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Cirlces Program_Implementation of Bridges out of Poverty TrainingMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Circles Program DATE: September 14, 2010 Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager David Harris, Housing and Community Development Department Director Dave Heiar, Economic Development Director Dubuque M- America city 1 2007 I have approved a recommendation from Housing and Community Development Department Director David Harris to begin implementing the Bridges Initiative. The Bridges Initiative is the name of the umbrella concept that incorporates three programs: Bridges Out of Poverty training, Getting Ahead in a Just - Gettin' -By World training and the Circles Program. This program is consistent with the Safe Community Task Force (SCTF) recommendation stated as "The SCTF believes that in order to achieve its goal, there will need to be a major Citywide human relations effort" and to "Increase participation of Section 8 residents in effective self- sufficiency programs." This effort is also supportive of Project H.O.P.E., Helping our People Excel. A collaboration between the City of Dubuque, the Community Foundation of Greater Dubuque and Dubuque Works, to prepare the unemployed and underemployed for the job training and jobs in Dubuque. City staff continues to implement the Safe Community Task Force recommendations. Phyllis Russell, Management Intern Kelly Larson, Human Rights Director Jim Ott Nancy Van Milligen, President & CEO, Community Foundation of Greater Dubuque Eric Dregne, Vice President of Programs, Community Foundation of Greater Dubuque Sarah Harris, Director of Workforce Development, Greater Dubuque Development Corporation Safe Community Task Force Masterpiece on the Mississippi 4 V � TO: Michael VarMIligen, City Manager FROM: Davi8l rris, Housing and Community Development Department SUBJECT: Circles Program DATE: 1 September 2010 Dubuque AII- AmeticaCity 1 2007 Introduction The purpose of this memorandum is to respond to your request to develop a business plan for the Bridges Initiative, including revisions of the first draft dated 16 August. Background The `Bridges Initiative' is the name for the umbrella concept that incorporates three programs: the Bridges Out of Poverty trainings, Getting Ahead in a Just Gettin' -by World trainings, and the Circles Program. It is overseen by a steering committee that includes City staff (Carroll Clark and Erica Haugen - both Family Self- Sufficiency Program Coordinators), Jim Ott, several Getting Ahead Program graduates and representatives from a number of community agencies. Carroll Clark and I met with Nancy Van Milligen, Jim Ott, Dave Heiar and Phyllis Russell on three occasions to discuss and develop an acceptable business model. Primary in these discussions were concerns regarding the governing structure, adequacy of staffing, accountability, the organizational chart, relationship among boards and committees, budget, fund raising, volunteer recruitment and training, sustainability and tracking /measurability of program performance. One meeting included a teleconference with staff from the Move the Mountain (MTM) organization, at which the discussion focused on modifying the Dubuque model to incorporate realistic projections about Circles Program size and expansion. Discussion Move the Mountain model The Move the Mountain Leadership Center, located in Fairbault, Minnesota, is a national non - profit and initiator of the Circles TM Campaign. Its mission is to inspire and equip 'transformational' leaders. The Center provides training and consulting to local sponsors to create high impact strategies to engage communities to end poverty. In April 2010, the City Council approved a three -year contract with MTM to provide these services to Dubuque's Bridges Initiative, initiating our local Circles Program. Contract cost in the three years (FY2011 -2013) is $20 500, $18 000 and $13 500, respectively. Services provided will include on site visits, national workshops, phone coaching, publications, inclusion in a national data base for evaluation and access to a national peer -to -peer network. At our July teleconference, we made it clear to the MTM staff that projections used in their national model were not realistic for our community. We stated our goal is to start with a group of five participants (with 10 -15 community mentors) and perhaps double that in the second year. We explained that our staffing includes both City employees and community volunteers, and that it numbers Tess than the MTM model suggested for paid staff. We made it clear that, should we implement our Circles Program, it would not be a 'cookie- cutter fit with the MTM model, and further we questioned whether doing so would conflict with any obligations we would incur under the 3 -year contract. In each case, we were assured that the implementation of a 'Dubuque model' Circles Program would present no problems in our relationship with Move the Mountain. Their staff assured us that their program model was presented as a guideline and that affiliates have the flexibility to modify this according to local factors. All consulting services as specified in the MTM contract would continue to be delivered, even under the terms and conditions we have proposed. Relationship to Project HOPE We also discussed the 'governance' issue at length, regarding the relationship between the Bridges Steering Team and the Project HOPE steering committee. The 'Organizational Structure' chart (please refer to attachment) for the Bridges Initiative reflects the outcome of those discussions. The Project HOPE steering committee will have neither governing or policy making functions. Its role is to serve as a conduit to resources for program participants, through developing and sustaining relationships with area employers. This committee, acting through the Community Foundation, will "convene stakeholders, shape a community vision and structure pathways for client success." Eric Dregne, in his new position at the Foundation as Vice President for Programs, will have direct oversite responsibility for developing this relationship with the Bridges Initiative. Circles Program organizational structure We prepared a powerpoint for our discussions, detailing the three Bridges Initiative programs, organizational structures and budgets. A full printed version of this is attached. In addition, several slides from the Circles section of this presentation have been attached for easier reference. A narrative explanation of the "Bridges Initiative — Organizational Structure" chart follows. The Bridges Initiative has two principal sponsors: the Community Foundation of Greater Dubuque and the City of Dubuque, through the Housing Department. The Community Foundation receives grants and donations and administers that funding to the Initiative. Direct oversite of the Bridges Initiative from the Foundation is provided by the Vice President for Programs. In addition, quarterly meetings of the executive staff of the Foundation and the Housing Department will be held to evaluate program activities. The Housing Department oversees the day -to -day operations of the Bridges Initiative. Participating City staff are supervised by David Harris, Department Director and Janet Walker, Assisted Housing Program Supervisor. The City staff assigned to Bridges include Carroll Clark and Erica Haugen, Family Self- Sufficiency (FSS) Program Coordinators, and will include the part-time Circles Coach (when hired.) The Bridges Steering Team is the community governing and policy- making board for the Circles Program. The Steering Team is comprised of FSS staff (Carroll Clark, Erica Haugen), Getting Ahead program graduates and representatives from a number of community agencies. These include the Dubuque Community School District, Loras College, NICC and the Multicultural Family Center. Carroll Clark and Jim Ott are designated as the "Bridges Initiative Advisors." They communicate all program activities to the Steering Team. Each Advisor contributes 10 hours per week to the Circles Program; Carroll paid as a Housing Department employee and Jim as a community volunteer. Carroll and Jim in turn coordinate the activities of the Internal Working Team, which consists of themselves plus Ermina Soler, Jim Luksetich and the Circles Coach. The Coach will be a City employee, paid with funds received by the Community Foundation through a grant from Dubuque Works. Ermina is the former Bridges AmeriCorps member who continues to volunteer in support of the program. Jim Luksetich is a counselor at Washington Junior High and is also a long- time volunteer. The Internal Working Team monitors the work of the Circles Coach, who coordinates the "Circles." As a City employee, the Coach is directly supervised by the Housing Department's Assisted Housing Program Supervisor. A Circle consists of a Getting Ahead graduate and one -two "allies," who are community volunteer mentors. Our goal is to establish the program initially with five Circles and 10- 15 allies, and work toward doubling that number in the second year. The final element of the Circles organizational structure is the "Guiding Coalition." This group will be comprised of potential allies and Getting Ahead graduates preparing to form additional Circles; the Circles Coach, and other interested graduates and community volunteers. This Coalition will be organized into several small teams, which will coordinate recruitment of allies and volunteers, recruit new Getting Ahead participants, coordinate weekly Coalition meetings and gather community leaders to continue building strategies to assist persons in poverty to achieve self - sufficiency. All of these activities are monitored by the Move the Mountain consultants, through on- site visits, teleconferences and periodic trainings, as specified in their contract with the Housing Department. Staffing Additional slides from the powerpoint (attached) show the staffing complement as follows: 2 FSS Coordinators, at 10 hours /week each (City) Circles Coach, at 25 hours /week (City) Bridges Advisor (Jim Ott/volunteer), 10 hours /week Internal Working Team Members (volunteers): Ermina Soler, 10 hours /week Jim Luksetich (Washington JH school counselor), 5 hours /week 4 college work -study students (providing child care), 10 hours total /wk College work -study student (clerical), 10 hours /week 4 Getting Ahead graduates (volunteer group facilitators), 20 hrs total /wk AmeriCorps member, approx. 20 hours /week (City) Total full -time equivalent positions FTE equivalents 0.50 0.625 0.25 0.25 0.125 0.25 0.25 0.50 0.50 3.25 We have just received notification of award of a new AmeriCorps position for FY2011. This position is considered a volunteer, with a one -year contract under the supervision of the Housing Department, available to the Bridges Initiative at 20 hours /week. The Bridges Initiative has experienced on -going success over the past two years with the additional volunteer involvement of other Getting Ahead program graduates (now totaling 99 persons), AmeriCorps workers, college field placement interns and interested community persons. In May of this year, we received a national NAHRO Award of Merit in Housing and Community Development for our accomplishments to- date. We have created a model for a community -based program that thrives due to the support of a broad base of volunteers. We expect that level of support to continue Budget A three -year Circles Program budget is attached. It shows declining expenses over the three years, due to the decreasing cost of the 3 -year Move the Mountain contract. However, the existing commitment for the Dubuque Works grant is only for one year. Without renewal of that funding, the 3 -year budget faces deficits of $15 000 in FY2012 and $16 000 in FY2013. Without these funds, the Circles Coach position would have to be eliminated. For this reason, the Coach position can only be advertised as one -year, part-time employment, subject to annual renewal of the contract with Dubuque Works or identification of other grants. The City, through the Finance Department, is now serving as fiscal agent for the Bridges Initiative. Finance now handles receipts for all conference registrations, pay- outs to Getting Ahead training participants and purchase orders for operating expenses. The Community Foundation continues to receive program donations and the funding from Dubuque Works (GDDC.) The Foundation (CEO or Vice President) reports on the Getting Ahead program at Dubuque Works meetings and invoices GDDC for the Dubuque Works funds. The President/CEO will meet with the Housing Department Director quarterly to discuss Project HOPE and the Bridges Initiative. Future Directions A goal of the Bridges Initiative is to establish a not - for - profit corporation. This would include establishing independent operations by FY2014, with Bridges staff working as employees of the 501(c)(3) corporation. A strong partnership with the City of Dubuque, the Community Foundation and Project HOPE would be maintained. For instance, the FSS Coordinators currently assigned (10 hours /week) to the Initiative could still provide the same level of service. If successful in attaining independent financial status as a non - profit, the Circles Coach could become a Bridges employee. Creating a non - profit entity will allow the Bridges Initiative to independently seek public and private grant funding, and facilitate expansion of programming to include transitional employment opportunities, educational partnerships and full implementation of the Circles Program. Conclusion After development of this plan and final discussions, we agreed to recommend to move ahead with implementation of the Circles Program. Nancy Van Milligen stated she would contact GDDC with a report on resolution of all remaining issues. With your approval, we can publish a job description for the Circles Coach and begin the recruitment process. cc: Nancy Van Milligen, President/CEO, Dubuque Community Foundation Eric Dregne, Vice President for Programs, DCF Dave Heiar, Director, Economic Development Department Phyllis Russell, Management Intern, Manager's Office Janet Walker, Assisted Housing Program Supervisor, Housing Department Carroll Clark, FSS Coordinator, Housing Department Erica Haugen, FSS Coordinator, Housing Department att ( Community Foundation Bridges Steering Team (Governing & Policy Making) Getting Ahead Graduates; Bridges Initiative Staff; Sedona Staffing; Health Services Credit Union; Dubuque Community School District; Loras College; Lamar Advertising; Multicultural Family Center; John Deere Dubuque Works; NICC; Ecumenical Housing and Community Volunteers. Project HOPE Steering Committee (Resources) Convener of stakeholders, shaping a community vision, structuring pathways for client success, maximizing resource sharing, reducing barriers to service, ensuring program sustainability. AHA Process ---► Circles Coach Bridges Out of Poverty Bridges Initiative Advisors (staff /Jim Ott) Internal Working Team (made up of staff & volunteers) City of Dubuque J Move the Mountain Guiding Coalition (staff /volunteers) [Erid Initiative — Organizational Structure Community Foundation President/CEO Dubuque 2.0 Vice President of Programs Project Hope E. C. E. P. Bridges Initiative — Organizational Structure Housing & Community Development — FSS Coordinators (2) City of Dubuque Housing & Community Development — Department Director Housing & Community Development — Section 8 Program Supervisor Housing & Community Development — AmeriCorp Placement Housing & Community Development — Circles Coach Organizational Structure - Circles A Matched Circle consists of a Getting Ahead Graduate with 2 -3 Allies Matched Circles are supported by the Circles Coach, Guiding Coalition and the five committees. Goals: Year 1 Year 2 Year 3 and beyond 5 Circles 10 Circles 11 -15 Circles 5 GA grads & 10 -15 Allies 10 GA Grads & 20 -30 Allies 11 -15 GA Grads & 22 -45 Allies Three Year Budget for Circles Expenses Cost of Contract Circles Coach -Wages Circles Coach - Fringe Circles Advisors — Wage Consumable Supplies Photocopies Postage Printing Travel -Local Travel -Out of Town Meeting Expenses Guiding Coalition Expenses FY 2011 $20,500.00 $12,238.00 $2,262.00 In kind & donations $500.00 $500.00 $200.00 $1,000.00 $200.00 $5,000.00 $1,300.00 $800.00 Total Expenses $44,500.00 Note 1: A 3.5% wage increase is added in years 2 and 3 Revenues FY 2011 FY2012 FY2013 City of DBQ $30,000.00 $30,000.00 $30,000.00 DBQ Works $14,500.00 $15,020.00 $16,000.00 Total Revenue: $44,500.00 $45,020.00 $46,000.00 $0 $111.97 $3,690.34 Note 2: We are in year one of a three year$90,000.00 allocated. Note 3: The Dubuque Works funding has only been approved for FY 2011 FY2012 $18,000.00 $12,666.33 $2,341.70 In kind & donations $500.00 $1,000.00 $200.00 $1,000.00 $ 200.00 $5,000.00 $2,500.00 $1500.00 FY2013 $13,500.00 $13,109.65 $2,800.01 In kind & donations $500.00 $1,000.00 $200.00 $1,000.00 $ 200.00 $5,000.00 $3,000.00 $2000.00 $44,908.03 $42,309.66 • FSS Coordinator 1- .25 • FSS Coordinator 2- .25 • Circles Coach - .625 • Bridges Advisor - .25 • Internal Working Team Member - .25 • Internal Working Team Member - .125 • 4- Work Study (Childcare) - .25 • 1— Work Study (Clerical) - .25 • 4- GA Facilitators - .50 • 1 AmeriCorp Placement .50 (10 hr week) (10 hr week) (25 hr week) (10 hr week) (10 hr week) (5 hr week) (10 hr week) (10 hr week) (20 hr week) (20 hr week) • Total of Regular Weekly Bridges Initiative Staff= Equivalent of 3.25 Full Time staff • This does not include our other volunteers; GA volunteers, GA class liaisons or Field placement students. • If funding allows, we would like to add an AmeriCorps Vista position for FY 2012. DEPARTMENT: Housing & CD Dept. EXAMPLES OF WORK: (Illustrative Only) KNOWLEDGE, SKILLS AND ABILITIES: ASSISTED HOUSING CIRCLES COACH GENERAL STATEMENT OF DUTIES: Circles is a community -based initiative that creates relationships, matching people of low income with middle or upper income allies. The primary role of this employee is to coach and support these relationships. This position is also responsible for contributing to efforts to engage the community in Circles, and specifically support the Guiding Coalition's Recruitment Team, assisting them in recruiting, training and supporting Circle leaders. Performs related work as required. DISTINGUISHING FEATURES OF THE CLASS: The employee in this class is responsible for assisting with the recruitment and screening of possible Circle leaders and allies; conducting intake interviews and assessments to match Circle leaders and allies; providing orientation to new Circle leaders; maintaining on -going support to allies and leaders; providing program information and referrals; providing conflict resolution and acting as an advocate within the Circles program. The employee will collaborate with other Circles staff to plan, schedule and facilitate meetings, childcare programs and catering. The employee will maintain accurate records and reports to assure progress, achievements and program success. The work is performed under the supervision of the Assisted Housing Supervisor. Work is reviewed through monthly reports, spot checks and discussions with the supervisor and other staff. ESSENTIAL: Schedules meetings with Circle leaders, allies and staff; explains Circles programs and rules; obtains information to track and report on progress of the program; attends conferences and other educational meetings and reviews literature to keep current or modern trends; maintains accurate records and reports; inputs data into the computer system; attends Circles and staff meetings; makes referrals to other community agencies; assesses and supports clients participating in the Circles program; makes contact with identified leaders and allies; explains the Circles program; maintains personal trust relationships enabling family members to talk comfortably about personal matters; conducts assessments necessary for progress reports; establishes and maintains effective working relationships with employees, program participants and the general public; works closely with human service agencies, educational institutions, community organizations and members of the Circles team; responds to citizen inquiries in a prompt and courteous manner. ESSENTIAL: Knowledge of available services throughout the community; knowledge of people, relationships and family systems; knowledge of community systems, resources and how they interrelate; knowledge of the rules and regulations relating to the Circle program; ability to communicate effectively both orally and in writing; ability to prepare clear and concise reports; ability to maintain a flexible schedule that may include evening and /or weekend meetings; ability to provide own transportation; ability to maintain effective working relationships with employees, the general public, Housing Commission members and representatives of public and private agencies; ability to maintain confidentiality; skill in the use of word processing, spreadsheets and related computer programs; good mathematical, organizational and time management skills; demonstrated ability to follow a management style that is input- oriented and values problem solving and the development of partnerships; demonstrated ability to be a team player; desire to be part of an organization that values service, people, integrity, responsibility, innovation and team work. ACCEPTABLE EXPERIENCE AND TRAINING: Graduation from high school or equivalent, supplemented by college level course work in social work, business administration, family development/case management or related field; or any equivalent combination of experience and training which provides the essential knowledge, skills and abilities. SPECIAL REQUIREMENTS: Possession of or the ability to obtain and maintain a valid Iowa driver's license. 8/2010 The Bridges Initiative Bridges Initiative , • Mission Statement: "The mission of the Bridges Initiative is to create a collaborative relationship between all socio- economic classes, while using the common language out of the Bridges Out of Poverty framework, towards the goal of eliminating poverty in our community." • Vision Statement: "A community where all have the opportunity to succeed and contribute." Bridges Steering Team (Governing & Policy Making) Getting Ahead Graduates; Bridges Initiative Staff; Sedona Staffing; Health Services Credit Union; Dubuque Community School District; Loras College; Lamar Advertising; Multicultural Family Center; John Deere Dubuque Works; NICC; Ecumenical Housing and Community Volunteers. Bridges Initiative — Organizational Structure Community Foundation Project HOPE Steering Committee (Resources) Convener of stakeholders, shaping a community vision, structuring pathways for client success, maximizing resource sharing, reducing barriers to service, ensuring program sustainability. AHA Process --. Circles Coach Bridges Out of Poverty City of Dubuque Bridges Initiative Advisors (staff /Jim Ott) N Getting Ahead Internal Working Team (made up of staff & volunteers) J C Move the Mountain Guiding Coalition (staff /volunteers) Bridges Initiative Organizational Structure Dubuque 2.0 Community Foundation President /CEO Vice President of Programs Project Hope E. C. E. P. Bridges Initiative — Organizational Structure City of Dubuque Housing & Community Development — Department Director Housing & Community Development — FSS Coordinators (2) Housing & Community Development — Section 8 Program Supervisor Housing & Community Development — AmeriCorp Placement Housing & Community Development — Circles Coach AHA Process (provides free technical assistance) Organizational Structure — Bridges Out of Poverty Public Speaking Staff (7) Bridges Steering Team J Bridges Initiative Advisors Circles Coach GA Graduates (10) Bridges Out of Poverty FSS /BI Field Placement Students Bridges AmeriCorps Placements [ Community Volunteers AHA Processes (provides free technical assistance) Organizational Structure — Getting Ahead Bridges Steering Team Facilitators ( Bridges Initiative Advisors Circles Coach Loras College Work Study (5) Getting Ahead FSS /BI Field Placement Students Bridges AmeriCorps Placements Community Volunteers Organizational Structure - Circles Bridges Steering Team Move the Mountain (Technical assistance provided as part of contract) Bridges Initiative Advisors Circles Coach Loras College Work Study (5 shared with GA) Internal Working Team FSS /BI Field Placement Students H Bridges AmeriCorps Placements Guiding Coalition Community Volunteers Organizational Structure - Circles [ Guiding Coalition (Begin with 6 members and Internal Working team. Grow to 15 members) N Recruitment Team - 2-3 members Resource Team - 2-3 Members Weekly Meeting Team — 2 -3 Members Additional 2 year Teams Income & Education Team — 2 -3 Members Big View Team — 2 -3 Members These five committees are made up of community volunteers, Getting Ahead grads, Guiding Coalition members, field place students; AmeriCorps Volunteers; and work study students. Organizational Structure - Circles Guiding Coalition The Guiding Coalition is comprised of potential Allies and Circle Leaders, Getting Ahead graduates, the Circles Coach and Community members who wish to support and contribute to Circles. Year 1: Recruitment Team: • Recruit community partners as Allies, supporters, and other Guiding Coalition members •Recruit future participants of the Getting Ahead program as potential Circle Leaders Weekly Meeting Team: •Logistically coordinates weekly meetings • Ensures weekly meetings are working towards the goal of building community and personal skills related to sustainability Big View Team •Gathers community leaders and Circles members to identify, discuss and problem solve barriers to getting out of poverty Year 2: Resource Team •Assure that there are sufficient resources to implement Circles by serving as an ambassador to local funders and stakeholders Income and Education Team •Builds social capital and networks Circles access to education and employment in the community Organizational Structure - Circles A Matched Circle consists of a Getting Ahead Graduate with 2 -3 Allies Matched Circles are supported by the Circles Coach, Guiding Coalition and the five committees. Goals: Year 1 Year 2 Year 3 and beyond 5 Circles 10 Circles 11 -15 Circles 5 GA grads & 10 -15 Allies 10 GA Grads & 20 -30 Allies 11 -15 GA Grads & 22 -45 Allies r Bridges Initiative - Communication Community Foundation Receives and administers donations and grants (ie: Dubuque Works) Serves as convener for Bridges Initiative communication with other agencies Administers Project Hope Sharing of resources Provides in -kind donations (e.g.: copies, staffing, etc..) Regular communication through monthly Project Hope meetings Receives funding from GDDC for part time Circles Coach Community Foundation staff, Bridges Initiative Staff and Housing Staff will meet quarterly for updates, reports, etc... r Bridges Initiative - Communication City of Dubuque • Provides funding through Section 8 and annual budget process • Allows dedicated staff time to Bridges Initiative (.25 per FSS Coordinator) • Provides in kind donations (e.g.: room, copies, etc..) • Bridges Initiative Coordinator (Section 8 staff) meets monthly with Section 8 Department Manager and Section 8 Supervisor • Fiscal agent for Bridges Initiative • Staffs and supervises part time Circles Coach as temporary part time City employee • Communication through Section 8 staff and monthly supervisory meetings as well as written communication through reports and e-mails • Community Foundation staff, Bridges Initiative Staff and Housing Staff will meet quarterly for updates, reports, etc... Bridges Initiative - Communication Project Hope Board - Advisory • Representation on Bridges Steering Team (BST) • Quarterly Bridges Initiative Newsletters shared with Project Hope Board • Communication with Project Hope Board Members through e -mail and monthly meetings • Quarterly reports will be made about the Bridges Initiative to the Project Hope Board • Community Foundation staff, Bridges Initiative Staff and Housing Staff will meet quarterly for updates, reports, etc... Bridges Initiative - Communication Bridges Steering Team- Governing & Policy making • Provides direct supervision of all three components of the Bridges Initiative • Monitors effectiveness of Bridges Initiative programming and recommends modifications • Reviews budget of all three programs and makes recommendations • Communication through e -mail and quarterly meetings Three Year Budget for Bridges Expenses Staff Wages & Benefits Operating Building Community Trainings (2 per yr) Room /Equip Rental $300.00 Food $3052.00 Books $5630.00 Supplies $600.00 FY 2011 Volunteer & In -kind In -kind In -kind FY2012 Volunteer & In -kind In -kind In -kind $300.00 $3402.00 $5,630.00 $600.00 FY2013 Volunteer & In -kind In -kind In -kind $300.00 $3742.00 $5,630.00 $600.00 Business /Agency Trainings (36 per yr) Books (if over 15 ppl) $ Agency buys $ Agency Buys $ Agency Buys Transportation $ 125.00 $125.00 $125.00 Parking $70.00 $70.00 $70.00 Transitional Employment Stipend $6000.00 $6,000.00 $6,000.00 Expenses $400.00 $400.00 $400.00 Trainings /Service Clubs,etc.. $400.00 $400.00 $400.00 Steering Team Meeting Exp. $850.00 $850.00 $850.00 GA Budget Support $6,500.00 $6,500.00 $6,500.00 Total Expenses $23,927.00 $24,277.00 $24,617.00 Revenues FY 2011 FY2012 FY2013 Sponsorship (2 per yr) $7,500.00 $8,500.00 $9,000.00 Registration -CT ($80 per person) $16,000.00 $16,000.00 $16,000.00 Donations — AT (based on average) $3,600.00 $3,600.00 $3,600.00 Total Revenue: $27,100.00 $28,100.00 $28,600.00 $3,173.00 $3,823.00 $3,983.00 Three Year Budget for Getting Ahead Expenses Staff Wages & Benefits Operating Building PO Box Rental GA classes (4 per yr) Room /Equip Rental ($75x48 weeks) Food (non donated) Books ($15 x 88) Participant Expenses ($50 X 84) Graduation Ceremony ($35 x 88) Stipend ($400 x 88) Trainings ($20 x 84) Average per participant = $601.00 Total Expenses Revenues Donations (based on Avg) City of DBQ -Sec 8 DBQ Works Bridges Getting Ahead Support Total Revenue: FY 2011 Volunteer & In -kind In -kind In -kind $96.00 $3,600.00 $1,400.00 $1,320.00 $4,200.00 $3,080.00 $35,200.00 $1,680.00 $50,576.00 FY 2011 $3564.00 $15,600.00 $25,000.00 $6,500.00 $50,664.00 $607.00 FY2012 Volunteer & In -kind In -kind In -kind $96.00 $3,600.00 $1,400.00 $1,320.00 $4,200.00 $3,080.00 $35,200.00 $1,680.00 $50,576.00 FY2012 $3564.00 $15,600.00 $25,000.00 $6,500.00 $50,664.00 $607.00 FY2013 Volunteer & In -kind In -kind In -kind $96.00 $3,600.00 $1,400.00 $1,320.00 $4,200.00 $3,080.00 $35,200.00 $1,680.00 $50.576.00 1 FY2013 $3564.00 $15,600.00 $25,000.00 (will re- apply) $6,500.00 $50,664.00 $607.00 Three Year Budget for Circles Expenses Cost of Contract Circles Coach -Wages Circles Coach - Fringe Circles Advisors — Wage Consumable Supplies Photocopies Postage Printing Travel -Local Travel -Out of Town Meeting Expenses Guiding Coalition Expenses FY 2011 $20,500.00 $12,238.00 $2,262.00 In kind & donations $500.00 $500.00 $200.00 $1,000.00 $200.00 $5,000.00 $1,300.00 $800.00 Total Expenses $44,500.00 Note 1: A 3.5% wage increase is added in years 2 and 3 Note 2: We are in year one of a three year$90,000.00 allocated. Note 3: The Dubuque Works funding has only been approved for FY 2011 FY2012 $18,000.00 $12,666.33 $2,341.70 In kind & donations $500.00 $1,000.00 $200.00 $1,000.00 $200.00 $5,000.00 $2,500.00 $1500.00 FY2013 $13,500.00 $13,109.65 $2,800.01 In kind & donations $500.00 $1,000.00 $200.00 $1,000.00 $200.00 $5,000.00 $3,000.00 $2000.00 $44,908.03 $42,309.66 Revenues FY 2011 FY2012 FY2013 City of DBQ $30,000.00 $30,000.00 $30,000.00 DBQ Works $14,500.00 $15,020.00 $16,000.00 Total Revenue: $44,500.00 $45,020.00 $46,000.00 $0 $111.97 $3,690.34 Overall Bridges Initiative - Funding • Getting Ahead: — $15,600.00 from City of Dubuque Section 8 — $25,000.00 from Dubuque Works — Revenue from Bridges Out of Poverty Trainings — Community Donations • Circles: — $30,000.00 from City of Dubuque Section 8 — $14,500.00 from Dubuque Works — Community Donations Funding If we have corporate sponsorship, then all $ paid for attendance is profit Transitional Employment $4455.80 Revenue from 2/2010 Bridges training Bridges Initiative - Funding Bridges Out of Poverty (300 each) G ys 150 irs each. Total $270.0.00 xpenses, Expenses Getting Ahead In A Just Gettin' By World � 1 $15,600 from City of Dubuque -Sec 8 $25,000.00 from Dubuque Works = Total $40,600.00 Training Expansion $80.00 charged per attendee Cost and /room /supplies' ($23.20 per person in expenses) ( $30,000 from City of Dubuque- participants & 4 paid facilitators per round. ($650.00 x 44 x 2 rounds) = $57,200.00 MIN Staff & Participant Development Revenue from training expansion, fundraisers , Bridges, etc... Costs of trainings, conference s,travel, etc... i Circles Coach $14,500.00 from Dubuque Works (FY 2011) eting expenses Salary, taxes and Workman' s comp for PT MEC .employee Bridges Initiative — Funding & Fundraising Bakers Men • Began 5/2010 • Initial Start up costs came from Bridges profit; • Future supplies will be obtained at cost from Sisco foods or from St Stephens Food Bank (Both through partnership with Josiah House). • Income is to be used for training opportunities for Getting Ahead graduates. • The participants of Bakers Men would like to work this into a small business opportunity over the next 3 years. A portion of these funds would go back into the Bridges Initiative funding. In addition, the business would provide a training opportunity for Getting Ahead participants. Various Grant opportunities • The members of the Bridges Internal Working team are continually looking for grant opportunities. • These are available through our 501C3 partnership with the Dubuque Community Foundation. • Our goal is to apply for a minimum of $100,000.00 per fiscal year. Bridges Initiative — Funding & Fundraising Transitional Employment — •As we work with more local businesses, we are hoping to set up future Transitional Employment sites. • By doing this, the Bridges Initiative would save approximately $6,000.00 per year. Bridges Out of Poverty Trainings for Businesses /Agencies — •Currently these are done for a "suggested donation ", however it is our intention to begin charging for these trainings in FY 2012. • This charge will be based on the number of attendees, time commitment and travel expenses. Community Donations — • We continue to seek and receive donations from various community members, businesses and agencies. •We have been receiving these since 2007. Bridges Initiative — Funding for staff • Bridges Initiative: Jim Ott— * has donated between 10 -12 hrs per week for 3 years * No costs except for conference expenses (these come out of Bridges profits) * Funding: None - Volunteer Carroll Clark - City of Dubuque FSS * Spends .25 of her time (10 hours per week) on Bridges Initiative work. * Funding: City of DBQ Section 8 Erica Haugen City of Dubuque FSS * will be spending .25 of her time (10 hours per week) on Bridges Initiative Work. *Funding: City of DBQ Section 8 Bridges Initiative — Funding for staff • Additional staff include: * Student interns — FSS program has a student intern (typically) every Fall semester; also get Summer and Spring Semester interns occasionally. These are at no cost to us. * Work study — We can apply for a work study person to perform administrative work for 10 -15 hours per week for the school year. There is no cost to us other than staff time to supervise and the use of the back office (both offered as in- kind). We also use Work Study positions to provide our childcare needs for all GA classes and Circles (during the school year). * AmeriCorps — We have received an AmeriCorp position which will be specific to the Bridges Initiative. This will provide 18 -20 hours a week of staffing at no cost to us. This position will be effective from mid September 2010 until August 2011. It is a 900 hour placement. Bridges Initiative — Funding for staff 1 Additional staff include: * Getting Ahead Graduate volunteers - We have a pool of GA graduates who assist us with mailings, planning events, public speaking events, etc... * Getting Ahead Graduate facilitators — We also have a pool of GA graduates who are trained to facilitate the GA classes and who will assist with Circles. * Getting Ahead Graduate Class Liaisons — We have one designated liaison for each individual GA class that has graduated. The liaison assists us in making calls, doing mailings and completing the follow up surveys every 6 months. * All of these are at no cost. However, those who give extra time to the Getting Ahead program are typically the ones who get to attend the conferences, extra trainings, etc.. These are paid for through the grants (we figure this amount into the cost of sponsoring one individual). Bridges Initiative - Staffing • Bridges Out of Poverty: Jim & Carroll • Getting Ahead: Jim • Circles: Carroll & Erica Haugen • Internal Working Team: Jim, Carroll, Ermina (10 hr /week), Jim L. (5 hr /week), Erica, AmeriCorp Placement & Circles Coach. • Additional staff include: — Student interns (1 per semester) — Work study (4 -5 per semester) — Volunteers (currently have 15 long term plus 25 others) — Getting Ahead Graduate volunteers (20 regular + 15 occasional) — Getting Ahead Graduate facilitators (8 trained plus add 4 per FY) — Getting Ahead Graduate Class Liaisons (1 per class= 8 current) r Bridges Initiative - Staffing • FSS Coordinator 1- .25 • FSS Coordinator 2- .25 • Circles Coach - .625 • Bridges Advisor - .25 • Internal Working Team Member - .25 • Internal Working Team Member - .125 • 4- Work Study (Childcare) - .25 • 1— Work Study (Clerical) - .25 • 4- GA Facilitators - .50 • 1 AmeriCorp Placement .50 (10 hr week) (10 hr week) (25 hr week) (10 hr week) (10 hr week) (5 hr week) (10 hr week) (10 hr week) (20 hr week) (20 hr week) • Total of Regular Weekly Bridges Initiative Staff= Equivalent of 3.25 Full Time staff • This does not include our other volunteers; GA volunteers, GA class liaisons or Field placement students. • If funding allows, we would like to add an AmeriCorps Vista position for FY 2012. Bridges Initiative — Staffing- Functions • FSS Coordinator 1 (Carroll): Co- Advisor Bridges Initiative: Assist in the administration and decision making on all aspects of the Bridges Initiative; Member of BST, PH and Internal Working Team. • FSS Coordinator 2 (Erica)- Co- Advisor Bridges Initiative: Assist in the administration and decision making on all aspects of the Bridges Initiative; Member of the BST, PH and Internal Working Team. • Circles Coach — Provide support and training to all matched Circles; assist in the delivery of the overall Circles model; Member of BST and Internal Working Team. • Internal Working Team Member (Jim 0) -Co- Advisor Bridges Initiative: Assist in the administration and decision making on all aspects of the Bridges Initiative; Member of BST and Internal Working Team. Internal Working Team Member (Ermina) - Provide administrative support to staff of Bridges Initiative; performs public speaking engagements and helps facilitate training of new volunteers. • Internal Working team Member (Jim L) — Provides administrative and planning support to staff of Bridges initiative; Makes community contacts and performs public speaking engagements. • Work Study (5) — Provides child care during all Getting Ahead /Weekly Meetings as well as FSS events. Applying for another work study to provide clerical assistance. • GA Facilitators (4) — Plan and facilitate the Getting Ahead classes, follow up efforts and the progression into Circles. Bridges Initiative —Staffing - Functions Other Volunteers: — Getting Ahead Graduate volunteers -We have a pool of GA graduates who assist us with mailings, planning events, public speaking events, etc... — Getting Ahead Graduate Class Liaisons — We have one designated liaison for each individual GA class that has graduated. The liaison assists us in making calls, doing mailings and completing the follow up surveys every 6 months. — Getting Ahead Graduate facilitators — We also have a pool of GA graduates who we have trained to facilitate the GA classes but are not currently facilitating and who will assist with Circles. ( Bridges Initiative — Volunteer Recruitment • Our current volunteer recruitment efforts have come through presentations made at: DACU — Friends of the Community — Local Agencies and Businesses — GA Graduation and Open House — VNA — Service Clubs — Multi Cultural Family Center — Catholic Charities — Bridges Out of Poverty Trainings, and many others • We have also used word of mouth by Bridges staff, GA grads, BST Members and our community partners • We have also done mailings, e-mails and phone calls • We currently have a list of 20 -25 names of people who are interested in learning more and becoming involved in Circles. • We are planning to have a Circles Kick off event on September 22nd that will be open to the community. All interested persons will be invited to the first weekly meeting which will be scheduled for September 29, 2010. • Our goal is to have fully matched Circles in place by Mid October C Bridges Initiative — GA Results • Currently we have been gathering data related to employment, education, housing and resources on each GA participant. • Loras college has all of these surveys and is compiling the statistics for us (available fall 2010). • The national Getting Ahead program is developing a database that will be used by all GA participants. Our participation in the national database will allow us access to local as well as regional and national data. • The database is anticipated to be January 2011. Demographics — Age — # children — Race — Ethnicity — Gender Bridges Initiative — GA Results • We currently track: (entrance, graduation, 6 Months, 12 months and 18 months) Employment: — Pt or Ft — Employer — Salary — Benefits — Length of time at job — Length of time unemployed Education: — Registered or completed GED — Registered or completed 2 year degree or Certification program — Registered or completed 4 year degree — Taken NCRC Financial Stability: — Benefits received — Changes in benefits — Changes in employment — Participation in Financial Education classes Bridges Initiative • It is the goal of the Bridges Initiative to obtain 501 C3 status in 2011. This will open up doors to more grants and funding opportunities. Bridges Initiative — GA Results Getting Ahead Group Employment Statistics - Numbers Beginning -Round Grads /Enrolled PT FT End PT FT 1 (6/08) 19/21 2 6 4 6 2 (3/09) 24/28 8 5 11 7 3 (11/09) 29/44 7 1 13 0 4 (5/10) 27/36 5 1 14 5 TOTAL 99/129 25 14 42 18 One Year PT FT 6 7 10 5 na na na na na na Getting Ahead Group Employment Statistics - Percentages Beginning End One Year -Round Grads /Enrolled PT FT PT FT PT FT 1 (6/08) 90% 11% 32% 21% 32% 32% 37% 2 (3/09) 86% 33% 21% 46% 29% 42% 21% 3 (11/09) 66% 7% 4% 45% 0% na na 4 (5/10) 75% 19% 4% 52% 19% na na TOTAL 77% 22% 13% 42% 18% na na Notes 1.PT — part -time employment (34 hours or less per week), FT — full time employment (35 or more) 2.Percentages for employment are based on those who completed the Getting Ahead process and were g raduated 3.Demographic data is also being collected. Through four rounds our participants have been 65% female and 35% male. They have been 64% White, 33% Black and 3% Hispanic. 4.We are expecting to begin participating in a national Getting Ahead data base beginning Jan. 2011 and believe that will give us an improved tracking system as well as a good source of information locally, regionally and nationally. Bridges Initiative — Circles Results • Circles has a national tracking system. All Circle leaders fill out an initial survey as well as follow up surveys on line. • If the Circle Leader does not have access to a computer they can do this with one of their Ally's, the Circles Coach or any Bridges Initiative Staff • This system is already in place and is monitored through Community Collaboration Inc (CCI) www.cciunites.org • This is the same system we are utilizing to set up the national Getting Ahead tracking system that will be available in Jan 2011. • All Bridges Initiative Meetings will be held on Wednesday nights at (Prescott School). This includes the Getting Ahead classes, Circles Weekly Meetings, Bridges Steering Team Meetings, Guiding Coalition Meetings and all other trainings. • Dinner will be served to all from 5:00 — 5:30 pm • GA classes will meet from 5:30 -7:30 pm • Circles Weekly meetings will occur from 6:00 — 7:00 pm (social time from 5:30 -6:00) • Bridges Steering team Quarterly meetings and Guiding Coalition Monthly Meetings will run from 5:30 -6:30 pm • All trainings, etc... will run from 6:00 — 7:30 pm • Childcare will be provided for all from 5:30 -7:30 pm • This allows us the need to only arrange meals and child care one night per week. • In addition, Bridges Staff will have the opportunity to visit all aspects of the Initiative in one night. • Getting Ahead participants will get to see the Circles program in action and get excited • Circle Leaders and Allies in waiting will have the opportunity to see both the GA and Bridges programs • Bridges Steering team members will get to meet the families we work with and see all three programs in progress • Community Members will have the opportunity to meet participants from all programs and learn more about each piece of the Initiative 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 GA Begins 5:00- 7:30pm 18 19 20 21 22 23 24 GA 5:00 -7:30 pm 25 26 27 28 29 30 31 Sunday Monday Tuesday August 2010 Wednesday Thursday Friday Saturday Sunday IU AGlimps Br! g s September 2010 Monday Tuesday Wednesday Thursday Friday Saturday GA 5:00 -7:30 pm 1 2 3 4 5 6 Labor Day 7 GA 5:00 -7:30 pm 8 9 10 11 12 13 14 GA 5:00 -7:30 pm &BST 16 17 18 19 20 21 Circles Kick Off Event 22 23 24 25 26 27 28 First Weekly Meeting & GA 29 30 Note: Weekly meeting will be collection of interest forms & discussion Sunday IU AGlimps Br! g s September 2010 Monday Tuesday Wednesday Thursday Friday Saturday Note: 1st weekly meeting- Ally & CL training Note: 2nd weekly meeting — Bridges training Note: 3rd weekly meeting — individual Circles matched and meet Note: 4th weekly meeting -Big View with Topical Speaker 1 2 3 4 5 Weekly Meeting &GA6 7 8 9 10 11 12 Weekly Meeting & GA 13 14 15 16 17 18 19 Weekly Meeting & GA 20 21 22 23 24 26 Weekly Meeting & GA25 27 28 29 30 Sunday A Glimp Monday October 2010 Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday November 2010 Wednesday Thursday Friday Saturday 1 2 Weekly Meeting &GA3 4 5 6 7 8 9 Weekly Meeting & GA 10 11 Veterans Day 12 13 14 15 16 Weekly Meeting & GA & Ally /CL Trainin¢ 17 18 19 20 21 22 23 Weekly Meeting &GA 24 25 Thanksgiving Day 26 27 28 30 Note: 1st weekly meeting- Ally & CL support Note: 2nd weekly meeting — topical speaker �d Note: 3 weekly meeting — individual Circles Note: 4th weekly eeting -Big View with Topical speaker Sunday Monday Tuesday November 2010 Wednesday Thursday Friday Saturday Note: 1st weekly meeting -Ally & CL support Note: 2nd weekly meeting — topical speaker Note: 3rd weekly meeting— individual Circles Note: 4th weekly meeting -Big View w w Topical Speaker 3 4 5 6 7 Weekly Meeting & GA 8 9 10 11 12 13 14 Weekly Meeting & GA & BST 15 16 GA Graduation and Open House 17 18 19 20 21 Weekly Meeting &Ally and CL training 22 23 24 Christmas Eve 25 Christmas Day 26 27 28 Weekly Meeting 29 30 31 New Year's Eve Sunda Monda Tuesda December 2010 Wednesda Thursda Frida Saturda Conclusion: • We understand that the purpose of this plan is to show that the money designated for it will be well invested and will convert program participants into employed people. • We agree ! • We also believe that this Initiative produces individuals who: — Will become employed or better employed — Will be better employees than they used to be — Will choose to increase their education & encourage their children to pursue one — Will achieve and demonstrate stability in their housing situation — Will increase their financial stability through skill building — Will find a formula for family stability — Will experience stronger and more stable relationships — Will be better citizens (as demonstrated by less crime & more involvement in their community) — We also believe that all of these things lead to a person who is employed, engaged in their community and empowered by a sense of belonging to that community. This all leads to a citizen who wants to be a part of the solution and no longer a part of the problem or a missing piece. Isn't this part of what is going keep making the Dubuque Community a great place to live?