Helping S Drug & Viol Prev GranMEMORANDUM
April 2, 2003
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Helping Services for Northeast Iowa - Drug and Violence Prevention Grant
Chief of Police Kim Wadding is recommending that the Dubuque Police Department
partner with Helping Services of Northeast Iowa in their application for a Drug and
Violence Prevention Grant from the Iowa Department of Public Health to work with
elementary school youth in downtown Dubuque. This is a four-year grant, with an
amount up to $55,000, with $11,000 dedicated to the law enforcement component.
There is no required City match.
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
Kim B. Wadding, Police Chief
MEMORANDA
Date: April 1, 2003
To: Michael C. Van Milligen
City Manager
From: Kim B. Wadding
Re: Helping Services for Northeast Iowa - Drug and Violence Prevention Grant
INTRODUCTION:
Helping Services of Northeast Iowa is applying for a Drug and Violence Prevention
Grant from the Iowa Department of Public Health to work with elementary school youth
in downtown Dubuque. One of the primary requirements is to partner with law
enforcement in providing some of the prevention services.
BACKGROUND:
Through the U.S. Department of Education channeled through the Iowa Department of
Public Health, Helping Services of Northeast Iowa is seeking a partnership with local
law enforcement in targeting grades K-12 regarding high risk youth and their
relationship with alcohol and drug use and/or violence. This is a four-year grant with an
annual review and renewal. The grant amount is up to $55,000 with $11,000 dedicated
to law enforcement. The focus of the project is to:
Reduce incidents of bullying and aggressive behavior
Increase student life skills
Increase student perception that their friends, parents, teachers,
principal, and neighbors consider violence and drug use as
unacceptable practices
DISCUSSION:
Recently, the Dubuque Police Department has been meeting with members of Helping
Services of Northeast Iowa to discuss the merits of the grant and how the police could
assist in providing intervention and prevention strategies. Through the discussions, it
was determined the police department could assist by providing mentoring opportunities
performed by police officers in three of our local elementary schools: Lincoln, Prescott,
and Audubon. Mentoring would occur in three areas: Direct, Officer Supervision, and
Neighborhood Prevention Activities.
The grant allows for 409 overtime hours at a rate of $26.90 per hour for officers to
volunteer outside of their normal workday. This allows the officer to focus directly on
mentoring without the concern of being interrupted and called away. Direct services
allow officers to visit the schools in two to three-hour blocks. Direct service matches an
officer with a student and assists them with reading, comprehension skill building, and
other one-on-one activities focused toward individual student growth.
Officer supervision allows officers to visit and interact within student group situations.
These group situations are informal gatherings of students during recess, before and/or
after school, and other identified times. Neighborhood prevention allows officers to work
with neighborhood groups, parents, teachers, and community leaders regarding various
activities focus toward student development and achievement. These activities
encompass activities during the summer as well as those initiated during school
evenings and school breaks.
In an effort to gage officer interest, an informational mentoring sign up was
communicated to department personnel. Eleven members indicated they would be
interested in providing this type of prevention services to students. Once the program is
established and experienced, it is hoped the volunteers would increase.
ACTION REQUESTED:
To participate, the police department would be required to sign a subcontract
agreement with Helping Services for Northeast Iowa, Inc. The performance period is
July 1, 2003 to June 30, 2004. The police budget is 409 units of service x $26.90/unit =
$11,000, with no monetary match requirement by the department. This is a
reimbursement grant, with overtime to be paid by the department with reimbursement
submitted to Helping Services for Northeast Iowa, inc.
Mentoring has been shown to be a powerful tool in the development of our youth. I
would recommend our participation in this worthwhile project to aid our youth
development while expanding our community policing efforts deeper into the
community. Therefore, I would recommend the signing of the subcontract agreement
and participating as a law enforcement member.
HELPING SERVICES FOR NORTHEAST IOWA, INC
SUBCONTRACT AGREEMENT
Having entered into a contract with the Iowa Department of Public Health, Division of
Health Promotion, Prevention and Addictive Behaviors, to be Fiscal Agent for the Drug
and Violence Prevention Grant, Helping Services for Northeast Iowa, Inc., offers the
following agreement as a subcontract for services.
This agreement is made this ist day of July, 2003, by and between Helping Services for
Northeast Iowa, Inc., and Dubuque Police Department, hereinafter referred to as the
Subcontractor. The address of the Subcontractor is:
Klm Wadding
Dubuque Police Department
770 Iowa Street
Dubuque, IA 52001
The parties hereto agree to the following:
1. PERFORMANCE PERIOD
The performance period of this Agreement shall be for the period of
July 1, 2003, to June 30, 2004.
SCOPE OF WORK
Subcontractor wii1 perform services as defined in the Proposal submitted by
Helping Services for Northeast Iowa, Inc, to the Iowa Department of Public
Health. Services to be performed include:
Mentoring (police officers matched with high-risk youth) 200 hours
Officer supervision at recess and trouble spots 150 hours
Neighborhood prevention activities 59 hours
TOTAL 409 hours
The Subcontractor will provide Helping Services for Northeast Iowa, Inc., with all
necessary records, data, information, and documentation required for Helping
Services for Northeast Iowa, Inc., to carry out its quarterly reporting obligations
to the Iowa Department of Public Health, and will assist Helping Services for
Northeast Iowa, Inc, staff in complying with contract obligations for reporting and
program evaluation.
3. BUDGET AND PAYMENT FOR SERVICES
Payment for services under this contract shall be as follows:
409 units of service x $26.90/unit = $11,000
At the time of execution of this subcontract the Subcontractor will provide
Helping Services for Northeast Iowa, Inc, a detailed line item budget (or each of
the four general categories stated above.
The Subcontractor will provide the following as financial match:
Docmmentation for match will be maintained by the Subcontractor, and will be
reported monthly with the voucher requesting reimbursement for approved
expenses.
Reimbursement for approved expenses may be requested by the 10th of each
month on forms provided by Helping Services for Northeast Iowa. All claims
must be accompanied by appropriate documentation supporting the claim
including any matching funds expended during the period.
Subcontractor shall provide uncontested access to contract related records by any
appropriate federal or state agents, including the Iowa Department of Public
Health and its representative, and to Helping Services for Northeast Iowa Inc.,
and retain said records for not less than five (5) years. This includes any financial,
procurement, and local match records required for Helping Services for Northeast
Iowa, Inc., closeout and audit.
All requests for reimbursement shall be sent to
Fiscal Manager
Helping Services for NortheastIowa, Inc.
P.O. Box 372
Decorah, lA 52101
Helping Services for Northeast Iowa, Inc., shall be obligated to provide said funds
for reimbursement of Subcontractor expenses only on the condition that said
lands shall be available from the State of Iowa, Inc. Failure of Helping Services
for Northeast Iowa, Inc., to receive grant funds from the State shall cause this
agreement to be terminated.
SUBCONTRACTOR STATUS
Nothing in the execution and performance of this Agreement shall be
construed to establish and employer-employee relationship between
Helping Services for Northeast Iowa, Inc, and Subcontractor.
The Subcontractor represents that it is an independent contractor for
purposes of tax withholding on the payment of fees, and acknowledges
that it is responsible for any and all income and Social Security tax which
may be required on such payments.
The Subcontractor agrees and acknowledges that under this agreement it is
not provided any health, retirement, workers compensation, or any other
benefits by Helping Services for Northeast Iowa, Inc.
The Subcontractor represents that it maintains adequate insurance
coverage for the commercial and professional activities performed under
this Agreement: General Liability $1 million; Automobile Liability
covering hired auto and non owned autos $1 million; Excess Liability 2
million; Workers Compensation as required by Iowa Law; Helping
Services for Northeast Iowa named as an additional insured on general
liability policy.
The Subcontract budget and program plan, as outlined in the Proposal
submitted by Helping Services for Northeast Iowa, Inc, to the Iowa
Department of Public Health is attached, by reference, to this Subcontract.
This Subcontract is governed by the terms and conditions, including
special conditions, attached by the Iowa Department of Public Health to
the contract governing this project which is between the Iowa Department
of Public Health and Helping Services for Northeast Iowa, Inc.
CONFIDENTIALITY of CLIENT RECORDS
Subcontractor's policies and procedures shall provide that records
regarding the identity, diagnosis, prognosis, and services provided to any
client in connection with the performance of the contract are maintained
and disclosed only for the purposes and under the circumstances expressly
authorized under state or federal confidentiality laws rules or regulations.
This Article 5 shalI survive expiration and termination of this Agreement.
AMENDMENT OF THIS AGREEMENT
The terms and conditions of this Agreement may only be amended or
supplemented by written agreement of both parties and, when necessary,
with Iowa Department of Public Health concurrence. Such amendments
include any change in the Subcontract budget and program plan as
outlined in the Proposal submitted by Helping Services for Northeast
Iowa, Inc, to the Iowa Department of Public Health and attached, by
reference, to this Subcontract.
DEFAULT
In the event Subcontractor does not complete the Services in a satisfactory
manner:
Subcontractor shall be liable to Helping Services for any additional
expenses incurred by Helping Services for satisfactory completion of the
Services.
The Subcontractor shall be obligated to pay Helping Services for any
expenses reimbursed to the Subcontractor that were in support of work not
completed.
This Article does not limit the remedies, at law or in equity, otherwise
available to either party.
INDEMNIFICATION
Subcontractor agrees to defend, indemnify, and hold the State of Iowa, the Iowa
Department of Public Health, and Helping Services for Northeast Iowa, Inc.,
harmless for any damages, liabilities, or expenses related to or arising from the
following:
a. Any violation of this agreement by the Subcontractor;
b. Any negligent acts or omissions of the Subcontractor;
c. Any fallm'e by the Subcontractor to comply with federal, state, or local
laws;
d. Any infringement of any copyright, trademark, patent, or other
intellectual property rights.
Helping Services for Northeast Iowa, Inc., shall be responsible for all damages to
persons or property that occurs as a result of Helping Services for Northeast Iowa,
Inc., fault negligence, gross negligence, bad faith, fraud, or other wrongful acts in
the performance of this agreement.
GOVERNING LAW
This Agreement shall be governed and construed according to the laws of
the State of Iowa.
10. ASSURANCES
During the performance of services Subcontractor shall be in compliance
with all applicable state and federal laws and roles, ordinances, and
regulations. By signing this Agreement, Subcontractor certifies that the
Subcontractor is in compliance with the following:
All federal statutes relating to non-discrimination,
including but not limited to Title VI of the Civil Rights Act
of 1964 and Executive Order 11246, "Equal Employment
Opportunity" as amended by E.O. 11375; Secion 504 of
the Rehabilitation Act of 1973; the Age Discrimination act
of 1975: and any amendments thereto.
In accordance with Helping Services for Northeast Iowa,
Inc., policies, Subcontractor does not have a conflict of
interest in the performance of this Agreement.
In witness whereof, the parties hereto have caused this Agreement to be executed in
duplicate as of the date(s) set forth below.
Helping Service for Northeast Iowa, Inc.
Subcontractor
By: By:
Name: David Run/on
Title: Executive D/rector
Date:
Name: Kim Wadding
Title: Chief of Police
Date: