Memorandum of Understanding for with City of Asbury Copyrighted
December 21, 2020
City of Dubuque Action Items # 3.
City Council Meeting
ITEM TITLE: Memorandum of Understanding for Recreational Programming between
City of Dubuque Leisure Services & City of Asbury
SUMMARY: City Manager recommending approval of a Memorandum of
Understanding for summer recreational programming to be provided by
the City of Dubuque Leisure Services Department to the City of Asbury.
SUGGESTED Suggested Disposition: Receive and File;Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MOU with Leisure Services and City of Asbury-MVM City Manager Memo
Memo
Staff inemo Staff Memo
MOU Between the City of Dubuque and the City of Supporting Documentation
Asbury for Recreational Programming Summer 2021
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Memorandum of Understanding for Recreational Programming Between
City of Dubuque Leisure Services & City of Asbury
DATE: December 14, 2020
Leisure Services Manager Marie Ware recommends City Council approval of a
Memorandum of Understanding for summer recreational programming to be provided
by the City of Dubuque Leisure Services Department to the City of Asbury.
Last winter, staff was approached by the City of Asbury requesting the potential for the
Leisure Services Department to administer and provide annual summer recreation
programs within the City of Asbury. The City of Asbury annually offers limited summer
youth recreation programs located within Asbury Park.
Prior to the 2020 summer season, Asbury's Recreation Director left the City for another
job opportunity. As part of the City's evaluation of the recreation programming, they felt
it could be in their best interest to ask the City of Dubuque to absorb their summer
programming. This request did not include community driven events nor golf
programming. As a result, the City of Asbury would not fill and/or re-assign the vacant
position. This partnership was targeted for the summer of 2020; however, the pandemic
delayed discussions. The City of Asbury approached Leisure Services again for
summer of 2021 programming.
The City of Dubuque Leisure Services recreation staff reviewed the past recreational
program offerings as well as the financial operating budget provided by the City of
Asbury. Staff felt the additional summer recreational programing would be a simple add
for the Leisure Department. This additional programming location in Asbury would
provide additional participation opportunities for the residents of Dubuque, especially
those living on the west end of Dubuque. Leisure Services already provides
recreational programming in the same categories as those previously provided in
Asbury that they wish to continue as a part of this agreement. For the Leisure Services
programming staff this means we would just be expanding the current programming and
adding another location (Asbury) since the programming was similar. This
programming can add additional hours for temporary staff to work in the summer at
another location. For the 2021 summer season, there would be little change to the
current program offerings from the 2019 summer programming Asbury provided.
The Memorandum of Understanding includes an annual fee of$7,500 that would be
paid by the City of Asbury for administrative time of the Leisure Services recreation and
office staff and other administrative costs relative to administering this program. The
City of Asbury Council has reviewed and approved the Memorandum of Understanding
at their November 2020 meeting. The Park and Recreation Commission has also
reviewed the Memorandum of Understanding at their December 8th meeting and
unanimously recommend approval.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Marie L. Ware, Leisure Services Manager
2
Dubuque
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TO: Michael C. Van Milligan, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: Memorandum of Understanding for Recreational Programming Between
City of Dubuque Leisure Services & City of Asbury
DATE: December 14, 2020
INTRODUCTION
The purpose of this memorandum is to request for the approval a Memorandum of
Understanding for summer recreational programming to be provided by the City of
Dubuque Leisure Services Department to the City of Asbury.
BACKGROUND
Last winter, staff was approached by the City of Asbury requesting the potential for the
Leisure Services Department to administer and provide annual summer recreation
programs within the City of Asbury. The City of Asbury annually offers limited summer
youth recreation programs located within Asbury Park.
Prior to the 2020 summer season, Asbury's Recreation Director left the City for another
job opportunity. As part of the City's evaluation of the recreation programming, they felt
it could be in their best interest to ask the City of Dubuque to absorb their summer
programming. This request did not include community driven events nor golf
programming. As a result, the City of Asbury would not fill and/or re-assign the vacant
position. This partnership was targeted for the summer of 2020 however the pandemic
delayed discussions. The City of Asbury approached Leisure Services again for
summer of 2021 programming.
DISCUSSION
The City of Dubuque Leisure Services recreation staff reviewed the past recreational
program offerings as well as the financial operating budget provided by the City of
Asbury. Our staff felt the additional summer recreational programing would be a simple
add for our Department. This additional programming location in Asbury would provide
additional participation opportunities for the residents of Dubuque, especially those
living on the west end of Dubuque. Leisure Services already provides recreational
programming in the same categories as those previous provided in Asbury that they
wish to continue as a part of this agreement. For the Leisure Services programming
staff this means we would just be expanding the current programming and adding
another location (Asbury) since our programming was similar. This programming can
add additional hours for temporary staff to work in the summer at another location. For
the 2021 summer season, there would be little change to the current program offerings
from the 2019 summer programming Asbury provided.
As part of this process, a Memo of Understanding (MOU) detailing park usage, resident
vs. non-resident fees, administrative fees, etc. was discussed and developed to create a
positive partnership for both communities and the residents of each. The MOU was
written by City Attorney Crenna Brumwell.
The MOU includes an annual fee of$7500 that would be paid by the City of Asbury for
administrative time of the Leisure Services recreation and office staff and other
administrative costs relative to administering this program. Attached is the MOU for the
2021 summer season. The City of Asbury Council has reviewed and approved the
MOU at their November 2020 meeting. The Park and Recreation Commission has also
reviewed the MOU at their December 8th meeting and unanimously recommend
approval.
BUDGETIMPACT
If this MOU is approved adding this programming would impact both the FY21 and
FY22 Recreation Division operating and revenue budgets. The following chart provides
a summary of the full summer's recreational programming budget impact for the
summer of 2021 based on the provided 2019 registration totals and the City of
Dubuque's current Employee Estimate program.
Summer 2021 Full Bud et Im act of Pro rammin for Asbu Location FY21 & FY22)
Asbury Budget Impacts Current 6 Week Programs
Revenue Code Amount Detail
10034420-51950 $8,000.00 Revenue based on 2019 registrations
Expense Code
10034420-61030 $4,516.00 Wages @ 438 hours =.21 FTE
10034420-61310 $ 113.00 IPERS
10034420-61320 $ 345.00 Social Security
10034420-62668 $2,000.00 Program Equipment
Total $6,974.00
Program +/- $1,026.00
2
Close to 100% of the revenue and 50% of the operating expenses shown above would
impact the current FY21 budget. It is anticipated that the recreation program
registrations (revenue) would be collected in April, May and early June as people
register early for summer programs for their children. Half of the program's staff costs
(expenses) would be expended in the first 3 weeks in June for FY21 with the remaining
staff hours and supplies expended in July for FY22.
FY21 Bud et Im act Onl for Pro rammin for Asbu Location
Asbury Budget Impacts FY21 Potential Impact
Revenue Code Amount Detail
10034420-51950 $8,000.00 Revenue based on 2019 registrations
Expense Code
10034420-61030 $2,258.00 Wages @ 438 hours = .21 FTE
10034420-61310 $ 56.50 IPERS
10034420-61320 $ 172.50 Social Security
10034420-62668 $1,200.00 Program Equipment
Total $3,687.00
An improvement package is being prepared as a part of the FY 22 budget process that
would incorporate a full fiscal year's budget for the MOU between Dubuque and Asbury.
The financial figures above do not include the additional $7,500 revenue for the
administrative fee that is a part of the MOU. That would be reflected as additional
recreation program revenue.
To begin planning for the summer of 2021 it is necessary to act upon this MOU at this
time vs waiting until the city's budget is approved in early March of 2021.
RECOMENDATION
I respectfully request approval of the Memorandum of Understanding for summer
recreational programming for the summer of 2021 to be provided by the City of
Dubuque Leisure Services Department to the City of Asbury.
Prepared by: Dan Kroger, Recreation Division Manager
cc: Jenny Larson, Budget and Finance Director
Crenna Brumwell, City Attorney
3
21st
December *
*2020
Adrienne N. Breitfelder, City Clerk