Four Mounds Summer Day CampMEMORANDUM
April 29, 2002
TO:
FROM:
SUBJECT:
The Honorable Mayor and City Council Members
Michael C. Van Milligen, City Manager
Agreement with Four Mounds Foundation for Summer Day Camp
Program
Leisure Services Manager Gil Spence recommends approval of the grant agreement
with Four Mounds Foundation to provide the summer day camp program as part of the
Uptown Recreation Program. CDBG funds are used for these programs, so the
Department of Housing and Urban Development requires this formal grant agreement.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gil D. Spence, Leisure Services Manager
CITY OF DUBUQUE, IOWA
MEMORANDUM
April 25, 2002
TO: Michael C. Van Milligen, City Manager
FROM: Gil D. Spence, Leisure Services Manager
SUBJECT: Agreement with Four Mounds Foundation
for Summer Day Camp Program
INTRODUCTION
The purpose of this memorandum is to request City Council approval of the grant
agreement with the Four Mounds Foundation to provide the summer day camp program
as part of the Uptown Recreation Program.
DISCUSSION
The Four Mounds Foundation will provide the summer day camp program to be
included in our Uptown Recreation Program. Cost for this program is $25,500.
CDBG funds are used for these programs so the Department of Housing and Urban
Development requires this formal grant agreement.
ACTION STEP
The action requested is that the City Council approve the grant agreement and
authorize the City Manager to sign it.
GDS:et
attachment
GRANT AGREEMENT
Day Camp Program
FY 2002
This AGREEMENT dated as of the 6th day of May, 2002, is entered into by and
between the CITY OF DUBUQUE, IOWA, a municipal corporation organized and
existing under the laws of the State of Iowa (hereinafter referred to as the "City',) and
the Four Mounds Foundation, with its principal place of business in Dubuque, Iowa,
(hereinafter referred to as the "Foundation").
WITNESSETH:
Whereas, the City is a participating city in the Community Development Block
Grant Program of the United States Department of Housing and Urban Development;
and
Whereas, the City wishes to engage the Foundation to assist the City of
Dubuque in utilizing such funds.
NOW THEREFORE, in consideration of the premises and respective covenants,
agreements and representations hereinafter set forth, the parties agree as follows:
I. SCOPE OF SERVICES/CONTRACT TERMS
A. Foundation shall provide the following services to eligible residents of the
City of Dubuque in a manner satisfactory to the City and consistent with
any standards required as a condition of providing these funds. Such
program will include the following activities eligible under the Community
Development Block Grant Program:
To operate a summer day camp program for Iow/moderate youth as
described in Attachment A.
These activities are in accordance with specifications as required by the
Leisure Services Department of the City. In the event of a conflict between
such applicant's proposals and the provisions herein, that provision which
in the opinion of the City provides the greatest benefit to the City shall
prevail. Failure of the Foundation to provide any of the services proposed
shall be deemed a material breach of this Agreement.
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B. The Foundation certifies that the activities carried out with funds provided
under this Agreement will meet the CDBG program's National Objectives:
(Attachment B lists the income guidelines).
570.208(a)(2) Limited clientele activities: An activity which benefits
a limited clientele, at least 51 percent of whom are Iow-or-moderate-
income persons requires information on family size, income, ethnic
origin and female head of household.
C. Performance Monitoring. The City will monitor the performance of the
Foundation against goals and performance standards required herein.
Substandard performance as determined by the City, which includes
noncompliance with the Community Development Block Grant (CDBG)
program, will constitute noncompliance with this agreement. If action to
correct such substandard performance is not taken by the Foundation
within a reasonable period of time after being notified by the City contract
suspension or termination procedures will be initiated.
II. GRANT TERMS
City agrees to grant to Foundation an amount not to exceed 925,500 subject
to the terms and conditions set forth herein which terms and conditions
Foundation accepts.
III. TIME OF PERFORMANCE
Services of the Foundation shall start on the 10th day of June, 2002, and ends
on the 2nd day of August, 2002. The term of this Agreement and the
provisions herein shall be extended to cover any additional time period during
which the Foundation remains in control of CDBG funds or other assets
including program income.
BUDGET
The costs of the program will be incurred by the Foundation for personnel,
rental, supplies and all costs related to the implementation of this program as
agreed to by the City's Leisure Services Department.
Any indirect costs charged must be consistent with the conditions of Paragraph
VIII (C)(3) of this Agreement. In addition, the City may require a more detailed
budget breakdown, and the Foundation shall provide such supplementary
budget information in a timely fashion in the form and content prescribed by
the City. Any amendments to this budget must be approved in writing by the
City and the Foundation.
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V. PAYMENT
VI.
A. It is expressly agreed and understood that the total amount to be paid by
the City under this contract shall not exceed $25,500.
The Foundation is to be paid upon implementation of the agreement the
sum of $12,750 and a payment of $12,750 on July 15, 2002. The
Foundation shall submit documentation of expenditures directly related to
the program at the end of the program.
Payments may be contingent upon certification of the Foundation's financial
management system in accordance with the standards specified in OMB
Circular A-110.
NOTICES: Communication and details concerning this contract shall be
directed to the following contract representatives:
CITY
Git D, Spence
Leisure Services Department
2200 Bunker Hilt Road
Dubuque, Iowa 52001-3010
FOUNDATION
John Gronen
Four Mounds Foundation
4900 Peru Road
Dubuque, Iowa 52001-8304
VII, GENERAL CONDITIONS
A. General Compliance
The Foundation agrees to comply with the requirements of Title 24 Code of
Federal Regulations, Part 570 of the Housing and Urban Development
regulations concerning Community Development Block Grants (CDBG) and
all federal regulations and policies issued pursuant to these regulations. The
Foundation further agrees to utilize funds available under this Agreement to
supplement rather than supplant funds otherwise available. The Foundation
agrees to comply with all applicable federal, state and local laws and
regulations governing the funds provided under this contract.
B. Independent Contractor
Nothing contained in this Agreement is intended to, or shall be construed in
any manner, as creating or establishing the relationship of employer/
employee between the parties. The Foundation shall at all times remain an
independent contractor with respect to the services to be performed under
this Agreement. The City shall be exempt from payment of all
Unemployment Compensation, FICA, retirement, life and/or medical
insurance and Workers' Compensation Insurance as the Foundation is an
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independent contractor.
C. Hold Harmless
The Foundation shall hold harmless, defend and indemnify the City from any
and all claims, actions, suits, charges and judgements whatsoever that arise
out of the Foundation=s performance or nonperformance of the services or
subject matter called for in this Agreement.
D. Workers' Compensation
The Foundation shall provide Workers= Compensation Insurance coverage
for ali employees involved in the performance of this contract.
E. Insurance and Bonding
The Foundation shall maintain insurance to the extent and against such
hazards and liabilities as are in keeping with the current insurance program
of City.
F. Grantor Recognition
The Foundation shall insure recognition of the role of the City in providing
services through the contract. All activities, facilities and items utilized
pursuant to this contract shall be prominently labeled as to funding source.
In addition, the Foundation will include a reference to the support provided
herein in all publications made possible with funds available under this
contract.
G. Amendments
City or Foundation may amend this Agreement at any time provided that
such amendments make specific reference to this Agreement, and are
executed in writing, signed by a duly authorized representative of both
organizations, and approved by the City=s governing body. Such
amendments shall not invalidate this Agreement, nor relieve or release City
or Foundation from its obligations under this Agreement.
City may, in its discretion, amend this Agreement to conform with federal,
state or local governmental guidelines, policies and available funding
amounts, or for other reasons. If such amendments result in a change in
the funding, the scope of services, or schedule of, the activities to be
undertaken as part of this Agreement, such modifications will be
incorporated only by written amendment signed by both City and
Foundation.
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H. Suspension or Termination
Either party may terminate this contract at any time by giving written notice
to the other party of such termination and specifying the effective date
thereof at least thirty (30) days before the effective date of such
termination. Partial termination of the Scope of Service in Paragraph I A
above may only be undertaken with the prior written approval of City. In
the event of any termination for convenience, ail finished or unfinished
documents, data, studies, surveys, maps, models, photographs, reports or
other materials prepared by Foundation under this Agreement shall, at the
option of the City, become the property of the City, and Foundation shall be
entitled to receive just and equitable compensation for any satisfactory
work completed on such documents or material prior to the termination but
in no event shall Foundation receive more than the amount specified in
Paragraph II.
City may also suspend or terminate this Agreement, in whole or in part, if
Foundation materially fails to comply with any term of this Agreement, or
with any of the rules, regulations or provisions referred to herein; and the
City may declare the Foundation ineligibie for any further participation in
City contracts, in addition to other remedies as provided by law. In the
event there is probable cause to believe the Foundation is in noncompliance
with any applicable rules or regulations, the City may withhold up to fifteen
(15) percent of said contract funds until such time as the Foundation is
found to be in compliance by the City, or is otherwise adjudicated to be in
compliance.
IN WITNESS WHEREOF, the parties have executed this contract as of the date first
written above.
CITY OF DUBUQUE
FOUR MOUNDS FOUNDATION
Michael C. Van Milligen
City Manager
John Gronen
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Attachment A
ADVENTURE DAY CAMP PROGRAM
A week-long adventure day camping program has been planned in cooperation with
the Four Mounds Foundation. Activities may include: ropes course, adventure
games, canoeing, nature survival, arts and crafts, drama, team building and hiking;
camp night on Thursday for 11 through 14-year-olds only. Monday thru Friday, 8:50
a.m. to 3:00 p.m., June 10th thru August 2nd, except July 4th. Dress for outdoor
activities and bring a sack lunch. Pick-up and drop-off location is Jackson Park, next
to the playground. Children may register for only one week. COST: Free or $45 per
week.
class number
3100.310 Week 1
3100.320 Week 2
3100.330 Week 3
3100.340 Week 4
3100.350 Week 5
3100.360 Week 6
3100.370 Week 7
3100.380 Week 8
program dates
June 10th thru 14th
June 17th thru 21st
June 24th thru 28th
July 1st thru 5th
July 8th thru 12th
July 15th thru 19th
July 22nd thru 26th
July 29th thru August 2nd
age
7 - 10 years
7 - 10 years
11 - 14 years
7 - 10 years
11 - 14years
7 - 10 years
7 - 10 years
7 - 10 years
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Attachment B
CITY OF DUBUQUE, IOWA
INCOME GUIDELINES FOR
FINANCIAL ASSISTANCE
Maximum Annual Income
Family Size
Very/ow Income
1 811,450
2 813,100
3 814,750
4 816,400
5 817,700
6 819,OOO
7 82O,30O
8 or more 821,600
Low Income
819,100
821 850
824 55O
827 300
$29 5OO
831 65O
833 850
836,050
Moderate Income
830,600
834,950
$39,300
843,700
847,150
$50,650
954,150
857,650
*Subject to change
Revised April 25. 2002
Department of Housing and Urban Development
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