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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: