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Loras College/Great Lakes Career Ready Internship Grant Copyright 2014 City of Dubuque Consent Items # 9. ITEM TITLE: Loras College/Great Lakes Career Ready Internship Grant Program — Cost-Effective Intern Opportunity SUMMARY: City Manager recommending approval to employ three interns between the City Manager's Office and the Economic Development using the Great Lakes Career Ready Internship Grant Program through Loras College. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type Cost Effecti e Intern Opportunities-MVM Memo City Manager Memo Staff Memo Staff Memo Internship Agreement Supporting Documentation THE CITY OF Dubuque U E I erica .i Masterpiece on the Mississippi 2007-2012-2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Loras College/Great Lakes Career Ready Internship Grant Program — Cost Effective Intern Opportunity DATE: December 28, 2015 Loras College has once again received the Great Lakes Career Ready Internship Grant, which allows them to place their students in internship positions at minimal cost to the employer. The student will be paid $14.00 per hour, which is paid up front by the employer, who then invoices Loras College for $14.00 per hour. The employer is responsible for reporting and paying federal and state taxes and worker's compensation. This essentially comes to a cost of$1.07 per hour for the employer for each student. Staff has had conversations with volunteers from the local SCORE chapter regarding ways they can assist development efforts in the Central Avenue Corridor. SCORE's local chapter provides free business counseling from mentors experienced in accounting/finance, management, engineering, manufacturing, retail, wholesale, purchasing/inventory, data processing, personnel/insurance, advertising, sales/marketing, business planning, and tax planning/strategies. SCORE has a $7,500 grant opportunity available that the local chapter has offered to help jumpstart a Business Association for the Corridor. Establishing this connection between SCORE and the Central Corridor Business Association provides for ongoing no-cost assistance for these business owners, leveraging skilled volunteers for the Business Corridor's needs. SCORE is hoping to employ an intern to assist with these efforts. SCORE has the funding to do this, but it does not have the business structure to actually employ someone — as they are a volunteer association. Assistant City Manager Teri Goodmann and Economic Development Director Maurice Jones recommend City Council approval to employ three interns between the two departments (one for the Manager's office, and two for Economic Development, with one of those dedicated to working with SCORE) using the Great Lakes Career Ready Internship Grant Program. SCORE is committed to reimbursing the City for the federal and state taxes and worker's compensation costs for one position, which means this dedicated intern will be at no cost to the City. The City's cost for two interns would not exceed $449.82. 1 concur with the recommendation and respectfully request Mayor and City Council approval. A&nt-- Mic ael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Maurice Jones, Economic Development Director 2 Dubuque Economic Development Department THE CITY OF 50 West 13th Street All-Am,ftlily Dubuque,Iowa 52001-4864 DUB3 &kE1 I Office(563)589-4393 TTY(563)690-6678 ® http://www.cityofdubuque.org Masterpiece on the Mississippi 200.2012.2013 TO: Michael Van Milligen, City Manager FROM: Teri Goodmann, Assistant City Manager Maurice Jones, Economic Development Director SUBJECT: Loras College/Great Lakes Career Ready Internship Grant Program — Cost Effective Intern Opportunity DATE: December 14, 2015 INTRODUCTION The purpose of this memorandum is to inform you of a cost effective opportunity our departments have for employing interns next spring and seeks your concurrence. BACKGROUND With lean staff in our departments, and with upcoming partnerships surrounding the Central Avenue Corridor, it is critical that we use all available resources in order to complete our workload. As such, we have investigated ways to employ a part-time intern to assist with administrative and project-based work, at minimal cost. Loras College has once again received the Great Lakes Career Ready Internship Grant, which allows them to place their students in internship positions at minimal cost to the employer. The student will be paid $14.00/hour, which is paid up front by the employer, who then invoices Loras College for $14.00/hour. The employer is responsible for reporting and paying federal and state taxes and worker's compensation. This essentially comes to a cost of$1.07/hour for the employer. DISCUSSION We have received a resume and cover letter from several Loras College students, who come highly recommended from Martha Doyle, the Internship Specialist at Loras. They have requested an internship in Economic Development and have communication and civic experience in their background. We have also been in conversations with volunteers from our local SCORE chapter regarding ways they can assist development efforts in the Central Avenue Corridor. SCORE's local chapter provides free business counseling from mentors experienced in: accounting/finance, management, engineering, manufacturing, retail, wholesale, purchasing/inventory, data processing, personnel/insurance, advertising, sales/marketing, business planning, and tax planning/strategies. SCORE has grant opportunities available that the local chapter has offered to help jumpstart a Business Association for the Corridor. These grants totaling $7,500 could be used to: • host networking events that connect Central Avenue business owners to free services; • pay for internal and external marketing campaigns; • offset business association membership fees; or • other costs as deemed necessary to assist the business owners' success. Establishing this connection between SCORE and the Central Corridor Business Association provides for ongoing no-cost assistance for these business owners, leveraging skilled volunteers for the Business Corridor's needs. SCORE is hoping to employ an intern to assist with these efforts. SCORE has the funding to do this, but it does not have the business structure to actually employ someone — as they are a volunteer association. As such, we are proposing a plan to employ three interns between the two departments (one for the Manager's office, and two for Economic Development, with one of those dedicated to working with SCORE) using the Great Lakes Career Ready Internship Grant Program. SCORE is committed to reimbursing the City for the federal and state taxes and worker's compensation costs, which means this dedicated intern will be at no cost to the City. Personnel has advised that IPERS costs would not apply, which means our cost for 15 hours/week x 14 weeks (210 hours) would be only $224.91 each intern (with that cost reimbursed from SCORE for its dedicated intern). So total cost for the City would not exceed $449.82 for these 3 interns. RECOMMENDATION/ ACTION STEP I recommend we utilize the Great Lakes Career Ready Internship Grant Program in order to employ a total of three (3) temporary part-time interns in the Economic Development and Manager's departments next spring. The City will be required to sign the agreement attached. GREAT LAKES INTERNSHIP GRANT AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND LORAS COLLEGE This Agreement, dated the day of , 2016 is made and entered into by and between, the City of Dubuque (hereafter referred to as the "Agency") and Loras College (hereafter referred to as the "Institution") for the purpose of providing work to students eligible to participate in the Great Lakes Career Ready Internship Grant Program. 1. Schedules to be attached to the Agreement, from time to time, bearing the signature of an authorized official of the Institution and of the Agency, will set forth brief descriptions of the work to be performed by the students under this Agreement, which work must either be related to the students' educational objective or by work in the public interest, which would not otherwise be provided, will not result in displacement of employed workers or impair existing contracts for services, will be governed by such conditions of employment, including compensation, as will be appropriate and reasonable in light of such factors as the type of work to be performed, geographic region and proficiency of the employee; and must not involve political activity or work for any political party. No project may involve the construction, operation or maintenance of so much of any facility used, or to be used, for sectarian instruction or as a place of religious worship. The schedules shall set forth total number of students to be employed, the hourly rates of pay and the total number of hours per week of each student employed. 2. Students will be made available to the Agency by the Institution for performance of specific work assignments. It is the responsibility of the Agency to administer background checks if students will be working directly with children or other vulnerable populations. The background check should be similar in nature of the background checks performed by the Agency when hiring regular employees. Students may be removed from work on a particular assignment or from the Agency by the Institution, either on its own initiative or at the request of the Agency. The Agency agrees that no student will be denied work or subjected to different treatment under this Agreement on the grounds of race, color, religion, sex, familial status, national origin, creed, age, disability, sexual orientation, or gender identity, and that it will comply with the provisions of the Civil Rights Act of 1964 (P.L. 88-352; 78 Stat. 252) and the Regulations of the Department of Health, Education, and Welfare which implement that Act. 3. Transportation costs for students to and from their work assignments will not be provided by either the Institution or the Agency. 4. The Agency will be deemed the employer for all purposes of this Agreement. Compensation of students for work performed on the project under this Agreement will be paid by the Agency. 040615baI 5. The Agency will pay the student an hourly wage of $14.00 per hour. Students may be paid only for actual hours worked, as appropriate under state law. 6. The Agency and the Institution will collaborate with internship sites to ensure that the students will engage in rigorous work that utilizes the skills and abilities that they have developed in their academic programs. 7. The Institution will request evaluation information from the student's supervisor to provide specific feedback to students on their professional development, to evaluate the overall quality of the internship experience and to discuss placement of future students at the Internship Site. 8. The Institution will provide reimbursing funds to the internship site of $14.00/hour per student. Should the funds be depleted the Institution will then notify the Agency that the student can no longer be paid. If the Agency determines it will continue to compensate the student, the Institution will not make reimbursement to the Agency for any continued hours beyond what the grant funds. 9. The Agency agrees to perform the functions assigned, including but not limited to the following: (1) Provide a completed "Vendor Form" to the Institution with a tax identification number. (2) Collaborate with the Center for Experiential Learning to ensure that the students will engage in rigorous work that utilizes the skills and abilities that they have developed in their academic programs. (3) Hire an Institution student as its own employee and assume all liabilities related to the student's employment. The student is not an employee of the Institution for any purpose whatsoever. The Agency does not have, nor shall hold itself out as having, any right or power or authority to create any contract or obligation, either expressed or implied, on behalf of, or binding upon the Institution. (4) Invoice the Institution for Experiential Learning for wage payments no less than monthly and attach a copy of each student's earnings report for the applicable pay period. Invoices will be paid through the Institution's Business Office. (5) Report and pay any and all federal and state taxes, worker's compensation, and any other business fees applicable to payments for services under this Agreement. (6) Provide evaluation information to the Institution faculty or staff on the student's performance, the overall quality of the internship experience, and placement of future students. 2 (7) Use grant funds only for student wages as described in this Agreement. (8) The Institution reserves the right to rescind grant funds (i.e. reduce the amount of reimbursable wage funds) if the Agency does not implement the program as outlined in this Agreement. (9) Subject to the limitations of this Agreement, the Agency will defend, indemnify, and hold the Institution and its employees, owners, officers and directors harmless from any and all loss, damage, deficiency, claim, or liability arising out of or resulting from breach of its affirmative obligations under this Agreement, and any and all actions, suits, proceedings, demands, assessments, judgments, costs and expenses, including reasonable attorney fees, incident to the foregoing. (10) Subject to the limitations of this Agreement, the Institution will defend, indemnify, and hold the Agency and its employees, owners, officers and directors harmless from any and all loss, damage, deficiency, claim, or liability arising out of or resulting from breach of its affirmative obligations under this Agreement, and any and all actions, suits, proceedings, demands, assessments, judgments, costs and expenses, including reasonable attorney fees, incident to the foregoing. 10. This Agreement will be governed by the laws of the State of Iowa. 11. This Agreement may be terminated by either party upon 30 days written notice delivered to the other party. 12. Invoices must be completed by the Agency (electronically or mail) monthly and submitted to: Martha Doyle Loras College Center for Experiential Learning 1450 Alta Vista Dubuque, IA 52001 Martha. Doyle©loras.ed u. 13. This Agreement may be modified or amended, from time to time, by agreement in writing between the Institution and the Agency, signed by authorized officials. 14. This signed agreement must be returned by regular mail to: Martha Doyle Center for Experiential Learning 1450 Alta Vista, Dubuque, Iowa 52001 3 CITY OF DUBUQUE, IOWA, LORAS COLLEGE, Agency Institution By: By: Michael C. Van Milligen Brock Even City Manager V.P. Finance & Administrative Services 4