Circles USA Contract 2014-2015THE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Circles Program Contract with Circles USA
DATE: March 6, 2014
Dubuque
band
AI -America City
r
2007 • 2012 • 2013
Housing and Community Development Director Alvin Nash recommends City Council
approval of a contract with Circles USA for consulting services for the Circles Initiative
for the contract year April 1, 2014 through March 31, 2015 at a cost of $4,000.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
7.-
Mic ael C. Van Milligen
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MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Alvin Nash, Housing & Community Development Director
THE CITY OF
Dui
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Alvin Nash, Housing & Community Development Director
SUBJECT: Circles® Program Contract with Circles® USA
DATE: February 28, 2014
Dubuque
All -America City
1
2007 • 2012 .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 Circles USA 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 an 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. Second -year contract was approved in the amount of
$18,000. Third -year contract was approved in the amount of $5,600. Fourth-year
contract was approved in the amount of $4,000. This year's contract will remain at this
cost.
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 199 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 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® USA provides the following contractual services:
1. Access to the Circles USA Integrated Data System with training and ongoing
support;
2. Access to Circles USA members -only library of best practice materials;
3. Access to peer-to-peer network for ongoing support and collaboration;
4. Use of the Circles® registered trademark and logo.
Report Card
The Dubuque Circles® Initiative launched its campaign in September of 2010. As of
February 2014, the Circles® Initiative has had a total of 21 Circle Leaders. 8 have
successfully completed their 18 month commitment to the program and 11 remain
active participants working on goals. 50 community members have joined as Allies of
support. The initiative has helped increase the employment rate of our Circle Leaders
by 60% as well as a 60% increase of education enrollment. The Circles Coach is
currently working with 6 new graduates of the Getting Ahead class who will be matched
up with Allies and begin their process to achieving a higher quality of life within the next
month.
Circles® weekly meetings and support systems for the Circle Leaders are organized
with the assistance of a 'Guiding Coalition' that is subdivided into 5 committees to focus
on specific needs of the initiative. This community effort has spearheaded some
important tasks over the past three years, including identifying resources for Circle
Leaders, planning and facilitating community meetings, recruiting and providing
orientation to new volunteers, soliciting meal donations, community outreach event
planning and more. There is also a team dedicated to facilitate monthly conversations
around systemic barriers to achieving self-sufficiency known as `Big View.'
Circles® has maintained over 90 dedicated volunteers each year since implementation
with an average of 63 community members attending the meetings each week. In 2013
attendance by community members totaled 4,530 hours. If this time were compensated
at the rate Getting Ahead classes are (a living wage of $10,00/hour), it would equal
$45,300.00 of volunteer time. In addition, we received an average donation of $204.69
per week. Thus, the community has invested a significant amount of time and capital to
the Dubuque Circles Initiative and we anticipate future growth in participation,
contributions and successes.
Action Step
The action requested of the City Council is to approve the attached contract from
Circles® USA authorizing their services. The amount of the contract ($4,000) was
adopted in the FY2015 Budget by City Council.
DATE: 2/6/14
CONTRACT FOR SERVICES
Services Provided to:
Dubuque Circles
Roy Boul
anashc cityofdubuque.orq
563-589-4230
350 W. Sixth St. Ste 312
Dubuque, IA 52007
Circles' USA
CONTRACT NUMBER: 1172
Effective Dates: April 1, 2014 — March 31, 2015
Year Contract: Year Four
Services Provided*
Services Provided By:
Circles USA
Scott Miller, CEO
Scottna,CirclesUSA.orq
888-232-9285
5345 Wyoming Blvd. NE, Suite 205
Albuquerque, NM 87109
1. Access to the Circles USA Integrated Data System with training and ongoing support;
2. Access to Circles USA members -only library of best practice materials;
3. Access to peer-to-peer network for ongoing support and collaboration;
4. Use of the Circles® registered trademark and logo;
Menu Items
Additional items can be purchased by local Circles® Chapters 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. Chapter Visits - $1,000 per day Chapter visits with travel expenses reimbursed per visit
Each item will be added and the contract amended as needed throughout the first year.
*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 this year is $4,000. The partner will pay Circles USA $4,000 by July 31,
2014.
Travel expenses for your staff to National Circles® events are not included in these fees and are the
responsibility of the local Circles Chapter.
Membership
2
As Circles® expands, fidelity to the model becomes more critical. As part of this contract, the Circles
Chapter agrees to the following:
1. If the chapter is unable to maintain fidelity for 3+ months in a row, the following steps will be
taken:
a. CHAPTER will report issues to CUSA and troubleshooting will begin;
b. If after 90 days there is not significant improvement, a conference call with CUSA and a
certified trainer will be scheduled with the chapter;
c. A written plan will be required from the Chapter staff or Guiding Coalition detailing steps
to be taken to realign with model;
Non -fidelity Characteristics include:
• Circle Leader graduates unmatched more than 3 months after training completion due to lack
of trained allies;
• Fewer than 5 matched** circles for any chapter 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 National Circles agreements 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
2. Use of the Circles integrated data system;
3. Use of the Circles logo on marketing and social media;
Additional agreement note: As a chapter, you have access to proprietary intellectual property
owned by Circles USA 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 USA and may not be used outside of
your local Circles chapter.
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® Chapters are responsible for letting CUSA 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 Chapter
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® Chapter.
Fundraising Policy: CUSA 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 $100,000. CUSA will assign a representative to contact your local grant writer to
ensure sufficient coordination and cooperation when appropriate with the larger network of Circles
Chapters that your application may affect. In the event that one or more Circles Chapters are pursuing
the same competitive source of funding, the CUSA will assist in negotiating conditions that are mutually
satisfactory to all.
3
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® Chapters be submitted to CUSA 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 Chapter to be self-sustaining and to that end will not
do anything that will adversely impact one Chapter for the benefit of another.
Indemnification: You agree to indemnify, defend and hold CUSA, Inc. and Circles USA harmless
from and against any and all liability, Toss 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 CUSA, Inc. and Circles USA
harmless from and against any and all liability, Toss 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®.
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 CUSA, a
minimum of 50% is nonrefundable, and CUSA will invoice the partner for all unpaid services provided to
the community up to the date of contract termination. All use of the Circles brand and copyrighted
materials must be suspended immediately. CUSA will conduct an exit interview with the former chapter
leadership. This contract is governed expressly by New Mexico law and any legal actions on the
contract must be brought and adjudicated in the appropriate New Mexico courts.
Both parties agree:
Pt,Roy Boul ayor Date
03/20/2014
Scott/Miller, CEO Date