IDED Gr Agree Down Mast PlaneMEMORANDUM
December 10, 2002
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:IDED Grant Agreement for Downtown Master Plan
Planning Services Manager Laura Carstens recommends City Council approval of an
agreement with the Iowa Department of Economic Development (IDED) for a $25,000
grant from IDED's Community Development Fund for preparation of the Downtown
Master Plan.
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
Laura Carstens, Planning Services Manager
MEMORANDUM
December 9, 2002
TO:Michael C. Van Milligen, City Manager
FROM:Laura Carstens, Planning Services Manager
SUBJECT:IDED Grant Agreement for Downtown Master Plan
INTRODUCTION
This memo transmits an agreement with the Iowa Department of Economic
Development for a $25,000 grant from IDED's Community Development Fund for
preparation of the Downtown Master Plan. A resolution and transmittal letter are
enclosed.
DISCUSSION
In March 2002, the City Council budgeted $100,000 for creation of a Downtown Master
Plan. The City allocated $50,000 in City funds for the project. The Downtown Planning
Committee has raised $25,000 from a private fund raising campaign.
In November 2002, the City received an award notice from IDED for a $25,000 grant.
The grant agreement includes $2,500 of local in-kind match, which brings the project to
$102,500. The Downtown Planning Committee and the Planning Services Department
will provide this local in-kind match through committee meetings and staff support.
RECOMMENDATION
I recommend that the City Council authorize the Mayor to sign the $25,000 grant
agreement with IDED, and designate the Planning Services Manager to sign payment
vouchers for the grant.
LC/mkr
Attachments
Prepared by: Laura Carstens, City Planner Address: City Hall, 50 W. 13th Street Telephone: 589-4210
RESOLUTION NO. 641-02
RESOLUTION AUTHORIZING IOWA DEPARTMENT OF ECONOMIC
DEVELOPMENT GRANT AGREEMENT FOR DOWNTOWN MASTER PLAN
Whereas, the City Council has made creation of a Downtown Master Plan a
priority; and
Whereas, the City Council has allocated $50,000 towards this project; and
Whereas, the Iowa Department of Economic Development (IDED) has awarded
the City a $25,000 grant from the IDED's Community Development Fund for this
project; and
Whereas, the Downtown Planning Committee has raised $25,000 in private
donations; and
Whereas, the Downtown Planning Committee and Planning Services
Department will provide $2,500 in local in-kind match.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. The Mayor hereby is authorized to sign the IDED grant agreement
for creation of the Downtown Master Plan on behalf of the City of Dubuque.
Section 2. The Planning Services Manager hereby is authorized to sign the
IDED payment vouchers and to serve as the project manager and point of contact for
this grant agreement.
Passed, approved and adopted this 16th day of December, 2002.
Terrance M. Duggan, Mayor
Attest:
Karen M. Chesterman, Deputy City Clerk
Department of
Economic Development
lOWA
SMART IDEATM
CITY OF DUBUQUE
DEC ,O& 2002
December 2, 2002
Ms. Laura Carstens
City of Dubuque
50 W 13th St City Hall
Dubuque, IA 52001
Re: Grant Agreement 2003-F320-300 and Payment Voucher for first draw of funds
Dear Ms. Carstens:
Enclosed you witl find the Payment Voucher for your first advance of funds and the Grant
Agreement between the IDED and the Grantee. Please type or legibly print all information,
The Grant Agreement and Payment Voucher are to be mailed to:
Iowa Department of Economic Develop rnent
ATTN: Barb Harvey
200 East Grand Avenue
Des Moines, IA 50309-1827
GRANT AGREEMENT:
1)The Grant Agreement is a two party document between the IDED and the Grantee.
Please have the authorized representative of the Grantee sign the Grant Agreement on
page three (3).
2) Send the ENTIRE ORIGINAL Grant Agreement back to me for processing.
3)Our Division Administrator will then sign the Grant Agreement, and we will return a copy
of the signed Grant Agreement to you.
FUN.DS DISBURSEMENTPROCEDURE:
Claims for payment will be made in two (2) disbursements. The second disbursement shall be
made after the project has been completed and IDED has received and reviewed the items
described in the Work Statement. A financial report is due at the end of the project.
Upon completion of the prOject send all products to the attention of Call Beals at, IDED.
Thomas J. Viback, Governor Sally J. Pederson, Lieutenant Governor C.J~ Niles, Director
200 E&st Grand Avenue, Des Moines, Iowa 50309 Phone: 515.242.4700 Fax: 515.242.4809 WVWN.iowasmar tidea.com
2
PAYMENTVOUCHER:
1)
Please have the Grantee or his/her designee date and sign the Payment Voucher side in
the Claimant's Certification box located 2/3 down and on the left-hand side of the
page. Do not have them sign on the AGENCY CERTIFICATION side of the Payment
Voucher. Please be sure that a form with an original signature is sent back. Blue ink is
preferred over black ink. There have been instances where questions arose if the
signature was an original or a photocopy and payment was delayed until the question
was resolved. If there is not an original signature, your request for funds will not be
processed. Please make a copy for your files.
2)
Return this form along with your signed Grant Agreement. Make sure an oriqinal
siqnature is on the Grant Agreement and the Payment Voucher. If there is not an
original signature, we cannot process your Grant Agreement or your request for funds.
If you have questions while filling out either the Grant Agreement or the financial documents
please call me at 515.242.4779. For questions regarding your work activities please contact
Cali Beals at (515) 242-4723. Our FAX number is 515.242.4809. If you would like to contact us
by e-mail our addresses are barb.harvey@ided.state.ia.us and Cali.Beals@ided.state.ia.us.
We look forward to working with you during this project.
Barb Harvey
Program Assistant
IOWA DEPARTMENT OF ECONOMIC DEVELOPMENT
COMMUNITY DEVELOPMENT FUND GRANT AGREEMENT
BETWEEN
iOWA DEPARTMENT OF ECONOMIC DEVELOPMENT
200 East Grand Avenue GRANT NUMBER: 2003-F320-300
Des Moines, Iowa 50309
(hereinafter "IDED") EFFECTIVE DATE: November 05, 2002
AND
City of Dubuque
50 W 13th St City Hall
Dubuque, IA 52001
(hereinafter "Grantee")
AWARD AMOUNT: $25,000.00
GRANTEE CASH MATCH: $75,000.00
GRANTEE IN-KIND MATCH: $2,500.00
FEIN: 42-6004596
In consideration of the promises and mutual covenants and agreements contained herein, the Parties agree as
follows:
DEFINITIONS. "Grantee" means an entity as defined in 261 Iowa Administrative Code, Chapter 41, Section
41.2(1). The Grantee shall have the primary responsibility for the Project and shall be the fiscal agent. Grantee
shall ensure that the minimum match requirements are met, as defined in 261 lAC 41.2(1 ), and that all other
conditions of the Grant Agreement are met.
GRANT PROJECT. "Project" means the activities and other obligations to be performed or accomplished by the
Grantee as described in this Agreement, the application approved by the IDED, the award letter, and described in
Attachment A - Work Statement and Budget.
3. GRANT PERIOD. Project Effective Date: November 05, 2002 Project Completion Date: November 30, 2003
PRIOR EXPENSES. No expenditures made prior to the Effective Date may be included as Project costs for the
purpose of this Grant Agreement.
UTILIZATION OF CONSULTANT(S). If consultant(s) are to be hired in association with the Project, the Grantee
is responsible for recruiting, selecting, and contracting (e.g. terms and conditions, scope of work, payment) with
consultant(s).
TOTAL PAYMENT. Total payment of state funds under this agreement is not to exceed $25,000.00 as shown in
Attachment A. unless modified by written amendment of this Contract. All payments under this Agreement are
subject to receipt by the IDED of sufficient State funds for this activity. Any termination, reduction or delay of state
funds to the 1DED shall, at the option of the IDED, result in the termination, reduction or delay of state funds to the
Grantee.
MATCH REQUIREMENTS. The Grantee shall ensure that a minimum of 25 percent local cash match of grant
funds and a minimum of 10 percent of local in-kind match of grant funds is provided for the Project.
COST VARIATION. In the event that the total Project cost is less than the amount specified in this Agreement,
IDED's participation shall be reduced at the same ratio as IDED funds are to the total Project budget, and any
disbursed excess above the reduced IDED participation shall be returned immediately to IDED. Upon request of
the Grantee, IDED may waive this section upon a good faith showing by the Grantee that Project costs are less
than specified in the Agreement for reasons including but not limited to the following: realized Project efficiencies
or savings realized when the Project is completed ahead of schedule.
REPORTING REQUIREMENTS. The Grantee shall submit a copy of the final product to the IDED upon
completion for IDED's review to verify that the terms of this agreement have been met. The Grantee shall also
submit a financial report as specified by IDED upon completion of the project. Upon review of the final product the
Grantee shall submit a synopsis report as specified by IDED.
10.
PAYMENT PROCEDURES. Payment shall be made in two disbursements. The first disbursement of seventy-five
percent (75%) of grant funds shall be made at the start of this Agreement subject to approval of waiver by the
Department of Revenue and Finance. The second disbursement shall be made after the project has been
completed and IDED has received and reviewed the final product identified in Section 9 REPORTING
REQUIREMENTS. Requests for payment shall be made using the standard IDED fund request form or a detailed
invoice, which contains the same information as the IDED fund request form. If the total grant award amount has
not been claimed within sixty (60) days of the Project Completion Date, then the IDED shall be under no further
obligation for further disbursement.
11. PUBLICATIONS. The Grantee will ensure that all publications produced in association with this Agreement shall
2003-F320-300
City of Dubuque
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include the following phrase: This project is sponsored in part by the Iowa Department of Economic Development.
DEFAULT. The occurrence of any one or more of the following events shall constitute cause for IDED to declare
the Grantee in default of its obligations under this Agreement: a) non-performance; b) a failure of the Grantee to
make substantial and timely progress toward performance of the Agreement; c) a failure of the Grantee's work
product and services to conform with the terms of this agreement and any and all attachments; d) a breach of any
term of this Agreement; e) misspending grant proceeds for purposes not described in Attachment A - Work
Statement and Budget. The IDED shall issue a written notice of default providing therein a fifteen (15) day period
in which the Grantee shall have an opportunity to cure, provided that cure is possible and feasible.
TERMINATION. This Agreement may be terminated in the following circumstances: a) By either party, without
cause, after thirty (30) days written notice; b) As a result of the Grantee's default under this Agreement; c) As a
result of the termination or reduction of funding to IDED; d) Immediate termination upon written mutual agreement
by all parties.
REMEDY UPON TERMINATION. In the event of termination of this Agreement or reduction of the Agreement
amount, the exclusive, sole and complete remedy of the Grantee shall be payment for services rendered prior to
termination.
NONASSIGNMENT. This Agreement may not be assigned without prior IDED written consent.
WRITING REQUIRED. No change, modification, or termination of any of the terms, provisions or conditions of
this Agreement shall be effective unless made in writing and signed by the Grantee. Notwithstanding the sentence
above, IDED may unilaterally modif7 the Agreement at will in order to accommodate any change in any applicable
federal, state or local laws, regulations, rules or policies. A copy of such unilateral modification will be given to the
Grantee as an amendment to this Agreement.
COMPLIANCE WITH LAWS AND REGULATIONS; DECLARATION OF THE GRANTEE. The Grantee shall
comply with all applicable State and federal laws, rules, ordinances, regulations and orders. The Grantee declares
that it has complied with all federal, state, and local laws regarding business permits and licenses that may be
required to carry out the work to be performed under this Agreement.
COMPLIANCE WITH EEO/AA PROVISIONS. The Grantee shall comply with the provisions of federal, state and
local laws, rules and executive orders to insure that no employee or applicant for employment is discriminated
against because of race, religion, color, age, sex, national origin, or disability. A breach of this provision shall be
considered a material breach of this Agreement.
INDEMNIFICATION AGAINST LOSS OR DAMAGE. The Grantee shall jointly and severally defend, indemnify
and hold IDED, its successors and assigns, harmless from and against any liability, loss, damage or expense,
including reasonable counsel fees, which IDED may incur or sustain by reason of (a) the failure of the Grantee to
fully perform and comply with the terms and obligations of this Agreement; (b) the Grantee's performance or
attempted performance of this Agreement; (c) the Grantee's activities with subgrants and third parties.
ACCESS TO RECORDS. The Grantee shall permit IDED or its agents to access and examine, audit, excerpt and
transcribe any directly pertinent books, documents, reports, papers and records of the Grantee relating to orders,
invoices, or payments or any other documentation or materials pertaining to this Agreement. Upon the request of
IDED, the Grantee shall deliver to IDED or its agents said documentation or materials.
RECORDS RETENTION. Ail records of the Grantee relating to this Agreement shall be retained for a period of
three (3) years following the date of final payment or completion of any required audit, whichever is later.
UNALLOWABLE COSTS. If IDED determines at any time, whether through monitoring, audit, closeout
procedures or by other means that the Grantee has received grant funds or requested reimbursement for costs
which are unallowable under the terms of this Agreement, the Grantee will be notified of the questioned costs and
given an opportunity to justify questioned costs prior to IDED's final determination of the disallowance of costs. If it
is IDED's final determination that costs previously paid by IDED are unallowable under the terms of the
Agreement, the expenditures will be disallowed and the Grantee shall immediately repay to IDED any and all
disallowed costs.
23. SURVIVAL OF AGREEMENT. If any portion of this Agreement is held to be invalid or unenforceable, the
remainder shall be valid and enforceable.
2003-F320-300
City of Dubuque
24.
GOVERNING LAW. This Agreement shall be interpreted in accordance with the law of the State of Iowa, and any
action relating to the Agreement shall only be commenced in the Iowa District Court for Polk County or the United
States District Court for the Southern District of Iowa.
25.
FINAL AUTHORITY. The decision of the IDED shall be binding on the Grantee. The IDED shall have the final
authority to assess whether the Grantee has complied with the terms of this Agreement.
26.
INTELLECTUAL PROPERTY. All concepts, tapes, compilations or other work product procured or created by the
Grantee (s) or its/their employees or agents for the Department in connection with this Agreement shall be the
property of the Department. The Department shall be deemed to be the author of such work product and all rights
in the work product including copyrights and other rights, title and interest in such materials. Accordingly, the
Department may adapt, change, edit or use these materials in combination with the works of others and may
publish the materials. If for any reason the Department is not deemed to be the author and owner of these
materials for all purposes then this Agreement shall be considered an irrevocable, perpetual assignment by the
Grantee (s) to the Department of all rights it may have in any work product. The Grantee shall take any steps
necessary to ensure that persons working on behalf of the Grantee will not have any claim to the work product or
the rights in the work product.
27.
DOCUMENTS INCORPORATED BY REFERENCE. The following documents are hereby incorporated by
reference:
(a) Attachment A, Work Statement and Budget.
(b) Attachment B, Iowa Department of Economic Development Award Letter.
(c) Attachment C, Application. Due to its size, Attachment C will not be attached to this Agreement, but will
be kept on file at the Iowa Department of Economic Development. It shall, nevertheless, be considered
an incorporated element of this Agreement.
28.
ORDER OF PRIORITY. In the event of a conflict between documents, the follow order or priority shall be applied: (a) Articles 1-29 of this Grant Agreement.
(b) Attachment A, Work Statement and Budget.
(c) Attachment B, Iowa Department of Economic Development Award Letter.
(d) Attachment C, Application as approved by IDED.
29.
INTEGRATION. This Agreement contains the entire understanding between the Grantee and IDED and any
representations that may have been made before or after the signing of this Agreement, which are not contained
herein, are nonbinding, void and of no effect. Neither of the parties has relied on any such prior representation in
entering into this Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed, effective as of the date stated in
Section 3. GRANT PERIOD.
FOR GRANTEE: X
Signature
Title
FOR IDED:
Sandy Ehrig, Administrator
Community Development Division
2003-F320-300
CiLy of Dubuque
ATTACHMENT A
WORK STATEMENT
The purpose of the Community Development Fund is to assist communities in addressing community and economic
development challenges and opportunities. Technical and financial assistance is provided to communities to access
consultation and technical assistance to further local collaborative initiatives or to select and prioritize strategies for the
improvement of operations and structures to meet business and residential demands. The IDED is providing grant funds
to be used to assist with the development of a model for downtown redevelopment. The grantee shall document the
process followed to create the model.
Components of the model shall include:
Component 1 - Assess Conditions and Identify Issues. Action steps are: reviewing existing plans for downtown and sub-
areas; analyzing general physical conditions of the project area; highlighting major building rehabilitation and
redevelopment opportunities; reviewing roadway, transit, parking, and pedestrian circulation systems; assessing reality
versus Vision Downtown; assessing reality and existing plans versus Vision Downtown; and describing issues in text,
maps and graphic forms.
Component 2 - Conduct Market Analysis of Downtown Dubuque. Action steps are: documenting existing physical and
market conditions; quantifying market demand for various land uses identified in the six dimensions of Vision Downtown;
assessing development opportunities and constraints; identifying targeted development opportunities; assessing financial
feasibility of recommended projects and/or concepts; identifying potential developers; and assessing developer interest.
Component 3 - Establish Community Involvement. Action steps are: creating a consensus building, community
involvement and public relations process for public outreach and engagement; engaging the community, decision makers
and partners in planning process; and recommending a role for the downtown planning committee.
Component 4 - Develop Downtown Dubuque Master Plan. Action steps are: creating a unified implementation strategy with
master plan elements and recommendations for the Vision Downtown dimensions; creating concept plans for land use and
urban design with preferred uses by areas or districts; creating concept plans with transportation, traffic circulation and
parking options; creating concept plans and cost estimates for public improvements related to the Vision Downtown
dimensions; identifying financing incentives, strategies and tools; identifying strategies to attract development; identifying
marketing and merchandising strategies; recommending an Action Agenda to identify and prioritize next steps; and cross
referencing the Downtown Master Plan with Vision Downtown.
The parts of the project including costs of studies or plans that are routinely developed as part of a city or county function
or operation, such as development of a comprehensive plan, community builder plans, master plans or engineering
studies for water, sewer, roads, or parks are not eligible uses of grant funds but may be used as local match.
The model shall include deliverable strategies for land use, marketing strategies, traffic and parking plans, housing,
business development, and growth management. The strategies shall be measurable and sustainable.
The model shall not be redundant of work already accomplished in previous planning efforts.
The final report shall be in a format to be used as a model for downtown redevelopment. A presentation of the model shall
be made to IDED.
BUDGET*
Line Item Grant Local Cash Local In-kind Total
Amount Match match
Costs for model development for a $25,000.00 $0.00 $0.00 $25,000.00
downtown redevelopment model with
deliverable strategies.
Local costs associated with the project. $0.00 $75,000.00 $2,500.00 $77,500.00
Totals $25,000.00 $75,000.00 $2,500.00 $102,500.00
*Minimum match requirements as specified in Section 7. MATCH REQUIREMENTS must be maintained.
2003-F320-300
City of Dubuque
Attachment C, Application.
Due to its size, Attachment C will not be attached to this Agreement, but will be kept on file at the Iowa Department of
Economic Development. It shall, nevertheless, be considered an incorporated element of this Agreement.
STATE OF IOWA
PURCHASE ORDER/PAYMENT VOUCHER DOCUMENT NUMBER
2003 DATE I ACCTG PERIOD (mmV/y)
VENDOR CODE AGENCY NAME
42-6004596 Iowa Department of Economic Development
VENDOR NAME AND ADDRESS BILL TO ADDRESS (ORDERING AGENCY) SHIP TO ADDRESS
City of Dubuque Iowa Depar[ment of Economic Development
50 West 13th St. - City Hall Community Development Division
Dubuque, Iowa 52001 200 East Grand Avenue
Des Moines, IA 50309-1827
TERMS FOB ORDER APPROVED BY GOODS RECEiVED/SERVICES
PERFORMED
DATE INITIALS
Advance Payment per Blanket Approval: 03-039
Per Grant Agreement:
2003-F$20-300 $18,750.00
For Community Development Fund
DOCUMENT TOTAL $18,750.00
CLAIMANT'S CERTIFICATION AGENCY CERTIFICATION
I CERTIFY THAT THE ITEMS FOR WHICH PAYMENT IS CLAIMED WERE FURNISHED EOF{ STATE I CERTIFY THAT THE ABOVE EXPENSE WERE INCURRED AND THE AMOUNTS ARE
BUSINESS UNDER THE AUTHORITY OF THE LAW AND THAT THE CHARGES ARE REASONABLE, CORRECT AND SHOULD BE PAID FROM THE FUNDS APPROPRIATED BY:
PROPER, AND CORRECT, AND NO PART OF THIS CLAIM HAS BEEN PAID, CODE OR CHAPTER SECTION(S)
DATE TITLE
CEAIMANT'S SIGNATURE AUTHORIZED SIGNATURE
DOC TYPE (PO DOC NUMBER DOC DATE ACCTG PRE) BUDGET ACTIOH PO SHIP PV ]NT iNT SELLER [NT SELLER
orPV) FY NEW/MOD INSTR TYPE tND FUND AGCY
PV E
VENDOR CODE ADDR OVERRIDE F/A INDICATOR EFT IND TEXT -po's only (Y/N) TEXT (po's only)
42-60O4596
REF DOC TYPE REF DOC NUMBER REF DOC LINE COM LN VEND INVOICE ¢~ COMMODITY CODE GS CONTRACT
01 0001 269 F320 4124 2003-F320-300 $18,750.00
O2
O3
O4
O5
O6
O7
07-350 iFASPO/PVl (3/99) DOCUMENT TOTAL I $18,750.00
PO/PV1 WARRANT#
AUDITED BY [
PAID DATE