martha.doyle@loras.edu Martha Doyle Loras College Center for Experiential Learning 1450 Alta Vista Dubuque, IA 52001 13. This Agreement may be modified or amended, from time to time, by agreement in writing between the Institution and the Agency, signed by authorized officials. 14. This signed agreement must be returned to: Martha Doyle Center for Experiential Learning 1450 Alta Vista, Dubuque, Iowa 52001 (Name of Organization), LORAS COLLEGE, Agency Institution By By Printed Name Michael H. Doyle Title Interim V.P. Finance & Administrative Services