HomeMy WebLinkAboutA010 - August 25, 2026, Regular Meeting of the Ames City CouncilITEM #:13
DATE:08-25-26
DEPT:ADMIN
SUBJECT:AMENDMENT TO FY 2026/27 AMES REGIONAL ECONOMIC ALLIANCE
CAMPUSTOWN CONTRACT
COUNCIL ACTION FORM
BACKGROUND:
On May 26, 2026, the City Council approved contracts with organizations that requested funds
for FY 2026/27 through the Outside Funding Request program. One of the contracts, in the
amount of $46,000, was entered into with the Ames Regional Economic Alliance (AREA) to
support programming for the Campustown business district.
The AREA is requesting an amendment to the FY 2026/27 contract to replace its obligation to
host a summer series festival event in summer 2026 with a task to host a winter event. The
value of this task is $7,500, paid on a reimbursement basis once the task is complete.
An amendment has been prepared to authorize the replacement task (attached). It has been
signed by the organization and returned, and is now presented for City Council approval. The
total value of the contract remains $46,000, as originally approved.
ALTERNATIVES:
1. Approve the requested amendment to the Ames Regional Economic Alliance's FY
2026/27 outside funding agreement for Campustown.
2. Do not approve the requested contract amendment.
3. Refer this item to staff for further information.
CITY MANAGER'S RECOMMENDED ACTION:
The requested amendment does not increase the value of the overall contract. Instead,
it allows the AREA to host a winter activity in lieu of the summer activity as originally
proposed. Therefore, it is the recommendation of the City Manager that the City Council
adopt Alternative No. 1, as described above.
ATTACHMENT(S):
AREA Contract for Campustown.pdf
Campustown AMENDMENT
1
1
CONTRACT FOR SERVICES
THIS AGREEMENT, made and entered into the 1st day of July, 2026, by and between
the CITY OF AMES, IOWA, a municipal corporation organized and existing pursuant to
the laws of the State of Iowa (hereinafter sometimes called "City") and Ames Regional
Economic Alliance (an entity organized and existing pursuant to the laws of the State of
Iowa and hereinafter called "Provider") for activities specific to the area generally
known as “Campustown";
WITNESSETH THAT:
WHEREAS, the City of Ames has, by its City Council acting in open and regular
session, determined that certain services and facilities to be provided to the City of Ames
and its citizens by Provider, such services and facilities being hereinafter described and
set out, should be purchased in accordance with the terms of a written agreement as
hereinafter set out, in accordance with all applicable Federal, State, and Local laws or
regulations;
NOW, THEREFORE, the parties hereto have agreed and do agree as follows:
I
PURPOSE
The purpose of this Agreement is to procure for the City of Ames and its citizens
certain services and facilities as hereinafter described and set out; to establish the
methods, procedures, terms and conditions governing payment by the City of Ames for
such services; and, to establish other duties, responsibilities, terms and conditions
mutually undertaken and agreed to by the parties hereto in consideration of the services
to be performed and monies paid.
II
SCOPE OF SERVICES
A. For an amount not to exceed $46,000, the City agrees to purchase the
Provider’s services and facilities as described below:
Drawdown Schedule:
Conduct District-wide clean up and beautification (part 1) July 2026 $11,500
Host restaurant/bar promotional event July 2026 $3,000
Host summer series festival event July 2026 $7,500
Host Fall event Nov. 2026 $5,000
Host Small Business Saturday event Nov. 2026 $2,500
Serve as a point of contact for the District regarding the City
of Ames Façade Grant Program
Jan. 2027 $5,000
Conduct District-wide clean up and beautification (part 2) Jan. 2027 $11,500
2
2
It is understood and agreed that the services and facilities described in this
scope of services are to take place in the area generally referred to as
“Campustown.”
III
METHOD OF PAYMENT
A. All payments to be made by the City of Ames pursuant to this Agreement
shall be reimbursement for actual costs incurred by Provider in providing services
required by Section II above. Any alternate payment arrangements must be approved by
the City Council.
B. The City will disburse payment monthly on requisition of Provider.
C. Requisitions for disbursement shall be made in such form and in accordance
with such procedures as the Director of Finance for the City shall prescribe. Said form
shall include but not be limited to an itemization of the nature and amount of costs for
which reimbursement is requested, and must be filled out completely.
D. The maximum total amount payable by the City of Ames under this agreement
is detailed in the SCOPE OF SERVICES (Part II of this contract), and no greater amount
shall be paid.
E. All unobligated amounts disbursed to the Provider shall be repaid to the City
as of the effective date of termination of this agreement. The Provider shall repay to the
City any disbursed funds for which documentation of actual expenses is not provided.
F. The Provider shall requisition for funds no more frequently than once per
month. If Provider wishes to request disbursement of funds on other than a monthly basis,
the Provider must submit a request in writing to be approved by the City Manager’s Office.
Failure to request reimbursement in a timely manner shall be grounds for termination of
this agreement. In no case will a disbursement request be accepted for reimbursement
after July 15th of the following fiscal year.
IV
FINANCIAL ACCOUNTING AND ADMINISTRATION
A. All monies disbursed under this Agreement shall be accounted for by the
accrual method of accounting.
B. Monies disbursed to Provider by the City will be deposited by Provider in an
account under the Provider’s name. All checks drawn on the said account shall bear a
memorandum line on which the drawer shall note the nature of the costs for which the
check is drawn in payment, and the program(s) of service.
C. All costs for which reimbursement is claimed shall be supported by
documentation evidencing in proper detail the nature and propriety of the charges. All
checks or other accounting documents pertaining in whole or in part to this Agreement
shall be clearly identified as such and readily accessible for examination and audit by the
City or its authorized representative.
D. All records shall be maintained in accordance with procedures and
requirements established by the City Finance Director, and the City Finance Director may,
prior to any disbursement under this Agreement, conduct a pre-audit of record keeping
and financial accounting procedures of the Provider for the purpose of determining
changes and modifications necessary with respect to accounting for funds made available
3
3
hereunder. All records and documents required by this Agreement shall be maintained
for a period of three (3) years following final disbursement by the City.
E. At such time and in such form as the City may require, there shall be furnished
to the City such statements, records, reports, data, and information as the City may
require with respect to the use made of monies disbursed hereunder.
F. At any time during normal business hours, and as often as the City may deem
necessary, there shall be made available to the City for examination all records with
respect to all matters covered by this Agreement and Provider will permit the City to audit,
examine, and make excerpts or transcripts from such records.
G. The Provider must submit a final report to the City within thirty (30) days of
the submission of the final requisition for reimbursement or the concluding date of this
contract, whichever is earlier. The final report shall describe, at minimum, the services
and facilities provided under the contract, an accounting of the number of individuals to
whom services or facilities were provided, and any supporting documentation to
substantiate these descriptions. Failure to submit a final report as required may result in
any funds awarded to the Provider through subsequent contracts being held in
sequestration until the final report is complete.
V
DURATION
This Agreement shall be in full force and effect from and after July 1, 2026, until
June 30, 2027. The City Council may terminate this Agreement by giving written notice to
the Provider at least sixty (60) days before the effective date of such termination. From
and after the effective date of termination, no further disbursement under this Agreement
shall be made by the City. Any money disbursed to the Provider and unencumbered or
unspent as of the effective date of termination, shall be repaid to the City.
VI
DISCRIMINATION PROHIBITED
In accordance with Chapter 14 of the Municipal Code, no person shall, on the
grounds of age, race, color, creed, religion, national origin, disability, sexual orientation,
gender identity, or sex be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under any program or activity funded in whole or in part with
funds made available under this Agreement.
IN WITNESS WHEREOF the parties hereto have, by their authorized
representatives, set their hand and seal as of the date first above written.
CITY OF AMES, IOWA ATTEST:
BY______________________________ ________________________________
John Haila, Mayor Renee Hall, City Clerk
Ames Regional Economic Alliance
4
4
BY______________________________
Authorized Representative
5
Page 1 of 2
AMENDMENT TO
CONTRACT FOR SERVICES
THIS AMENDMENT, made and entered into ________________, 2026, to an Agreement
in an amount not to exceed $46,000 and entered into on July 1, 2026, by and between
the CITY OF AMES, IOWA, a municipal corporation organized and existing pursuant to
the laws of the State of Iowa (hereinafter sometimes called "City") and Ames Regional
Economic Alliance (an entity organized and existing pursuant to the laws of the State of
Iowa and hereinafter called "Provider") for activities specific to the area generally
known as “Campustown";
WITNESSETHS THAT:
WHEREAS, the City of Ames has, by its City Council acting in open and regular session,
entered into an Agreement with the Provider for services and facilities to support the
Campustown district; and
WHEREAS, Provider has identified a task in its FY 2026/27 Agreement that it desires to
replace with an alternative, and has requested a modification of the scope of services;
NOW, THEREFORE, the parties hereto have agreed and do agree as follows:
I: AMENDMENT TO SCOPE OF SERVICES
Article II (Scope of Services) of the Agreement is hereby superseded by the following
paragraph:
A. For an amount not to exceed $46,000, the City agrees to purchase the
Provider’s services and facilities as described below:
Drawdown Schedule:
Task Date Amount
Conduct District-wide clean up and beautification (part 1) July 2026 $11,500
Host restaurant/bar promotional event July 2026 $3,000
Host Fall event Nov. 2026 $5,000
Host Winter Event Dec 2026 $7,500
Host Small Business Saturday event Nov. 2026 $2,500
Serve as a point of contact for the District regarding the City
of Ames Façade Grant Program
Jan. 2027 $5,000
Conduct District-wide clean up and beautification (part 2) Jan. 2027 $11,500
6
Page 2 of 2
It is understood and agreed that the services and facilities described in this
scope of services are to take place in the area generally referred to as
“Campustown.”
II: REMAINING TERMS OF AGREEMENT
The remaining terms of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF the parties hereto have, by their authorized representatives, set
their hand and seal as of the date first above written.
CITY OF AMES, IOWA ATTEST:
BY______________________________ ________________________________
John Haila, Mayor Renee Hall, City Clerk
Ames Regional Economic Alliance
BY______________________________
Authorized Representative
7