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.