Grinnell City Council Regular Session Meeting Monday, March 4, 2019 at 7:00 P.M

GRINNELL CITY COUNCIL REGULAR SESSION MEETING MONDAY, MARCH 4, 2019 AT 7:00 P.M. IN THE COUNCIL CHAMBERS 1. Roll Call

2. Perfecting And Approval Of Agenda

2.A. Perfecting And Approval Of Agenda

Documents:

2 - 03.04.19 - AGENDA - COUNCIL.PDF

3. Consent Agenda

3.A. Consent Agenda

Documents:

3 - CONSENT AGENDA -.PDF

4. Meeting Minutes/Communications

4.A. Meeting Minutes And Communications

Documents:

4 - MEETINGS MINUTES AND COMMUNICATIONS.PDF

5. Public Hearing

5.A. Public Hearing

Documents:

FY20CITYBUDGET.PDF

6. Committee Business

6.A. Report From The Finance Committee

6.A.1. Report From The Finance Committee

Documents:

6A - FINANCE COMMITTEE AGENDA AND SUPP DOCS-.PDF

6.B. Report From Public Safety Committee

6.B.1. Report From The Public Safety Committee

Documents:

6B - PUBLIC SAFETY COMMITTEE AGENDA AND SUPP DOCS.PDF

6.C. Report From Planning Committee

6.C.1. Report From The Planning Committee

Documents:

6C - PLANNING COMMITTEE AGENDA AND SUPP DOCS.PDF

6.D. Report From Public Works And Grounds Committee

6.D.1. Report From The Public Works And Grounds Committee

Documents:

6D - PWG COMM AGENDA AND SUPP DOCS.PDF

7. Inquiries

8. Adjournment GRINNELL CITY COUNCIL REGULAR SESSION MEETING MONDAY, MARCH 4, 2019 AT 7:00 P.M. IN THE COUNCIL CHAMBERS 1. Roll Call

2. Perfecting And Approval Of Agenda

2.A. Perfecting And Approval Of Agenda

Documents:

2 - 03.04.19 - AGENDA - COUNCIL.PDF

3. Consent Agenda

3.A. Consent Agenda

Documents:

3 - CONSENT AGENDA -.PDF

4. Meeting Minutes/Communications

4.A. Meeting Minutes And Communications

Documents:

4 - MEETINGS MINUTES AND COMMUNICATIONS.PDF

5. Public Hearing

5.A. Public Hearing

Documents:

FY20CITYBUDGET.PDF

6. Committee Business

6.A. Report From The Finance Committee

6.A.1. Report From The Finance Committee

Documents:

6A - FINANCE COMMITTEE AGENDA AND SUPP DOCS-.PDF

6.B. Report From Public Safety Committee

6.B.1. Report From The Public Safety Committee

Documents:

6B - PUBLIC SAFETY COMMITTEE AGENDA AND SUPP DOCS.PDF

6.C. Report From Planning Committee

6.C.1. Report From The Planning Committee

Documents:

6C - PLANNING COMMITTEE AGENDA AND SUPP DOCS.PDF

6.D. Report From Public Works And Grounds Committee

6.D.1. Report From The Public Works And Grounds Committee

Documents:

6D - PWG COMM AGENDA AND SUPP DOCS.PDF

7. Inquiries

8. Adjournment GRINNELL CITY COUNCIL REGULAR SESSION MEETING MONDAY, MARCH 4, 2019 AT 7:00 P.M. IN THE COUNCIL CHAMBERS

TENTATIVE AGENDA 1) Call to Order:

2) Perfecting and Approval of Agenda:

3) Consent Agenda: 1. Previous minutes as drafted from the Monday, February 18, 2019 Regular Session. 2. Approve city claims and payroll claims from February 5, 2019 through and including March 4, 2019. 3. Approve Mayor and Council reappointments: 1. Human Rights Commission (3 yr) 1) Tim Hammond 2. Low Rent Housing Authority (term 2 yr) 1) Melissa Ford 2) Russ Behrens 3) Gary Glandon 3. Veterans Memorial Commission (term 3 yr) 1) Leo Lease 4. Approve Liquor Licenses: 1. Grinnell College renewal – 933 13th Avenue 5. Approve Keagan Richmond as Wastewater Apprentice at $21.19 effective February 19, 2019. 6. Review Campbell Fund requests.

*All items listed under the consent agenda will be enacted by one motion. There will be no separate discussion of these items unless a request is made prior to the time Council votes on the motion.

4) Meeting Minutes and Communications: a) Finance Committee minutes: February 18, 2019. b) Public Safety Committee minutes: February 18, 2019. c) Planning Committee minutes: February 18, 2019. d) Public Works & Grounds Committee minutes: February 18, 2019. e) January 2019 Veterans Memorial Building Campaign. f) January 2019 Central Park Campaign. g) January 2019 Skate Park Campaign.

5) Public Hearing: a) Regarding Budget Estimate for FY 20 (See Resolution No. 2019-20).

6) Committee Business:

A. Report from the Finance Committee 1. Consider resolution adopting the final budget for the fiscal year ending June 30, 2020 (See Resolution No. 2019-20).

1 2. Consider approval of RDG Planning and Design as the architect for CDBG Façade Project No. 2. 3. Consider resolution adopting the amended Personnel Policy Manual (Resolution No. 2019-21). 4. Consider approval of 2019 Iowa Campus Compact Summer AmeriCorps Program on behalf of the Drake Community Library.

B. Report from the Public Safety Committee 1. Update on EMS.

C. Report from the Planning Committee 1. Consider approval of resolution awarding the contract for the Skate Park Project (See Resolution No. 2019-22) 2. Discussion on 1405 West St property.

D. Report from the Public Works and Grounds Committee 1. Consider resolution authorizing payment of contractor’s pay request No. 13 in the amount of $88,293.00 to WRH, Inc. of Amana, Iowa for the Wastewater Treatment Facility Improvements (See Resolution No. 2019-23).

7) Inquiries:

8) Adjourn

GRINNELL CITY COUNCIL REGULAR SESSION MEETING MONDAY, FEBRUARY 18, 2019 IN THE 2ND FLOOR COUNCIL CHAMBERS OF THE CITY HALL

MINUTES 1) Mayor Agnew called the meeting to order at 7:00 p.m. in the council chambers with all the council members in attendance.

2) White made the motion, second by Hueftle-Worley to approve the agenda. AYES: 6-0. Motion carried.

3) Hueftle-Worley made the motion, second by White to approve the consent agenda as follows:

1. Previous minutes as drafted from the Monday, February 4, 2019 Regular Session. 2. Approve EJ Rolfes as a new member of Grinnell Volunteer Fire Department. 3. Review Campbell Fund requests.

AYES: 6-0. Motion carried.

4) The council acknowledged receipt of the previous meeting minutes and communications as follows:

a) Finance Committee minutes: February 4, 2019. b) Public Safety Committee minutes: February 4, 2019. c) Planning Committee minutes: February 4, 2019. d) Public Works & Grounds Committee minutes: February 4, 2019. e) January 2019 Treasurer’s Report. f) January 2019 Monthly Police Report. g) January 2019 Monthly Building and Planning Building Permit Report. h) 2018 Annual Building Permit Report.

5) Public Hearing:

a) The Mayor announced that this was the time and place for the public hearing and meeting regarding Skatepark Project.

The Mayor then asked the Clerk whether any written objections had been filed by any city resident or property owner to the proposal. The Clerk advised the Mayor and the City Council that no written objections had been filed. The Mayor then called for oral objections to the proposal and none were made.

Hueftle-Worley made the motion, second by White to close the public hearing. AYES: 6-0. Motion carried.

6) Committee Business:

A. Report from the Finance Committee

1. Wray made the motion, second by White to approve Resolution No. 2019-13 - Resolution authorizing Mayor and City Clerk to sign lease agreement for Ahrens Soccer Facility and Concession Stand in the amount of $2,686. AYES: 6-0. Motion carried. 2. Wray made the motion, second by Hansen to approve Resolution No. 2019-14 - Resolution authorizing Mayor and City Clerk to sign lease agreement for Grinnell Athletic and Recreation Center in the amount of $42,048. AYES: 6-0. Motion carried. 3. Wray made the motion, second by White to approve Resolution No. 2019-15 - Resolution authorizing Mayor and City Clerk to sign lease agreement for Ahrens Family Center in the amount of $5,218. AYES: 6-0. Motion carried. 4. Wray made the motion, second by Hansen to approve Resolution No. 2019-16 - Resolution approving recreational license agreement for use of the Charles Bear ’39 Recreation and Athletic Center. AYES: 6-0. Motion carried. 5. Wray made the motion, second by White to approve Resolution No. 2019-17 - Resolution authorizing a sub-lease agreement between the city of Grinnell and Mid-Iowa Futbol, Inc. for the Ahrens Soccer Facility and authorizing the Mayor and City Clerk to sign the same. AYES: 6- 0. Motion carried. 6. Wray made the motion, second by Hansen to approve Access Systems contract for copier lease for Drake Community Library. AYES: 6-0. Motion carried. 7. Wray made the motion, second by White to approve Resolution No. 2019-18 - Resolution setting the public hearing on the budget estimate for FY20 beginning July 1, 2019 and ending June 30, 2020. AYES: 6- 0. Motion carried. 8. Wray made the motion, second by Hansen to approve employee group insurance renewal for FY20 as presented by Bernie Lowe and Associates, Inc. AYES: 6-0. Motion carried.

B. Report from the Public Safety Committee

1. The agreement with Poweshiek County and Poweshiek County Attorney for prosecution of municipal infractions was reviewed. No action was taken. 2. The draft EMS agreement with CARE Ambulance Service was reviewed. No action was taken.

C. Report from the Planning Committee

1. An update was provided on Veterans Memorial Building and community listening sessions. No action needed. 2. An Update was provided on efforts to rental inspection program implementation. No action needed.

D. Report from the Public Works and Grounds Committee

1. Hueftle-Worley made the motion, second by Wray to approve Resolution No. 2019-19 - Resolution approving contract change order No. 2 in the amount of $26,210.56 for an increase to the contract with WRH, Inc. of Amana, Iowa for the Wastewater Treatment Facility Improvements. AYES: 6-0. Motion carried. 2. The Skate Park Project bid was reviewed. It was recommended that the bid not be accepted. No formal action was taken. 3. Hueftle-Worley made the motion, second by Bly to authorize City Clerk to publish notice to bidders for the CBD Maintenance Project 2019. AYES: 6-0. Motion carried. 4. Hueftle-Worley made the motion, second by Wray to approve Waste Water Operator job notice. AYES: 6-0. Motion carried. 5. Solid Waste automation was discussed. No action was necessary. 6. Hueftle-Worley made the motion, second by Bly to approve agreement with Imagine Grinnell for recycling education and outreach. AYES: 6- 0. Motion carried. 7. An update was provided on efforts to build community wide broadband. No action was necessary.

6) There were two inquiries.

7) The mayor declared the meeting adjourned at 7:35 p.m.

______DAN AGNEW, MAYOR

ATTEST:

______P. KAY CMELIK, CITY CLERK/FINANCE DIRECTOR

03-01-2019 02:05 PM A C C O U N T S P A Y A B L E PAGE: 1 VENDOR SET: 01 City of Grinnell, IA O P E N I T E M R E P O R T BANK: ALL REPORTING: PAID, UNPAID P U B L I C A T I O N

======PAYMENT DATES======ITEM DATES======POSTING DATES======PAID ITEMS DATES : 2/05/2019 THRU 3/04/2019 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

UNPAID ITEMS DATES : 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

VENDOR NAME DESCRIPTION GROSS AMOUNT ------

911 CUSTOM SUPPLIES 862.00 ACCO LIQUID CHLORINE 11,749.99 ADVANCED SYSTEMS, INC ANNUAL FEE 574.00 AHRENS PARK FOUNDATION MARCH LEASE-AFC 3,861.34 AIR CLEANING TECHNOLOGIES, VEH EXHAUST CONNECTION 758.00 ALLIANT ENERGY UTILITIES 11,503.29 ALPHA MEDIA LLC AD - NEW YEARS GREETS 15.00 AMAZON J PROG 626.31 AMERICAN MASONRY REP-MASONRY WORK 30,000.00 AMERICAN WATER WORKS ASSOC MBRSHP (JB) 90.00 ARNOLD MOTOR SUPPLY HYDRAULIC HOSES 2,008.15 AUTOMATIC SYSTEMS CO FLOWTUBE 7,975.88 B3 TECHNOLOGY SVC CALL 24.75 BAKER & TAYLOR -ENT #5103 BKS 1,348.39 BAKER & TAYLOR L530345 J PROG/BKS 1,042.35 BALDWIN, OLGA N. GYMNASTICS 1,353.60 BERNIE LOWE & ASSOCIATES, 411 WORK COMP 3,450.67 CAPITAL SANITARY SUPPLY SUPPLIES 1,252.44 CARDMEMBER SERVICE VACUUM 149.89 CARGILL INCORPORATED SALT 11,097.03 CDW.G INC CABLE 8.47 CENTER POINT LARGE PRINT BKS 214.12 CENTRAL IOWA TELEVISING TELEVISE STORM SWR 1,420.00 CINTAS SUPPLIES 88.02 CLAPSADDLE-GARBER ASSOCIAT RUNWAY RECONST SERV 10,222.68 COLLECTION SERVICE CENTER CHILD SUPPORT 1,780.13 CREATOR OF ART, LLC MIGHTY BALLOON ARTWORK 1,362.00 D5 SOLUTIONS, INC. REP (G-5) 570.96 DAN'S OVERHEAD DOORS REP BAY DOOR 985.50 DEMCO SUPPLIES 164.18 DES MOINES REGISTER AD-SNOW RMVL 100.00 EBSCO INFORMATION SERVICES MAGAZINES 1,659.39 EFTPS FEDERAL WITHHOLDING 59,835.23 ELLIOTT EQUIPMENT COMPANY REP (#202) 1,085.00 EMERGENCY MEDICAL PRODUCTS GLOVES 92.30 ERNSPERGER, DOUGLAS REPL DRYWALL 788.00 FARM & HOME PUBLISHERS LT PLAT BOOKS 186.00 FARM BUREAU LIFE INS CO ANNUITY 625.00 FASTENAL COMPANY SUPPLIES 142.55 FEDEX FREIGHT SHIPPING - LIFTGATE CHARGE 33.08 FIRE SERVICE TRAINING BURE CERT - PUMP OPERATOR (CW) 50.00 FORBES OFFICE EQUIPMENT SUPPLIES 66.33 GALE BKS 325.49 GATOR EXCAVATING, INC. SNOW HAULING 12,865.00 03-01-2019 02:05 PM A C C O U N T S P A Y A B L E PAGE: 2 VENDOR SET: 01 City of Grinnell, IA O P E N I T E M R E P O R T BANK: ALL REPORTING: PAID, UNPAID P U B L I C A T I O N

======PAYMENT DATES======ITEM DATES======POSTING DATES======PAID ITEMS DATES : 2/05/2019 THRU 3/04/2019 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

UNPAID ITEMS DATES : 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

VENDOR NAME DESCRIPTION GROSS AMOUNT ------

GERMAN PLUMBING & HEATING REP 728.77 GREATER IOWA SWIM LEAGUE ENTRY FEES (TS) 450.00 GREATER POWESHIEK COMMUNIT GREATER POWESHIEK FOUNDATION 265.00 GRINNELL AREA ARTS COUNCIL STAIN GLASS/OAK REFINISHING 5,163.59 GRINNELL CHAMBER OF COMMER CVB QTRLY PYMT 7,980.00 GRINNELL CITY OF GISL STATE SWIM MEET 1,000.00 GRINNELL CITY OF (TRANSFER TRANS TO LIB 68,377.56 GRINNELL IMPLEMENT STORE PARTS 9,827.73 GRINNELL OUTDOOR POWER & S REP 60.00 GRINNELL VOL FIRE DEPT VOL PAY 1,860.00 GRMC OCCUPATIONAL HEALTH S PHYSICAL (KR) 1,164.79 GRONEWOLD, BELL, KYHNN & C FY 18 AUDIT FEES 1,109.45 HACH COMPANY SUPPLIES 345.89 HENDERSON PRODUCTS, INC. PARTS 146.00 HERALD REGISTER AD-SNOW RMVL 405.01 HICKENBOTTOM INC SUPPLIES 45.12 HQI HYDRAULICS REP 300.00 HY-VEE INC SUPPLIES 10.84 IAMU DUES 944.00 IAWEA REGION V MTG-SPRING 120.00 IMFOA DUES (AW) 100.00 IOWA ASSOC OF CODE ENFORCE DUES 50.00 IOWA COMMUNICATIONS NETWOR DATA LINE 8.33 IOWA DEPT OF TRANSPORTATIO SUPPLIES 189.18 IOWA LAW ENFORCEMENT ACADE TEMP HOLDING SCHOOL 7,615.00 IOWA ONE CALL LOCATES 57.50 IOWA RADIOLOGY PHYSICAL (VOL) 33.00 IOWA STATE UNIVERSITY REG-GHTS CONF (CW) 50.00 IOWA STATE UNIVERSITY PUMP OP BK 91.00 IPAA MBRSHP 175.00 IPERS MATCH TO I-QUE 30,759.99 JCARL KENNEL FEES 100.00 JD FINANCIAL - THEISEN'S SUPPLIES 259.12 JD FINANCIAL-VAN WALL SUPPLIES 2,334.88 JOHNSON CONTROLS FIRE PROT FIRE ALARM MONITORING 385.00 JOURNAL OF LIGHT CONSTRUCT SUB RENEWAL 49.95 JUMP START WELLNESS & FITN LIFEGUARD CLASS (IK) 300.00 KEY COOPERATIVE GRINNELL PROPANE 4,197.30 KEYSTONE LABORATORIES INC BACTERIA TESTS (JAN 19) 2,901.20 KIES, DALTON REIMB-MLGE 627.56 KOCH OFFICE GROUP CITY HALL FURNITURE 16,867.71 LINDER TIRE SERVICE TIRES/MOUNT 3,618.52 LOU'S GLOVES, INC. GLOVES 114.00 LOWRY, RONALD D. MONTHLY SERVICE-FEB 2019 2,166.67 03-01-2019 02:05 PM A C C O U N T S P A Y A B L E PAGE: 3 VENDOR SET: 01 City of Grinnell, IA O P E N I T E M R E P O R T BANK: ALL REPORTING: PAID, UNPAID P U B L I C A T I O N

======PAYMENT DATES======ITEM DATES======POSTING DATES======PAID ITEMS DATES : 2/05/2019 THRU 3/04/2019 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

UNPAID ITEMS DATES : 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

VENDOR NAME DESCRIPTION GROSS AMOUNT ------

MALCOM LUMBER SUPPLIES 236.64 MANATTS INC ROCK 1,218.56 MC MASTER-CARR SUPPLY SIGNS 51.76 MEARDON, SUEPPEL & DOWNER LEGAL SERVICES 1,910.00 MEDTRAK SERVICES LLC 411 WORK COMP 65.02 MFPRSI MFPRSI 37,774.19 MICRO MARKETING LLC BKS 111.99 MIDWEST AMBULANCE OF IOWA MONTHLY FEE 10,625.00 MIRACLE RECREATION EQUIPME PARTS 52.27 MISCELLANEOUS DITZLER, KATE:REFUND 180.00 MULTIVISTA IOWA MTNCE FEES 610.00 MUNICIPAL EMERGENCY SERVIC SUPPLIES 352.70 MUNICIPAL SUPPLY INC DIST/RESALE PARTS 1,750.25 NEW CENTURY FARM SERVICE DIESEL 13,915.35 O'HALLORAN INTERNATIONAL PARTS 1,847.43 O'KEEFE ELEVATOR COMPANY, MTNCE 173.75 O'REILLY AUTO PARTS WIPER 3.49 OFFICE EXPRESS SUPPLIES 28.17 OVERDRIVE, INC. E-BKS 81.97 PAUL'S ACE HARDWARE SUPPLIES 275.01 PAUL'S PEST CONTROL PEST CONTROL 1,940.00 PEER SUPPORT FOUNDATION REG (CW) 155.00 PENWORTHY COMPANY BKS 323.21 PETTY CASH - POLICE DEPT MTG-MEALS/SUPPLIES/POSTAGE 76.68 POSTMASTER STAMPS 110.00 POWESHIEK CO SHERIFF SHERIFF FEES 55.98 POWESHIEK CO TREASURER PER CAPITA 1,536.33 POWESHIEK WATER ASSOC RURAL WATER 371.50 POWI80 ANNUAL MTG TICKET (DA) 25.00 PREMIER COPIER OVERAGE 72.44 PRODUCTIVITY PLUS ACCOUNT PARTS 612.19 QUICK & CLEAN INC CLEANING SVC (NOV 18) 9,652.00 QUILL CORPORATION SUPPLIES 116.46 RACOM CORPORATION SVC CALL 157.50 RDG PLANNING & DESIGN CENTRAL PARK ADD'L CA 6,467.51 REGION V-IA SECTION AWWA REG-REGION V MTG 200.00 RELYANT WATER COOLER 29.99 RENT A SHED, INC. REP 310.00 REPUBLIC SERVICES OF IOWA RECYCLING FEES (JAN 19) 3,098.08 S & S ELECTRIC SVC CALL 132.42 SCHENDEL PEST CONTROL CO PEST CONTROL-FEB 45.00 SCHOLASTIC LIBRARY BKS 152.10 SCISWA LANDFILL FEES 18,507.32 SHOWCASES BARCODES 238.59 03-01-2019 02:05 PM A C C O U N T S P A Y A B L E PAGE: 4 VENDOR SET: 01 City of Grinnell, IA O P E N I T E M R E P O R T BANK: ALL REPORTING: PAID, UNPAID P U B L I C A T I O N

======PAYMENT DATES======ITEM DATES======POSTING DATES======PAID ITEMS DATES : 2/05/2019 THRU 3/04/2019 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

UNPAID ITEMS DATES : 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

VENDOR NAME DESCRIPTION GROSS AMOUNT ------

SHRED-IT USA SHREDDING 261.81 SISCO SELF FUNDING 63,563.12 STEFFEN TRUCK EQUIPMENT, I PARTS 429.50 STEVE LINK FORD REP 827.77 STOREY KENWORTHY BATTERIES 350.25 SUMNER SERVICES LLC SNOW RMVL 1,465.00 TASC FLEX PLAN CONTRIBUTIONS 4,334.45 THE STANDARD LIFE INSURANCE 727.35 TOTAL CHOICE SHIPPING & PR BUSINESS CARDS (DS) 549.08 TRANS-IOWA EQUIPMENT, INC. PARTS 397.35 TREASURER STATE OF IOWA STATE WITHHOLDING 12,850.00 UNIFIRST CORPORATION SHOP TOWELS 65.04 UNIQUE MANAGEMENT SERVICES 5 PLACEMENTS 49.75 UNITY POINT CLINIC-OCCUPAT DRUG TESTING (KR) 42.00 US BANK EQUIPMENT FINANCE COPIER LEASES 1,428.33 US POSTAL SERVICE ENVELOPES 3,113.90 USA BLUE BOOK SUPPLIES 161.76 VAN MAANEN ELECTRIC, INC. REP SIGNALS 1,153.98 VEENSTRA & KIMM 2017 SWR SAN GEN SERV 22,815.60 VOYA (ING) EMPLOYEE VOLTRY CONTR. 3,436.36 WALMART COMMUNITY (LIBRARY J PROG 50.79 WEITSELL, JENNIFER CPR TRAINING 700.00 WELLS FARGO FINANCIAL LEAS COPIER LEASE 1,067.00 WES FINCH AUTO PLAZA SVC/REP 878.69 WESTRUM LEAK DETECTION IN LEAK DETECTION 650.00 WEX BANK FUEL 7.74 WILCOX EQUIPMENT PARTS 242.75 WINDSTREAM TELEPHONE 2,740.03 WINDSTREAM COMMUNICATIONS, PC SVC-JAN 2019 200.00 WOODMAN CONTROLS COMPANY TECH SUPPORT 2,150.00 WRH, INC PAY REQ NO 13 88,293.00

** TOTAL ** -City of Grinnell 688,418.42 319,539.37- 368,879.05

03-01-2019 02:05 PM A C C O U N T S P A Y A B L E PAGE: 5 VENDOR SET: 01 City of Grinnell, IA O P E N I T E M R E P O R T BANK: ALL REPORTING: PAID, UNPAID P U B L I C A T I O N

======PAYMENT DATES======ITEM DATES======POSTING DATES======PAID ITEMS DATES : 2/05/2019 THRU 3/04/2019 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

UNPAID ITEMS DATES : 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

R E P O R T T O T A L S

GROSS PAYMENTS BALANCE

PAID ITEMS 320,089.37 320,089.37CR 0.00 PARTIALLY PAID 0.00 0.00 0.00 UNPAID ITEMS 368,879.05 0.00 368,879.05 VOID ITEMS 550.00CR 550.00 0.00

** TOTALS ** 688,418.42 319,539.37CR 368,879.05

U N P A I D R E C A P

UNPAID INVOICE TOTALS 368,879.05 UNPAID DEBIT MEMO TOTALS 0.00 UNAPPLIED CREDIT MEMO TOTALS 0.00

** UNPAID TOTALS ** 368,879.05 03-01-2019 02:05 PM A C C O U N T S P A Y A B L E PAGE: 6 VENDOR SET: 01 City of Grinnell, IA O P E N I T E M R E P O R T BANK: ALL REPORTING: PAID, UNPAID P U B L I C A T I O N

======PAYMENT DATES======ITEM DATES======POSTING DATES======PAID ITEMS DATES : 2/05/2019 THRU 3/04/2019 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

UNPAID ITEMS DATES : 0/00/0000 THRU 99/99/9999 0/00/0000 THRU 99/99/9999

FUND TOTALS

001 GENERAL FUND 157,843.36 002 VETERANS MEM - GEN 5,325.64 003 LIBRARY - GENERAL FUND 28,712.91 009 SPORTS AUTHORITY - GEN 1,000.00 010 BUILDING & PLANNING - GEN 4,669.40 103 LIBRARY FUND STATE - GEN 2,188.09 110 ROAD USE FUND - SPEC REV 36,525.37 112 T&A EMP BEN- SPEC REV 99,864.17 138 MED INS RESERVE - SPEC RV 14,655.12 140 MFPRSI MED ONLY - SPEC RV 1,925.69 145 HOTEL/MOTEL TAX - SPC REV 15,012.46 167 LIBRARY GIFTS - SPEC REV 325.80 310 CENTRAL PARK PROJECT 1,141.87 313 ITM/CITY HALL RELOCATION 16,867.71 314 CLN FY 18-19 30,985.50 350 AIRPORT DEV - CAP PROJ 10,222.68 360 SANITARY SEWER REHAB 2017 297.00 361 STORM WA QUALITY PROJECTS 308.00 366 10TH AVE UPRR 4,104.50 376 CBD PROJECTS 3,225.10 377 16TH AVE BOX CULVERT 3,630.80 378 WW TRMT PLANT PROJECT 100,153.20 610 WATER FUND 61,262.48 620 SEWER OPERATION AND MAINT 24,242.43 630 STORM SEWER FUND 1,111.36 670 SOLID WASTE 62,817.78

GRAND TOTAL 688,418.42 License Application ( LC0042424 ) Applicant Name of Applicant: Trustees of Grinnell College

Name of Business (DBA): Grinnell College Address of Premises: 933 13th Avenue

City Grinnell County: Poweshiek Zip: 5011216 : 90 Business (641) 236-3590 Phone: Mailing 733 Broad Street Address: City Grinnell State IA Zip: 501121690 : :

Contact Person Name James Mulholland : Phone: (641) 269-4818 Email [email protected] Address:

Classification Class C Liquor License (LC) (Commercial) : Term:12 months

Effective Date: 03/30/2018

Expiration Date: 03/29/2019 Privileges: Catering Privilege Class C Liquor License (LC) (Commercial) Outdoor Service Sunday Sales

Status of Business

BusinessType: Privately Held Corporation

Corporate ID Number: XXXXXXXXX Federal Employer ID XXXXXXXXX #: Ownership James Mulholland First Name: James Last Name: Mulholland City: Grinnell State: Iowa Zip: 50112 Position: Assistant Treasurer % of Ownership: 100.00% U.S. Citizen: Yes

Insurance Company Information

Insurance Company: Scottsdale Insurance Company

Policy Effective Date: 03/30/2018 Policy Expiration 03/30/2019 Date: Bond Effective Dram Cancel Date: Continuously: Outdoor Service Effective Outdoor Service Expiration Date: Date: Grinnell FINANCE COMMITTEE Meeting MONDAY, FEBRUARY 18, 2019 AT 7:00 A.M. IN THE LARGE CONFERENCE ROOM ON THE 2ND FLOOR OF THE CITY HALL

MINUTES PRESENT: Wray (Chair), White, Hansen. Also present were Mayor Agnew, Russ Behrens and Kay Cmelik.

PERFECTING AND APPROVAL OF AGENDA: Approved as presented.

COMMITTEE BUSINESS:

1. White made the motion, second by Hansen to recommend approval of Resolution No. 2019-13 - Resolution authorizing Mayor and City Clerk to sign lease agreement for Ahrens Soccer Facility and Concession Stand in the amount of $2,686. AYES: 3-0. Motion carried. 2. Hansen made the motion, second by White to recommend approval of Resolution No. 2019-14 - Resolution authorizing Mayor and City Clerk to sign lease agreement for Grinnell Athletic and Recreation Center in the amount of $42,048. AYES: 3-0. Motion carried. 3. White made the motion, second by Hansen to recommend approval of Resolution No. 2019-15 - Resolution authorizing Mayor and City Clerk to sign lease agreement for Ahrens Family Center in the amount of $5,218. AYES: 3-0. Motion carried. 4. Hansen made the motion, second by White to recommend approval of Resolution No. 2019-16 - Resolution approving recreational license agreement for use of the Charles Bear ’39 Recreation and Athletic Center. AYES: 3-0. Motion carried. 5. White made the motion, second by Hansen to recommend approval of Resolution No. 2019-17 - Resolution authorizing a sub-lease agreement between the city of Grinnell and Mid-Iowa Futbol, Inc. for the Ahrens Soccer Facility and authorizing the Mayor and City Clerk to sign the same. AYES: 3-0. Motion carried. 6. Hansen made the motion, second by White to recommend approval of Access Systems contract for copier lease on behalf of Drake Community Library. AYES: 3-0. Motion carried. 7. White made the motion, second by Hansen to recommend approval of Resolution No. 2019-18 - Resolution setting the public hearing on the budget estimate for FY20 beginning July 1, 2019 and ending June 30, 2020. AYES: 3-0. Motion carried. 8. Hansen made the motion, second by White to recommend approval of employee group insurance renewal for FY20 as presented by Bernie Lowe and Associates, Inc. AYES: 3-0. Motion carried.

INQUIRIES: None.

The meeting was adjourned at 8:00 p.m.

JO WRAY, CHAIR

ATTEST: P. KAY CMELIK, CITY CLERK/FINANCE DIRECTOR

GRINNELL PUBLIC SAFETY COMMITTEE MEETING MONDAY, FEBRUARY 18, 2019 AT 4:45 P.M. IN THE COUNCIL CHAMBERS ON 2ND FLOOR OF THE CITY HALL

MINUTES PRESENT: White (Chair), Hueftle-Worley, Burnell. Also present were Mayor Agnew, Russ Behrens and Kay Cmelik.

PERFECTING AND APPROVAL OF AGENDA: Approved as presented.

COMMITTEE BUSINESS:

1. The committee reviewed the agreement with Poweshiek County and Poweshiek County Attorney for prosecution of municipal infractions. No action was necessary. 2. The committee reviewed and commented on draft EMS agreement with CARE Ambulance Service. No action was taken.

INQUIRIES: None.

The meeting adjourned at 5:10 p.m.

JIM WHITE, CHAIR

ATTEST:

P. KAY CMELIK, CITY CLERK/FINANCE DIRECTOR

GRINNELL PLANNING COMMITTEE MEETING MONDAY, FEBRUARY 18, 2019 AT 5:30 P.M. IN THE COUNCIL CHAMBERS ON THE 2ND FLOOR OF THE CITY HALL

MINUTES PRESENT: Bly (Chair), Burnell, Hansen. Also present were Mayor Agnew, Russ Behrens and Kay Cmelik.

PERFECTING AND APPROVAL OF AGENDA Approved as presented.

COMMITTEE BUSINESS:

1. There was an update on Veterans Memorial Building and community listening sessions. No action was necessary. 2. There was an update on efforts to rental inspection program implementation. No action was necessary.

INQUIRIES: None.

The meeting adjourned at 5:55 p.m.

RACHEL BLY, CHAIR

ATTEST:

P. KAY CMELIK, CITY CLERK/FINANCE DIRECTOR

Grinnell PUBLIC WORKS AND GROUNDS Meeting MONDAY, FEBRUARY 18, 2019 AT 6:15 P.M. IN THE 2ND FLOOR COUNCIL CHAMBERS OF THE CITY HALL

MINUTES PRESENT: Hueftle-Worley (Chair), Wray, Bly.

PERFECTING AND APPROVAL OF AGENDA: Approved as presented.

COMMITTEE BUSINESS:

1. Wray made the motion, second by Bly to recommend approval of Resolution No. 2019-19 - Resolution approving contract change order No. 2 in the amount of $26,210.56 for an increase to the contract with WRH, Inc. of Amana, Iowa for the Wastewater Treatment Facility Improvements. AYES: 3-0. Motion carried. 2. The committee reviewed the Skate Park Project bid. No action was taken. 3. Bly made the motion, second by Wray to recommend authorizing City Clerk to publish notice to bidders for the CBD Maintenance Project 2019. AYES: 3-0. Motion carried. 4. Wray made the motion, second by Bly to recommend approval of the Waste Water Operator job notice. AYES: 3-0. Motion carried. 5. The committee briefly discussed Solid Waste automation process. No action was necessary. 6. Hansen made the motion, second by Wray to approve agreement with Imagine Grinnell for recycling education and outreach. AYES: 3-0. Motion carried. 7. The committee was given an update on efforts to build community wide broadband. MCG of Oskaloosa is interested in building a broadband system in Grinnell.

INQUIRIES: None.

The meeting adjourned at 6:55 p.m.

BYRON HUEFTLE-WORLEY, CHAIR

ATTEST:

P. KAY CMELIK, CITY CLERK/FINANCE DIRECTOR

Fund Balance as of January 31st., 2019 Grinnell Veterans Memorial Commission Building Campaign - 0136

Current Period YTD Gifts 0.00 10,595.00 Investment Income (Loss) 0.00 4.18 Investment Related Expenses 0.00 0.00 ------

Total Revenues 0.00 10,599.18

Program Expenses 0.00 13,067.44 Administrative Cost Share 0.00 529.75 Bank Charges/Online Donation Fees 0.00 3.90 Printing & Reproduction 1.05 5.01 ------Total Expenses 1.05 13,606.10

------Net Income (Loss) (1.05) (3,006.92) ======

Beginning Fund Balance 12,450.42 Net Income (Loss) (3,006.92) Ending Fund Balance 9,443.50 Grinnell Veterans Memorial Commission Building Campaign - 0136 Type Name Date Amount ------Gift The Deb Lease Trust 08/14/2018 10,000.00 Gift Benjamin and Arlene Guenther 10/08/2018 25.00 Gift JoAnn Cogley Hunter 10/09/2018 50.00 Gift Dr. Robert and Janet Koller 10/16/2018 50.00 Gift Colleen M. Wiley 10/16/2018 150.00 Gift Carl and Candace Ahrens 10/22/2018 20.00 Gift Darla Pearce 10/24/2018 10.00 Gift Deborah Carey 10/31/2018 50.00 Gift Transfer from GPCF Spirit of Giving Event 10/31/2018 30.00 Gift Oliver V. Miller 12/03/2018 10.00 Gift Bev Brown 12/10/2018 100.00 Gift B.J. and Mary Denton 12/11/2018 100.00 ------** Total Gifts 10,595.00 Fund Balance as of January 31st., 2019 Central Park Campaign - 0121

Current Period YTD Gifts 15.00 278.00 Investment Income (Loss) (3.96) 20.75 Investment Related Expenses 0.00 0.00 ------

Total Revenues 11.04 298.75

Administrative Cost Share 0.75 16.40 Bank Charges/Online Donation Fees 1.40 9.80 Printing & Reproduction 0.00 1.86 ------Total Expenses 2.15 28.06

------Net Income (Loss) 8.89 270.69 ======

Beginning Fund Balance 102,108.08 Net Income (Loss) 270.69 Ending Fund Balance 102,378.77

Net Pledges Receivable 40,205.27 Central Park Campaign - 0121 Type Name Date Amount ------Gift Patricia Groth 08/02/2018 100.00 Gift Donnette Ellis 10/04/2018 15.00 Gift Russell Behrens and Nicole Brua-Behrens 12/31/2018 136.00 Gift Russell Behrens and Nicole Brua-Behrens 12/31/2018 12.00 Gift Donnette Ellis 01/16/2019 15.00 ------** Total Gifts 278.00 Fund Balance as of January 31st., 2019 Grinnell Skatepark Campaign - 0053

Current Period YTD Gifts 60.00 9,495.00 Administrative Revenue 0.00 500.00 Grant Revenue 0.00 50,000.00 Investment Income (Loss) 30.08 16.99 Investment Related Expenses 0.00 0.00 ------

Total Revenues 90.08 60,011.99

Administrative Cost Share 3.00 474.75 Printing & Reproduction 0.00 0.18 ------Total Expenses 3.00 474.93

------Net Income (Loss) 87.08 59,537.06 ======

Beginning Fund Balance 102,223.76 Net Income (Loss) 59,537.06 Ending Fund Balance 161,760.82 Grinnell Skatepark Campaign - 0053 Type Name Date Amount ------Gift Rachel Bly and Bob Hamilton 10/04/2018 60.00 Gift Margie Laehn 10/17/2018 25.00 Gift Dick and Carolyn Ritter 10/22/2018 50.00 Gift Latimer Family Foundation 10/22/2018 200.00 Gift Dr. Clark and Annie Jensen 10/31/2018 50.00 Gift The Robertson Family Charitable Trust 10/31/2018 2,000.00 Gift Transfer from GPCF Spirit of Giving Event 10/31/2018 40.00 Gift F. Austin and Kim Jones 11/05/2018 500.00 Gift Latimer Family Foundation 11/08/2018 500.00 Gift Oliver V. Miller 12/03/2018 10.00 Gift The Merlin and Verna Manatt Family Foundation 12/10/2018 5,000.00 Gift Dr. James and Linda Paulson 12/31/2018 1,000.00 Gift Rachel Bly and Bob Hamilton 01/16/2019 60.00 ------** Total Gifts 9,495.00 Form 631.1 Department of Management NOTICE OF PUBLIC HEARING BUDGET ESTIMATE FISCAL YEAR BEGINNING JULY 1, 2019 - ENDING JUNE 30, 2020

City of GRINNELL , Iowa

The City Council will conduct a public hearing on the proposed Budget at City Hall on 3/4/2019 at 7:00 pm (Date) xx/xx/xx (hour) The Budget Estimate Summary of proposed receipts and expenditures is shown below. Copies of the the detailed proposed Budget may be obtained or viewed at the offices of the Mayor, City Clerk, and at the Library. The estimated Total tax levy rate per $1000 valuation on regular property ...... $ 14.83076 The estimated tax levy rate per $1000 valuation on Agricultural land is ...... $ 3.00375 At the public hearing, any resident or taxpayer may present objections to, or arguments in favor of, any part of the proposed budget.

641-239-2600 P. Kay Cmelik phone number City Clerk/Finance Officer's NAME

Budget FY Re-estimated FY Actual FY 2020 2019 2018 (a) (b) (c) Revenues & Other Financing Sources Taxes Levied on Property 1 4,019,405 4,009,988 4,026,596 Less: Uncollected Property Taxes-Levy Year 2 0 0 0 Net Current Property Taxes 3 4,019,405 4,009,988 4,026,596 Delinquent Property Taxes 4 0 0 0 TIF Revenues 5 2,630,972 2,220,329 2,297,392 Other City Taxes 6 2,330,819 2,320,257 2,087,701 Licenses & Permits 7 3,550 4,450 19,320 Use of Money and Property 8 167,527 157,468 186,210 Intergovernmental 9 6,914,479 2,542,834 2,491,569 Charges for Fees & Service 10 6,341,077 6,162,889 5,733,990 Special Assessments 11 0 0 0 Miscellaneous 12 1,416,467 2,515,493 2,988,724 Other Financing Sources 13 5,899,928 7,754,072 3,761,150 Transfers In 14 5,505,412 6,353,674 5,201,360 Total Revenues and Other Sources 15 35,229,636 34,041,454 28,794,012

Expenditures & Other Financing Uses Public Safety 16 2,311,714 2,325,314 2,043,987 Public Works 17 1,674,443 2,841,293 1,507,155 Health and Social Services 18 2,000 2,000 1,200 Culture and Recreation 19 1,608,957 1,583,904 1,353,431 Community and Economic Development 20 1,338,623 1,144,373 757,970 General Government 21 2,296,229 2,215,288 2,409,628 Debt Service 22 2,642,914 2,118,751 2,789,577 Capital Projects 23 7,486,486 5,818,996 7,849,259 Total Government Activities Expenditures 24 19,361,366 18,049,919 18,712,207 Business Type / Enterprises 25 11,314,320 12,405,964 3,436,294 Total ALL Expenditures 26 30,675,686 30,455,883 22,148,501 Transfers Out 27 5,505,412 6,353,674 5,201,360 Total ALL Expenditures/Transfers Out 28 36,181,098 36,809,557 27,349,861 Excess Revenues & Other Sources Over (Under) Expenditures/Transfers Out 29 -951,462 -2,768,103 1,444,151 Beginning Fund Balance July 1 30 11,339,047 14,107,150 12,662,999 Ending Fund Balance June 30 31 10,387,585 11,339,047 14,107,150 Grinnell FINANCE COMMITTEE Meeting MONDAY, MARCH 4, 2019 AT 7:00 A.M. IN THE LARGE CONFERENCE ROOM ON THE 2ND FLOOR OF THE CITY HALL

TENTATIVE AGENDA ROLL CALL: Wray (Chair), White, Hansen.

PERFECTING AND APPROVAL OF AGENDA:

COMMITTEE BUSINESS:

1. Consider resolution adopting the final budget for the fiscal year ending June 30, 2020 (See Resolution No. 2019-20). 2. Consider approval of RDG Planning and Design as the architect for CDBG Façade Project No. 2. 3. Consider resolution adopting the amended Personnel Policy Manual (Resolution No. 2019-21). 4. Consider approval of 2019 Iowa Campus Compact Summer AmeriCorps Program on behalf of the Drake Community Library.

INQUIRIES:

ADJOURN: RESOLUTION NO. 2019-20

A RESOLUTION ADOPTING THE FINAL BUDGET FOR THE FISCAL YEAR ENDING JUNE 30, 2020

Be It Resolved by the Council of the city of Grinnell, Iowa:

The annual budget for the fiscal ending June 30, 2020, as set forth in the Budget Summary Certificate and in the detailed budget in support thereof showing the revenue estimates and appropriation expenditures and allocations to programs for said fiscal year is adopted, and the clerk is directed to make the filings required by law and to set up her books in accordance with the summary and details as adopted.

AYES: NAYS: ABSTENTION: ABSENT:

Passed and approved on this 4th day of March 2019.

DAN F. AGNEW, MAYOR

ATTEST:

P. KAY CMELIK, CITY CLERK/FINANCE DIRECTOR

• • • • • • • • CDBG experience

Community Development Block Grants - Downtown Façade Rehabilitations THROUGHOUT IOWA Historic districts are an important aspect to our cities and towns; helping communities realize their potential is a passion of ours. Our design team has worked on numerous downtown façade rehabilitation projects, funded in part by Community Development Block Grants (CDBG). These projects require extensive teamwork between grant administrators, building owners, city representatives, the State Historic Preservation Office, and contractors. From the initial application renderings and estimates of probable costs through construction administration, RDG’s restoration team has extensive experience with downtown revitalization projects. Each of these projects comply with the Secretary of the Interior’s Standards for Rehabilitation and undergo a Section 106 review. Following Federal Labor Standards, including the Davis-Bacon Act, wage rates are required on all CDBG projects.

BEFORE - Grinnell AFTER - Grinnell

BEFORE - Montezuma AFTER - Montezuma

BEFORE - Storm Lake AFTER - Storm Lake Community Development Block Grants - Downtown Façade Rehabilitations THROUGHOUT IOWA

LOCATIONS AND YEAR OF SUBMISSION

• Adel - 2013 • Belle Plaine - 2009 • Carlisle - 2014 (application only) • Charles City - 2012 • Cherokee - 2015 • Clarinda - 2017 • Colfax - 2011 • Conrad - 2012 • Fairfield - 2014 (application only) • Grinnell - 2014 • Guthrie Center - 2013 • Harlan - 2016 • Ida Grove - 2014 • Montezuma - 2013 • Osage - 2015 • Storm Lake - 2013 • Stuart - 2013 • Winterset - 2017 Application process Façade improvements

Through 2017, the State of Iowa has awarded 51 communities with Community Development Block Grants for Downtown Revitalization. RDG Planning & Design has completed designs and seen 17 of these communities through construction – that’s over 30%! This accounts for nearly three times as many CDBG Downtown Revitalization projects as any other firm in Iowa. RDG DESIGNS & CONSTRUCTION ADMINISTRATION Other Firms • Adel One project each 15% • Belle Plaine Firm ‘G’ 17 Communities • Charles City 2 Communities 4% • Cherokee 33% • Clarinda Firm ‘F’ • Colfax 3 Communities 6% • Conrad • Grinnell Firm ‘E’ • Guthrie Center 4 Communities 8% • Harlan • Ida Grove Firm ‘A’ • Montezuma Firm ‘D’ 3 Communities 6 Communities 12% • Osage 6% • Storm Lake Firm ‘C’ Firm ‘B’ • Stuart 4 Communities 8% 4 Communities 8% • Winterset before & after

BEFORE AFTER Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation ADEL, IOWA • Number of Storefronts: 20 • Construction Costs: $905,152 • Completion Date: September 2015

PROPOSED Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation FAIRFIELD, IOWA RDG assisted in the development of preliminary design concept drawings to be included in their CDBG Grant application. Conceptual drawings were provided for 17 building façades which included “before” and “after” images. Additionally, RDG provided an Opinion of Probable Construction Cost based on the street level observations made by the RDG team. EXISTING

AFTER Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation GUTHRIE CENTER, IOWA • Number of Storefronts: 18 • Construction Costs: $712,674 • Completion Date: April 2015 • 2014 Main Street Iowa community

BEFORE BEFORE AFTER Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation STORM LAKE, IOWA • Number of Storefronts: 9 • Construction Costs: $641,782 • Completion Date: December 2015

AFTER Main Street Façade CDBG FUNDING: $800,000 Awarded Rehabilitation BELLE PLAINE, IOWA • Number of Storefronts: 35 • Construction Costs: $2,048,946 • Completion Date: June 2012 • 2008 Main Street Iowa community

BEFORE

AFTER Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation CHARLES CITY, IOWA • Number of Storefronts: 21 • Construction Costs: $781,936 • Completion Date: August 2014

BEFORE AFTER Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation CONRAD, IOWA • Number of Storefronts: 23 • Construction Costs: $643,943 • Completion Date: July 2014 • 2011 Main Street Iowa community

BEFORE

AFTER Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation GRINNELL, IOWA • Number of Storefronts: 13 • Construction Costs: $1,273,784 • Completion Date: February 2017

BEFORE

BEFORE AFTER Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation MONTEZUMA, IOWA • Number of Storefronts: 18 • Construction Costs: $712,674 • Completion Date: April 2015 BEFORE AFTER Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation HARLAN, IOWA • Number of Storefronts: 20 • Construction Costs: $637,616 • Completion Date: September 2017

AFTER Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation CLARINDA, IOWA • Number of Storefronts: 14 • Construction Costs: $713,178 • Completion Date: November 2018

BEFORE

BEFORE PROPOSED Main Street Façade CDBG FUNDING: $500,000 Awarded Rehabilitation WINTERSET, IOWA • Number of Storefronts: 25 • Construction Costs: $1,342,660 • Completion Date: August 2019 firm profile

From our newest team members to the founding principals who began their practices in the 1960s, RDG Planning & Design is a multifaceted network of design and planning professionals. Diverse in knowledge and experience, we are united in the pursuit of meaning for our clients and ourselves. Officially formed in 1989 as the Renaissance Design Group Corporation and crafted to bring well established firms together into practice, SERVICES: our two business centers of RDG IA Inc. and RDG Schutte Wilscam Birge, Inc. create one distinct organization • Architecture with the shared purpose of creating meaning together. • Art Studio • Engineering • Graphic Design CREATE. & Multimedia • Interior Design Creation is a result of every interaction with our clients and those they serve. Ultimately, we help create lasting • Landscape Architecture relationships between people and the places they live and love. • Lighting Design • Strategic Facilities Planning MEANING. • Sustainability We find meaning in relationships, and in people and the deep connections they have to their environments. When we find meaning, we achieve a deeper understanding of how to create the very best spaces to work, MARKETS: live, and play. • College & University • Community Planning • Regional Planning TOGETHER. • Corporate The most important member of our team is you. You know your needs better than anyone else, and you’re • Early Learning • Government the advocate for the effort because you’ll love and care for your space long after we celebrate its completion. • Healthcare Fifty years of dedication to success have taken us around the world. Today, our commitment to communication • K-12 Education • Parks & Recreation and technology allows us to engage our clients anywhere they may be from our offices in Omaha, Nebraska; • Public Safety Des Moines, Iowa; St. Louis, Missouri; and Ft. Myers, Florida. We’re free from boundaries and able to work on • Restoration a regional, national, or global scale. Our interdisciplinary approach allows us to integrate our broad areas of • Senior Living expertise and apply the right team members to any given endeavor. • Sports • Urban Design • Worship 172 82 27 64% architecture Great architecture is more than what you see – it’s how it makes you feel. We collaborate with clients to create the best solutions for those who will ultimately use the spaces we design. More than five decades of experience in consulting, planning, and design for both public and private clients has helped RDG achieve recognition as one of the nation’s top firms. artistry Our art studio thoughtfully creates both structural and ornamental artworks, integrating them into public and private spaces as well as the landscape. Our comprehensive process includes research, documentation, creativity, and collaboration to meet each client’s unique tastes and needs. engineering Staying on top of industry requirements allows us to incorporate the best engineering opportunities into your BEST facilities. With flexibility for future expansion in mind, we work to enhance energy efficiency, lower operating OF DES costs, and integrate technology, engineering systems you can depend on for the life of your facility. MOINES 2016 voted best graphic design & multimedia architecture firm, Whether creating environmental graphics, wayfinding signage, branding, promotional materials, videos, Business Record websites, or 3D visualization, our skilled designers combine creative approach and technical ability to communicate your message, tell your story, and add dimension to your project. #137 OF 300 interior design nations top Our imaginative solutions are inspired by our client and project types. With the design team, we create producing firms, Architectural solutions that function, are aesthetically pleasing, and are in harmony with the entire architectural project. Record Magazine Our job is to ensure that your space reflects your distinctive identity, vision, and purpose. landscape architecture TOP 1OO We respectfully integrate the built and natural environments, whether creating a community park or Green Design firms, reimagining a city streetscape. Our understanding of the combination of art and science helps us shape the Engineering News landscape to create special and memorable experiences for our clients and communities. Record Magazine lighting design From the start, our lighting designers are involved with every project to find your best lighting solutions. #107 OF 333 The right lighting adds ambience to your space, but also saves energy and maintenance costs. Our systems architectural firms, enhance and compliment the surrounding landscape and architecture – both functionally and aesthetically. The Almanac of Architecture and Design planning A vital tool for insights into work processes, return on investment, cash flow, and debt load, our process is rooted in our clients’ vision. We help align your facilities with your mission, achieve your business goals, earn GOLD employee support, strengthen your competitive edge, and enhance your business performance. LEVEL bicycle friendly sustainability business, The League Improving the comfort and health of users and optimizing facility operations are our commitments to help you of American Bicyclists achieve maximum and lasting value. Considering human, ecologic, and economic factors, together we find solutions to increase efficiency, reduce waste, improve outcomes, and exceed expectations. restoration

Renaissance… a rebirth or revival. It’s our philosophy and approach to the built environment around us – buildings, structures and landscapes rich in

history, full of ade potential, for this and future generations. ç Fa West Exterior Restoration

, Iowa State Capitol

Every building has its own language, its own history, and its own story to tell. A new chapter is written with each new inhabitant.

At RDG, it is our passion to uncover and discover, celebrate and adapt, interpret and extrapolate, that part of the story that each of us helps to write - that future generations may look back on what we have accomplished, and aspire to our dedication and wisdom. restoration

PURPOSE: We dedicate ourselves to providing quality design that celebrates and respects the past, while creating a statement for future generations to appreciate. Some projects strive for a literal and strict interpretation and restoration of historic materials, finishes, and spaces. Others balance this approach with the provision of modern amenities, enhancements for accessibility and safety, and planning for future adaptations. Successful restoration and rehabilitation projects serve the needs of the users, resulting in a well-maintained historic building.

PEOPLE: RDG has extensive knowledge and experience with an array of time periods, their construction materials, and their methods. This background creates a baseline of information for each project. We meet with the client to integrate this information with the project goals. A thorough understanding of the original design reveals the opportunities for the addition of any new interior and exterior design elements.

PROCESS: RDG conducts condition assessment surveys for the existing building envelope and interior components to determine the life cycle of architectural elements. We use a broad range of analytical and testing services to characterize building materials and diagnose causes of deterioration. Using a combination of laboratory and field work, we regularly investigate masonry, mortars, plasters, surface finishes, wood, metals and moisture issues for historical buildings. We work in partnership with local and state historic preservation authorities to ensure applicable standards are met.

West Des Moines Historic City Hall - West Des Moines, IA Harbach Lofts - Des Moines, IA restoration

World Food Prize - Hall of Laureates - Des Moines, IA

City of Grinnell Façade Rehabilitation - Grinnell, IA

Iowa State University Morrill Hall - Ames, IA Iowa State Capitol Rotunda - Des Moines, IA restoration

RDG is a multifaceted network of design and planning professionals, dedicated to applying our talents in extraordinary ways. Intentionally diverse in knowledge and experience, yet wholly SERVICES: united in our purpose, Historic Structure Reports Analysis Design we are boundless in the Building Materials and Components Historic Design Guidelines Monument Conservation Design ® pursuit of success for Evaluation / Documentation LEED Certification Construction Administration - Treatment of Preservation, Restoration, and Conservation Landscape Design / Lighting Design / Historic Materials our clients. RDG is proud Planning and Design Streetscape Design Construction and Maintenance Manuals to be making a positive Analytical and Testing Services / Forensic Sympathetic Rehabilitation and Additions Building and Façade Assessment difference in the REPRESENTATIVE CLIENTS: lives of many people. Belle Plaine Façade Rehabilitation Iowa State Capitol Restoration Polk County Courthouse Chamberlin Building - Westgate Iowa State Capitol - Soldiers & Sailors Randall Story State Bank Rehabilitation Rehabilitation Monument Restoration St. Ambrose University Clay County Courthouse Iowa State University St. Ambrose Cathedral Colfax Façade Rehabilitation Iowa State Fair Grounds St. Paul’s Episcopal Church Denison Iowa - Opera House Jasper County Courthouse Spaulding Center for Transportation Des Moines Public Schools Kenyon Building Rehabilitation Terrace Hill Governor’s Mansion Restoration Des Moines Area Community College Living History Farms Museum US Army Fitness Facility - Fort Monroe Drake University Marshall County Courthouse Vermeer Mill and Interpretive Center Graceland University Maytag Corporation West Des Moines Community Schools Grand View College Milan, MO Downtown Building Assessment West Des Moines Valley Junction Historic City Homestead Building Monroe County Courthouse - Study Hall Rehabilitation Hotel Pattee Pella Fire Station and City Jail Woodbury County Courthouse Restoration Hotel Winneshiek and Opera House Pella Opera House World Food Prize Hall of Laureates Iowa State Capitol - Allison Monument Plattsmouth, NE Downtown Historic Restoration Guidelines

CONTACT:

Scotney Fenton, AIA RDG Planning & Design 301 Grand Avenue Des Moines, IA 50309 515.288.3141 [email protected] www.rdgusa.com restoration

Façade Rehabilitation ADEL, IOWA Proposed work to improve about 20 different storefronts was reviewed by the State Historic Preservation Office, and The City of Adel received much of this funding in grants from the Community Development Block Grant (CDBG) Program. The façades will be returned to their historic appearance where possible with masonry repair, renovation of the upper or lower storefront windows and new canvas awnings and signage. The challenge in rehabilitation is anticipating the unknown conditions hidden in these historical buildings, however this project is certain to jump-start investment in this classic Iowa community.

BEFORE AFTER

OWNER REFERENCE: Anthony Brown City Administrator City of Adel 301 S. 10th St., P.O. Box 248 Adel, IA 50003 515.993.4525 [email protected] Façade Rehabilitation ADEL, IOWA

PROGRAM:

Phase 1: Phase 2: • Review of Slum and Blight Survey • Three (3) design meetings with individual building owners. • Historic research through photographs to understand • Designs and construction administration for exterior repairs, original appearance. including: • Schematic design of new storefront. • Demolition of slum and blight conditions. • Repointing and other masonry repairs. • Recreation of missing historic elements when appropriate. • Rehabilitation or installation of new windows. • Rehabilitation of historic storefronts. • Insulated glazing and awnings to increase energy efficiency.

METRICS:

Schedule: Completion Date: October 2015 Construction Costs: $782,875 Size: 20 Storefronts PARTICIPANTS:

Architect: RDG Planning & Design Contractor: Cornerstone Commercial Contractors, Inc. restoration

Façade Rehabilitation GRINNELL, IOWA Grinnell, Iowa, home to Grinnell College, experienced a building boom in the late 19th century, creating a solid stock of commercial buildings downtown. While most of these structures have been well maintained, the community was in need of additional investment to bear its full potential. Coupled with enthusiastic owners, 13 different storefronts, all of them two story and all of them historic, were repaired and restored. Extensive storefront reconstruction and masonry restoration work even rescued a building from Preservation Iowa’s© 2016 Most Endangered Properties list. These buildings will continue to contribute to the vibrant downtown for generations to come.

Rescued from Preservation Iowa’s 2016 Most Endangered Properties list!

OWNER REFERENCE: P. Kay Cmelik City Clerk / Finance Director City of Grinnell 927 4th Avenue Grinnell, IA 50112 641.236.2601 [email protected] Façade Rehabilitation GRINNELL, IOWA

PROGRAM:

Schedule: Completion Date: February 2017 Construction Costs: $1,273,784 Size: 13 Storefronts

PARTICIPANTS:

Architect: RDG Planning & Design Contractor: Garling Construction, Inc. restoration

Façade Rehabilitation MONTEZUMA, IOWA As the county seat of Poweshiek County, the town square in Montezuma is full of a variety of businesses including a variety of service and retail businesses, residences, and fraternal organizations. Many of these businesses were part of an 18-building façade improvement project completed in 2016. With the oldest building in the project dating back to 1875, restoration was certainly important to this community. Masonry repairs, renovations of storefronts, and new canvas awnings and signage were some of the larger projects undertaken. With so many transformations, members of the Montezuma community can once again be proud of their iconic Iowa town square.

BEFORE AFTER

OWNER REFERENCE: Whitney Baethke Dir. of Community Development City of Montezuma 501 E Main, PO Box 314 Montezuma, IA 50171 641.623.5617 Façade Rehabilitation MONTEZUMA, IOWA

PROGRAM:

Schedule: Completion Date: April 2015 Construction Costs: $712,674 Size: 18 Storefronts

PARTICIPANTS:

Architect: RDG Planning & Design Contractor: Cornerstone Commercial Contractors, Inc. restoration

Façade Rehabilitation STORM LAKE, IOWA Storm Lake is known for its diverse community, and the 9 buildings that were a part of the Downtown Revitalization project are no different. Ranging in date from 1884 – 1927, the facades of Storm Lake’s Lake Avenue had seen a variety of changes over the decades. With an emphasis on restoration, many unique architectural qualities were uncovered and highlighted during this project. As a town that plays an important role in Iowa tourism, Storm Lake’s business district has just completed another major step in their downtown revitalization plan.

OWNER REFERENCE: Sue Vossberg City of Storm Lake 620 Erie Street P.O. Box 1086 Storm Lake, IA 50588 712.732.8000 [email protected] Façade Rehabilitation STORM LAKE, IOWA

PROGRAM:

Schedule: Completion Date: December 2015 Construction Costs: $641,782 Size: 9 Storefronts

PARTICIPANTS:

Architect: RDG Planning & Design Contractor: Cornerstone Commercial Contractors, Inc. restoration

City Hall and Police Station Façade Improvements DES MOINES, IOWA RDG provided design and construction services for the stone repair and repointing at City Hall and the Police Station in downtown Des Moines. Construction was completed in September 2017.

1 2 3 4 5 6

GENERAL NOTES - CITY HALL: MATERIALS LEGEND

1. REMOVE ABANDONED ANCHORS IN STONE, AT LOCATIONS DIRECTED BY 100% REPOINT 50% REPOINT ARCHITECT. APPROXIMATELY 3/4" DIAMETER, FILL AND PATCH WITH STONE PATCHING COMPOUND TO MATCH ADJACENT STONE. QUANTITY FOR CITY HALL: 100 LOCATIONS. (QUANTITY ALLOWANCE.)

2. EXISTING CRACKS IN STONE WITH WIDTHS EQUAL TO OR GREATER THAN 25% REPOINT SURFACE PATCH TYPICAL MORTAR JOINT WIDTH SHALL BE REPOINTED IN QUANTITIES SHOWN ON EACH FACADE.

3. EXISTING CRACKS IN STONE WITH WIDTHS EQUAL TO OR GREATER THAN DESIGN 1/2 TYPICAL MORTAR JOINT WIDTH SHALL BE ENLARGED TO THE TYPICAL E MORTAR JOINT WIDTH AND REPOINTED IN QUANTITIES SHOWN ON EACH E FACADE. ALTERNATE #2: CLEAN ALL MASONRY THIS FACADE. 4. EXISTING CRACKS IN STONE WITH WIDTHS LESS THAN 1/2 TYPICAL PATCH MASONRY AT LOCATIONS MORTAR JOINT WIDTH SHALL RECEIVE CRACK INJECTION REPAIRS. INDICATED.

QUANTITY FOR CITY HALL: 100 LINEAR FEET OF CRACKS. (QUANTITY PLANNING ALLOWANCE.) REPOINT 100% ALL MASONRY JOINTS. 5. IN THE AREAS TO BE REPOINTED, THE EXISTING JOINTS POINTED WITH SEALANT SHALL HAVE THE SEALANT REMOVED AND THE JOINT SHALL BE REPOINTED WITH MORTAR, UNLESS OTHERWISE NOTED.

6. PREPARE AND PAINT STEEL ANCHORS, IF EXPOSED, AT LOCATIONS REPOINT INTERIOR AND EXTERIOR ARCHITECT: SHOWN TO RECEIVE SURFACE PATCH. FACES OF BALUSTRADES FOR RDG Planning & Design 301 Grand Avenue SCOPE SHOWN. (TYPICAL) Des Moines, Iowa 50309-1718 Phone: (515) 288-3141 www.rdgusa.com

REPOINT 50% ALL MASONRY JOINTS.

INCLUDE PROJECTIONS AND DOCUMENTS CONSTRUCTION RECESSES ALONG THE FACE OF THE WALL. (TYPICAL)

D D

REPOINT 100% ALL MASONRY JOINTS.

PROVIDE HISTORIC STONE CONSOLIDATION TO 30 SQUARE FEET OF SURFACE, VERIFY LOCATIONS WITH ARCHITECT.

CITY HALL WEST FACADE 1 1/8" = 1'-0" C C

ALTERNATE #2: CLEAN ALL MASONRY THIS FACADE. PATCH MASONRY AT LOCATIONS

INDICATED. ACTIVITY10-2016-010 I.D. 1 2 3 4 5 6 1 2 3 4 REPOINT INTERIOR5 AND EXTERIOR FACES OF BALUSTRADES FOR SCOPE SHOWN. MATERIALS(TYPICAL) LEGEND REPOINT 100% ALL MASONRY JOINTS. MATERIA 100% REPOINT 50% REPOINT

ALTERNATE #1: REMOVE AND REINSTALL 100% REPOINT STONE AND BRICK MASONRY CHIMNEY. BASE BID:ALTERNATE REMOVE STONE #1: ANDREMOVE BRICK AND REINSTALL 25% REPOINT SURFACE PATCH MASONRY CHIMNEY, PROVIDE STONE AND BRICK MASONRY CHIMNEY. ALTERNATE #2: CLEAN ALL PREFINISHED METAL CAP. 25% REPOINT

BASE BID: REMOVE STONE AND BRICK MASONRY THIS FACADE. DESIGN E MASONRY CHIMNEY, PROVIDE GENERAL NOTES - POLICE STATION: E PREFINISHED METAL CAP. ALTERNATE #2: CLEAN ALL MASONRY THIS FACADE. 1. REPAIR TO THE EXTERIOR STAIR RISERS, TREADS, AND RAILINGS AT THE INCLUDE WORK TO THE SIDES OF REPOINT 100% ALL MASONRY JOINTS. NORTH AND WEST ELEVATIONS ARE NOT INCLUDED AS A PART OF THIS PROJECT. E THE ADDITION (NOT SHOWN). PLANNING GENERAL NOTE 2. RETURN SIDES OF PILASTERS, ENGAGED COLUMNS, DEEP WINDOW JAMBS AND OTHER SHORT RETURNS ON ELEVATIONS ARE TO BE REPAIRED IF INCLUDED IN THE NOTED AREAREPOINT OF REPAIR 25% UNLESS ALL MASONRY NOTED OTHERWISE. JOINTS. 1. REPAIRTOTHEEXTERIORS B INCLUDE WORK TO THE SIDES OF INCLUDE PROJECTIONS AND RECESSES B NORTH AND WEST ELEVATIO REPOINT 100% ALL MASONRY JOINTS. 3. REMOVE ABANDONED ANCHORS IN STONE, AT LOCATIONS DIRECTED BY ALONG THE FACE OF THE 400 HALL: CITY DRIVE RAY D. ROBERT STATION:POLICE 25 EAST STREET 1ST IA MOINES, DES 50309 DESOF CITY MOINES PROJECT. THE ADDITION (NOT SHOWN). ARCHITECT. APPROXIMATELY 3/4" DIAMETER, FILL AND PATCH WITH STONE PATCHING COMPOUND TO WALL.(TYPICAL)MATCH ADJACENT STONE. QUANTITY FOR ARCHITECT: POLICE STATION: 100 LOCATIONS. (QUANTITY ALLOWANCE) RDG PlanningKEY PLAN & Design2. RETURN SIDES OF PILASTER 301 Grand Avenue AND OTHER SHORT RETURN 4. EXISTING CRACKS IN STONE WITH WIDTHS EQUAL TO OR GREATER THAN Des Moines, Iowa 50309-1718 INCLUDED IN THE NOTED AR TYPICAL MORTAR JOINT WIDTH SHALL BE REPOINTED IN QUANTITIES Phone: (515) 288-3141 www.rdgusa.com SHOWN ON EACH FACADE. 3. REMOVE ABANDONED ANCH 5. EXISTING CRACKS IN STONE WITH WIDTHS EQUAL TO OR GREATER THAN 1/2 ARCHITECT. APPROXIMATEL TYPICAL MORTAR JOINT WIDTHREMOVE SHALL MASTICBE ENLARGED OFF TO OF THE STONE. TYPICAL PATCHINGCOMPOUNDTOM MORTAR JOINT WIDTH AND REPOINTED IN QUANTITIES SHOWN ON EACH POLICE STATION: 100 LOCAT FACADE. CONSTRUCTION DOCUMENTS CONSTRUCTION AT COLUMN BASE, EACH SIDE OF 6. EXISTING CRACKS IN STONE WITH WIDTHS LESS THAN 1/2 TYPICAL MORTAR 4. EXISTING CRACKS IN STONE JOINT WIDTH SHALL RECEIVE CRACK INJECTION REPAIRS. QUANTITY FOR TYPICALMORTAR JOINTWID DOOR, PROVIDE HISTORIC STONE CITY HALL: 100 LINEAR FEET OF CRACKS. (QUANTITY ALLOWANCE.) CONSOLIDATION TO 30 SQUARE SHOWN ON EACH FACADE. FEET OF SURFACE, VERIFY 7. IN THE AREAS TO BE REPOINTED, THE EXISTING JOINTS POINTED WITH LOCATIONS WITH ARCHITECT. SEALANT SHALL HAVE THE SEALANT REMOVED AND THE JOINT SHALL BE 5. EXISTING CRACKS IN STONE REPOINTED WITH MORTAR, UNLESS OTHERWISE NOTED. TYPICALMORTAR JOINTWID REMOVE EXISTING PATCHES AND MORTAR JOINT WIDTH AND R PROVIDE NEW STONE PATCHING 8. PREPARE AND PAINT STEEL ANCHORS, IF EXPOSED, AT LOCATIONS SHOWN REV DATE DESCRIPTION FACADE. COMPOUND TO 20 SQUARE FEET TO RECEIVE SURFACE PATCH. ISSUED: NOVEMBER 14, 2016 OF SURFACE, VERIFY LOCATIONS 6. EXISTING CRACKS IN STONE AT COLUMN BASE, EACH SIDE OF REPOINT 100% ALL MASONRY JOINTS. RDG PROJECT NO: 2016.457.00 WITH ARCHITECT. JOINT WIDTH SHALL RECEIV D BUILDING ADDITION D DSM ACTIVITY ID NO: 10-2016-010 DOOR, PROVIDE HISTORIC STONE CITY HALL: 100 LINEAR FEET CONSOLIDATION TO 30 SQUARE C 2016 RDG Planning & Design FEET OF SURFACE, VERIFY THESE DOCUMENTS HAVE BEEN PREPARED7. BY RDG IA Inc. IN THEAREASTOBE REPOIN SPECIFICALLY FOR THE FOLLOWING PROJECT: SEALANT SHALL HAVE THE S REPOINT 100% ALL MASONRY JOINTS. LOCATIONS WITH ARCHITECT. CITY HALL AND POLICE STATION FACADE IMPROVEMENTS - ACTIVITY REPOINTED WITH MORTAR, U REMOVE EXISTING PATCHES AND I.D. 10-2016-010 THEY ARE NOT SUITABLE FOR USE ON OTHER PROJECTS OR IN PROVIDE NEW STONE PATCHING OTHER LOCATIONS WITHOUT THE EXPRESS WRITTEN8. APPROVAL PREPARE AND PAINT STEEL AND PARTICIPATION OF RDG Planning & Design. REPRODUCTION IS A A PROHIBITED. THIS DRAWING MAY NOT REPRESENT ALL CHANGES TO RECEIVE SURFACE PATC COMPOUND TO 20 SQUARE FEET THAT HAVE OCCURRED DURING BID OR CONSTRUCTION PHASES. CONSTRUCTION DOCUMENTS, ADDENDA & CHANGE DOCUMENTS OF SURFACE, VERIFY LOCATIONS REMAIN THE OFFICIAL CONSTRUCTION DOCUMENTS. WITH ARCHITECT. D BUILDING ADDITION EXTERIOR ELEVATIONS CITY HALL REPOINT 100% ALL MASONRY JOINTS. CITY HALL EAST FACADE 2 1/8" = 1'-0"

COLUMN BASE PHOTO #1 CITY AND HALL POLICE STATION FACADE IMPROVEMENTS - A05.02 SHEET SIZE: 30"x42"(ARCH E1) PM 4:16:11 11/10/2016 1 2 3 4 5 N.T.S. 6 PLAN FILE NO. 563-187

POLICE NORTH FACADE C 1 1/8" = 1'-0" C

REPOINT 50% ALL MASONRY JOINTS AT WALLS AT ROOFTOP STRUCTURES, BASED ON 600 SQUARE FEET OF WALL SURFACE AREA.

ACTIVITY I.D. 10-2016-010 I.D. ACTIVITY COLUMN BASE N.T.S. ALTERNATE #1: REMOVE AND REINSTALL STONE AND BRICK MASONRY CHIMNEY. BASE BID: REMOVE STONE AND BRICK MASONRY CHIMNEY, PROVIDE PREFINISHED METAL CAP.

REPOINT 100% ALL MASONRY JOINTS. POLICE NORTH FACADE C 1 1/8" = 1'-0"

ALTERNATE #2: CLEAN ALL MASONRY THIS FACADE. REPOINT 50% ALL MASONRY JOINTS AT WALLS AT ROOFTOP STRUCTURES, BASED ON 600 SQUARE FEET OF WALL SURFACE AREA. INCLUDE WORK AT THE WALL AT THE PROJECTION (NOT SHOWN) TO MATCH THE ADJACENT WORK DESCRIBED. B B

ALTERNATE #1: REMOVE AND REINSTALL 400 HALL: CITY DRIVE RAY D. ROBERT STATION:POLICE 25 EAST STREET 1ST IA MOINES, DES 50309 DESOF CITY MOINES STONE AND BRICK MASONRY CHIMNEY. KEY PLAN BASE BID: REMOVE STONE AND BRICK MASONRY CHIMNEY, PROVIDE PREFINISHED METAL CAP.

REPOINT 100% ALL MASONRY JOINTS.

ALTERNATE #2: CLEAN ALL MASONRY THIS FACADE.

REV DATE DESCRIPTION OWNER ISSUED: NOVEMBER 14, 2016 RDG PROJECT NO: 2016.457.00 REPOINT 100% ALL MASONRY JOINTS. INCLUDE WORK AT THE WALL AT THEDSM ACTIVITY ID NO: 10-2016-010 REFERENCE: PROJECTION (NOT SHOWN) TO MATCHC 2016 RDG Planning & Design THE ADJACENT WORK DESCRIBED. THESE DOCUMENTS HAVE BEEN PREPARED BY RDG IA Inc. REPOINT 100% ALL MASONRY JOINTS. SPECIFICALLY FOR THE FOLLOWING PROJECT: B CITY HALL AND POLICE STATION FACADE IMPROVEMENTS - ACTIVITY I.D. 10-2016-010 Jill Tenney THEY ARE NOT SUITABLE FOR USE ON OTHER PROJECTS OR IN OTHER LOCATIONS WITHOUT THE EXPRESS WRITTEN APPROVAL AND PARTICIPATION OF RDG Planning & Design. REPRODUCTION IS A A PROHIBITED. THIS DRAWING MAY NOT REPRESENT ALL CHANGES THAT HAVE OCCURRED DURING BID OR CONSTRUCTION PHASES. CONSTRUCTION DOCUMENTS, ADDENDA & CHANGE DOCUMENTS City of Des Moines REMAIN THE OFFICIAL CONSTRUCTION DOCUMENTS. EXTERIOR 400 Robert D. Ray Drive ELEVATIONS POLICE ST. Des Moines, IA 50309 POLICE SOUTH FACADE 2 1/8" = 1'-0" CITY AND HALL POLICE STATION FACADE IMPROVEMENTS - A05.04 515.283-4032 SHEET SIZE: 30"x42"(ARCH E1) PM 4:16:24 11/10/2016 1 2 3 4 5 6 PLAN FILE NO. 563-189 [email protected]

REPOINT 100% ALL MASONRY JOINTS.

POLICE SOUTH FACADE 2 1/8" = 1'-0"

SHEET SIZE: 30"x42"(ARCH E1) PM 4:16:24 11/10/2016 1 2 3 4 5 restoration

City Hall Relocation GRINNELL, IOWA RDG renovated the original historic Spaulding automobile factory in 2012, transforming the site into a state-of-the-art, interactive museum and education center. In 2017, the existing space was renovated to accommodate the new city hall offices and program spaces. Modifications were made to the existing architectural walls, doors, floors, ceilings and finishes; existing mechanical, electrical, plumbing, fire alarm and fire suppression systems.

OWNER REFERENCE: Russ Behrens City Manager 927 4th Avenue Grinnell, Iowa 50112 641.236.2600

Gerald Schnepf, Former Director, Iowa Transportation Museum 300 E. Locust St. Des Moines, Iowa 50309 515.323.6507 restoration

Valley Junction Historic City Hall Rehabilitation WEST DES MOINES, IOWA This historic 1905 era brick storefront originally housed the Valley Junction (now West Des Moines) Fire Department and City Hall. The program included creation of a community welcome center at the street level with a multi-purpose classroom and meeting room on the second floor. This building was also to provide an example of sustainable design within an historic building context, with a goal of LEED® Platinum Certification. This building was also a candidate for a Main Street Challenge Grant, while also following federal bidding and construction guidelines. The building is listed on the National Register of Historic Places.

OWNER REFERENCE: Linda Schemmel City of West Des Moines 4200 Mills Civic Pkwy, Ste 2D West Des Moines, Iowa 50265 515.222.3620 [email protected] Valley Junction Historic City Hall Rehabilitation WEST DES MOINES, IOWA

PROGRAM:

• Masonry Replacement, Repair & Repointing • Wood Window Restoration • New Decorative Metal Pediment Reconstructed from Photographs • Wood Door Restoration • Solar Panels on Roof • Metal Tin Ceiling Restoration • Green Roof • Sprinkler System in Historic Context

METRICS:

Schedule: Date Completed: Spring 2012 Construction Costs: $1.2 million

RECOGNITION:

• 2011 Sustainability in Preservation Award • 2012 Environmental Impact Award • 2012 Great American Main Street Award

PARTICIPANTS:

Architect of Record: RDG Planning & Design restoration

Harbach Lofts DES MOINES, IOWA The L. Harbach & Sons Co. Warehouse and Factory Complex, built in 1906, is two newly rehabilitated buildings consisting of 103 studio, one-bedroom, and two-bedroom apartments; retail space; theater room; and fitness room. Each building offers separate amenities maximizing space efficiencies, while allowing the users access to both. Injecting a retail and coffee shop on the street level creates a dynamic environment for both tenant and the public use. The interior design was inspired by exposing the raw exterior materials like brick and existing interior materials by refinishing the original wood floors and wood beams.

OWNER REFERENCE: Kent Mauck Encore Properties 3822 Greenwood Drive Des Moines, IA 50312 515.975.6149 [email protected] Harbach Lofts DES MOINES, IOWA

Design of a center courtyard between the two separate buildings adds a visual and physical connection which re-imagines a past building linkage. As a National Register of Historic Places building, the rehabilitation highlights the warehouse and factory history while converting the space into new use.

PROGRAM:

• 103 market rate apartments Funding Sources: • 5,000 SF of Commercial spaced • Bank Financing • 23 rentable bike lockers • Federal Historic Tax Credits • 67 on-site parking spaces • State Historic Tax Credits • 101 rentable storage locker • Greyfield Tax Credits • Workforce Housing Tax Credits • Owner Equity ($2,000,000+)

METRICS:

Schedule: Design Began: January 2015; Occupancy Date: Building A- February 1, 2017 and Building B- March 1, 2017 Construction Costs: $25,000,000 Size: 100,000 SF (Both Buildings)

PARTICIPANTS:

Architect: RDG Planning & Design restoration

The World Food Prize - Hall of Laureates DES MOINES, IOWA Our design team worked in consultation with the State Historic Preservation Office to restore and rehabilitate an 1899 public library building into a landmark fixture housing the headquarters for the World Food Prize Foundation. Our team thoughtfully integrated a number of modern features to ensure the safety, accessibility, sustainable energy savings components and comfort to those using the building, including a fire sprinkler, an elevator, and enhanced electrical, mechanical and data systems. Former reading rooms and stacks are transformed into reception and meeting rooms and office and exhibits spaces are available to support Foundation staff. This building is listed on the National Register of Historic Places.

OWNER REFERENCE: Ambassador Kenneth M. Quinn The World Food Prize Foundation 1700 Ruan Center 666 Grand Avenue Des Moines, Iowa 50309 515.245.3783 [email protected] The World Food Prize - Hall of Laureates DES MOINES, IOWA

PROGRAM:

• Geothermal Heating & Cooling System • Historic Reproduction Lighting Fixtures • LEED® Platinum Certification • Catering Kitchens • Elevator • Mechanical & Electrical Upgrades • Meeting & Conference Spaces • Accessibility & Life Safety Improvements • Display & Ceremonial Spaces • Rain Water Harvesting System • Art & Exhibit Display • Photovoltaic System on Roof to Offset Electrical Usage • Window & Roof Replacement • Save America’s Treasures Grant

METRICS:

Schedule: Phase 1 Completion Date: October 2010; Phase 2 Completion Date: April 2012 Construction Costs: $29.9 million Size: 38,500 SF Interior

PARTICIPANTS:

Architect of Record: RDG Planning & Design Landscape Architect: Hoerr-Schaudt Mechanical Electrical Consultant: RDG Planning & Design Structural Consultant: Shuck-Britson, Inc. Design Architect: Gensler Original Architect: Gutterson & Smith (1899) restoration

FAÇADE Adel Façade Rehabilitation * [NRHP] Cedar Rapids Flood Damage Studies/ REHABILITATION Adel, Iowa Historic Structure Reports * [NRHP] Cedar Rapids, Iowa Belle Plaine Façade Rehabilitation * [NRHP] Peoples Savings Bank [NRHP] Belle Plaine, Iowa Building Relocation Feasibility Study Czech School Charles City Façade Rehabilitation * [NRHP] Blue Valley Creamery Charles City, Iowa Iowa Furniture Company White Elephant Cherokee Façade Rehabilitation * [NRHP] Brick Fachwerk House [NRHP] Cherokee, Iowa Clay County Courthouse [NRHP] - Spencer, Iowa Clarinda Façade Rehabilitation * [NRHP] Clarinda, Iowa Denison Opera House - Denison, Iowa

Colfax Façade Rehabilitation * Drake Municipal Observatory - Des Moines, Iowa Colfax, Iowa Historic Structures Report (HSR)

Conrad Façade Rehabilitation * Dubuque Securities Building - Dubuque, Iowa Conrad, Iowa Terra Cotta Restoration Evergreen Lane [NRHP] - Nevada, Iowa Grinnell Façade Rehabilitation * [NRHP] Grinnell, Iowa Historic Structures Report (HSR) Fort Madison Historic Design Guidelines * [NRHP] Guthrie Center Façade Rehabilitation * Fort Madison, Iowa Guthrie Center, Iowa Graceland University - Lamoni, Iowa Harlan Façade Rehabilitation * [NRHP] Higdon Administration Building Harlan, Iowa Grand View College [NRHP] - Des Moines, Iowa Ida Grove Façade Rehabilitation * Old Main Ida Grove, Iowa Green Colonial Building * - West Des Moines, Iowa Montezuma Façade Rehabilitation * [NRHP] Montezuma, Iowa Homestead Building [NRHP] - Des Moines, Iowa

Osage Façade Rehabilitation * [NRHP] Hotel Pattee [NRHP] - Perry, Iowa Osage, Iowa Hotel Winneshiek [NRHP] - Decorah, Iowa Storm Lake Façade Rehabilitation * Storm Lake, Iowa Royal (Steyer) Opera House [NRHP] Decorah, Iowa Stuart Façade Rehabilitation * Stuart, Iowa Iowa State Capitol [NRHP] - Des Moines, Iowa Restorations Study I Winterset Façade Rehabilitation * [NRHP] Restorations Study II Winterset, Iowa Interior Life Safety/Restoration Study Master Planning / Space Planning [NRHP] listed on Burlington Heritage Hill Historic District Historic Exterior Restoration Phases 1-13 National Register of Design Guidelines [NRHP] Interior Rehabilitation Phase 1-3 Historic Places Burlington, Iowa Interior Restoration Phase A, B C, D, E, F, G, H, J, K * NPS/SHPO/106 Review Soldiers & Sailors Memorial Carnegie Library Museum [NRHP] - Perry, Iowa Allison Memorial Iowa State University - Ames, Iowa Rapids Theatre Restoration Phase 1 National Utilization Center for Agricultural Products Rock Rapids, Iowa Campanile Assessment Plan Campanile Renovation Feasibility Study Ritz Theatre * [NRHP] - Centerville, Iowa Morrill Hall Renovation [NRHP] Addition & Renovation Memorial Union – Gold Star Hall Spaulding Center for Transportation [NRHP] Jasper County Courthouse [NRHP] - Newton, Iowa * Restoration Grinnell, Iowa Museum and Education Center Kenyon Building Rehabilitation Iowa Transportation Museum Des Moines, Iowa St. Ambrose Cathedral [NRHP] - Des Moines, Iowa Living History Farms Museum * [NRHP] Des Moines, Iowa St. Ambrose University [NRHP] - Davenport, Iowa Flynn Mansion Assessment Ambrose Hall Renovation Kitchen Addition & Exterior Repairs Sullivan Adams Land and Loan Office Building Marshall County Courthouse [NRHP] Marshalltown, Iowa [NRHP] - Algona, Iowa Terra Cotta Restoration Maytag Corporation - Newton, Iowa Buildings 1 & 2 Terrace Hill (Governor’s Mansion) * [NRHP] Des Moines, Iowa Milan Downtown Building Assessment Mansion Restoration 2003 and 2007 Milan, Missouri Carriage House Pella Opera House [NRHP] - Pella, Iowa TRADOC Headquarters – U.S. Army Perry Community Resource Center Fitness Facility * [NRHP] - Fort Monroe, Virginia Perry, Iowa Restoration / Adaptive Reuse Roof and Masonry Repair West Des Moines Historic City Hall Plattsmouth Downtown Historic Guidelines [NRHP] Rehabilitation * [NRHP] - West Des Moines, Iowa Plattsmouth, Nebraska Westgate Project * [NRHP] - Des Moines, Iowa Polk County Courthouse [NRHP] - Des Moines, Iowa Phase 1 & 2 Restoration

Principal Riverwalk [NRHP] - Des Moines, Iowa Woodbury County Courthouse * [NRHP] Feasibility Study Sioux City, Iowa

Randall Story State Bank - Story City, Iowa World Food Prize * [NRHP] - Des Moines, Iowa Restoration Hall of Laureates Scotney J. Fenton, AIA

PROJECT MANAGER, PARTNER With over 20 years at RDG, Scotney has significant experience with new and existing buildings, additions, renovations, and rehabilitations. His broad expertise and attention to detail ensure optimal attention to building evaluations, life safety code and handicapped accessibility upgrades, schematic design, preparation of construction documents, and coordination with other planners, engineers, and other consultants, from start to end of each project.

EDUCATION: City of Burlington - Historic District Design Guidelines - Burlington, Iowa [NRHP] 1993 Ball State University - Master City of Des Moines - Historic Masonry Repointing - Des Moines, Iowa [NRHP] of Architecture, emphasis • City Hall • Police Station in Historic Preservation Drake University - Municipal Observatory - Des Moines, Iowa [City of Des Moines Landmark] 1992 • Historic Structure Report / Life Safety Survey • Exterior and Interior Renovation Iowa State University - Fort Monroe, US Army Fitness Facility - TRADOC Headquarters Adaptive Reuse Exterior & Interior Renovation Bachelor of Architecture - Fort Monroe, Virginia [NRHP]

REGISTRATIONS: Fort Des Moines - Entrance Gate Repairs & Reconstruction- Des Moines, Iowa [NHL] Iowa #6346 Hotel Winneshiek and Steyer Opera House - Decorah, Iowa [NRHP] Maryland #18642 • Work includes exterior restoration and interior rehabilitation of an 1870/1875 Opera House and building codes

HONORS: consultation on the adjacent 1905 hotel. 1989 Iowa State Capitol - Des Moines, Iowa [NRHP] Academic First Place - Masonry Institute of Iowa Design Award • Exterior Restoration - Phases 7 to 13 • Allison Monument Restoration • Interior Rehabilitation - Phases A to P • Security - Phases 1 to 5 • West Mall Restoration • Capitol Complex Windows • Iowa Soldiers’ & Sailors’ Monument Restoration

Iowa State University - Morrill Hall Restoration / Rehabilitation - Ames, Iowa [NRHP] LEED® Silver Certification.

Living History Farms - Flynn Mansion - Des Moines, Iowa [NRHP] • Historic Structure Report • Kitchen and Accessible Restroom Addition

Main Street Façade Rehabilitation - Various Cities in Iowa • Adel • Colfax • Harlan • Storm Lake • Charles City • Conrad • Ida Grove • Stuart • Cherokee • Grinnell • Montezuma • Winterset • Clarinda • Guthrie Center • Osage

Monroe Elementary School - NPS Historic American Buildings Survey - Topeka, Kansas* [NHS] Ola Babcock Miller Building - Window Replacement - Des Moines, Iowa [NRHP] Peoples Savings Bank - Historic Structure Report - Cedar Rapids, Iowa [NRHP]

Spaulding Center for Transportation - Historic Building Rehabilitation - Grinnell, Iowa [NRHP] St. Ambrose University - Ambrose Hall & LeClaire Hall - Davenport, Iowa [NRHP] • Historic Structure Report • Exterior Restoration, Window Replacement

Terrace Hill Governor’s Mansion - Rehabilitation/Restoration - Des Moines, Iowa [NHL] Whiterock Conservancy - Garst Farmhouse - Coon Rapids, Iowa [NRHP] • Phase 1: Interior & Exterior Evaluation • Phase 2: Restoration & Repairs

Woodbury County Courthouse - Sioux City, Iowa [NHL] • Phase 9: Skylight Replacement • Interior: Social Services Office Remodel and Toilet • Historic Tile and Window Repairs Rooms Remodel

World Food Prize - Hall of Laureates Interior Rehabilitation & Exterior Restoration - Des Moines, Iowa [NRHP] LEED Platinum Certification

* Indicates work completed while employed with another firm

[NRHP] = National Register of Historic Places [NHS] = National Historic Site [NHL] = National Historic Landmark

AFFILIATIONS:

2016 - present Member - Association for Preservation Technology 2015 - present Member - National Alliance of Preservation Commissions 2013 - present Member - Construction Specifications Institute 2013 - present Member - Construction History Society of America 2002 - present Commissioner - Des Moines Historic Preservation Commission 1996 - present Member - American Institute of Architects 1991 - present Member - Preservation Iowa 1988 - present Member - National Trust for Historic Preservation

PRESENTATIONS:

2017 Lost Des Moines - Iowa Architectural Foundation 2017 An Introduction to Historic Design Guidelines - Iowa Falls Historic Preservation Commission 2017 Historic Rehabilitation of Downtown Storefronts – Preserve Iowa Summit 2016 Going for LEED® Platinum: sustainable rehabilitation of the World Food Prize Hall of Laureates - Growing Sustainable Communities Conference and Iowa Energy Summit 2014 Repurposing a Building, Morrill Hall, Sustainable in 1890 - NoName Facilities Planning Conference 2014 Use of Substitute Materials on Historic Buildings - Ames Historic Preservation Commission 2014 Downtown Revitalization with the Community Development Block Grant - Region 6 Planning Commission

CONTACT: Scotney J. Fenton, AIA 515.309.3223 [email protected] Michelle A. Cunliffe, AIA, LEED®AP BD + C

PROJECT ARCHITECT, PARTNER Michelle has a Bachelor of Architecture from Iowa State University, with a minor in History. She serves as the LEED coordinator for the Restoration Focus Market at RDG Planning & Design and has a passion for historic architecture. Michelle is devoted to helping others discover an appreciation for good design, which is also the mission of the Iowa Architectural Foundation [IAF]. She currently serves as the Past Chair for the IAF’s Board of Trustees and also the Chair of the Architecture in the Schools committee.

EDUCATION: City of Burlington - Historic District Design Guidelines - Burlington, Iowa [NRHP] 2005 Iowa State University, City of Cedar Rapids - Historic Structures Reports - Cedar Rapids, Iowa [NRHP] Bachelor of Architecture, Minor in American History City of Fort Madison - Downtown Commercial Historic District Design Guidelines - Fort Madison, Iowa

2004 City of Plattsmouth - Plattsmouth, Nebraska [NRHP] Semester Study in Rome • Facade Survey, including Conditions Assessment & Historic Design Guidelines Compliance • NRHP Nominations

REGISTRATIONS: City of West Des Moines - West Des Moines, Iowa Iowa #07069 • Historic City Hall Sustainable Rehability [NRHP] LEED® AP BD+C, 2009 • Raccoon River Park Enclosures

Clay County Courthouse - Renovation - Spencer, Iowa* [NRHP] • Renovation of 1901 masonry courthouse • Rebuilding of bell tower • Mechanical Systems Upgrades

Food Bank of Iowa - Renovation - Des Moines, Iowa

Harbach Lofts - Rehabilitation of Two Warehouses - Des Moines, Iowa

Hy-Vee Corporate - Various Locations Throughout the Midwest • LEED documentation

Iowa State Capitol - Interior Rehabilitation - Des Moines, Iowa [NRHP] Main Street Façade Rehabilitation - Various Cities in Iowa • Adel • Conrad • Ida Grove • Stuart • Charles City • Grinnell • Montezuma • Winterset • Cherokee • Guthrie Center • Osage • Clarinda • Harlan • Storm Lake

Marshall County Courthouse - Historic Courthouse Re-roofing - Marshalltown, Iowa* [NRHP]

Centerville Communnity School District - Lakeview Elementary School - Centerville, Iowa Ritz Theatre - Facade Rehabilitation - Centerville, Iowa* [NRHP] • Documentation and design of a 1920s theatre façade

Spaulding Center for Transportation - Historic Building Rehabilitation - Grinnell, Iowa [NRHP]

St. Ambrose University - Ambrose Hall & LeClaire Hall - Davenport, Iowa [NRHP] • Historic Structure Report • Exterior Restoration

Whiterock Conservancy - Garst Farmhouse - Coon Rapids, Iowa [NRHP] • Phase 1: Interior & Exterior Evaluation • Phase 2: Construction

World Food Prize - Hall of Laureates - Des Moines, Iowa [NRHP] • Rehabilitation of a turn-of-the-century library for reuse for the World Food Prize • Tax credit and LEED documentation

[NRHP] = Listed on the National Register of Historic Places

* Indicates work completed while employed with another firm.

AFFILIATIONS:

2016 Chair, Board of Trustees - Iowa Architectural Foundation 2012 - Present Board of Trustees - Iowa Architectural Foundation 2009 - Present Chair - Architecture in the Schools Committee 2007 - Present Member - National Trust for Historic Preservation

PRESENTATIONS:

2017 Historic Rehabilitation of Downtown Storefronts – Preserve Iowa Summit 2016 Going for LEED® Platinum: sustainable rehabilitation of the World Food Prize Hall of Laureates - Growing Sustainable Communities Conference and Iowa Energy Summit 2016 Anatomy of the Commercial Storefront: From One-Story Frame and Beyond (with Tina Rhodes, GENESIS Architectural Design) - Preserve Iowa Summit

PUBLICATIONS:

2017 “Architecture and Life on the Homefront: World War I,” Architecture in the Schools, April 2015 “Gordon-Van Tine Homes: A New Way To Build the American Dream,” Iowa Architectural Foundation 2013 “LEEDing the Community,” ia architect, Fall 2011 “What Would Our House Look Like if We Lived During Civil War Times?,” Architecture in the Schools, April 2011 “Modern Challenges - Historic Values,” Sustainable City Network, March

CONTACT:

Michelle A. Cunliffe, AIA, LEED®AP BD + C 515.473.6363 [email protected] RESOLUTION NO. 2019-21

A RESOLUTION ADOPTING THE AMENDED CITY OF GRINNELL PERSONNEL POLICY MANUAL

WHEREAS, the city of Grinnell Personnel Policy Manual is an official document governing and guiding the relationship between the city of Grinnell and its employees, and

WHEREAS, the Public Professional and Maintenance Employees (PPME) bargaining unit has decertified effective January 15, 2019; and

WHEREAS, the city of Grinnell has elected to honor the PPME contract terms until June 30, 2019 to allow the bargaining unit to prepare and adjust to the new personnel policy manual; and

WHEREAS, the benefits or terms of the PPME contract will no longer be honored after June 30, 2019; and

WHEREAS, on July 1, 2019 all PPME bargaining unit employees will become part of the city of Grinnell Employee Policy Manual; and

NOW, THEREFORE BE IT RESOLVED by the City Council of the city of Grinnell that the city of Grinnell Personnel Handbook shall become effective July 1, 2019 as amended.

PASSED AND APPROVED this 4th day of March 2019.

DAN F. AGNEW, MAYOR

ATTEST:

P. KAY CMELIK, CITY CLERK/FINANCE DIRECTOR

SUMMARY OF CHANGES TO PERSONNEL POLICY

1. Longevity will be .07 cents for all employees. It was .07 cents for Supervisors and .05 for all other employees. The PPME received .09 cents. 2. Public Service Employees previously governed by the union contract can accumulate comp time in lieu of payment up to a maximum of 40 hours. 3. Safety Equipment is added to Personnel Policy. 4. HOLIDAYS – PPME will receive one extra personal day for a total of 32 hours and Birthday Holiday to bring the total to 96. They do not receive the day of after Thanksgiving. 5. Funerals – niece and nephew were added.

All other PPME contract benefits will terminate and they will be required to adhere by the personnel policy as adopted and effective July 1, 2019.

CITY OF GRINNELL

PERSONNEL POLICY MANUAL

Effective July 1, 2019

1 TABLE OF CONTENTS

INTRODUCTION 5 A. Purpose and Intent 5

SECTION 1 RESPONSIBILITY FOR ADMINISTRATION 5 A. City Manager 5 B. Employees Covered 5 C Civil Service 5 D. City Council 6 E. Library Board 6

SECTION 2 POSITION CLASSIFICATION PLAN 6 A. Definitions 6 B. Establishment Of New Positions 6 C. Allocation Appeals 6 D. Forms Of Classification Determinations 6 E. Maintenance Of Plan 7 F. Interpretation Of Class Specifications 7 G. Employees Access To Plan 7

SECTION 3 PAY PLAN 7 A. Definition of the Pay Plan 8 a. Pay Schedules 8 b. Special Salary Provisions 8 1. Rate Adjustment and Higher Level Assignments 8 2. Merit Pay 8 B. Administration of Pay Plan 8 a. New Appointees 8 b. Promotion 9 c. Pay Schedule 9 d. Longevity Pay 9 1. Supervisors 9 2. Non-Supervisory 9 e. Overtime Pay 10 1. Supervisors 10 2. Non-Supervisory 10 3. Overtime For Holidays 10

SECTION 4 BENEFITS, VACATION, HOLIDAYS, TUITION, AND LEAVE OF ABSENCE 11 A. Medical Insurance 11 B. Life Insurance 11 C. Uniforms 11 D. Safety Equipment 11 E. Residency - Housing Stipend 12 F. Vacations 12 a. Vacation Time Allowed 12 b. Vacation – When To Be Taken 13

2 c. Vacation – When Allowed, Scheduling, and Preference 13 d. Resignation From City 13 e. Loss of Vacation 13 f. Holidays 13 G. Sick Leave 14 a. General 15 b. Sick Leave for Family 16 c. Unused Sick Leave at Termination of Employment 16 H. Maternity Leave 16 I. Funerals 16 J. Jury Duty 17 K. Military Duty 17 L. Tuition Benefit 18 M. Flexible Benefit Plan 19 N. 457 Retirement Plan 19

SECTION 5 GENERAL EMPLOYMENT POLICIES 19 A. Policy 19 B. Notification of Position Vacancies 19 C. Lay-off 19 a. Limitations to Departments Involved and Order of Lay-off 19 b. Notice to Employees 20 c. Call-back 20 D. Supplemental Employment 20 E. Seniority and Impact of Seniority 20 a. Termination of Seniority and Employment 20 b. Accrue Seniority 20 c. Effect of Seniority 20 1. Reassignment, Transfer, Promotion 20 2. Vacation and Leave 21 3. Lay-off and Recall 21 F. Trial Period 21 G. Employment of Relatives 21 H. Regular Part-time Employees 21 I. Temporary Employees 21 J. Regular Full-time Employees 22 K. Demotions and Downward Re-classifications 22 L. Physical Examination Pre-requisite to Employment 22 M. Background Check 22 N. Residency Requirements 22 O. Retirement 22 P. Emergency Call 22 Q. Permittance of Employee 22 R. Return of City Property 22 S. Break 22 T. Use of City Equipment 23 U. Operation of Motor Vehicle 23 V. Use of Tobacco Products Prohibited 23

4 SECTION 6 EMPLOYEE CONDUCT AND RELATIONS 23 A. Management-Employee Cooperation 23 B. Change of Address 23 C. Pecuniary Interests; Conflict of Interest 23 D. Improper Political Activity 23 E. Rules Governing Claims for Personal Expense Occurred in Official Conduct of City Business 24 1. Those Eligible for Reimbursement 24 2. Rules and Regulations 24 a. Prior Approval 24 b. Eligible Expense 24 c. Personal Automobile 25 A. Reporting of Tickets for Moving Violations 25 d. Public Transportation 25 e. Meals 25 f. Lodging 25 g. Personal Expense While in a City 25 h. Payment for Expenses 25 F. Gifts and Gratitudes 25 G. Violations of Chapter 321, Code of Iowa 25

SECTION 7 SAFETY AND HEALTH 26 A. Laws and Failure to Comply 26

SECTION 8 DISCIPLINARY POLICY 26

SECTION 9 GRIEVANCE PROCEDURE 27

SECTION 10 FAMILY MEDICAL LEAVE ACT 28

SECTION 11 COMPUTER USE 29

SECTION 12 CELL PHONE/ELECTRONIC COMMUNICATION DEVICE USE 30

SECTION 13 CONFLICT 31

SECTION 14 DISCLAIMER 31

APPENDIX A CITY OF GRINNELL POLICY PROHIBITING HARASSMENT 33

APPENDIX B CITY OF GRINNELL DRUG & ALCOHOL POLICY 35

ADDENDUM CITY OF GRINNELL SUBSTANCE ABUSE POLICY FOR DRUG & ALCOHOL TESTING 37

PERSONNEL POLICY MANUAL

INTRODUCTION

A. PURPOSE AND INTENT

The city of Grinnell’s Personnel Policy Manual describes the official policies and procedures guiding the city’s actions with regard to personnel matters. It is intended to guide and direct staffing and personnel management under routine situations. By providing clear policy and procedures, the manual will contribute to a professional working environment in which roles and responsibilities are understood and accepted. This manual is not a contract, nor does it form the basis for a contract of employment. Employees of Grinnell are considered employees-at-will, unless they are covered by civil service laws of the Iowa State Code. These policies may be changed by the City as it desires, with or without notice to the employees.

SECTION 1. RESPONSIBILITY FOR ADMINISTRATION:

A. CITY MANAGER: It is the City Manager's responsibility to carry out the City Personnel Program including administration of the position Classification and Pay Plans. The City Manager may assign other City employees to assist in the administration of regulation. The City Manager is authorized and directed to administer the provisions of this manual and shall have the responsibility to establish detailed procedures he/she deems necessary to further explain or clarify the provisions contained herein. Employees covered by this manual shall be subject to applicable administrative policies, work rules and other regulations established by the City Council, Supervisor or City Manager.

The provisions of this policy shall not be construed as limiting in any way the power and authority of a department manager to establish departmental rules and regulations governing the conduct and performance of employees under his or her supervision. Such departmental rules and regulations shall not be in conflict with the provisions of this manual.

B. EMPLOYEES COVERED: It is the policy of the City to extend equal employment opportunities to all employees and applicants for employment. Positions in the City shall be open to all applicants who meet the qualifications established for the position for which the application is made. The provisions of this policy shall be applied equally to all regular full-time and part-time employees without discrimination as to mental or physical ability, age, sex, marital status, race, color, religion, national origin or political affiliation, unless otherwise set forth in this policy. Complaints involved in allegations of discrimination shall not be a proper subject for the grievance procedure set forth in this policy or the appeal procedure set forth in Chapter 400, Code of Iowa.

C. CIVIL SERVICE: If applicable, Civil Service Commission will hear all appeals from disciplinary action against employees covered under Chapter 400, Civil Service (Iowa Code).

6 D. CITY COUNCIL: The City Council shall annually establish the rate of pay for all positions in the City. The City Council shall establish rates of pay for unclassified employees directly appointed by them (such as City Manager, City Attorney, City Clerk) on an annual basis.

E. LIBRARY BOARD: Employees of the Library Board are covered by these regulations and policies only to the extent the Library Board adopts these regulations and policies by their own actions.

SECTION 2. POSITION CLASSIFICATION PLAN:

The classification plan provides an inventory and description of all positions in the City.

No city employee shall be classified nor paid at a salary rate, which is not established and recognized in the city's classification and pay plan. All classifications shall be established by the City Manager and approved by the City Council.

A. DEFINITIONS:

a. A position shall be defined as a unit of duties and responsibilities to be carried out by one employee, normally on a full-work-year basis.

b. A classification shall be defined as the title given to all city positions having the same general type of work with relatively the same duties and level of responsibility.

B. ESTABLISHMENT OF NEW POSITIONS: Department Supervisor shall complete a position description covering duties and responsibilities of proposed positions. The proposal shall be submitted to the City Manager for review. The City Manager, after studying duties and responsibilities of the proposed position according to the description submitted or by field audit will determine if the position is appropriate and will then assign position to proper class.

C. ALLOCATION APPEALS: If an employee has facts which indicate their position is improperly classified, the employee may request a review by their supervisor. If the employee is unsatisfied with the supervisors answer, the employee may request the City Manager's review. Any review request shall be submitted in writing and contain a statement of justification. A written notice of classification determination will be sent to current incumbent within 10 days after final determination. The final determination will not be subject to appeal.

D. FORMS OF CLASSIFICATION DETERMINATIONS:

1. NO CHANGE is when it is determined position is correctly classified.

2. A LATERAL RECLASSIFICATION is when it is determined a position should be reclassified to a classification having the same maximum salary.

3. AN UPWARD RECLASSIFICATION is when it is determined a position should be reclassified to a classification having a higher maximum salary.

4. A DOWNWARD RECLASSIFICATION is when it is determined a position should be reclassified to a classification having a lower maximum salary.

Incumbents in positions reclassified downward who remain in that position, shall be reduced to the lower classification immediately, but shall remain at their present salary rate, receiving no further upward salary adjustment until such time as the maximum salary for the new classification of the position equals or exceeds their salary on the date of the downward reclassification determination.

E. MAINTENANCE OF PLAN:

1. Each time a vacancy occurs, the City Manager shall review the allocation of the position. This analysis may be waived in cases where changes in the duties and responsibilities of a position have been unlikely.

2. Each time a department or division is reorganized; preliminary position descriptions for all affected employees shall be submitted by the Department Supervisor to the City Manager for approval.

3. The City Manager may require any department or employees to submit position descriptions on a periodic basis, or any time they have reason to believe there has been a change in duties and responsibilities of one or more positions.

4. Each time a new class is established; a class specification shall be written and incorporated in the existing plan. Class title shall be added to the schematic list of titles. Likewise, an abolished class shall be deleted from the position classification plan by removing class specification and eliminating class title from the schematic list of titles.

5. The City Manager shall take necessary steps to keep the position classification plan in current status on a continuing basis, making use of the above procedures and any others they deem necessary.

F. INTERPRETATION OF CLASS SPECIFICATIONS: Class specifications are descriptive and not restrictive. They are intended to generally indicate kinds of activities performed by established classifications.

G. EMPLOYEES ACCESS TO PLAN: All regular employees will have access to a copy of the Employee Personnel Manual. Employees shall have access to the classification plan, pay plan, and personnel procedures provided these documents are inspected on the employees own time.

SECTION 3. PAY PLAN:

The City Manager shall be responsible for presenting to the City Council a pay plan which shall consist of rates of pay for each classification as may be determined.

8 Amendments to the pay plan may be recommended by the City Manager when changes in responsibility or work of classes, living costs, recruiting experience, prevailing rates of pay, City's financial condition and policies, or other pertinent conditions warrant such action. The City Manager shall submit such recommendations to the Council for their consideration and approval.

All employees in classified service shall be compensated in accordance with rates set forth of the salary grade to which positions of their class are assigned. Those employed in unclassified positions shall be paid at a rate established by the City Council for its appointees, and by City Manager for other employees.

A. DEFINITION OF THE PAY PLAN:

a. PAY SCHEDULES. The pay of regular City employees shall be on the basis of appropriate established schedules of salaries for their respective classifications. An allocated salary rate may consist of an entrance rate, intermediate rates, and a maximum rate or flat rate depending on the nature of the needs of the classification. Salary rates prescribed are based on full time employment at normal working hours for respective position classes. Salaries of supervisory, professional and administrative positions are fixed according to responsibilities to be fulfilled and are not based on a field number of hours of work per week and shall not be adjusted with variations in work schedules. All regular full time classified employees shall be paid salaries prescribed in the pay plan for their respective job classifications unless a variance is determined and approved.

b. SPECIAL SALARY PROVISIONS.

1. RATE ADJUSTMENT AND HIGHER LEVEL ASSIGNMENTS. In any case where an employee is temporarily assigned in another position or positions to serve longer than 30 consecutive days, such employee shall receive a rate of pay commensurate with the employee’s qualifications and experience, subject to the approval of the City Manager, but in no event shall the employee receive a rate of pay less than he/she currently receives.

An employee who voluntarily takes a position with a lower class grade or rate of pay immediately assumes the pay scale of the lower classification.

2. MERIT PAY. An employee who exhibits exceptional ability may be given a merit pay raise over and above the highest rate shown for their classification. Such an increase in salary must be recommended by the City Manager and approved by the City Council.

B. ADMINISTRATION OF PAY PLAN:

a. NEW APPOINTEES. Generally new employees shall be paid minimum rate of pay for the class, i.e., rate paid for a new employee meeting the minimum qualifications. Exceptions may be granted upon prior written approval of the City Manager in the following cases:

9 1. If it becomes necessary to appoint a new employee whose qualifications are less than the minimum qualifications established/expected for the position, the employee may be required to start below the minimum rate of the class or at a lower classification.

2. If a new employee exceeds the minimum qualifications of the position, the employee may be appointed above the minimum salary rate. b. PROMOTION. When an employee is promoted to a position in a higher class, the employee's salary may be increased to the minimum rate for the higher class. In the case of overlapping ranges, the promoted employee shall be increased to the step immediately above the employee's present salary. Employees promoted or transferred will automatically commence a new trial period for the new position. c. PAY SCHEDULE. Pay schedule will be approved by the City Council and placed on file at City Hall. Non-salaried employees will be paid twice per month on the 15th and 31st or the last business day of the month. d. LONGEVITY PAY: Longevity pay will be paid to regular full time employees as set out hereafter. Longevity pay will be based on years of seniority.

1. Longevity pay for employees will be $.07 per hour for each 5 years of service as shown in the following schedule:

Rate per Hour: After years of continuous

$.07 5 $.14 10 $.21 15 $.28 20 $.35 25 $.42 30 $.49 35 $.56 40 or more e. OVERTIME PAY:

1. Exempt employees will not receive overtime pay for hours worked in excess of 40 hours per work week. Exempt employees are required to be on the job until the work is completed. Hours worked in excess of 40 hours per week are non- accumulative and shall be considered a part of the regular work week.

2. Nonexempt employees, except as set forth below, will be paid 1.5 times their normal hourly rate for hours worked in excess of 40 hours per work week. All overtime must be assigned or approved by the Supervisor prior to working overtime.

The City departments, except Police and Fire, work week is 12 midnight Monday morning to 11:59 P.M. Sunday. Any time worked in excess of 40 hours during

10 this work week shall be paid 1.5 times the employee’s normal hourly rate. Normal hourly rate includes base wage, longevity and merit pay. Only hours actually worked will count as hours worked for the purpose of calculating overtime.

For Grinnell Fire Department the work period is 28 days beginning at 07:00 A.M. Monday morning through 6:59 A.M. Monday for a total of 212 hours worked per 28 day schedule. Nonexempt Fire Department employees are paid 1.5 times their normal hourly rate for hours worked in excess of 212 hours per 28 day schedule. Grinnell Fire Chief will schedule time off each cycle to avoid an employee from being scheduled more than 212 hours in the 28 day cycle. This will be referred to as Kelly Time.

For Grinnell Police Department the work period is 14 days beginning at 12 midnight Monday morning to 11:59 P.M. Sunday for a total of 84 hours worked (See current Police Collective Bargaining Agreement for details).

Compensatory time for nonexempt employees must be taken within the work period in which it was earned. If not taken during the work period earned, overtime will be paid under conditions outlined in this section.

Public Services Employees are able to accumulate comp time in lieu of payment up to a maximum of 40 hours.

3. OVERTIME FOR HOLIDAYS.

If an employee is required or assigned by their supervisor to work on a holiday, he/she will be entitled to a corresponding day off at regular pay, but shall receive 1.5 times their regular rate of pay for the hours worked on the holiday. Holidays do not include birthday or personal day. When a holiday occurs on a Saturday or Sunday the actual paid holiday is Friday or Monday and not the actual holiday. When a person must work the paid holiday of Friday or Monday, they are paid one and one half their normal rate plus additional hours off commensurate with the hours worked on the holiday, up to a maximum of eight hours. If a person works Saturday or Sunday, the employee will be paid the applicable rate of pay as appropriate.

For all shift personnel, the actual day of the holiday is the holiday for purposes of computing pay.

SECTION 4. BENEFITS, VACATION, HOLIDAYS, TUITION, AND LEAVE OF ABSENCE:

A. MEDICAL INSURANCE.

The City will pay the cost of medical insurance for individual full time employees under a group medical insurance plan. The plan will be selected by action of the City Council. Employees will be notified at least 10 working days prior to any change in insurance company or insurance coverage.

Employees shall have the option of insuring under this same plan their family or dependents and, if option is exercised, the City shall pay (70%) seventy percent towards the increased premium required by family coverage. The City shall deduct from employees monthly wages any balance over and above 70% per month contributed by the City towards family coverage.

If an employee retires from the City of Grinnell and provides a 30 day notice to the City of Grinnell, the provisions of Section 4 G[c] are applicable. The employee shall also have the option of using the equivalent amount of sick leave pay as described in Section 4 G[c] to pay for continuing health insurance premiums if said employee is eligible for said insurance under COBRA continuation coverage, or until age 65 as set out in the Iowa Code Chapter 509A.13. The City shall not be required to pay for health insurance premiums except as required under COBRA or Chapter 509A.13 of the Iowa Code. If the employee dies or reaches the age of 65 before the full amount in the fund has been used for medical insurance premiums, the balance of the fund shall revert to a beneficiary as designated by the employee. Medical insurance payments shall be issued only to the company that is selected by the City of Grinnell as the Employer’s Plan and shall be determined to be the same option (individual or family ) as held by the employee on the date of termination of service.

B. LIFE INSURANCE.

The City will provide a term life insurance policy with a death benefit of $20,000 for individual full-time employees under a group life insurance plan as approved by the City Council. Employees will be notified at least 10 working days prior to any change in insurance company or insurance coverage.

C. UNIFORMS.

The City will issue an initial uniform and equipment to newly hired full-time employees who are required to wear uniforms after 90 days of employment. The style and type of uniform issued will be determined by the City. Employees are allowed a yearly amount for replacement of uniforms as established by the City. If the cost to replace the uniform exceeds the annual amount established by the City, the employee will be responsible for the additional.

A clean uniform, in good repair, must be worn during working hours.

Shorts of a style approved by the City may be worn at the discretion of the Supervisor, as weather dictates.

D. SAFETY EQUIPMENT

Employer required to provide safety equipment needed.

If an employee is required to wear safety shoes, they receive a reimbursement up to $100.00.

12 E. RESIDENCE – HOUSING STIPEND

Effective January 1, 2019, a full-time employee will be entitled to a $2,000.00 housing stipend provided the employee both owns and resides at a residence within the corporate city limits of Grinnell. The employee must own or reside within the city limits for an entire calendar year in order to receive the stipend. To receive the stipend, the employee must present satisfactory proof of ownership and residency. The intent of the housing stipend is to ensure employees are able to respond during inclement weather conditions or emergency situations.

F. VACATIONS.

All regular full-time and part-time employees working the requisite minimum hours of work shall be granted vacation with pay as set forth in this section. (For definition of regular part-time and regular full-time employees see Section 5). If a change is made in employee's hourly work week, the Payroll Clerk will make the respective change in vacation hours earned only after proper documentation is received on forms authorized by the City.

a. VACATION TIME ALLOWED.

Vacation time shall be based on the following service requirements:

Continuous Service Requirement Vacation Time

After one calendar year 80 hrs. After seven consecutive calendar years 120 hrs. After fifteen consecutive calendar years 160 hrs. After twenty-five consecutive calendar years 200 hrs.

A vacation day shall be considered to be the number of hours an employee would normally work during a normal workday.

For Grinnell Fire Department Personnel assigned to 24 hour shifts vacations shall be as follows:

Continuous Service Requirement Vacation Time

After one calendar year 106 hours After seven consecutive calendar years 159 hours After fifteen consecutive calendar years 212 hours After twenty-five consecutive calendar years 265 hours

13 b. VACATION - WHEN TO BE TAKEN.

Vacation must be taken within the year for which it was earned. Vacation not used within one year may be forfeited unless the employee has been denied vacation time because of departmental emergency or convenience. c. VACATION - WHEN ALLOWED, SCHEDULING AND PREFERENCE.

Vacation shall be scheduled as far in advance as possible. Scheduling of vacation will be set by departmental rule. In the event more employees than allowable wish to schedule vacation during the same time period, those with the most seniority shall have the preference. Vacation days shall not be taken in increments of less than one hour. d. RESIGNATION FROM CITY.

All employees shall give thirty (30) days written notice prior to leaving City employment in order to be eligible for payout of any accrued vacation time. Failure to give such notice will forfeit all vacation earned. An employee shall use no more than one week of vacation or leave during their notice period. Accrued vacation time and floating holidays shall not be used to extend an employee’s last day of employment or benefits. An employee’s last day shall be their last actual work day.

All other benefit accruals that are eligible to be paid out will be paid to the employee in his/her final pay check. e. LOSS OF VACATION.

Any employee who is discharged because of unsatisfactory work or disciplinary reasons shall forfeit all accrued vacation. f. HOLIDAYS.

GENERAL. Employees shall receive the following designated holidays:

New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Eve (4 hours) Day After Thanksgiving New Year's Eve Day (4 hours) Christmas Day Employee’s Birthday Three Personal Days (24)

PUBLIC SERVICES EMPLOYEE HOLIDAYS (all employees formerly covered by PPME contract)

New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Eve (4 hours) N Christmas Day New Year’s Eve (4 hrs) Four Personal Days (32) Employee’s Birthday

Birthday holiday must be used within 30 days of the employee’s actual birthday. If the employee does not take it within the 30 days he/she will lose the birthday holiday. Overtime does not apply to birthday holiday or personal days.

Employees who are hired before July first of any year shall be granted personal days as follows:

9 months before end of Fiscal Year = 3 days 6 months before end of Fiscal Year = 2 days 3 months before end of Fiscal Year = 1 day Less than 3 months before end of Fiscal Year = 0 days

Grinnell Fire Department Personnel on 24 hour shifts who are hired before July first of any year shall be granted personal days as follows:

9 months before end of Fiscal Year = 24 hours 6 months before end of Fiscal Year = 16 hours 3 months before end of Fiscal Year = 8 hours Less than 3 months before end of Fiscal Year = 0 hours

When any of the named holidays occurs on a Sunday, the leave shall be granted on the following Monday; and if any of the named holidays falls on a Saturday, the leave shall be granted on the preceding Friday. Holiday allowance will not be paid when an employee is absent on either scheduled work day immediately preceding or following the holiday, unless such absences are excused.

If the holiday falls on a day the employee is on vacation leave, the day will count as a holiday, not a vacation day.

EXCEPTIONS: It is recognized that because of the constant nature of the work involved with fire fighters and police sergeants, that the employee’s shift schedule cannot be modified or shortened to insure each employee can take off every holiday that occurs during the year. In consideration of the foregoing, all of the fire fighters and police sergeants shall be entitled to twelve (12) extra day’s leave of absence at their regular rate of pay.

If required to work on a holiday itself, the listed fire fighter employee shall be paid at one and one-half (1 ½) times the regular rate of pay for a holiday worked.

F. SICK LEAVE.

As used in this section, a "regular employee" is a full-time or permanent part-time employee who has completed a trial period.

a. GENERAL. A regular employee of the City shall begin accruing sick leave upon completion of three (3) months at the rate of one day [eight (8) hours for 24-hour shift firefighters] at the end of each succeeding month, with no limits on accumulation of

15 number of sick leave days. New hire firefighters on 24 hour shifts will receive their first year of sick leave up front, they will not accumulate any more until the second year.

Sick leave may be used for medical exams and consultations with physicians.

When an employee cannot report for work, they or some responsible member of their family must notify the employee's department head immediately. Failure to do so may be cause for denial of sick leave pay. Each department will determine the length of time prior to reporting for work that an employee must notify their supervisor. The employee may be required to furnish proof of sickness from the employee’s physician or a physician chosen by the City.

Policy on Family and Medical Leave

1. An unpaid leave of absence will be granted to employees if requested for the following reasons:

A. Because of the birth of a son or daughter of the employee and in order to care for such son or daughter. B. Because of the placement of a son or daughter with the employee for adoption or foster care. C. In order to care for the spouse, son or daughter or parent of the employee if such has a serious health condition. D. A serious health condition that makes the employee unable to perform the employee's job. E. To serve as a military caregiver or to handle qualifying exigencies as permitted and defined under FMLA.

Prior to leave being granted for one of the above reasons, a Request for Personal Medical Leave form must be completed and the City must determine that the request meets the qualifications of the Family Medical Leave Act of 1993. Definitions to determine if an employee is eligible for leave, will be definitions as stated in the Federal Register § 825.113.

The City of Grinnell may, at the City's expense, require the employee to obtain the opinion of a second health care provider chosen by the City. If the two health care providers disagree about any of the information in the certification, the parties may mutually select a third medical provider at the employer's expense. The decision of the third provider shall be final and binding.

This unpaid leave of absence will be provided (if all conditions are met) for up to 12 weeks during any twelve (12 month period), only to eligible employees who have an been employed for at least twelve (12) months by the City and has worked at least one thousand, two hundred fifty (1,250) hours for the City during the previous twelve (12) month period. The maximum 12 week period is determined to be 60 work days. The work day is determined by the average regular hours worked per day by the employee in the preceding twelve month period.

16 The employee may be required to provide advance leave notice and medical certification. Taking of leave may be denied if requirements are not met.

b. SICK LEAVE FOR FAMILY. In case of serious illness, injury or disability to a member of an employee's immediate family (spouse, child, stepchild or parent), residing at the employee’s home, or minor aged children or stepchildren, a regular employee may be granted leave with approval of the City Manager, chargeable against the employee's regular sick leave, not to exceed three (3) days in any one (1) calendar year.

c. UNUSED SICK LEAVE AT TERMINATION OF EMPLOYMENT. If an employee of the City terminates employment by giving proper thirty (30) day written notice or by retirement after a thirty (30) day written notice; and such employee has accumulated unused sick leave in any amount up to ninety (90) days, such employee shall be paid in a lump sum or by monthly payments, at the City's option, for unused sick leave. Rate of pay for unused sick leave will be 50% the regular rate of pay the employee is receiving at the time of termination.

An employee shall have the option of using the equivalent amount of sick leave pay, as described, to pay for continuing health insurance premiums if said employee retires and is eligible for said insurance under COBRA continuation coverage, or until age 65 as set out in the Iowa Code Chapter 509A.13. The city shall not be required to pay for health insurance premiums beyond the time provided under COBRA or Chapter 509A.13 of the Iowa Code. If the employee dies or reaches the age of 65 before the full amount in the fund has been used for medical insurance premiums, the balance of the fund shall revert to the employee or a beneficiary as designated by the employee. Medical insurance payments shall be issued only to the company that is selected by the City of Grinnell as the Employer’s Plan and shall be determined to be the same option (individual or family) as held by the employee on the date of termination of service.

G. MATERNITY LEAVE: Sick leave may be used for maternity leave.

H. FUNERALS: Employees may be allowed time off with pay for funerals according to the following schedule:

• up to five (5) days due to death of employee's spouse; or their children; • up to three (3) days due to the death of employee's or their spouse's grandparents, parents, grandchildren, brothers or sisters, and step-children or step-parents; • up to one (1) day to attend a funeral of a close relative (limited to aunt, uncle, niece, nephew or first cousin); • up to one-half (1/2) day to participate in a funeral service (casket bearer), for funerals held within the County 30 miles of the Public Safety Building and one (1) day for funerals outside of the 30 miles of the Public Safety Building. • up to two (2) hours to attend other funerals which employee feels a need to attend.

For firefighters assigned to the 24 hour schedule may be allowed time off with pay for funerals according to the following schedule:

17 • up to three (3) shifts due to death of employee’s spouse; or their children; • up to two (2) shifts due to the death of the employee’s or their spouse’s grandparents, parents, grandchildren, brothers or sisters, or step-children or step-parents; • up to one (1) shift to attend a funeral of a close relative (limited to aunt, uncle, or cousin); • up to four (4) hours to participate in a funeral service (casket barrier), for funerals held within 30 miles of the Public Safety Building and eight (8) hours for funerals held outside of the 30 miles of Public Safety Building; • up to two (2) hours to attend other funerals which employee feels a need to attend.

To be eligible for paid funeral leave, the employee must attend the funeral. The employee shall attach a "memorial program" to the daily time ticket of the day where leave was taken showing participation in the funeral service.

Arrangements should be made in advance with your department head. You must state relationship or reason absent on absence card. Abuse of the above privileges shall be cause for dismissal. In order to receive funeral leave with pay benefits, the employee must actually attend the funeral. In addition, if a funeral occurs on a day when the employee is not assigned or scheduled to work, no funeral leave with pay benefits are awarded for that day or those days.

In cases where an employee is absent from the job due to vacation or Family Medical Leave, and funeral leave for a family member is requested, the employee may adjust the leave to show that funeral leave was taken. The Memorial Program shall be submitted to the Supervisor and the adjustment will be made to the employee’s vacation leave or (to the appropriate leave if Federal Family Medical Leave is listed as the reason for the employee to be away from the job.) An employee that is on unpaid leave shall not be eligible for paid funeral leave.

“Family Member” is defined as: spouse, domestic partner or common law spouse, parent, child, sister, brother, grandparent, grandchild. Vacation or FML leave will only be adjusted for the above “family member”.

I. JURY DUTY: Any full time employee who is selected for jury duty shall receive a paid leave of absence for the time they spend on such duty. The employee may be required to either return to the City the amount of jury duty pay, or they may receive from the City only the difference between their regular pay and their jury duty compensation.

J. MILITARY DUTY: City employees will be allowed time off with pay as provided by state or federal law. The city shall comply with the statute granting leave of absence for military leave in accordance with the provisions of Section 29A.28, the Code of Iowa, as the same may be amended from time-to-time. Any employee, when ordered by proper authority to active state or federal service, is entitled to a leave of absence from the city for the period of such active state or federal service, without loss of status or efficiency rating.

K. TUITION BENEFIT: The City recognizes that some positions would be better enhanced and be of greater benefit to the City if additional advanced education was provided. The policy for financial assistance for academic training sets forth the conditions

18 and procedures whereby regular full-time employees who have enhanced their value to the city through academic instruction may receive reimbursement from the city for a portion of their educational expense.

To qualify under this policy, the course or courses shall meet the two following criteria:

a. Relate directly to the employee's current job duties: or if the employee is seeking a degree or certificate directly related to his/her current job or job within the city to which he/she is reasonably likely to be promoted. To qualify, electives must be preceded by significant work in core courses.

b. Accrue credit toward a high school diploma or equivalency certificate, or toward an associate or bachelor’s degree at an accredited institution. It is not necessary that an employee intend to pursue the entire course of studies leading to the certificate or degree.

c. All classes where an employee intends to request reimbursement must be approved by the City Manager prior to enrollment.

The City will reimburse tuition cost to a cap of present tuition cost at the University of Iowa.

The City will reimburse at the following rate for classes:

Schedule of classes must not interfere with regular work schedule and mileage and other expenses would be paid by the employee. Book expenses would be reimbursed at 50% for "A" or "B" grades and no reimbursement for grades less than "B".

Tuition reimbursement is as follows:

For classes pertaining directly to the job and approved by the City Manager prior to any request for payment:

65% for "A" grade 55% for "B" grade No payment for "C" grade or less or incomplete.

For classes needed for a job related degree, but not job related course work:

50% for "A" grade 40% for "B" grade No payment for "C" grade or less or incomplete.

L. FLEXIBLE BENEFIT PLAN. All regular full-time employees not eligible for coverage as provided by a bargaining union contract may participate in the Flexible Benefit Plan established by the City. The contributions to the plan will be made 100% by the employee and will be deducted pre-tax or non-pre-tax as the programs regulate in equal installments from the employee paycheck. Employees are not eligible for reimbursement of unused flex dollars.

As part of the Flexible Benefit Plan the city may offer several other voluntary programs for consideration by the employees at the employee cost. Programs will be determined by the employer.

M. 457 RETIREMENT PLAN. All employees, not covered by a bargaining union contract, may participate in the 457 Retirement Plan. The contributions to the plan will be made 100% by the employee and will be deducted pre-tax, as the program regulates, in equal installments from the employee’s paycheck.

SECTION 5. GENERAL EMPLOYMENT POLICIES:

A. POLICY: It shall be the policy of the City of Grinnell to fill each position in the City with the best available qualified person in accordance with state and federal law.

B. NOTIFICATION OF POSITION VACANCIES: All regular job openings, including part time, except emergency vacancies, shall be posted in the same manner as the City Council Agenda. A copy of all job postings shall be given to the respective Department Superintendent. Job postings shall be posted for at least five working days before being permanently filled, but job duties may be assigned in the interim to other employees to maintain a continuity of operations and services.

In the event of a job opening, the position will be filled by the most qualified person.

C. LAY-OFF:

An employee may be laid off due to lack of work, efficiency of operations, lack of funding or other factors deemed relevant by the City.

a. LIMITATIONS TO DEPARTMENTS INVOLVED AND ORDER OF LAY- OFF. In the event of layoff, such reductions in force shall be limited to the department involved and shall be made in the following order. The order within each designated category shall be determined by the department superintendent’s evaluation of the employee's relative value toward coping with remaining work load of the department, giving consideration to classification and length and quality of City and departmental service:

1. Volunteers for lay-off. 2. Temporary part time employees. 3. Temporary full-time employees. 4. Regular part-time employees who have completed a trial period. 5. Full-time employees serving a trial period. 6. Regular full-time employees. 7. There are times when hiring a part-time employee may be necessary to reduce costs associated with full-time/benefits.

Employees who have been promoted, but who are serving a promotional trial period at the time of such reduction in force, shall be considered as holding a position in the highest classification in which they have completed the probationary period.

b. NOTICE TO EMPLOYEES: Employees to be laid off will be given reasonable notice given the nature of the layoff and the necessity to reduce the work force.

c. CALL-BACK: Employees shall be returned to work in the reverse order in which they were laid off (last out/first in).

D. SUPPLEMENTAL EMPLOYMENT: An employee working in any position in addition to their full-time position with the City must notify department head or City Manager of outside employment. Outside employment shall be subject to the following conditions:

1. It must not interfere with the employee's effectiveness in performing their duties for the City. 2. It must not leave the employee tired or subject to injury. 3. It shall not be a conflict of interest with the City employment or interfere with response to any City emergency calls. 4. It must not cause adverse publicity to the City employee or the employer.

E. SENIORITY AND IMPACT OF SENIORITY: Seniority is defined as the length of continuous service with the City since the most recent date of hire to a full-time regular position. Seniority shall begin on the day of employment, but shall not apply until the probationary period has been completed.

a. TERMINATION OF SENIORITY AND EMPLOYMENT: Employee’s employment with the City shall cease and his/her seniority canceled if:

1. The employee resigns. 2. The employee is discharged. 3. The employee is absent from work for three days without notifying the employer. 4. If the employee fails to give two weeks notification of intent to return to work at the expiration of a leave of absence, or if employee does not request and receive a written extension of leave of absence. (This shall not be interpreted to allow a grace period of three days after leave of absence.) 5. The employee gives a false reason for a leave of absence.

b. ACCRUE SENIORITY: An employee shall accrue seniority while absent because of injuries covered by the Workman’s Compensation Act.

c. EFFECT OF SENIORITY: Upon successful completion of a trial period, the employee gains a seniority date in the employee's classification allowing employee:

1. REASSIGNMENT, TRANSFER, PROMOTION: Additional consideration for job reassignments, transfers, promotions.

2. VACATION AND LEAVE: Primary consideration in scheduling vacations and/or other leaves.

3. LAY-OFF AND RECALL: Additional consideration in case of a lay-off situation, and prime consideration for recall to work.

F. TRIAL PERIOD: Each employee shall serve a trial period of 12 months. Upon completion of a trial period, the employee will be entitled to all rights and privileges granted all other comparably situated employees and their term of employment will start as of their employment date.

G. EMPLOYMENT OF RELATIVES: It is the general policy of the City to avoid hiring relatives of present employees. No person shall be employed, promoted, or transferred to a department of the City or to a division, when as a result they would be working in the same place or in contact with a relative or would be supervising or receiving supervision from a relative as defined below.

Relatives, for the purpose of this section, are defined as the employee's spouse, children, mother, father, mother-in-law, father-in-law, brother, sister, brother-in-law, sister-in-law, grandparents, grandchildren, uncles, aunts, nieces, nephews, and first cousins.

Persons who are employed by the City at the date of adoption of this policy are to be considered exempt from this policy so long as they remain in the continuous employment of the City or if a seasonal employee so long as they return to the same employment next season. Any exception to this policy can be granted by the City Manager and will be done so in writing and placed in the appropriate personnel files.

H. REGULAR PART-TIME EMPLOYEES: A regular part-time employee is one who is regularly scheduled to work less than 2,080 hours per year. Regular part-time employees are only eligible for sick leave, vacation and holiday benefits on a prorated basis. They are subject to the same work rules governing full-time employees.

I. TEMPORARY EMPLOYEES: A temporary employee is one who is hired in a temporary capacity to perform seasonal work or to assist in a special or temporary project. A temporary employee may be scheduled to work any number of hours up to four months. After four months the City Manager will review the position to determine if it should be a regular position or eliminated.

A temporary employee will not be eligible for sick leave, vacation, holiday benefits, insurance, or any other fringe benefits normally associated with regular employees.

Temporary employees shall be employed at hourly rates established and approved by the City Manager. Employees may be advanced in pay, based upon satisfactory service, to higher salary rates established by the City Manager and consistent with established pay ranges.

J. REGULAR FULL-TIME EMPLOYEES: A regular full-time employee is one who is scheduled to work a minimum of 2,080 hours per year. They can be paid an hourly or a monthly wage. Full-time employees are eligible for all benefits.

K. DEMOTIONS AND DOWNWARD RE-CLASSIFICATIONS: When an employee is demoted to a lower class position, the employee shall be paid at a rate which is within the approved range for the lower level position. If an employee demotes to a classification carrying a lower range of pay than the employee is currently earning, the rate of pay shall

22 be at the highest rate of pay for the position.

L. PHYSICAL EXAMINATION PRE-REQUISITE TO EMPLOYMENT: The City will designate a physician to administer employee physicals as the City determines appropriate. These employment physicals directed by the City will be at the City’s expense. Temporary and seasonal employees may be administered physicals as deemed necessary by the City.

M. BACKGROUND CHECK. The City may require prospective employees to have a background investigation completed prior to employment.

N. RESIDENCY REQUIREMENTS: Each employee must reside no greater than fifteen (15) miles from the Public Safety Building to the employee’s property line within one year from the date of hire. *Amended by Resolution 2015-117 – October 19, 2015.

The city may require residency as a pre-requisite of employment for key management positions.

O. RETIREMENT: Persons retiring prior to age 65 will receive such benefits as required by State or Federal law. Employees who are covered by the Iowa Public Employees’ Retirement System shall be eligible for retirement benefits as established by that system.

P. EMERGENCY CALL: All City employees are subject to respond to an emergency call when needed. Failure to respond to an emergency call may be cause for disciplinary action, up to and including termination.

Q. PERMITTANCE OF EMPLOYEE: During the course of normal business activities it may become necessary for an employee of the City to look for or acquire materials in another employee's unoccupied desk or office. This practice is permitted, and the employee should not expect privacy of personal property kept in the employee’s desk or office.

R. RETURN OF CITY PROPERTY: An employee leaving City employment for any reason is responsible for returning any City property which the employee has in his/her possession. Failure to return City property may result in the final check being withheld and subject the employee to all legal remedies available to the City.

S. BREAK: Breaks for employees may be granted as determined by the Supervisor or other controlling agreement.

T. USE OF CITY EQUIPMENT: City employees shall not use City equipment or property for personal purposes.

U. OPERATION OF MOTOR VEHICLE: All employees, whether full-time, part-time, seasonal, or temporary, must be in possession of an appropriate driver’s license and must be insurable as set by the standards of the City's insurance carrier. Individuals determined not to be insurable by the City's insurance carrier may not be considered for continued employment if their duties require operation of a motor vehicle or equipment. Smoking is prohibited in city-owned vehicles.

23 V. USE OF TOBACCO, NICOTINE PRODUCTS, AND VAPORIZERS PROHIBITED. All new hires effective July 20, 2009, shall be prohibited from smoking and the use of tobacco products or electronic smoking devices at any time. Individuals using these products are not eligible for hire in any position with the city. Any employee that violates this policy is subject to termination. Employees may not possess or bring tobacco products or electronic smoking devices onto City property.

All city employees employed prior to July 20, 2009, shall use these products off city property during authorized city breaks only. Use of these products shall not be allowed during any other time of the employees’ work day.

SECTION 6. EMPLOYEE CONDUCT AND RELATIONS:

A. MANAGEMENT-EMPLOYEE COOPERATION: Management and employees work toward the same goal. That goal is to bring efficient and economical municipal services to citizens of Grinnell. This can only be achieved by management-employee cooperation.

City Manager and all department supervisors will give due consideration to all employees suggestions concerning methods by which efficiency and economy of municipal services can be improved. The City Manager may set up a system for receipt, acknowledgement, recording, and action on suggestions of employees for improving City services.

B. CHANGE OF ADDRESS: Employees are required to notify the department supervisor promptly of any change of address, telephone number, or change in marital status, so that proper COBRA notification may be given and so that employees may be effectively contacted by telephone or mail.

C PECUNIARY INTEREST: CONFLICT OF INTEREST: No employee of the City shall have financial interest, direct or indirect, in any contract with the City, or be financially interested directly or indirectly in the sale to the City of land, materials, supplies, or services, except on behalf of the City as an employee. Non-salaried Board and Commission Members are exempt from the provisions in those cases where work is done on a competitive bid basis and the contract is not one involving directly or indirectly the work of the Board or Commission upon which the officer serves.

D. IMPROPER POLITICAL ACTIVITY: No persons holding an office, or employed in City service, except persons duly appointed to City Boards, Commissions, and committees, or persons elected to the City Council, shall:

1. Be provided with a leave of absence without pay subject to Chapter 400 of the Iowa Code.

2. Solicit any monetary contribution to campaign funds or make any monetary contribution to any municipal political campaign or to the campaign of any candidate for municipal office.

3. Take any active part in a municipal political campaign during work hours.

24 E. RULES GOVERNING CLAIMS FOR PERSONAL EXPENSE INCURRED IN OFFICIAL CONDUCT OF CITY BUSINESS:

1. Those Eligible for Reimbursement: Council Members, appointed officials, and employees and agents of the City shall be reimbursed for necessary personal expense incurred in conduct of City business in accordance with these rules and regulations. The following definitions shall be in effect:

a. Council Members are those individuals elected to the City Council of Grinnell.

b. Appointed officials are those individuals appointed to Boards and Commissions, or employees appointed directly by Council.

c. Employees are those individuals appointed and listed on the regular payroll of the City.

d. Agents of the City are those individuals retained on a fee basis or special appointment to perform valuable acts on behalf of the City. City Council shall designate such agents prior to expense approval.

2. Rules and Regulations. Council Members, appointed officials, and employees and agents claiming expenses shall properly document and receipt, whenever practicable, all actual expenses. The following guidelines shall be followed:

a. Prior approval of the City Manager, or the designated representative, is required for all personal expenses inside or outside City limits. b. Eligible expense: mileage, transportation, food, lodging, etc., shall be itemized and claimed on forms provided. c. Personal automobile: when a personal automobile is used for transportation, actual mileage shall be compensated for at the maximum rate allowable by the Internal Revenue Service. Prior approval of the City Manager is required for use of a personal automobile. Private use of public vehicles is forbidden by state law. A City-owned vehicle shall be used when available.

Proof of insurance is required of all employees using their personal vehicle for city business.

Safety belts must be properly worn at all times in both city-owned vehicles and when using privately owned vehicles for city business. Safety belt usage is Iowa law as well as a policy of the City of Grinnell. The only exception to this policy is when the driver and front seat occupants are engaged in work requiring frequent exiting of the vehicle, provided they travel at a speed not exceeding 25 mph. Failure to comply with these rules is a violation of City safety policies, which is cause for disciplinary action, up to and including discharge.

A. Reporting of Tickets for Moving Violations. All employees who operate a city vehicle, or use their own vehicle on city business, and who receive a moving violation, shall notify the city of such citation. Notification must be made within 5 days after the date that the person receives the

25 citation.

d. Public transportation: receipts for public transportation (bus, rail, air) must be provided for reimbursement. Whenever possible, the mode of transportation selected shall be the most economical available to provide necessary connections and to accommodate meeting schedules. Class of such transportation shall be coach or tourist rather than first or business class, unless prior authorization is obtained from the City Manager. Expense for rental of automobiles will not be reimbursed unless prior approval is obtained from the City Manager.

e. Meals: Meals will be reimbursed based on actual and reasonable costs. In order to be eligible for reimbursement of meals, the employee must present an itemized receipt. The City may use federal General Services Administration (http://www.gsa.gov/mie ) per diem rates to establish reimbursement rates, but is not required.

f. Lodging: Receipts for lodging will be reimbursed for actual cost; however, if a non-work companion is sharing lodging actual expenses shall be reduced for purposes of reimbursement.

g. Personal Expense While in a City: travel and expenses incurred relating to official City business, which does not require travel outside the City may be reimbursed.

h. Payment for Expenses: expense form statements shall be properly completed and signed by the employee and appropriate department supervisor prior to submission to the City Manager. To receive proper consideration expense request must be received by the City Manager prior to the 25th of the month.

F. GIFTS AND GRATITUDES: No employee shall accept loans, gifts of money or goods, services or other arrangements for personal benefit under any circumstances directly or indirectly involving influence upon the manner in which they perform their work, makes decisions, or otherwise discharges their duties as a city employee.

G. VIOLATIONS OF CHAPTER 321, CODE OF IOWA: Any City employee, while operating a city-owned vehicle, is found in violation of provisions in Chapter 321, Code of Iowa, Motor Vehicle and Law of the Road shall be responsible for any penalties assessed for violations, in addition to any further discipline that may be deemed appropriate for the offense.

SECTION 7. SAFETY AND HEALTH.

A. LAWS AND FAILURE TO COMPLY: All employees shall comply with State and Federal laws governing Safety and Health. Failure of any employee to comply shall be cause for disciplinary action, up to and including discharge.

Safety seminars and meetings will be held when appropriate.

SECTION 8. DISCIPLINARY POLICY:

The City expects certain standards of behavior from all of its employees. The standards are intended for the protection and welfare of the City and its citizens. Such standards and work rules are necessary so that the City can conduct its daily business in a consistent and orderly manner. It is not possible to list all forms of behavior that are considered unacceptable in the workplace, but a partial listing of those standards/rules is outlined below. The City will make efforts to uniformly and fairly enforce its rules/standards. Violation of these standards may, at the City’s discretion, subject an employee to disciplinary action, including discharge from employment. Keep in mind that an employee may be terminated without prior notice for any reason. The following violations will justify immediate discharge, without warning, advance notice or pay in lieu thereof:

• Willful damage or gross negligence to City property. • Theft. • Unauthorized possession of weapons or firearms on City property. • Drinking, intoxication or possession of drugs or alcoholic beverages while working or while on City property (even off duty). • Being under the influence of, use of, possession of, sale of or solicitation of narcotics. • Absence without authorization. • Tardiness. • Assaulting or fighting another individual. • Conviction of a criminal offense. • Falsification of job application, time sheet or other personal documents. • Harassment of any type. • Dishonesty. • Carelessness in handling City equipment. • Threats or acts of violence in the workplace. • Unauthorized use of City materials, equipment or other property. • Insubordination or lack of cooperation, whether in language or conduct. • Disruptive activity in the workplace. • Violation of departmental rules/standards. • Gambling on City property or while on work time. • Abusive or improper treatment of a citizen, coworker or other individual in the City or on City payroll. • Offensive conduct or language while in public or towards the public, City officials or employees, either on or off duty. • Disregard for safety policies, procedures, reporting requirements or proper use of safety gear, clothing or equipment. • Causing poor morale or disrespect among coworkers. • Failure to report to duty when assigned or called.

This list is not an exclusive list of violations justifying discipline or termination. An employee may also be terminated for poor performance, excessive absenteeism or tardiness, insubordination, dishonesty or conduct of a similar nature. While the City may attempt to

27 provide an employee with notice of a problem and may try to work with an employee to correct a problem, it is not required. An employee of the City may be terminated with or without warning and with or without an opportunity to correct the offense or problem leading to the termination.

The City expects all of its employees to show a high degree of personal integrity, both on and off duty. Whether you are on or off duty, your conduct reflects on the City of Grinnell. You are encouraged to observe the highest standards of professionalism and integrity at all times. Should your performance, work habits, overall attitude, conduct or demeanor become unsatisfactory, in the opinion of management, you will be subject to disciplinary action, up to and including discharge. Discipline for employees may be applied in one of the following manners:

1. Oral warning. 2. Written warning. 3. Final written warning, suspension or disciplinary probation. 4. Termination of employment.

The City does not require progressive discipline and may issue discipline as it best sees fit given the conduct and actions of the employee. The City does not offer tenured or guaranteed employment. Either the City or the employee can terminate the employment relationship at any time, with or without notice. While the City may elect to use progressive discipline in certain situations, the City is in no way obligated to do so. Using progressive discipline is at the sole discretion of the City.

SECTION 9. GRIEVANCE PROCEDURE:

A grievance is defined as a dispute or disagreement raised by an employee involving an interpretation or application of a specific provision of this policy manual. Any matters governed by civil service law shall not be considered grievances and shall not be subject to the grievance procedure. Any disciplinary action which may be appealed to the Civil Service Commission shall not be considered grievances and shall not be subject to the grievance procedure. Any disciplinary action or any other claim which is within the jurisdiction of the Civil Service Commission must be processed in accordance with Chapter 400 of the Iowa Civil Service Law.

Step 1.

An aggrieved employee considering filing a grievance with regard to an interpretation or application of this policy manual shall first contact his/her immediate supervisor within five (5) days of the occurrence or event giving rise to the grievance in order to explain the grievance to the supervisor and resolve the dispute. The immediate supervisor shall attempt to adjust the grievance or otherwise satisfy the employee within five (5) days after being presented with the grievance.

Step 2.

If the response of the immediate supervisor is not satisfactory to the employee, the employee may submit a written statement of the grievance to his/her department manager within five

28 (5) calendar days after the supervisor’s oral response is due. The department manager shall respond in writing to the aggrieved employee within five (5) workdays after receipt of the written grievance.

Step 3.

If the grievance remains unresolved on the basis of the written decision of the department manager, the employee may present the grievance, in writing, to the City Manager within five (5) working days after the department manager’s response is due. The employee shall provide the City Manager with a copy of the department manager’s reply at the time that the appeal is taken.

The City Manager shall hold an informal hearing within ten (10) calendar days following receipt of the appeal. The employee and his/her representative and representatives selected by the City shall have the right to present information necessary to assist the City Manager in reaching a decision on the grievance. The decision shall be issued within fifteen (15) calendar days following the completion of the hearing. The decision of the City Manager shall be final and binding.

The time limit specified for each step of the grievance procedure may be extended by mutual consent. If an answer to the grievance is not given to the employee by the City within any of the time limits specified in this section/procedure, the grievance may be appealed to the next step as set forth in the grievance procedure. Failure by the employee to comply with any time limits shall constitute a withdrawal of the grievance, and no further appeal will be allowed.

SECTION 10. FAMILY MEDICAL LEAVE ACT:

The City of Grinnell is covered by the Family Medical Leave Act (FMLA) of 1993, as amended. An “eligible employee” under FMLA means an employee who has been employed for at least twelve (12) months by the City and has worked at least one thousand, two hundred fifty (1,250) hours for the City during the previous twelve (12) month period.

In accordance with the Family Medical Leave Act, employees are entitled up to twelve (12) workweeks of unpaid leave during any twelve (12) month period for one or more of the following reasons:

• Birth of an employee’s child, in order to care for his or her child. • Placement of a child with an employee for adoption or foster care. • The employee’s spouse, daughter, son or parent has a serious health condition and the employee is needed to attend to their basic needs, both during periods of inpatient care and during periods of home care. • The employee is unable to perform the functions of his/her position due to a serious health condition. • Eligible employees may use FMLA leave to serve as a military caregiver or to handle qualifying exigencies as permitted and defined under FMLA.

For the birth of an employee’s child or placement of a child for adoption or foster care,

29 expires at the end of the twelve (12) month period beginning on the date of the birth or placement.

If both an employee and his/her spouse are employed by the City, their combined time off may not exceed twelve (12) workweeks during any twelve (12) month period for the birth, adoption or foster care of a child or to care for a parent with a serious health condition. Each spouse is eligible for the full twelve (12) weeks of leave within a twelve (12) month period to care for a daughter, son or spouse with a serious health condition.

When an employee requests FMLA leave, the employee must use his or her accrued paid leave. Once all of the employee’s paid leave is exhausted, the employee may continue FMLA leave, to the extent to which the employee is entitled, as unpaid leave. The employee may reserve forty (40) hours of sick leave each calendar year.

The City may require that a request for FMLA leave related to a serious health condition be supported by a signed certification, issued by a health care provider of the employee or the employee’s spouse, daughter, son or parent, as appropriate. Whenever possible, it is expected that a notice be given thirty (30) days prior to the date when the employee anticipates the FMLA leave to begin.

All leaves of absence requested under this leave in accordance with FMLA shall be administered in accordance with the Family Medical Leave Act of 1993, as amended.

SECTION 11. COMPUTER USE:

The City provides computer facilities to its employees to assist and facilitate communications and other work-related communications and research. The computer facilities are to be used for City business. The only exception is that incidental and occasional personal use of e-mail is allowed during work breaks. Internet access should only be used for City business. Personal e-mail will be treated by the City like other e-mail messages and will be considered public records. Files, documents and e-mail, whether for personal or business use, that are created, sent, received or stored on the City’s computer facilities by the employee may not be kept confidential, subject to applicable law. Personal use of the computers must be in compliance with this policy. All employee electronic files generated or stored on City computers are considered to be the sole property of the City.

The City may monitor, review and access employee electronic files for any municipal purpose, including for the purpose of ensuring that the employee is in compliance with this policy. The monitoring, review and access may be implemented on the employee electronic files of all employees or of a specific employee. Random monitoring, reviewing and access may be implemented.

Employees may not use the City’s computer facilities for any illegal, disruptive, offensive or wrongful purposes. Employees may not use the City’s computer facilities to distribute defamatory, fraudulent or harassing messages; send, receive or store sexually explicit or suggestive materials or other offensive images or messages, or slurs or disparaging materials based on any person’s ethnicity, race, religion, disability, sexual orientation or age; violate or infringe the copyright of any person, or incite any person to illegal actions.

Employees should not use the computer facilities to send bulk e-mail in a marketing or unsolicited format. Sending bulk e-mail is prohibited. The employee should not send or forward to others any “chain” e-mail. The employee should not use the City’s logo, graphics or any other City content, unless involved in an authorized activity. Any use of the City’s equipment or services for private or personal financial gain, commercial advertising or solicitation purposes is prohibited.

The City’s computer facilities are only to be used by authorized persons, and an employee must have been issued or must create one or more passwords in order to use the City’s computer facilities. The employee must provide any passwords that the employee has created to access the City’s computer facilities to the City Manager. The employee should not give its passwords to any other people. The employee may not use some else’s password without the express written authorization from the City. Each user is responsible for the proper use of his or her account and any activity conducted with it. This includes choosing safe passwords, protecting them and ensuring that file protections are set correctly. Each employee is responsible for the security of any system he or she connects to the network. Any employee who finds a possible security lapse on the City’s computer system or network must report it to the City Manager as soon as possible.

Malicious use or deliberate disruption of the City’s computers, network or internet/e-mail services and the misuse and deliberate damage to a City computer or services is prohibited.

Employees should be aware that their “deletion” of electronic information will, in most cases, not erase such information from the computer system’s storage until it is overwritten with other data and it may, in any case, still reside in the City’s computer network either on various backup systems or other forms and, even if erased, may still exist in the form of printouts.

This policy may be amended from time to time as the City Council determines to be necessary, with or without notice to the employees.

Violation of this policy will subject the employee to discipline, up to and including discharge.

SECTION 12. CELL PHONE/ELECTRONIC COMMUNICATION DEVICE USE:

While at work, employees are expected to exercise discretion in use of personal cell phone/electronic communication devices. Personal calls during work hours, regardless of the phone use, can interfere with employee productivity, safety and may be distracting to others. Employees are prohibited from using cell phone/electronic communication devices in any illegal, illicit or offensive manner.

Use of cell phones/electronic communication devices by City employees for personal use is limited during work hours. Employees may use cell phones/electronic communication devices for personal use during lunch or break periods only, except in the case of emergency. Use of cell phones/electronic communication devices should be made in a private space away from other employees, citizens and common work areas. Personal cell phones/electronic communication devices are to be turned off or placed on silent mode during working hours.

31 If an employee’s use of cell phone/electronic communication devices for personal use causes disruptions or loss in productivity, the employee may become subject to disciplinary action. The City reserves the right to request that an employee provide cell phone bills and usage reports for calls made during working hours to determine if the use of the cell phone/electronic communication device was excessive.

Drivers shall comply with all federal, state and local laws and regulations regarding use of cell phone/electronic communication devices and other mobile technology devices. No employee may use a cell phone/electronic communication device for personal use while operating City vehicles, equipment or machinery. Sending or reading text messages, e-mails, viewing videos and inputting data into cell phones or laptop computers or navigation systems are prohibited while driving. The cell phone voicemail feature should be on to store incoming missed calls and messages while driving, and all message retrievals and calls should be made after the vehicle is safely parked. If acceptance of an incoming call or text is unavoidable and pulling over is not an option, employees are expected to keep the call short, use hands-free options, if available, refrain from complicated or emotional discussions and keep their eyes on the road. Special care should be taken in situations where there is traffic, inclement weather or the employee is driving in an unfamiliar area.

Under no circumstances are employees allowed to place themselves at risk to fulfill business needs. Employees who are charged with traffic violations resulting from the use of their phone while driving will be solely responsible for all liabilities that result from such actions. Violations of this policy will be subject to discipline, including termination.

SECTION 13. CONFLICT:

Where this Personnel Manual is in conflict with state or federal laws, the law shall take precedence over this manual.

SECTION 14. DISCLAIMER:

THIS MANUAL DOES NOT CONSTITUTE A CONTRACT OF EMPLOYMENT.

This manual does not constitute or create a contract of employment. Rather, this manual has been prepared to acquaint you with the City of Grinnell’s employment policies, your responsibilities as an employee, and the many benefits and privileges our employees may enjoy. It is presented as a matter of information only. The City is committed to reviewing these policies continually and reserves the right to change or terminate any or all of them at any time, with or without notice to the employee. As a City employee, you are employed at will, unless otherwise required by law. You retain the right to terminate your employment at any time for any reason, and the city retains the same right. No policy or practice of the city should be construed to change this relationship. Only the City Council has the right to modify or change this practice, and such action must be in writing.

Management is committed to reviewing these policies and benefits. Accordingly, the policies and benefits outlined in these procedures are subject to review and change by management at any time. No communication or practice limits the reasons or procedures for termination or modification of the employment relationship.

32 Appendix A

CITY OF GRINNELL POLICY PROHIBITING HARASSMENT

SUBJECT: HARASSMENT

It is the policy of the City of Grinnell that no employee be harassed by another employee, customer, or supervisor on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity, disability, or any other protected characteristic as established by law.

Illegal harassment, whether verbal or physical, will not be tolerated. All members of management have the explicit responsibility and duty to take corrective action to prevent any illegal harassment of our employees.

If any employee believes that he or she has been subjected to illegal harassment, that employee should bring the matter directly to the immediate attention of their supervisor, any departmental supervisor, the City Manager, the City Clerk, the City Attorney, or a member of the City Council. All complaints will be investigated, and appropriate disciplinary action taken, up to and including termination. There will be no retaliation against anyone who submits a good faith harassment complaint or participates in an investigation relating to such a complaint.

Sexual Harassment It is the policy of the City of Grinnell that no employee be harassed by another employee or supervisor on the basis of sex.

The policy prohibits any demand for sexual favors that is accompanied by a promise of favorable job treatment or a threat concerning the employee’s employment. Also prohibited is subtle pressures for sexual favors, including implying that an applicant’s or employee’s cooperation of a sexual nature, or refusal thereof, will have any effect on the person’s employment, job assignment, wages, promotion, or any other condition of employment.

In addition, any behavior of a sexual nature not welcomed by the employee or found to be personally offensive is expressly forbidden. This includes but is not limited to:

a. Repeated sexual flirtations, advances, or propositions.

b. Continued or repeated verbal abuse of a sexual nature, sexually related comments and joking, graphic or degrading comments about the employee’s appearance or the display of sexually suggestive objects or pictures.

34 c. Any uninvited physical contact or touching, such as patting, pinching or other contact.

d. Conduct that has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.

Sexual harassment, whether verbal or physical, will not be tolerated. All members of management have the explicit responsibility and duty to take corrective action to prevent any sexual harassment of our employees.

As with other forms of harassment, any employee who believes that he or she has been subjected to sexual harassment should bring the matter directly to the immediate attention of their supervisor, any departmental supervisor, the City Manager, the City Clerk, the City Attorney, or a member of the City Council. All complaints or reports of sexual harassment will be investigated, and appropriate disciplinary action taken, up to and including termination. There will be no retaliation against anyone who submits a good faith sexual harassment complaint or participates in an investigation relating to such a complaint.

35 APPENDIX B

CITY OF GRINNELL DRUG & ALCOHOL POLICY

SCOPE

In compliance with the Drug-Free Workplace Act of 1988, every employee of the City of Grinnell will receive a copy of this Policy and acknowledge their compliance. Copies of the Act are also available for any employee upon request from the City Office.

This document establishes the Drug and Alcohol Policy of the City of Grinnell, and, as such, supersedes all previously issued policies, publications, memorandums, and documents related to this subject. If you have any questions relating to material covered in this policy, see your supervisor or contact the City Office.

POLICY

The goal of the City of Grinnell's Drug and Alcohol Policy is to make a good faith effort to maintain a drug- free workplace and to otherwise comply with the "Drug-Free Workplace Act of 1988". The City of Grinnell recognizes that misuse of alcohol and other drugs is a pervasive problem in our society. The City of Grinnell is committed to the position that the most effective way of approaching this problem is through education, assessment, early intervention, and treatment, if necessary. This policy is intended to promote assessment, treatment and rehabilitation as needed, as well as a safe and secure work environment. The City of Grinnell encourages employees to seek assessment and to utilize its designated confidential assessment service as described in the Personnel Policy Manual of the City of Grinnell.

To promote these goals, the City of Grinnell has established a drug-free awareness program. The use of controlled substances, prescribed and non-prescribed drugs or alcohol by an employee is of concern to the City of Grinnell when such usage interferes with job performance, conduct, attendance, safety, or when in violation of the law.

The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance by employees, while on the city of Grinnell premises or while on city of Grinnell business, is prohibited. Conducting City of Grinnell business, which includes driving vehicles or operating City of Grinnell equipment while under the influence of alcohol or other drugs, is also prohibited. Engaging in any of these prohibited activities may result in disciplinary action, including dismissal.

GUIDELINES

The City of Grinnell recognizes that early identification through assessment and subsequent referral to the appropriate type of care may result in successful treatment of addictions. Appropriate care facilities are covered in the City of Grinnell's medical coverage.

1. Supervisors should make every effort toward early identification and encouragement of the employee to seek evaluation. It is understood that it is not the responsibility of supervisory personnel to determine if an employee has a substance abuse problem. Thus, referral for diagnosis and treatment, when necessary, will be based on observed job performance problems or issues.

2. Consideration will be given to post-treatment activities (i.e. aftercare AA Meeting, etc.). However, an employee's involvement in substance abuse treatment is not considered an alternative to meeting established work and attendance standards. If it becomes necessary for an employee to undergo some form of treatment in an appropriate facility, absence will be handled in accordance with applicable benefit plans.

36 3. In the event of a relapse, the City of Grinnell will consider alternatives appropriate to the individual situation.

In order to comply with the "Drug-Free Workplace Act of 1988" each employee will be given a copy of this policy and guidelines and will agree to comply. This includes the requirement that any employee convicted of any criminal drug statute violation occurring on the job must notify the City Clerk within five (5) days.

37 ADDENDUM CITY OF GRINNELL SUBSTANCE ABUSE POLICY FOR DRUG AND ALCOHOL TESTING

If the test of an employee, who is subject to the requirements of Federal DOT drug and alcohol testing, results in a Medical Review Officer (MRO) verified positive test for the use of drugs, or an alcohol concentration of 0.04 or greater, the employee will be referred to an appropriate substance abuse professional for assessment and enrollment in a treatment and rehabilitation program, if recommended. Results of the positive drug or alcohol test and terms of the rehabilitation will remain confidential, except as provided by the Federal Regulations.

If the test results indicate an alcohol concentration of at least 0.02 but less than 0.04, the driver will be removed from the job for at least 24 hours and shall be permitted to use compensatory time or vacation, or leave without pay if paid leave is not available. Alternatively, the employee may be assigned to non-safety- sensitive duties with approval of the department supervisor. The employee may return to safety-sensitive duty at his/her next scheduled shift after completion of the following:

-At least 24 hours have elapsed from the breathalyzer test which indicated an alcohol concentration of at least 0.02 and,

-The employee has taken another breathalyzer test which indicates an alcohol concentration of less than 0.02

Employees referred to the treatment and rehabilitation program as a result of an MRO verified positive test or breath testing showing an alcohol concentration above 0.04, must immediately cease any substance abuse, must be subject to testing before returning to safety-sensitive duty, must subject themselves to periodic unannounced testing for a period of not to exceed sixty months, and must comply with all other conditions of the treatment and counseling program recommended by the substance abuse professional.

None of the expenses of the substance abuse treatment and rehabilitation program shall be paid for by the City of Grinnell. Expenses for the rehabilitation program shall be paid for entirely by the employee with the employee health insurance provider funding a portion as provided in the benefit plan.

An employee required to take time off in order to participate in a rehabilitation program will be permitted to use sick leave, vacation time, and /or unpaid leave.

Participation in substance abuse treatment and rehabilitation will not result in disciplinary action; however, non-covered duties may be assigned until the MRO or substance abuse professional determines that the employee may return to duty. Successful completion of the prescribed program will be required for the employee to continue employment with the employer.

If an employee is undergoing substance abuse treatment and counseling or has returned to duty upon successfully completing such treatment and rehabilitation and a subsequent test is verified by the MRO as positive, or results in an alcohol concentration of 0.04 or greater, the employee will be subject to further disciplinary action, up to and including termination.

Employees who undergo substance abuse treatment and counseling under this policy and who continue to work must meet all established standards of conduct and job performance.

38 2019 Iowa Campus Compact Summer AmeriCorps Program Host Site Memorandum of Agreement

THIS AMERICORPS HOST SITE AGREEMENT is executed by and between IOWA WESTERN COMMUNITY COLLEGE, 1111 9th Street, Suite 225, Des Moines, IA, 50314 (“Iowa Campus Compact” or “IACC”), the fiscal host of Iowa Campus Compact, and Drake Community Library, 930 Park Street, Grinnell, IA 50112 (“Host Site”).

WHEREAS Iowa Campus Compact has received an award entitled, “2018-19 Iowa College AmeriCorps Program” from the Corporation for National and Community Service. WHEREAS the Host Site has agreed to perform certain work necessary detailed in its application;

NOW THEREFORE, it is agreed as follows:

ARTICLE 1. FUNDING SOURCE, POSITIONS, DURATION OF AGREEMENT 1.1 FUNDING SOURCE. The source of funding for the host site is a grant from the Corporation for National and Community Service (“Corporation” or “CNCS”) [Code of Federal Domestic Assistance (CFDA) 94.006] for the Iowa College AmeriCorps Program the Host Site shall comply with the requirements, conditions and rules of the Corporation, Iowa Campus Compact and any other public or private entity having authority over the funds or the Grant.

1.2 DURATION OF AGREEMENT. The agreement shall extend through the time period of 5/1/2019 to 8/31/2019.

1.3 AMERICORPS PARTICIPANTS. Iowa Campus Compact awards 4 summer reading corps (“minimum time”, 300 hour) position(s).

1.4 MATCH. The host site agrees to match the grant, through allowable cash or in-kind sources as identified on their host site application.

ARTICLE 2: CONDITIONS FOR ENROLLMENT OF AMERICORPS POSITION(S) 2.1 HOST SITE AGREEMENT EXECUTED. The Host Site Agreement shall have been properly executed and returned to Iowa Campus Compact prior to the agreement start or within thirty (30) days of IACC’s transmittal of the final agreement to the host site.

2.2 SUBMISSION OF COST SHARE. The Host Site shall provide Iowa Campus Compact with a cost share payment of $125 per enrolled member and Grinnell Education Partnership $125 per enrolled member to be billed in June.

2.2.2 FEDERAL SOURCE. The Host Site shall, if appropriate, indicate the source of cost share.

☐ The described cost share comes from the <> which allows CNCS to use of funds as a source of match.

☐ The described cost share DOES NOT come from a federal source of funding.

2.3 ASSIGNED MEMBER SUPERVISION. The host site agrees to assign a host site supervisor to complete obligations described herein for the duration of the Agreement. The host site has assigned the following supervision.

Supervisor Name Email Phone Position Title Karen Neal [email protected] 641-236-2661

2.4 ONCORPS ACCOUNT. The assigned host site supervisor(s) shall create an OnCorps timekeeping account. 1

ARTICLE 3. ENROLLMENT AND RETENTION REQUIREMENTS

3.1 ENROLLMENT REQUIREMENT. The host site must enroll at least 90% of its AmeriCorps positions. 3.2 RETENTION REQUIREMENT. The host site must retain at least 90% of its AmeriCorps positions.

3.3 CONSEQUENCES OF NONRECRUITMENT AND NONENROLLMENT. Host sites who are unable to meet enrollment or retention requirements may receive a reduction in awarded positions for future program years. Iowa Campus Compact will review future requests for AmeriCorps positions against the host site’s prior performance. Host sites who are unable to meet enrollment or retention requirements over two or more program years will received a reduced award for future program years.

3.4 HIRING MEMBERS. Host sites are allowed and encouraged to hire AmeriCorps member(s) after the member has completed his or her term requirements. Host sites who hire members as staff before the member is able to complete his or her term requirements will receive reduced future awarded AmeriCorps positions.

3.5 RECRUITMENT AND ENROLLMENT EXPECTATIONS. The host site understands that future funding for the Iowa College AmeriCorps Program and the host site is contingent upon Iowa Campus Compact’s ability to enroll and retain at least 90% of all awarded positions.

ARTICLE 4. HOST SITE OBLIGATIONS 4.1 COMPLIANCE WITH LAWS AND REGULATIONS. The Host Site shall comply with the Terms and Conditions of the Act, the Corporation’s regulations (45 CFR 12501 et seq.), AmeriCorps State General Terms and Conditions (https://egrants.cns.gov/termsandconditions/2018GeneralTC508-20171101.pdf) and AmeriCorps Specific Terms and Conditions (https://egrants.cns.gov/termsandconditions/508Final2018ACSNProgramSpecificTC20180611.pdf). This Agreement is also subject to OMB Circulars 2 CFR 220 - Cost Principles for Educational Institutions (formerly A-21); 2 CFR 225 - Cost Principles for State, Local, and Indian Tribal Governments (formerly A-87); and 2 CFR 230 - Cost Principles for Non Profit Organizations (formerly A-122), as applicable.

4.2 ACCESS TO RECORDS. The-host site shall permit Iowa Campus Compact, the Iowa Commission for Volunteer Services (ICVS), and the Corporation for National and Community Service (CNCS) to conduct in-person or electronic site visits, access and examine, audit, excerpt and transcribe any directly pertinent books, documents, papers and records of the host site relating to orders, invoices, or payments or any other documentation or materials pertaining to this Agreement. Iowa Campus Compact shall make every effort to access records from Monday through Friday, between the hours of 8:00 am and 5:00 PM Central Standard Time. Such rights shall continue as long as the records are retained by the host site. Records may be accessed in hard copy, electronically, on site, or in other ways as necessary to meet the needs of Iowa Campus Compact. Regardless of the method, all records will be managed in accordance with proper records management procedure(s) while they are in the possession of Iowa Campus Compact. Access to records shall be granted within 72 hours of the request unless other arrangements have been agreed to by Iowa Campus Compact.

4.3 PROGRAMMATIC DOCUMENTATION. The Host Site shall deliver to IACC upon request, (i) copies of all contracts or agreements relating to the Program, (ii) invoices, receipts, statements or vouchers relating to the Program, (iii) member or staff records of files and program performance related to this Program, (iv) budgets and revisions showing estimated Program costs and funds required at any given time to complete and pay for the Program, (v) any other such grant- related documents as requested, in order verify compliance with applicable state and federal AmeriCorps requirements.

4.4 AMERICORPS ORIENTATION, TRAINING, RESOURCES, AND SUPPORT. Provide appropriate resources to the AmeriCorps member including, but not limited to (1) office space, supplies, phone, Internet connection, and other physical accommodations as necessary, (2) adequate budget support for member travel, service, and the program orientation, (3) designate a supervisor who can provide adequate time in working with the AmeriCorps member and

2 IACC during the service year, (4) appropriately integrate the AmeriCorps member into staff, (5) provide the AmeriCorps member with on-site orientation and regular training opportunities, and (6) provide additional benefits to the AmeriCorps member as described in position recruitment materials, as applicable.

4.5 MEMBER ORIENTATION. The host site understands that all members must receive a program orientation led by Iowa Campus Compact staff prior to their day of service. The host site and Iowa Campus Compact agree to make reasonable efforts to schedule, coordinate, and deliver the program orientation prior to the start of all member positions.

4.6 RELEASE OF MEMBERS FROM SERVICE. The host site agrees to release AmeriCorps members from service for Days of Service events and program trainings provided by Iowa Campus Compact. Days of service include September 11 Day of Service and Remembrance and MLK Day of Service. Program trainings include the Iowa Student Civic Academy, regional ICAP trainings, and the Midwest Campus Compact Conference.

4.7 BRANDING REQUIREMENTS. The host site shall represent the AmeriCorps brand as required by CNCS (https://www.nationalservice.gov/newsroom/marketing-and-media-resources/logos/guidelines-use/). Branding includes press releases related to the program, member activities, and program outcomes. The host site also agrees to (1) prominently displaying an “AmeriCorps member serving here” poster provided by Iowa Campus Compact, (2) ensure service sites prominently display an “AmeriCorps member serving here” poster provided by Iowa Campus Compact, (3) ensure AmeriCorps members wear and use provided AmeriCorps gear while in service, and (4) display the AmeriCorps logo on the host site’s website.

4.8 MEMBER PERFORMANCE ISSUES. The host site agrees to maintain regular communication regarding member performance issues. Specifically, the host site agrees to notify Iowa Campus Compact in writing;

• within 24 hours of any member or host site supervisor behavioral issues (arrests, harassment) that may result in the immediate dismissal from the program or employment, • within 24 hours of all AmeriCorps member grievance requests, • within 24 hours if any AmeriCorps member provides prohibited activities, as defined in Article 7, to their host site, • within 24 hours if a full-time member fails to show up to service without prior written approval for two consecutive service days, • within 3 business days of AmeriCorps member behavior issues that result in disciplinary action by the member’s direct supervisor, • within 3 business days if any AmeriCorps member requests to be exited for cause, compelling circumstance, or requests a suspension, • within 3 business days for any AmeriCorps member service site changes, position description amendments, agreement amendment requests, or other change that effects the member’s service activities.

ARTICLE 5. HOST SITE SUPERVISOR OBLIGATIONS

5.1 COMMUNICATION. The host site supervisor agrees to serve as a liaison between the host site and the program. This includes maintaining regular communication with Iowa Campus Compact, providing timely response to program related requests, questions, and meeting deadlines as outlined in the Agreement.

5.2 HOST SITE SUPERVISOR ORIENTATION. The host site supervisor agrees to attend an in-person orientation facilitated by Iowa Campus Compact.

5.3 MEMBER TIMESHEETS. The host site supervisor(s) must approve member timesheets in the OnCorps timekeeping system. Timesheets must be approved within 4 days of submission.

5.4 CERTIFICATION OF MEMBER ACTIVITIES. The host site supervisor understands that they are responsible for certifying all AmeriCorps member service, training, and fundraising hour as true and correct and do not include any service

3 activities prohibited by law, regulation, or grant provisions. Further, the supervisor understands that a knowing and willful false certification on the timesheet can be punished under federal law (Section 1001 of Title 18, USC).

5.5 REPORTS. The host site supervisor understands that they must complete and/or support their AmeriCorps members in completing the reports described in the Agreement.

5.6 MEMBER ENROLLMENT FORMS. The host site supervisor agrees to serve as a liaison between the AmeriCorps member and Program in completing applicable program enrollment documents, online forms, or other required enrollment procedures. Host sites must submit selected AmeriCorps member contact information (email & phone) and a copy of the member’s government issued identification no later than 5 business days prior to member’s start date. In the event the member will not receive an in-person orientation facilitated by Iowa Campus Compact, then the host site must also submit a completed Member Service Agreement and required background check forms no later than 5 business days from the member’s start.

5.7 FBI FINGERPRINT CHECK. Iowa Campus Compact will make reasonable efforts to collect and complete the FBI fingerprint check on all AmeriCorps members prior to their start date. In the event Iowa Campus Compact cannot reasonably complete this process, then IACC will notify the host site supervisor that they must make arrangements within 5 business days of the member’s start date to collect and complete required FBI fingerprint cards. Complete cards and FBI fingerprint billing forms must be returned to the Iowa Department of Criminal Investigations within 30 calendar days of the member’s start date. Any and all FBI fingerprint check fees must be paid or reimbursed by Iowa Campus Compact.

5.8 IOWA COMMISSION FOR VOLUNTEER SERVICES ACTIVITIES. The host site supervisor agrees to act as a liaison between the program and ICVS for the purpose of conducting site visits and completing online or in-person focus groups.

ARTICLE 6. REPORTS 6.1 POSITION DESCRIPTIONS. Host sites must submit draft position descriptions to no less than 5 business days prior to the start of the proposed position.

6.2 MID-TERM MEMBER NARRATIVE REPORT. Host sites must ensure that their members complete a mid-term narrative report that provides information on the individual’s service projects, success, challenges, and professional growth. Reports will be distributed by Iowa Campus Compact to the member after they have recorded 150 service hours. Reports are due by the next timesheet submission deadline.

6.3 MEMBER EVALUATIONS. Host sites must complete evaluation of each member’s term of service. Members who do not receive an evaluation will not receive their education award and will exited for cause. Host sites must complete an end-of-term evaluation of each member and submit it within 7 days of the member’s last day of service as indicated on the member service agreement.

6.4 FINAL REPORT. Host sites must submit a final report no later than 8/30/19.

6.5 REPORTING TIMELINE. Below is a timeline for reports described in the agreement. All reports must be submitted using the online Formstack reporting system.

ITEM REPORTING TIMELINE DATE DUE Position Description n/a 5 business days prior to position start Mid-term member narrative report First half of service Friday, June 21, 2019 Final Report 5/01/19 – 08/15/19 Friday, August 30, 2019

4 ARTICLE 7. PROHIBITED ACTIVITIES 7.1 PROHIBITED ACTIVITIES. 45 CFR§§ 2520.65 While charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities associated with the AmeriCorps program or the Corporation for National and Community Service, members and volunteers recruited by members may not engage in the following activities: 1. Attempting to influence legislation. 2. Organizing or engaging in protests, petitions, boycotts, or strikes. 3. Assisting, promoting or deterring union organizing. 4. Impairing existing contracts for services or collective bargaining agreements. 5. Engaging in partisan political activities or other activities designed to influence the outcome of an election to any public office. 6. Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials. 7. Engaging in religious instruction; conducting worship services; providing instruction as part of a program that includes mandatory religious instruction or worship; constructing or operating facilities devoted to religious instruction or worship; maintaining facilities primarily or inherently devoted to religious instruction or worship; or engaging in any form of religious proselytization. 8. Providing a direct benefit to a. A business for profit; b. A labor union c. A partisan political organization d. A non-profit entity that fails to comply with restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or substantial amount of lobbying except that nothing in these provisions shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; e. An organization engaged in religious activities as described above (7), unless Corporation assistance is not used to support those religious activities.

9. Conducting voter registration drive or using CNCS funds to conduct a voter registration drive. 10. Providing abortion services or referrals for receipt of such services. 11. Other such activities as CNCS/ICVS may prohibit. AmeriCorps members may not engage in the above activities directly or indirectly by recruiting, training or managing others for the primary purpose of engaging in one of the activities listed above.

7.2 RIGHTS OF PRIVATE CITIZENS. Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non-AmeriCorps time, using non-CNCS funds. Individuals should not wear the AmeriCorps logo while doing so.

7.3 FUNDRAISING. 45 CFR§§ 2520.40 AmeriCorps members may raise resources directly in support of your program's service activities. Examples of fundraising activities AmeriCorps members may perform include, but are not limited to, the following: 1. Seeking donations of books from companies and individuals for a program in which volunteers teach children to read; 2. Writing a grant proposal to a foundation to secure resources to support the training of volunteers; 3. Securing supplies and equipment from the community to enable volunteers to help build houses for low-income individuals; 4. Seeking donations of books from companies and individuals for a program in which volunteers teach children to read; 5. Securing financial resources from the community to assist in launching or expanding a program that provides social services to the members of the community and is delivered, in whole or in part, through the members of a community-based organization;

5 6. Seeking donations from alumni of the program for specific service projects being performed by current members.

7.4 FUNDRAISING LIMITATIONS. An AmeriCorps Member may spend no more than ten percent of his or her originally agreed-upon term of service, as reflected in the member enrollment in the National Service Trust, performing fundraising activities.

AmeriCorps members may not:

1. Raising funds for his/her living allowance; raising funds for an organization’s operating expenses or endowment; 2. Write a grant application for funding provided by a federal agency including Campus Compact Days of Service grants, AmeriCorps VISTA, Summer VISTA Associates, the Corporation for National Community Service grant proposals and AmeriCorps grants.

45 CFR§§ 2520.45 An AmeriCorps member may spend no more than ten percent of his or her originally agreed-upon term of service, as reflected in the member enrollment in the National Service Trust, performing fundraising activities. The grantee mush ensure that it does not exceed the limitation on member service hours spent in education and training set forth in 45 CFR§§ 2520.50.

7.5 NON-DUPLICATION. 45 CFR §§ 2540.100

A. Corporation assistance may not be used to duplicate an activity that is already available in the locality of a program. And, unless the requirements of paragraph (f) [non-displacement] of this section are met, Corporation assistance will not be provided to a private nonprofit entity to conduct activities that are the same or substantially equivalent to activities provided by a State or local government agency in which such entity resides.

7.6 NON-DISPLACEMENT. 45 CFR §§ 2540.100

A. An employer may not displace an employee or position, including partial displacement such as reduction in hours, wages, or employment benefits, as a result of the use by such employer of a participant in a program receiving Corporation assistance. B. An organization may not displace a volunteer by using a participant in a program receiving Corporation assistance. C. A service opportunity will not be created under this chapter that will infringe in any manner on the promotional opportunity of an employed individual. D. A participant in a program receiving Corporation assistance may not perform any services or duties or engage in activities that would otherwise be performed by an employee as part of the assigned duties of such employee. E. A participant in any program receiving assistance under this chapter may not perform any services or duties, or engage in activities, that— (i) Will supplant the hiring of employed workers; or (ii) Are services, duties, or activities with respect to which an individual has recall rights pursuant to a collective bargaining agreement or applicable personnel procedures. F. A participant in any program receiving assistance under this chapter may not perform services or duties that have been performed by or were assigned to any— (i) Presently employed worker; (ii) Employee who recently resigned or was discharged; (iii) Employee who is subject to a reduction in force or who has recall rights pursuant to a collective bargaining agreement or applicable personnel procedures; (iv) Employee who is on leave (terminal, temporary, vacation, emergency, or sick); or (v) Employee who is on strike or who is being locked out.

6 ARTICLE 8. USE OF AMERICORPS POSITIONS 8.1 LENGTH OF SERVICE. AmeriCorps participants must adhere to the following term of service length requirements. Members cannot extend their term of service beyond the 9 weeks.

8.2 SERVICE LIMITS. Individuals may serve multiple terms of AmeriCorps service. The following limitations apply to all AmeriCorps positions. Individuals can only serve up to two (2) terms in a single grant year. AmeriCorps members may serve up to four (4) terms in an AmeriCorps State & National program. However, they may only earn up to the value of two (2) full-time education awards. Host sites should consult with members on how many previous AmeriCorps State & National terms they have served to ensure they do not exceed the limits for this branch of AmeriCorps.

8.3 HOURLY LIMITS. AmeriCorps members cannot serve more than 12 hours in a day, 120 hours in a two-week period, and 200 hours in a month.

8.4 ALLOWABLE SERVICE. Host sites must place members in positions which adhere to the requirements established in this agreement and described in the Position Description Policy. Position descriptions must be approved by Iowa Campus Compact prior to placing a member into the position. Service activities that are deemed prohibited or unallowable by Iowa Campus Compact, ICVS, or CNCS will not count toward the AmeriCorps member’s term of service.

8.5 DISASTER SERVICE. Members are allowed to serve in times of disasters. The host site must notify Iowa Campus Compact within 24 hours of deploying members to local disasters. All disaster deployments (to activities outside of the approved program design) must be coordinated by the Iowa Commission for Volunteer Services.

ARTICLE 9. MATCH REQUIREMENTS

9.1 MATCH REQUIREMENT. Host sites are expected to contribute and document financial resources to their project as described in Exhibit A (“Host Site Application”) for the reporting period, unless otherwise agreed upon by Iowa Campus Compact.

9.2 ALLOWABLE SOURCES OF MATCH. Host sites shall refer to OMB Cost Principles 2 CFR Part 200, Subpart E for additional requirements related to allowable kinds and sources of match and match documentation requirements. Host sites utilizing match funds from other Federal sources must have consent from the other Federal sources allowing the use of the funds as match under this Grant. Grantees shall report the amount and sources of federal funds, other than those provided by CNCS, used to carry out its Program.

9.3 PERSONNEL COSTS AS A SOURCE OF MATCH. Personnel costs which directly support members and goals are an allowable source of match. Host sites that wish to use personnel costs must provide Iowa Campus Compact with (1) annual certification of salary and benefits, (2) monthly timesheets submitted to IACC that must be signed and dated by both the host site supervisor and their supervisor. Timesheets must indicate total hours for each time period with a separate listing for hours spent support program goals. Monthly reports must be submitted to Iowa Campus Compact within the first 5 working days of the month.

ARTICLE 10. AMERICORPS MEMBER ENROLLMENT REQUIREMENTS

Host sites must adhere to the following requirements when selecting candidates to fill their AmeriCorps position(s). Host sites may place additional, but reasonable, requirements on members. Additional requirements must be listed on the position application and position description.

10.1 MEMBER ELIGIBILTY REQUIREMENTS.

7 1) Be at least 17 years of age at the commencement of service OR be an out-of-school youth of at least 16 years of age participating in a youth corps-type program (42 USC 12572A2) OR an out-of-school youth of at least 16 years of age enrolled in a program for economically disadvantaged youth (as defined in the Act 42 USC 12572A9); 2) Have a high school diploma or its equivalent, or be in the process of obtaining one; and 3) Be a citizen, national, or lawful permanent resident alien of the United States. 4) Pass all required National Service Criminal History Checks 5) Be actively enrolled as an undergraduate or graduate student at the host site institution of higher education

10.2 ENROLLMENT REQUIREMENTS. The host site agrees to provide Iowa Campus Compact with the name, email address, phone number, and copy of a government issued identification of the selected member(s) by the following deadlines.

• Member information must be communicated no later than 5 business days prior to the pre-service orientation. Host sites are encouraged to select their members as early as possible. Members that do not reside in Iowa may have their start dates delayed in order to ensure they comply with National Service Criminal History Check requirements. • Members must have completed all enrollment processes in order to be successfully enrolled into the program. This includes, but is not limited to completing the AmeriCorps online application, payroll paperwork, and National Service Criminal History background checks.

ARTICLE 11. AMERICORPS MEMBER BENEFITS 11.1 AMERICORPS MEMBER BENEFITS

• A living stipend paid out bi-monthly from Iowa Western Community College totaling $2,500 over 9 weeks. • Additional professional development and networking opportunities • Upon successful completion of the full term of service, the Member will receive an education award of $1,230.69, from the National Service Trust. The Member understands that his/her failure to disclose to the program any history of having been released for cause from another AmeriCorps program will render the Member ineligible to receive the education award. • If the Member has received forbearance on a qualified student loan during the term of service, and the Member successfully completes the term of service, the National Service Trust will repay a portion of the interest that accrued on the loan during the term of service according to hours served. • Child-care benefits are contingent on having a child under 13, meeting an income threshold, needing child-care assistance to complete the AmeriCorps term of service, and having a financial need to pay necessary child-care expenses. More information can be found at http://www.americorpschildcare.com/.

ARTICLE 12. BACKGROUND CHECKS 12.1 AMERICORPS MEMBER. The host site agrees to assist AmeriCorps members and Iowa Campus Compact in the completion and distribution of applicable National Service Criminal History Check forms and supporting documentation.

12.2 PROGRAM STAFF. Host sites who seek to use personnel time as a source of match must comply with all required National Service Criminal History Checks (NSCHC) according to the Corporation for National and Community Service’s policy and regulations. The host site understands that they must submit (1) a signed waiver form, (2) copy of a government issued identification, (3) applicable state and/or federal background check forms, as assigned by, and in accordance with, Iowa Campus Compact background check policy.

12.3 DISSEMINATION. The host site understands that under no circumstances will IACC ever disseminate the results of AmeriCorps member or program staff background checks. Requests for copies, electronic or hard copy, or other dissemination requests, such as written or oral, will be denied. 8 12.4 ACCOMPANIMENT. The host site understands that it must either provide or arrange for an AmeriCorps member to receive accompaniment in the event an AmeriCorps member is in service while their state background check has been initiated but not completed.

Accompaniment of an individual must be performed by an authorized program representative who has previously been cleared for such access. An authorized program representative is an individual who has been cleared by the organization to have recurring access to vulnerable populations. This may include CNCS-funded program staff and AmeriCorps participants who have cleared the three-part check. This may also include non-CNCS-funded staff who have been cleared by the local organization to have recurring access to vulnerable populations.

Documentation of the accompaniment must be provided to Iowa Campus Compact in order for the member to participate in this level of service. Documentation must include the following items;

(1) Individual’s full name (2) dates of accompaniment, (3) the name of individual accompanying the member, and (4) the name of the service site(s) where the accompaniment is occurring

ARTICLE 13. REASONABLE ACCOMODATIONS Host sites are required to provide reasonable accommodations for qualified candidates and members with disabilities. Qualified candidates and members may request an accommodation at any time during their consideration and/or term of service.

An offer of the availability of reasonable accommodations should be made verbally and in writing (as prudent, AND equally among all members) at the following times:

i. When a candidate or member voluntarily discloses his/her disability. ii. When any candidate is offered an interview. iii. When any candidate is offered an AmeriCorps position. iv. Within all member contracts and handbooks. v. During member orientation. vi. No less than 48 hours prior to member orientation, meetings, and trainings throughout their term of service. vii. When the nature of conversation regarding a member’s performance warrants the provision of reasonable accommodations as a solution to the performance issue.

Prior to denying any accommodation request, Iowa Campus Compact staff are required to consult with the ICVS Program Officer for assistance in determining whether providing the accommodation presents an undue hardship on the program, host site, and service site and making a final determination as to whether an accommodation is reasonable or not.

ARTICLE 14. NONDISCRIMINATION IN EMPLOYMENT

In connection with the performance of work under this Agreement, the Host Site agrees not to discriminate against any employee, AmeriCorps participant, applicant for employment, or applicant for an AmeriCorps position because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in s.51.01 (5) or national origin. This provision shall include, but not be limited to, the following, employment, upgrading, demotion or transfer; recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and, selection for training, including apprenticeship. The Host Site further agrees to take affirmative action to ensure equal employment opportunities for persons with disabilities. The Host Site agrees to post in conspicuous places, available for employees

9 and applicants for employment notices to be provided by the contracting officer setting forth the provisions of the nondiscrimination clause.

ARTICLE 15. TERMINATION 15.1 AGREEMENT. Either Party may terminate or suspend this Agreement in whole or part upon thirty (30) days written notice to the other party.

In all instances of termination or suspension, the non-terminating party shall be given written notice of the termination or suspension, including a written explanation of the reason(s) for such action. Where appropriate, the non-terminating party shall be given reasonable time to cure any deficiently in its performance. If the deficiency is not corrected within a reasonable time, as defined by mutual agreement of the parties, the Agreement may then be immediately terminated or suspended.

15.2 AMERICORPS PARTICIPANTS. The host site or its partners may not terminate or suspend the AmeriCorps participant. Iowa Campus Compact is the sole entity that can terminate or suspend an AmeriCorps participant.

In the event the agreement is terminated or suspended, the AmeriCorps participant shall be removed from the host site and, if possible, placed at another suitable host site.

15.3 COST SHARE. COST SHARE PAYMENTS WILL NOT BE REIMBURSED UNDER ANY CIRCUMSTANCES.

ARTICLE 16. REMEDIES 16.1 COST SHARE. The host site agrees that any breach or threatened breach of Article 2.2 this Agreement would result in immediate termination of the Agreement.

16.2 FINES AND DISALLOWED COSTS. The host agrees that any breach of this Agreement that results in fines or disallowed costs would result in irreparable harm to the Program; therefore, in additional to its other remedies at law or in equity, Iowa Campus Compact shall be entitled to injunctive or other equitable relief in order to enforce or prevent any fines or disallowed costs of the provisions of this agreement without the posting of any bond.

16.3 PROHIBITIED ACTIVITIES. The host site agrees that any breach or threatened breach of Articles 7, 13, and 14 of this Agreement would result in irreparable harm to the Program; therefore, in additional to its other remedies at law or in equity, Iowa Campus Compact shall be entitled to injunctive or other equitable relief in order to enforce or prevent any violations of the provisions of Articles 7, 13, and 14 without the posting of any bond.

ARTICLE 17. CONTACT INFORMATION 17.1 IOWA CAMPUS COMPACT.

PRIMARY CONTACT SECONDARY CONTACTS Ryan Rogers Carly Bahnsen Justin Ellis Program Coordinator Program Coordinator Assistant Director [email protected] [email protected] [email protected] 515-635-1603 515-207-0049 515-505-3670

10 17.2 HOST SITE.

PRIMARY CONTACT SECONDARY CONTACTS

ARTICLE 18. SIGNATURES IN WITHNESS WHEREOF, the parties have executed this Host Site Agreement.

IOWA CAMPUS COMPACT HOST SITE

SIGNED BY: Emily Shields SIGNED BY:

TITLE: Executive Director TITLE:

DATE: DATE:

GRINNELL PUBLIC SAFETY COMMITTEE MEETING MONDAY, MARCH 4, 2019 AT 4:45 P.M. IN THE COUNCIL CHAMBERS ON 2ND FLOOR OF THE CITY HALL

TENTATIVE AGENDA ROLL CALL: White (Chair), Hueftle-Worley, Burnell

PERFECTING AND APPROVAL OF AGENDA:

COMMITTEE BUSINESS:

1. Update on EMS.

INQUIRIES:

ADJOURNMENT

Agreement for the Provision of Emergency Medical Services between the City of Grinnell, Iowa and Care Ambulance LLC.

This Agreement is entered into by and between the City of Grinnell, here in after referred to as the City and Care Ambulance LLC located in Iowa City Iowa, here in after referred to as CARE.

WHEREAS, the City, acting pursuant to Chapter 364 of the 2013 Code of Iowa (as amended here and in all future references to the 2013 Code of Iowa) desires to attain competent and reliable emergency medical services (EMS) for its citizens of the service territory detailed in the agreement.

WHEREAS, CARE desires and has the ability to provide competent and reliable EMS to the service territory.

NOW, THEREFORE, IT IS HEREBY AGREED by the City and CARE as follows:

1. Definitions

911 Ambulance shall mean an ambulance staffed and equipped, at the Paramedic level, to respond first and immediately to an emergency call in the service territory.

ADVANCED-SERVICE AMBULANCE shall mean ambulances equipped to provide advanced emergency medical care as defined in Iowa Administrative Code 641- Chapter 132 of the 2013 Code of Iowa.

BACK UP AMBULANCE shall mean an ambulance stored in the service territory that is available for use, but not staffed with on duty personnel.

CUSTOMERS shall mean those people of legal entities financially responsible for particular EMS calls or Services.

EMERGENCY CALLS shall not include emergency transfers from Grinnell Regional Medical Center.

PARAMEDIC means an individual who has successfully completed a course of study based on the United States Department of Transportation’s Paramedic Instructional Guidelines (January 2008), has passed all required practical and cognitive examinations for the Paramedic, and is certified and in good standing as a Paramedic by the Iowa Department of Public Health Bureau of Emergency Medical Services.

SERVICE TERRITORY shall include the area as defined by the map and description in Attachment A. It shall also include TIER and mutual aid responses to surrounding communities.

TRANSFER AMBULANCE shall be an ambulance staffed and equipped, at the Paramedic level, to handle transfers originating or ending in the service territory

2. Terms of Relationship

It is fully and completely understood by and between the parties that CARE is an independent contractor and the City, by entering into this agreement and subsidizing CARE operations in the service territory has an ongoing responsibility to monitor the work of CARE as outlined in this agreement. City agrees that by subsidizing CARE, it has neither directly or indirectly, any control of CARE and that any actions on the part of CARE are solely the actions of CARE and City shall not in any way enter into the operations of, or services rendered by CARE.

The City shall solely establish the Service Territory of this Agreement and minimum level of service provided within the service territory. All communications regarding the Service Territory and services provided shall be solely between the City and CARE. CARE shall honor the Service Territory and may only provide service outside the territory with staff and equipment assigned to this Agreement with prior written approval of the City, or in the event of providing Mutual Aid to any agency near the Service Territory where a 28-E agreement exists. If for any reason the Service Territory is altered for reasons outside the control of the City or CARE, either party can request negotiating the terms of the entire agreement. CARE shall be the sole provider allowed by the City for Emergency Services.

3. Equipment

CARE shall provide a minimum of three (3) ambulances stationed in the corporate limits of Grinnell. The ambulances shall be equipped, and meet the minimum level of service as specified in Article 4 of this agreement.

CARE shall properly maintain these vehicles in accordance with applicable federal, state, and local hours. The City agrees that a vehicle may be out of service for repairs for as long as 4 (four) days but at no time may CARE have less than 2 (two) vehicles in service. Once that amount is exceeded a replacement vehicle must be provided within 24 hours of a unit going out of service.

Vehicles shall be stored in a secured, heated building. Vehicles shall be maintained at the expense of CARE. CARE shall be responsible for maintaining the cleanliness and good mechanical condition of the Vehicles provided for this agreement.

The City may inspect ambulances, equipment, and facilities with a reasonable notice, for the purposes of determining that they are in good mechanical condition and resources are appropriate for servicing of this Agreement. Reasonable notice shall be one (1) hour during the hours of 8:00 a.m. to 5:00 p.m. Monday thru Friday and two (2) hours outside those hours. These inspections shall be initiated by the Grinnell City Manager but may be completed by either the City Manager or an appropriate designee

4. PERSONNEL

CARE shall render ambulance service during the period covered by this Agreement and shall staff the ambulance with an adequate number of qualified personnel. Staffing shall be determined by the minimum standards set forth in Iowa Chapter 132, specifically 641-132.8 (147A) Service Program Levels of Care and Staffing Standards.

a) CARE shall staff the 911 Ambulance and the Transfer Ambulance at the Paramedic Level. b) CARE shall have a third unstaffed Back Up Ambulance c) CARE personnel who staff the 911 Ambulance shall be stationed with the Ambulance on duty. d) The 911 Ambulance shall be used for emergency calls in the service territory only. e) CARE shall work to implement a call back system of local personnel to assign to the Back Up Ambulance when needed. f) Only one (1) of the three (3) Ambulances assigned to the service territory may be out of the service territory for transports. In the event that there are less than two (2) Ambulances in the service territory CARE shall notify the on duty Firefighter and ensure two (2) Ambulances will be in the service territory in a timely manner. g) CARE agrees to use the resources that are assigned as part of this Agreement to provide EMS to the service territory unless service is provided outside the service territory as part of a written mutual aid agreement or a tier arrangement approved by the City. All mutual aid and tier arrangements will be reviewed with the City. h) CARE shall notify the City when doing transports with the Transfer Ambulance that do not end or originate in the Service Territory. This notification will take place via radio to Poweshiek CO E911 on a frequency determined by the City.

5. Subsidy and Payments

CARE agrees to fulfill the terms of this Agreement from April 1, 2019 to March 31, 2024 and shall be paid by the City as follows:

April 1, 2019 to March 31, 2020. $132,500 (One Hundred Thirty-Two Thousand Five Hundred Dollars) Payments shall be made monthly in twelve equal installments of $11,041.67

April 1, 2020 to March 31, 2021. $137,500 (One Hundred Thirty-Seven Thousand Five Hundred Dollars) Payments shall be made monthly in twelve equal installments of $11,458.33

April 1, 2021 to March 31, 2022. $142,500 (One Hundred Forty-Two Thousand Five Hundred Dollars) Payments shall be made monthly in twelve equal installments of $11,875.00

April 1, 2022 to March 31, 2023. $147,500 (One Hundred and Forty-Seven Thousand Five Hundred Dollars) Payments to be made in twelve equal installments of $12,291.67

April 1, 2023 to March 31, 2024. $152,500 (One Hundred and Fifty-Two Thousand Five Hundred Dollars) Payments to be made in twelve equal installments of $12,708.33

The foregoing payments shall constitute a subsidy to CARE by the City as assistance to CARE to perform the services set forth in this Agreement, and that said subsidy has been established as an effort to make this operation feasible for CARE allowing them to offset the cost of personnel and equipment needed to staff, maintain, and operate an Ambulance Service in the Grinnell Service Territory.

Routine Ambulance transfers will include services provided to those individuals either voluntarily or involuntarily hospitalized for mental health and / or substance abuse reasons per treatment episode. Individuals not requiring a level of care provided by EMS, but are needing transportation from one facility to another for the purpose of further care may be transported by a “Secure Car” provided by CARE. These services are billed to the requesting facility / entity.

6. CHARGES

CARE shall charge customers on a schedule of fees based on the level of service provided to the customer. CARE will provide the City Manager the Fee Schedule annually no later than January 31st and are automatically made part of this Agreement.

It is understood and agreed by the parties that said charges, (the rates are set forth in the current schedule of fees – Attachment B to this Agreement) shall be billed, collected, and retained by CARE as substantial compensation for its cost of operation. City agrees to allow CARE to re-negotiate the subsidy above in the event of actions taken by the federal, state, or local government, or their respective agencies, would substantially reduce the amount of monies which could reasonably be expected to be collected from Customers of CARE. The City also has the right to re-negotiate the subsidy if their revenues or expenditures are substantially impacted by actions taken by the federal, or state government or their respective agencies.

7. RECORDS

CARE shall insure that a record is kept of the following: the time a call is received, the time CARE arrives at the scene, the time on scene/the time the ambulance leaves the scene for the hospital, the time of arrival at the hospital, and the time the ambulance is back in service.

As a part of this Agreement, CARE agrees to have all emergency response dispatched via the Poweshiek County Dispatch Center. Both parties agree to coordinate this with the Poweshiek County Sherriff’s Office as they are charged with the management and oversight of the dispatch operations. CARE is responsible for the equipment necessary for CARE staff to communicate effectively with the Poweshiek County Dispatch Center.

CARE shall complete records which apply only to the terms of this agreement, of all sources of income, expenses, accounts receivable, and accounts payable and said records shall be made available to the City Manager or their designee at the home office of CARE and said records/information shall not be removed from said CARE office. Appropriate designees include: the City Clerk, Finance Officer, Mayor, City Attorney, Fire Chief, Assistant City Manager,

or the City’s designated accounting/auditing firm. Any other designees must be approved by CARE.

Information maintained in CARE’s records pertaining to the identity, condition, or treatment of patients is confidential and not subject to inspection by non-CARE personnel.

8. Continuous Improvement

It is the goal of both parties to realize continuous improvement in the provision of EMS for the Grinnell community. Both parties believe one of the best methods to attain this improvement is via proper communication and constructive / critical feedback. For the first year of the agreement the City will call a semiannual meeting with community stakeholders and representatives of CARE to review all aspects of this Agreement. At these semiannual meetings CARE shall provide:

• Records as requested n paragraph one of Article 7. • Current staff assigned to Grinnell operations with credentials. • Details of any deficiencies or problems experienced and not already reported to the Committee. • Details of any positive experiences or exemplary services provided. • Feedback from GRMC Emergency Department. • Tour of any facilities and viewing of equipment.

The City shall provide:

• A meeting agenda in advance to the group. • Copies of any pertinent information or documents to the group in advance. • A narrative summary assessing the performance of CARE in the review period.

The Committee will be informal and may consist of the Grinnell Fire Chief, Grinnell Police Chief, Mayor, the Chair of the Public Safety Committee, the Poweshiek County Sherriff or their designee, a representative of the Poweshiek County Board of Supervisors, the CEO of Grinnell Regional Medical Center, a representative of Mayflower Homes and/or Seeland Park, the Public Safety Director of Grinnell College, a representative(s) of Jasper County partners, CARE representatives, and others deemed appropriate by the City. This Committee will establish realistic goals for CARE and aid CARE in achieving those goals as possible. The primary purposes of this committee will be to monitor the terms of the Agreement and assist the City and CARE with the continuous improvement of EMS service for the Grinnell community. The meeting of this committee will be held as follows or other mutually acceptable dates.

9. RENT AND TERMS OF OCCUPANCY

CARE will pay the City $20,000 (twenty thousand dollars) annually for rent and utilities. A building site plan showing the areas of joint occupancy and sole occupancy by Ambulance Service is made part of this Agreement as Attachment C.

All employees or representatives of CARE, that will work out of the Public Safety Building, must submit to a fingerprint background check conducted by the Grinnell Police Department. These background checks will be reviewed by the Grinnell Chief of Police and the City Manager. The City shall solely determine, based on the findings of the check, whether or not a particular CARE employee shall be allowed to work in the Grinnell Public Safety Building. A guidance policy regarding this matter is included as Attachment D for reference.

CARE shall be responsible to keep all areas it occupies solely in a clean and orderly manner consistent with the standard of care established throughout the Grinnell Public Safety Building. CARE shall also take special effort to clean up debris or mess they make in shared areas. The care and cleaning of the following joint occupancy areas shall be the responsibility of CARE:

• Female locker rooms. • All hallways on the fire department side of the building and kitchen floor. • Exercise room, cleaned daily, in exchange for CARE employee access.

The City shall provide all necessary cleaning supplies and equipment.

As allowed by City Code, CARE may install up to one sign on the property with their company designation. This sign design, location, and style must be approved in advance by the City Manager.

CARE will have the right to install security monitoring systems in all locations in which CARE has rented space. It is understood that CARE has leased the areas defined in this contract and that such monitoring, reports, supplies, equipment, and all other property of CARE is owned solely by CARE and is not subject to public record requests, or other inspections not permitted under the law. All installations must be pre-approved by the City to insure that there is no harm to our security system or the integrity of the building.

CARE employees are expected to be in uniform while on duty or responding to calls for service. CARE employees shall also be expected to be in uniform while using joint occupancy or common areas of the Public Safety Building at all times with the exception of visits to the restrooms and other trips of short duration. Even these exceptions require good judgment.

10. RENEGOTIATION

In order to enable CARE and the City to make arrangements for the continuation of EMS, it is agreed that the parties will renegotiate and execute any new Agreement no less that six (6) months in advance of the expiration of the Agreement, unless both the City and CARE mutually agree to other timelines

CARE and the City agree that this Agreement may be cancelled, extended, modified, or renegotiated at any time subject to mutual agreement of the parties. It is further agrees that in the event this Agreement is cancelled, the decision to cancel shall be set forth in a document

and shall be signed by appropriate officials of both the City and CARE and said cancellation shall not occur less than sixty (60) days from the execution of this written cancellation document. Notwithstanding the above provision the City shall have unilateral authority to cancel this Agreement under the provision set forth in Paragraph 12 below.

If no action is taken by either party to this Agreement to cancel, extend, modify or renegotiate this Agreement as described in this Agreement, this Agreement shall terminate August 31, 2024.

That CARE designates their company CEO as their representative on whom notice shall be served and who shall be notified of any breaches or deficiencies in this Agreement and the City designates the Grinnell City Manager as their designee on whom notice shall be served and who shall be notified of any breaches or deficiencies in this Agreement. City shall be notified at the City Offices of Grinnell, Iowa, Attention City Manager, 520 4th Avenue, Grinnell, Iowa 50112. CARE shall be notified at 1801 S. Riverside Drive, Iowa City, Iowa 52234.

CARE shall immediately make the City Manager aware in writing of any contact with any City Council members or the Mayor that deals specifically with the terms of the performance of this Agreement so that the content of that discussion may be disseminated to all other City Council Members and the Mayor. Breach of this provision may be cause for immediate termination of the Agreement.

11. INSURANCE AND INDEMNIFICATION

CARE agrees to maintain proper worker’s compensation insurance as to any employed personnel, CARE further agrees to maintain automobile liability and property damage insurance on all of its ambulances or any back up units operated by CARE. CARE agrees to maintain general liability insurance and professional liability insurance in the amount of not less than three million dollars ($3,000,000) per occurrence covering the operations of EMS and their personnel.

CARE does hereby agree to indemnify and hold harmless the City, its Mayor and City Council members, officers, and employees from any and all claims and liabilities of any type or nature whatsoever, for damages to, loss of, or the destruction of any property or person or persons, which may now or hereafter arise out of, or the result of operations of CARE and the providing of service incident to or pursuant to this Agreement.

12. PROOF OF INSURANCE

CARE shall provide the City a Certificate of Insurance as evidence that the insurance described in Paragraph 11 above is in force and effect as soon after the execution of this Agreement as practicable and in no event later that twenty (20) calendar days from the execution date. The failure of CARE to supply the Certificate of Insurance in a timely fashion or failure by CARE to have the insurance in force and effect at any time during this agreement for whatever reasons that may have occurred, shall constitute sufficient grounds upon which the City may unilaterally

7 and independently cancel this Agreement by serving written notice of cancellation on CARE at it’s Iowa City office.

13. DISCRIMINATION

CARE shall not discriminate their provision of service because of race, creed, color, religion, national origin, sex, age, financial status, or physical or mental disabilities.

14. MUTUTAL AID

CARE may enter into mutual aid agreements or contracts with other EMS providers and shall attempt to initiate said agreements. Any mutual aid or tiering agreements shall be in writing and be executed by both parties. Copies of these executed agreements shall be provided to the City.

15. DISPATCHING

CARE agrees that emergency dispatching shall be done via the Poweshiek County Dispatch Center. CARE shall install and pay for its own phones, communication systems, and have a business number answered twenty-four (24) hours a day seven (7) days per week. City requires that CARE advertise, encourage, and promote the use of 911 as the proper number for emergency EMS calls in the Grinnell Service Territory. CARE agrees to provide the training necessary for their employees to work and effectively within the Poweshiek County Dispatch System.

This Agreement entered into this ____ day of March 2019, by the City of Grinnell and CARE Ambulance LLC shall become effective on April 1, 2019.

Attachment A

EMS Service Territory Defined

Jasper County: Hickory Grove Township - Sections 13,14,23-28,33-36 Rock Creek Township - Sections 1-4,9-16 All but South of N39 Ave East and West of E 125th St North,17 Only Juniper Ave and East, 21 East of E 125th St North, 22-28,33-36 Richland Township - Sections 1-3, 10-12 North of S 36th Ave East

Poweshiek County: Chester Township - All Grant Township - All Sheridan Township - Sections 2-11,14-22,28-33 Malcom Township - Sections 4-9,16-21,28-33 Washington Township - Sections 1-34, Section 35 North of 475th Ave and west of 55th Street, Section 36 North of 472nd Ave Pleasant Township - Sections 4-7, 18,19,30 Sugar Creek Township - Sections 3-6 North of 485th Ave

Attachment B

Schedule of Fees

ALS Emergency $790.00 BLS Emergency $665.00 ALS Non-Emergency ? BLS Non-Emergency $635.00 ALS 2 $1,110.00 Specialty Care ? Loaded Miles $14.00 Transport Refusal N/C Oxygen N/C Supplies Used N/C

Attachment C

Public Safety Building – Space Allocation

Attachment D

Background Check Guidance

1. A person shall be disqualified from serving as an employee or volunteer, assigned to the Grinnell Public Safety Building, if that person's criminal history record check reveals a record of conviction for any of the following crimes or offenses:

A. In Iowa, any: 1) Felony 2) Aggravated Misdemeanor B. In any other state or jurisdiction, conduct which, if committed in Iowa, would constitute a felony or aggravated misdemeanor offense.

2. A person may be disqualified from serving as an employee or volunteer, assigned to the Grinnell Public Safety Building, if that person's criminal history record check reveals a record of conviction for any of the following crimes or offenses:

A. In Iowa, any: 1) Serious Misdemeanor involving: a. Chapter 708 (Assault) b. Chapter 709 (Sexual Abuse) c. Chapter 712 (Arson) d. Chapter 713 (Burglary) e. Chapter 714 (Theft) f. Chapter 715A (Forgery & Fraudulent Acts) g. Chapter 718 (Offenses Against The Government) h. Chapter 719 (Obstructing Justice) i. Chapter 720 (Interference With Judicial Process) j. Chapter 721 (Official Misconduct) k. Chapter 723 (Public Disorder) l. Chapter 724 (Weapons) m. Chapter 725 (Vice) n. Chapter 726 (Protection of Family & Dependent Person) o. Chapter 124 (Uniform Controlled Substances)

2) Simple Misdemeanor involving: a. Chapter 712 (Domestic Abuse Assault) b. Chapter 714 (Theft) c. Chapter 726 (Protect ion of Family & Dependent Persons)

B. In any other state or jurisdiction, conch1ct which, if committed in Iowa, would constitute one of the misdemeanor offenses described in Section 2.

C. A Panel, designated by the City Manager, shall review cases falling within the parameters of Section 2 to determine the viability of the applicant occupying the Public Safety Building. The panel may consider factors to include, but not be limited to, the following in reaching a conclusion: 1) Period of time elapsed since offense 2) Steps applicant has taken to remove themselves from the situation/environment that led to the charges 3) Recommendations submitted on applicants behalf 4) History of conduct since offense

3. For purposes of interpreting the information recorded in a criminal history record to determine the qualifications of the employee or volunteer, the City shall presume that the employee or volunteer is innocent of any charges or arrests for which there are no final dispositions on the record.

4. The City of Grinnell reserves the right to be the final decision maker on matters in question.

Attachment E

POWESHIEK COUNTY BOARD OF SUPERVISOR'S RESOLUTION #______

This Agreement made the __ day of March 2019, between the City of Grinnell and Poweshiek County.

WHEREAS, the parties hereto are desirous of furnishing emergency medical services (EMS) for the City of Grinnell, Iowa and Poweshiek County, Iowa for the period April 1, 2019 to March 31, 2024.

NOW, therefore, it is agreed that Poweshiek County shall reimburse the City of Grinnell, Iowa on a monthly basis, 45% of the amount of the contract between the City of Grinnell and CARE Ambulance LLC, after subtracting Jasper County and Oakland Acres’ portion of the total contract, for providing and maintaining quality emergency medical services in the Grinnell service territory.

Poweshiek County and the City agree that this Agreement may be cancelled, extended, modified, or renegotiated at any time subject to mutual agreement of the parties. It is further agreed that in the event this Agreement is cancelled, the decision to cancel shall be set forth in a document and shall be signed by appropriate officials of both the City and Poweshiek County and said cancellation shall not occur less than sixty (60) days from the execution of this written cancellation document.

Notwithstanding the above provision the City shall have unilateral authority to cancel this Agreement under the provisions set forth in Paragraph 12 of the contract.

If no action is taken by either party to this Agreement to cancel, extend, modify or renegotiate this Agreement as described in this Agreement, this Agreement shall terminate March 31,2024.

City of Grinnell will provide copies of Certificates of Insurance as listed in the agreement between the City of Grinnell, Iowa and CARE Ambulance LLC. If requested by the County Auditor.

POWESHIEK COUNTY BOARD OF SUPERVISORS CITY OF GRINNELL

GRINNELL PLANNING COMMITTEE MEETING MONDAY, MARCH 4, 2019 AT 5:30 P.M. IN THE COUNCIL CHAMBERS ON THE 2ND FLOOR OF THE CITY HALL

TENTATIVE AGENDA ROLL CALL: Bly (Chair), Burnell, Hansen.

PERFECTING AND APPROVAL OF AGENDA

COMMITTEE BUSINESS:

1. Consider approval of resolution awarding the contract for the Skate Park Project (See Resolution No. 2019-22) 2. Discussion on 1405 West St property.

INQUIRIES:

ADJOURNMENT:

RESOLUTION NO. 2019-22

RESOLUTION AWARDING THE CONTRACT FOR THE GRINNELL SKATE PARK PROJECT

WHEREAS, the following bid for the construction of certain improvements described in general as the “GRINNELL SKATE PARK PROJECT” is hereby accepted, the same being the lowest responsible bid for the said work and contingent about grant acceptance, as follows:

1) GRINNELL SKATE PARK PROJECT

CONTRACTOR: Spohn Ranch Inc. 6824 S Centinela Avenue Los Angeles, CA 90230

AMOUNT OF BID: $

PORTION OF PROJECT: Base and Alternate B

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Grinnell, Iowa, that the Mayor and City Clerk are hereby directed and authorized to execute a contract with the Contractor for the construction of the said airport improvements.

Passed and approved this 4th day of March 2019.

______Dan F. Agnew, Mayor

ATTEST:

______P. Kay Cmelik, City Clerk/Finance Director

February 4, 2019

Lynn Chedester 403 6th Ave

West Amana, IA 52203

Hello, CITY OF GRINNELL 520 Fourth Avenue Grinnell, Iowa I have received a complaint about your property at 1405 West St, here in Grinnell, IA. It 50112-2043 appears that the back door of the property is in such a condition it is not completely Phone: 641-236-2600 Fax: 641-236-2626 closed off from the elements, and poses a threat to become an attractive nuisance.

MAYOR Section 304.15 of the 2015 International Property Maintenance Code, adopted by

GORDON R. reference by the City of Grinnell, states that exterior doors, door assemblies, operator CANFIELD systems if provided, and hardware shall be maintained in good condition. [email protected]

CITY COUNCIL Since it appears this door has been removed, I acknowledge that a piece of sheathing has

BYRON WORLEY been placed over the opening, but it is not completely covering the opening. At—Large

JIM WHITE With this notice, you are hereby requested to have the above referenced code violation At—Large abated by February 22, 2019, or will face a municipal infraction of $100.00 for every

JULIE HANSEN week the violation remains present. 1st Ward

JO WRAY Please feel free to contact me at 641-236-2600 with any questions. 2nd Ward

RACHEL BLY Sincerely, 3rd Ward

SONDRA BURNELL 4th Ward

ADMINISTRATION Tyler Avis

RUSSELL L. Building and Planning Director BEHRENS City Manager [email protected]

WILLIAM J. SUEPPEL City Attorney [email protected]

P. KAY CMELIK City Clerk/Finance Director [email protected]

Grinnell PUBLIC WORKS AND GROUNDS Meeting MONDAY, MARCH 4, 2019 AT 6:15 P.M. IN THE 2ND FLOOR COUNCIL CHAMBERS OF THE CITY HALL

TENTATIVE AGENDA ROLL CALL: Hueftle-Worley (Chair), Wray, Bly.

PERFECTING AND APPROVAL OF AGENDA:

COMMITTEE BUSINESS:

1. Consider resolution authorizing payment of contractor’s pay request No. 13 in the amount of $88,293.00 to WRH, Inc. of Amana, Iowa for the Wastewater Treatment Facility Improvements (See Resolution No. 2019-23).

INQUIRIES:

ADJOURNMENT

RESOLUTION NO. 2019-23

A RESOLUTION AUTHORIZING PAYMENT OF CONTRACTOR’S PAY REQUEST NO. 13 IN THE AMOUNT OF $88,293.00 TO WRH, INC OF AMANA, IOWA FOR WORK COMPLETED ON THE WASTEWATER TREATMENT FACILITY IMPROVEMENTS

WHEREAS, the City of Grinnell did enter into a contract with WRH, Inc of Amana, Iowa on December 4, 2017 and

WHEREAS, Pay Request No. 13 has been initiated by the City of Grinnell and WRH, Inc. of Amana, Iowa; and

WHEREAS, the Project Engineer has verified completion of the project in accordance with the terms of the contract and recommends approval of Pay Request No. 13; and

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRINNELL, IOWA,

Section 1. That said improvements are hereby accepted as having been substantially completed in accordance with the said plans, specifications and contract. The City Clerk is hereby authorized and directed to make payment in the amount of $88,293.00 to WRH, Inc. of Amana, Iowa.

Passed and adopted this 4th day of March 2019.

______Dan F. Agnew, Mayor

Attest:

______P. Kay Cmelik, City Clerk/Finance Director