Signed Contracts_Inclusive Dubuque Agreement 2017-2018Copyrighted
November 6, 2017
City of Dubuque Consent Items # 34.
ITEM TITLE: Signed Contracts
SUMMARY: Dubuque Initiatives Agreement for 2017-2018.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description
Dubuque Initiatives Agreement
Type
Supporting Documentation
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
DUBUQUE INITIATIVES
THIS AGREEMENT, dated for reference purposes the 1st day of October, 2017,
is made and entered into by and between the City of Dubuque, Iowa (City) and Dubuque
Initiatives (Initiatives), a nonprofit corporation, for professional services.
WHEREAS, Initiatives desires to retain 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, City personnel are technically and professionally qualified to provide
professional staff services to Initiatives.
NOW THEREFORE, the parties hereto agree as follows:
SECTION 1. CITY RESPONSIBILITIES. City designates its Economic Development
Director and its Finance Director to act as its representatives with respect to the services
to be performed under this Agreement, and such persons shall have authority to
transmit instructions, receive information, and provide decisions in a timely manner
pertinent to the services covered by this Agreement.
SECTION 2. SCOPE OF SERVICES.
City will provide professional staffing services to assist Initiative's Board of Directors in
the administration and operation of Initiatives estimated as follows:
2.1 Economic Development.
1) Director — average one (1) hour/week
Tasks:
• Attend meetings
• Follow up via phone
2) Proiect Coordinator — average five (5) hours/week
Tasks:
• Attend meetings, order meals, take minutes, follow up on action
items from meetings
• Prepare, compile, distribute, and print agenda materials
• Compile financials, develop financial summary
092917baI
• Coordinate with property management team on processes,
finances
• Correspond with legal, accounting, and others to follow up on board
requests
2.2 Finance Department.
1) Finance Specialists — average seven (7) hours/month
Tasks:
• Monthly bank reconciliation
• Create monthly financial reports
• Enter deposits
• Enter journal entries
• Enter check information into QuickBooks
• Maintain QuickBooks and physical files
• Create backups for auditors as needed
• Create various accounts as needed
2) Confidential Account Clerk — average one (1) hour/month
Tasks:
• Cut physical checks
• Mail physical checks to vendors
• Maintain check log
• File backup
Individual tracking of time is not required.
SECTION 3. TIME OF PERFORMANCE. This Agreement shall be from October 1,
2017 through December 31, 2018.
SECTION 4. COMPENSATION. Initiatives shall pay City as compensation for the
services provided to Initiatives, which payment shall constitute complete compensation
for all services to be rendered under this Agreement, as follows:
$2,283.33 on or before the 1st day of October, 2017, and $2,283.33 on or before
the 1st day of each succeeding month for an annual amount of $27,400.00.
SECTION 5. TERMINATION OF AGREEMENT. Either party may terminate this
Agreement for any reason with or without cause upon not Tess than thirty (30) days' written
notice delivered to the other party.
SECTION 6. INDEMNIFICATION. Initiatives agrees to indemnify and hold harmless
City, its officers and employees from and against any and all claims of any kind that may
2
be made against City, its officers and employees arising out of or in connection the
negligence of initiatives, its officers and employees in the performance of this Agreement.
SECTION 7. NO EMPLOYER-EMPLOYEE RELATIONSHIP CREATED. City's
relationship to Initiatives shall be that of independent contractor and this Agreement shall
not be construed or interpreted to have created an employer-employee relationship
SECTION 8. RECORDS. All documents of any kind created by or provided to City staff
in the performance of services under this Agreement shall at all times remain the property
of Initiatives and City staff shall make no copies of any of such documents. in the event
City is requested pursuant to, or required by, applicable law, regulation, or legal or
administrative process to disclose any Initiatives' documents, City shall promptly notify
Initiatives in writing so that Initiatives may apply for a protective order or other appropriate
remedy at no cost or expense of any kind to City. In the event that Initiatives does not
take any action to stop such disclosure or obtain a protective order concerning such
disclosure within 48 hours after City provides such notice to Initiatives, City may disclose
the requested documents without any liability to City. City agrees to furnish only that
portion of documents sought or advised by City's counsel to be legally required. In the
event that Initiatives does take any action to stop such disclosure or obtain a protective
order, City agrees to cooperate with Initiatives at no cost or expense of any kind to City.
CITY OF DUBUQUE, IOWA
By:
Michael C. Van Milligen
City Manager
DUBUQUE INITIATIVES
By:
F:\Users\tsteckle\Lindahl\Agreements\Dubuque Initiatives_092917.docx
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THE CITY OF
DUIJ0fJE
Masterpiece on the Mississippi
Dubuque
kilfril
AII-America City
1
2007 • 2012 • 2013 • 2017
Economic Development
Department
50 West 130 Street
Dubuque, Iowa 52001-4864
Office (563) 589-4393
TTY (563)690-6678
http //www cityofdubuque org
TO: Michael Van Milligen, City Manager
FROM: Jill Connors, Economic Development Project Coordinator
SUBJECT: City Staffing Agreement with Dubuque Initiatives
DATE: October 9, 2017
INTRODUCTION
This memorandum presents an agreement between Dubuque Initiatives (DI) and the
City of Dubuque (City) for the City to provide contractual staffing services for DI from
October 1, 2017 through December 31, 2018, and requests your signature
BACKGROUND
As an all -volunteer board of directors, the non-profit, economic development entity of
Dubuque Initiatives has contracted with the City to provide staffing services such as
meeting coordination and conducting of financial transactions since entering into a
Memorandum of Agreement with the City on August 17, 1981 following the City's receipt
of CDBG funding under grant agreements B -80 -MC -19-0004 and B -81 -MC -19-0004
DISCUSSION
Over the years, City staff have continued to provide services for DI, adjusting the annual
payment for services as appropriate for the scope of services The only record found at
this time of the last several years' worth of rate negotiations are in email records As
such, we have drafted and proposed the attached agreement for staffing services to DI
DI currently pays the City $27,400 annually for staffing services, paid in quarterly
installments This agreement maintains the $27,400 annual rate with monthly
installments, beginning October 2017 and through December 2018 The agreement
does not create an employer-employee relationship between the City and DI
The board voted in favor of entering into this agreement at its regular meeting on
October 9, 2017
RECOMMENDATION/ ACTION STEP
I respectfully request your signature on the attached agreement with DI, for the City to
provide staffing services for the board.
Cc: Maurice Jones, Economic Development Director
Barry Lindahl, Senior Counsel
Jean Nachtman, Finance Director