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Circles Program_Contract with Move the MountainMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Circles Program Contract with Move the Mountain DATE: March 1, 2011 Dubuque All- America Cily 1 1 1 1 I I 2007 Housing and Community Development Department Director David Harris recommends City Council approval of a contract with the Move the Mountain Leadership Center for consulting services for the Circles Initiative in the amount of $18,000 for the period April 1, 2011, to March 31, 2012. I concur with the recommendation and respectfully request Mayor and City Council approval. \. 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 Masterpiece on the Mississippi TO: Michael Van Men, City Manager FROM: David Ha is Housing and Community ty Development Department SUBJECT: Circles Program contract with Move the Mountain DATE: 25 February 11 Dubuque had All-AmdIca Cty 2007 Introduction The purpose of this memorandum is to request the City Council's authorization of the Mayor's signature on the attached contract with the Move the Mountain Leadership Center, for consulting services for the Circles initiative. Discussion The Council authorized a three -year, $30 000 /year commitment for the Move the Mountain (MTM) Program, beginning in Fiscal Year 2011. The first year contract was approved in April 2010, in the amount of $20 500. The renewal contract this year will be for $18 000. The services, based on a model currently being used in communities nationally, are for graduates of our "Getting Ahead in a Just Gettin' -by World" Program. This is co- sponsored through the Housing Department's Family Self- Sufficiency Program and Project HOPE, under a contract with the Community Foundation of Greater Dubuque. Funding is provided through Dubuque Works. The Circles program provides on -going mentoring and support services to Gettin' Ahead graduates. This is accomplished through establishing "circles" of graduates and community allies, who meet regularly throughout the year, helping the graduates to form on -going networks as part of a social and employment support system. The Move the Mountain organization provides the following contractual services: 1. On site visits, for planning and resource development 2. Registration at national training workshops 3. Phone and e-mail 'coaching' 4. Publications 5. Access to a national resource base of best - practices and fund raising materials 6. Inclusion in MTM's national network for data compilation and evaluation 7. Access to a national peer -to -peer collaboration network 8. Inclusion in MTM's national media campaign 9. Use of the Circles trademark Report Card The Circles program held a kick -off event in September 10. Our Coach, Getting Ahead Program graduate Ermina Soler, was hired in January. Our first -year goal was to develop five circles, by the end of the fiscal year. That number was reached in February. Several other potential circles are now forming, based on continuing interest from GA graduates and community volunteers. We are now projecting formation of ten circles this program year. A 'Guiding Coalition' of 18 community members has been formed to provide policy oversite for the program. Weekly meetings are held at Prescott School, open to anyone interested in the program, beginning with a communal dinner. These meetings include training sessions for both GA graduates and community mentors, preparing them for eventual "matches." And the first two "Big View" meetings have been held; these bring together consumers, professionals and interested com- munity members to examine and discuss issues of systemic poverty in our community. Action Step The action requested of the City Council is to approve the attached contract from Move the Mountain, authorizing their services for the April 11 -March 10 contract year, at a cost of $18 000. att 01/28/11 1172 CONTRACT FOR SERVICES Services Provided to: Bridges Initiative CIO Carroll Clark and Jim Ott 350 West 6th Street Ste. 312 Dubuque, IA 52001 563- 589 -4230 cclarkncityo fdubuque. org jott30 @aol.com Services Provided By: Move the Mountain Leadership Center P.O. Box 113 Marshall, MN 56258 888 - 232 -9285 Scott Miller, Scott anmovethemountain.org Effective Dates: Communities enter into a year to year agreement with MTM to develop and expand a successful Circles® initiative. As a member of the National Circles® Campaign, the community will be asked to pay yearly membership fees and services contracts to cover costs of MTM services to help expand their local Circles® initiative, maintain fidelity to the evolving standards of the national model, participate in national data collection, national media campaigns, and other national activities that contribute to effectiveness and impact on the mission to end poverty. MTM acknowledges the commitment and interest of the community in being a learning environment for the development and implementation of a local Circles® initiative to transform the community to end poverty. Because of the community's commitment, MTM wishes to provide support, coaching and guidance for the growth and further development of the Circles® initiative AND to partner with community as a national laboratory for testing and refining the Circles® model, including the incorporation of aha! Process Bridges and Getting Ahead tools. The lead organization representing the community and responsible for this contract will be known as "partner" in this contract. This contract runs from April 1, 201 1 to March 31, 2012. Scope of Service: 1. Delivery of two 1 day site visits by MTM/Trainer for training, planning, resource development and best practices assessment with MTM or Senior Training Center Staff. (1 day = 8 hours) Move the Mountain inspiring and Equipping Communities to End Poverty www.movethemountain.org Move the Mountain LEADERSHIP CENTER With signed contract $4,500 June 30, 201 1 $4,500 September 30, 2011 $4,500 December 30 2011 $4,500 Move the Mountain Inspiring and Equipping Communities to End Poverty www.movethemountain.org These services are available through the current contract year and cannot be carried over into the following year. Fees, Invoicing and Payment: The fee for these services is $ 18,000. The partner will pay MTM $4,500 in advance upon receipt of a signed contract and the remainder on a quarterly schedule, indicated below. Travel expenses for Move the Mountain staff are included in these fees. Travel expenses for your staff to MTM events are not included in these fees. 2 2. Up to two (2) registrations to the Circles- Bridges conference (travel not included in contract) 3. Up to twelve (12) phone coaching calls and email coaching from MTM to Exec Dir and Circles staff 4. Access to the Members Section Clearinghouse of the Circles Campaign for latest manual, fundraising templates and samples from across the nation for any and all Circles activities 5. Access to MTM's fundraising supports 6. Inclusion in our national data compilation, reporting, and evaluation 7. Access to peer -to -peer network for ongoing support and collaboration 8. Media support and inclusion in national media campaign and national partnership development activities 9. Use of the Circles® trademark Membership As Circles® expands; fidelity to the model becomes more critical. We are using a green - yellow -red Tight mutual assessment tool to guide development of Circles. As part of this contract and 2010 membership in the National Circles Campaign, each site agrees that the following steps will be utilized in the case of a site which has RED status for three months in a row: * Conference call with MTM and the Executive Director within 10 days of the third "RED" assessment * A written plan from the site staff or Guiding Coalition detailing steps to be taken to move out of red -light status in the next 1 -3 months; plan agreed to by Executive Director and MTM * Coaching calls increased from monthly to every two weeks until site shifts to yellow Any site remaining in red status for 6 months in a row or 7 of 12 months in a year will be addressed by a team of Certified Trainers /National Guiding Coalition members. A site's membership may be discontinued until there are sufficient resources (leadership, time, and /or funds) for the community to move its model toward green status.A site may also be requested to obtain an additional Circles on -site visit at its own expense. Red Site Characteristics * Getting Ahead graduates unmatched more than 3 months after GA graduation due to lack of trained allies; * Fewer than 5 matched circles for any initiative whose weekly meeting has been in progress for 12+ months; * Funding for staff salaries and on -going expenses not solidified for the upcoming quarter; * Guiding Coalition has 5 or fewer members, and /or GC is not engaged in Circles; • One of the non - negotiables is missing for 3+ months (e.g. no weekly meeting); * Circles staff /GC do not participate in monthly coaching calls for 3+ months * "matched" means in a Circle with one Circle Leader (or a couple) and at least 2 allies Both parties agree: Roy D Buol, Mayor Date Scott Miller, CEO Date City of Dubuque, Iowa Move the Mountain LC, Inc. Move the Mountain Inspiring and Equipping Communities to End Poverty www.movethemountain.org 3 Additional agreement note: The National Circles campaign has a standard process for entry and training of new communities and /or new lead organizations. Membership in the National Campaign does not grant your initiative permission to train those outside your local Circles initiative or lead agency unless and until you have completed the entire process of becoming a certified training site.As a partner in the National Circles Campaign, you have access to proprietary intellectual property owned by Move the Mountain, including know -how, written materials, research and related data and analysis, training techniques and oral presentations (the "Proprietary Materials "). We acknowledge that the Proprietary Materials are the sole and exclusive property of Move the Mountain and may not be used outside of our i local Circles initiative. Amendment and Termination: This agreement may be amended by written consent of both parties and such amendments will be attached to this contract and shall become a part thereof. This contract shall continue to be binding on both parties unless terminated by either party upon 30 -day written notice of intent to terminate. In the event the partner terminates the contract with MTM a minimum of $2,500 is nonrefundable, and MTM will invoice the partner for all unpaid services provided to the community up to the date of contract termination. Total amount of compensation to MTM will not exceed the total of this contract.