Growing Sustainable Communities ConferenceMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Agreement with Sustainable City Network to Host the Growing
Sustainable Communities Conference
DATE: April 14, 2011
Dubuque
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AI•AmericaCity
2007
Sustainability Coordinator Cori Burbach recommends City Council approval of a one -
year agreement with Sustainable City Network, Inc. to co -host the 2011 Growing
Sustainable Communities Conference.
City and Sustainable City Network staff have met since December 2010 to explore
potential opportunities to expand the 2011 conference based on the successes of last
year and also to expand the target audience, establishing the conference as the most
well- respected sustainability conference in the Midwest. With the expansion of the
conference to a full -day event last year and the hope to increase attendance and
recognition of the event this year, both organizations agree that there are co- benefits
that can be achieved from establishing a partnership to co -host the event.
Sustainable City Network, Inc. would become a strategic partner in hosting the
conference with the goal of gradually growing both the conference's size and scope.
Sustainable City Network would pay all expenses related to the promotion of the event,
signage at the event, keynote speakers' fees and expenses, conference reception, and
all other costs at least comparable to those paid for last year's conference, with their
staff taking the lead on these activities. Sustainable City Network would be responsible
for soliciting sponsorships for the conference, and would retain any revenue secured
through those sponsorships.
City staff would continue to be responsible for paying all venue rental and
food /beverages expenses, as well as all expenses necessary for online registration of
attendees. Staff will be primarily responsible for coordination of content programming
and speakers, attendee registrations and logistics, securing the conference facility and
all related details, and on -site management the day of the conference. The City will
retain all registration fees to cover these expenses, and also has $10,000 in remaining
Energy Efficiency & Conservation Block Grant (EECBG) funds designated for
community education available should they be needed.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Cori Burbach, Sustainability Coordinator
Mi ael C. Van Milligen
Masterpiece on the Mississippi
TO: Michael Van Milligen, City Manager
FROM: Cori Burbach, Sustainability Coordinator
SUBJECT: Agreement with Sustainable City Network to Host the Growing
Sustainable Communities Conference
DATE: April 13, 2011
Dubuque
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Al- America City
2007
INTRODUCTION
The purpose of this memo is to request Council approval of the attached agreement
with Sustainable City Network, Inc. to co -host the 2011 Growing Sustainable
Communities Conference.
BACKGROUND
Since 2007, the City has hosted the Growing Sustainable Communities Conference with
a goal of educating regional community leaders about ways they can make their
communities more sustainable. In 2010, the conference was expanded from a
luncheon with a keynote speaker to a one -day conference with four tracts and over 40
speakers in addition to the keynote luncheon speaker. Last year's conference was
attended by approximately 350 people from seven different states. The total cost to
host the conference was approximately $13,800; private sponsorships and registrations
created approximately $12,900 in revenue. City staff have, until this point, managed all
logistics of the conference including promotion, speaker coordination, attendee
registration, and on -site conference management.
Sustainable City Network, Inc. (SCN) was formed in 2010 as a business -to- government
media and publishing company based in Dubuque with a mission of providing municipal
professionals with quality and timely information on sustainability products, services and
best practices. SCN staff were part of a larger advisory committee comprised of
community partners that met in 2010 to provide input on the conference theme, tracts,
etc. to City staff.
DISCUSSION
City and SCN staff have met since December 2010 to explore potential opportunities to
expand the 2011 conference based on the successes of last year and also to expand
the target audience, establishing the conference as the most well- respected
sustainability conference in the Midwest. With the expansion of the conference to a full-
day event last year and the hope to increase attendance and recognition of the event
this year, both organizations agree that there are co- benefits that can be achieved from
establishing a partnership to co -host the event.
The attached agreement provides details of a one -year partnership in which the City
and SCN (Implementation Team) would divide duties, expenses, and revenues to host
the conference. A community Advisory Cabinet would continue to provide
recommendations to the Implementation Team regarding conference content.
In summary, SCN would become a strategic partner in hosting the conference with the
goal of gradually growing both the conference's size and scope. SCN would pay all
expenses related to the promotion of the event, signage at the event, keynote speakers'
fees and expenses, conference reception, and all other costs at least comparable to
those paid for last year's conference, with their staff taking the lead on these activities.
SCN would be responsible for soliciting sponsorships for the conference, and would
retain any revenue secured through those sponsorships.
City staff would continue to be responsible for paying all venue rental and
food /beverages expenses as well as all expenses necessary for online registration of
attendees. Staff will be primarily responsible for coordination of content programming
and speakers, attendee registrations and logistics, securing the conference facility and
all related details, and on -site management the day of the conference. The City will
retain all registration fees to cover these expenses, and also has $10,000 in remaining
Energy Efficiency & Conservation Block Grant (EECBG) funds designated for
community education available should they be needed.
Following the 2011 conference, City and SCN staff will meet to discuss opportunities for
any future partnership to host the conference.
Assistant City Attorney Tim O'Brien has reviewed and approved the attached
agreement.
RECOMMENDATION
Staff request Council approval of the attached agreement with Sustainable City
Network, Inc. to co -host the 2011 Growing Sustainable Communities Conference.
Cc: Cindy Steinhauser, Assistant City Manager
Tom Woodward, Sustainable City Network, Inc.
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
SUSTAINABLE CITY NETWORK, Inc.
This Agreement, dated for reference purposes the day of
made and entered into by and between the City of Dubuque, Iowa an
Network, Inc.
,2011, is
Sustainable City
Whereas, the City of Dubuque (City) has successfully hosted the Growing
Sustainable Communities Conference (Conference) since 2007 with a purpose of
educating community leaders about opportunities to make their communities more
sustainable; and
Whereas, Sustainable City Network (SCN) is a business -to- government media
and publishing company based in Dubuque, Iowa launched in 2010 to provide municipal
professionals with quality and timely information on sustainability products, services and
best practices; and
Whereas, the City and SCN seek to form a strategic partnership to grow the
scope of the existing Conference in order to further establish the City as a local and
national leader in sustainability, provide Dubuque with short- and long -term economic
benefits, and provide SCN the opportunity to grow its content offerings, brand, and
revenue sources to support existing and create new jobs; and
Whereas, while there are competitive conferences and tradeshows, there
currently are no well -known and established Midwest sustainability conferences /trade
shows; and
Whereas, the conference will continue to be known as the Growing Sustainable
Communities Conference hosted by the City of Dubuque with a focus on the
Sustainable Dubuque vision and eleven sustainability principles,
NOW, THEREFORE, IT IS AGREED BY AND BETWEEN THE PARTIES AS
FOLLOWS:
SECTION 1. The City and SCN agree to jointly plan and execute the 2011 Growing
Sustainable Communities Conference as set forth below.
SECTION 2. SERVICES PROVIDED BY SCN. SCN agrees to provide to City the
following:
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1. Conference promotion, including the following: editorial coverage and banner
ads on sCityNetwork.com, SCN e-mail newsletter advertising, at least two
direct e-mail invites to SCN's 25,000 subscribers and additional contacts
provided by the City, and a local and regional advertising campaign
comparable to the City's efforts in previous years.
2. Sales and sales support of Conference sponsorship activities.
3. Hosting of a conference reception for all attendees.
4. Conference signage, program, and related collateral at least comparable to
similar products created for previous conferences.
5. Assistance in on -site management during the Conference.
6. Conference content programming and tract ideas, expertise, and contacts.
SECTION 3. SERVICES PROVIDED BY THE CITY. The City agrees to provide the
following:
1. Primary coordination of content programming, tracts, and speakers, working
within a budget established in partnership with SCN.
2. Attendee registration, processing and logistics.
3. Securing facility, AN equipment, food and beverage needs and related terms.
4. Primary responsibility for on -site management during the Conference.
SECTION 4. Additionally, the City and SCN agree to the following:
1. The City and SCN will establish an Implementation Team comprised of four
City staff and three SCN staff. This team will coordinate to plan and execute
the 2011 Conference.
2. The City will select a formal "Advisory Cabinet" of local partner representatives
that will be responsible for providing input on the theme, content, and speakers
for the Conference and will advise the work of the Implementation Team.
3. All promotion and branding collateral will display the City of Dubuque's and
SCN's names as partners in hosting the Conference.
SECTION 5. REVENUE GENERATED. Revenue generated from the Conference will
be divided in the following way:
1. All revenue generated from secured sponsorships will be retained by SCN in
order to cover the cost of providing the services identified in Section 2 of this
Agreement.
2
S TION 6. TERM. The term of this Agreement shall commence on the °` day of
, 2011 and shall continue until December 31, 2011. Following completion of
the C• nference, both parties will meet to discuss future opportunities for partnership
and Conference expansion.
SECTION 7. NOTICES. Any notice required by this Agreement shall be provided to
the parties at the following addressed:
2. All revenue generated from attendee registrations will be retained by the City
in order to cover the cost of providing the services identified in Section 3 of
this Agreement.
CITY:
SCN:
City of Dubuque, Iowa
c/o City Manager
City Hall
50 W. 13th St.
Dubuque, IA 52001
Sustainable City Network, Inc.
c/o Tom Woodward
470 W 4 St
Dubuque IA 52001
CITY OF DUBUQUE, IOWA SUSTAINABLE CITY NET 9RK, Inc.
3
Michael C. Van Milligen, City Manager Tom Woodward, President/CEO