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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. btitt44 kr,„709,,, Michael C. Van Milligen MCVM:jh 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. 2 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 2 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; 2 3 • 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®. 3 4 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