4.4. SR 11-17-2014 City of
Elk - Request for Action
River O.
To Item Number
Mayor and City Council 4.4
Agenda Section Meeting Date Prepared by
Consent November 17, 2014 Tina Allard, City Clerk
Item Description Reviewed by
Retired and Senior Volunteer Program (RSVP) Cal Portner, City Administrator
Partnership Agreement Reviewed by
Action Requested
Approve,by motion,the partnership agreement with RSVP.
Background/Discussion
The city has utilized RSVP volunteers for many years. The Activity Center is the highest user of this
service. Recreation,Administration,and Environmental Services have also requested RS-VP's volunteer
services for bulk mailing projects and providing assistance at events.
RSVP is requesting a formalized partnership agreement valid for three years.
Financial Impact
In the past,the city has gotten 4,000—5,000 hours of service from RSVP volunteers,which is
approximately the value of$95,000+.
Attachments
■ Agreement
P a w E A E U s r
Template Updated 4/14 INIM UREI
Updated 11/14
RSVP PARTNER AGREEMENT
Volunteer Station: City of Elk River
Contact: Administration - Tina Allard, City Clerk
Parks and Recreation— Steve Benoit — 763-635-1150 sbenoit @elkrivermn.gov
Activities Center—Annette Bonin— 763-635-4500 abonin @elkrivermn.gov
Address: 13065 Orono Parkway, Elk River, MN 55330
Phone: 763-635-1003 E-mail: tallard @elkrivermn.gov
THIS AGREEMENT CONTAINS UNDERSTANDINGS BETWEEN THE RETIRED AND SENIOR
VOLUNTEER PROGRAM OF THE GREATER ST. CLOUD AREA AND THE ABOVE NAMED
VOLUNTEER STATION FROM November 17, 2014 TO November 17, 2017. THE FOLLOWING IS
UNDERSTOOD AND AGREED TO BY BOTH PARTIES.
1. Volunteer Recruitment: RSVP will recruit and interview senior volunteers to meet the needs of your
volunteer station to the best of our abilities.
2. Orientation of Volunteers and Volunteer Supervisors: RSVP will orient volunteers and Volunteer Station
Supervisors to RSVP prior to placing at that volunteer station and at other times as necessary.
3. Volunteer Placement: RSVP may arrange interviews involving the potential volunteer, contact person at
the volunteer station and RSVP staff to discuss available assignments. The volunteer station makes the final
decision on placement of volunteers and assumes responsibility for screening including reference and/or
criminal background checks as needed.
4. Volunteer Job Descriptions: The volunteer station will provide RSVP with a written description of each
volunteer need which will be placed in the volunteer station's file if appropriate. RSVP should be notified of
any revisions or unavailability of these needs. Job descriptions are reviewed annually for revisions and
appropriateness. RSVP provides a copy of the job description to the volunteer at the time of the placement.
5. Training of Volunteers: The volunteer station will provide orientation and training about the volunteer
station and their assignment. On-going in-service or special training will be provided as necessary.
6. Volunteer Supervision and Follow-Up: RSVP will regularly contact volunteers to discuss their satisfaction
with their assignment and deal with any concerns. The volunteer station will provide ongoing supervision and
related follow-up of volunteers on assignments.
7. Recognition: The volunteer station will recognize the volunteers. This recognition may be formal or
informal.
8. Insurance Coverage: RSVP will furnish supplemental accident, personal liability, and excess automobile
liability insurance according to the Corporation for National and Community Service policies.
9. Volunteer Safety: The volunteer station will provide for adequate safety of volunteers, which includes a
written safety plan on file with RSVP and agrees to submit an annual assurance email upon request by the
project sponsor. In consultation with RSVP, the volunteer station will make investigations and reports
regarding accidents and injuries involving RSVP volunteers.
10. Consultation: The volunteer station and RSVP will confer regularly to discuss volunteer needs and
concerns.
11. Timesheets: The volunteer station will collect,validate and sign appropriate timesheets and submit them to
RSVP no later than the 5th of the following month. Timesheets are important for recording hours of service,
meal reimbursements, insurance documentation and optional mileage.
12. Reporting Requirements: RSVP will request statistical information from agency partner bi-annually to
comply with RSVP Federal and State reporting requirements.
13. Out of Pocket Expenses: The volunteer station will furnish RSVP volunteers with any materials,
transportation,parking costs or reimbursement required specifically for an assignment of the station.Mileage
reimbursement is available from the volunteer station at the standard IRS mileage rate.
14. Meals: When an RSVP volunteer serves an extended period over a mealtime, (i.e. 10:00am to 2:OOpm) a
meal will be provided or paid for by the volunteer station. The value of the meal provided by the
volunteer station is per the city's public purpose expenditure policy.
15. Separation from Volunteer Service: The volunteer station may request removal of a volunteer at anytime.
The volunteer may resign from service at the volunteer station or from RSVP at anytime. RSVP staff,
volunteer station staff and the volunteer will discuss possible termination to clarify the reason, resolve
conflicts, or take remedial action including reassignment.
16. Prohibited Activities:Volunteers and grantee staff do not engage in, and grantee funds are not used for,any
of the following activities, to the extent they are prohibited in the applicable program regulations: Electoral
activities;voter registration;voter transportation to polls;and efforts to influence legislation.Grant funds are
not used to finance labor or anti-labor organizations or related activity. Project staff or volunteers do not give
religious instruction, conduct worship services, or engage in proselytization as part of their duties.
17. Displacement of Employees: RSVP volunteers may not be assigned to any duties,which would otherwise be
performed by an employed worker or which would supplant the hiring of or result in the displacement of
employed workers or impair existing contracts for services. RSVP volunteers will discontinue service at the
volunteer station in the event of an employee strike.
18. Prohibition of Discrimination: The Volunteer Station will not discriminate against RSVP volunteers or
in the operation of its program on the basis of race; color; national origin, including limited English
proficiency; sex; age; political affiliation; sexual orientation; religion; or on the basis of disability, if the
volunteer is a qualified individual with a disability.
19. Accessibility and Reasonable Accommodation: The Volunteer Station will maintain the programs and
activities to which RSVP volunteers are assigned accessible to persons with disabilities(including mobility,
hearing,vision,mental, and cognitive impairments or addictions and diseases)and/or limited English language
proficiency and provide reasonable accommodation to allow persons with disabilities to participate in
programs and activities.
20. Compensation: Neither the grantee nor any volunteer station requests or receives compensation from the
beneficiaries of Senior Corps volunteers. Any volunteer station financial support of the Senior Corps project
is not a precondition for that station to obtain volunteer service. A Senior Corps volunteer does not receive a
fee for service from service recipients, their legal guardians, or members of their family, or friends.
21. Recruitment Acknowledtement: The volunteer station will make written and/or verbal public
acknowledgment for the volunteer recruitment efforts RSVP has provided for the station. The volunteer
station will allow RSVP space for promotional materials at public one-time events.
22. Self-Certification: By signing this agreement, the Volunteer Station Representative certifies that the
volunteer station is a public or non-profit private organization, or a proprietary health care agency.)
23. Amendments: This agreement may be amended at anytime by either party subject to approval by both
parties.
Does your azency require/allow:
1. APPLICATION: NO
2. ORIENTATION PRIOR TO STARTING: YES
3. HEALTH SCREENING: NO
4. MANTOUX: NO
5. BACKGROUND CHECK: NO
IF YES, STATION WILL COVER COST: YES/NO FEE: $ N/A
6. SMOKING: NO
Please complete the followinz and si,-n below:
1. CURRENT SAFETY DOCUMENTATION ON FILE WITH RSVP: YES
2. 9 OF VETERANS SERVED ANNUALLY unknown
3. 9 OF ACTIVE DUTY MILITARY AND MILITARY FAMILIES SERVED ANNNUALLY unknown
4. ANNUAL STATISTICS: 9,500 (UNIT OF MEASURE IS residents
5. IS THE FACILITY WHERE RSVP VOLUNTEERS WILL BE SERVING ACCESSIBLE?YES
Please name any barriers to volunteer service:
Select Agency Type Agency Type Documentation Complete?
(Insert Checkmark) or N
Licensed Healthcare Facility
X Government Entity Y
Non-profit/5016
(Continue to Partner Agreement Signature Page)
RSVP Partner Agreement Signature Page
Volunteer Station City of Elk River (includes Administration; Parks and Recreation and
Activities Center)
Volunteer Station Representative Date
John J. Dietz, Mayor
RSVP Representative Date
Volunteer Station Representative Date
Tina Allard, City Clerk
RSVP Representative Date