Purch Services GDDC Service AgMEMORANDUM
April 16, 2003
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Purchase of Service Agreement -
Greater Dubuque Development Corporation
During the Fiscal Year 2004 budget process, the Mayor and City Council provided
$127,500 for the Purchase of Service Agreement with the Greater Dubuque
Development Corporation including $87,500 for economic development services and
$40,000 for marketing of the City's industrial parks.
Administrative Services Manager Pauline Joyce is recommending execution of the
attached agreement with the Greater Dubuque Development Corporation for support of
their economic development services.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
___________________
Michael C. Van Milligen
MCVM/ksf
Attachment
CC:Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Pauline Joyce, Administrative Services Manager
MEMORANDUM
April 16, 2003
TO:Michael C. Van Milligen, City Manager
FROM:Pauline Joyce, Administrative Services Manager
SUBJECT:Purchase of Service Agreement -
Greater Dubuque Development Corporation
Attached for City Council approval is the Purchase of Service Agreement with the
Greater Dubuque Development Corporation for the City's financial support during Fiscal
Year 2004.
The adopted Fiscal Year 2004 operating budget provides $87,500 to help fund the
Greater Dubuque Development Corporation economic development services and
$40,000 for marketing of the City's industrial parks.
It is my recommendation that the City Council approve the attached Purchase of
Services Agreement with the Greater Dubuque Development Corporation and authorize
the Mayor to execute the contract on behalf of the City.
PJ/ksf
Attachment
CITY OF DUBUQUE, IOWA, AND
GREATER DUBUQUE DEVELOPMENT CORPORATION
PURCHASE OF SERVICE AGREEMENT
THIS AGREEMENT, entered into this 1st day of July, 2003, by and between the
City of Dubuque, Iowa, herein referred to as the "City", and the Greater Dubuque
Development Corporation, a nonprofit corporation, herein referred to as the
"Corporation", for economic development services.
WHEREAS, the Corporation has retained 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; and
WHEREAS, the Dubuque Area Chamber of Commerce, the County of Dubuque,
Iowa, and private contributors have allocated funds or other resources for the support of
the Corporation.
NOW THEREFORE, the parties hereto agree as follows:
1. Term of Agreement. This Agreement shall be for a term commencing on July 1,
2003, and ending June 30, 2004.
2. Purpose. It is an expressed purpose of the City to maintain an economically
viable community by encouraging private sector development, which produces
jobs and expands the local tax base. The City seeks the assistance of the
Corporation in being part of a program of coordinated economic development
activities which will assure: (a) that local firms having potential to expand shall
have sites and other resources available to facilitate such expansion; (b) that
other resources shall be developed to aid in the recruitment of business and
industry, especially those that offer employment opportunities; and that such
other activities as may stimulate private sector employment expansion shall be
undertaken.
3. Services. The Corporation agrees to carry out the activities described in
"Appendix A - Scope of Activities", hereto attached. The City agrees to perform
its responsibilities set forth in the same Appendix.
4. Amendments and Changes. The City and the Corporation recognize and
mutually agree that the activities to be undertaken and the amounts proposed to
be expended are subject to modification as economic development needs and
opportunities change. Therefore, the program of work set forth in Appendix A is
intended to serve as an outline of activities that may be addressed during the
period of this Agreement, and may be amended with the approval of the City
Manager.
5. Compensation. The City will pay to the Corporation for Fiscal Year 2003 an
amount not to exceed $87,500, which amount shall constitute complete
compensation for all services to be rendered. Such amount will be paid in four
equal installments of $21,875 payable September 30, 2003, December 31, 2003,
March 31,2004 and June 30, 2004.
6. Evaluation and Audit. Inasmuch as the funds are provided to the Corporation by
the City, and are subject to audit and performance evaluation to insure that
activities and the expenditures are carried out according to requirements of the
Agreement, the Corporation will maintain books of account conforming to
accepted accounting standards, together with necessary documentation to
support all expenditures. The records of the Corporation, including payroll
accounts and other records of disbursements and receipts, and other records
relating to the performance of the activities herein specified, including records of
contracts and solicitations of businesses and industries which may otherwise be
subject to rules of confidentiality, shall be made available for inspection by the
City or any Certified Public Accountant acting on its behalf, in order to ascertain
performance of the Corporation under this Agreement. The Corporation agrees
to retain such records for not less than three (3) years.
7. Reporting and Monitoring. A status report shall be made to the City Council
during January and June 2004. Written progress reports shall be rendered
monthly no later than fifteen (15) days after the end of each month. Such reports
shall include a report as to the progress on city projects.
In addition, corporation shall provide to City a copy of any studies, documents, or
reports which may be produced under the activities described in Appendix A,
which may be evidence of work performed and which do not otherwise violate
the confidentiality of any business or industry contacts that may be developed
during the course of this Agreement.
The Corporation and the City agree that the coordination of efforts, particularly at
the staff level, is essential to the success of the scope of activities noted above.
Therefore, the City Manager and such other of his staff as he may direct shall
meet with the Corporation's Executive Director or other Corporation
representatives at least once each month to review progress under each of the
activities noted above.
8. Discrimination. In carrying out this Agreement, the Corporation shall not
discriminate against any employee or applicant for employment because of race,
color, religion, sex, age, disability, or national origin. The Corporation shall take
affirmative action to insure that applicants for employment are employed and that
employees are treated during employment without regard to their race, color,
religion, sex, age, disability or national origin. Such actions shall include, but not
be limited to, the following: employment upgrading, demotion or transfer;
recruitment or recruitment advertising; lay-off or termination; rates of pay or other
forms of compensation; and selection for training, including apprentice-ship. The
Corporation shall state that all qualified applicants shall receive consideration for
2
employment without regard to race, color, religion, sex, age, disability, or national
origin.
9. Interest of Member, Officers or Employees of the City of Dubuque, Members of
the Dubuque City Council, or Other Public Officials. No member, officer or
employee of the City, or its designees or agents, no member of the Dubuque City
Council and no other public official of the City who exercises any function or
responsibilities with respect to the program during his or her tenure, or one year
thereafter, shall have any financial interest, direct or indirect, in this Agreement
or the proceeds thereof, for work to be performed in connection with the program
assisted under this Agreement.
10.Termination of Contract. If, through any cause, the Corporation shall fail to fulfill
in a timely and proper manner its obligations under this Agreement, or if the
Corporation shall violate any of the covenants, agreements or stipulations of this
Agreement, the City shall thereupon have the right to terminate this Agreement
by giving written notice to the Corporation of such and specifying the effective
date thereof, at least thirty days before the effective date of such termination.
Upon termination of this Agreement the Corporation will return to the City all
unexpended funds and/or any funds utilized for purposes other than stated in the
Agreement.
11.Compliance with Local Laws. The Corporation shall comply with all applicable
laws, ordinances, and codes of the State of Iowa and the City of Dubuque.
12.Assignability. The Corporation shall not assign any interest in this Agreement,
and shall not transfer any interest in the Agreement, without the prior written
permission of the City.
WITNESSED:
CITY OF DUBUQUE, IOWA
Jeanne F. Schneider, City Clerk
Terrance M. Duggan, Mayor
GREATER DUBUQUE DEVELOPMENT
CORPORATION
Rick Dickinson, Executive Director
3
APPENDIX "A"
SCOPE OF ACTIVITIES
GENERAL ECONOMIC DEVELOPMENT SERVICES
Corporation Responsibilities
The Corporation shall respond to inquiries from the public and provide general
information regarding available commercial and industrial development. It shall
prepare a monthly business barometer for general circulation. In collaboration
with the Chamber of Commerce and others, it shall assemble and publish an
annual Dubuque Area Industrial Director.
City Responsibilities
The City shall provide the Corporation with current information on City financial
assistance programs, and proposed terms, and on other matters relating to the
City's policies and capacity to support business development. The City will
collaborate with Corporation staff on response to business inquiries and related
matters. The City shall be fully responsible for establishing and negotiating all
terms and conditions for City economic development programs.
DUBUQUE AREA ECONOMIC DEVELOPMENT PROMOTION, MARKETING
AND RECRUITMENT
Corporation Responsibilities
The Corporation will prepare promotion and marketing materials illustrating
Dubuque and Dubuque area industrial development opportunities, including
production of a videotape and acquisition of print materials to provide information
on employment development opportunities. The Corporation shall assemble an
industrial development information base, including but not limited to labor force
availability, wage rates, industrial site availability and cost, utility capacities,
transportation services, medical care, and other information that may be useful in
the industrial location process. The Corporation shall promulgate such materials
in response to inquiries and to other opportunities.
City Responsibilities
The City, in collaboration with Dubuque Initiatives, will furnish the Corporation with
appropriate graphic materials describing the Dubuque Industrial Center and other
projects of special interest to the City. The City will advise on information to be
incorporated in the marketing program, and provide ongoing guidance and input
to the Corporation. The City will be fully responsible for establishing and
negotiating all terms and conditions for City economic development programs.
SALES AND MARKETING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
GREATER DUBUQUE DEVELOPMENT CORPORATION
This Agreement is entered into this 1st day of July, 2003, between the City of Dubuque
(City) and Greater Dubuque Development Corporation (GDDC).
RECITALS
WHEREAS, City desires to obtain the services of GDDC to provide sales and marketing
of commercial and industrial properties owned by City; and
WHEREAS, GDDC desires to perform sales and marketing for City with the terms and
conditions set forth in the Agreement; and
WHEREAS, this Agreement is in the public interest in promoting economic
development, job creation, and investment in the community.
NOW, THEREFORE, in consideration of the foregoing recitals, covenants and
conditions set forth in this Agreement, the parties agree as follows:
1. Services:
GDDC shall provide sales and marketing services for commercial and industrial
property owned by City. Services will be provided on a best effort basis, with no
specific requirements for markets reached, sales leads, or sales closed.
2. Insurance:
GDDC shall provide such insurance as required by the insurance schedule
attached hereto during the term of this agreement.
3. Conditions of Payment:
City agrees to reimburse GDDC for expenses incurred by GDDC, either directly
or indirectly, related to sales and marketing of City-owned commercial and
industrial property. Expenses eligible for reimbursement include, but are not
limited to; design and production of marketing materials, distribution of marketing
materials, sales and marketing consultant services, client contacts and training
and staff development related to marketing and sales. Travel expenses will be
reimbursed in accordance with City's travel policy attached hereto. GDDC shall
provide invoices to the City Economic Development Department, which includes
documentation of the expenses incurred and a short description of the specific
services provided through the invoiced expenditures. City shall provide
reimbursement of qualified expenditures within 30 days of receipt of invoice.
Total payment from City to GDDC under this Agreement shall not exceed
$40,000 for the period beginning July 1, 2003 and ending June 30, 2004.
4. Indemnification:
GDDC agrees to indemnify and hold City harmless against all liability, damages,
losses, costs and expenses, which GDDC may incur or be liable for arising out
of, or related to GDDC activities under this agreement.
5. Termination of Agreement:
Either party may terminate this Agreement at any time by giving written notice to
the other party.
IN WITNESS WEREOF, the parties have executed this Agreement as of the date set
forth above.
CITY GDDC
By:. By:
Michael C. Van Milligen, City Manager
Rick Dickinson, Executive Director
Date: Date:
6
Total payment from City to GDDC under this Agreement shall not exceed
$40,000 for the period beginning July 1, 2003 and ending June 30, 2004.
4. Indemnification:
GDDC agrees to indemnify and hold City harmless against all liability, damages,
losses, costs and expenses, which GDDC may incur or be liable for arising out
of, or related to GDDC activities under this agreement.
5. Termination of Agreement:
Either party may terminate this Agreement at any time by giving written notice to
the other party.
IN WITNESS WEREOF, the parties have executed this Agreement as of the date set
forth above.
CITY GDDC
By:
B _
Michael C. Van Milligen, City Manager L Rick Dickinson, Executive ir- or
Date: S SS C2
Date: y -3c- 03
6
CITY OF DUBUQUE
ADMINISTRATIVE POLICY
POLICY NUMBER: 3.20
SUBJECT:TRAVEL REGULATIONS FOR OUT OF CITY TRAVEL
APPROVED BY:CITY MANAGER
EFFECTIVE DATE:May 15, 2002 (Revised)
PURPOSE
The purpose of this Administrative Policy (AP) is to set forth the City's policy and
procedures relating to travel requests and payment of travel expense.
SCOPE
This AP applies to all City departments and agencies, including boards and
commissions. Out of city travel to pick up or deliver parts, equipment or supplies
does not constitute travel under this Administrative Policy. Such travel must be
approved by the appropriate department manager, and will be reimbursed on a
mileage claim per Administrative Policy Number 3.21.
RESPONSIBILITY
It shall be the responsibility of the department managers to ensure compliance with
policy guidelines for approval of travel. It is the responsibility of the Finance
Director to assure reimbursements are made in compliance with the policy.
TYPES OF TRAVEL PERMISSIBLE
1. Travel - Professional Organization Meetings and Training Sessions.
Department managers may be permitted to attend the annual meeting of their
respective professional organization. Normally only one such meeting outside
the state of Iowa will be allowed for a department manager during any single
fiscal year. In some circumstances, the City Manager may approve a
department manager attending a second national meeting, or request the
attendance of a division manager at a national meeting. The City Manager
will take into account the following factors in approving or disapproving such
requests: (a) the reason for attending a national professional organization
meeting, or training session; (b) location; (c) cost; and (d) status of the travel
budget of the department or division.
7
Policy Number: 3.20 Travel Regulations for out of City Travel
Department and division managers and professional staff may be authorized
to attend state and regional meetings of their respective professional
organizations. The City Manager will take into account the following factors
in approving or disapproving such requests: (a) the explanation of the
department manager as to who should attend, and why; (b) subject matter,
purpose or program of the requested meeting; (c) location; (d) cost; and (e)
status of the travel budget of the department or division. (Travel expenses
for this category must be charged to Expense Code 62310.)
2. Travel - Official City Business. City employees may need to travel for the
purpose of discussing specific City problems with state, federal or other local
officials (i.e., attending legislative hearings, visiting state government offices
or federal regional offices). Such travel will be approved when the problems
or issues cannot be adequately resolved by telephone or letter. (Expenses for
this category of travel must be charged to Expense Code 62320.)
3. Training and Education. City employees may attend short training courses,
workshops and seminars to improve their professional, supervisory or
technical skills and knowledge (i.e., water plant operator, polygraph operator,
specialized police schools, supervisory training courses). This category of
travel also includes expenses of City employees who are asked to serve as a
guest lecturer or instructor at an academic institution or at a professional
conference, workshop or seminar. (Travel expenses for this category must be
charged to Expense Code 62360.)
AUTHORITY FOR TRAVEL
All out of city travel of City employees, except as specifically excluded in the Scope
section of this AP, shall be approved in advance of departure and before incurring
any costs. Approval must be granted by the Department Manager. Any out of City
travel, which requires an overnight stay or will incur costs exceeding $250, must
receive approval from the City Manager, or the Manager's authorized designee in
the Manager's absence. Travel expenses incurred without prior approval are not
subject to reimbursement by the City. The travel approval shall be requested on a
"Travel Request and Reimbursement Request Form" (see Attachment A and
instructions). This form is available from office stores in the Finance Department.
The travel approval shall be requested in triplicate. The original is to be returned to
the requesting employee and represents the employee's authority to travel. The
completed oriqinal along with receipts and other documentation will be forwarded
to the Finance Director for reimbursement of appropriate expenses. The second
copy is for the City Manager's file. The third copy is for the files of the requesting
department. Completed travel request forms and required documentation should be
turned-in to the Finance Division for reimbursement within three working days after
completion of travel.
8
Policy Number: 3.20 Travel Regulations for out of City Travel
Attach a copy of the program or other information relating to the purpose of the
travel request to the original copy of the request form.
METHODS OF PAYMENT
1. Check Advance. A City employee may receive a travel expense check
advance from the Finance Department after receivinq travel authority by
submitting a direct payment voucher with original and one copy of the
approved travel form. A sample format for the direct payment voucher is
attached to this AP. The original travel request will be returned with the
check advance and will be submitted for final settlement when travel is
complete. Advances should be used only for "out of pocket costs" such as
meals and gasoline. The maximum dollar amount available for a check
advance will be the per diem rate times the number of days traveling plus the
estimated mileage. The check advance will be deducted from the final travel
claim amount. The minimum amount allowed for a check advance to be
issued is $50.00. Travel advance checks should be issued only on regular
accounts payable check runs and must be submitted by the check run
deadline to be processed.
2. City Check/Purchase Order. Travel expenses such as airline tickets,
registration fees, and hotel expenses may be paid by issuing a purchase
order. Checks can be issued directly to the payee or to the employee.
Employees must designate which expenses were pre-paid on the travel
reimbursement form.
3. Personal Credit Card or Check. Employees may use a personal credit card or
check for payment of authorized travel expenses. Reimbursement requests
should then be submitted in a timely manner and employees will be
reimbursed for allowable expenses incurred on the next regularly scheduled
check run date. Employees may also be reimbursed in advance of travel for
authorized expenses paid from personal funds. For example, an employee
may pay registration fees with a personal credit card and submit a direct pay
or purchase order with a copy of the registration form and evidence of
payment reimbursement.
METHOD OF TRAVEL
The method of travel must be identified on the Travel Request and Reimbursement
Request Form. The factors of distance, expense, convenience and travel time must
be taken into account when selecting the method of travel.
1. Air Travel. Air travel shall normally be on scheduled commercial airlines. Such
air travel shall be at coach or tourist class when available. The City Manager,
however, may authorize the use of air charter services when it appears a
more appropriate means of travel· Air travel arrangements should be made at
the earliest possible date to take advantage of discounted fares·
9
Policy Number: 3.20 Travel Regulations for out of City Travel
2. Use of City-Owned Vehicle. The City Manager may authorize the use of a
City-owned vehicle when it appears the appropriate means of travel. If an
employee is to be accompanied by a non-employee, a City vehicle shall not
be used unless the non-employee is necessary for the purpose of the
approved travel, and such accompaniment has been approved in advance by
the Department Manager.
3. Use of Privately-Owned Vehicle. An employee may request authority to use a
personal vehicle. The reimbursable expense allowance will be at the mileage
rate established in the addendum to this AP plus tolls and parking fees, may
be used in lieu of regular out-of-pocket expenses. The route for which
reimbursement is requested must be by the most direct route possible.
Reimbursement will be made only for miles incurred for business purposes.
Travel for entertainment or personal business shall not be included in the
request for reimbursement. In no case shall reimbursement for the use of a
personal vehicle, including additional required lodging and per diem, exceed
the amount of a round-trip air fare ticket at coach or tourist rate if available.
Determination of round-trip air fare ticket cost must be made with adequate
planning at such time when travel advance form is completed/registration
submitted. Round-trip air fare documentation needs to be submitted to obtain
reimbursement.
No employee shall use a personal vehicle on official City business without
having in effect minimum required insurance coverage. The minimum
requirement is as follows:
Personal injury liability -- $100,000.00 each person
Personal injury liability - $300,000.00 each occurrence
Property damage liability -- $ 25,000.00
Any employee who uses a personal vehicle on official City business and fails
to comply with insurance requirements will be considered to be acting
beyond the scope of the employee's duties and, therefore, the City would
not be responsible for defending the employee against third-party claims in
the event of an accident.
In the event a personal vehicle is approved when commercial air travel is
available and practical, and the use of a personal vehicle causes the employee to
be away from the job for extra days, the working days that the employee is absent
over and above what would have been necessary had commercial air travel been
used shall be charged to the employee's vacation balance unless additional time
is approved in advance by the City Manager.
If however, the trip is 500 miles or more, an additional day will be allowed for
travel at the beginning and at the end of the trip and not charged to the
10
Polio/Number: 3.20 Travel Regulations for out of City Travel
employee's vacation balance. Lodging and per diem costs are reimbursable for
the additional travel days, subject to round-trip air fare limitation.
4. Rental Vehicle. Reimbursement for a rental vehicle will be approved only
when local transportation is required and other forms of transportation are
not available or are more expensive·
AUTHORIZED EXPENSES AND REQUIRED DOCUMENTATION
As with all other City expenditures, employees are expected to use care in
minimizing travel costs. Travel expenses that will be reimbursed are confined to
those actual and necessary for the approved travel. Expenses for which
reimbursement is being
requested must be itemized on the Travel Request and Reimbursement Request
Form and supported by appropriate receipts or other documentation as required
below:
1. Lodging Expense. Single room costs will be reimbursed in full when
documented by a paid receipt. If the lodging expense is to be paid by
purchase order, enter "Billed Direct" on the lodging line of the
Reimbursement Request Form.
if the spouse of the employee accompanies the employee on the approved
travel, the employee must personally pay all additional costs of
transportation, lodging, meals and registration. In the case of lodging, the
City will reimburse an employee in the amount equal to the single room rate,
including tax.
2. Meal Expense. For approved travel that includes an overnight stay, meal
expenses and "incidental expenses" will be reimbursed on a per diem basis
using the rate established in the addendum to this AP. The term "incidental
expenses" includes, but is not limited to, fees and tips for persons who
provide services, such as food servers and luggage handlers. No meal
receipts are required. Partial day per diem will be paid in quarter-day
increments with times as follows:
Midnight to 6:00 A.M.
6:00 A.M. to Noon
Noon to 6:00 P.M.
6:00 P.M. to Midnight
11
Policy Number: 3.20 Travel Regulations for out of City Travel
Employees will be paid one fourth of the per diem rate for each 6-hour
quarter of the day during any portion of which they are out of the City on
approved business travel with the exception of the quarter day in which they
return.
Example: An employee leaves home traveling to Des Moines on official business
travel at 8 A.M. on April 20th and returns home at 4 P.M. on April 23rd. The
employee would receive payment for 3.25 days of per diem - .75 on the 20th, full
days on the 21st and 22nd, and .50 on the 23rd.
Meal expense, which is part of an approved meeting will result in a reduction
of the per diem rate by one fourth for each meal provided.
For travel that does not include an overnight stay, employees will be
reimbursed for actual meal and incidental expenses incurred and receipts
must be attached to the request for reimbursement. In the rare instances in
which receipts are not provided a short explanation should be given and the
location and restaurant where the meal was obtained shall be provided.
3. Transportation Expense.
(a) Commercial Travel. When commercial transportation is paid by personal
check or credit card, the transportation coupon and receipt must be attached
to the Reimbursement Request Form. When paid by purchase order,
standard purchase order procedures should be followed.
(b) Personal Vehicle. When a personal vehicle is used, mileage
reimbursement will be made at the rate established in the addendum to
this AP. The total number of miles for which reimbursement is being
requested must be shown on the Reimbursement Request Form. This
figure will be checked by the Finance Division for reasonability. If the
mileage is unusually high, include an explanation. In instances where
more than one City employee travel together in a personal vehicle on
approved travel, only the owner shall be reimbursed at the permitted rate
per mile.
(c)City-Owned Vehicle. When a City vehicle is used for approved travel
reimbursement may be requested for gas and oil expenses. Gas tickets
covering the amount for which reimbursement is requested must be
attached.
12
Policy Number: 3.20 Travel Regulations for out of City Travel
4. Taxi/Vehicle Rental/Parking Expense. Itemize expenses as incurred on the
expense reimbursement form.
(a)Taxi. Taxi expense is authorized on approved travel except when the
method of travel is by personal or City vehicle. No receipt is required.
Enter the expense on the appropriate line on the reimbursement form.
Taxi expense reimbursement is limited to City business only.
(b)Vehicle Rental. When a vehicle rental is claimed, attach the rental
agreement and payment receipt. Enter on the appropriate line of the
Reimbursement Request Form.
(c)Parking. Parking expense is authorized when the approved method of
travel is a personal vehicle, City vehicle, or rental vehicle. Attach parking
receipt.
5. Telephone Expense. City long distance phone cards should be utilized to the
greatest extent possible while traveling. Only telephone calls for official
business are reimbursable. If phone calls are claimed on a travel
reimbursement form, include the phone number and party called.
6. Registration Fees. A receipt and/or copy of the registration showing costs is
required for all registration fee expenses for which reimbursement is
requested.
7. Other Expenses. Enter here any other expense for which reimbursement is
being requested which does not fit in any of the above categories.
Newspapers, magazines or books purchased while traveling are not eligible
for reimbursement. Nor are expenses for entertainment, laundry, valet
service, maid service, traveler's checks, flight insurance or alcoholic
beverages eligible for reimbursement. These are considered personal
expenses not necessary to the approved travel.
OVERTIME PAY/COMP TIME
Overtime pay or comp time is not authorized for employees while on approved
travel or in travel status, unless required by contract or federal or state law.
EMPLOYEES TRAVELING TOGETHER - GROUP
When employees travel together, they must either submit separate reimbursement
forms, or submit all expenses under one employee's name. In either case only one
employee will receive payment or travel advances for a single travel reimbursement/
request form. In the case where one employee receives reimbursement for all
employees, the Travel request/reimbursement must list all employees traveling and
total expenses incurred for ail traveling.
13
Policy Number: 3.20 Travel Regulations for out of City Travel
In some instances, it may be appropriate for a City employee to pay all expenses
for a group traveling and submit receipts for reimbursement. This method of
reimbursement will often be the best method when a City employee is traveling
with a group of elected officials, board or commission members, or other non-
employee City representatives. Actual expenses will be reimbursed and per diem
rates not used. As with all expenditures, only qualified expenses should be paid by
the City employee and only qualified expenditures will be reimbursed.
REIMBURSEMENT APPROVAL
Approval requirements for reimbursement of travel expenses are as follows:
1. Department Manager Approval. Requests for reimbursement of travel
expenses must be reviewed and approved by the appropriate department
manager.
2. Finance Director Approval. Requests for reimbursement of travel expenses
must be reviewed and approved by the Finance Director prior to payment.
QUESTIONS
Questions on the use of the Travel Request and Reimbursement Request Form or
interpretation of the travel policy, should be directed either to the Finance Director
or Administrative Services Manager.
Michael C. Van Milligen
City Manager
14
INSURANCE SCHEDULE C
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES
1. All policies of insurance required hereunder shall be with an insurer authorized to
do business in Iowa. All insurers shall have a rating of A or better in the current
A.M. Best Rating Guide.
2. All policies of insurance required hereunder shall be endorsed to provide a thirty
(30) day advanced notice to the City of Dubuque of any cancellation of the policy
prior to its expiration date. This endorsement supersedes the standard
cancellation statement on the Certificate of Insurance.
3. _____________________shall furnish Certificates of Insurance to the
City of Dubuque, Iowa for the coverage required in Paragraph 7. Such
certificates shall include copies of the endorsements set forth in Paragraphs 2
and 5 to evidence inclusion in the policy. ___________________________shall
also be required to provide Certificates of Insurance of all subcontractors, and all
sub-subcontractors who perform work or services pursuant to the provisions of
this contract. Said certificates shall meet the same insurance requirements as
are required of____________________________.
4. Each Certificate of Insurance shall be submitted to the contracting department of
the City of Dubuque, Iowa prior to commencement of work/service. (The
contracting department shall submit the certificates to the Finance Director.)
5. All policies of insurance required in Paragraph 7, except Professional Liability,
shall include the City of Dubuque, Iowa under the attached Additional Insured
Endorsement (CG2026) and the attached Governmental Immunities Endorsement.
6. Failure to provide evidence of minimum coverage shall not be deemed a waiver
of these requirements by the City of Dubuque. Failure to obtain or maintain the
insurance required herein shall be considered a material breach of this
agreement.
7. _____________________, subcontractors, and all sub-subcontractors
shall be required to carry the following minimum insurance coverages or greater
if required by law or other legal agreement:
15
PROFESSIONAL LIABILITY: $1,000,000
COMMERCIAL GENERAL LIABILITY:
General Aggregate Limit $ 2,000,000
Products-Completed Operation Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence Limit $1,000,000
Fire Damage Limit (any one occurrence) $ 50,000
Medical Payments $ 5,000
Commercial general liability shall be written on an occurrence form, not a claims
made form. Coverage to include premises-operations-products-completed
operations, independent contractors coverage, contractual liability, broad form
property damage, and personal injury.
UMBRELLA OR EXCESS LIABILITY: $1,000,000
Revised January 2002
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POLICY NUMBER COMMERCLAL GENERAL LIABILITY
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - DESIGNATED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART.
SCHEDULE
Name of Person Or Organization:
The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all
its boards, commissions and/or authorities and their board members, employees, and volunteers.
(If no entry appears above, information required to comp[ete this endorsement will be shown in the
Declarations as applicable to this endorsement.)
WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown
in the Schedule as an insured but only with respect to liability arising out of your operations or premises
owned by or rented to you.
Copyright. Insurance Services Office. Inc. 1994
CG 20 26 11 85
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CITY OF DUBUQUE, IOWA
GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and
states that the purchase of this policy and the including of the City of Dubuque, Iowa
as an Additional Insured does not waive any of the defenses of governmental
immunity available to the City of Dubuque, Iowa under Code of iowa Section 670.4
as it is now exists and as it may be amended form time to time.
2. Claims Coverage. The insurance carrier further agrees that this policy of insurance
shall cover only those claims not subject to the defense of governmental immunity
under the Code of Iowa Section 670.4 as it now exists and as it may be amended
from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be
covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible
for asserting any defense of governmental immunity, and may do so at any time and
shall do so upon the timely written request of the insurance carrier.
4. Non-Denial of Coverage. The insurance carrier shall not deny coverage under this
policy and the insurance carrier shall not deny any of the rights and benefits
accruing to the City of Dubuque, Iowa under this policy for reasons of governmental
immunity unless and until a court of competent jurisdiction has ruled in favor of the
defense(s) of governmental immunity asserted by the City of Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
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