Circles Program Contract Training Center Tank, Inc. ContractTHE CITY OF
Dui
Masterpiece on the Mississippi
Dubuque
kital
All- America City
II 111!
2012
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Circles® Program Contract with Circles® Training Center Think Tank, Inc.
DATE: March 26, 2013
Housing and Community Development Department Director Alvin Nash recommends
City Council approval of a contract with the Circles® Training Center Think Tank, Inc.,
for consulting services for the Circles® Initiative for the July 2013 -June 2014 contract
year at a cost of $4,000.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
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Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Alvin Nash, Housing & Community Development Department Director
Masterpiece on the Mississippi
Dubuque
All- America City
II 111!
2012
TO: Michael C. Van Milligen, City Manager
FROM: Alvin Nash, Housing & Community Development Director
SUBJECT: Circles® Program Contract with Circles® Training Center Think Tank, Inc.
DATE: March 22, 2013
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 Circles® Training Center Think
Tank, Inc., for consulting services for the Circles® Initiative.
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.
Discussion
The Council authorized a 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. A third year contract renewal was approved in the
amount of $5,600.00 Circles® Training Center Think Tank, Inc. has become the
management agency responsible for Move the Mountain. The fourth -year contract
renewal approved in FY2014 budget is $4,000 and will remain at this cost for future
contracts.
Circles® program services, based on a model currently being used in communities
nationally, are provided to graduates of our "Getting Ahead in a Just Getting' by World"
Program. We have 184 graduates to -date, with another class completing this June.
This program is co- sponsored through the Housing Departments 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 Getting
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.
Circles® Training Center Think Tank, Inc. provides the following contractual services:
1. Profiles in the data collection system, with subsequent network -wide analysis and
results for use with existing and potential funders.
2. Inclusion in national media, advocacy and partnership building.
3. Access to members -only information including materials updates and guides to
fundraising, recruiting volunteers and building community partnerships.
4. Access to peer -to -peer network for ongoing support and collaboration.
5. Use of the Circles® registered mark.
Report Card
The Dubuque Circles® Initiative launched its campaign in September 2010. Our first
year goal was to develop five circles by the end of the fiscal year. That goal was
reached and those five circles have since successfully completed their 18 month
commitment to the program. Two of the five circles obtained employment that
increased their income to 200% of the federal poverty guideline, while the other three
continue to work on education goals. The Circles® coach is currently working with eight
new matched circles and we are projecting the formation of eight additional matched
circles for FY 2014.
Circles® weekly meetings and support systems for the Circle leaders are organized with
the assistance of a 'Guiding Coalition' of 35 community members. Five subcommittees
are responsible for the following functions: 1) resource development /grant writing /data
collection and evaluation; 2) organization of weekly Getting Ahead and Circles®
meetings including volunteer recruitment, meals and childcare; 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 Think
Tank, Inc. authorizing their services from the July 2013 -June 2014 contract year at a
cost of $4,000.
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Circles® Training Center
137 E. Main Street, Suite 125
Springfield, OH 45502
(937) 322-4970
www.circlescampaign.org
DATE: 3/07/2013
CONTRACT FOR SERVICES
Services Provided to:
Mr. Roy Boul
Dubuque Circles®
350 W. Sixth St, Ste 312
Dubuque, IA 52007
563 -589 -4230
anash @cityofdubuoue.org
CONTRACT NUMBER: 1 172
Services Provided By:
Circles®Training Center
ThinkTank, Inc.
137 E. Main Street, Suite 125
Springfield, OH 45502
(937) 322-4970
Karin VanZant, MPA, LSW
Karin@thinktank-inc.org
Circles®
Effective Dates: Circle Sites enter into a year to year agreement with Circles® to develop and expand a
successful local Circles® initiative. As a member of Circles®, the community will be asked to pay yearly
membership fees and services contracts to cover costs of services to help expand the local Circles® initiative,
maintain fidelity to the evolving standards of the comprehensive model, participate in data collection system, have
access to various media campaigns, and other activities that contribute to the overall effectiveness and impact on
the mission to end poverty.
Circles® 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 Circles® Training Center 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, 2013 to March 31, 2014
Year Four and Beyond Scope of Service:
1. Profiles In the data collection system, with subsequent network -wide analysis and results for use with existing
and potential funders.
2. Inclusion in national media, advocacy and partnership building.
3. Access to members -only information including materials updates and guides to fundraising, recruiting
volunteers and building community partnerships.
4. Access to peer -to -peer network for ongoing support and collaboration
5. Use of the Circles® registered mark
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Menu Items:
Additional items can be purchased by local Circles® sites as needed following the menu below:
I. 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
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 fourth year contract is $4,000. The partner will pay the Circles®Training Center
$1,000 with the signed contract and the remainder as indicated below. If you would like a different pay schedule,
please contact KarinVanZant with the Circles®Training Center to discuss customized arrangements.
Travel expenses for Circles® staff are not included in these fees. Travel expenses for your staff to Circles® events
are not included in these fees and are the responsibility of the local Circles® site.
With signed contract
$1000
Julyl, 2013
$1000
October 1,2013
$1000
January 1,2014
$1000
Membership
As Circles® expands; fidelity to the model becomes more critical. As part of this contract and 2013 -2014
membership in Circles®, 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 from
the Circles® Training Center and their Certified Circles® Coach. 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
• Circle Leader graduates are unmatched more than 3 months after 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;
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• 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
*x "matched" means in a Circle with one Circle Leader (or a couple) and at least 2 Allies
Additional agreement note: Circles® has a standard process for entry and training of new communities
and /or new lead organizations. Membership in the Circles® 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 Circles®, you have access to proprietary intellectual property
owned by Circles®, 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 Circles® and may not be used outside of our local Circles® initiative.
In addition to the above policy, all new Circles® 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 Circles® Training Center 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: Circles® 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. Circles® 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 Circles® Training Center will assist in negotiating conditions that are mutually satisfactory to all.
The culture of Circles® 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 Circles® Training Center 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.
Indemnification: You agree to indemnify, defend and hold Think Tank, Inc. and Move the Mountain
Leadership Center, Inc. harmless from and against any and all liability, loss and /or expense (including reasonable
attorneys' fees and expenses) for any injury or damages claims that may arise or result from the operation of
your local Circles® program. You further agree to indemnify, defend and hold Think Tank, Inc. and Move the
Mountain Leadership Center, Inc., harmless from and against any and all liability, loss and /or expense (including
reasonable attorneys' fees and expenses) for any claims that may arise or result from the actions, conduct
and /or omissions of you, your officers, agents, employees, sub - grantees, contractors, subcontractors or other
representatives with respect to this contract and Circles®.
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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 Circles® Training Center, a minimum of $1,000 is
nonrefundable, and the Circles® Training Center 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 Circles® Training
Center will not exceed the total of this contract.
Both parties agree:
oP
Karin VanZant, MPA, LSW
Circles@ Training Center, Director
X
Roy Boul
Mayor