Fair Housing Training Under Voluntary Compliance Agreement with Clear Impact Copyright 2014
City of Dubuque Consent Items # 5.
ITEM TITLE: Fair Housing Training Under Voluntary Compliance
Agreement
SUMMARY: City Manager recommending approval for the City Manager
to execute an agreement with Clear Impact to conduct the
Fair Housing Training under the Voluntary Compliance
Agreement.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Agreement for Fair Housing Training-MVM Memo City Manager Memo
Staff memo for Fair Housing Training Agreement Staff Memo
Fair Housing Training Agreementfor Signature Supporting Documentation
THE CITY OF Dubuque
U E 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: Fair Housing Training Contract for Voluntary Compliance Agreement
DATE: June 28, 2016
The Voluntary Compliance Agreement (VCA) requires annual mandatory training each
August-September that must be at least three hours in length and is to be delivered to
all City Council Members, Housing Commission Members, Long Range Planning
Commission Members, Community Development Advisory Commission Members, the
Mayor, and the current administrators, managers, and staff of the following
departments: Housing & Community Development Department, Human Rights
Department, Planning & Zoning Department, Police Department, and City Manager's
Office.
This year's training will be designed to build on the work that has already been
completed by using Results Based Accountability thinking to build the capacity of each
department to see their role in contributing towards the population level outcomes the
City is seeking to impact through the Fair Housing Action Plan covered by the VCA.
Action items that will be focused on include: collaborating to increase affordable housing
options outside of areas where there are racial and ethnic concentrations of poverty;
diversifying the workforce in City government; increasing engagement of voucher
recipients in neighborhoods; supporting voucher recipients in meeting program
requirements; data tracking to support early intervention in incidents alleging, or
suspicious of, racial profiling; and increasing the number of people with intercultural
skills in the community and in departments.
Assistant City Attorney Crenna Brumwell will cover the basics of the VCA, similar to last
year, and Dan Duncan with Clear Impact (formerly Results Leadership Group) will serve
as the consultant conducting the remainder of the training.
Human Rights Director Kelly Larson recommends City Council approval for the City
Manager to execute the agreement with Clear Impact to conduct the Fair Housing
Training under the Voluntary Compliance Agreement for an approximate cost of
$141000.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen'
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Kelly Larson, Human Rights Director
2
THE CITY OF Dubuque
DUB E N'�Amity
11 en I
I.
Masterpiece on the Mississippi 2007•2012•20]3
TO: Michael C. Van Milligen, City Manager
FROM: Kelly Larson, Human Rights Director
DATE: June 27, 2016
RE: Fair Housing Training Contract for Voluntary Compliance Agreement
The purpose of this memo is to transmit for your signature an agreement for this year's
fair housing training.
Background
The Voluntary Compliance Agreement (VCA) requires annual mandatory training each
August-September that must be at least three hours in length and is to be delivered to
all City Council members, Housing Commission members, Long Range Planning
Commission Members, Community Development Advisory Commission Members, the
Mayor, and the current administrators, managers, and staff of the following
departments: HCDD, Human Rights Department, Planning & Zoning Department,
Police Department, City Manager's Office.
The training needs to be "related to the City's duties under the VCA, as well as
applicable civil rights statutes. The training shall cover topics including: 1)
implementation of the VCA; 2) general non-discriminatory requirements under Title VI,
section 109, and AFFH obligations; 3) general non-discriminatory requirements under
the Fair Housing Act."
We are working to make the training each year as relevant as possible to the day to day
duties of our staff so that the training is useful to carrying out the responsibilities under
the VCA. During year 1 , we offered extensive coverage of the basics of fair housing
law. This session was video-taped and continues to be used with all new employees in
the affected departments and is available for refresher training as needed. During year
2, we covered the basics of institutional and structural racism, included dialogue around
"Race: the Power of an Illusion" and its relationship to the VCA, and introduced the
concept of using an equity tool to managers as a way to mitigate the possibility of
decisions having an unintentional negative impact on protected classes.
On March 23, 1 met with Mark Dalsing, Laura Carstens, Crenna Brumwell, Erica
Haugen, and Jerelyn O'Connor to discuss the format and goals for this year's training.
On May 4, Taj Suleyman and I used the input from March 23 to lay out some objectives
for the training. On May 27, we submitted a draft proposal to you, which you approved.
On June 8, 1 forwarded the proposal by e-mail to Betty Bottiger with the U.S.
Department of Housing and Urban Development for approval. We received approval by
e-mail on June 10. We are now ready for final signature on the agreement, which has
been reviewed and approved by Crenna Brumwell, Assistant City Attorney.
Discussion
This year's training will be designed to build on the work that has already been
completed by using Results Based Accountability thinking to build the capacity of each
department to see their role in contributing towards the population level outcomes we
are seeking to impact through the Fair Housing Action Plan covered by the VCA. Action
items that we will focus on include: collaborating to increase affordable housing options
outside of areas where there are racial and ethnic concentrations of poverty; diversifying
the workforce in City government; increasing engagement of voucher recipients in
neighborhoods; supporting voucher recipients in meeting program requirements; data
tracking to support early intervention in incidents alleging, or suspicious of, racial
profiling; and increasing the number of people with intercultural skills in the community
and in departments. We will have staff work in small groups on their role and strategy
using the RBA framework and these conversations will feed the equity plans for the
departments covered by the VCA.
We will ask Crenna to cover the basics of the VCA similar to last year, and Dan Duncan
with Clear Impact (formerly Results Leadership Group) will serve as the consultant
conducting the remainder of the training. Dan is under contract with the Government
Alliance on Race and Equity to support their use of Results Based Accountability, and
he also has an extensive background in community engagement and facilitation. He
recently provided an introduction to RBA thinking to our Leadership Team as part of our
work to implement the Socrata open performance software and he has been working
closely with Inclusive Dubuque as well. The training will be held on the following dates:
August 18, 19, 20 and September 8, 9, 10.
Budget Impact
The cost for this training and consultant travel is approximately $14,000. We have
$10,000 budgeted for this training in the FY17 budget: 10016200 line item 62360. In
addition, we have unspent funds in our FY16 budget for items related to the Voluntary
Compliance Agreement that we will request to carry over into FY17 to cover the
remainder of the cost: 10016200
Requested Action
The requested action is that you sign the attached agreement with Clear Impact to
conduct this year's Fair Housing Training under the Voluntary Compliance Agreement.
cc: Alvin Nash
Crenna Brumwell
Laura Carstens
2
IM
CLEAR
IMPACT
reach your peak
PROPOSAL
HUD VCA Training — RBA Capacity Building
Prepared for City of Dubuque
4 {
TABLE OF CONTENTS
Overview.................................................................................................................................... 2
CoreMethodology.................................................................................................................. 3
Clear Impact Scorecard.......................................................................................................... 3
ConsultantBio........................................................................................................................ 4
DanDuncan........................................................................................................................ 4
ProposalSnapshot..................................................................................................................... 5
ProposalCosts....................................................................................................................... 6
Pq 1
OVERVIEW
Clear Impact provides performance management training, software and services to help
government agencies, non-profits and foundations track the performance of their programs,
measure the impact of their funding, and report on the progress of their missions to improve the
lives of children, families and communities worldwide. Our performance improvement experts
work side-by-side with government leaders, executive directors and public sector professionals
to establish measurable performance expectations, identify the right data indicators, and
continuously monitor the progress of programs and partners by implementing the proven
Results-Based AccountabilityTM (RBA) framework to deliver long-term, measurable impact.
Using RBA, Clear Impact consultants and trainers help organizations and entities of various
scope and size agree to a common language of accountability, set shared "results" for the
population served, link population-wide indicators that quantify the achievement of those results,
and establish standardized performance measures that link to progress in those indicators and
towards those results. By combining the experience of our clients with the RBA framework and
other leadership development and capacity-building techniques, Clear Impact helps
organizations build their capacity to efficiently communicate, effectively collaborate, and drive
decision-making with data, getting them from talk to beneficial action swiftly.
The intention of this proposal is to outline the agenda and related costs for Mandatory Fair
Housing Training under the Voluntary Compliance Agreement (VCA) from the United States
Department of Housing and Urban Development (HUD). The VCA requires annual mandatory
training each August-September that must be at least three hours in length and is to be
delivered to all City Council members, Housing Commission members, Long Range Planning
Commissions Members, Community Development Advisory Commission Members, the Mayor,
and the current administrators, managers, and staff of the following departments: HCDD,
Human Rights Departments, Planning & Zoning Department, Police Department, City
Manager's Office. The training needs to be "related to the City's duties under the VCA, as well
as applicable civil rights statutes. The training shall cover topics including: 1) implementation of
the VCA; 2) general non-discriminatory requirements under Title VI, section 109 and AFFH
obligations; 3) general non-discriminatory requirements under the Fair Housing Act."
To date, the City of Dubuque has participated in two such trainings. The first covered the basics
of fair housing law. The second covered the basics of institutional and structural racism,
including dialogue around "Race: the Power of an Illusion" and its relationship to the VCA as
well as introducing the concept of equity tool to managers. In speaking with Kelly Larson,
Direcotr of the City of Dubuque Human Rights Department, an idea for this year's training was
developed, building on previous years. This year, the City of Dubuque would like to receive
training on using RBA to build the capacity for each department to see their role in contributing
toward the population level outcomes that the City needs to impact under the Fair Housing
Action Plan.
To accomplish this, Clear Impact (formerly known as "Results Leadership Group") will provide
training services both onsite and remotely to help develop a shared understanding of the RBA
framework and how it can be applied in equity work. In addition to the training, Clear Impact will
Pq 2
provide additional support for the Clear Impact Scorecard software, the only RBA software
available in today's worldwide market, which the City of Dubuque currently uses to take the
power of RBA into their own hands for ongoing management, performance improvement, and
impact generation. As the World's Leading Results-Based AccountabilityTm Resource, Clear
Impact is well positioned to perform this work as they have done so successfully for 1,000's of
organizations in over 40 states and 15 countries to date.
The remainder of this proposal will provide more information on the Results-Based
AccountabilityTM framework, the Clear Impact Scorecard software, the consultant allocated to
the City of Dubuque for this project, the implementation plan, and the associated project costs.
Please direct any and all questions to Michael Adrian, Business Development and Accounts
Manager, by emailing Michael[Clearlmpact.com or calling (424) 225-1841.
CORE METHODOLOGY
RBA is an action-oriented methodology for producing measurable improvements for customers
and communities. In 2005, the Harvard Family Research Project's Evaluation Exchange
(Volume XI, No. 2, Summer, 2005) provided an overview of eight outcome models. RBA was
the only model found appropriate for program planning and management and to be well-suited
for the variety of uses that are necessary for a comprehensive approach to:
• Program/agency improvement plans and budgets;
• Grant-making;
• Project planning and start-up; and
• Development of community report cards and evaluation design.
The report findings included other strengths of RBA, including:
• It is a thorough system for planning community-change efforts and improvement in
program, agency or system performance;
• It is useful for integrating different outcome systems;
• It uses lay language to improve understanding and sustainability in the organization; and
• It can be directly linked to budgeting practices.
Clear Impact consultants and trainers are experts in cross-sector results-based planning and
facilitation of leaders with expertise in diverse fields, interests, and even organizations —
particularly regarding the implementation and practice of RBA.
CLEAR IMPACT SCORECARD
Clear Impact Scorecard is our easy-to-use, web-based software that helps program managers,
grant managers and performance directors collaborate with stakeholders and community
partners to simplify data collection, standardize reporting, measure progress and improve
performance on a local, regional and national scale and move beyond quantities of people
served to demonstrating that communities are actually better off. The software is build based on
the principles of Results-Based AccountabilityTM to help organizations maximize their knowledge
of RBA and solidify their use of the framework in a sustainable, long-term manner.
3
Clear Impact Scorecard combines tools designed for strategic planning, business intelligence,
project management, and collaboration in a cohesive and intuitive platform, enabling clear,
precise and thorough reporting on organizational performance and community impact. Users will
have a clear picture of where they are today so they can better plan where they want to go with
the organization's performance and the community results. In summary, Clear Impact Scorecard
allows organizations to easily track and communicate their impact.
CONSULTANT BIO
DAN DUNCAN
In his current role, Dan brings a wealth of Results-Based AccountabilityTM (RBA), Asset-Based
Community Development (ABCD) and Collective Impact experience to our clients across the
country. He uses this extensive experience to help clients and communities achieve even
greater community-level results. Dan has extensive professional management experience to
provide training and consultation both nationally and internationally to help communities, non-
profits, and governmental entities enhance their community impact through the use of the
principles of ABCD and RBA.
Most recently, Dan served as the Owner/Lead Consultant of H. Daniels Duncan Consulting,
where he provided national and international consulting, training, and public speaking on ABCD,
RBA, Collective Impact, strategic planning, non-profit management, board governance,
fundraising and outcomes measurement. He has authored several publications on these topics,
including the white paper The Components of Effective Collective Impact and the white paper
United Way Collective Impact: the Power of ABCD and RBA.
In addition to his consulting practice, Dan has been a faculty member of the Asset-Based
Community Development Institute at Northwestern University for more than 20 years. He has
also served as an adjunct faculty member for the new College and Department of Social Work
at St. Edward's University, the Graduate School of Social Work at the University of Texas —
Austin, and the School of Social Work at Arizona State University. Therefore, he has ample
experience in facilitating trainings for a diverse group.
Prior to his consulting practice, Dan served as a Senior Vice President for the United Way of
Tucson and Southern Arizona, where he was responsible for the organization's community
building, public policy, grant-making, marketing, information technology, and constituent
relationship management activities. During his time with United Way of Tucson, he generated
more than $35 million in federal, state and foundation grants to support community impact work.
He was also recognized by former Arizona Governor Napolitano as a statewide leader in early
childhood education.
Dan's current projects include the Government Alliance on Race and Equity (conducts site visits
with involved communities to train them in how RBA can help them achieve their equity goals),
Alameda Public Health (provided RBA training and implementation support much like the project
described in this proposal), the North Carolina Department of Health and Human Services
ECCS (ongoing RBA coaching and facilitation), and the United States Health Resources and
Pq 4
Services Administration (performed formal RBA training and facilitated small workgroups in RBA
thinking).
PROPOSAL SNAPSHOT
Two 3-Day Onsite Trainings (Confirmed Dates: 8/18-8/20 & 9/8-9/10)
Theme: RBA and the Fair Housing Action Plan
Objective: Explore the covered departments' roles in contributing towards outcomes
identified under the action plan
Action Plan Items for Participants to Explore Their Role In:
• Increasing affordable housing outside of RE-CAP areas
• Diversifying the workforce in City government
• Increasing engagement of voucher recipients in their neighborhoods
• Supporting voucher recipients in meeting program requirements
• Repurposing the role of enforcing program requirements
• Data tracking to support early intervention in incidents alleging, or suspicious of, racial
profiling
• Increasing the number of people with intercultural skills in the community and in
departments
Deliverables:
• Review VCA requirements and applicable civil rights statutes
• Help participants make connections between the work they do and the impact this has
on the City's obligation to Affirmatively Further Fair Housing, focusing on local needs,
local data and local scenarios
• Provide factual data on affordable housing and how that fits into fair housing
• Review the impediments to fair housing in a way that assists staff in understanding
what they really mean for our community and how every staff person plays a role in
implementing these recommendations at the department level
• Provide examples of"best practices" or effective strategies for each department to use
in their work
• Develop a shared understanding by participants of RBA and how it can be applied in
this work
o Population Accountability versus Performance Accountability
o Asking "Why?"five times
o "Turn-the-Curve" Thinking Process
• Build a new dashboard on the current Clear Impact Scorecard system for the ongoing
management on related data and strategies
Key Take-Aways for Participants:
• Ensure collective understanding that City of Dubuque staff have a responsibility as
part of their job to help address the impediments and how they can do that, including
concrete examples
5
• A clear, manageable commitment from participants to take the lessons from this
training and apply it to their everyday work
Project Management
Purpose: The purpose of this activity is to provide trainer with ample time to properly plan for
the training and coaching sessions and prepare all necessary materials for said
engagements. This will also provide the consultant with follow-up opportunities after the
engagements to help sustain the use of RBA on an on-going basis.
Deliverables:
• 30 hours of project management.
Optional Additional Resources;.
• RBA Coaching or Clear Impact Scorecard Technical Assistance - $150/hour
• Clear Impact Academy Certified Administrator Training Program - $600/enrollee
• Clear Impact Scorecard Remote Building and Data Migration Services - $75/hour
• Clear Impact Scorecard Additional Users — to be discussed with Account Manager
PROPOSAL COSTS
Item
irect Services
Unit(s) Unit Cost
Total
Onsite Training 1
3.5
days
$ 1,500.00
$ 5,250.00 +
Travel
Onsite Training 2
3.5
days
$ 1,500.00
$ 5,250.00 +
Travel
Project Management
30
hours
$ 150.00
$ 4,500.00
Total
$ 15,000.00 +
Travel*
*Travel costs estimated to be $1,000 per onsite engagement (2).
Total Estimated Cost: $ 17,000.00
The signatures below constitute an agreement between Clear Impact, LLC to deliver the
services described and the City of Dubuque, Iowa to render payment for said services.
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Adam Luecking, CEO Michael C. Van Milligen, City Manager
Clear Impact, LLC
City of Dubuque, Iowa