Smart Planning Grant Joint ContractMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Smart Planning Grant Agreement
DATE: December 14, 2010
MCVM:jh
Attachment
Mic ael C. Van Milligen
Dubuque
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AJI4me<icaCity
2007
Planning Services Manager Laura Carstens recommends City Council approval of an
agreement with East Central Intergovernmental Association (ECIA) for a joint Smart
Planning Local Comprehensive Planning Grant application with Dubuque County,
Peosta, Asbury, Dyersville, Farley, Epworth and Cascade.
This project will cover up to 50% of the cost per city and /or county included in the
application to update their comprehensive plan. Of the other 50 %, half of the match can
be "in- kind ". The City of Dubuque does not have any local cash match. Therefore, the
City of Dubuque's contribution would be structured as follows: the $12,000 grant
application for the City of Dubuque will be matched with $12,000 of in -kind City of
Dubuque staff time and $6,000 in Planning Funds that DMATS receives from the
Federal Highway Administration.
The County, cities, and the Upper Catfish Creek Watershed will form a partnership to
create a regional sustainability plan. Common visions and goals amongst the
participating communities will be developed and incorporated into each community's
comprehensive plans. The common visions and goals will not replace any
comprehensive plans or chapters. Project specific common goals will be incorporated
into Dubuque Metropolitan Area Transportation Study (DMATS) planning and
transportation related activities.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Laura Carstens, Planning Services Manager
Masterpiece on the Mississippi
TO: Michael Van Milligen, City Manager
FROM: Laura Carstens, Planning Services Manager fslic
SUBJECT: Smart Planning Grant Agreement
DATE: December 14, 2010
Dubuque
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11 11 1'
2007
INTRODUCTION
This memorandum transmits a resolution and an agreement with East Central
Intergovernmental Association (ECIA) for a joint Smart Planning Local Comprehensive
Planning Grant application with Dubuque County and six other cities, for City Council
review and approval.
DISCUSSION
The Iowa Smart Planning Local Comprehensive Planning Grant Program is designed to
assist local governments in the development of new or updated comprehensive plans.
ECIA and Dubuque County are coordinating a Smart Planning Grant to update the
comprehensive plans for a consortium consisting of Dubuque County, the City of
Dubuque, and six small cities with comprehensive plans -- Peosta, Asbury, Dyersville,
Farley, Epworth, and Cascade — by incorporating the Sustainable Dubuque plan.
The County, cities, and the Upper Catfish Creek Watershed will form a partnership to
create a regional sustainability plan. Common visions and goals amongst the
participating communities will be developed and incorporated into each community's
comprehensive plans. The common visions and goals will not replace any
comprehensive plans or chapters. Project specific common goals will be incorporated
into Dubuque Metropolitan Area Transportation Study (DMATS) planning and
transportation related activities.
The City of Dubuque's Comprehensive Plan looks at the city as a whole and the
surrounding region, with policy statements, goals and objectives established for the
physical, economic and social environments of the community. As a result, our
Comprehensive Plan has reflected both smart growth and sustainability since 1995.
The City of Dubuque fully supports Iowa's Smart Planning Principles and understands
the value of comprehensive planning.
Smart Planning Grant Agreement
Page 2
The City of Dubuque collaborates with other entities on planning efforts. The 2008
Dubuque Comprehensive Plan incorporates elements from the Dubuque County
Comprehensive land Use Development Plan, the City of Asbury's Comprehensive Plan,
and the City of Peosta's Comprehensive Plan. The metropolitan area's 2031 Long
Range Transportation Plan links directly to the 2008 Dubuque Comprehensive Plan's
2030 Future Land Use Map.
BUDGET IMPACT
This project will cover up to 50% of the cost per city and /or county included in the
application. Of the other 50 %, half of the match can be "in- kind ". The City of Dubuque
does not have any local cash match. Therefore, the City of Dubuque's contribution
would be structured as follows: the $12,000 grant allocation for the City of Dubuque will
be matched with $12,000 of in -kind City of Dubuque staff time and $6,000 in PL funds
from DMATS.
The Planning Services, Housing and Community Development, and Economic
Development Departments as well as the City's Long Range Planning Advisory
Commission will serve as supporting partners for this project.
RECOMMENDATION
I recommend that the City Council approve the enclosed resolution and agreement with
ECIA for the Smart Planning Grant agreement.
Enclosures
LC /mkr
cc: David Harris, Housing and Community Development Department
David Heiar, Economic Development Director
f:\ users \mrettenb \wp \council \memo \smart planning grant agreement mvm memo.doc
Prepared by: Laura Carstens, City Planner Address: City Hall, 50 W. 13th St, Dubuque, IA 52001 Telephone: 589 -4210
Return to: Jeanne Schneider, City Clerk Address: City Hall, 50 W. 13th St, Dubuque, IA 52001 Telephone: 589 -4121
RESOLUTION NO. 475-10
RESOLUTION AUTHORIZING SMART PLANNING GRANT AGREEMENT
Whereas, the Rebuild Iowa Office has awarded an Iowa Smart Planning Local
Comprehensive Planning Grant to Dubuque County to assist six communities and the County as
they develop forward- thinking comprehensive plans; and
Whereas, the City of Dubuque plans to update the 2008 Comprehensive Plan; and
Whereas, the City of Dubuque acknowledges the requirements of the Local
Comprehensive Planning Grant Program as specified in the Iowa Smart Planning: Local
Comprehensive Planning Grant Program Application Guidelines and understands the
importance and benefits of comprehensive planning.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
Section 1. That the City of Dubuque, in cooperation with Neighboring Jurisdictions in
Dubuque County, hereby agrees to comply with the grant agreement for the Local
Comprehensive Planning Grant Program for the development of a updated comprehensive plan.
• Section 2. That the Mayor is hereby authorized to sign the grant agreement on behalf of
the City of Dubuque, Iowa.
Passed, approved and adopted this 20th day of December 2010.
Attest:
eanne F. chneider, City Clerk
Roy y a uol, Mayor
EAST CENTRAL INTERGOVERNMENTAL ASSOCIATION
THIS CONTRACT, entered into by and between the East Central Intergovernmental Association
(hereinafter called ECIA) and under a passed and approved resolution of Dubuque County, the
City of Asbury, the City of Cascade, the City of Dubuque, the City of Dyersville, the City of
Epworth, the City of Farley, and the City of Peosta, Iowa (hereinafter called the Consortium),
requesting ECIA's assistance in carrying out this Contract and attached Scope of Services, and
approved by ECIA on , 2010.
TERMS. This Contract carries the following terms.
SECTION 1. Scope of Services
ECIA shall provide and perform the necessary services required to carry out the Dubuque
County Smart Planning Process as set out in the Scope of Services (Attachment A).
ECIA will provide overall project management and grant administration. Should the
scope of the project go beyond that indicated in Attachment A due to changes for any
reason, it may be necessary to adjust the project cost by mutual agreement.
SECTION 2. Time of Performance
CONTRACT FOR SERVICES WITH
The services of ECIA shall commence as outlined in the Scope of Services, Attachment
A, upon execution of this contract by both the Consortium and ECIA. The project (Parts
I and II) will be final upon the completion of the work activities identified in Attachment
A, established to be approximately twenty -four months from the start of the planning
process.
SECTION 3. Method of Payment
Payment shall be due upon receipt of a monthly bill for services. ECIA will charge an
hourly rate for staff services according to the hourly rate set by the ECIA Council. Total
payment shall be $77,000 through Iowa Smart Planning Grant, $19,000 from Dubuque
Metropolitan Area Transportation Study (DMATS) & Regional Planning Affiliation 8
(RPA 8) and $10,250 from consortium divided over two fiscal years (FY 2012 and FY
2013) for the services described in Attachment A.
Dubuque County Smart Planning Plan 1
Contract for Services
City of
Dubuque
Dubuque
County
City of Asbury
City of Cascade
City of
Dyersville
City of Epworth
City of Farley
City of Peosta
Total
$12,000
$25,000
$10,000
$6,000
$6,000
$ 6,000
$ 6,000
$6,000
$77,000
$ 6,000
$6,000
$2,000
$1,0
$1,000
$1,000
$1,000
$1,000
$19,000
$3,250 $3,250 $12,500
$0 $12,000
$2,000 $2,000 $4,000
$1,000 $1,000 $3,000
$1,000
$1,000
$1,000
$1,000
$10,250
$1,000 $3,000
$1,000 $3,000
$1,000 $3,000
$1,000 $3,000
$10,250 $43,500
$30,000
$ 50,000
$20,000
$12,000
$12,000
$12,000
$12,000
$12,000
$160,000
MPO / RPA
SECTION 4. Time
Grant
Request
Dubuque County Smart Planning Plan
Contract for Services
Smart Planning Grant Ru ='
Match
Local Fuss.
Local ECIA
so
* The Soil and Water Conservation District (SWCD) will advise the core partners on water
conservation issues. The SWCD will educate the core partners on best management practices
and will help set up a watershed planning authority. 320 hours and $24,000 in costs for work
performed by the SWCD will be included as part of a separate contract.
2
Estimated Hours
Preparation & Products
City of
Dubuque
Dubuque
County
City of
Asbury
City of
Cascade
City of
Dyersville
City of
Epworth
City of
Farley
City of
Peosta
SWCD'
Regional Visioning
Develop Vision and Goals
15
15
15
15
15
15
15
15
Public Input
10
10
10
10
10
10
10
10
Finalize Vision & Goals
10
10
10
10
10
10
10
10
Comprehensive
Plan Update
Review existing comp plan
60
91
31
15
15
15
15
15
Data collection and analysis
100
152
52
25
25
25
25
25
Public input 1
20
30
10
5
5
5
5
5
Draft plan updates
100
152
52
25
25
25
25
25
Public input
20
30
10
5
5
5
5
5
Meet with Planning & Zoning and City Councils
40
61
21
10
10
10
10
10
Finalize plan updates
40
61
21
10
10
10
10
10
Plan Implementation
20
30
10
5
5
5
5
5
Watershed
Planning
Best Management Practice Education
Set up Wathershed Planning Authority
Regional Coordination 25 25 25 25 25 25 25 25
1 Total Hours 1 4001 6671 2671 1601 1601 1601 1601 160
Overall Costs ($75 per hour) $ 30,000 $ 50,000 $ 20,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000
-
--
City of
Dubuque
Dubuque
County
City of Asbury
City of Cascade
City of
Dyersville
City of Epworth
City of Farley
City of Peosta
Total
$12,000
$25,000
$10,000
$6,000
$6,000
$ 6,000
$ 6,000
$6,000
$77,000
$ 6,000
$6,000
$2,000
$1,0
$1,000
$1,000
$1,000
$1,000
$19,000
$3,250 $3,250 $12,500
$0 $12,000
$2,000 $2,000 $4,000
$1,000 $1,000 $3,000
$1,000
$1,000
$1,000
$1,000
$10,250
$1,000 $3,000
$1,000 $3,000
$1,000 $3,000
$1,000 $3,000
$10,250 $43,500
$30,000
$ 50,000
$20,000
$12,000
$12,000
$12,000
$12,000
$12,000
$160,000
MPO / RPA
SECTION 4. Time
Grant
Request
Dubuque County Smart Planning Plan
Contract for Services
Smart Planning Grant Ru ='
Match
Local Fuss.
Local ECIA
so
* The Soil and Water Conservation District (SWCD) will advise the core partners on water
conservation issues. The SWCD will educate the core partners on best management practices
and will help set up a watershed planning authority. 320 hours and $24,000 in costs for work
performed by the SWCD will be included as part of a separate contract.
2
SECTION 5. Personnel
ECIA represents that it has, or will acquire, all personnel necessary to perform the
services under this Contract and will act as the overall project manager coordinating
services.
SECTION 6. Property
ECIA shall be free to acquire or use existing property, real or personal, as it deems
necessary in the performance of work under this agreement.
SECTION 7. Termination by the Consortium
1. The Consortium may, by thirty days written notice to ECIA, terminate this
contract in whole or in part at any time either for the Consortium's convenience or
because of the failure of ECIA to fulfill its obligations under the contract. Upon
receipt of such notice, ECIA shall: (1) immediately discontinue all services
affected (unless the notice directs otherwise), and (2) within 30 days deliver to the
Consortium all data, drawings, specifications, as may have been accumulated by
the ECIA in performing this contract.
2. Notwithstanding the above, ECIA shall not be relieved of liability to the
Consortium for damages sustained by the Consortium by virtue of any breach of
the contract by ECIA. The Consortium may withhold any and all payments to
ECIA for the purposed damages and breach of contract until such time as the
exact amount of damages due the Consortium from ECIA is determined.
3. If the termination is for convenience of the Consortium, ECIA shall be entitled to
compensation determined in accordance with Section 3 of this contract.
4. If the termination is because of the failure of a subcontractor to fulfill their
obligations to ECIA, ECIA shall have thirty (30) days to cure such breach after
receiving written notice from the Consortium of its intent to terminate the
contract.
SECTION 8. Termination by ECIA
ECIA may terminate this contract by thirty (30) days written notice to the Consortium for
the following reasons:
1. Both parties agree a continuation of the contract will not be in the best interests of the
Consortium.
Dubuque County Smart Planning Plan 3
Contract for Services
2. ECIA ceases to exist or it is restricted or prohibited by its governmental authorities
from continuing to provide services under this contract.
SECTION 9. Political Activity
No portion of the compensation shall be used for any partisan political activity or to
further the election or defeat of any candidate for public office, or to further the election
or defeat of any cause subject to public vote.
SECTION 10. Information to be provided by the Consortium
• Existing Comprehensive Plans
• Existing land use maps in GIS format or paper format
• Existing Zoning Map
• Current Zoning Ordinance
• Current Subdivision Ordinance
• Current building permit data
• Consortium parcel files in GIS format
• Additional information as required
SECTION 11. Subcontractors
If for any reason it is necessary for ECIA to replace any subcontractors under this
agreement, ECIA shall have the right and authority to make said changes in subcontractor
providing five (5) days written notice to the Consortium of Dubuque, Iowa, of the change
of subcontractor status. Said change shall be subject to the approval of the Consortium of
Dubuque, Iowa, the Consortium agreeing that their consent shall not be unreasonably
withheld.
Dubuque County Smart Planning Plan 4
Contract for Services
PASSED AND APPROVED:
Dubuque County - Authorized Representative
City of Asbury - Authorized Representative
City of Cascade - Authorized Representative
City of Dubuque - Authorized Representative
City of Dyersville - Authorized Representative
City of Epworth - Authorized Representative
City of Farley - Authorized Representative
Date Attest
Date Attest
Date Attest
Date Attest
Date Attest
Date Attest
Date Attest
Dubuque County Smart Planning Plan 5
Contract for Services
City of Peosta - Authorized Representative
Date Attest
East Central Intergovernmental Association Representative Date Attest
Dubuque County Smart Planning Plan 6
Contract for Services
Dubuque Housing and
Community Development
Department
Greater Dubuque
Development Cooperation
(GDDC)
Eastern Iowa Regional
Housing Authority (EIRHA)
Dubuque Economic
Development Department
Dubuque Metropolitan Area
Transportation Study
(DMATS)
The Dubuque Soil & Water
Conservation District
City of Dubuque Planning
Services Department
Regional Planning Affiliation
8 (RPA 8)
Dubuque Long Range
Planning Advisory
Commission
Dubuque County
Anna O'Shea
The City of Dubuque
Laura Carstens
The City of Asbury
Beth Bonz
City of Cascade
Randy Lansing
City of Dyersville
Mick Michel
City of Epworth
Janet Berger
City of Farley
Danielle Hartke
City of Peosta
Karen Snyder
Consortium
SCOPE OF SERVICES (Attachment A)
The communities of Dubuque County have come together to form a Smart Planning Consortium.
The following chart lists the core partner agencies and the project lead for each agency.
The consortium also has several supporting partners including:
Staff will meet with the Consortium to clarify if any new partners need to be added to the group.
The core partners of the Consortium will operate as a steering committee for the project. The
Consortium will set goals, carry out the activities of this grant, and ensure the tasks of the project
are completed. Supporting partners will assist with the implementation of project tasks advising
the core partners and engaging communities during the comprehensive plan update process.
Vision, Goals, Objectives, and Program Development
Vision, goals, and objectives for the Consortium will be reviewed / refined through meetings
with the Consortium using input' obtained from public input meetings. The goals will provide a
general overall guideline for the development of the Consortium with Smart Planning principles.
Specific methods to reach the goals will be described in the implementation strategies and will
be presented in the final portion of the update comprehensive plans.
Existing Conditions and Background Information
Dubuque County Smart Planning Plan 7
Contract for Services
The existing conditions and background information about. the Consortium will be collected
through interaction with Consortium staff, engineers, and other officials. Analysis, reports,
studies, and the most recent Census information will be utilized for Consortium wide data sets
(e.g. urban to rural). Physical aspects of the Consortium will be inventoried including maps of
generalized existing land use, transportation, fire protection/emergency services districts,
drainage/levee districts, school districts, floodplains and wetlands, soils, relief or slope, and
recreation facilities will be compiled. Housing needs using available data (e.g. adequate
plumbing, rent, mortgage information, etc.) will be outlined / analyzed in the Consortium profile.
A housing market analysis will not be part of the plan development process. Maps of
generalized existing land use will be prepared using aerial photography, Consortium staff
references, and spot field checks. Land use maps will not represent existing land use by parcel.
Future Projections and Improvements
Future conditions will be discussed. Future land use and municipal extraterritorial jurisdictions,
proposed transportation improvements, infrastructure, recreation, and public facilities /services
development will be identified and discussed. The Consortium will play a role in identifying the
methodologies for using data analysis tools like Development Suitability Analysis and IMPLAN
to create guidelines for future land use development. Staff will work with consortium to create a
methodology to help with prioritization of the projects. This will be a process that partners will
be recommended to adopt within their project prioritization process.
Reviewing and Updating Existing Comprehensive Plans:
ECIA and Consortium member staff will work with each individual member community to
review their existing comprehensive plan and highlight areas that need to be updated to make
them compatible with regional vision, goals, and objectives. Staff will do the following:
• Review existing Comprehensive plans for Dubuque County and all seven cities
• Review existing land use in incorporated and unincorporated areas.
• Review and assess Consortium zoning changes since previous comprehensive plan update.
• Review and assess building permit inventory for Consortium.
• Update existing plans with new 2010 socioeconomic data and future projections and provide
updated maps.
• Update Comprehensive plans for cities and Consortium to meet new goals and objectives.
• Work with cities and Consortium to create or update future land use information and provide
updated GIS maps.
• Consortium partners are required to do the public outreach and solicit information for P &Z,
bike groups, transit groups, economic development groups, city council, and supervisors within
their region.
• ECIA Staff will help the Consortium partners by providing necessary information needed to
conduct these meetings.
Dubuque County Smart Planning Plan 8
Contract for Services
• ECIA Staff will provide monthly updates to Consortium about progress made on different
plans.
Plan Strate2V Development
The Consortium will develop short and long -term strategies /projects for implementation of the
comprehensive plan' s recommendations. The strategies /projects will be listed in the final section
of the documents to provide the County and Cities with a summary of proposed actions or
strategies for implementation. Each group will prioritize their projects while considering
collaboration, coordination and cooperation with other partners. The Consortium will provide
recommendations to the each member's Comprehensive Plan Advisory Committee.
Plan Document
The Consortium will review a draft comprehensive plan and will make a recommendation for
adoption to each member's Planning and Zoning Commission. The Planning and Zoning
Commission will make recommendations for adoption to the Board of Supervisors or City
Council through a public hearing. The Board of Supervisors or City Council will hold a public
hearing prior to adoption of the Comprehensive Plan. The Consortium will adopt the
comprehensive plan following approval by the respective entities.
Work Schedule
Dubuque County Smart Planning Plan 9
Contract for Services
Smart Planning Project Time
Line
Develop Vision and Goals
Public Input
Finalize Vision & Goals
Review existing comp plan
Data collection and analysis
Public input 1
Draft plan updates
Public input
Meet with P & Z and City Councils
Finalize plan updates
Plan Implementation
Repional Coordination
BMP Education
Wathershed Authority
2011
11 -Jan
11 -Feb
11 -Mar
11 -Apr 11 -May 11 -Jun
11 -Jul
11 -Aug
11 -Sep 11 -Oct 11 -Nov
11 -Dec
Smart Planning Project Time
Line
Develop Vision and Goals
Public Input
Finalize Vision & Goals
Review existing comp plan
Data collection and analysis
Public input 1
Draft plan updates
Public input
Meet with P & Z and City Councils
Finalize plan updates
Plan Implementation
Regional Coordination
BMP Education
Wathershed Authority
2012
12 -Jan
12 -Feb
12 -Mar
12 -Apr
12 -May
12 -Jun
12 -Jul
12 -Aug
12 -Sep
12 -Oct
12 -Nov
12 -Dec
Information to be provided by partners
• Existing Comprehensive Plans
• Existing land use maps in GIS format or paper format
• Existing Zoning Map
• Current Zoning Ordinance
• Current Subdivision Ordinance
• Current building permit data
• Parcel files in GIS format
• Additional Information as required
Dubuque County Smart Planning Plan 10
Contract for Services