Circles Program Contract_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: May 24, 2012
Dubuque
bierd
All-America City
1
2007
Housing and Community Development Department Director David Harris recommends
City Council approval of a contract with Move the Mountain for services for the July
2012 — June 2013 contract year, at a cost of $5,600.
Circles program services, based on a model currently being used in communities
nationally, are provided to graduates of our "Getting Ahead in a Just Gettin' -by World"
Program. We have 174 graduates to -date, with another class completing this June.
This program is co- sponsored through the Housing Department's Family Self -
Sufficiency Program and the Greater Dubuque Development Corporation with a
Dubuque Works grant, administered through the Community Foundation of Greater
Dubuque.
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
Dubuque
All- America City
2007
TO: Michael Van Mill n, City Manager
FROM: David Har ' , Housing and Community Development Department
SUBJECT: Circles Program contract with Move the Mountain
DATE: 9 May 2012
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 Circles Initiative,
beginning in Fiscal Year 2011. The major expense in FY11 was the first -year cost of a
contract with Move the Mountain (MTM), for $20 500. A second -year MTM contract
was approved in April 2011 in the amount of $18 000. The final year contract renewal
amount is $5600.
The MTM contracts are reduced each year, giving local affiliates the option of
purchasing additional services — such as training and additional on -site visits — as
needed, once programs are established. Dubuque's program now has three certified
trainers, resulting in Tess need for national consultant visits. With the additional funds
made available from reduced contract amounts, we have trained a number of Gettin'
Ahead graduates to be group facilitators. For FY 2013, we will use some of these funds
to increase the hours of the Circles Coach to full -time equivalency, beginning in
January. Since 2011, this has been a 0.70 FTE position.
Circles program services, based on a model currently being used in communities
nationally, are provided to graduates of our "Getting Ahead in a Just Gettin' -by World"
Program. We have 174 graduates to -date, with another class completing this June.
This program is co- sponsored through the Housing Department's Family Self -
Sufficiency Program and the Greater Dubuque Development Corporation with a
Dubuque Works grant, administered through the Community Foundation of Greater
Dubuque.
The Circles Initiative 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 Leadership Center 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 Initiative held a kick -off event in September 10. Our first -year goal was to
develop five circles, by the end of the fiscal year. That number was reached in June
2011. We have since added one other matched Circle. Several additional potential
circles will be formed, based on continuing interest from GA graduates and community
volunteers. We are projecting formation of eight more matched circles for FY 2013.
A 'Guiding Coalition' of 18 community members has been formed to provide policy
direction for the program. Five sub-committees are responsible for the following
functions: 1) resource development/grant writing/data collection and evaluation; 2)
organization of weekly GA and Circles meetings, including volunteer recruitment, meals
and child care; 3) recruitment and retention of Circles leaders and community allies; 4)
development of opportunities for employment, education, training and asset building;
and 5) "Big View" monthly meetings, held for a larger community audience to discuss
systemic barriers to self-sufficiency.
Action Step
The action requested of the City Council is to approve the attached contract from Move
the Mountain, authorizing their services for the July 2012 - June 2013 contract year, at a
cost of $5 600.
att
National Circles® Campaign
1241 W. First Street
Springfield, OH 45504
(937) 717 -5948
www.circlescampaign.org
DATE: 04/1/12
CONTRACT FOR SERVICES
Services Provided to:
Mr. Roy Boul
Ms. Carroll Clark
Dubuque Circles
350 West Sixth St.. Ste 312
Dubuque, IA 52007
563- 589 -4230
ccIark(u7cityofdubuque org
CONTRACT NUMBER: 1 172
Services Provided By:
National Circles® Campaign
ThinkTank, Inc.
1241 W. First Street
Springfield, OH 45504
(937) 717 -5948
Karin VanZant, MPA, LSW
Karin eft thinktank- inc.org
Effective Dates: Communities enter into a year to year agreement with the National Circles® Campaign to
develop and expand a successful local 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 national services
to help expand the local Circles® initiative, maintain fidelity to the evolving standards of the national model,
participate in national data collection system, have access to national media campaigns, and other national
activities that contribute to effectiveness and impact on the mission to end poverty.
The National Circles® Campaign 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, the National Circles® Campaign office
wishes to provide support, coaching and guidance for the growth and further development of the local Circles®
initiative AND to partner with community as a national site for testing and refining the Circles® model. The lead
organization represents the community and is responsible for this contract.
This contract runs from April 1, 2012 through March 31, 2013
Year Three Scope of Service:
1. Six (6) one -hour telephone or video coaching calls with certified Circles® Trainer.
2. Thirty (30) Circle Leader information profiles in the data collection system, with subsequent network -wide
analysis and results for use with existing and potential funders.
3. Inclusion in national media, advocacy and partnership building.
4. Access to members -only information including materials updates and guides to fundraising, recruiting
volunteers and building community partnerships.
5. Access to peer -to -peer network for ongoing support and collaboration
1
2
6. Use of the Circles® registered mark
Menu items:
Additional items can be purchased by local Circles® sites as needed following the menu below:
1. Hands on Training Registration - $800 per person; travel not included
2. Telephone or Video Conference Coaching - $125 per hour sold only in 4 hour increments - $500 total
3. Site Visits - $1,000 per day site visits with travel expenses reimbursed per visit
4. Data Collection System Slots - $50 per slot per year
Each item will be added and the contract amended as needed throughout the first year. Items that are added to
the first year contract must be used in the timeframe of the contract and do not carry over to the second year
contract for services.
These services are available through the date of agreement for this contract and cannot be carried over into the
following year.
Fees, invoicing and Payment:
The fee for these services for a third year contract is $5,600. The partner will agree to sign the contract and
remit payment on July I, 2012. If you would like a different pay schedule, please contact Karin VanZant with the
National Circles® Campaign office to discuss customized arrangements.
Travel expenses for the National Circles® Campaign staff are not included in these fees. Travel expenses for your
staff to National Circles® events are not included in these fees and are the responsibility of the local Circle site. 1
With signed contract (non refundable)
$0
July 1,2012
$5600
Membership
As Circles® expands; fidelity to the model becomes more critical. As part of this contract and 2012 -2013
membership in the National Circles® Campaign, each site agrees that the following steps will be utilized in the
case of a site which has significant difficulties maintaining fidelity to the model for three months in a row:
• Conference call with the Executive Director within 10 days of the third month assessment
• A written plan from the site staff or Guiding Coalition detailing steps to be taken to realign with model
• Coaching calls increased from monthly to every two weeks until site regains fidelity with additional
increase in coaching costs
Any site remaining in distress 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 towards fidelity status.
A site may also be requested to obtain an additional Circles® on -site visit at its own expense.
Non - fidelity Site Characteristics
• GettingAhead /Circle Leader graduates unmatched more than 3 months after training completion 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;
2
3
• 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
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 the National Circles® Campaign,
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 the National Circles® Campaign and may not be used outside of our local Circles®
initiative.
In addition to the above policy, all new Circle staff members are required to attend Hands on Training upon
beginning their staff assignment. Hands on Training is offered several times per year and local Circles® Initiatives
are responsible for letting the National Circles® office know when a new employee has been hired so that
training can be arranged. If Hands on Training is not included in the current contract, the local site is responsible
for the training registration and travel to the next scheduled Hands on Training being held. The registration fee
for this training is $800 per staff member and travel is the responsibility of the local Circles® site.
Fundraising Policy: The National Circles® Campaign requires notification of all proposals using the Circles®
brand being made to national foundations, federal agencies, and additional investors if the amount being
requested is equal to or exceeds $250,000. The National Circles® Campaign will assign a representative to
contact your local grant writer to ensure sufficient coordination and cooperation when appropriate with the
larger network of Circles sites that your application may affect. In the event that one or more Circles® sites are
pursuing the same competitive source of funding, the National Circles® Campaign will assist in negotiating
conditions that are mutually satisfactory to all.
The culture of the Circles® Campaign is one of sharing our proposals with the larger network in order for
everyone to get better at attracting resources. Therefore we request that all successful applications on behalf of
local Circles® Initiatives be submitted to the National Circles® Campaign for membership use. Any sensitive
material should be omitted, but we do request that any and all information that you can leave in the proposal be
done so in order to benefit others. Circles® encourages every site to be self- sustaining and to that end will not
do anything that will adversely impact one site for the benefit of another.
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 the National Circles® Campaign, a minimum of $2,000 is
nonrefundable, and the National Circles® Campaign office will invoice the partner for all unpaid services provided
to the community up to the date of contract termination. Total amount of compensation to the National
Circles® Campaign will not exceed the total of this contract.
3
Both parties agree:
x
X Az4
Karin VanZant, M PA, LS W Roy Boul
National Circles Cam paign CEO Mayor
4