Contracted Services Agreement - Dubuque Convention and Visitors Bureau •
THE CITY OF `20+
.... ;t_crory COUNCIL
DUB
Masterpiece on the Mississippi
GOALS & PRIORITIES
Each year, the Dubuque City Council completes its annual goal-setting sessions. Over the course of two
days in August 2015 and another session in October, City Council members reaffirmed the 15-year vision
statement, mission statement, and goals. They also identified priorities for a 2015-2017 policy agenda.
2030 VISION STATEMENT CITY MISSION STATEMENT
The city of Dubuque is a progressive,sustainable city with a strong diversified economy The City's Mission is to deliver excellent municipal services
and expanding global connections.The Dubuque community is an inclusive community that support urban living and a sustainable city plan for the
celebrating culture and heritage and has actively preserved our Masterpiece on the community's future and facilitate access to critical human
Mississippi.Dubuque citizens experience healthy living and retirement through quality, services which result in financially sound government and
livable neighborhoods with an abundance of fun things to do;and are engaged in the citizens getting services and value for their tax dollar.
community,achieving goals through partnerships.Dubuque City government is financially
sound and is providing services with citizens getting value for their tax dollar.
FIVE-YEAR COMMUNITY GOALS FIVE-YEAR CITY GOALS FIVE-YEAR ORGANIZATIONAL GOAL
FOR A SUSTAINABLE DUBUQUE • Planned and Managed Growth • Financially Responsible City Government and
• Economic Prosperity • Partnering for a Better Dubuque High Performance Organization
• /Cal Vibrancy • Improved Connectivity—
• Environmental Integrity Transportation and Telecommunications
2015-2017 POLICY AGENDA
TOP PRIORITIES (in alphabetical order) HIGH PRIORITIES (in alphabetical order)
• East-West Corridor Study Implementation • Central Iowa Water Association
Goal:Improved Connectivity Key Issues:Property Goal:Planned and Managed Growth Key Issues:Annexation,funding,
aquisition,environmental assessment,funding for water infrastucture
design and construction of roundabouts • City Economic Development
• Environmental Stewardship Commission Goal:Economic Prosperity Key Issues:Review staffing levels and
(Community Resiliency Commission) partners,funding,goals and performance expectations
Goal:Environmental/Ecological Integrity Key Issues: • Citywide Flower Planting Program
Purpose and role of commission,determine process for Goal:Partnering for a Better Dubuque Key Issues:Policy on use of
community engagement,size and diverse volunteers,policy of location(s)for existing or new plantings and type
representation of community, staff support and funding of plant(annual vs. perennial),funding and hiring freeze,on-going
• Historic Millwork District Parking(470 spaces) operation and maintenance costs
Goal:Improved Connectivity Key Issues:Land acquisition, • Comprehensive Plan
funding Goal:Planned and Managed Growth Key Issues:Funding,community
• Inclusive Dubuque Action Plan assessment and input process
Goal:Social/Cultural Vibrancy Key Issues:Community • Debt Reduction Policy
engagement process on development of action plan for Goal:Financially Responsible City Government and High Performance
priority areas,City role as a partner in implementation of Organization Key Issues:Education for general public and for city staff,
action plan continued implementation of strategic debt reduction
• Street Maintenance Program • Methane Gas Plan
Goal:Improved Connectivity Key Issues:Evaluate existing Goal:Environmental/Ecological Integrity Key Issues: Identify
service level targets,Funding to restore or expand service opportunities for methane gas reuse in city operations including
level targets Bio CNG,development agreement for methane gas reuse
• Surveillance Camera Funding
Goal:Social/Cultural Vibrancy Key Issues:Evaluate types of cameras
for future purchase,funding and location of additional cameras,use and
storage of data and information
Copyright 2014
City of Dubuque Consent Items # 19.
ITEM TITLE: Contracted Services Agreement- Dubuque Area
Convention and Visitors Bureau
SUMMARY: City Manager recommending execution of a Contracted
Services Agreement with the Dubuque Area Convention
and Visitors Bureau for Fiscal Year 2017.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
CVB Agreement Supporting Documentation
THE CITY OF Dubuque
DBgkEmerica CiryUr
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Contracted Services Agreement — Dubuque Area Convention and Visitors
Bureau
DATE: June 13, 2016
During the Fiscal Year 2017 budget process, the Mayor and City Council provided
$1,049,088 for a Contracted Services Agreement with the Dubuque Area Convention
and Visitors Bureau.
Budget Director Jennifer Larson is recommending execution of the attached agreement
with the Dubuque Area Convention and Visitors Bureau to provide funding for tourist
and convention development on behalf of City.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mich el C. Van Milligen
MCVM/jml
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Maurice Jones, Economic Development Director
Jenny Larson, Budget Director
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Budget Director
SUBJECT: Contracted Services Agreement — Dubuque Area Convention and Visitors
Bureau
DATE: June 13, 2016
Attached for City Council approval is the Contracted Services Agreement with the
Dubuque Area Convention and Visitors Bureau for Fiscal Year 2017.
In FY 2014, the Dubuque Area Convention and Visitors Bureau became a separate not-
for-profit from the Dubuque Area Chamber of Commerce. Payments of the 50 percent
hotel/motel tax are paid directly to the Dubuque Area Convention and Visitors Bureau
rather than being paid to the Dubuque Area Chamber of Commerce. The Dubuque Area
Convention and Visitors Bureau is required to report monthly on the use of the
hotel/motel tax.
The adopted Fiscal Year 2017 operating budget provides a payment of $1,049,088.
This amount represents 50 percent of the hotel/motel tax received by the City for the
period of October 1, 2014 through September 30, 2015. Payment will be made to the
Dubuque Area Convention and Visitors Bureau in four equal quarterly installments of
$2621272.00.
It is my recommendation that the City Council approves the attached Contracted
Services Agreement with the Dubuque Area Convention and Visitors Bureau and
authorizes the Mayor to execute the contract on behalf of the City.
JML
Attachment
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 2016, 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 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, 2016;
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 Economic Development Director, 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, 2016 through June 30, 2017.
4. Compensation
a) City shall pay to Agency an amount not to exceed $1,049,088 (which represents
fifty percent (50%) of the hotel and motel tax received by City for the period of
October 1, 2014, through September 30, 2015. 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 $1,049,088 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-$262,272.00; Second Quarter
- $262,272.00; Third Quarter - $262,272.00; and Fourth Quarter - $262,272.00.
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,
2016.
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.
1 0.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 B.
WITNESS: CITY OF DU UQUE
k 0 -
Key Firnstahl, Cit Clerk Roy B. Buy ayor
DUBUQUE AREA C•NVENTION AND VISITORS BUREAU
7Qe( fic__
74, 7,60 /A.
Keith Rahe, President/CEO Char of the B;are
=i5 B CITY COUNCIL '
Masterpiece on the Mississippi GOALS eC r K I 0 R I T I E S
Each year, the Dubuque City Council completes its annual goal-setting sessions. Over the course of two
days in August 2015 and another session in October, City Council members reaffirmed the 15-year vision
statement, mission statement, and goals. They also identified priorities for a 2015-2017 policy agenda.
2030 VISION STATEMENT CITY MISSION STATEMENT
The city of Dubuque is a progressive,sustainable city with a strong diversified economy The Citys Mission is to deliver excellent municipal services
and expanding global connections.The Dubuque community is an inclusive community that support urban living and a sustainable city plan for the
celebrating culture and heritage and has actively preserved our Masterpiece on the communitys futire and facilitate access to critical human
Mississippi.Dubuque citizens experience heathy living and retirement through quality, services which result in financially sound government and
livable neighborhoods with an abundance of fun things to do;and are engaged in the citizens getting services and value for their tax dollar.
community,achieving goals through partnerships.Dubuque City government is financially
sound and is providing services with citizens getting value for their tax dollar.
FIVE-YEAR COMMUNITY GOALS FIVE-YEAR CITY GOALS FIVE-YEAR ORGANIZATIONAL GOAL
FOR ' SUSTAINABLE DUBUQUE
Organization'
• Economic Prosperity Partnenng for a Better I
• Social/Cultural Vibrancy Improved Connectivity—
• Environmental Integrity Transportation and Telecommunications
2015-2017 POLICY AGENDA
TOP PRIORITIES (in alphabetical order) HIGH PRIORITIES (in alphabetical order)
• East-West Corridor Study Implementation • Central Iowa Water Association
Goal.Improved ConnectivityKeylssues:Property Goat.PknnedandManagedGroRMKeyissues.Annexation,funding,
aquisltion,environmental assessment funding for water infrastucture
design and construction of roundabouts • City Economic Development
• Environmental Stewardship Commission Goat.EconomxProspenlyKeylssues.Review staffing levels and
(Community Resiliency Commission) partners,funding,goals and performance expectations
Goat.EnvironmentaYEcobgicallydegnlyKeylssues. • Citywide Flower Planting Program
Purpose and role of commission,determine process for Goal.Pannenng for a BetterDubuque Key Issues.Policy on use of
community engagement,size and diverse volunteers,policy of locabon(s)for existing or new plantings and type
representation of community, staff support and funding of plant(annual vs. perennial),funding and hiring freeze, on-going
• Historic Millwork District Parking(470 spaces) operation and maintenance costs
Goat.ImprovedCamec§t*Key1ss s.Land acquisition, • Comprehensive Plan
funding Goat.Pbnned and ManagedGroRMKeyissues.Funding,community
• Inclusive Dubuque Action Plan assessment and input process
Goal.SonaPCutturel VibrancyKeylssues:Community • Debt Reduction Policy
engagement process on development of action plan for Goat.Finanaady Respombk City Government andHghPenormanre
priority areas,City role as a partner in implementation of OrganizadonKeyissues.EALcation for general public and for city staff,
action plan continued implementation of strategic debt reduction
• Street Maintenance Program • Methane Gas Plan
Goat.Improved Connech*Keyissues.Evaluate existing Goal.EmhD=entaYEcoloocallntegntyKeylssues.Identify
service level targets,Funding to restore or expand service oppo tmities for methane gas reuse in city operations including
level targets Bio CNG, development agreement for methane gas reuse
• Survel lance Cam era Funding
Goat.SoaaYOukdal VwrancyKeylssues.Evaluate types of cameras
for fuWre purchase,funding and location of additional cameras,use and
storage of data and information
2015-2017 MANAGEMENT AGENDA Financially Responsible City Government and
• GDDC Sustainable Innovation High Performance Organization
• Industrial Park Development
• National lrcidefiVeN Report Police Officers Recruitment and Retention
• Skate Park Smcession Planning Process:Development best practices assessment
• Police Review Bed Practices Nonemergency mobileipoitable units:Replacement
Affordable Care Act Payroll software update and IRS data repoiting
Open Budgeti0pen Expenditures software
2015-2017 MANAGEMENT IN PROGRESS 2015-2017 MAJOR PROJECTS
Economic Prosperity Goal Environmental/Ecological Integrity Goal
• Riveffrord Leases Green Aley Projects(73 alleys)
• City Leases AgeemeN with Board of Realtors Bee Branch Project(Gafield to Comiskey)
• An Service Expansion Advocacy Energy Efficient Street Lights
• Dubuque Initiatives:Strategic Plan
• Project HOPE Program Evaluation Report Partnering for a Better Dubuque Goal
• South Port Erwironmerrtal Assessment
Comiskey Pard Imprwemerds Community Engagement,Design
Environmental/Ecolo ical Integrity Goal NorthwestAdeoal Trail—Bergfeld Recreation Trail Connect on
g g ty
• Raycting Pilot ProgramCarts Dish (4LOJ Bunker Hill Golf Course Irrigation Improvemerrts(Phase 1.first half)
:
• Path ForwadwrQuality Plan Implementation Improved Connectivity. Transportation
• Community Ch mate Action and Resiliency Plan-50% Www and HER Trade Signalizalion Project
Green House Gas Reduction by 2D3D:Update
• FatslOilsVizase(FOG)Program Inspections and Progress Wilburdal TAanspPaidoring Wall
Report oNh Caal Transportation Facility Opening
• Lead and Healthy Homes:Grant North Caecade RoadPhase
toA
• Iowa Economic Development Authority Community Energy Arpo Terminal
al Project toPirport
Management Program Final Report Airport ed Amen Open
SoNhwesl Pdwal Project:Design,Land Acquisition,English Road Construction
Social/Cultural Vibrancy Goal Road to Arbon Terminal
• Campaign for Grade Level Reading Program Americorps Program, Summer Learning Program
• Voluntary Compliance Agreement Action Plan Repot(HUD Approval),Training
for Departments For more information,call 563 569 4120 or
• Fair Housing Training Annual visit wwwcitvofdubuauecre/councilaoals
• Housing Choice Voucher Program Grain Application
• Affirmative Fair Housing:Vrdeo/Treining Updates, Fair Housing Report and Action Plan
• Interoulturel Competency Program within City Government Recruitment and Rated ion
• Leadership Enrichment After School Program TEAP):Grant
• Intercultural Competency Program for Community:School S U S T A I N A B L E
Distoct,Non Profit and Community Organizations,Businesses
Train the Trainer
• Multiculturatur DUBUQUE
Multicultural Family Center:Director Hiring
Planned and Managed Growth Goal viable • livable • equitable
• Flood Wall Evaluation Study
• relish Energy Plan)Site Acquisition
• SomseofIncome Work Group Report
Partnering for a Better Dubuque Goal
hGRITY
• Sister City Program:Visit tothe City,Strategic Plan
• GDDCBroadbandlFiber Optic Vendor Engagement
• Four Mounds FoundationHEARTProgrm Report Pr
• Cry Volunteers for Economic Opportunity Program Tool kit atomic SOCIAL/CULTURAL
forvolurdeersl internships,volunteer positions in deparmern
United Way Volunteer Matching Software PROSPERITY VIBRANCY
Purchase of Service Data Collection,Training for
Purohase of Service Providers,Reporting mechanism
Improved Connectivity.
Transportation and Telecommunications www.sustainabledubuque.org
• SmalerTrensportation Program:Research,Report
Rev. 1/15/16
ATTACHMENT B
City of Dubuque Insurance Requirements for Special Event Permits
Insurance Schedule D
1. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the
coverage required in Exhibit I prior to effective date of permit. Each Certificate shall be prepared on the
most current ACORD form approved by the Iowa Department of Insurance or an equivalent. Each
certificate shall include a statement under Description of Operations as to why issued. Eg: Project
# or Lease of premises at or construction of
2. All policies of insurance required hereunder shall be with a carrier authorized to do business in Iowa and all
carriers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each Certificate shall be furnished to the contracting department of the City of Dubuque.
4. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of
Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this
agreement.
5. All required endorsements to various policies shall be attached to Certificate of insurance.
6. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the provider
identifying and listing in writing all deviations and exclusions that differ from the ISO form.
7. Provider shall be required to carry the minimum coverage/limits,or greater if required by law or other
legal agreement, in Exhibit 1.
8. Whenever an ISO form is referenced the current edition of the form must be used.
City of Dubuque Insurance Requirements for Special Event Permits
Insurance Schedule D (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products-Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit(any one occurrence) $ 50,000
Medical Payments $ 5,000
a) Coverage shall be written on an occurrence, not claims made,form. All deviations from the
standard ISO commercial general liability form CG 0001, or Business owners form BP 0002,shall be
clearly identified.
b) Include endorsement indicating that coverage is primary and non-contributory.
c) Include an endorsement that deletes any fellow employee exclusion.d)
Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials,all its employees and
volunteers, all its boards, commissions and/or authorities and their board members,employees
and volunteers. Use ISO form CG 2026.
B) AUTOMOBILE LIABILITY $1,000,000(Combined Single Limit)
C) LIQUOR LIABILITY $1,000,000 (only
if alcoholic beverages served)