Travel Dubuque (CVB) Contracted Services Agreement FY20 Copyrighted
June 17, 2019
City of Dubuque Consent Items # 32.
ITEM TITLE: Travel Dubuque Contracted ServicesAgreementfor Fiscal
Year 2020
SUMMARY: City Manager recommending execution of Contracted
Services Agreement with Travel Dubuque/Dubuque Area
Convention and Visitors Bureau for Fiscal Year 2020.
SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Approve
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff memo Staff Memo
FY20 Travel Dubuque Contracted ServicesAgreement Supporting Documentation
Dubuque
THE CITY OF �
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Contracted Services Agreement— Travel Dubuque/Dubuque Area
Convention and Visitors Bureau
DATE: June 10, 2019
During the Fiscal Year 2020 budget process, the Mayor and City Council provided
$1,121,130 for tourist and convention development on behalf of the City and $7,500 for
Sister City activities as a Contracted Services Agreement with Travel
Dubuque/Dubuque Area Convention and Visitors Bureau.
Director of Finance and Budget Jennifer Larson is recommending execution of the
attached agreement with the Travel Dubuque/Dubuque Area Convention and Visitors
Bureau.
I concur with the recommendation and respectFully request Mayor and City Council
approval.
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Mich el C. Van Milligen
MCVM/jml
Attachment
cc: Keith Rahe, President and CEO, Dubuque Area Convention and Visitors Bureau
Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Teri Goodmann, Assistant City Manager
Jill Connors, Economic Development Director
Jennifer Larson, Director of Finance and Budget
Dubuque
THE CITY OF �
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Masterpiece on the Mississippi � � � � �'_�
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TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Budget Director
SUBJECT: Contracted Services Agreement— Travel Dubuque/Dubuque Area
Convention and Visitors Bureau
DATE: June 10, 2019
Attached for City Council approval is the Contracted Services Agreement with
Travel/Dubuque Area Convention and Visitors Bureau for Fiscal Year 2020.
The adopted Fiscal Year 2020 operating budget provides a payment of$1,121,130.
This amount represents 50 percent of the hotel/motel tax received by the City for the
period of October 1, 2018 through September 30, 2019. Payment will be made to the
Dubuque Area Convention and Visitors Bureau in four equal quarterly installments of
$282,282.50.
The reporting requirements are as follows:
1. Progress reports will be submitted quarterly.
2. Quarterly reports will be submitted using a form on the City's website.
3. Quarterly reports will include equity and inclusion reporting.
4. Audit reports are due within 60 days of audit completion instead of 60 days after
year-end.
In addition, the adopted Fiscal Year 2020 operating budget provides a payment of
$7,500 for Sister City activities.
It is my recommendation that the City Council approves the attached Contracted
Services Agreement with the Dubuque Area Convention and Visitors Bureau and
authorizes the Mayor to execute the contract on behalf of the City.
JML
Attachment
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
DUBUQUE AREA CONVENTION AND VISITORS BUREAU
(a.k.a.TRAVEL DUBUQUE)
THIS AGREEMENT, dated for reference purposes the 1st day of July 2019, is
made and entered into by and between the City of Dubuque, Iowa (City), and the Dubuque
Area Convention and Visitors Bureau (Agency).
WHEREAS, City, as the recipient of certain hotel and motel taxes, is permitted by
Chapter 422A of the Code of Iowa to spend such tax receipts for the promotion and
encouragement of tourist and convention business in the City of Dubuque; and
WHEREAS, City has agreed to provide certain financial assistance in an amount
equivalent to fifty percent (50%) of the hotel/motel tax to enable the Agency to carry out
such tourist and convention development on behalf of City; and
WHEREAS, City has agreed to provide certain financial assistance on an annual
basis as part of the City's budget process to fund Sister City activities; and
WHEREAS, Agency represents itself as technically and professionally qualified to
provide services to effectively promote and develop the tourist and convention business
for City.
NOW THEREFORE, the parties hereto agree as follows: ,
1. Scope of Services
A. Dubuque Area Convention and Visitors Bureau. Agency shall:
1) further the City of Dubuque Goal: Robust Local Economy: Diverse Businesses
and Jobs with Economic Prosperity;
2) undertake such services that are necessary and requisite to carry out a Program
of Work as will be described in a Convention and Visitors Bureau Business and
Marketing Plan that will be submitted to the City Manager no Tater than December
31, 2019;
3) retain competent and qualified staff under appropriate supervision to plan and
implement the Program of Work in an efficient and timely manner;
4) maintain a Tourist Information Center throughout the entire year;
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5) continue marketing conventions at the Grand River Center and Five Flags Center;
6) continue marketing of the National Mississippi River Museum and Aquarium;
7) coordinate America's River Project activities with the America River Corporation.
The Agency will act as the lead promotional entity for the America's River Project
as well as being the lead marketing agent for the entire destination; including the
newly created Port of Dubuque Marina;
8) further the goals of the America's River Project;
9) comply with City Council goals and priorities set forth in Exhibit A and
10) support the City's efforts to be a viable, livable, and equitable community, and to
advance equity and inclusion.
B. Sister City. Agency shall:
1) establish a Sister City Committee with five (5) permanent members made up of
an executive board member of Dubuque Area Convention and Visitors Bureau
and two Dubuque Area Convention and Visitors Bureau staff members, a City
Council representative, and a City staff member. Other members may be added
as determined by permeant members of the Sister City Committee;
2) provide staffing to the Sister City committee;
3) provide a strategic marketing effort that will allow for growth with community and
corporate partners to provide a better understanding of the Sister City
Committee and the benefits of having Sister Cities;
4) undertake such Sister City activities that promote the vision and mission of the
City Council with respect to diversity and global awareness and engage the
mission of Sister Cities International; and
5) engage and foster current and future Sister City relationships through
communications and delegations while preserving and official relationship with
the City and its officials.
Section 2. City Responsibilities
A. Dubuque Area Convention and Visitors Bureau
1) City designates the Economic Development Director, to act as its
representative with respect to the work to be performed under this Agreement,
and such person shall have authority to transmit instructions, receive
information, interpret and define City's policies and provide decisions in a
2
timely manner pertinent to the work covered by this Agreement until Agency
has been advised in writing by City that such authority has been revoked.
2) In the event that any reports, records and maps are existing and available and
are useful to carry out the work on the Scope of the Work, City shall promptly
furnish such material to Agency.
3) The City will provide opportunities to demonstrate support for equity and
inclusion by inviting the Executive Director of the Agency and any
employees working on services covered by this agreement to participate in
the following professional development opportunities and supporting
activities:
a. The opportunity to be active and engaged participants in Inclusive
Dubuque peer learning opportunities and strategic efforts, Exhibit A;
b. The opportunity to attend intercultural and equity workshops offered by the
City, including workshops that focus on developing an intercultural team
with a strategic plan for advancing equity and inclusion within the Agency
and through the Agency's work;
c. Assistance in creating semi-annual status reports that demonstrate the
ways in which the Agency's efforts are advancing equity and inclusion;
and
d. Access to the City's equity toolkit.
B. Sister City Committee
1. City will pay an annual membership in the amount of $790.00 to sister City
International.
2. City will provide two permanent Committee members (a City Council
representative and a City staff member).
Section 3. Time of Performance. The term of this Agreement shall be from July 1, 2019
through June 30, 2020.
Section 4. Compensation
A. Dubuque Area Convention and Visitors Bureau
1) City shall pay to Agency an amount not to exceed $1,121,130 (which represents
fifty percent (50%) of the hotel and motel tax received by City for the period of
October 1, 2017, through September 30, 2018. Such sum shall constitute full and
complete compensation for all services to be rendered including personnel costs,
travel, printing and publications, and all other expenses.
3
2) The compensation of $1,121,130 for fifty percent (50%) of the hotel motel tax
received by City shall be paid by City to Agency in four quarterly installments upon
receipt by City of a requisition for such payment from Agency. Such payments
shall be due and payable as follows: First Quarter - $282,282.50.50; Second
Quarter - $280,282.50; Third Quarter - $282,282.50; and Fourth Quarter -
$282,282.50. Earlier payment of the hotel motel tax may be requested by Agency
to the City Manager for consideration.
B. Sister City Committee. City will provide an annual budget allocation of $7,500.
Section 5. Audit and Evaluation
a) Inasmuch as the funds to be provided to Agency by City are public funds, the
Agency agrees that it will maintain books of account in accordance with
Generally Accepted Accounting Standards together with necessary
documentation to support all expenditures. The records of Agency, including
payroll accounts and other records of disbursements and receipts, and other
records relating to the performance of the activities herein specified, shall be
made available for inspection by City or any Certified Public Accountant acting
on its behalf, in order to ascertain performance of Agency under this Agreement.
Agency agrees to retain such records for not less than three (3) years.
b) Agency shall provide the Economic Development Director an annual audit report
as an electronic or paper document not later than October 1.
Agency's Board shall appoint an audit committee. The members of the Audit
Committee shall be as follows:
Treasurer of Dubuque Chamber of Commerce Board;
City of Dubuque Director of Finance and Budget;
City of Dubuque Finance Manager;
County of Dubuque Budget Director; and
Treasurer of Dubuque Main Street
Section 6. Reporting and Monitoring.
A. Dubuque Area Convention and Visitors Bureau
1) Agency shall provide City quarterly reports at a regularly scheduled City
Council meeting detailing its activities beginning with the quarter ending
September 30, 2019.
2) Agency shall comply with the City of Dubuque's Reporting and Monitoring
requirements by using the following link to submit quarterly online reports
detailing Agency activities related to the use of City funds provided to
Agency:
4
https://www.cityofdubuque.orq/FormCenter/City-Form-Templates-
22/Contract-and-Grant-Reportinq-195
The online quarterly reports shall be due on October 15th, January 15th,
April 15th, and July 15th. Such reports shall include a performance report
on the program(s) supported by City funds and a financial report on the
use of City funds.
3) Agency shall provide to City copies of studies, brochures, and other
documents, which may be produced to support and/or otherwise promote
the work program of Agency.
d) To assist in coordinating the activities of Agency with City, City's Mayor,
one member of the Dubuque City Council and the City Manager shall be
appointed to Agency's Board of Directors.
e) Agency shall appoint a Convention and Visitors Bureau Advisory
committee comprising of no more than 25 members appointed by the
Board to one-year terms. The committee members shall include City of
Dubuque and Dubuque County employees and representatives of the
tourism and convention industry in the City of Dubuque. No City or County
elected official, City or County employee or member of the Chamber of
Commerce Board of Directors may serve as the chairperson.
f) Copies of minutes of all meetings of the Convention and Visitors Bureau
Board of Directors, Advisory Committee and Audit Committee shall be
filed with the City Manager within ten (10) days after each meeting.
B. Sister City Committee. Agency shall provide City quarterly reports at a regularly
scheduled City Council meeting detailing its activities.
Section 7. Discrimination
In carrying out the services under this Agreement, Agency shall not discriminate
against any employee or applicant for employment because of race, creed, color,
sex, age, national origin, religion, sexual orientation, gender identity or disability.
Agency shall take affirmative action to ensure that applicants for employment are
employed and that employees are treated during employment without regard to race,
creed, color, sex, age, national origin, religion, sexual orientation, gender identity, or
disability. Such action shall include, but not be limited to, the following: employment,
upgrading, demotion or transfer; rates of pay or other forms of compensation; and
selection for training, including apprenticeship.
Agency agrees and will undertake whatever affirmative measures are necessary so
that no person shall be excluded from participation in, be denied the benefits of, or
be subjected to discrimination under any program or activities funded in whole or in
part with any of the funds made available to Agency under the terms of this
5
Agreement because of race, creed, color, religion, national origin, sex, age, degree
of disability, sexual orientation, gender identity, or disability.
Section 8. Interest of Members, Officers, or Employees of the City of Dubuque;
Members of the Dubuque City Council; or Other Public Officials
No member, officer, or employee of City or their designees or agents; no member of
the Dubuque City Council; and no other public official of City who exercises any
function or responsibilities with respect to the program during such person's tenure
shall have any 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.
Section 9. Termination of Agreement. If, through any cause, Agency shall fail to fulfill
in a timely and proper manner its obligations under this Agreement, or if the Agency
shall violate any of the covenants, agreements or stipulations of this Agreement, City
shall thereupon have the right to terminate this Agreement by giving written notice to
Corporation of such and specifying the effective date thereof not less than thirty days
before the effective date of such termination. If Agency shall fail to cure its default to
the satisfaction of City in City's sole discretion within such thirty -day period, this
Agreement shall be deemed terminated at the end of such thirty -day period without
further action of either party.
Upon termination of this Agreement, Agency shall return to City all unexpended funds
and/or any funds utilized for purposes other than stated in the Agreement.
Section 10. Assignability
Agency shall not assign any interest in this Agreement without the prior written approval
of City.
Section 11. Insurance
At the time of execution of this Agreement by Agency, Agency shall provide City copies
of Agency's insurance certificates showing compliance with the insurance requirements
of Insurance Schedule D, included as Exhibit B.
6
WITNESS:
Ke n Firnstahl, City C erk
CITY OF DUBUQUE
Roy D. B ol, Mayor
DUBUQUE AREA Cs NVENTION AND VISITORS BUREAU
111
Keith Rahe, President/CEO
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Chair of the Board
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Connecting People•Strengthening Community
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A local network of community leaders from faith, labor, education and government
organizations dedicated to advancing justice and social equity in our community.
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What is Inclusive Dubuque?
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Inclusive Dubuque is a peer-learning network of partners
committed to creating an informed, equitable and indusive � '
community where all people are respected,valued and � � _ � �
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engaged.The network is comprised of more than 50
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organizations across sectors induding faith, government,
nonprofit, business, education and more.To see a complete ' � - � � ` " -
listing of organizations,visit www.indusivedbq.org.
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The Indusive Dubuque network works�ollaboratively to eliminate bias in our
�ommunity.While this goal would be diffi�ult for a single organization or ,„ , , _ _ __, ,
individual to a�hieve,ea�h network member�an�ontribute to an
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effe�tive out�ome by:
• providing data and information to inform decisions
• supporting equity education opportunities
• creating and sharing equifijtools
These goals are a��omplished by supporting partner-led se�tor grou�s and peer-learnin�opportunities.
Sector Groups
Community and network members lead these groups to address bias within the seven fo�us areas of the equity profile.
Se�tor groups are supported by a data team and guided by the expertise and lived experien�e of their members;data to
learn and tra�k their progress;and the use of a ra�ial/so�ial equity lens to help guide de�ision-making.
Peer-Learning
Indusive Dubuque offers peer-learning opportunities—induding edu�ation,training and resour�es—to network partners
to improve personal and organizational understanding of all types of bias and promote ra�ial and so�ial equity.
Earty Warning Community Mobilization CVB integrates
' Business leaders and Planning @ cultural competency My Brother's Keeper
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17
I'm a Dubuquer Campaign
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Winner of a 2017-18 Dubuque Silver ADDY Award and a 2018 '
Dubuque 365 Community Impact Award,the "I'm a Dubuquer" . - -. .. -
campaign was part of a local partnership between the Network and " '"
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the Telegraph Herald to redefine a term deeply embedded in the . , . �
Dubuque community from something used to draw a line between - • �� ��� � - �- -
insiders and outsiders into one that welcomes all who call " ''
Dubuque home.
Learn more about the campaign at www.imadubuquer.com.
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Best Practices
Last year,the Network launched"Best Practices in Diversity, Equity
and Inclusion,"a nine-month, peer-learning work-shop series.
Organized by the network's Peer-Learning Council(PLC),the series
gives participants the opportunity to learn about and engage in best
practices for diversity,equity and indusion.Sessions took place on a
monthly basis and cover such topics as leading organizations
through change, meeting organizational goals, communication,and
recruitment strategies.The series will wrap up in June with
presentations by participants demonstrating how they will apply the
skills they have learned to support their organizations'equity and
indusion goals.
Sector groups leam
Community Equity ��Y�NICC expands minority outreach Results-Based Restorative Strategies 1une:I'm a Du6uquer
Profile 6egins Aug:GDDC Implements Entrepreneur Strategy Accounta6ility peer-learning session Oct:Best Practices 6egins
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Network workshop Sept:Cham6er launches Minority Business Council Develop Racial Best Practices
with author Oct:Community Equity Profile complete Equity Toolkit (continued)
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The Network at Work
Network and community members have joined � • - � •• ,• � • •�� -
partner-led working groups to address new _ _ _ � � � � �
challenges and bring the racial/social equity lens to � -� • - �
existing programs and efforts in education, arts and � ' -�
culture and our neighborhoods.These groups work � �
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to identify priorities, measurable indicators and r -
partners and programs that can be engaged to
affect change. �_�.�.� � ���_ _` j
Se�tor groups are utilizing a pro�ess�alled Results-Based A��ountability in an effort to better understand how we�an tra�k
our progress.Sin�e De�ember 2015,more than 90 people have joined se�tor groups and that number�ontinues to grow as
members identify voi�es missing from the�onversation.
In addition to parti�ipating in se�tor groups and Best Pra�ti�es,network partners are already taking steps in their own
organization.These network-owned a�tions help�ontribute to�reating an equitable and indusive�ommunity where all
people feel respe�ted,valued and engaged.Here are just a few of the ways our"network is at work":
• Economic Wellbeing:Northeast lowa Community • Higher Education:Loras College has implemented
College and Greater Dubuque Development Corporation �ultural�ompeten�y training as part of the Honors
have implemented an outrea�h strategy to engage Student Program�urri�ulum.
minority�ommunity members in Opportunity Dubuque.
• Government:The City of Dubuque has joined the
• Business:The Dubuque Chamber of Commer�e has Government Allian�e on Ra�e and Equity and is
�reated a Minority Business Coun�il with a mission to implementing a ra�ial equity toolkit.
guide minority and under-represented business owners
toward lo�al resour�es. • Health:Mer�y Medi�al Center,Cres�ent Community
Health Center,University of Dubuque,Dubuque's
• Education:The Dubuque Community S�hool Distri�t is Human Rights Department,and others are in�reasing
disaggregating data regarding Grade-Level Reading, health�are a��ess for the Marshallese population
attendan�e and graduation rates to help improve out- through a�ommunity health program that helps remove
�omes for all students. barriers to�are.
TO LEARN MOREAND FIND OUT HOW YOU CAN GET INVOLVED,VISIT WVJVJ.INCLUSIVEDBO.ORG
l��Lus��� dubuque
Connecting People•Strengthening Community
Inclusive Dubuque is facilitated by the Community Foundation of Greater Dubuque.
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The City of Dubuque's team of Intercultural Facilitators offers two learning and
development workshops for City employees and partner organizations:
• A 10.5 hour foundations workshop that is designed for individual development
and focuses on raising awareness, fostering improved understanding, and
providing tools that can be used to build individual skill at navigating differences.
• A 32 hour application workshop that is designed for teams who are interested in
developing a plan for advancing equity and inclusion goals within their team or
organization.
Both workshops are grounded in an intercultural approach that is evidence informed
and developmental. It is important to understand what our training is and is not:
• First, the intercultural approach acknowledges race and racial issues but does
not limit its focus to these issues. Rather, the focus is on culture as a broad
concept that encompasses all people, and on the various aspects of cultural and
social identities that may make a difference when we are interacting with one
another.
• Second, the goal is not to change beliefs or belief systems. The goal is to build
skills so that people are effective interacting across cultural differences.
• Third, the focus is on a broad set of skills that can be applied across cultures to
improve communication and understanding. The training does not focus on
culture specific details and information.
• Fourth, although training employees can be a very productive tool, depending
solely on training to foster acceptance and the skills needed to make sustainable
change is severely limited. There must be sustainable efforts to support staff in
applying newly acquired skills. We don't expect to be competent in a sport after a
few practice sessions, similarly we cannot expect to be competent working with
cultures other than our own after a few workshops.
• Finally, there is a recognition that any skills learned must be applied in context,
and that training is only one piece of a larger approach that includes assigning
resources and developing a long-term strategy to identify barriers affecting
certain groups and to create an inclusive and equitable work environment.
10.5 Hour Workshop: Intercultural Competence and Equity
Objectives of the workshop are to:
• Establish a common language and understanding regarding an intercultural
approach to equity and inclusion
• Reinforce the importance of continuing to develop the skills needed to work and
live in a culturally diverse community
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• Understand how we process diversity related information to form perceptions
about ourselves and others
• Examine some of the foundations of culture
• Examine personal identity and its relationship to culture
• Examine how language, non-verbal communication, and values can interfere with
communication
• Begin to unpack inclusion and equity issues in individual organizations using an
intercultural approach
• Understand employee roles in contributing towards an inclusive organizational
culture
32-Hour Developing Equity Frameworks through Intercultural Methods
This workshop is best suited for those working on teams seeking to advance equity and
inclusion. Participants will use an intercultural framework to collectively explore
individual, institutional, and systemic opportunities. The program includes opportunities
for participants to practice using the tools they have received, working together to
identify dilemmas facing their organizations, to develop strategies for addressing issues,
and to create action items.
Objectives for the four-day program are to:
• Understand fundamental concepts related to an intercultural approach to
inclusion and equity using individual, institutional, and structural levels
• Learn tools and skills that can be applied to influence organizational change
• Recognize inclusion and equity issues to advance action plans to stabilize equity
and inclusion in the organization
• Identify equity needs of your community through your organization's lens and set
goals to influence a positive impact in the community
• Identify inclusion and equity issues and begin to develop an action plan to
advance equity and inclusion in participant organizations or groups
• Create an all-encompassing environment based on trust for:
o Effective team building
o Healthy workforce culture
o Active strategic planning
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