Dubuque County Agreement for COVI D Sheltering Copyrighted
August 3, 2020
City of Dubuque Consent Items # 14.
City Council Meeting
ITEM TITLE: Dubuque CountyAgreementforCOVID Sheltering
SUM MARY: City Manager recommending approval of a Memorandum of
Understanding with Dubuque County for operation and administration of
the City of Dubuque's COVD-19 non-congregate temporary housing
shelter.
RESOLUTION Approving the Assignment of a Memorandum of
Understanding between the City of Dubuque and Dubuque County for
COVI D-189 Non-Congregate Temporary Housing
SUGGESTED Suggested Disposition: Receive and File;Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
Description Type
Dubuque County MOU re COVI D Shelter-MVM Memo City Manager Memo
Staff Memo- Dubuque County MOU Staff Memo
Resolution - Dubuque County MOU Resolutions
Memorandum- Dubuque County & City of Dubuque Supporting Documentation
MOU
Dubuque
THE CITY OF �
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Memorandum of Understanding with Dubuque County on the City of
Dubuque's COVID-19 Non-Congregate Temporary Housing Shelter
DATE: July 29, 2020
Housing and Community Development Director Alexis Steger recommends City Council
approval of a Memorandum of Understanding with Dubuque County for operation and
administration of the City of Dubuque's COVD-19 non-congregate temporary housing
shelter.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Alexis Steger, Housing and Community Development Director
Dubuque
THE CITY OF �
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TO: Michael C. Van Milligen, City Manager
FROM: Alexis Steger, Housing and Community Development Director
DATE: July 28, 2020
RE: Memorandum of Understanding with Dubuque County on the City of
Dubuque's Covid-19 non-congregate temporary housing shelter.
INTRODUCTION
The purpose of this memorandum is to request the City Council to approve
Memorandum of Understanding with Dubuque County for operation and administration
of the City of Dubuque's Covid-19 non-congregate temporary housing shelter.
BACKGROUND
The City of Dubuque has been operating a Covid-19 non-congregate temporary shelter
since April of 2020. Several City staff have been involved in the day to day operation
and management of the shelter since the pandemic began. A memorandum of
understanding between the City of Dubuque and Dubuque County for operation and
funding of the non-congregate shelter was completed on July 20th, 2020.
DISCUSSION
City of Dubuque staff have been completing the day to day tasks of running the shelter
since the pandemic began. The City of Dubuque and Dubuque County entered into an
agreement to share the responsibilities and costs associated with running the shelter.
The term of the agreement MOU shall commence on July 1St, 2020 through at least
March 31St, 2021. The Term may be extended, in writing, upon the agreement of the
parties. Either party may terminate the MOU upon ninety (90) days written notice
delivered to the other party. Upon termination the parties shall split invoices and
expenditures through the date of termination.
RECOMMENDATION
I respectively request City Council to approve the memorandum of understanding with
Dubuque County.
350 W.6th St., Dubuque,lowa 52001 � Phone:563.589.4239 � www.cityofdubuque.org/housing
Prepared by Alexis Steger, Housing & Community Devel., 350 W. 6th St., Suite 312, Telephone: 563-690-6072
Return to: Kevin Firnstahl, City Clerk Address: City Hall- 50 W. 13th St Telephone: (563) 589-4100
RESOLUTION NO. 236-20
APPROVING THE ASSIGNMENT OF A MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF DUBUQUE AND DUBUQUE COUNTY FOR COVID-19 NON -
CONGREGATE TEMPORARY HOUSING.
WHEREAS, the City of Dubuque has been presented with a Memorandum of
Understanding between Dubuque County and the City of Dubuque for the funding of a
non -congregate temporary housing; and
WHEREAS, emergency disaster declarations related to the global pandemic COVID-
19 have been issued at the federal, state and local levels; and
WHEREAS, the City and County acknowledge the need for non -congregate temporary
housing and the shelter to provide alternative shelter for City of Dubuque and Dubuque
County residents to prevent the spread of COVID-19; and
WHEREAS, the City and County desire to identify the duties and responsibilities of
each party related to the provision and maintenance of a non -congregate shelter for
temporary housing resulting from the global pandemic COVID-19; and
WHEREAS, the City of Dubuque, Iowa has authorized this Assignment in the
Agreement for Services.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA, AS FOLLOWS:
Section 1. The City of Dubuque hereby consents to the Memorandum of Understanding
for Services with Dubuque County for the non -congregate temporary housing.
Section 2. The Mayor is authorized and directed to execute the Memorandum of
Understanding for Services on behalf of the City of Dubuque.
Passed, approved and adopted this 3rd day of August 2020
Roy D. Buol, Mayor
Attest:
Kevi,ri S. FirnstaEiI, City Clerk
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MEMORANDUM OF UNDERSTANDING y �
BETWEEN
CITY OF DUBUQUE ���°� �
AN D � �
DUBUQUE COUNTY �
FOR NON-CONGREGATE SHELTER �
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This Memorandum of Understanding (the MOU), dated for reference purposes the 1St of `�
July 2020, is made and entered into by and between the City of Dubuque (City) and ��
Dubuque County(County). J
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WHEREAS, emergency disaster decfarations related to the globat pandemic I�
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COVID-19 have been issued at the federal, state, and local levels as early as January i
21, 2020 and without an end date; and '
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WHEREAS, the Dubuque County Board of Health has adopted a Declaration of i
Disaster Emergency on May 13, 2020 which authorizes establishing and seeking ;
reimbursement from FEMA for non-congregate shelter expenses; and jj
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WHEREAS, the City and County acknowledge the need for non-congregate ''�,
temporary housing and shelter to provide alternative shelter for Dubuque County �!
residents to prevent the spread of COVID-19; and �',
WHEREAS, the shelter wilf be open to individuals who test positive for GOVID-19 i�;
who do not require hospitalization but need isolation, those who have been exposed to �
COVID-19 who do not require hospitalization, asymptomatic high-risk individuals ;
needing social distancing as a precautionary measure, homeless individuals, doubled �
up individuals, those living in congregate living situations, and those working in essential ;
service who need to isolate and maintain proper social distancing; and �'
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WHEREAS, the City and County desire to identify the duties and responsibilities '
of each party related to the provision and maintenance of a non-congregate shelter for
temporary housing resulting from the global pandemic COVID-19; and ;
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WHEREAS, the parties agree to avail themselves of any and all possible funding
sources for reimbursement for the costs of maintaining non-congregate shelter; and
WHEREAS, each party is willing to perForm such duties and responsibilities on
the terms and conditions herein set forth.
NOW, THEREFORE, in consideration of these premises; and of their mutual obligations
herein set forth, City and County agree as follows: �
A. Citv Responsibilities.
a. Submit a monthly extension request to FEMA regarding the ongoing
operational status of the primary and any alternate or overFlow shelters per �
federal protocaL �
b. Contract for a primary shelter space. The agreement for primary shelter
space is on file with the City Attorney's Office. �
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c. In the event the primary shelfer reaches maximum capacity or is no longer ?
available or suitable, identify and contract for alternate or overflow shelter '��
spaces pursuant to the terms contained in the agreement for the primary ?
shelter space on file with the City Attorney's Office. �
d. Oversee admissions and orientation for residents to the shelter, including �
transportation, if necessary. �
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e. Oversee the release/checkout of residents from the shelter, including �
transportation, if necessary. i
f. Provide a mobile phone for the use by the County's Facility Manager.
g. Arrange for:
i. Three (3) meals per day, including delivery, to shelter locations � ',�
ii. Daily health and wellness checks �
iii. Daily cleaning and sanitizing of common areas and entrances !
� � iv. Weekly removal of resident garbage � � �`
v. Arranging for deep cleaning of vacated units 4;,
h. Submit monthly reimbursement requests to FEMA for the primary and any �;
alternate or overFlow shelter expenditures.
i. If eligible for FEMA reimbursement, include monthly invoices from the ���
County for the on-call Facilities Manager, for inclusion in the City's �'�I
monthly FEMA reimbursement request. ,
j, Submit monthly invoices to County for reimbursement of the County's I'�
share of one-half (1/2) the monthly expenditures for the primary and any !;
, alternate,or overFlow shelter. f;
k. Reimburse County in an amount equal to one-half (1/2) of any ;
_ reimbursement received from FEMA for the primary and any alternate or �;
overflow shelters. ji
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For example: i�!
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Rent: $1,000
Utifities: $1,000 �
Cleaning: $1,000 �
On-call Facility Manager: $1,000 ;;
Total: $4,000 �
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County Share: $2,000 r
Submitted to FEMA: $4,000 �
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Reimbursed from FEMA: $3,000 �
FEMA reimbursement to City: $1,500
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FEMA reimbursement to County: $1,500 �
B. County Responsibilities w
a. Provide an on-call Facilities Manager, the job description attached as �
Exhibit A, to manage the daily operations of the direct service programs of P
the shelter and oversee the occupants, including, but not limited to, non-
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medical service and communicating with the Visiting Nurses Association ��
(VNA), and other duties as assigned
b. Provide written updates from Facilities Manager on a weekly basis to i
include information on clients served, the ages of clients served, and how �
many meals were served. �
c. Reimbuirse fhe City'for one-half (1/2) of the shelter expenses, including, '!
but not limited to, rent, utility costs, food, and cleaning for maintaining the 1
primary shelter on a monthly basis. '��
d. In the event the primary shelter reaches maximum capacity or is no longer �
available or suitable and it becomes necessary to provide alternate or ;�
overFlow shelter options, reimburse the City for one-half (1/2) of the
expenditures for the alternate or overflow shelter; including but not limited �
to, rent, utility costs, necessary cleaning, and other expenditures �
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necessary for maintaining any alternate or overflow shelters options. ,�
e. If eligible for FEMA reimbursement, submit monthly invoices to the City for
the on-call Facilities Manager, for inclusion in the City's monthly FEMA �
reimbursement request. ''
C. Joint Responsibility. Explore any and all other funding sources available to cover
the expenditures related to the provision of a primary and alternate or �
overFlow shelters.
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D. Term. The term of this MOU shall commence on July 1, 2020 through at Ieast ;
March 31, 2021. The Term may be extended, in writing, upon the a.greement I
of the parties. ��
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E. Termination. Either art ma terminate the MOU u on ninet 90 da s' written '
p Y Y p Y � ) Y G
notice delivered to the other party. Upon termination the parfiies shall split �
invoices and expenditures through the date of termination. �
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F. Indemnification. The parties each agree to defend, indemnify, save, and hold the �
other party, its employees, directors, officers, members, and affiliated �
, organizations harmless for, from, and against any and all claims, losses,
causes of action, liabilities, fines, and expenses (including, without limitation,
attorneys' fees, court costs, and all other defense costs and interest) that may
arise by reason of any action or non-action in connection with or incidental to
the performance of any responsibilities in this MOU.
G. Contact Persons.
City of Dubuque
Attn: Michael C. Van Milligen ,
50 W. 13t" Street
Dubuque, IA 52001
Dubuque County
Attn: Patrice Lambert
720 Central Avenue
Dubuque, IA 52001 �
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CITY OF DUBUQUE DUBUQUE COUNTY �j
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By: ,�'° � � �
Roy D. Bu , Mayor David Baker, Chair, o .�d Supervisors �
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Date: July 20 , 202o Date: � ,
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Date: July 20 , 2020 Date: 0� � � +
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" EXHIBIT A
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���ility Il�lan�g�r �
�ernpr�rary[}n-Calf posit'san
�eneral Defin►tion af'h14f�rk:
?'E�e�cacFlfty tVl'uncr�er�rt1�be respons�bfe far th�mcrrrrrgement af crn i$olaiiarr shePt�r thc�t`
fr�u�es�t7VfD-33�rvsi€ive re�sidents�r thas�r�vvait�rr�test rescrlts.�his p�sitlara wafl serv�c�rr
.�2-irout�an•call sh%fts f�u�'s+viPl�tso i�e r�c�c��recf to res�rcrnct t�s 24-hour rton-tr're�llccrl emergencres. �
�ire ltfl,ancrger wrll not f�e�x�a�ctec#tra s€ay�rt tt�e s�aet#er r�nc�thett�dui�i�s t�r�ccr�aa,�tete,�aut rnrry
ra��c�t-�r respc�nt�sever�rf�-irnes rtsat'ing u shift� Tf�is pa�it�c�rr rn€�y�dsa serve mtrlfi�ple fae�t�iarrs, �i
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Exarnp[es of C}uties: f
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• Provi�Je r�rnc�t��v�rsigf�t aft[��daily�speration�f th�direcfi servic�prc�grams it� �
s17 eEt�rs. �
+ Fi�rrr�i�in ce�r�tar_t v�rit�t t�e 11NA,rf a�y questir�ns t�r cancerr7s�r€��re��rrling r�s[der�t I
he�[t3a or care,�.ncludin�r�lease of residents. ')
r ftes�aor�d�o resident calfs fnr�ta€�rrnedic�i�ervice. !
� Gavrtlinate transpcsrkatic�n of eesicients e#uring their stay. I
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Spec�al Qualificatians,E����tian anc�Exp�riene�: ,I
Hi�h s�Ercac�l c�ipl��na rar ta�[?requireci and tf�ree ye�rs c���x��rier�ce in�aurnan services c�r any ��
equ�val�nt�om�it�atican caf Yra�n�r�g anc�ex�erier�ce that vuiFl�atre the r�quired k�cswl�dge,skill5,
�nd a[�iliti�s. II
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Must��ss the aiause r�gis#r�revi�w arrt!crirninaf�ac�grr�e�nd eEz�:ck. I
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�RESOLUTION NUMBER��"'I�� i
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WHEREAS,Dubuque County has been presented with a Memorandum of Understanding �
between the City of Dubuque and Dubuque County for the funding for non-congregate
temporary housing; and
WHEREAS, emergency disaster declarations related to the global pandemic COVID-19 have
been issued at the federal, state, and local levels; and ;
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WHEREAS; the City and County acknowledge the need for non-congregate temporary housing ,��
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and shelter to provide alternative shelter for Dubuque County residents to prevent the spread of �
COVID-19; and p�
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WHEREAS, the shelter will be open to individuals who test positive for COVID-19
who do not require hospitalization but need isolation, those who have been exposed to COVID- ���
19 who do not require hospitalization, asyrnptomatic high-risk individuals needing social
distancing as a precautionary measure, homeless individuals, doubled up individuals, those living :�
in congregate living situations, and those working in essential service who need to isolate and I
maintain proper social distancing; and 'I
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WHEREAS,the City and County desire to identify the duties and responsibilities of each party ''�'
related to the provision and maintenance of a non-congregate shelter for temporary housing i
resulting from the global pandemic COVID-19; and �;
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NOW, THEREFORE BE IT RESOLVED Dubuque County approves and authorizes the p
chairperson to sign the Memorandum of Understanding between the City of Dubuque and �
Dubuque County for the funding for non-congregate temporary housing. �
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Resolution adopted this 13�' day of July; 2020. �
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David J Saker, C irperson �
Dubuque County Board of Supervisors
Attest:
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Mary J�H�bel
Dubuque County Deputy Auditor
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