Purchase of Services Grant Agreement - Hillcrest Family Services Copyright 2014
City of Dubuque Consent Items # 21.
ITEM TITLE: Purchase of Services Grant Agreement- Hillcrest Family
Services
SUMMARY: City Manager recommending approval of a Purchase of
Services Agreement with Hillcrest Family Services for
Fiscal Year 2017 for the Diversity Committee to provide
cultural competency training for staff.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Purchase of Services-Hillcrest Family Services City Manager Memo
Diversity Committee-MVM Memo
Staff Memo Staff Memo
Application Supporting Documentation
Grant Agreement Supporting Documentation
THE CITY OF Dubuque
UBE 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: Purchase of Service Agreement— FY17
Hillcrest Family Services, Diversity Committee
DATE: June 28, 2016
Housing and Community Development Department Director Alvin Nash recommends
City Council approval of a Purchase of Services Agreement with Hillcrest Family
Services for Fiscal Year 2017 in the amount of$10,000 for the Diversity Committee to
provide cultural competency training for staff.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Alvin Nash, Housing and Community Development Department Director
THE CITY OF Dubuque
AII-America City
DUBgkE 1
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael C. Van Milligen, City Manager
FROM: Alvin Nash, Housing and Community Development Department
SUBJECT. Purchase of Service Agreement— FY17
Hillcrest Family Services, Diversity Committee
DATE: June 24, 2016
Introduction
Attached for City Council approval is the Purchase of Services Grant Agreement with
Hillcrest Family Services for Fiscal Year 2017. The agreement includes attachment of
the City Council Goals and Priorities.
Background
The Fiscal Year 2017 budget recommends an allocation of $30,000 in Community
Development Block Grant (CDBG) and $72,706 in General Funds for Purchase of
Services activities. During the budget process, $10,000 CDBG was allocated to Four
Mounds HEART Program. The remaining $92,706 was available for competition.
At the June 20th, 2016 meeting, City Council approved the Community Development
Advisory Commission recommendation to fund Hillcrest Family Services Diversity
Committee in the amount of $10,000.
Discussion
The grant application states, "The [Diversity] Committee is comprised of passionate staff
from a variety of programs who want to make Hillcrest a more inclusive place for both
staff and clients...The Committee is seeking funds to continue to support expansion of
staff development, provide resource materials and allocate for staff time. This will be
accomplished by cultural competency training and events that align with the City's top
priorities...These goals align with the City's Social and Cultural Vibrancy goals for a
Sustainable Dubuque"
Requested Action
I respectfully request the City Council approve the attached Purchase of Services
Agreement with Hillcrest Family Services and authorize the Mayor to execute the
agreement on behalf of the City.
Prepared by Erica Haugen, Community Development Specialist
Purchase of Services Application
Purchase of Services Grant Application
This form should be submitted by organizations applying to participate in the Fiscal
Year 2016 Purchase of Services Grant Application Competition.
Applicant Information
Contact Person Amberai Sindlinger
Date 5/6/2016
Phone 563-845-0768
Email amberai.sindlinger(cDhillcrest-fs.org
Executive Director Gary Gansemer
Organization Name Hillcrest Family Services
Organization Address 2005 Asbury Road
Organization Address2 Field not completed.
City Dubuque
State Iowa
Zip 52001
Program/Service Information
"Limit each answer to 2,500 characters
Program Name Hillcrest Family Services Diversity Committee
Amount of Request $16,351
Has your organization Yes
ever received Community
Development Block
Grant(CDBG)funding?
Has this program received Yes
Purchase of Services
Grant in Previous Years?
If yes, what year was the 2013
program last funded?
What was the funding $2100
amount?
Program Information
1. Program/Service Hillcrest Family Services Diversity Committee continues to
Information (limited to make many strides in the agency since it's inception in 2007.
2,500 characters) The Committee is comprised of passionate staff from a variety
of programs who want to make Hillcrest a more inclusive place
for both staff and clients. Our vision: To build a Culturally
Competent Organization that can fulfill the six promises to all
people of diverse backgrounds (both staff and those we serve).
Hillcrest aims to fulfill these six promises by providing Caring
People, Safe Places, Healthy Starts, Effective Education,
Opportunities to Help Others, and Opportunities for Spiritual
Connections. The committee provides professional
development opportunities such as cultural competency
trainings, community speakers, opportunities to engage in
community events, Annual Diversity Surveys, and contributions
to the agency newsletter. The Committee works towards
fostering a diverse and culturally aware workforce therefore
better understanding and meeting the needs of the clients
served. The Committee is seeking funds to continue to support
expansion of staff development, provide resource materials
and allocate for staff time. This will be accomplished by cultural
competency training and events that align with the City's top
priorities. The Committee has six main goals for its work in
FY17: 1. Agency Training: Offer all agency staff a 2 hour
Intercultural Competency Training within the first 4 months of
hire and every two years thereafter facilitated by agency staff
who has completed the City of Dubuque's training. 2. Staff
Awareness: Increase the number of staff responding positively
to the statement, "In the last 6 months I have been aware of
opportunities to participate in an event that could help improve
communication and teamwork between employees." 3. Staff
Engagement: Increase the number of staff responding
positively to the statement"In the last 6 months I have
participated in an event that could help improve communication
and teamwork between employees." 4. Outlying Offices:
Include outlying offices in Committee work. 5. Committee
Professional Development: Assure Committee members are
up-to-date with current teaching on Diversity and/or Inclusion
by attending train the trainer events and other engagement
activities. 6. Evaluate Hillcrest Buildings/Spaces: Evaluate
Hillcrest buildings/spaces for accessibility and inclusivity.
These goals align with the City's Social and Cultural Vibrancy
goals for a Sustainable Dubuque.
Location of the Program: Dubuque- Hillcrest campus
Is this a new Program? No
Will this funding increase Yes
the level of services
provided?
Is this a continuous or Yes
ongoing program?
2. Briefly describe your Hillcrest Family Services is an agency with a long, rich history
organization, its mission of serving those most in need. Founded by Dr. Nancy Hill on
and goals, and additional February 26th, 1896, Hillcrest has evolved from a women's
services provided. rescue agency to a premier health agency that serves nearly
40,000 people across 56 counties in Iowa. In 2015, 77% of
these individuals lived right here in Dubuque County. Our
mission reads: Hillcrest Family Services enhances the lives of
children, families, and adults in need by teaching skills and
providing information and resources. We advocate on their
behalf and work collaboratively with local communities to
provide a range of quality and innovated services. Hillcrest
Diversity statement reads: Hillcrest Family Services celebrates
the diversity, strength, beauty and spirit created as we join
together and help one another as a community. Hillcrest's
services encompass more than 40 different innovative
programs, grounded in evidence based practices and
compassionate services that promote overall health and
wellness including: Birth: Adoption, Hillcrest-Mercy Maternal
Health Center (prenatal care for women with no access to
insurance), WIC (Women Infants and Children supplemental
food program), Youth: Adolescent Pregnancy Prevention
Program, Adolescent Forster-Care Group Homes, Emergency
Youth Shelter (serving youth in crisis situations) K-12 Special
Education School, Mentor Dubuque Adult: Professional Health
Clinic, Hillcrest Mental Health Center, Homeless Outreach,
Intensive Psychiatric Rehabilitation (assisting adults with
serious mental illness), Job Training, Residential Group
Homes, Supportive Living for Psychiatrically Disabled, Tobacco
Use Prevention, Transitional Housing, Unplanned Pregnancy
Counseling, Wellness Center, Residential Care Facility/
Persistent Mental Illness Facility, and Integrated Health Home
(insuring total wellness for persons with mental illness).
3. Identify the need for Since its start in 2007, the Hillcrest Diversity Committee has
your program and/or the been operating with a zero budget. The committee has done
need for expansion (if many great things through the hard work and dedication of staff
requested). members. Over the last nine years, Hillcrest has experienced
tremendous growth. We have gone from employing 441 people
and serving 18,616 in 2007 to 498 staff and 38,438 people
served in FY15. That is a 13% increase in staff and 106%
increase in number of clients served. The Committee would like
to continue to grow to meet the needs of the staff and clients.
Members of the Diversity Committee have attended train the
trainer events provided by the City of Dubuque for the past
three years. These trainings have provided new strategies for
increasing cultural awareness throughout the agency which
directly affects quality of client care. The Committee needs to
continue to align with the City's priority to strengthen social and
cultural vibrancy. It is essential for Committee members to stay
educated and up-to-date with Intercultural Competency
information. This information will be used to enhance
professional development for agency staff who serves our
clients and the community as a whole. Previous Annual
Diversity Surveys have indicated that staff has not been aware
of events that could broaden their cultural horizons and they
have not participated in such events. The Diversity Committee
hopes to increase these numbers. We believe that the more
often staff participate in events that educate about difference,
the more knowledgeable they will be. The Committee believes
this will intensify staff willingness to step outside of their own
comfort zone to learn about others. Doing so, they will become
more engaged in their community and provide a higher quality
of care to clients. Over the last nine years, Hillcrest has
experienced large client growth and diversifying work force.
There is a need to have our spaces evaluated to assure
accessibility and inclusivity.
4. Describe the primary The primary population to be served would be adults employed
population served by your at Hillcrest Family Services and secondarily the clients served
program. Does your by staff at Hillcrest. Hillcrest staff's population is as follows:
program reach out to 73.3% women, 13% identified as a race other than white. This
underserved populations? prosect is unique because it is not direct service to the
If so, explain how. How community. However the value of staff development is almost
will these funds broaden immeasurable. By providing our nearly 500 staff with the
access to your program? trainings, tools, and opportunities for growth in the area of
cultural competency, this will most certainly carry over in to the
direct services with our over 38,000 clients. The face of
Dubuque has been rapidly changing in the last ten year.
According to the Inclusive Dubuque Community Equity Profile,
"from 2000-2010, Dubuque experienced an increase in its
racial diversity, with the Black population increasing by 228.9%.
The Asian/Pacific Islander population experienced the second
largest amount of growth with a 103.74% increase and Latinos
were the third largest growing group with a 51.81% increase."
Additionally the report indicates "since 2010, the poverty rate
has risen dramatically to over 14%, after staying fairly
consistent throughout the past three decades, hovering around
the 10% range. Compared to the state of Iowa, the City of
Dubuque now shows a higher poverty rate, most recently in
2014, with 14.8%, compared to 12.6%for the state and the
nation." Typically the majority of clients that we serve fall into
one or multiple underserved populations based on income
level, race and/or ethnicity, disability status, etc. Hillcrest is
primarily a behavioral health organization. Our programs focus
on helping people in their times of crisis including mental health
services. Based on data from our electronic health records
system 79% of clients are underinsured and/or on Medicaid.
Based on Medicaid enrolment definitions this percentage
indicates income is at or below 133 percent of the Federal
Poverty Level (FPL). Currently in Dubuque, some mental
health providers are closing their doors and not accepting new
Medicaid clients. This has created a shortage of service
providers. Hillcrest is filling that gap. Because of these trends,
Hillcrest recognizes the importance of staying current and
up-to-date of the needs of our current populations served. It is
a top priority to best serve our clients that our staff be well
equipped to work with people from all cultures and diverse
categories.
5. Goals, Objectives and Top Priorities
Select up to three goals that your program will address and the corresponding
priority. If your program meets more than one goal, pick the primary goal met and
list the other goals in the narrative. Explain how your program will meet the
objectives listed under the chosen priority. Be sure to refer to the City Council
Goals and Priorities and match the Community Goal to the matching Priority.
Example: Goal. SociaUC.ultural Vibrancy paired with Priority.-Arts and Culture
Master Plan.
Goal #1 Social/Cultural Vibrancy
If applicable, select Field not completed.
Top/High Priority:
Explain how your Hillcrest understands the importance of cultural competency
program addresses the and desires to meet the needs of the changing community.
identified goal, objective Because of this awareness, Hillcrest Diversity Committee has
and/or prioritiy. already invested staff time to participate in the City of DBQ
Intercultural Competency Train the Trainers, become an
Inclusive Dubuque Network Partner, participates in Inclusive
Dubuque Health Working Group, and facilitated Community
Equity Profile Dialogues. In FY17 the Diversity Committee has
developed the following activities to accomplish our goals that
support the social/cultural vibrancy of the greater community. 1.
Agency Training Activities: Allocate funds to a dedicated staff
lead agency trainings. Provide Intercultural Competency
Training in Dubuque minimally one time each quarter. Provide
Intercultural Competency Training to outlying offices two times
a year (based upon need). 2. Staff Awareness: Publish monthly
articles in the agency newsletter. Post flyers in multiple
offices/work locations and common spaces of coming events,
speakers, trainings, etc. Distribute flyers/event postings via
interagency e mail. 3. Staff Engagement: Host a "Taste of
Hillcrest' (ethnic/cultural food fair for staff and clients). Host
guest speakers. Provide food/snacks at speaking events. Host
and interactive display/activity at agency events. Offer
incentives for staff who participate in Committee sponsored
events. 4. Outlying Offices: Have representation of staff from
outlying offices on the Committee. Create a library of recorded
speakers to be checked out by staff. Provide
incentives/scholarships money to outlying offices to host/attend
events. 5. Committee Professional Development: Have 4 staff
attend annual Dubuque Chamber Diversity Summit. Committee
members attend continuing education/training on Diversity
and/or inclusion. Send 2 Committee staff to a three day SIIC
Summer Institute for Intercultural Communication workshop. 6.
Evaluate Hillcrest Buildings/Spaces: Committee members
evaluate agency building/spaces for accessibility (in
conjunction with agency Safety Committee). Committee
members evaluate agency buildings/spaces for inclusion: is the
space friendly for people of all genders, ethnic background,
age, religion, sexual orientation, and/or other unique
characteristics.
Goal #2: Field not completed.
If applicable, select Field not completed.
Top/High Council
priority
Explain how your Field not completed.
program addresses the
identified goal, objective
and/or priority.
Goal #3: Field not completed.
If applicable, select Field not completed.
Top/High Council
priority
Explain how your Field not completed.
program addresses the
identified goal, objective
and/or priority.
Outcomes
6. Describe your Last year 77% (29,485) of the individuals served by Hillcrest
program's impact on the resided in Dubuque. Currently, Hillcrest has approximately 40
Dubuque Community. unique programs that meet the needs of the community in
several areas including but not limited to outpatient mental
health, adult and youth residential services, K-12 school,
prenatal care, supplemental food assistance, homeless
outreach, and mentoring. The staff educates clients which
provide them with skills sets that they can use in the Dubuque
community in their day to day lives. Hillcrest clients live, work
and volunteer in Dubuque. According to Greater Dubuque
Development Corp., Hillcrest has more employees than
Dubuque County public service and is only slightly less than
companies like NICC, Diamond Jo Casino, and Cottingham
and Butler. The Committee continues to work toward making
each employee more culturally competent. As a Hillcrest
employee and Dubuque community member, skill sets learned
will positively impact anyone they come in contact with in their
work, in their volunteerism, home lives and other employment
or higher education settings. The Committee wants all of our
staff and clients to feel that they received equitable and
inclusive opportunities from Hillcrest and live their lives in that
manner.
7. Outcomes 1. Agency Training Outcomes: Hillcrest Human Resources
records show Intercultural Competency Training was offered
quarterly in Dubuque and two times a year in outlying offices.
Annual Diversity Survey results show an increase in positive
responses to the following questions: "I am comfortable
working with people whose gender, ethnic background, age,
religion, sexual orientation, physical ability, or other unique
characteristics are different than mine" and "Accepting people
who are different than me is important." 2. Staff Awareness
Outcomes: Annual Diversity Survey results report and increase
in the number of staff reporting "In the last 6 months I have
been aware of opportunities to participate in an event that
could help improve communication and teamwork between
employees." 3. Staff Engagement Outcomes: Annual Diversity
Survey results report and increase in the number of staff
reporting "In the last 6 months I have participated in and event
that could help improve communication and teamwork between
employees." Increase in attendance at Committee sponsored
events/activities. 4. Outlying Offices Outcomes: Committee
sign in sheets will indicate participation from staff in outlying
offices. Library sign out sheet indicates participation from staff
in outlying offices. Records show list of events hosted/attended
by staff in outlying offices. 5. Committee Professional
Development Outcomes: Hillcrest Human Resources has
documentation of complete training request forms and training
evaluation forms from staff attending trainings. 6. Evaluate
Hillcrest Buildings/Spaces Outcomes: ADA survey tool, Proudly
Accessible Dubuque Evaluation(s), and/or other reliable
evaluation tool completed. Annual Diversity Survey results
report and increase in the number of staff reporting "My work
environment is welcoming to all, regardless of gender, ethnic
background, age, religion, sexual orientation, physical ability."
8. List any other agencies There are other agencies providing this type of cultural
that provide the same or competency programs for their individual employees. This
similar services in the project is unique in that it caters to Hillcrest staff and clients we
community, describe how serve. We have and will continue to partner with the Human
your program is different, Rights Department. In 2011, Hillcrest was one of three
and how you work in agencies who participated in a year long City of Dubuque
partnership with them. Intercultural Competency Training. Each year, Hillcrest sends
staff to the City of Dubuque's Intercultural Competency
Training to continue our growth. Hillcrest is a Network Partner
of Inclusive Dubuque, and is active in Inclusive Dubuque
workgroups. Hillcrest has gained valuable information while
participating and hosting community dialogues during the City's
equity profile process. The Committee actively seeks
opportunities from Inclusive Dubuque Network Partners and
other community entities to partner with and enrich our work.
9. Describe your plan to The Hillcrest Diversity Committee has a long history of
sustain this program once sustaining itself without funding. If awarded funding, the
the City's assistance is no Committee would use every dollar for the greatest impact.
longer available. Committee staff who has participated in external training would
train other agency staff to sustain the training offered to the
agency. The Committee would be proactive in seeking
alternate funding through fund raising, in-kind donations, and
internal funding sources to sustain its work once City
assistance is no longer available.
Can the program Yes
commence (or continue)
if partial funds are
awarded?
Program Budget
Does your organization Fiscal
operate on a Calendar or
Fiscal Year?
Start Date 7/1/2015
End Date 6/30/2016
Description of Expenses
Administrative
Most Recent Completed 0
year actual:
Total Proposed Program 0
Costs (Estimate):
Salaries/Benefits of Program
Most Recent Completed 17,687,005
Year Actual:
Total Proposed Program 6016
Costs (Estimate)
Supplies & Materials
Most Recent Completed 1,138,899
Year Actual:
Total Proposed Program 1925
Costs (Estimate)
Space & Equipment Rental
Most Recent Completed 2,191,220
Year Actual:
Total Proposed Program 0
Costs (Estimate)
Marketing/Publicity
Most Recent Completed 52,070
Year Actual:
Total Proposed Program 2000
Costs (Estimate)
Third Party Payments
Most Recent Completed 0
Year Actual:
Total Proposed Program 0
Costs (Estimate)
Other: Ins/Misc./Bad Debt
Most Recent Completed 1,353,654
Year Actual:
Total Proposed Program Field not completed.
Costs (Estimate)
Other: Travel/Client Assistance/Training
Most Recent Completed 427,098
Year Actual:
Total Proposed Program 6410
Costs (Estimate)
Total Expenses
Most Recent Completed 22,849,945
Year Actual:
Total Proposed Program 16,351
Costs (Estimate)
Description of Income
Earned Income
(tickets, fess, concessions, ads, sponsorship)
Most Recent Completed 20,369,574
Year Actual:
Total Proposed Program 0
Costs (Estimate)
Contributions
(Individuals, grants, in-kind)
Most Recent Completed 2,041,780
Year Actual:
Total Proposed Program 0
Costs (Estimate)
Other: Field not completed.
Most Recent Completed 87,766
Year Actual:
Total Proposed Program Field not completed.
Costs (Estimate)
Total Income
Most Recent Completed 22,323,588
Year Actual:
Total Proposed Program 0
Costs (Estimate)
Net Gain/Loss
Most Recent Completed 526,357
Year Actual:
Total Proposed Program 16,351
Costs (Estimate)
Provide any additional **Other under Description is a -87,766 as well as net gain/loss
information as needed to are both negative numbers. I was not able to enter them as neg
explain budget. Max Salaries: Dedicated Staff time: 4hr/mo. X 12 mo. X$22/hr=
1,300 characters. $1056 Staff time for trainings: 20hr/year X 3 trainers X$20/hr=
$1200 Staff time for meetings: $1.5hr/mo. X 12 mo. X 10
professionals X$20/hr= $3600 Staff time to evaluate Hillcrest
buildings/spaces= $160 Supplies and Materials: Training
materials (chart paper, surveys, markers, etc.)= $50 Snacks at
speaking events: $25 per event x 12 months= $300 Taste of
Hillcrest event: Food, tables, chairs, place settings= $1500
Assessment tools for evaluating Hillcrest buildings/spaces=
$75 Marketing and Publicity: Printing of newsletter, survey,
event flyers for staff awareness= $100 Compensation for guest
speakers= $50 each speaker X 12 mos= $600
Incentives/prizes for staff$25/mo X 12 mos= $300
Scholarships for offices to host/attend diversity events in the
area=$1000 Travel/Training: Travel for training to outlying
offices: $120 Chamber of Dubuque Diversity Summit for staff: 4
staff X$150 =$600 SI IX Summer Institute for Intercultural
Communication Training, registration, travel, lodging, food=
$4820 City of DBQ training for committee and/or agency staff=
$300 Additional continuing education= $570
Grant Reporting
The Fiscal Year 2017 Purchase of Service Grant will require minimum reporting on
the following. Race, Ethnicity, Age, Income of Household/Person. Reporting will be
done on a quarterly basis, with reports being due on the 15th of the month in
October, January, April, and July.
Disclaimer & Virtual Signature
I hereby certify that, to the best of my knowledge, all of the information contained in
this Application is true and correct. I understand that the City of Dubuque reserves
the right to request modifications of this application during the process of contract
negotiation, and, as finally approved by City of Dubuque, the Application shall
serve as the work plan of the organization and shall become part of the Contract
with the City of Dubuque. The Applicant certifies: 1. Agreement to submit further
documents as required by the City of Dubuque to determine project and
organization eligibility;
2. Agreement to maintain any other specific records, as may be determined
necessary by the City of Dubuque, to the overall evaluation of the project; 3.
Agreement to comply with all federal, state and local regulations governing the
award and use of grant funds; 4. Agreement to submit additional information as
necessary to determine eligibility for Community Development Block Grant (CDBG)
funds.
I certify that I am authorized to submit this application on behalf of the organization
named herein.
Electronic Signature Amberai Sindlinger
Title Program Manager
Date 5/6/2016
Checklist of REQUIRED Articles of Incorporation, Evidence of non-profit status, List of
Attachments current Board of Directors and their affiliations, List of
program's current staff positions, Most recent Annual Financial
Statement or/Audit, Agency's Current Year Operating Budget
(Limit to one page), Attach a copy of your long range plan
Attachments may be Hand Deliver
emailed, mailed, or
delivered to Housing &
Community
Development. How will
you deliver the
documents
Mail or Hand Deliver to:
Erica Haugen Housing& Community Development Department 350 West 6th
Street, Suite 312, Dubuque, lA 52001
Application is Complete
Thank you for your interest in Purchase of Services Grant(POSG). Application
deadline is May 8, 2016. Grant Awards will be announced in June and contracts
begin July 1, 2016.
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City of Dubuque Iowa
Purchase of Services Grant Application
PURCHASE OF SERVICES GRANT APPLICATION
Applicant Information
Contact Person: Amberai Sindlinger
Phone: 563-845-0768
E-mail: amberai.sindlinger(a)hillcrest-fs.org
Organization Name: Hillcrest Family Services
Address Line 1: 2005 Asbury Road
Address Line 2:
City, State, Zip: Dubuque, Iowa, 52001
Executive Director: Gary Gansemer
Program/Service Information
Program Name : Hillcrest Family Services Diversity Committee
Amount of Request: 16351
Program • •
Can the program commence (or continue) if partial funds are awarded? Yes
Does your organization operate on a calendar or fiscal year? Fiscal
If Fiscal Year, Start Date: 07/01/2015
End Date: 06/30/2016
List all expenses and revenues associated with your Program. Be specific.
Description of Expense Most Recent Total Proposed
Completed Year Program Costs
Actual Year ended
Administrative 0 0
Salaries/Benefits of Program 17,687,005 6,016
Supplies &Materials 1,138,899 1,925
Space & Equipment Rental 2,191,220 0
MarketinglPublicity 52,070 2,000
Third Party Payments 0 0
Other Ins/Misc./Bad Debt 1,353,654
Other: Travel/Client 427,098 6,410
Assistance/Training
Other:
Total Expenses 1 22,849,945 1 16,351
City of Dubuque Iowa
Purchase of Services Grant Application
Description of Most Recent Completed Total Proposed Program Income
Income Year Actual Income
Earned Income 20,369,574 0
(tickets, fees,
concessions,
ads,
sponsorship)
Contributions 2,041,780 0
(Individuals,
grants, in-kind)
Other. 87,766
Total Income 22,323,588 0
Net Gain/Loss 526,357 16,351
Provide any additional information as needed to explain budget. 1,300 characters max
"Other under Description is a -87,766 as well as net gain/loss are both negative numbers. 1 was not able to
enter them as neg
Salaries:
Dedicated Staff time: 4hr/mo. X 12 mo. X$221hr= $1056
Staff time for trainings: 20hr/year X 3 trainers X$20/hr=$1200
Staff time for meetings: $1.5hr/mo. X 12 mo. X 10 professionals X$201hr- $3600
Staff time to evaluate Hillcrest buildings/spaces=$160
Supplies and Materials:
Training materials (chart paper, surveys, markers, etc.)=$50
Snacks at speaking events: $25 per event x 12 months= $300
Taste of Hillcrest event: Food, tables, chairs, place settings= $1500
Assessment tools for evaluating Hillcrest buildings/spaces= $75
Marketing and Publicity:
Printing of newsletter, survey, event flyers for staff awareness= $100
Compensation for guest speakers=$50 each speaker X 12 mos= $600
Incentives/prizes for staff$25/mo X 12 mos= $300
Scholarships for offices to host/attend diversity events in the area=$1000
Travel/Training:
Travel for training to outlying offices: $120
Chamber of Dubuque Diversity Summit for staff. 4 staff X$150=$600
City of Dubuque Iowa
Purchase of Services Grant Application
SIIX Summer Institute for Intercultural Communication Training, registration, travel, lodging, food= $4820
City of DBQ training for committee and/or agency staff=$300
Additional continuing education= $570
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
HILLCREST FAMILY SERVICES
THIS AGREEMENT, dated for reference purposes the 1st day of July 2016, by and
between the City of Dubuque, Iowa (City) and Hillcrest Family Services (Agency).
WHEREAS, City proposes to provide certain financial assistance to enable Agency to
provide public services- that meet the identified goals and priorities as identified by the City
Council; and
WHEREAS, City has deemed it to be in the public interest to provide financial assistance in
the form of a Purchase of Services Grant to be used to cover general operating expenses of
Agency's program.
NOW THEREFORE, the parties hereto agree as follows:
1. Scope of Service
Agency shall provide a Diversity Committee that will continue to support expansion of staff
development, provide resource materials and allocations for staff time, to accomplish
cultural competency training and events that align with the City's top priorities as described
in the Purchase of Services Grant Application. The City Council goals and priorities are
attached hereto as Exhibit A.
2. City Responsibilities
City designates the Housing and Community 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.
3. Time of Performance
The term of this Agreement shall be from July 1, 2016 through June 30, 2017.
4. Compensation
City shall pay Agency $10,000.00 as compensation for the services provided by Agency,
which payment shall constitute full and complete compensation for such services.
The compensation shall be paid by City to Agency within ten (10) business days after
receipt by City of a requisition for such sum from Agency.
5. Audit and Evaluation
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.
6. Reporting and Monitoring
Agency shall render to the Housing and Community Development Director a quarterly
report detailing its activities related to the use of City funds provided to Agency. Such
report shall include a performance report on the program(s) supported by City funds and a
financial report on the use of City funds, which shall be rendered no later than the fourth
Thursday October, January, April, July. A written annual report shall be submitted to the
City Council within sixty (60) days of year end. The annual report shall include a
performance report on the program(s) supported by City funds and a financial report on the
use of City funds.
If Agency has an annual audit performed, Agency shall provide City a copy of the annual
audit report within three months of year-end.
7. Discrimination
In carrying 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;
recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. Agency assures that all
qualified applicants will receive consideration for employment without regard to race, creed,
color, sex, age, national origin, religion, sexual orientation, gender identity, or disability.
Agency agrees and will undertake whatever affirmative measures are necessary so that no
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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, color,
creed, religion, sex, national origin, age, sexual orientation, gender identity or disability.
8. 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.
9. Assignability
Agency shall not assign any interest in this Agreement without the prior written approval
from of City.
10. Insurance
At the time of execution of this Agreement by Agency, Agency shall provide the City copies
of Agency's insurance certificates showing general liability, automobile liability, and workers
compensation insurance coverage to the satisfaction of City for the term of this Agreement.
WITNESS:
ter► -�
Ke in irnstahl, Cit - erk
CITY OF D BUQUE, IOWA
E.'
Roy D. N ol, Mayor
Hillcrest Family Services
Gary Gansemer, Executive Director
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Exhibit A
Dubuque
brtkill
All-Ametica City
THE CITY OF
DUB E SUSTAINABLE
Ci DUBUQUE
Masterpiece on the Mississippi 2007.2012•=013 viable - linable - equitable
The Dubuque 2030 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 retirement through quality, livable neighborhoods with an
abundance of fun things to do; and are engaged in the community, achieving goals through
partnerships. Dubuque city government is financially sound and is providing services with citizens
getting value for their tax dollar.
Mission Statement
The City's mission is to deliver excellent municipal services that support urban living and a
sustainable city plan for the community's future and facilitate access to critical human services
which result in financially sound city government and citizens getting services and value for their
tax dollar.
Five-Year Community Goals for a Sustainable Dubuque
• Economic Prosperity
• Environmental Integrity
• Social/Cultural Vibrancy
Five-Year City Goals
• Planned and Managed Growth
• Partnering for a Better Dubuque
• Improved Connectivity: Transportation and Telecommunications
Five-Year Organizational Goal
Financially Responsible City Government and High Performance Organization
2015 - 2017 Top Priorities (in alphabetical order):
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1) East-West Corridor Study Implementation
City Goal: Improved Connectivity
Key Issues:
• Property acquisition
• Environmental assessment
• Funding for design and construction of roundabouts
2015-2017 Actions:
• Complete preliminary design and identify property acquisition parameters
• Maintain corridor preservation ordinance
• Development of a plan including prioritization of locations and capital improvement funding
options
2) Environmental Stewardship Commission (Community Resiliency Commission)
Community Goal: Environmental/Ecological Integrity
Key Issues:
• Purpose and role of commission
• Determine process for community engagement, size and diverse representation of
community
• Staff support and funding
2015-2017 Actions:
• City Council approval of process to transition to new commission format
• Comprehensive community engagement effort to define purpose and role of commission and
to recruit candidates
3) Historic Millwork District Parking (470 spaces)
City Goal: Improved Connectivity
Key Issues:
• Land acquisition
• Funding
2015-2017 Actions:
• Opening of new intermodal facility
• Property acquisition for construction of surface parking lots
• Funding strategy for design and construction of surface parking lots
4) Inclusive Dubuque Action Plan
Community Goal: Social/Cultural Vibrancy
Key Issues:
• Community engagement process on development of action plan for priority areas
• City role as a partner in implementation of action plan
2015-2017 Actions:
• Completion and analysis of Equity Profile assessment
• Development and implementation of Equity Profile Action Plan
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• Quarterly reporting on implementation of Action Plan
5) Street Maintenance Program
City Goal: Improved Connectivity
Key Issues:
• Evaluate existing service level targets
• Funding to restore or expand service level targets
2015-2017 Actions:
• Review current program, assess condition of completed areas, and evaluate community
needs
• Development of a strategy including prioritization of locations and budget options to maintain
or increase service level
2015 — 2017 High Priorities (in alphabetical order):
1) Central Iowa Water Association
City Goal: Planned and Managed Growth
Key Issues:
• Annexation
• Funding
• Water Infrastructure
2015-2017 Actions:
• Research and prepare response to litigation
• Policy decisions on water extensions, annexation, and funding
2) City Economic Development
Community Goal: Economic Prosperity
Key Issues:
• Review staffing levels and partners
• Funding
• Goals and performance expectations
2015-2017 Actions:
• Identify partnership opportunities
• Develop strategic plan including funding
3) Citywide Flower-Planting Program
City Goal: Partnering for a Better Dubuque
Key Issues:
• Policy on use of volunteers
• Policy of location(s) for existing or new plantings and type of plant (annual vs. perennial)
• Funding and hiring freeze
• Ongoing operation and maintenance costs
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2015-2017 Actions:
• Review current activities and assess community needs
• Development of a strategy including: prioritization of locations, plantings and staffing vs.
volunteer needs and budget recommendations
4) Comprehensive Plan
City Goal: Planned and Managed Growth
Key Issues:
• Funding
• Community assessment and input process
2015-2017 Actions:
• Research alternative staffing and consultant options for development of process and creation
of a new 20-year plan
• City Council direction on process and funding recommendations
6) Debt Reduction Policy
Organizational Goal: Financially Responsible City Government and High Performance
Organization
Key Issues:
• Education for general public and for city staff
• Continued implementation of strategic debt reduction
2015-2017 Actions:
• Review and assessment of existing debt-reduction strategy
• Development of a policy for evaluating future use of debt for projects including: prioritization
of capital projects and capital project assistance programs, project timing, and budget
recommendations
6) Methane Gas Plan
Community Goal: Environmental/Ecological Integrity
Key Issues:
• Identify opportunities for methane gas reuse in city operations including BioCNG
• Development agreement for methane gas reuse
2015-2017 Actions:
• Develop cost/benefit analysis and policy for city vehicle conversion to BioCNG
• Negotiate agreement with private sector for methane gas reuse at Landfill and Water &
Resource Recovery Center including capital investment requirements
7) Surveillance Camera Funding
Community 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
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2015-2017 Actions:
• Identify areas and phasing plan for installation of additional cameras, including access to
existing or new fiber-optic connections
• Direction on funding for additional cameras and increased video storage capacity
2015 — 2017 Management Agenda (in alphabetical order):
1) Greater Dubuque Development Corporation: Sustainable Innovation
Community Goal: Economic Prosperity
Key Issues:
• Alternative energy options including bio compressed natural gas and hydropower
• IBM Smarter Cities partnership next phase
2015-2017 Actions:
• Council direction on agreement for use of bio compressed natural gas
• Analysis of hydropower opportunities
• IBM partnership agreement for workforce development and open data
2) Industrial Park Development
Community Goal: Economic Prosperity
Key Issues:
• Actions
• Funding
2015-2017 Actions:
• Develop budget options
• City Council direction on budget and timeline
3) National Incident/Event Report
Community Goal: Social/Cultural Vibrancy
Key Issues:
• Community engagement
• Community preparedness
2015-2017 Actions:
• Community engagement effort to identify issues
• Review other city and federal reports to develop local best practices
• Prepare report with local options and recommendations
4) Skate Park
City Goal: Partnering for a Better Dubuque
Key Issues:
• Location and scope of project
2015-2017 Actions:
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• Contract for evaluation, design and site location
• Initiate private fundraising effort
5) Police: Review Best Practices
Organizational Goal: Financially Responsible City Government and High Performance
Organization
Key Issues:
• Community engagement
• Community preparedness
2015-2017 Actions:
• Review 21 st Century National Police Report to identify best practices and analyze
opportunities for Dubuque
• Prepare action plan with options for City Council review and direction
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