Contract for Services with Circles® USACONTRACT FOR SERVICES:
Services Provided to:
Dubuque Circles
Roy Buol, Mayor
Tbassler(a)cityofdubuqueorq
563-589-4230
350 W. Sixth St. Ste 312
Dubuque, IA 52007
Contract Number: 1172
Services Provided By:
Circles USA
Gena Atcher, Nat'l Site Coordinator
Gena a(�CirclesUSA.orq
888-232-9285
Mailing address:
PO Box 113
Marshall, MN 56258
Effective Dates for "Year. Four" (+) contract: April 1, 2016 — March 31, 2017
Services Provided*
1 Regularly scheduled group coaching sessions on all aspects of Circles (webinar training)
2. Quarterly support calls with a National Circles Trainer
3. Access to the Circles, Data System with initial training
4. Access to Circles members -only library of best practice materials;
5. Access to peer-to-peer network for ongoing support and collaboration;
6. Use of the Circles® registered trademark and logo;
*These services are, available through the end date of this agreement and cannot be carried over into the
following year.
The following additional items can be purchased by local Circles® Chapters as needed following the
menu below and can be invoiced as needed throughout the year (after exhausting services provided above).
1. Circles Training Registration (HOT) - $800 per person; travel not included
2. Telephone or Video Conference Coaching - $125 per hour
3. Chapter/Site coaching visits - $1,000' per day with travel expenses reimbursed per visit
Fees, Invoicing and Payment: The fee for these services for Year Four is $4,000. The chapter will
pay Circles USA $4,000 as outlined below. Travel expenses for your staff to National Circles® events
are not included in these fees and are the responsibility of the local Circles Chapter.
July 15, 2016
$4,000
Subsequent base membership fees are: $4,000 for year four and beyond.
Membership Responsibilities and Agreements: As Circles® expands, fidelity to the model
becomes more critical. As part of this contract, the Circles Chapter agrees to the following:
www.circlesusa.orq 888-232-9285
Copyright 2014
City of Dubuque Consent Items # 10.
ITEM TITLE: Contract for Services with Circles® USA
SUMMARY: City Manager recommending approval of a contract with
Circles® USA for consulting services for the Dubuque
Circles® Initiative.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Circles USA Contract for Services-MVM Memo City Manager Memo
Staff Memo Staff Memo
Contract for Services Supporting Documentation
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Circles® Program Contract with Circles® USA
DATE: April 28, 2016
Housing & Community Development Director Alvin Nash is recommending City Council
approval of the Circles® Program Contract with Circles® USA.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mich el C. Van Milligen
MCVM:sv
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Alvin Nash, Housing & Community Development Director
THE CTTYL Dubuque
A
DUB E "����
better way of living Masterpiece on the Mississippi 2007.2012.2013
a
TO: Michael C. Van Milligen, City Manager
FROM: Alvin Nash, Housing & Community Development Director 6?A, -
SUBJECT: Circles® Program Contract with Circles® USA
DATE: March 16, 2016
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 Dubuque Circles® Initiative.
Communities enter into a year-to-year agreement with the National Circles® Campaign
to develop and expand a successful local Circles® chapter. 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® chapters, 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® chapter.
Discussion
The Council authorized a commitment for the Dubuque 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. 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 Dubuque 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
March 2016, a total of 42 Circle Leaders have been served. 16 have successfully
completed their commitment to the program and 19 remain active participants working
on goals. 52 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.
Dubuque Circles® has maintained over 100 dedicated volunteers each year since
implementation with an average of 45 community members attending the meetings
each week. The development of partnerships is essential for the growth of the initiative;
in 2015 Circles partnered with Dupaco Community Credit Union and their Money Match
savings program. More commonly known as an Individual Development Account (IDA),
this savings provides the customer matched dollars to be used toward the purchase of
an asset. We have 10 out of the 19 participants enrolled and saving for either: a vehicle,
a home, education or micro-enterprise.
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 FY2016 Budget by City Council.
I
i
ECIrdes' USA
CONTRACT FOR SERVICES: Contract Number: 1172
Services Provided to: Services Provided By:
Dubuque Circles Circles USA
Roy Buol, Mayor Gena Atcher, Nat'l Site Coordinator
Tbassler(a).cityofdubugue.org Gena(a-)CirclesUSA.org
563-589-4230 888-232-9285
350 W. Sixth St. Ste 312 Mailing address:
Dubuque, IA 52007 PO Box 113
Marshall, MN 56258
Effective Dates for "Year Four" (+) contract: April 1, 2016 — March 31, 2017
Services Provided*
1. Regularly scheduled group coaching sessions on all aspects of Circles (webinar training)
2. Quarterly support calls with a National Circles Trainer
3. Access to the Circles Data System with initial training
4. Access to Circles members-only library of best practice materials;
5. Access to peer-to-peer network for ongoing support and collaboration;
6. Use of the Circles® registered trademark and logo;
*These services are available through the end date of this agreement and cannot be carried over into the
following year.
The following additional items can be purchased by local Circles® Chapters as needed following the
menu below and can be invoiced as needed throughout the year(after exhausting services provided above).
1. Circles Training Registration (HOT)- $800 per person; travel not included
2. Telephone or Video Conference Coaching - $125 per hour
3. Chapter/Site coaching visits - $1,000 per day with travel expenses reimbursed per visit
Fees, Invoicing and Payment: The fee for these services for Year Four is $4,000. The chapter will
pay Circles USA $4,000 as outlined below. Travel expenses for your staff to National Circles® events
are not included in these fees and are the responsibility of the local Circles Chapter.
July 15, 2016 1 $4,000
Subsequent base membership fees are: $4,000 for year four and beyond.
Membership Responsibilities and Agreements: As Circles®expands, fidelity to the model
becomes more critical. As part of this contract, the Circles Chapter agrees to the following:
www.circlesusa,org 888-232-9285
2
Adopting a culture that promotes tolerance and inclusivity for all participants. Circles USA does not ask
organizations that function as chapters or sites to change their belief system, mission, or values in order
to utilize the Circles model. Circles USA does require that the chapter and sites adopt a policy of
welcoming people from all faiths, ethnic backgrounds, sexual orientation, and socio-economic classes.
For example:
a. It is acceptable in Circles meetings to have a prayer before meals, if that is the tradition of
the site.
b. It is acceptable for volunteers to share their faith and belief system with Circle Leader(s)
once, if they ask the Circle Leader for permission in advance. If the Circle Leader
indicates that they would rather not hear it, then the volunteer needs to respect this
boundary.
c. It is unacceptable and prohibited to require people to adopt the belief system of the
chapter or site organization in order to receive support from Circles.
Circles® USA Fidelity Agreement*
*Adopted January 2016 in alignment with the Circles USA Strategic Plan
1. Circles is organized as an inclusive, non-partisan community that welcomes people from all
income and cultural backgrounds for the purpose of achieving economic stability for families and
communities.
2. Volunteer-led Resource Teams (or Guiding Coalition) are established and maintained as
described in the Circles Staff Manual.
3. Circle Leader Training curriculum is used as part of the orientation and training for Circle Leaders
to support individual plan development and identification of systemic issues.
4. Allies receive Circles Ally training in preparation to work with Circle Leaders.
5. Circle Leaders are matched with 2-3 Allies within 30 days of graduating from Circle Leader
Training Program.
6. Weekly meetings occur with a meal, childcare, and program for adults.
7. Monthly Big View meetings occur to address individual and systems change.
8. Trained staff(have completed the CUSA Hands-On Training Program) provides support to
families and Allies.
9. Circle Leaders are making progress towards economic stability(200% of the Federal Poverty
Level, or to the best of their ability)and their progress reports are completed and up-to-date in
the CUSA data system.
10. The Chapter will not enroll Circle Leaders until there is a written Sustainability Plan for Circles
that describes strategies for pursuing projected income and managing expenses for the next
three years. First-year budget should be in place.
11.'The Chapter must receive approval from CUSA to expand Circles.
12. The Chapter must comply with contracted CUSA site visits and coaching calls.
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, and all copies of any of the foregoing (the "Proprietary
Materials"). The chapter and Circles USA acknowledge and agree that the Proprietary Materials are the
sole and exclusive property of Circles USA and may not be used outside of your local Circles chapter.
The Proprietary Materials are being licensed (on a non-exclusive, non-transferrable basis)to the chapter
under this contract, and the chapter shall not modify or change the Proprietary Materials and agrees to
use reasonable means to protect the Proprietary Materials from unauthorized use, reproduction,
www.circlesusa.org 888-232-9285
3
i
distribution or publication. Upon termination or expiration of this contract, the chapter shall immediately
cease using the Proprietary Materials, the license granted hereunder shall immediately terminate, and
the chapter agrees to return or destroy all Proprietary Materials and any document or information
containing any Proprietary Materials or information derived therefrom.
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.
The chapter agrees that use of the Proprietary Materials is at the chapter's sole risk. To the fullest extent
permitted by law, Circles USA and its officers, directors, employees and agents disclaim all warranties,
express or implied, in connection with the Proprietary Materials, the chapter's use thereof and the
services provided under this contract. Circles USA makes no warranties or representation about the
accuracy or completeness of the Proprietary Materials and assumes no liability or responsibility for any
errors, mistakes or inaccuracies of content, personal injury or property damage, of any nature
whatsoever, resulting from the Chapter's access to and use of the Proprietary Materials, or any loss or
damage of any kind incurred as a result of the use of any Proprietary Materials.
In no event shall Circles USA or the chapter be liable to each other for any direct, indirect, incidental,
special, punitive, or consequential damages whatsoever resulting from the transactions contemplated by
this contract.
Fundraising Policy: Circles USA 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. Circles USA 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 Circles USA 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® Chapters be submitted to Circles USA 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 Move the Mountain, Inc. d/b/a Circles
USA 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 and the other Proprietary materials. You further agree to
indemnify, defend and hold Move the Mountain, Inc. d/b/a Circles USA 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,
www.circlesusa.org 888-232-9285
4
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 and shall automatically renew unless and until
terminated by either party upon 30 -day written notice of intent to terminate. In the event the chapter
terminates the contract with Circles USA other than effective as of the end of a year, a minimum of 50%
of the year's fee for the then -current year is nonrefundable. If contract is paid in full for the year, and if
more than six months of the then -current year has passed, then Circles USA will refund a pro -rated
amount of $750 per month of remaining months of contract. All use of the Circles brand and
copyrighted materials must be suspended immediately and the Chapter shall return to Circles USA or
destroy any related materials in their possession. Circles USA will conduct an exit interview with the
former chapter leadership. New Mexico law governs this contract expressly and any legal actions on the
contract must be brought and adjudicated in the appropriate New Mexico courts. The Chapter may not
assign this contract, directly or indirectly, by operation of law, change of control or otherwise, without the
express written consent of Circles USA.
Both parties agree:
Chapter Circles USA (a/k/a CUSA)
Roy Buo
Mayor
6/37/7L --
Date
Gena Atcher Date
National Site Coordinator
www.circlesusa.orq 888-232-9285