Convention and Visitors Bureau Executive Board ReportMEETING MINUTES
DUBUQUE AREA CONVENTION AND VISITORS BUREAU
June 26, 2013
4:00 p.m.
Chamber of Commerce Board Room
Present:; Directors Joyce White, John Tallent, Ric Jones, Roy Buol, Mike Van
Milligen, Wayne Demmer, Tony Pfohl, Keith Rahe, D. Flint Drake, Barry A. Lindahl
Director White assumed chair of the meeting by consensus of the directors and called
the meeting to order.
Motion by Jones, seconded by Van Milligen to elect Joyce White as Chairperson of the
Board of Directors. Motion passed unanimously.
Motion by Tallent, seconded by Demmer to receive and file the Articles of Incorporation
and By -laws. Motion passed unanimously.
Motion to receive and file the Convention and Visitors Bureau Contract of Employment
for President and CEO by Jones, seconded by Tallent. Motion passed unanimously.
The Board discussed the President's employment benefits. Vacation days for the
President will be five (5) days more than the vacation days listed in the Personnel
Manual. Motion by Van Milligen, seconded by Jones. The motion passed unanimously.
The Board will consider possible severance benefits at a subsequent meeting. The
President will provide the Board information on options for severance packages.
The President and Attorney Drake provided information on the draft CVB — Chamber of
Commerce agreements. The agreements will be considered at a subsequent Board
meeting.
Motion by Van Mil ligen, seconded by Demmer to approve the President's
recommendation on banking services to engage American Trust & Savings Bank.
Motion passed 5 -0. Talent and Pfohl abstained.
Motion by Tallent, seconded by Jones to approve the insurance recommendation of the
President to approve the package provided by Scott DeSousa, Friedman Insurance with
an increase in the umbrella coverage to $2 Million. Motion passed unanimously.
Motion by Van Milligen, seconded by Jones to approve the Fiscal Year 2014 Budget
with the condition that the President will negotiate with the Chamber President on the
reconciliation payment to be made by the CVB to the Chamber as well as funding
scheduling.
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Motion by Jones, seconded by Demmer to authorize the President to resolve any
employee benefit issues prior to the transitioning of Chamber employees to CVB with
the intent that the start date for the CVB employees will be consistent with their start
dates as employees of the Chamber of Commerce for purposes of all employee
benefits. Motion passed unanimously.
Motion to approve the Employee Handbook by Tallent, seconded by Van Milligen.
Motion passed unanimously.
Motion by Jones, seconded by Tallent to appoint the 11 current members of the
Advisory Committee who have indicated an interest in continuing on the new CVB
Advisory Committee. Motion passed unanimously. The Board will consider additional
appointments at its next meeting.
The Board deferred consideration of appointments to the CVB offices of vice
chairperson and secretary/treasurer until the next meeting.
Regular meetings of the Board will be the third Tuesday of each month at 4:00 p.m. in
the Chamber of Commerce Board Room.
The next meeting will be July 16, 2013, 4:00 p.m. at the Chamber of Commerce Board
Room. Possible agenda items: Discussion of severance for the President — CEO;
CVB /Chamber of Commerce Agreement; elect vice chair, secretary/treasurer.
Motion by Jones, seconded by Demmer to adjourn. Motion passed unanimously.
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AGENDA
DUBUQUE AREA CONVENTION AND VISITORS BUREAU
JUNE 26, 2013
4 p.m.
Dubuque Chamber of Commerce Board Room
1. Elect meeting chairperson
2. Call to order by meeting chairperson
3. Election of Chairperson of the Board
4. Receive and file Articles of Incorporation and Bylaws
5. Receive and file Dubuque Convention and Visitors Bureau Contract of
Employment for President and CEO.
Consideration of employment benefits
6. Received and file Agreement between the City of Dubuque, Iowa and Dubuque
Area Convention and Visitor Bureau
7. Designation of attorney
8. CVB /Chamber of Commerce Agreements
9. Banking services
10. Insurance requirements
11. Fiscal Year 2014 Budget
Employee benefits
12. Employee handbook
13. Appointment of Advisory Committee members
14. Appointment of nominating committee for CVB officers
14. Set agenda and date for next meeting
15. Other business
Adjourn
MEETING MINUTES
DUBUQUE AREA CONVENTION & VISITORS BUREAU
June 19, 2013
4:30 p.m.
City Hall Conference Room B
Present: John Tallent, Incorporator; Directors Mayor Roy Buol, City Manager
Michael C. Van Milligen, John Tallent; Jesus Avilas; Keith Rahe, D. Flint Drake,
City Attorney Barry A. Lindahl
Buol assumed chair of the meeting by consensus of the directors and called the
meeting to order.
Tallent moved and Van Milligen seconded a motion to elect Buol as chairman of the
board. Motion passed unanimously.
Van Milligen moved and Tallent seconded a motion to approve the Dubuque
Convention and Visitors Bureau Contract of Employment for President and CEO. The
board will consider the details of the employment package, including vacation,
severance, etc. at its regular meeting.
Motion passed unanimously.
Tallent moved and Van Milligen seconded a motion to approve the Agreement between
the City of Dubuque, Iowa and Dubuque Area Convention and Visitor Bureau. The
motion passed unanimously.
Van Milligen moved and Tallent seconded a motion to direct the President and CEO to
apply for a federal identification number. The motion passed unanimously.
The board discussed possible Advisory Committee members. Van Milligen moved and
Tallent seconded a motion to direct the President and CEO to send a letter to the City
Council, School Board, and Board of Supervisors asking for their respective
appointments to the board of directors. The motion passed unanimously.
The board discussed the next meeting date and the agenda for the meeting. Motion by
Van Milligen and seconded by Tallent to set the next meeting at June 26, 2013, 4 p.m.
in the Dubuque Chamber of Commerce Board Room. Motion passed unanimously.
Motion by Van Milligen second by Tallent to adopt the bylaws. The motion passed
unanimously.
The board also discussed a tentative agenda.
Motion by Van Milligen to adjourn second by Tallent. Motion passed unanimously.
Meeting adjourned 5:31 p.m.
Agenda
Initial Meeting of the
Dubuque Convention & Visitors Bureau Incorporators
June 19, 2013
4:30 p.m.
City Hall, Conference Room B
1) Call to Order
2) Employment Contract with the President & CEO
3) Contract for Services with the City of Dubuque
4) Direction to President & CEO on obtaining a Federal ID number
5) Advisory Board
a. Who are the current members
b. Discuss prospective members (school board, others)
6) Set next meeting date
a. Must occur prior to: July 1, 2013
b. Proposed date & time: Wednesday, June 26th, 4 p.m.
c. Proposed location: Chamber of Commerce Board Room
7) Adoption of the Bylaws
8) Adjourn
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ACKNOWLEDGEMENT OF DOCUMENT FILED
No: W00847736
Date: 06/14/2013
The Secretary of State aclmowledges receipt of the following document:
Articles of Incorporation
The document was filed on Jun 10 2013 4:30PM, to be effective as of Jun 10 2013 4:30PM.
The amount of $50.00 was received in full payment of the filing fee.
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JUN /10/2013/M0N 04:30 PM DRAKE LAW
FAX No, 563-583-5225
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P, 003/005
STATE OF IOWA
ARTICLES OF INCORPORATION
OF
DUBUQUE AREA CONVENTION AND VISITORS BUREAU
TO THE SECRETARY OF STATE OF THE STATE OF IOWA:
The undersigned, acting as incorporator of a Corporation under the Iowa
Nonprofit Corporation Act under Chapter 504 of the Code of Iowa, adopts the following
Articles oflncorporation for such Corporation:
•
1. NAME
The name of the Corporation is:
Dubuque Area Convention and Visitors Bureau
II. ADDRESS & REGISTERED AGENT
The address of its registered office in the State of Iowa Is:
300 Main Street, Suite 323, Dubuque IA 52001
The name of its registered agent is:
D. Flint Drake
III. INCORPORATORS
The incorporator's name and address is as follows:
John Tailent, 300 Main Street Suite 200, Dubuque IA 52001
IV. MEMBERS
The corporation will have no members.
V. PURPOSE OF ORGANIZATION
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The corporation is a non - profit economic development agency whose purpose is to
strengthen the Dubuque area economy by competitively marketing the area as a
destination for conventions; tour groups, sporting events, and individual travelers.
VI. INITIAL DIRECTORS
Roy D. Ruol, 50 West 13th Street, Dubuque IA 52001
Michael D. Van Milligan, 50 West 131h Street, Dubuque iA 52001
John Tallent, 300 Main Street Suite 200, Dubuque IA 52001
VII. DISSOLUTION •
Upon the dissolution of the Corporation, all of its assets, after paying or making
provisions-for the payment of all of the liabilities of the Corporation, shall be distributed
to the City of Dubuque, Iowa. Any such assets not so disposed of shall be diseased of
by the District Court of the county in which the principal office of the Corporation is then
located, exclusively.fgr such purpose or to such organization or organizations as said
court shall determine which are organized and operated exclusively for such purposes.
V111.. t.iMITATIONS •
A. No part of the net earnings of the corporation shall inure to the benefit of any
member or officer of the corporation.
B. The qualifications for members and officers and the manner of their admission
shall be regulated by the bylaws. •
C. The corporation shall have a voting membership as defined in the corporation's
bylaws.
D. The management of the corporation shall be under the direction of a Board of
Directors and Officers as defined by the corporation's bylaws.
E. No member, officer or director shall have any right, title or interest in or to any
property of the corporation._
•
F. No member, officer or director of this corporation shall be personally liable for the
debts or obligations of thls cdrporation•
iX. POWERS
The corporation shall have all the powers given it by the laws of the State of Iowa;
provided, however, only such powers shall be exercised as are In furtherance of the tax
exempt purposes of the corporation and as may be exercised by an Organization
exempt under Section 501(o)(6) of the Internal Revenue Code and its Regulations as
they may hereafter be amended and by an organization, contributions to which are
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deductible under Section 170(c)(2) of such Code and Regulations as they now exist or
may hereafter be amended.
X, BYLAWS
The initial bylaws of the corporation shall be, adopted by the initial members of the
Board of Directors named In* these articles. The power to alter, amend, or repeal the
bylaws or adopt new bylaws shall be vested in the Board of Directors.
XI. INDEMNIFICATION
The corporation shall indemnify any director or former director, officer, employee,
member, or volunteer who is serving or has served at the request of this corporation to
the fullest extent permissible by Iowa Code Chapter 40E In the event that Chapter
504shall be changed by the action of the legislature, and these articles are.. not
.subsequently amended, then a director, officer; employee member; or volunteer seeking
indemnification may, at such person's option, unless otherwise prohibited by law,
require that the corporation indemnify .such person, either by the provisions as
permitted, under Chapter 504, In effect as of the date of this amendment or the
legislatively amended or substituted provisions relating to indemntficatibn of directors,
officers, employees, members, or volunteers, No director, officer, member, employee or
volunteer shall be personally liable in that capacity for a claim based upon an act or
omission of the person performed In the discharge of the person's duties except for a
breach of the duty of loyalty to the corporation for acts' or omissions not in good faith or
which involve intentional misconduct or knowing violation of the law, or for a transaction
from which the person derives an Improper personal benefit.
XII. PERPETUAL EXISTENCE
. ,
The corporation shall begin its corporate existence on the date the certificate of
incorporation is issued by the Secretary of State. The period of Its duration is perpetual.
Slgried:
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Date: 10 14s &elm .10 / a
• FILED
IOWA
SECRETARY OF STATE
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VV847736
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504RDN- 459628
DUBUQUE AREA CONVENTION AND. VISITORS BUREAU
FLINT DRAKE
300 MAIN ST STE 323
DUBUQUE, IA 52001
KATHY
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DUBUQUE AREA CONVENTION AND VISITORS BUREAU
BY -LAWS
Article I - Name, Location, and Purpose
Section 1. The name of the corporation is the "Dubuque Area Convention and
Visitors Bureau," a corporation organized exclusively as a business league within the
meaning of Section 501 (C) (6) of the Internal Revenue Code.
Section 2. The principal office for the transaction of business of the corporation shall
be in Dubuque, Iowa.
Section 3. The corporation is a non - profit economic development agency whose
purpose is to strengthen the Dubuque area economy by competitively marketing the
area as a destination for conventions, tour groups, sporting events, and individual
travelers.
Article II — Board of Directors
Section 1. General Powers. The business and affairs of the corporation shall be
managed by its Board of Directors.
Section 2. Number, Tenure and Qualifications. The number of directors shall be nine
(9). The directors shall be as follows:
a. Three (3) members who must be members of its Board or its
President /Chief Executive Officer appointed by the Board of Directors of the
Dubuque Chamber of Commerce. The initial terms of two (2) of the members
shall be for two (2) years, and the initial term for the other member shall be one
(1) year. Thereafter, the terms of the members shall be for one (1) year. No
member may serve for more than five (5) consecutive years.
b. The City of Dubuque Mayor, one (1) City Council member appointed by
the City Council, and the City Manager. A Council Member shall serve a one -
year term or until the Council Member's term in office expires whichever first
occurs, without any limit on the number of terms a Council Member may serve.
c. One (1) member of the Dubuque County Board of Supervisors appointed
by the Board of Supervisors.
d. The Chairperson of the Convention and Visitor's Bureau Advisory
Committee elected annually by the Committee. The member may not be a city or
county elected official, city or county employee or member of the Chamber of
Commerce Board of Directors. The member may not serve for more than five (5)
consecutive years.
e. One (1) member of its Board appointed annually by the Dubuque Main
Street Board of Directors. The term of the member shall be one (1) year. The
member may not be a city or county elected official, city or county employee or
052913baI
member of the Chamber of Commerce Board of Directors. The member may not
serve for more than five (5) consecutive years.
Section 3. Chairperson. The Board shall annually elect a chairperson from its
members.
Section 4. Powers and Duties. The powers and duties of the Board shall include but
are not limited to the following:
a. To select, appoint and remove at will, the President/Chief Executive
Officer of the Corporation, and to prescribe duties and delegate such powers to
the officers and employees of the corporation as may be necessary and required
for the transaction of the business of the corporation, not inconsistent with the
law or these Bylaws;
b. To fix the compensation of the President/Chief Executive Officer;
c. To enter into contracts on behalf of the corporation, and to borrow money
and to make and issue notes, bonds, and other negotiable and transferable
instruments, mortgages, deeds of trust, and trust agreements, and to do every
act and thing necessary to effectuate the same;
d. To procure, adopt, amend, and rescind from time to time such rules and
regulations as may be necessary and desirable for the conduct of the business
and affairs of the corporation;
e. The Board of Directors shall at least once in each year, employ a
competent certified public accountant or auditor to make a detailed examination
and audit of the books and accounts of the corporation.
Section 5. Regular Meetings. Regular meetings of the Board shall be held monthly at
places as shall from time to time be designated by the Chairperson of the Board or
President/Chief Executive Officer. Written notice of the time and place of each regular
meeting shall be provided (by electronic or regular mail) to each Director at least five (5)
days prior to the meeting.
Section 6. Special Meetings. Special meetings of the Board of Directors may be
called by, or at the request of, the Chairperson or any three (3) directors. The person or
persons authorized to call special meetings of the Board may fix any place as the place
for holding said meeting. If no place is fixed, then it shall be held at the registered office
of the corporation. Notice of any special meeting of the Board of Directors shall be given
at least two (2) days prior to the meeting by written or telephone notice to each director
at each director's address as shown by the records of the corporation.
Section 7. Quorum. The presence of at least a majority of the members of the Board
shall constitute a quorum for the transaction of business, including policy decisions or
personnel issues, at any meeting of the Board. A member may attend a meeting in
person or by telephone.
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Section 8. Presumption of Assent. A director of the corporation who is present at a
meeting of the Board at which action on any corporate matter is taken shall be
presumed to have assented to the action taken unless a director's dissent shall be
entered in the minutes of the meeting or unless the director shall file a written dissent to
such action with the person acting as the Secretary of the meeting. This written dissent
should be filed before the adjournment of the meeting, or by registered mail to the
Secretary, immediately after the adjournment of the meeting. Such right to dissent shall
not apply to a director who voted in favor of such action.
Section 9. Manner of Acting. Each director shall be entitled to one (1) vote on any
question properly coming before any meeting of the Board. At all meetings of the Board,
all questions except as otherwise expressly directed by law, the articles of incorporation,
or these bylaws, shall be decided by a vote of a majority of the directors who shall be
present at the meeting.
Section 10. Attendance. A member of the Board of Directors who shall be absent from
any five (5) regular monthly meetings during a consecutive twelve (12) month period
can be dropped from membership on the Board, at the recommendation of the
President/Chief Executive Officer.
Article III - Officers
Section 1. Officers. The officers of the corporation, elected from the members of the
Board, shall be Chairperson, Vice - Chairperson, Secretary/Treasurer.
Section 2. Election. The Board shall appoint a nominating committee of at least three
(3) members of the Board whose duties shall be to present nominations for
Chairperson, Vice - Chairperson, Secretary/Treasurer. This nominating committee will be
appointed in March of the fiscal year. The committee will present a proposed slate of
officers at the April meeting. At the May meeting, the slate of officers will again be
presented to the Board. The presiding officer at the meeting will accept any additional
nominations from the floor. If no additional nominations are made, the report from the
nominating committee shall be accepted by motion and voice vote of the members
present at said meeting. If the election of officers shall not be held at such meeting,
such election shall be held as soon thereafter as conveniently may be. The elected
officers shall take office on the following July 1St.
Section 3.
year term.
Term of Office. The Officers of the Board of Directors shall serve a one-
Section 4. Vacancies. A vacancy in any office because of death, resignation,
removal, disqualification or otherwise, may be filled by the Board for the unexpired term.
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Section 5. Removal. Any officer elected or appointed by the Board may be removed
by the Board whenever, in its judgment, the best interest of the corporation would be
served.
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Section 6. Resignation. Any officer may resign at any time by giving written notice of
resignation to the Chairperson or Secretary/Treasurer.
Section 7. Duties of Board Officers.
a. Chairperson. The Chairperson shall be subject to the direction and control
of the Board. The Chairperson shall see that the resolutions and directives of the
Board are carried into effect except in those instances in which that responsibility
is assigned to some other person by the Board. The Chairperson shall discharge
such other duties as may be prescribed by the Board of Directors. The
Chairperson shall preside at all meetings of the Board and serve ex- officio on all
committees. The Chairperson may execute for the corporation any contracts,
agreements, deeds, mortgages, bonds, notes, waivers, or other instruments
which the Board has authorized to be executed.
b. Vice Chairperson. In the absence of the Chairperson, or in the event of the
Chairperson's inability or refusal to act, the Vice Chairperson shall perform all of
the duties and have all powers of the Chairperson. In addition, the Vice
Chairperson shall have such others powers and perform such other duties as
may be prescribed for the Vice Chairperson by the Board of Directors, or these
Bylaws.
c. Secretarv/Treasurer. The Secretary/Treasurer shall be the principal
accounting and financial officer of the corporation. The Secretary/Treasurer shall
have charge of and be responsible for the maintenance of adequate books of
account for the corporation, have charge and custody of all funds and securities
of the corporation, and be responsible for monitoring staff's adherence to the
established budget. The Secretary/Treasurer shall record the minutes of the
meetings of the Board in one (1) or more books provided for that purpose, see
that all notices are duly given in accordance with the provisions of these by -laws
or as required by law, be custodian of the corporate records and of the seal of
the corporation, keep a register of the post office addresses of each member
which shall be furnished to the secretary by such member, and perform all duties
incident to the office of Secretary/Treasurer and such other duties as from time to
time may be assigned to the Secretary/Treasurer by the Chairperson or by the
Board.
Article IV - COMMITTEES
Section 1. Committees. From time to time, the Board may appoint from their own
number any committee or committees, for any purpose, which shall have such powers
as shall be specified in the resolution of appointment.
Section 2. Executive Committee. An Executive Committee is hereby formed. The
membership of such committee shall be the Chairperson, Vice Chairperson,
Secretary/Treasurer, the City of Dubuque City Manager, and such number, if any, of the
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other members of the Board as shall from time to time be appointed by resolution of the
Board of Directors.
a. The Chairperson shall be the chairperson of the Executive Committee.
The presence of at least a majority of the members of the Executive Committee
shall be necessary to constitute a quorum for the transaction of business. The
vote of the majority of the members present at any meeting at which a quorum is
present shall be the act of the Executive Committee.
b. Unless otherwise provided by resolution of the Board, the Executive
Committee shall have and may exercise the powers of the Board of Directors in
the management of the business and affairs of the corporation in accordance
with the law.
c. All actions taken by the Executive Committee shall be reported to the
Board at the meeting next succeeding such action.
d. The designation and appointment of the Executive Committee and the
delegation of authority shall not operate to relieve the Board of Directors or any
individual director of any responsibility imposed upon it, or the directors by law.
Section 3. Convention and Visitor's Bureau Advisory Committee. The Board shall
appoint a Convention and Visitor's Bureau Advisory Committee comprising no more
than twenty -five (25) members appointed by the Board to one -year terms to advise the
Board on all matters related to tourism and conventions. Two members shall be City
Council members who shall each serve a one -year term or until the Council Member's
term in office expires whichever first occurs. 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. The Committee shall annually elect a
chairperson from their members. No member may serve as Chairperson for more than
five (5) consecutive years. 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.
Section 4. Audit Committee. There shall be an Audit Committee. The members of the
Audit Committee shall be as follows:
a. Dubuque Chamber of Commerce Treasurer;
b. City of Dubuque Budget Director;
c. City of Dubuque Finance Director;
d. County of Dubuque Budget Director; and
e. Dubuque Main StreetTreasurer.
The Audit Committee shall review the annual audit of the books and accounts of the
corporation provide such other financial advice as the Board shall request.
Section 5. Sports Committee. The Board shall appoint a Sports Committee which
shall be responsible for advising the Board on a program of activities designed to
actively promote youth sports, high school athletic activities, the Special Olympics, and
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other nonprofessional sporting events in the Dubuque area. The Sports Committee shall
consist of seven (7) members appointed by the Board. At least three (3) members of
the Sports Committee shall consist of city council members of cities in the regional
sports authority district, one of whom shall be the Dubuque City Council member on the
Board.
Article V - Management Structure
Section 1. The Manager of the Corporation shall be the President/Chief Executive
Officer. Qualifications of the President/Chief Executive Officer shall be determined by
the Board of Directors. Qualifications and a job description shall be incorporated into
and made a part of the President/Chief Executive Officer's contract.
Section 2. Duties and Responsibilities. The President/Chief Executive Officer shall
perform such responsibilities as may be assigned to the President/Chief Executive
Officer by the Chairperson of the Board and /or Board of Directors. The President/Chief
Executive Officer:
a. Will oversee all financial aspects of the corporation and provide
administrative management of its operations under the direction of the Board of
Directors.
b. Shall prepare monthly financial statements for the review of the Board of
Directors.
c. Present a schedule of salaries for all paid employees of the corporation to
the Board of Directors for their approval. The President/Chief Executive Officer
shall prepare an operating budget covering all activities of the corporation,
subject to approval of the Board of Directors.
d. Shall assemble information and data, and prepare special reports on such
matters as the Chairperson and /or Board of Directors may designate.
e. Shall serve as advisor to the Chairperson and Board of Directors. The
President/Chief Executive Officer shall prepare and maintain a statement of all
corporation policies as determined by the Board of Directors and shall
recommend a plan whereby such policies may be reexamined, reaffirmed or
rescinded by the Board.
f. Shall be responsible for the production of the program of work, in
accordance with policies and regulations of the Board of Directors, and present it
to them for their approval.
g. Shall be responsible for employment, direction, supervision and
termination of all personnel with the exception of the President/Chief Executive
Officer. All employees, and others as designated, shall report directly to the
President/Chief Executive Officer. The President/Chief Executive Officer shall
call and conduct regular staff meetings.
h. Shall perform such other duties as assigned to the President/Chief
Executive Officer by the Chairperson of the Board.
Article VI - Contracts, Checks, Deposits and Funds
7
Section 1. Contracts. The Board may authorize any officer or agent of the
corporation, in addition to the officers so authorized by these by -laws, to enter into any
contract or execute and deliver any instrument in the name of and on behalf of the
corporation. Such authority may be general or confined to specific instances.
Section 2. Deposits. The Executive Committee shall select any one (1) or more
banks in which all funds of the corporation shall be deposited to the credit of the
corporation and the Executive Committee is further authorized to transfer funds among
such banks.
Section 3. Checks, Drafts, Etc. All checks, drafts, or other orders for the payment of
money, notes or other evidences of indebtedness issued in the name of the corporation,
for payment of any obligation shall be signed by any two (2) of the following officers:
Chairperson, Vice Chairperson, Secretary/Treasurer, or President/Chief Executive
Officer.
Article VII - Books and Records
The corporation shall keep correct and complete books and records of account and
shall also keep minutes of the proceedings of the Board of Directors, and shall keep at
the registered principle office a record containing the names and addresses of the
members entitled to vote.
Article VIII — General Provisions
Section 1. Fiscal Year. The fiscal year of the corporation shall be July 1 through June
30.
Section 2. Seal. The corporate seal shall have inscribed thereon the name of the
corporation and the words, "Corporate Seal, Iowa."
Section 3. Indemnification. Each person who has been, now is, or hereafter shall be
a member of the Board of Directors shall be indemnified by the corporation to the extent
of its treasury funds as is permitted by law against all expenses reasonably incurred in
connection with any action, suit, proceedings, or the settlement or compromise thereof,
or payment of any judgment or fine resulting there from, in which a director may become
involved, by reason of any action taken or admitted by such director, provided that such
action was taken or admitted in good faith in connection with the corporation.
Section 4. Dissolution and Distribution of Assets. Upon dissolution of the corporation,
its assets shall, after all of its liabilities and obligations have been discharged or
adequate provision made therefore, be distributed to the City of Dubuque.
Article IX - Amendments
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The power to alter, amend or repeal the by -laws or adopt new by -laws shall be vested in
the Board of Directors whether such action is taken at a regular or special meeting for
which written notice of the purpose shall be given. The by -laws may contain any
provisions for the regulation and management of the affairs of the corporation not
inconsistent with the law or the articles of incorporation. A unanimous vote of the
members of the Board shall be required for any amendment to the bylaws.
ARTICLE X — Parliamentary Procedure
Section 1. The proceedings of the Chamber meetings shall be governed by and
conducted according to the latest edition of Robert's Manual of Parliamentary Rules.
ARTICLE XI
Section 1. Any matters not heretofore covered by these bylaws or in the Articles of
Incorporation shall be governed by the provisions of the "Iowa Nonprofit Corporation
Act" and all amendments thereto.
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Dubuque Convention and Visitor's Bureau
Contract of Employment for President and CEO
This Agreement, by and between the Dubuque Convention and Visitor's Bureau and
Keith Rahe, is made and entered into this 26th day of June, 2013. The parties recite
that:
A. The Dubuque Convention and Visitor's Bureau is engaged in the business of
developing and implementing plans to promote the Dubuque area as a
convention and tourist destination.
B. Keith Rahe is willing to be employed by the Dubuque Convention and Visitor's
Bureau, and the Dubuque Convention and Visitor's Bureau is willing to employ
Keith Rahe, on the terms and conditions hereinafter set forth. For the reasons set
forth above, and in consideration of the mutual covenants and promises of the
parties hereto, the Dubuque Convention and Visitor's Bureau and Keith Rahe
covenant and agree as follows:
Agreement to Employ and Be Employed
The Dubuque Convention and Visitor's Bureau hereby employs Keith Rahe as
President and CEO and Keith Rahe (hereinafter President and CEO) hereby accepts
and agrees to such employment.
Description of Employee's Duties
Subject to the supervision and pursuant to the orders, advice, policies and direction of
the Board of Directors of the Dubuque Convention and Visitor's Bureau (Board of
Directors), President and CEO shall perform such duties as are customarily performed
by one holding such position in other businesses or enterprises of the same or similar
nature.
Specific job duties shall include overseeing all marketing initiatives, managing a team of
employees and reporting to the Board of Directors. President and CEO will additionally
render such other and unrelated services and duties as may be assigned to him from
time to time by the Board of Directors.
Duration of Employment
The term of employment begins on the date this contract is executed and President and
CEO will serve at the pleasure of the Board of Directors. The terms of employment are
subject to change at the discretion of the Board of Directors with advance written notice.
An annual review of the President and CEO's performance will occur in January. Any
changes to this agreement will be made based on the Board of Director's needs and
upon President and CEO's performance.
Compensation and Reimbursement
The Dubuque Convention and Visitor's Bureau shall consider the President and CEO a
full -time exempt employee. The President and CEO shall be compensated at the rate
of $95,000.00 annually paid on a bi- weekly basis.
In addition to the foregoing, the Board of Directors may choose to provide an incentive
bonus based on performance and the accomplishment of preset goals and objectives.
Any incentive will be determined annually by the Board of Directors.
The Dubuque Convention and Visitor's Bureau will reimburse President and CEO for
any and all necessary, customary and usual expenses incurred by him while traveling
for and on behalf of the Dubuque Convention and Visitor's Bureau as approved by the
Board of Directors.
The Dubuque Convention and Visitors Bureau will provide parking at no expense to
President and CEO.
Time Away From Work
The President and CEO is entitled to a paid annual vacation, holidays and other leave
benefits as determined by the Board of Directors.
Additionally, President and CEO will be allowed to attend professional meetings or
seminars, with the approval of the Board of Directors, provided that he plans attendance
at such meetings or seminars for minimum interference with the business of the
Dubuque Convention and Visitor's Bureau.
Benefits
Health Insurance
Health Insurance will be provided for President and CEO. The Convention and Visitors
Bureau will pay 95% of the premium for the single plan and 75% of the premium for the
family plan. The President and CEO's portion of the premium will be deducted from
payroll at his election. President and CEO will be eligible for health insurance
immediately.
Retirement
The Dubuque Convention and Visitors Bureau will contribute five percent (5 %) of the
President and CEO's annual salary to an American Chamber of Commerce Executives
(ACCE) plan annually on behalf of President and CEO. President and CEO will be
eligible immediately.
Nondisclosure of Information Concerning Business
President and CEO will not at any time, in any fashion, form, or manner, either directly
or indirectly divulge, disclose, or communicate to any person, firm, or corporation in any
manner whatsoever any information of any kind, nature, or description concerning any
matters affecting or relating to the business of the Dubuque Convention and Visitor's
Bureau, including, without limitation, the names of any its customers, the prices it
obtains or has obtained, or at which it sells or has sold its products, or any other
information concerning the business of the Dubuque Convention and Visitor's Bureau,
its manner of operation, or its plans, processes, or other date of any kind, nature, or
description without regard to whether any or all of the foregoing matters would be
deemed confidential, material, or important. The parties hereby stipulate that, as
between them, the foregoing matters are important, material, and confidential, and
gravely affect the effective and successful conduct of the business of the Dubuque
Convention and Visitor's Bureau, and its good will, and that any breach of the terms of
this section is a material breach of this agreement.
Amendments
This Agreement may be modified or amended only in writing by a duly authorized
representative and executed by both Airport and Lessee. It may not be amended or
modified by oral agreement or understanding between the parties unless the same will
be in writing, duly approved, and executed by both parties.
Governing Law
This Agreement will be governed by and construed in accordance with the laws of the
State of Iowa.
Severability
If any term, covenant, or condition of this Agreement is held by a court of competent
jurisdiction to be invalid, or unenforceable, the rest of the Agreement will remain in full
force and effect and will in no way be affected, impaired, or invalidated, unless such
enforcement will frustrate the purpose of this Agreement.
Paragraph Headings
The titles to the paragraphs of this Agreement are solely for the convenience of the
parties and will not be used to explain, modify, simplify, or aid in the interpretation of the
provisions of this Agreement.
Binding Effect of Agreement
This agreement shall be binding on and inure to the benefit of the respective parties.
Dubuque Convention & Visitors Bureau Keith Rahe
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AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
DUBUQUE AREA CONVENTION AND VISITORS BUREAU
THIS AGREEMENT, dated for reference purposes the 1st day of July 2013, 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, less debt payments per agreement
to enable the Agency to carry out such tourist and convention development on behalf of
City; 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
Agency shall:
a) 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 later than December
31, 2013;
b) retain competent and qualified staff under appropriate supervision to plan and
implement the Program of Work in an efficient and timely manner;
c) maintain a Tourist Information Center throughout the entire year;
d) continue marketing conventions at the Grand River Center and Five Flags Center;
e) continue marketing of the National Mississippi River Museum and Aquarium;
f) 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;
g) further the goals of the America's River Project; and
h) Comply with City Council goals and priorities set forth in Exhibit A.
2. City Responsibilities
City designates the City Manager, or the City Manager's designee, 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 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.
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. Time of Performance
The term of this Agreement shall be from July 1, 2013 through June 30, 2014.
4. Compensation
a) City shall pay to Agency an amount not to exceed $924,844 ($959,844 which
represents fifty percent (50 %) of the hotel and motel tax received by City for the
period.of October 1, 2012, through September 30, 2013 minus $35,000, the tenth
often payments due on a $350,000 marketing loan per the attached agreement in
Exhibit B). 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.
b) The compensation of $924,844 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 - $231,211; Second
Quarter - $231,211; Third Quarter - $231,211; and Fourth Quarter - $231,211.
Earlier payment of the hotel motel tax may be requested by Agency to the City
Manager for consideration.
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 City an annual audit report not later than October 1.
c) 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 Finance Director;
City of Dubuque Budget Director;
County of Dubuque Budget Director; and
Treasurer of Dubuque Main Street
6. Reporting and Monitoring.
a) Agency shall provide City quarterly reports at a regularly scheduled City Council
meeting detailing its activities beginning with the quarter ending September 30,
2013.
b) Written progress reports and financial statements shall be rendered monthly no
later than fifteen (15) days after the end of each month. Such reports shall
include a report as to the progress of Agency as well as a report on the
breakdown of expenditures of Agency.
c) 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.
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 Agreement
because of race, creed, color, religion, national origin, sex, age, degree of disability,
sexual orientation, gender identity, or disability.
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.
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.
10. Assignability
Agency shall not assign any interest in this Agreement without the prior written
approval of City.
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 C.
WITNESS:
CITY OF DUB QUE
Kevin ' irns ahl, City Clerk Roy D, Buol„ ayor
DUBUQUE ARE 4 CON : NTI • AND VISITORS BUREAU
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K -ith Rahe, Presiden EO Chair of the Board
THE CITY 0
DUB
Masterpiece on the Mississippi
cas SUSTAINABLE
DUBUQUE
viable • livable • equitable
The following is the official Vision & Mission Statements, Five Year City and Community
Goals, Top & High Priorities for the City of Dubuque as well as the Management Plan
and Major Projects as adopted by the Dubuque City Council at their annual goal- setting
session August 27 — 28, 2012,
The Dubuque 2027 Vision Statement
The city of Dubuque is a progressive, sustainable city with a strong diversified economy and
expanding global connections; the Dubuque community is an inclusive community celebrating
culture and heritage and has actively preserved our Masterpiece on the Mississippi; Dubuque
citizens experience healthy living and active retirement through quality, livable neighborhoods and
an abundance of fun things to do and they are engaged in the community, achieving goals through
partnerships; and Dubuque City government is financially sound and providing services with
citizens getting value for their tax dollars.
Mission Statement
The City's mission is to deliver excellent municipal services that support urban living, and
contribute to a sustainable city. The City plans for the community's future, and facilitates access to
critical human services. The result is a financially sound city government and citizens getting
services and value for their tax dollar.
Five -Year City Goals
Planned and managed growth
Partnering for a better Dubuque
Improved connectivity — transportation and telecommunications
Five -Year Community Goals for a Sustainable Dubuque
Economic Prosperity
Social /Cultural Vibrancy
Environmental Integrity
2012— 2014 Top Priorities:
1) Arts and Culture Strategy: Evaluation, Direction, Goals, City Action, City Funding City
Community Goal it is under: Social Cultural Vibrancy
Objectives for Social Cultural Vibrancy:
• Increase the mutual understanding, acceptance and tolerance among all
regardless of their ethnic background or lifestyle
• Continue to become an inclusive community in which all feel welcome and
included
• Increase resident interaction using vehicles like clean up campaigns,
neighborhood picnics, new neighbor welcoming events and other strategies
development by residents.
• Become a regional hub for arts and culture
• Have an efficient public health system that focuses on prevention and wellness
Means to Residents (outcomes):
• Everyone is welcome in the Dubuque community
• Living life without fear or threats
• Equal treatment for all by City staff
• City services are available for all and delivered in an equitable and fair manner
• City workforce reflecting the diversity of the community
• Opportunities to experience arts and culture
2) Community Organizations: City Support and Funding
a. Every Child Every Promise
b. Project Hope
c. Dubuque Works
d. Distinctively Dubuque
e. Dubuque Concierge Welcoming Program
f. Initiatives for Inclusiveness
Community Goal it is under: Social /Cultural Vibrancy (see description under Top Priority #1)
3) Dubuque Millwork District Master Plan: Projects, Parking Solutions
City Goal it is under: Planned and Managed Growth
Objectives for Planned and Managed Growth:
• Complete the Historic Millwork District as a thriving mixed use development
with residential, retail /office, entertainment — a model for developers and
other cities
• Have safe, healthy neighborhoods citywide and homes with a variety of
housing options
• Have a thriving Downtown with professional offices, retail, residential and
entertainment
• Continue strong vibrant 24/7 residential /central business core (Main Street
Service Area Downtown and Warehouse District) — including residential
opportunities
• Annex areas consistent with the annexation policy, including City services to
annexed area
• Increase the visual appeal and beauty with attractive gateways, corridors,
neighborhoods, homes and businesses
• Develop Washington Neighborhood as a model for other neighborhoods
Means to Residents (outcomes):
• Stable property taxes for residents and businesses
• More job opportunities for all skill levels
• Choice of livable neighborhoods
• Opportunities for our children to stay in Dubuque
• Predictable future development
• Quality services to residents in annexed area
4) Mystique Casino: Evaluation and Direction
Community Goal it is under: Economic Prosperity
Objectives for Economic Prosperity:
• Diversify the regional Dubuque economy
• Retain, expand and grow local businesses, attract new businesses and to
provide a more diverse tax base and job opportunities
• Have the infrastructure and amenities to support economic development and
growth: industrial /business parks, streets and utility services, air service and
housing
• Have employment opportunities for persons of all skill and education levels
• Work with viable not - for - profit partners: Greater Dubuque Development
Corporation, Dubuque Initiatives, Washington Neighborhood Development
Corporation, Dubuque Main Street, Dubuque Area Chamber of Commerce,
Community Foundation of Greater Dubuque, local colleges (100 mile radius) and
others for economic prosperity
• Have a workforce prepared for 215' century jobs
• Have top quality life options and job opportunities for all residents
• Embrace diverse population that support a multicultural workforce
Means to Residents (outcomes):
• Young professionals want to live here
• Our children want to return to raise their families
• More retail, service and entertainment opportunities — keeping dollars in
Dubuque
• Insulation from economic cycles through diverse businesses
• Variety of job opportunities to citizens
• Variety of education opportunities and internships for those jobs
• Entrepreneurial opportunities to start and grow your business in the community
5) Southwest Arterial Funding
City Goal it is under: Improved Connectivity: Transportation and Telecommunications
Objectives for Transportation and Telecommunications:
• Increase and sustain commercial air service, including additional provider(s)
and hub(s)
• Have the ability to drive the Southwest Arterial (Iowa Highway 32)
• Develop a new model for public transit with high ridership by choice (working
with ECIA)
• Develop passenger rail service to Chicago
• Develop an up -to -date, modern air terminal that appeals to air travelers
• Improve traffic flow throughout the City — East -West Corridors, roundabouts,
light synchronization
• Use "Complete Streets Concepts"
• Develop Fiber Redundancy
Means to Residents (outcomes):
• Reduced traffic congestion and improved traffic flow
• Better conditions of streets, eliminated obstructions, and improved visibility
• Commuting through telecommunications
• Greater economic opportunities
• Air access to multiple hubs
2012 — 2014 High Priorities:
1) GDDC: City Support
City Goal it is under: Economic Prosperity (see description under Top Priority #4)
2) Indoor Aquatic Center: Evaluation, Direction and School Partnership
City Goal it is under: Partnering for a Better Dubuque
Objectives for Partnering for a Better Dubuque:
• Federal and State lobbying and advocacy for Dubuque
• Partner for economic and workforce development
• Partner with education
• Partner for culture and arts
• Partner for support of families and children
• Partner for housing opportunities
• Partner for healthcare and Wellness
• Partner for historic preservation
• Partner for delivery of human services — meeting the needs of the
underserved
• Partner for sustainability
• Maintain and enhance private - public partnerships with common goals and
commitments to shared resources that benefit the Dubuque community
• Increase resident engagement in the City's governance processes
Means to Residents (outcomes):
• Bigger "bang" for tax dollars
• Enhanced economic development opportunities
• More ownership of end products — people involved in the process, and
support outcomes
• Better access and use of facilities
• Protection of your interests
3) Masterplan for Chaplain Schmitt Island: Development
City Goal it is under: Economic Prosperity (see description under Top Priority #4)
4) Safe Community Initiative: Monitoring and Next Steps
Community Goal it is under: Social /Cultural Vibrancy (see description under Top Priority #1)
5) Skate Parks
City Goal it is under: Partnering for a Better Dubuque (see description under High Priority
#2)
6) Street Improvement Program
City Goal it is under: Improved Connectivity: Transportation and Telecommunications (see
description under Top Priority #5)
7) Third Grade Reading Strategy: Direction and Implementation
City Goal it is under: Partnering for a Better Dubuque (see description under High Priority
#2)
2012 — 2014 Management Agenda:
ECONOMIC PROPERITY GOAL
• Dubuque Initiatives: Next Step
• Green Jobs Training Program
• Workforce Market Rate Housing Strategy
• NICC Job Training Grant
• Renewable Energy Program
ENVIRONMENTAL /ECOLOGICAL INTEGRITY GOAL
• Sustainability Purchasing Policy and Procedures
• Energy Efficiency Community Block Grant (EECBG) Implementation
• AVL for Transit
• Grand River Center Electric Meters Project
• University of Iowa Initiative for Sustainable Communities Projects
• Green Team Work Plan: Implementation
• Sustainability Curriculum in School System
• City Operations: Sustainability Performance Measures
• Dubuque Regional Smart Plan: Development
• Department of Energy Smart Grid Grant
• FEMA Flood Plain Maps: Amendment
• Sustainable Design Standards and Incentives
• DMASWA Landfill: Methane, Next Cell Approval, Compost: Quality and Quantity
SOCIAL /CULTURAL VIBRANCY GOAL
• City Workforce Diversity: Recruitment and Selection
• Territory Accountability Design: Targeted Actions
• Multi- Cultural Center Building Expansion
• Local Foods Program: Implementation
• Urban Gardens: Development
• Citizen Academy: Development
• Intercultural Competency Program within City Government: Self Assessment,
Training
• Police Explorer Program: Support
• Police -Race Dialog
• Sustainable Dubuque Indicators Software Tool: Implementation
PLANNED AND MANAGED GROWTH GOAL
• Housing Program: Direction (including Section 8)
• Inflow and Infiltration Program /Home Inspections: EPA Consent Decree
Implementation
• Surveillance and Security Camera Strategy: Design, Funding, Implementation
• City Comprehensive Plan: Update
• Census Count Resolution
• Flood Wall: Funding, Evaluation, Cell Protection
• SUDAS City Engineering Standards: Update
• Bee Branch Creek Restoration Project: Railroad Resolution, Upper Branch
Design, Land Acquisition, Funding
PARTNERING FOR A BETTER DUBUQUE GOAL
• Parks - School Joint Projects and Services: City Actions
• City Volunteer Program: Development
• Sister City Program: Delegation to Potential City
• All America City Award
• Dog Park Concept Plan: Development, Direction
• Veterans Memorials: Marshall Park, Miller- Riverview Park, Chaplain Schmitt
Island
• Handicap Accessible for Parks: Direction
• AmeriCorps Program: Training
• Green Vision - Education
• Bridges out of Poverty Program: City Support
IMPROVED CONNECTIVITY: TRANSPORTATION AND TELECOMMUNICATIONS
• Smart Transportation Program
• Transit for College Routes: Implementation
• Trolley Upgrades: Grant Funding
• Traffic Signal Synchronization: Citywide
OTHER CITY ACTIONS:
• Quarterly Budget Monitoring Process: Implementation
• Performance Measures: Implementation
• Budget and Financial Report: Re -write
• Website Content Management (CivicPlus)
• Citizen Response Management System (WebQA)
• 900 MHz Data System: Expansion
• Employee Wellness Program: Five -Year Goals, City Internet Posting
• Employee Involvement Teams: Expansion
• Healthcare Cost Containment: Modified Prescription Drugs Program, Agreement
with Hospitals
• Police Officer Recruitment and Retention: Actions
• Bond Rating Review
Major Projects:
ECONOMIC PROPERITY GOAL
• Riverfront Marina/Transient Boat Dock
• South Siegert Farm Industrial Park
ENVIRONMENTAL /ECOLOGICAL INTEGRITY GOAL
• Crescent Health Center 18th Street Building Renovation
PLANNED AND MANAGED GROWTH GOAL
• Water and Resource Recovery Center
RESOLUTION NO 22443 -03
APPROVING A LOAN AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA
AND THE DUBUQUE AREA CHAMBER OF COMMERCE FOR LOAN FUNDS FOR
THE START-UP MARKETING EFFORT BY. THE CONVENTION AND VISITORS
BUREAU FOR THE AMERICA'S RIVER PROJECTS
Whereas, the Dubuque Area Chamber of Commerce through its Convention and
Visitors Bureau provides services to grow the tourism and convention industry in
Dubuque; and
Whereas, the Dubuque Area Chamber of Commerce through Its Convention and'
Visitors Bureau has proposed to the City of Dubuque a marketing effort for America's
River projects; and
Whereas, It Is in the interest of the City of Dubuque to allow the proposed
marketing to proceed; and
Whereas, to allow the proposed marketing to proceed and to accommodate
budget restrictions, the City of Dubuque has agreed to loan $350,000 to the Dubuque
Area Chamber of Commerce to pay for the start -up marketing effort, such funds to be
available for distribution after July 1, 2003, pursuant to the terms of a Loan Agreement,
attached hereto; and
Whereas, the Dubuque Area Chamber of Commerce has agreed to repay the full
amount of the loan upon the terms set forth in the Loan Agreement.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA;
Section 1. The Loan Agreement attached hereto Is hereby approved. The
Mayor is hereby authorized and directed to sign the Loan Agreement on behalf of the
City of Dubuque.
Section 2. The City Manager is hereby authorized and directed to administer the
Loan Agreement on behalf of the City.
Passed, approved and adopted this 7th day of June, 2003.
Attest:
eanne F. Schneider, CMC, City Clerk
LOAN AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
THE DUBUQUE AREA CHAMBER OF COMMERCE
Whereas, the Dubuque Chamber of Commerce (Chamber) through its Convention
and Visitors Bureau has proposed to the City of Dubuque a marketing effort for
America's River projects; and
Whereas, it is In the Interest of the City of Dubuque (City) to allow the proposed
marketing to proceed; and
Whereas, to allow the proposed marketing to proceed and to accommodate budget'
restrictions, City has agreed to loan $350,000 to Chamber to pay for the start-up
marketing effort, such funds to be available for distribution after July 1, 2003, pursuant
to the terms set forth herein.
NOW, THEREFORE IT IS AGREED BY AND BETWEEN THE PARTIES AS
FOLLOWS:
1. City agrees to loan $350,000 to Chamber for use by its Convention and Visitors
Bureau. The ban funds shall be used for the start-up marketing effort for America's
River projects and shall be available for distribution after July 1, 2003.
2. Chamber shall repay the full amount of $350,000 to City on or before July 31, 2013,
No interest shall be charged on the loaned funds. The funds shall be paid back to
City in ten installments of $35,000.00 over a 10-year period by reducing City's
payment of Hotel /Motel taxes to Chamber by that amount. The annual reduction in
taxes shall begin with the July, 2004 distribution and end with the July, 2013
distribution, Should Chamber, for any reason, cease to perform CVB services, the
above repayment obligation shall cease effective on the prior June 30th
3. Chamber shall not use the above sums for the acquisition of real or personal
property.
4. This agreement shall be administered by City's City Manager.
Approved by resolution of the Dubuque A
26 day of June, 2003.
Attest:
C
of � / -.i
on the
eward Sandstrom, President and CEO
6/14 A7
Dan Kfuse, C
Page 1 of 2
of the Board
LOAN AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
THE DUBUQUE AREA CHAMBER OF COMMERCE
Approved by resolution of the City Council of the City of Dubuque ado.ted on the 71h
day of July, 2003.
Alfas
Te
eanne F. Schneider, CMC, City Clerk
Page 2 of 2
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Dubuque Bank & Trust
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• Internet Banking Fee of $14.95
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Keith Rahe
From: Scott DeSousa [desousas @ fiedman- group.com]
Sent: Wednesday, June 26, 2013 1:46 PM
To: Keith Rahe
Subject: Dubuque Area Convention & Visitors Bureau
Keith,
Per our conversation here are the premiums for the coverage we discussed from Cincinnati Insurance Company.
BOP ( Business Owners Policy) Includeds 30,000 of business personal property coverage along with $1,000,000 per
occurrence, $2,000,000 aggregate limit of liability. This would cover you for your events you sponsor:
Cost $500 annually
Umbrella Liability Policy $1,000,000 additional liability, figure an additional $150 per million for higher limits:
Cost $335 annually
Automobile coverage, $1,000,000 liability coverage $500 comprehensive, $1,000 collision deductible:
Cost $981 annually
Workers Compensation, using a payroll of $325,000
Cost: $1418 annually
D &O & Employment Related Practices Coverage $1,000,000 limit
Cost: $975 annually
Keith 1 adjusted the D &O /EPLI to be safe. I would forward the current employee manual and other items to the
underwriter for their review.
Total cost would be $4235 a year, let me know what you think. If you decide to go with this we can bind coverage
effective 7 -1- not a problem
Scott DeSousa
Vice President Sales
The Friedman Group, Inc.
880 Locust St. P.O. Box 759
Dubuque, Iowa. 52004 -0759
Toll Free: (877)- 580 -7066
Cell: (563)- 543 -0255
Fax: (563) 556 4425
desousas(c�friedman -grou p.com
CONVENTION & VISITORS BUREAU BUDGET
NET INCOME & EXPENSES FY2014
FY 2012 -2013
INCOME:
City Loan
Bureau Services
Retail Sales
Co -Op Programs
Grants
City of Dubuque
Dubuque County
Awareness Development (Events)
Total
EXPENSES:
Convention Marketing
Group Tour Marketing
Independent Traveler Marketing
Awareness Development
Personnel
Administrative
Support Services
Total
NET
35,000.00
20,000.00
40,000.00
25,000.00
66,500.00
886,716.57
25,000.00
58,500.00
1,156,716.57
152,300.00
26,200.00
302,361.57
138,000.00
382,855.00
70,000.00
85,000.00
1,156,716.57
0.00
FY 2013 -2014 projected
INCOME:
Bureau Services
Retail Sales
Co -Op Programs
Grants
City of Dubuque
Dubuque County
Awareness Development (Events)
Total
EXPENSES:
Convention Marketing
Group Tour Marketing
Independent Traveler Marketing
Awareness Development
Personnel
Administrative
Chamber Contracted Staff & Svc
Total
NET
30,000.00
35,000.00
20,000.00
60,000.00
924,844.24
25,000.00
43,000.00
1,137,844.24
139,650.00
12,700.00
285,247.24
126,500.00
323,911.00
29,235.00
220,601.00
1,137,844.24
0.00
One time reconcilation payment
to Chamber 131,878.00
CONVENTION & VISITORS BUREAU BUDGET
INCOME FY2014
FY 2012 -2013 FY 2013 -2014 projected
Bureau Services:
Visitor Guide 3,000.00
Print Co -Ops 5,000.00
Calendar of Events
Others 12,000.00
Subtotal 20,000.00
Retail Sales:
Maps
Video Sales
Gift Shop 40,000.00
Subtotal 40,000.00
Co -Op Programs:
Partner Income 15,000.00
Event Sponsorship 10,000.00
Subtotal 25,000.00
CVB Events
What Women Want Weekend 40,000.00
Duathlon 6,000.00
Mantastic Guyathlon 12,500.00
Subtotal 58,500.00
Grants:
EITA 1,500.00
State 50,000.00
DRA 15,000.00
Subtotal 66,500.00
City of Dubuque:
Hotel /Motel Tax 921,716.57
City Loan - 35,000.00
Subtotal 886,716.57
Dubuque County 25,000.00
Total Income 1,063,216.57
Bureau Services:
Visitor Guide 5,000.00
Print Co -Ops
Calendar of Events
Others 25,000.00
Subtotal 30,000.00
Retail Sales:
Maps
Video Sales
Gift Shop
Subtotal
35,000.00
35,000.00
Co -Op Programs:
Partner Income
Event Sponsorship 20,000.00
Subtotal 20,000.00
CVB Events
What Women Want Weekend 25,000.00
Duathlon 8,000.00
Mantastic Guyathlon 10,000.00
Subtotal 43,000.00
Grants:
E ITA
State 50,000.00
DRA 10,000.00
Subtotal 60,000.00
City of Dubuque:
Hotel /Motel Tax 959,844.24
City Loan - 35,000.00
Subtotal 924,844.24
Dubuque County 25,000.00
Total Income 1,137,844.24
CONVENTION & VISITORS BUREAU BUDGET
EXPENSES 1 CONVENTION MARKETING FY2Oi4
FY 2012 -2013
Assoc. Marketing:
MPI
ISAE
Iowa Meetings Marketplace
Lead Development
Subtotal
Corporate Marketing:
Connect Marketplace
Lead Generation Program
Meetings Quest
Small Meetings Market
Lead Development
Collaborate Marketplace
Subtotal
Bid Process:
Presentation
Incentives
Subtotal
Marketing:
On Line
Direct Mail
Ad Placements
Subtotal
Convention Services:
Supplies
Hospitality
Specialty Items
Subtotal
Hometown Hero:
Sports Marketing:
Marketing
Event Assistance
Subtotal
2,000.00
2,500.00
1,500.00
6,000.00
12,000.00
3,500.00
5,000.00
5,300.00
3,500.00
20,000.00
37,300.00
2,000.00
8,000.00
10,000.00
1,500.00
3,000.00
3,000.00
7,500.00
2,000.00
1,500.00
2,000.00
5,500.00
5,000.00
8,750.00
66,250.00
75,000.00
TOTAL 152,300.00
FY 2013 -2014 projected
Assoc. Marketing:
MPI
ISAE
Iowa Meetings Marketplace
Iowa Cubs Event
Subtotal
Corporate Marketing:
Connect Marketplace
Lead Generation Program
Meetings Quest
Small Meetings Market
Lead Development
HSMAI Meet
Subtotal
Bid Process:
Presentation
Incentives
Subtotal
Marketing:
On Line
Direct Mail
Ad Placements
Subtotal
Convention Services:
Supplies
Hospitality
Specialty Items
Subtotal
Hometown Hero:
Sports Marketing:
Marketing
Event Assistance
Subtotal
2,500.00
2,500.00
1,500.00
4,500.00
11,000.00
0.00
0.00
0.00
3,500.00
20,000.00
23,500.00
2,000.00
8,950.00
10,950.00
2,000.00
2,000.00
2,000.00
6,000.00
1,000.00
1,000.00
500.00
2,500.00
5,700.00
15,000.00
65,000.00
80,000.00
TOTAL 139,650.00
CONVENTION & VISITORS BUREAU BUDGET
EXPENSES 1 GROUP TOUR MARKETING FY2014
FY 2011 -2012
Tradeshows:
Travel Alliance Partners
ABA
Bank Travel
Heritage Club International
Travel Iowa Marketplace
Subtotal
Group Leader Development:
Co -Op Advertising
Direct Mail
Promotions
IGTA
Subtotal
3,000.00
3,200.00
3,000.00
3,000.00
2,000.00
14,200.00
3,000.00
3,000.00
1,500.00
1,500.00
9,000.00
Publications: 3,000.00
TOTAL 26,200.00
FY 2013 -2014 projected
Tradeshows:
Travel Alliance Partners
ABA
Bank Travel
Heritage Club International
Travel Iowa Marketplace
Subtotal
Group Leader Development:
Co -Op Advertising
Direct Mail
Promotions
IGTA
Subtotal
Publications:
3,400.00
3,000.00
1,300.00
7,700.00
3,000.00
2,000.00
5,000.00
TOTAL 12,700.00
CONVENTION & VISITORS BUREAU BUDGET
EXPENSES 1 INDEPENDENT TRAVELER MARKETING FY2014
FY 2012 -2013 FY 2013 -2014 projected
Publications:
Visitor Guide 0.00
Subtotal 0.00
Media Buys:
Direct Mail, Outdoor, Radio, Print 302,361.57
Social Media, TV, Online
Subtotal 302,361.57
TOTAL 302,361.57
Publications:
Visitor Guide
Subtotal 0.00
Media Buys:
Direct Mail, Outdoor, Radio, Print 285,247.24
Social Media, TV, Online
Subtotal 285,247.24
TOTAL 285,247.24
CONVENTION & VISITORS BUREAU BUDGET
EXPENSES 1 AWARENESS DEVELOPMENT FY2014
FY 2012 -2013 FY 2013 -2014 projected
Travel Writers:
Site Tours
PR Effort
Subtotal
3,000.00
4,000.00
7,000.00
Hospitality:
Educational Material 500.00
Signage 500.00
Event 3,000.00
Local Awareness 1,500.00
Subtotal 5,500.00
Chamber Welcome Center
Maintenance /Supplies 3,000.00
Gift Shop 24,000.00
Brochure Distribution 3,000.00
TSTC & IWCA 3,000.00
Subtotal 33,000.00
Education /Staff Development:
IACVB Membership 2,000,00
Travel 8,000.00
Tourism Conference 2,500.00
EITA 3,000.00
Subtotal 15,500.00
Local Awareness:
Travel Federation /Legislative 3,000.00
Misc. 4,000.00
CVB Staff Conferences 4,000.00
Subtotal 11,000.00
AR Festival 25,000.00
CVB Events
What Women Want Weekend 30,000.00
Duathlon 4,000.00
Mantastic Guyathlon 7,000.00
Subtotal 41,000.00
TOTAL 138,000.00
Travel Writers:
Site Tours 1,000.00
PR Effort 2,000.00
Travel Writers Showcase 3,000.00
Subtotal 6,000.00
Hospitality:
Educational Material
Signage
Event 4,000.00
Local Awareness 1,000.00
Subtotal 5,000.00
Chamber Welcome Center
Maintenance /Supplies 2,000.00
Gift Shop 24,000.00
Brochure Distribution 0.00
TSTC & IWCA 2,000.00
Subtotal 28,000.00
Education /Staff Development:
IACVB Membership 1,500.00
Travel 8,000.00
Tourism Conference 2,000.00
EITA 3,000.00
Subtotal 14,500.00
Local Awareness:
Travel Federation /Legislative 1,000.00
Misc. 4,000.00
Subtotal 5,000.00
AR Festival 35,000.00
CVB Events
What Women Want Weekend 20,000.00
Duathlon 5,000.00
Mantastic Guyathlon 8,000.00
Subtotal 33,000.00
TOTAL 126,500.00
CONVENTION & VISITORS BUREAU BUDGET
EXPENSES 1 PERSONNEL & ADMINISTRATIVE FY2014
FY 2012 -2013 FY 2013 -2014 projected
CVB Office Staff 223,647.00
CVB Welcome Center Staff 51,380.00
Subtotal 275,027.00
Administrative 0.00
Support Services 0.00
TOTAL 275,027.00
CVB Office Staff
CVB Welcome Center Staff
267,481.00
56,430.00
Subtotal 323,911.00
Administrative
Accounting & Legal Services 15,000.00
Postage 10,000.00
Insurance 4,235.00
Subtotal 29,235.00
TOTAL 353,146.00
CVB Office Staff
President & CEO
Director of Sales
Marketing Program Manager
Sports & Events Manager
Total *wages includes benefits
CVB Welcome Center Staff
Welcome Center Manager *wages
includes benefits
Part Time Welcome Center Staff
Total
121,421.00
48,121.00
50,710.00
47,229.00
267,481.00
40,363.00
16,067.00
56,430.00
CONVENTION & VISITORS BUREAU BUDGET
EXPENSES 1 CHAMBER CONTRACTED STAFF & SERVICES FY2014
FY 2012 -2013 FY 2013 -2014 projected
Chamber Support Staff 107,828.00
Su btotal 107,828.00
Administrative 70,000.00
Support Services 85,000.00
TOTAL 262,828.00
Chamber Contracted Staff 73,601.00
Subtotal 73,601.00
Chamber Contracted Services
Office Fees 52,676.80
Lease with Chamber 53,143.20
Program Services 41,180.00
Subtotal 147,000.00
TOTAL 220,601.00
Chamber Contracted Staff (50 %)
VP of Operations
VP of Marketing
Receptionist
TOTAL *wages includes benefits
34,650.00
26,106.00
12,845.00
73,601.00
Office Fees (55 %)
Utilities 8,250.00
Office Maintenance 4,675.00
3rd & Main Condo 6,751.80
Depreciation 33,000.00
TOTAL 52,676.80
Program Services (58 %)
Telephone 11,600.00
Computer /Software /Equipment 19,140.00
Office Supplies 10,440.00
TOTAL 41,180.00
One time reconcilation payment
to Chamber 131,878.00
Estimated CVB Square Footage
2,300 Office Space
1,766 Welcome Center
4,066 Total Square Footage
Proposed Budget
2013 -2014
POSITION
2012 2013 SUTA FUTA FICA 5% Disability Life Health Dental
Base Base Taxes Taxes Taxes Pension Insurance Insurance Insurance Insurance Parking TOTAL
CHAMBER CONTRACTED EMPLOYEES (50 %)
VP Marketing 40,000 20,600 74 28 1,576 1,030 120 48 4,544 193 0 28,213
VP Operations 54,590 28,114 74 28 2,150 1,405 138 60 2,198 0 0 34,167
PT Office Assistant 21,500 11,073 74 28 847 553 0 0 0 0 0 12,575
CVB STAFF
CVB President & CEO 81,955 95,000 147 56 7,268 4,750 396 240 12,032 993 540 121,421
Sales Director 40,170 41,375 147 56 3,165 2,069 276 108 0 385 540 48,121
Marketing Program Mgr. 37,000 38,110 147 56 2,915 1,906 240 96 6,315 385 540 50,710
Sports & Events Manager 34,000 35,020 147 56 2,679 1,751 240 96 6,315 385 540 47,229
Welcome Center Mgr 28,000 28,840 147 56 2,206 1,442 300 132 6,315 385 540 40,363
Welcome Center Staff 12,381 13,124 147 56 1,004 656 0 0 0 0 1,080 16,067
TOTALS $349,596 $311,256 51,104 $420 $23,810 $15,561 $1,710 $780 $37,719 $2,726 $3,780 $398,866
FY '14 CVB Sales
The following is a summary / update of the shows / events that the CVB has opted to participate in or to forgo for the
upcoming year.
National Holstein Convention 1 National Conference 1 July 7 -11, 2013 1 Indianapolis, IN
Dubuque has been awarded the opportunity to host this conference June 24 -28, 2014. Though we are not able
to attend this year's conference in Indianapolis, we have put together a booth display for the Iowa delegation to
take with them to promote Dubuque. Estimated attendance for 2014 is 1200 —1500 delegates from throughout
the Country.
Community Development Society 1 National Conference 1 July 21 -24, 2013 1 Charleston, SC
Dubuque has been awarded the opportunity to host this conference in July of 2014. With this
opportunity, we have been given a complimentary registration to their conference to promote
Dubuque and to help increase attendance to the Dubuque conference. Julie will be attending
this show as well as giving a welcome address to the group and will have a booth in their exhibit
area to promote the community. Expecting 250 people to be in attendance in 2013.
Iowa Meetings Marketplace 1 Meeting Planner Tradeshow I August 20, 20131 Des Moines, IA
The CVB will attend this third annual event that takes place in partnership with the Iowa Tourism Office and
Midwest Speakers Bureau. This event brings in meeting planners from throughout Iowa (mainly central Iowa) to
attend speaker showcases as well as talk to destinations in Iowa for planners to host their events. In the past the
Hotel Julien Dubuque and the Grand River Center have also attended this event.
Iowa Cubs Event 1 Taking Dubuque to Des Moines 1 August 22, 2013 1 Des Moines, IA
This year will mark our 5th year bringing meeting planners together with our full service hotels and conference
centers to learn more about Dubuque. It is a great way for us to bring Dubuque to Des Moines! We started out
with 9 meeting planners at the event in 2009 and in 2012 we had almost 20. We have also been very fortunate
to book business from this event for the last three years. (Iowa Grocery Industry Association 2011 & 2012;
Petroleum Marketers & Convenience Stores of Iowa 2013; Iowa Association of Massage Therapists 2014)
Connect Marketplace 1 Appointment based meetings showcase 1 August 22 -24, 2013
The CVB will not be participating in this show in 2013. We have been attending this show for the
past four years. Julie continues to work the leads from the show; however, we have only seen
one solid booking from this show, the Resort & Commercial Recreation Association, which will
be in Dubuque in November of 2014 with 125 delegates from across the country. Because of the
lack of booked business, the CVB has decided to defer the funds used as part of this show
towards other events locally, including attending the Community Development Society conference to assist in
increasing attendance for the 2014 conference in Dubuque, to enhance the quality of our FAM Tours in fall 2013
and to also do more sponsorship of tradeshows in the State of Iowa / Midwest.
Small Market Meetings 1 Appointment based meetings showcase 1 October 6 -8, 2013
The CVB attended this show for the first time in 2012. It was one of the better appointment
based shows that the CVB has attended as it focuses on meetings in our market size. Julie
continues to work the Ieads from this show and feels very confident in bringing in groups from
the conference to Dubuque.
Travel Iowa Marketplace 1 Tradeshow based showcase for group tour planners 1 November 14,2O14
The CVB has atways attended and supported this event as it brings group tour planners from a variety ofsectors
together with destinations in Iowa for them to bring their group tours to. Dubuque CVB has coordinated with
local partners to always be in the same row and to take down any of the pipe and drape that separates our
booths, so we are one unified community. Every year we get many positive comments regarding that.
American Bus Association I Appointment based group tour showcase I January 11-15, 2014
The CVB will attend this show again in 2014 in an effort to continue to increase the number of motorcoach
groups we bring in to the Dubuque area each year. This is one of the top shows in the country for motorcoach
recruitment. We do a lot of business after this show from the appointments that were had at the show.
Heritage Clubs Peer Group Meeting 1 Appointment & Tradeshow based group tour I March 11-14, 2014
This is a membership based organization of over 200 bank clubs from throughout the United States and several
providences in Canada. The CVB and the Hotel Julien Dubuque hosted this conference in March of 2011. From
that event we have seen groups from as far as Washington State (who spent 9 days in Dubuque) travel back to
our community with their delegates. Over 15 States from throughout the United States are represented at this
showcase and Dubuque is the ONLV Iowa community that is at the event.
International POW WOW I Appointment & Tradeshow based group tour show I April 5-9, 2014
In partnership with the Quad Cities, Waterloo and Ames, Dubuque will have a staff member attend this show to
meet with group tour planners from around the world. All four communities have come together to put
together an agricultural related itinerary that includes one overnight stay in each of the communities. This is a
great partnership with our fellow CVB's and also an affordable way for us to get in front of these planners.
Bank TravelMarketplace I Appointment based group tour showcase I March 30 — April 1, 2013
The CVB will not be attending this conference in 2014 as it will be ocated in F-tuntsville, AL. Throughout the past
10 years, the CVB has attended this show on and off. We find that it is most successful for us to attend the show
when it is Iocated in the Midwest. Many ofthe banks club planners that attend this show will atterid when it is in
their region, they do not travel far to attend. Since it is iri the south, we have seen that we do not gain much
new interest and feel our funds are better spent on events that we can garner new business at. Also, with
Heritage Clubs being in the same month, the CVB feels our funds are better spent attending Heritage Clubs
Conference.
HSMAI Meet 1 Meeting Planner Appointment based showcase I April 2014
The CVB last attended this showcase (previously called Affordable Meetings) in 2009. At that time the show was
tradeshow based and planners walked around to each booth to talk to CVB's / destinations. Many of the
p|anoeoina\tendaocevvepc|ooWngforvfrccbies"andof\enhrnesDuhoquevvasp|acedarno^XrLboothsf/000
communities of much larger size and we were lost. Though they have gone to an appointment based tradeshow
and a new format, in talking with our peers from throughout the Midwest, many did not fee that their
investment in the show for 2013 paid off and the number of planners attendirig the event was down in their
opinion.
Lead Development I Helsmbriscoe Partnership
Helmsbriscoe is a third party meetings management company. In the past three years the community has seen
more and more meetings and events being booked by third parties and Helsmbriscoe is at the top. Our current
partnership with them expires in November 2013. This has been a good partnership, however, our leads did not
increase nor did we get much more exposure. It was decided to use the funds that were allotted to this
partnership towards a partnership with Meetings Focus MidAmerica for concentrated E.Blasts to their database
of over 4,000 meeting planners from throughout the Midwest,
Meetings Foucs MidAmerica I E.Blasts to their partners I April, July, September 2013
In a new partnership formed for 2013, the CVB is utilizing more social media to reach potential new business
opportunities. We have found that more and more planners are not as willing to meet face to face to peak
interest these days, but rather, they are more likely to respond to something that comes across their computer
or their desk. This partnership allows us to send out E. Blasts to 4,000 meeting planners on each of the months
given above. We are also able to receive 50 leads after each E.Blast that have the criteria that the CVB has given
to Meetings Focus regarding our community. The first E.Blast that was done in April, garnered interested from 6
planners to attend our Fall 2013 FAM Tours. Great exposure for us.
FAM Tours 2013 1 August, September, October, November
The CVB brought FAM Tours back in 2011 and they have proved to be a very successful way to bring in planners
to see our community. We will again offer these FAM tours (depending on sign ups) August 8 -9; September 19-
20; October 24 -25 and November 8 -9. We work hand in hand with our partners in Dubuque to make this event a
success.
Dubuque Area Chamber of Commerce - Convention and Visitor's Bureau
Profit & Loss Budget Performance
June 2012 - May 2013
Jun - May 13 YTD Budget Budget Variance Annual Budget
Income
City Hotel /Motel Tax 921,717.00 921,716.57 0.43 921,71637
County 25,000.00 25,000.00 0.00 25,000.00
Gift Shop Income 33,786.00 40,000.00 (6,214.00) 40,000.00
Co -op Programs 0.00 25,000.00 (25,000.00) 25,000.00
Bureau Services 29,108.00 20,000.00 9,108.00 20,000.00
Grant Revenue 0.00 16,500.00 (16,500.00) 16,500.00
CVB Events 74,997.00 58,500.00 16,497.00 58,500.00
Sports Marketing 50,000.00 50,000.00 0.00 50,000.00
Total Income
Expense
Salaries and Benefits
Administrative Support
Program Support
Grant Expenditures
Awareness Development
CVB Events
Individual Marketing
Group Marketing
Convention Marketing
Total Expense
Net Income
1,134,608.00 1,156,716.57
404,322.56 375,530.00
73,779.58 70,000.00
83,114.48 85,000.00
0.00 0.00
90,805.11 97,000.00
88,723.91 41,000.00
374,077.05 309,686.57
7,417.23 26,200.00
144,246.22 152,300.00
1,266,486.14 1,156,716.57
(131,878.14) 0.00
(22,108.57) 1,156,716.57
(28,792.56)
(3,779.58)
1,885.52
0.00
6,194.89
(47,723.91)
(64,390.48)
18,782.77
8,053.78
375,530.00
70,000.00
85,000.00
0.00
97,000.00
41,000.00
309,686.57
26,200.00
152,300.00
(109,769.57) 1,156,716.57
(131,878.14) 0.00
Chamber Advances to CVB for Expenses
The Convention & Visitors Bureau Mission: The CVB will lead tourism destination promotion
and development to enhance the Dubuque area experience
The following is a brief explanation to the Dubuque Convention & Visitors Bureau budget
through May, 2013:
Income is down in a couple of line items Gift Shop, Co op Programs and Grant Revenue which
are all based of estimates when we create the budget each December. For Co op Programs we
pursued the budgeted amount but were not able to secure that amount. For the grants we
were not able to write for a grant from Eastern Iowa Tourism that we have secured in the past.
After the budget was created the State of Iowa discontinued this grant. We applied for a DRA
Grant for $12,000.00 but the CVB was not one of the recipients this year.
Expenses are quite a bit higher in three line items. CVB Events, Individual Marketing and
Salaries and Benefits are higher then what we budgeted. In the CVB Events we created a new
event that was not in the original budget. The event was Hogs Gone Wild and was held the last
weekend of February, 2013. This event was created to help fill a major void in the lodging,
attraction, gaming and restaurants schedule during the winter months. We wanted to market
to a new demographic in our major markets of Madison, WI, Chicago, IL, Rockford /Freeport, IL,
Cedar Rapids /Iowa City, IA, Quad Cities, Waterloo /Cedar Falls, IA. The event was very
dependent on a strong walk up crowd. The Thursday before the weekend of the event the
Midwest received 8 to 14 inches of snow which severally affected our walk up crowd. The event
attracted people from as far away as Wyoming and Kentucky and the venues of Five Flags and
the Diamond Jo were the beneficiaries of very good wintertime business but we did not get the
attendance we were seeking to making it a success.
The other events that would fall into this category for the year would be the Dock Dogs World
Championships and the What Women Want Dubuque Style. The Dock Dogs event came to us
after the budget was approved last year. We signed on with them for 3 years. This event was
held the weekend before Thanksgiving and brought over 400 competitors from 38 states and 8
provinces in Canada. They filled the hotels, restaurants and attractions during the five days of
the competition. They utilized Five Flags and the Grand River Center for their events. There was
no way for the CVB to gain income on this event but it was a huge PR success for the
Chamber /CVB and the Dubuque area. They will be back in 2013 and 2014.
The 3rd event is the 2 "d annual What Women Want Dubuque Style. This event was also created
to help showcase the Dubuque area to women in a time of year that the area needed business.
We had 358 participants from 76 different communities attend in 2013. Of these attendees
77% were from outside the Dubuque area. This was the second year for this event and we
worked very closely with our Presenting Sponsor Mystique Casino to make this an even better
experience for the participants then last year. One new development this year was the
presence of two Bank Travel Groups which brought over 50 quests from Preston, MN and
Grundy County, IA. These attendees had a memorable experience and we have rebooked both
for 2014. We have also secured commitments from other bank groups from Keosauqua, IA,
Sioux City, IA, Grinnell, IA, Dixon, IL, Peoria, IL, Chicago, IL and 2 motor coaches from Marion, IA.
The Marion group is expected to bring over 100 people and the rest will travel with a minimum
of 30 people. We are already looking at attendance just from this niche market of over 300
attendees and most of these groups are planning to stay at least one night in Dubuque for that
weekend. This will allow us to not have to market this event as heavy as we have in past two
years as we are developing a client base and specific markets.
The Individual Marketing expense line item is the one over budget the most. This is really a
timing issue more than anything else. Typically the CVB does most of its marketing expenditures
during the summer into the early fall. This past November /December we made the decision to
invest in marketing the area and specific events we are involved with in January, February and
March. These events would include the America's River Festival, Hogs Gone Wild, Julien
Dubuque International Film Festival, What Women Want Dubuque Style and Torquefest. These
events outside of America's River Festival have already taken place and have attracted
thousands of people to the Dubuque area at a key time of the year for our partners /members
in the Travel Industry. It has also allowed us to market the Dubuque area in key markets not
only for these specific events but also to look at the Dubuque area as a unique destination for
their families. These markets include Madison, WI, Chicago, IL, Rockford /Freeport, IL, Quad
Cities, IA, Cedar Rapids /Iowa City, IA, Waterloo /Cedar Falls, IA and the Des Moines, IA metro
area. This investment in marketing the Dubuque area will continue to make us the premier
destination in Iowa for individuals and families. The marketing commitments we made were all
done in December /January long before the proposed changes within our organization. We have
not made any marketing commitments since for the CVB. We have for June for the America's
River Festival but these expenses will be paid by the event.
Also, in April 2012, the CVB hired a Marketing Program Manager to help with all of the
marketing responsibilities for the organization. This was done to make sure the quality of the
CVB's marketing efforts would not decline after losing our Ad Agency. The new addition to the
CVB staff has allowed the organization to conduct all website and social media marketing in
house. This will allow the CVB to save money from out sourcing these efforts and gives the
ability to have these promotions done on a timely fashion.
In FY 2009 the CVB final budget was in the black at $8,078 when it was budgeted to have a $60k loss
In FY 2010 the CVB final budget was in the black at $7,107 when it was budgeted to have a $60k loss
In FY 2011 the CVB final budget was in the red at $12,689 when it was budgeted to have a $10k loss
In FY 2012 the CVB final budget was in the black at $9,040 when it was budgeted to have a break even
year
AREA CONVENTION
PAID HOLIDAYS
• New Year's Day
• Martin Luther King
• Good Friday
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving
• Day after Thanksgiving
• Christmas Eve
• Christmas Day
• New Year's Eve
VISITORS BUREAU
BENEFITS
PAID TIME OFF
Vacation
10 working days to use after trial period.
Personal Convenience Time
2 personal days per year based on your anniversary date.
Sick leave
10 working days to use after trial period.
VACATION & SICK LEAVE SCHEDULE
• 0 to 5 years of employment 10 working days
• 6 to 12 years of employment 15 working days
• 13 years and over of employment 20 working days
INSURANCE PLANS
Health Insurance
• Medical Associates Health Plan
• Individual coverage of employee paid by Chamber.
• Optional family plan coverage available.
• 1 month waiting period from date of hire.
Dental lnsurance
• Delta Dental
• 1 month waiting period from date of hire.
• Individual coverage of employee paid by Chamber.
• Optional family plan coverage available.
Disability Insurance 1 Short & Long Term
• American Chamber of Commerce Executive
• 3 month waiting period from anniversary date.
Life Insurance
• Principal Life Insurance
• 1 month waiting period from anniversary date.
• Benefit equivalent to one year salary.
RETIREMENT FUND /401K
• The Principal Group
• Employees are eligible to make contributions on the month following a 1 year waiting
period from anniversary date. Ex: July 9, 2013 anniversary date. Employee can make
contributions in August 2013.
• CVB contributes 5% after following 1 year waiting period from anniversary date.
PARKING PASS
Complimentary parking in the 3`d street parking ramp.
PAY PERIOD
Every two weeks
ATTIRE
Attire is business - professional. Fridays are business - casual.
CURRENT CVB ADVISORY
BOARD MEMBERS
JOYCE WHITE, Five Flags Center
RIC JONES, City of Dubuque
LYNN SUTTON, City of Dubuque
CINDY STEINHAUSER, City of Dubuque
RANDY GEHL, City of Dubuque
WAYNE DEMMER, County Board of
Supervisors
BRIAN PRESTON, DNA
JORDAN DEGREE, Matter Creative Center
STAGY FARREY, Best Western
NANCY WEBSTER, Dubuque River Rides
MITZY YORDI, Grand River Center
SUE MORAN, Grand Harbor Resort /Grand
River Center
ANN CANNON, Dyersville Chamber of
Commerce
DAVID LANGE, Tri -State Travel
JOHN SUTTER, National Mississippi River
Museum &Aquarium
SARAH KLUESNER, Crust Italian Kitchen /
Mainstreet Chophouse
SANDY CONRAD, Days -inn Dubuque
STEPHANIE REUTER, Sales Committee
Chair
AMY BOYNTON, Mandolin Inn
CHRISTIE RANG, Dubuque Main Street
JOEY TAYLOR, Dubuque Racing Association
POT MAL COM MITTEE1V B€RS%
INDICATED INTEREST TO JOIN NEW
CVB ADVISORY COMMITTEE
x
X
X
UNABLE OR NOT
INTERESTED TO JOIN NEW CVO;
ADV SORT COMMITTEE
MATT STRELO, Dubuque Community School Board CITY OF DUBUQUE, Economic Development Director
X
X
NEW CVB BOARD OF DIRECTORS MEMBER
NEW CVB BOARD OF DIRECTORS MEMBER
CVB Advisory Committee replacement
appointed by City Council
No Response
NEW CVB BOARD OF DIRECTORS MEMBER
CVB Advisory Committee replacement appointed
by County Board of Supervisors
No Response I Replacement recommendation:
Geri Shafer Voices Productions
No Response
No Response
Replacement ecommendation: Lynette Montes,
Holiday Inn Express
Moving to Iowa City
Declined joining for personal reasons
REPRESENTATIVE FROM WISCONSIN
DUBUQUE
otein reinvented?