4.4. SR 11-19-2018 E04y1� ,.,�� Request for Action
River
To Item Number
Mayor and City Council 4.4
Agenda Section Meeting Date Prepared by
Consent November 19, 2018 Tina Allard, City Clerk
Item Description Reviewed by
Retired and Senior Volunteer Program Partner Cal Portner, City Administrator
Agreement Reviewed by
Action Requested
Approve,by motion, the Retired and Senior Volunteer Program (RSVP) Partner Agreement.
Background/Discussion
For many years, the city has utilized RSVP volunteers for various city projects,mostly in the parks and
recreation department,but also for some administrative work such as large mailing projects. RSVP is
requesting renewal of the agreement as the current one has recently expired. There are no changes from
the previous agreement.
Financial Impact
N/A
Attachments
■ RSVP Agreement
The Elk River Vision
A PehoMing community 2a itb revolutionary and spirited resourcefulness, exceptional POWERED By
service, and community engagement that encourages and inspires prosperity INAWRE1
Revised 2/2018
RSVP PARTNER AGREEMENT
Volunteer Station: City of Elk River
Contact: Administration – Tina Allard, City Clerk
Parks and Recreation – Steve Benoit – 763.635.1150 sbenioot@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 Sept 24, 2018 TO Sept 24, 2021. THE FOLLOWING IS UNDERSTOOD
AND AGREED TO BY BOTH PARTIES.
1. 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.
2. 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.
3. Volunteer Recruitment: RSVP will recruit and interview senior volunteers to meet the needs of your
volunteer station to the best of our abilities.
4. Volunteer Placement and Screening: RSVP may arrange an initial interview between a potential
volunteer and the station contact person at the volunteer station. RSVP staff may also participate in this
initial meeting. The volunteer station makes the final decision on whether to accept the volunteer for
placement. The station assumes responsibility to perform the same screening of RSVP volunteers as is
routine for any other volunteer applying to serve at the station, including reference and/or criminal
background checks. RSVP does not perform initial or ongoing reference or criminal background checks
on its volunteers.
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. Out of Pocket Expenses: The volunteer station will furnish RSVP volunteers with any materials, parking
costs or reimbursement required specifically for an assignment of the station. RSVP volunteers may request
mileage reimbursement from RSVP for miles driven between their home and the station if not provided by
the station. Mileage reimbursement is available from the volunteer station (check one):
YES, at ____ per mile X NO
9. Meals: When an RSVP volunteer serves an extended period of time a meal will be provided or paid for
by the volunteer station: YES X NO
Station provides volunteers with refreshments during volunteer service: YES NO (Depends on
position)
10. Insurance Coverage: RSVP will furnish supplemental accident, personal liability, and excess automobile
liability insurance according to the Corporation for National and Community Service policies.
11. 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.
12. Timesheets: The volunteer station will collect, validate and sign appropriate timesheets for each month and
submit them to RSVP no later than the 5th of the month following service. Timesheets are important for
recording hours of service, optional reimbursements for volunteers, insurance documentation and in-kind
volunteer meal support from select stations.
13. Reporting Requirements: RSVP will request statistical information from agency partner bi-annually to
comply with RSVP Federal and State reporting requirements.
14. 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.
15. 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.
16. 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.
17. 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.
18. 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.
19. 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.
20. Consultation: The volunteer station and RSVP will confer regularly to discuss volunteer needs and
concerns.
21. Recruitment Acknowledgement: 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 agency require/allow:
1. APPLICATION: YES X NO (Emergency Contact Only)
2. ORIENTATION PRIOR TO STARTING: X YES NO
3. HEALTH SCREENING: YES X NO
4. MANTOUX: YES XNO
5. BACKGROUND CHECK: YES NO (Determined by Job Description)
IF YES, STATION WILL COVER COST: X YES NO FEE: $______
6. SMOKING: YES X NO
Please complete the following and sign below:
1. CURRENT SAFETY DOCUMENTATION ON FILE WITH RSVP: X YES NO
2. # OF VETERANS SERVED ANNUALLY ____unknown____________
3. # OF ACTIVE DUTY MILITARY AND MILITARY FAMILIES SERVED ANNUALLY _unknown __
4. ANNUAL STATISTICS: ___23.697__________ (UNIT OF MEASURE IS __residents_________)
5. IS THE FACILITY WHERE RSVP VOLUNTEERS WILL BE SERVING ACCESSIBLE?
X YES NO
Please name any barriers to volunteer service:
(Continue to Partner Agreement Signature Page)
Agency Type
Select Agency Type
(Insert Checkmark)
Documentation Complete?
(Y or N)
Licensed Healthcare Facility
Government Entity X Y
Non-profit/501c3