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Community Council and R.S.V.P.
Mrs. W. Frank Hughes 711 S. Coulter Dr. Bryan, TX 77801 Brazos County Community Council 309 Varisco Building Bryan, Texas 77801 f i 0 io 7 FMS 4 JUN — s ..r, �2 BYLAWS BRAS. US COUNTY COMMUNITY CUU14CIL EXECUTIVE DIRECTOR may f% a :art time ;paid employee or a volunteer serving under the direct supervision of the President for general supervision, and under the supervision of the Treasurer for firruncial records and related matter "d shall serve as Chairman of the Supervisory Committee.) Duties shall include keening book of tax records, keeping Time record of all employeesan, recommendations for improvement or chanzes needed in in Retired Senior volunteer Program or Information & Referral Ufficep see that offices are fully staffed and functioning within the wide lines established by the Directors of Brazox County Community Council, review daily operation and activity records of each office, receive copy of Advisory Council (RSVP) minutes and report of recommendation of committeeT of the Council= be alert to chances and needs in our community that we might continue to fill the needs aim And -,jurposes of the offices, oversee request for special funds requested from the cossenu_Jity to helTl with specific needs, represent the Community Council wh ?never asked to explain the function and services offered. Shall review with 5UPERVISOTY COM41TTFX administrative & fiscal mattera pertaining to the Retired Senior Volunteer irrogram and the Irfornmtios & Referral Uffi.ce, including but not limiters to budget proposalso personnel practices and policies, project exrendtturee, Action reports requiring final approval of the Board of Directors, and shall undertake such other action as may be delegated by the Board of Directors and it accordance with all rules and regulations pertinent to the arrrorriate funding sources. Shall serve as Sktr'FRVIS(,F for the Information and Referral office and is authorized to do the following# Keep financial records, prepare reports request funds from all funding agencies. sign checks in absence of Treasurern(may keep record books at home if all records are available within 30 minutes of request) prepare and sign all Grant Applications under supervision of the t residen t it AAA. CtjMMUNITY A United Way, County. STEP, & others as needed), and will attend ° %al Training Sessions and meetings as required by the funding arercies. BRAZOS COUNTY CGI�M NITY COUNCIL BY -LAWS Established in 1968 Article I - Name The name of this organization shall tx- the Brazos County Community Council. The Council was created by a group of citizens interested in the social needs of the community. Article II - Objectives & Purposes The Brazos County Community Council seeks to involve groups and individuals in the identification of needs of the community; to recommend, aid, abet and at times sponsor development or strengthening of agencies rendering needed services to the community, and, when it, becomes desirable, to enter into agreements with governmental or private agencies for the establishment of such services; to assist individuals and families in contacting the agencies which provide available services; to assist in the coordination of activities among agencies, and to discourage, whenever possible, unnecessary and expensive duplication. Article III - Membership Section 1 - Membership in the Council shall be open to: (a) non - profit organizations operating locally in the areas of communications, community development, health, recreation, character - building, and /or welfare; (b) non - profit and non - political organizations which have concern for the social well -being of Brazos County, and (c) interested individual citizens. Section 2 - Failure to pay the annual dues shall be cause for 0 termination of membership. Article IV - Officers The officers of the Council shall be elected by the Board of Directors. , Officers shall serve for a period � one year, or un their successors are elected. Officers shall take office on July lst. Article V - Board of Directors Section l. - A Board of Directors consisting of at least fourteen (14) members of the Brazos County Community Council, shall be responsible for the formulation of policies and the conduct of all business of the Council. Duties and responsibilities may be delegated by the Board of Directors to regular or special committees appointed by and responsible to the Board of Directors. Members of such committees need not be members of the Board. The Board of Directors shall be comprised of the following officers and Chairpersons: President Vice - President Secretary Treasurer Chairperson for Membership Chairperson for Publicity and Promotion Chairperson, Supervisory Committee Section 2 - Heads of action groups cooperating with the Brazos County Community Council may be invited to meet with the Board. Section 3 - Members of the Board shall serve for a term of two (2) years. One half (J) of the membership of the Board shall be elected each year. Members may be re- elected. Article V - Board of Directors (Continued) Section 4 - Vacancies may be filled by the Board to serve the unexpired term. Section 5 - The Board of Directors shall meet at least quarterly. Special meetings of the Board may be called by the President or upon request of a minimum of five (5) members of the Board. Section 6 - Members of the Board shall be nominated and elected without regard to race, creed or national origin. Section 7 - The Supervisor, information & Referral Office, will attend all meetings of the Executive Board, and provide progress and /or activity reports. The Supervisor will not be authorized to vote on matters before the Board. Section g - The Director, RSVP, will attend all meetings of the Executive Board. The Director, RSVP, will not be authorized to vote on matters before the Board. Section 9 - No member of the Retired Senior Volunteer Program Advisory Council may sit as a voting member of the BCCC Executive Board. This provision shall not apply to a member serving on both bodies on the adoption date of these by -laws, but will apply to all such persons when their current term as a member of the Executive Board expires. Article VI - Elections Section 1 - Nominating Committee: The Board of Directors shall elect a Chairperson and two (2) members of a nominating committee at least thirty (30) days prior to June 1st. Section 2 - A slate of nominees for election as officers and Board members shall be presented at +hc, June meeting of the Board. Additional nominations may be made from the floor during the meeting provided the member so nominated shall have been consulted in advance and his /her willing- ness to serve is indicated. A member of the Board whose term has expired may be re- elected. Article VII - Duties of Officers & Chairpersons President: Duties of 1. The President, or in his absence the Vice = President, shall preside over all meetings of the Council and the Board of Directors.. In the absence of both, a temporary presiding officer shall be elected from among the members present. r 2. The President shall appoint all committees,except the Nominating Committee, with the concurrence of the Board of Directors. 3. The President shall exercise' general supervision over all the affairs of the Council. 4. Following approval by the Board, the President will sign agreements with other agencies as provided in the objectives, Article II, and may obligate the Council for payment for services by regular or part -time employees. 5. The President shall be a member Ex- Officio of all committees except the Nominating Committee. In the absence of the President, the Vice - President shall serve in his stead. Article VII - Duties of Officers & Chairpersons (Cont.) Secretary: The Secretary shall. keep an accurate record of all proceedings of the Council and Board of Directors, and shall have responsibility for all official papers and records pertaining to the office. At the expiration of the of office, the Secretary shall turn over to the successor all books, records, and other property of the Council in the Secretary's custody. The Secretary shall attend to such correspondence as may be necessary or desirable in connection with the office, and shall mail notices of the annual and Board meetings to all members of the Council and /or,the Board as deemed necessary. Treasurer: The Treasurer shall keep accurate records of all monies of the Council, which records shall be kept in the Treasurer's possession and shall deposit all monies received in one or more banks and /or savings institutions as directed by the Board to the credit of the Brazos County Community Council, and shall make investments only in such securities as are approved by the , Board of Directors. The Treasurer shall be responsible for the payment of all just bills incurred by the Council, and shall deliver account books of the Council for an independent audit at the end of the fiscal year, and shall submit a written report of his office at the annual meeting of the Coimcil. The Treasurer shall normally sign all checks for expenditure of Brazos County Community Council Information & Referral Office funds. In his absence the Executive Director, Information & Reffera.l Office, may sign necessary checks. The Treasurer, through coordination with the Director, Retired Senior Volunteer Program, will assure fiscal irrznagement of the Retired Senior Volunteer Program Project is in accordance with the procedures in ACTION Handbook 2650.2, Policies and Procedures for Business Management of Domestic Project Grants. Article VII - Duties of Officers & Chairpersons'(Cont.) Vice - President: In the absence of the President, or in the event of his inability or refrgal to act, the Vice- President shall perform the duties of the President, and when so doing shall have all the powers of the President. In addition, the Vice - President shall. be Chairper ^on for Programs and Planning. The Vice - President shall be concerned with the over -all objectives of the Council, and how these objectives are to be attair.ed,and shall also be responsible for providing programs of worth and Interest to the objectives of the Council at the quarterly and annual meetings of the Council. Other Chairpersons: The Chairperson for Membership shall. be responsible for the solicitation of memberships for the Council among organizations and individuals. Reasonable and legitimate expenses incurred in line of these activities, shall be paid by the Council, subject only to prior approval of the President. The Chairperson for Publicity and Promotion shall inform the public, by television, radio, press or other means, concerning the aims, objectives, programs and accomplishments of the Council and /or its operating divisions. Any and all methods such as brochures, exhibits, public meetings, prepared talks, etc., to keep the Council before the public are included in the d�lties. Reasonable and legitimate expenses incurred in line of these activities shall be paid by the Council, subject only to prior approval of the President. Chairperson, Supervisory Committee, together with other appointive members, shall supervise operation of the Information & Referral Office; shall review administrative and fiscal matters pertaining to the Retired Senior Volunteer Program, including but not limited to budget proposals, personnel practices and policies, project expenditures, ACTION reports requiring final approval of the Board of Directors, and shall undertake such other action as may be delegated by the Board of Directors. Article VIII - Meetings Section 1 - An annual meeting of the Council membership shall be held In June of each year at which annual reports shall be given and directors elected. Notice to the membership shall contain the slate of directors to be presented by the Nominating Committee, and shall be mailed fifteen (15) days before the meeting date. Section 2 - Special meetings of the Council may be held with due written notice should items of special interest dictate the need for such meeting. Section 3 - A quorum of the Board of Directors shall be 50% of the members of the Board. Article IX - Finance Section 1 - Annual dues shall be set by the Board of Directors. Section 2 - The Board of Directors shall be responsible for all financial. matters. Article X - Tax Exempt Status The Brazos County Community Council is organized exclusively for I charitable, religious, educational and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States internal Revenue Law). No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distri- butions in furtherance of the purposes set forth in the preceding paragraph. Article X - Tar Exempt Status (Continued) No substantial part. of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the pub- lishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these by -laws, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax urider Section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code of 1954 (er the corresponding provision of any future United States Internal Revenue law). Article XI - risposition of Assets Upon Dissolution Upon the dissolution of the Brazos County Community Council, the Board of Directors shall, after paying or making provision for the payment of all , of the liabilities of the organization, dispose of all of the assets of the organization exclusively for the purposes of the organization in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall a� the time qualify as an exempt organization or organizations under Section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Directors shall determine. Any of such assets not so disposed of shall be disposed of by the Court of Common Pleas of the County in which the principal office of the Brazos County Community Council is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. Article XII - Fiscal Year The fiscal year of the Council shall run from July 1 through June 30 of each year. Article XIII - Amendments These by -laws may be amended by an affirmative vote of two - thirds (2/3) of the members present at a meeting of the membership provided the proposed amendment shall have been submitted in writing to each member prior to the meeting and notice of the pending vote is announced in the call of the meeting at which the action is to be taken. Article XIV - Retired. Senior Volunteer Program As authorized by the Domestic Services Act of 1973, Public Law'93 -113, the Brazos County Community Council will serve as SPONSOR of the Retired Senior Volunteer Program (RSVP). The Brazos County Community Council will administer the RSVP in accordance with the provisions of ACTION direct -IV6 4405 .92, RSVP OPERATIONS HANDBOOK FOR SPONSORS, October 1, 1974, and /or in accordance with such administrative directive(s) as may be issued by ACTION. Article XV - Information & Referral Office The Brazos County Community Council will establish and operate the Information & Referral Office, providing personnel, organizational structure and funding assistance as may be necessary to pursue programs approved' b� the Council. Section 1 - A Supervisory Committee composed of three (3) or more members, will provide general supervision and policy guidance in the operation of the Information & Referral Office subject to approval of the Brazos County Community Council. Article XV - Information & Referral Office (Cont.) Section 2 - An Executive Director will be appointed by the Brazos County Community Council to provide administrative supervision of the Information & Referral Office. The Executive Director will administer the IRO under the general supervision of the Supervisory Committee; will unilaterally perform those functions for which authority has been delegated, such functions to include the authorization to sign legal documents such as checks (in the absence of the Treasurer or in the event he is unable to perform this duty), tax forms, applications and grants, forms requesting funds, forms and policies for desired /necessary insurance, and such others as may be deemed necessary by the Exe cut_ve �Enactment card . Article XVI At These By -Laws, having been adopted by the membership of the Brazos County Community Council at a meeting held on , concerning which meeting notice and the agenda were duly given to the membership prior to the meeting, they are hereby declared to be the By -Laws of the Brazos V County Community Council as of Brazos County Community Council 309 Varisco Building • Bryan, Texas 0 Telephone 823 -5226 SUPERVISORY Approved: NOV.. 1976 I. PINANCH 1, R. S. V. P. Check to see that monthly IRS & FICA checks have been deposited. Check to be sure quarterly report and check have been seat to IRS &: FICA. Check monthly financial reports and make suggestions for chance if indicated. Work with treasurer. 2. INFORiiIA•TION & REFERRAL OFFICE Same as above. ;help prepare budgets for BVDC and United Funds. Determine need for other funds. Work closely with treasurer to see that books reflect our contract BVDC and that "in kind" and matching funds are shown. 3. OVER SEE BANK ACCOUNTS Oversee budget expenditures. II. PERSONNEL Communicate irregular hours of employees. Keep record of vacation time. Keen record of leave of absences. PREPARE AND OVERSEE PERSONNEL PRACTICES. Oversee work of all employees, and offer su- gestions for improvements. Encourage attendance at meetings for personal growth. Evualate work of all employees. Work with personnel on job description. Keep record of speeches and other contacts with groups. III. GENERAL Oversee function and operation of both offices. Encourage publicity and public awareness of function of Offices. Be aware of community needs and enlist aid of BCCC for expansion of our facilities as needed.. Keep BCCC informed of needs and what is being done. Work with BVDC to be :cure IRO is doing a satisfactory job. Check evualation of workers by BVDC Cee that annual evualations are done on the work and personnel in each office. provide feed back to Action as necessary. BY -LAWS OF 1-1 11 RI 11 1) SI N1HR 1 /OLIINTF PRF)GRAM ADVISORY COUNCIL 010105 COUNTY I;IJMMlIN11-Y I'LIUNCIL ARTICLE I AUTHORITY Section 1 : The creation of the Retired Senior Volunteer Program Advisory Council cil and Order 4500.8 of the Federal ACTION Agency, Section 2 : The Advisory Council shall implement its purposes with- in the service area of non - profit agencies and organizations of Brazos County. ARTICLE II PURPOSES &. RESPONSIBILITIES Section 1 : The Advisory Council with the implementation of the objectives of the local RSVP Project in the following activities: (a) Program development (b) Community and financial support (c) Local policies and personnel decisions (d) Annual project evaluation (e) Public relations (f) Selection and dismissal of RSVP Director Section 2 T nctioning in the following activities: (a) Development of Volunteer Stations (b) / Establishment of reimbursement limits for meals and transportation of Senior Volunteers (c) Awareness of problems and or needs of Senior Citizens (d) Assistance with recruitment, orientation, and assign- ment of Senior Volunteers. 2 (e) Coordination with community organizations and agencies (f) Establishment of sound community and financial support sources (g) Development of in- service activities for Senior Volun- teers and Stations, including recognition and social activities (h) Consultation during the preparation of the annual buds get and continuation application proposal (i) Preparation of an annual program evaluation survey (j) Awareness of the financial management and administra- tion of the RSVP Project ARTICLE III MEMBERSHIP Section 1 : Membership on the RSVP Advisory Council shall be broadly representative of the community. The membership shall stand at 25 voting members. Section 2 : The membership composition of the Advisory Council shall meet the following requirements: (a) At least one - fourth of the members must be over 60, some of which must be Senior Volunteers. (b) Some Volunteer Stations shall be represented. (c) Other community segments such as government, business, medical, legal, social services, professors, ministers, retired groups, and other specializations may be repre- sented. (d) The sex, ethnic, and economic background of members shall approximately comply with census distribution figures Section 3 : The terms of Advisory Council members shall be two years. Each two year tenure shall begin in September to correspond with the RSVP fiscal year. These terms shall be staggered with half the mem- bership rotating annually. A Council member may serve two successive terms and shall not be eligible for re- election until one year has 3 elapsed from the completion of the last tenure. Section 4 : A vacancy in the membership of the Advisory Council shall occur upon the resignation, inability to serve, or upon continued ab- sences of a member. A member shall lose an Advisory Council seat for having three consecutive unexcused absences. Prior notification shall constitute an excused absence. Resignation from the Council shall be made either orally or in writing through the notification of the Advisory Council Chairperson. Vacancies in an unexpired term may be filled by the Chairperson. ARTICLE IV OFFICERS Section 1 : The Advisory Council officers shall include a Chairper- son and a Secretary. The RSVP Director shall prepare and present activity and financial reports at the regular meetings of the Advisory Council. Section 2 T he President of the Brazos County Community Cooncil� the RSVP Director shall be ex- officio but non - voting members of the Advisor Council. Other members may be designated as either ex -of- ficio or non - voting members at the discretion of the Advisory Council Chairperson. CIE Section 3 : The tenure of the Advisory Council Officers shall be one year. These Officers shall be nominated by the Nominating Committee from among those Advisory Council members who have served half of a two year term. A majority of the Advisory Council shall concur in the confirmation of these Officers. Section 4 : The duties of the Officers shall be as follows: (a) The Chairperson shall preside at all meetings of the Advisory Council and shall perform such other duties as may he necessary to iml)l.ement the prorlr ;,m alrF:ra:- tions of RSVP. I he I;hdj JJ)1!rsorr ur rlF!signeF; :;ha I I rt. resent the Council at all meetings of the BCCC Lxecutive Board. The Chairperson shall appoint such subcommittees � Sew P S�vXn r as are necessary to achieve the objectives as stated in °`menJ"nerr5 ARTICLE II. The Chairperson shall designate a pies :idiriq 2 officer in the event of his /her absence from a meeting. (b) The Secretary shall record minutes of the proceedings of the Advisory Council and may perform other duties assigned or delegated by the Chairperson. Section 5 : These Officers shall assume their respective duties in September of each year. n o T T r l C 11 NOMINATIONS &. ELECTIONS Section 1 : The Chairperson shall appoint a nominating committee in April of each year. This committee will consist of four persons currently serving on the Advisory Council. The Nominating Committee shall prepare a list of new officers and new Advisory Council members to be presented and confirmed at the May Advisory Council meeting each year. The Nominating Committee may also select new members to fill vacancies in un- expired terms, if they are so instructed by the Ad- visory Council Chairperson. ARTICLE VI SUBCOMMITTEES Section 1 : Subcommittees shall be appointed by the Advisory Council Chairperson or his /her designee. Active subcommittees shall be ap- pointed for the following: (a) Soliciting local financial support (b) Recruitment (c) Recognition (d) Program appraisal Section 2 : Special subcommitees may be appointed by the Advisory Council Chairperson to fulfill the implementation of Advisory Coun- cil objectives as outlined in Article II. Section 3 : Subcommittee leaders shall be full members of the Advis- ory Council. Other members of subcommittees may or may not be full v members of the Advisory Council. Subcommittee members shall have Full voting rights in their respective subcommittees. 5 Section 4 : Subcommittee tenure shall be established by the Advis- ory Council Chairperson. Section 5 : Subcommittee meetings may be called at the discretion of the subcommittee leaders or when requested by the subcommittee members, the Advisory Council Chairperson, or the RSVP Director. ARTIICLE VII MEETINGS Section 1 : The Advisory Council shall meet at least nine times per fiscal year and at other times at the discretion of the Chairperson. Regular meetings shall take place during the third week of the month. Date and time of meeting shall be set by the Chairperson at each pre - ceeding meeting. Section 2 : Written notices of time and place of regular meetings shall be mailed to each Advisory Council member along with an Agenda seven calendar days prior to the date set for such meeting. The minutes from the previous meeting will also be included in the meet- ing announcement. Advisory Council members may submit written items for the Agenda through the RSVP Director. Section 3 : Special meetings may be called at the discretion of the Chairperson. Section 4 : All meetings shall be open to the public. Section 5 : Brief summaries of Advisory Council proceedings shall be published in the RSVP Newsletter. ARTICLE VIII RSVP STAFF Section 1 The DCCC '31101 1 empiny a l) i ri:�r Lnr r lad ari A(lni i n i I:.r+, `- )e'l'se t.ary whit :;li,i 1 I tiiliti i ii 1,; Lr r 1.11(, 111•1)il roil .n I. i v i I, i_i!:; iiiid in,1ii;r 1i. the office operations. Section 2 : The RSVP Director shall be the executive resource officer for the Advisory Council affairs and be responsible for staff activi- ties of concern to the Advisory Council.. 51 ARTICLE IX QUORUM Section 1 : Those members present at an officially called Advisory Council meeting, as outlined in ARTICLE VII, Sections 1 -3, shall con- stitute a quorum. ARTICLE X PROCEDURAL RULES Robert's Rules of Order (Revised edition) shall govern all matters of parliamentary procedure. ARTICLE XI AMENDMENTS These By -laws may be amended by a three fourths vote of members present at a Council meeting. Proposed amendments may be made by any member of the Advisory Council and must be mailed to all Advisory Council mem- bers seven calendar days prior to the next Council meeting. These By -laws were approved and adopted by the RSVP Advisory Council on January 20, 1975 AO mA 4*� CL � Chairperson, RSVP Advisory ouncil •�I A_ _ ORGANIZATIONAL CHART 1 RSVP STAFF RE5PONSIBILITIES Project Sec 'Y Director Bkpr 1. Office Management X 2. Financial Record- keeping X 3. Volunteer Recruitment X X 4. Station Development X X S. Volunteer Training X X 6. Volunteer and Station Coordination X X 7, Program Reports X 8. Grant Applications X 9. Volunteer Recognition X X 10. Advisory Council and Sub - Committee Relations X 11. Public Relations X X 12. Public•Information X X 13. Financial and Program Support X 14. Annual Evaluation X 15. Transportation Arrangements and Support X X 16. Volunteer Placement X X 17. Agency Coordination and Referral X X 1 � . a.,j:�� / !r �. �/ � /Ci / ✓� E �. � I:�� ATTACHiMENT XI 8. THE POiENTIt�,L SPOT SOR a. Requirements of Pot S po ns or (1) A public or private nonprofit organization. (2) Selected by the community to seek RSVP spor_sor- shi (3) Has a charter which legally permits operation and administration the proposed project. of a sponsoring organization b. Oth characteristics include: (1) The capacity to effectively manage and operate community service programs. (2) Interest and participation in a broad range of community service programs, especially those related to older persr*::__ (3) A good working relationship with other community service agencies and jrganizatzons_ (4) Adequate financial support at the local level with the capacity to develop sources of nor_ - Federal support. (5) A governing body or agency board which under- stands and endorses the nature and purpose of the project _so as to assure: (a) Continuing assessment of the project's success. (b) Funding support. (c) Allocation of staff tine to the project. (d) Assistance from governing body members when needed. C. An applicant agency becomes a sponsor upon receipt and acceptance of a Notice of Grant Award (NGA). The r;GA officially signifies ACTION s acceptance, approval and funding of au application. It must be accepted in writing by the sponsor. d. Requiremen for Sponsorship of an RSV Wi Federal Funding Support The same requirements as those for Federally funded projects pertain to potential sponsors desiring to affiliate (or regain affiliated) with the program but who do not require (further) Federal financial assis- tance. A written agreement specifying the sponsor's willingness to abide by ACTION policy, and ACTION's Provision of technical support and programmatic materials, formalizes the relationship. ACTION - furnished materials include such items as: (1) Recognition materials (ribbons, pins, certifi- cates) (2) Pamphlets, brochures, posters (3) Other informational and pubic relations materials as available (4) Handbook N CHAPTER 5 PROGRAM DEVELOPMENT 14 . ADVISORY COUNCIL a. pulse A Retired Senior Volunteer Program Advisor is formally established by the i tance of the Project Director and the Communize assis- ning Committee once a community receives y Plan - Council with grant award from ACTION. of initial Advisory Council the Commuizon of the nq Plannin dissolved. g Committee i b. Th e RS11P Advisory Council f capacity to the unctions in an advisory in matters sponsor and assists the project staff affecting Planning, support and si gnificant Program and personnel staffing the formation of basic decisions, including Legal res , local policies for the administrat1onbis1t� for program management retained b Bement and tzscal< y the sP-Onsor. Other responsibilities are: of the Program Advisory Council �l) To Provide an orga system of obtaining mation and advice o infor- and needs; community interests, concerns (2) To provide advice and the project director, upP °rt to the sponsor and This may include but is not limited to Project changes, project personnel Practices, community relations, volunteers' P nation, the budget, grant renewal appli- cations and cooedination with volunteer station Personnel; (3) To evaluate the e ffectiveness of the Project (4) To advise and assist of the Project Director; J the selection or dismissal (5) TO provide constructive relationships with key individuals and agencies Wit other ACTION programSn the community and 21 (6) To review Senior Volunteer appeals of actions or decisions by the sponsor, project staff or volun- teer station staff, and recommend to the chief executive of the sponsor what action to take. See also para. 19.d. below and Appendix 3. C. Structure and Composition The size and composition of the Program Advisory Council should be determined by the size of the project and by the complexity of the community in which it will function. The Council should be large enough to include the range of skills and knowledge needed and small enough to ensure its effectiveness as a working body. It is particularly beneficial to include-on the Coun- cil persons who helped develop the grant application and who are generally representative of a broad cross - section of the community. This may include represen- tation from voluntary organizations, industry, labor, minority groups, local government, volunteer stations and others capable of making significant contributions to the project. In addition, the council must include the RSVP project director, the sponsor executive and a member of the sponsoring agency's Board of Directors but they may not serve as officers. The board member may be a voting member; the sponsor executive and pro- ject director may not. ACTION policy requires that one - fourth of the council members be 60 or over including some RSVP volunteers. In establishing the Advisory Council, the sponsor should attempt to include representatives from agencies or organizations which may be able to provide funds to the project or supplemental services to the volunteers. Some examples: (1) Private Non- Profit Voluntary be in a position to allocate RSVP volunteer activities. Visiting Nurses Association, charitable organizations and Association. Agencies which may funds to support Examples include the church - affiliated the Mental Health (2) Service Clubs, Civic Organizations and th- unite - Way which may supply a rich reservoir of support and normally wield considerable influence in the community. 22 (3) Businesses which may be a source of financial and public relations support. (4) State and local governmental agencies which may not provide funds to help operate the program but may provide supplemental support to facili- tate volunteer service. (5) Volunteer Stations representatives from selected volunteer stations should be included. d. Operation As soon as the Advisory Council is established, speci- fic operational procedures should be developed. The Council should adopt its own rules concerning methods of operation. The Advisory Council may want to form subcommittees on special short -term task forces to deal with major policy issues such as transportation, fund raising, personnel policies and formal recogni- tion activities. Regular and frequent subcommittee and task force meetings are necessary to assure strong community involvement, particularly in the critical, early days of the development of the project. Task forces may include "experts" from the community who are not members of the Council. The sponsor should provide Council members written information about the goals and objectives of the Retired Senior Volunteer Program, and suggested methods of operation and roles and responsibilities of Advisory Council members. A group orientation by the RSVP sponsor, or the project director or ACTION personnel may be appropriate if the Council is not already well- informed about RSVP. The Council must convene to select officers and decide terms of appointments. The sponsor should work very closely with the Council at this formative stage and should not hesitate to offer suggestions to ensure that the best qualified chairman and Council officers are selected from among the members available. It is well for the sponsor to avoid creating or appearing to create per- manent "seats" on the Advisory Council for certain groups or interests in the community. Some sponsoring organizations have resolved this problem by establish- ing staggered terms of service for Council members. Agendas should be prepared by the Advisory Council chairman in cooperation with the project director and sent to members prior to meetings. A written 23 record or minutes should be kept of all Advisory Council meetings. Even though the Council may elect a secretary, it is suggested that prior to each meet- ing the project director assume responsibility for the preparation of Council meeting minutes and assure that, copies of the minutes are distributed to Council members, the highest official of the sponsor's govern - ing body, and the sponsor's executive. RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 RSVP ADVISORY COUNCIL Proposed Bylaws A mendments The proposed amendments to ARTICLE IV, Sections derlined and included as ARTICLE IV would read approved by the Advisory Council. The words to in brackets. [ ] ARTICLE IV OFFICERS June 3, 1975 1,3, and 4 (a) are un- if these amendments are be removed are enclosed Section 1: The Advisory Council officers shall include a Chairperson, Vice - Chairperson, and Secretary. The RSVP Director shall prepare and present activity and financial reports at the regular meetings of the Advisory Council. Section 2: No changes proposed. Section 3: The tenure of the Advisory Council officers shall be one year. It is recommended that these officers [shall] be nominated by the Nominating Committee from among those Ad- visory Council members who have served half of a two year term. A majority of the Adivsory Council shall concur in the confirmation of these Officers. Section 4. The duties of the Officers shall be as follows: (a) The Chairperson, or the Vice - Chairpers in the ab- sence of the Chairperson, shall preside at all meet ings of the Advisory Council and shall perform such other duties as may be necessary to implement the pro- gram operations of RSVP. The Chairperson, Vice- Chair- person, or designee shall represent the Council at all meetings of the BCCC Executive Board. The Chairperson shall appoint such subcommitees as are necessary to achieve the objectives as stated in ARTICLE II. The Chair- person or Vice- Chairperson designate a presiding officer in the event of his /her absence from a meeting of the Advisory Council. (b) No changes proposed. Section 5: No changes proposed. Approved (as. proposed) by Advisory Council on June 17, 1975 Respectfully submitted: Lillian McNeely, Bylaws Subcommittee Shirley P app RSVP Director — ETI RED SENIOR VOLUNTEER P of the Brazos Countl Community Council Room 310 Varisco Building - Brya n, Texas 77' Z? 713 - 322 - 2712 , D � J 0 c5 PO SITION DESCRIPTION � N p l� Od RSVP Administrative Secretary /Volunteer Coordinator / Mature and Purpose 1 `i Under the general supervision of' the RSVP Project Director, the RSVP Administrative Secretary /Volunteer Coordinator performs responsible administrative and secretarial duties. Responsibilities 1. Manages and executes office operations including receptionist, cor- respondence, public relations, typist duties. 2, Supplies public information as necessary. 3. Collects, organizes, and assenbles all. financial reports and records. 4. Assists in recruitment, orientation, and placer.:ent cf Senior Volunteers. 5. Assists with continuous contact and coordination with volunteer stations. 6. Assists in planning formal and informal recognition of Senior Volunteers with other organizations and individuals who have supported RSVP. 7. Arranges and coordinates transportation to work sl and spe- cial events. 8. Refers individuals to appropriate agencies and organizations for assistance v:ith problems. °. Collects, organizes, and assembles information for newsletter. 10. Supervises, trains, and evaluates supportive RSVP project staff, 11. Makes administrative decisions in absence of Project Director. 12. Performs related work as required. Presented Aand approved by the RSVP Advisory Council on ALIg.7 , 1979 Reff.Xred to CCC Preside 'I',- A r n "Colleen Batchelor, Chairman t RSVP Advisory Council RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 POSITION DESCRIPTION RSVP Project Director Nature and Purpose: Under the general direction of the Executive Director of the sponsoring organization, the Brazos County Community Council, and ACTION and RSVP policy guidance, the RSVP Project Director has full -time responsibility for the development and day -to- day operation of the local RSVP project in cooperation with the sponsor and the RSVP Advisory Council. Responsibilities 1. Provides liaison for all aspects of the RSVP with the sponsor- ing agency through its Executive Director or Supervisory Comm. 2. Employs, supervises, trains, and evaluates other RSVP project staff. 3. Adheres to and administers personnel policies and procedures for project staff consistent with those of the sponsor and with the recommendations of the RSVP Advisory Council. 4. Provides staff assistance to the RSVP Advisory Council and Com- mittees, consults the Council on significant plans, local pro - ject policies, actions, changes and problems affecting RSVP. 5. Formulates a plan for and implements recruitment, orientation, and placement of Senior Volunteers. 6. Approves assignments of Senior Volunteers, providing continuous contact with and assistance to the volunteer stations. T. Develops memoranda of understanding and other appropriate docu- ments with volunteer stations in cooperation with the RSVP sponsor. _ 8. Maintains and develops cooperative working relations with a va- riety of local, state, and federal organizations and agencies. 9. Plans, develops, and implements a continuous program of public relations. 10. Coordinates RSVP programs and activities with various community organizations. (over) Position Description for RSVP Project Director (cont.) 11. Arranges for formal and regular recognition of Senior Volunteers and those organizations and individuals who have contributed to the support of the R5VP project. 12. Assists the sponsor in.seeking community support for the project„ 13. Develops and maintains financial, staff personnel, project, and volunteer records. 14. Adheres to the approved budget; applies sound fiscal procedures; maintains bookkeeping system and authorizes expenditures for the project including specific approval of any vouchers for reim— bursement submitted by Senior Volunteers. 15. Prepares and issues reports to accommodate the administrative and program needs specified by the sponsor, Advisory Council, state, regional, and Federal personnel, or as appropriate. 16. Evaluates the effectiveness of operational procedures and pro— gram activities. 17. Attends ACTION training programs and other appropriate meetings and conferences on aging, voluntarism, and related fields. 18. Performs related work as required. Presented to and approved by the RSVP Advisory Council on Aug. T , 1979. Referred to BCCC President. Colleen Batchelor, ChairmIT'n RSVP Advisory Council Cooperative Agreement for Student Interns between Sociology Cepartment TEXAS A &M UNIVERSITY and The Texas A &M University Sociology Department and are entering into a cooperative agreement to provide educationally directed experiences to student interns. This agreement requires yearly renewal. The Sociology Department agrees to: 1. Identify and cooperatively assign students within the host setting at the start of each semester. 2. Withdraw at the request of the host setting any intern who does not adhere to the setting's policies and procedures. 3. Provide support and assistance to the appointed supervisor. 4. Maintain ongoing communication with the host setting regarding university internship policies and procedures. 5. Allow the host setting full discretion regarding matters of monetary compensation of interns; the university will not take part in salary negotiations. 6. provide supervisors the opportunity for full use of the university library. agrees to: 1. Provide interns with assignments which develop and strengthen skills needed in their area of specialty as defined in the interns' course objectives. 2. Expose interns to as wide a variety of learning experiences as possible. 3. Provide adequate space and supplies for interns to successfully complete the assignments given. 4. Assign a supervisor to whom the interns may look for guidance, instruction, and assistance and who will have time to adequately supervise the intern, participate with the faculty in conferences as needed, and complete university evaluation forms. 5. Allow the university to remove an intern at any time during the semester if it is in the best interests of the intern's education. 6. Regard the intern as a person placed in the setting for learning purposes and not use the intern to replace a regular employee nor impair the employment opportunity of others by accepting the intern. Sociology Dept, Texas AAK University Host setting ae -------- ---'-- �` Jul 1979^~�^__ ' | Cumulat" e year �-�----�--'-----^-'-~-�'--~--------- /| t-0 date ll / t4a Fcdcral June 25-79 51 749.99 $4320.40 t 6 07.0 3 9 76.46 361 3.75 July C, - 260.59 2945.49 �UIYL� 09 41 .06 3706.15 Pc-V? -,r .h- h -P-cs County Community Counci 1 111 /7 8 -1 V- /79 PART 1)i - ScCT1Q ?i - I - L'ULi.::�TE.R SUr` ?CR7 �XPc`iSES �A. Gf::'.:iT�E'cl- i5:1:•:;.cL EXPENSES LTi ;:e Annua raiarg (2) Time Sant cn Pro;_c[ F Fur-4s R�y� -sad F.esourc s ncin . SeCyt /Vol. Coo=d i na �0- Pecer �i on_s � . ^Ja= Ker S 1 2, 659 7,560 5..4' 60 I I`.11, 1 00 1 00 51 2_,659 7,560 5,46'0 s1 2,4 7,560 G S 1 83 0 5,460 ( TC AL PE SONNELEX? MSE Sea, y Sou IS25,619 Is20 -036 1s�, Lj- STAFF LCC.:L TRAVEL 1 1 200 1 2131.1 I C- (21 GRANTc° ONGDIS+ --UCZ TrRAuEL 6 i 1 1 J I h� 1 a. Lcu: ?r -Er„ 63 fl d3 1 E. SU ?PLt.3 - I J �' I J ( =.Vo l ur.- tae= -- Iec_uit ^an 1 75 1 j G. o73I_a: 2oG'KS & Periodicals ! 75 0 .1 7a CG m.'- vniC]LiG 1f 3 �L' u 'rrinSag I 1 64 1 U (� I 3_756 1 3,755 TO TAL VCLU)KTE °_r1 SUPPORT EXI& -"SFS . I 3H7 � 2 0� Q 3 � l =3:) E� � . ? 51 a � :+. PERSO ^..=L EXPENSES .S-7.ir?7_ds !! I !! f ivir._ :.i7c.r +nca 1 End e: S!+. ce :+1lrsacncr Fo od , end Lcdcinq ANC - , r 2 I c. FR:'dG= 2E NEFI T 5 I i FICA ` - l:niif,;vras _ 1 i s,!,an.c 1 . 799 G:her. 1 1 C. TPAVEL ,bbb u 2- ,6:Db D. r`vl ?i.tEVi FU ?� =LIC3 F. CGVTRACT. UAL SERVICE t_ C:iicR .',eco^yn1 L' Gn j3b U i = 1--aining 0 333 TOTAL VOLUNTEER EXPENSES 5 - T0,AL COSTS: fAddI &21 Q :r 2Q,Q'7i3 2!.416 t TOTAL iNDIRHICT COSTS: fSr - par's 4) � � 0 (5 53) (5x..72) TO COSTS a. PEACF.NTAGE: 41 452" ICG% '' 20 036 4 6 . 3= + � L1 ,� i G E ,. v0LUN1E_a STREm m. .) 7 5 _ 2d c t J 7 1 5 G ,�f(� C 3 4l� ttn girl 3 s'ir ,3 -:d Vo'um• --r manhc ors' '] 7 it S•r 5 GO P :� 3 _ 0 5th •� L , E ;; r..� -_ �.. n•:. ti J 3 A -. J 7 ? � _ i ,�•''•i.._i iotai 53.312 Fe; 83 1,41f orh -r 2dirjnnf o/ C s Porn «•- c ;ro4ta ar., w J not b- s rrf.J t 340- G598J1 GRANT NO._ AMEND. id0. 6. F•K INGE C= D:EFiTS PART i -- BUDGET PLAN 1. VOLUNTEER SUPPORT EXPENSES _ A- GRANTEE PERSONNEL y ll) (2) l3) (4) Federal I51 EXPENSES Annual Salary % Time Spent on Total Cost Funds Non - Federal Renurces ' 1 40 Lon Project Requested Title Director S 16,942 100 % s 16,942 S 14,118 S 2,824 Volunteer Coordinator 11 100 11,508 10,033 1,475 Secretary' 8,220 100 8,220 7,535 695 TOTAL PHFIS- . %%'CL EXPENSES S , 70 100 S 36 670 s 31,686 Is 4,984 o Q7 r- - I n I 'A 975 i 6. F•K INGE C= D:EFiTS �FJV 75 . 150 0 0 YJV 75 150 ' C. (1) GRANTEE STAFF LOCAL TRAVEL ' 1,275 0 0 n C. (2) GRANTEE STAFF LONG DISTANCE TRAVEL 1,282 0 1,282 D. EQUtP:r1ENT C abi net Maintenance Contrac 290 150 n ' 1 40 Lon E. SUPPLIES F. CONTRACTUAL SERVICE Recruitment G. OTHER: BOOkS Periodicals Cornmunica; ions Printing Space y TOTAL VOLUNTEER SUPPORT EXPENSES 2. VOLUNTEER EXPEN. ES i A- PERSONNEL EXPENSES Stipends _ Living Allowance a End of Service Allowance cj Food and Lodging Allowance_ 13. FRINGE DE_NE-FITS tieat5 FICA Uniforr.'s Insurance Ocher: C. TRAVEL" O. °_QU1PMENT E. SUPPLIES F. CONTRACTUAL SERVIC G. OTHER Recognition Orientation, TOTAL VOLUNTEER EXPENSES TOTAL DIRECT COSTS: JAdd I 2) TOTAL INDIRECT COSTS 2 0 2 048 228 0 228 7,991 .00 7,991.00 59,830 31,836 27,994 - .00 .00 (62 -71) �FJV 75 . 150 0 0 YJV 75 150 ' ' 1,275 0 0 i 1,275 4,805 0 4,805 51,839' 31,836.00 20 003.00 2 0 2 048 228 0 228 7,991 .00 7,991.00 59,830 31,836 27,994 - .00 .00 (62 -71) nZ)vl rINANGiAL REPURT Month of June 25 , 1981. Cumulatives Year to datel 1i EXPENDITURES Federal Non -Fed. Sub -Total In -Kind Total Federal Non -Fed. Sub -Total In Personnel 2055.77 1000.00 3055.77 3055.77 16334.62 2000.00 18334.62 Fringe 204.7 204.74 204.74 1430.60 1430. =lealth Pla 156.14 156. 156.14 936.64 936.84 ,oeal Travel 48.54 48.54 341 .64 341 .64 341 .64 ,'onf. Travel tl -0- -0- -0- 709.75 709.75 ui ment 95.00 95.00 95.00 95.00 95.00 ;pace _ 327.60 327.60 72.80 400.40 1 1 965 .60 1965.60 4 , .ommunication 118.71 116.71 116.71 1 000.06 1 000.06 Ze roduction 261 .46 261 .46 261 .46 842.42 842.42 3ks B Pcriod. -0- -0- -0- -0- -0- -f Supplies 40.68 40.88 40.66 282.39 262.39 rol. Travel 296.28 1365.94 7ol. Insura 982.15 982.15 962.15 962 15 962.15 _ tecognition 10.70 10.70 10.70 131 65 131 85 17 , rientation 5.32 5.32 5 32 146.27 148.27 J recruitme _ _ -0- -0- -0- 0 1 . 1 0 eats -0- -0- 60.00 80.00 23,47 23.47 481 '0 TAY. 2055.77 3547.52 5603.29 152.60 575G.Dg 16334.62 12277.4 28612.10 103 e rcentages Federal 35 -3°/ Non- Federal 64.2 Total 1U� Percentages Feder l.i.a,�� ank Bal. 5/25 2094.91 320.47 2415 »39 Begirkning Bank Bal. 6.76 lus Inco -0- 5553.73 5553.73 Income 1/1/31 16367.00 css6/25/82 ash Ex pend. 2055.77 3547.52 56 3 .29 Cash Expend. 1 /1 /82 6/25/62 16334 ank Bal . 39.14 2322.36 2-3 6 1. SO „ Remarks; ett Cash on Hand _�_ 4.32 Sample Posi tion Description RS Pro ;sect D Under the general direction of the executive director of t he sponsoring organization and ACTION and RS'vT policy guidance, the RSVP protect director has full -time responsibility for the development and day -to day operation of the local RSVP project, in cooperation with the sponsor and the RSU Advisory Council Responsibilities a. Provides liaison for all aspects of the RSVProgram with t he sponsoring agency through i ts executive director, b. employs, supervises and trains other RSVP project staff. c. Adheres to and administers persozmzel policies and procedures for Project staff con sistent with tho se of the SPONSOR and with the r ecommendations of the RSVP Advis Counc d. Provides staff assistance to the RSVP .Advisory Council, consults the Council on significant plans, local project policies, actions, changes and problems affecting R317. e. Formulates a plan and implements recruitment, orientation and placement of Senior Volunteers. f. Approves assignments of Senior Volunteers, providing continuous contact with and assistance to the volunteer stations. g. Develops memoranda c'' understanding and other appropriate documents with volunteer stations in cooperation with the RSVP 3 onsor. h. Maintains and develops cooperative working relations wit" a variety of community organizations and agencies. 1. Plans, develops and implements a continuous program of public relations in cooperat with the SPON30R EX EC.'UTIVE. J. Coordinates RSVP activities with various community organizations. k. Arranges for formn'L and regular recognition of Senior Volunteers and those organizations and individuals who have contributed to the support of the RSVP project. 1. Assists the SPONSOR in promoting the projected community support for the rro 3 ec t. M. Develops and _u nrains lj na vial, sta per sonnel p p r oject and volunteer records. n. Adheres to the approved budget; applies sound fiscal procedures; maintains booraeeping sy -st and a.u*_h�?rizes exz >endi tur es f or the protect including specific approval of any vouchers for reimburse- ment submitted by Senior Volunteers. S=ple Position Description for RSVP Project Director (Cont.) o. Prepares and issues reports to accom the admin istrative and program needs specified by the SPONSOH Advisor Council state, regional and Federal personnel or as approprf.ate. p. Evaluates the effectiveness of operational procedures and program activities. q. Attends ACTION training programs and other appropriate meetings and conferences on aging, voluntarism and related fields. r. Performs related work as required. J 4 'Pr; County Community Council Acti'ri ties, ' n :lu�i: 1 Pro j ec t re l eiv of excerpts fro- ACT 10"_: t11 _ ;o the SPO NSO R'S respansib111t ,, for the RS ' Pro ert. The inclo,ure, "RSVP Relationships 1 4ith Sponsor w Advisory Council ", provides Shirley Plapp's point of view. A reading of the inclosu e, "Supervisory Committee deport ", Till! provide you with infor mation at_ funZ . s oerfoImed by the Supervisory Committee and /or Topaz Hughes as Chairman. In several Handbook excerpts therm Is reference to the S ONSDIV ., E XECUTIVE. I do not interpret this to mean the President, Brazos County Community Council Executive Hoard. I bell eve i t was anticipated the SPONSOR of RTVP would have an EXECUTIVE DIRECTOR. The Brazos County Community Council has established a SUPEaVISORY COMMITTEE to perform those functions which would normally be performed by an SM"'UTIVE DIRECTOR. In practice any day t:) day functions are performed by the Chairman. We -gust expect th at to the maximum extent possible the Chairman :gill coordinate actions with all members of the committee. The 4CTION HAND -30(K provides a suggested Position Descrirtion for the R3 Project Direct -or which includes the following statement, "Under the gene-ral direction of the EXECUTIVE DIM- R GF 'i`u ;; O NSS �, s O RG AdIZ iTIOi and ACTION and RStJP po c e, the RSVP Project Di rector h as u 1 time resron for the development and day -to -day operation of the local Ra`1 Project in cooperation with the SPON - OR and the RS Advisory ouncil ". I interpret the Intent to be -11at the RSVP Project Vrector will use the talents and energies of the Advi Council to the fullest in determining proposed policies and actions. Then, the proposed policies and a.Ltions will be presented through the SUPERVISORY COMMITTEE to the Brazos County Community Council Executive Ebard for final action. T his would, of course, apply onl:Y to those actions requiring ecutiva arrroval It must be rem em eyed. the SPONSOR has final xesponsibi ity for the RSVP Project in deter-mining whethfer an action must be approved by the EXECUTIVE BOARD. T� ♦ Reference.& ACTION Handbook 265 =i t --: 15. "references to SPO 7 302 _:es o3"ia^.i bil i y, _ the ras I t✓ '..lei l)n ;r -1 3>':aso s County Ee �.. a agre tiil at' ii'la v .'� �.i . v 3 i) Federal laws, Exe ta. t-3 ve Orders, regul t' ons 9 pol i !'L es (2) Legislation, regulations & policies of ACTION (3) Terms /Conditions of_-?SVP pro Not'--; The SPONSOR ma y es ta'bl l sh addi '.iora p - )! - ; c! es not covered by nor contradic to ACTION policy. SPONSOR: Responsible for: Fi seal ) Administrative ) Management Program ) May not transfer responsibility in whole or in cart for Stewardship of the Project. May contract for certain services. SPONSOR: Adequate records are required to insure: In -take, storage, follow -up information on: senior Volunteers Volunteer Station Assignments Other necessary project information including project costs. SPO?VSOA: Must insure that Grant funds are properly expended and accounted for in accordance with G31 N- A -VRD. Aen,ounting According to SPONSOR'S accounting practice's based on generally accepted accounting principles, consistently applied, regardless of source of funds Supoor tip Record:; will be itemized in detail to show exact nature and cost of expenditures for each account. Records must be maintained in a manner to permit preparation of required financial reports and to Indicate Grant Funds are used for the :,uroo for which t^ e Grant was made, _ S Lina 9- u M ° _ - :±vnfi. , l n-, � 11 Accurate, current, r'3`_" ?d coiple di s ue. "Furp of the 1 41.a n ia1 r� ur � ? '��'' `' � 6., (2) Records: To ilzentify the source and a7-pl {catior o funds for t _ A`1thori zat 1cn 0bligations Unobligated balances riS:. v Liabilities Outlays Income (i) Effe t'_ve coat of over and acco n't ab'_lyty fc: funds, property, and other assets. SPONSORS shall adequately safeguard all assets - shall assure assets are used solely for authorized purposes. (4) Comparison of actual with budgeted aounts for each grant. Among suggestions for consideration in determining acceptable accounting records: "Support expenditures charged to the cost accounts with vouchers approved by a RESPONSIBLE FIN3ANCIAL MANAGER and the GRANT PROJECT DIRECTOR". R : ORTING Ra UIRu4E:yTS: SPONSOR is responsible for prompt submission of re- quired reports to ACTION, NOTE FOLLOWING QUOTE: "Although the Project Director may complete .reports or furnish data for reports, the SP ONSOR is_ ultimately responsible for content and submission." RIE'QUIRED FINANCIAL MANAGEMENT REPORTS: Financial Status Report (ACTION FORM A -451) Original & two (2) copies (signed) submi within 30 days of the end of each fiscal quarter and the final within 60 days of the close of the grant budget period. Reports prepared on a "cash" basis. Request for Advance Payment - ACTION A -259 - "xcept for grants payments Tade on a letter of credit, SPONSORS will submit requests for advance payment quarterly ". The form "Bequest for Advance or Heimbursementa must be signed by an authorized official of the SPONSOR, Original any two (2) oopi es must be subm -I tted to XCTION ima:edlately following the start of the quarter for Which th funds are requested. SPONSOR quarterly report (ACTI01 IFOFii A - , 68) Must be submitted to the :ACTION REGIONAL OFFICE at the end of ea. , -h project quarter. Part I - Information on "Volunteer an i�anrour Statistics" Part II - "Goals and Ob Jectines" Part ;II - " ;volunteer Training" Orientation In- aervice Training for Senior Volunteers Following is a suggested report - THERE IS NO FORMAL REQUIRE - MENT BY A FOR THIS REPORT RiSPONSIBILITY OF PROJECT DIRECTOR to 'peep S:"ONSOR inforan3d of progress being made and to provide RSVP A visoRy COUNCIL with :similar information. THIS SHOULD BE DONE MONTHLY'. Report should Include: - Current number of senior Volunteers No. of active volunteers Volunteers temporarily absent Total Senior Volunteers Number of new volunteers serving in current month Total Volunteer hours served* Current ?aonth Cumulative totals for c ur- ent; budget" ner10 ;tames of volunteer stations added and/or withdrawn In current month. Total Federal and .von - Federal costs to -date during current budget period and percentage of approved budget commitments these costs reflect in each category, Breakdown of Federal and Non- Federal costs by dollar figures and percentages for current month, Cost ter hour of volunteer service for current month and average cost per ?your to - date for current budget period. COST SnPi —RI NG* The SPONSOR is responsible for develoni.ng non- Federal cost - sharing support for the project budget, `17 r�l �� May includes C ash f rom P ^'T^ ^'? R S own rn Other non- Federal funds om a third party In kind contributions Local funds already coamitted to match other Federal funds may not be used as cost sharing for RSVP. To be aace:: _d a part of v'.rle m tch :' ng s'narv, in -l"z? n d cor_tributions shall be: (?) ide from SPONSOR records (2) Necessary and reasonable for the proper effici accompli s`iment of project objectives (3) Allcwabl;e costs such as may be included In Volun,eer support exp enses Volunteer expenses- direct benefits to Senior Volunteers Support y::censes Staff Personnel Ex Sal ari es /,slag es Time of Volunteers for RSVP Staff Function (Must be in budget) / Staff costs including contributed volunteer time, MUST NOT ✓ ''_ :CEEt A OF 'THIE BU r'GET. 1�xceptton made by ACTION ornl.y wjt'r furl and ;�ati3 actory jusLil:atio�a from the SPONISOR. BUDGETED VOLUNTEER STAFF COSTS ;'BUST NOT _4XCFED 30° OF THE TOTAL PERSONNEL COSTS IN THE BUDGET. Volunteer staff must not be Senior Volunteers enrolled in RTV Valuation of Volunteer Services - should be consistent with the regular rates for other staff doing similar work for RSV?v, THE SPONSOR, or elsewhere In the community. Volunteers employed by another organization or business shall be valued at the Volunteer's regular work rage of pay. All Volunteer staff time must be properly recorded to be allowed. STAFF FRINGE BENEFITS$ To be consistent with SPONSOR POLICY Medical /hospital Insurance Workmen's Compensation Leave of Absence Personnel policies of the SPONSOR apply to paid or unpaid leave by Project Staff, as well as other absences. TAFF TRAVa, E ?E'r SE'S(Mileage, Parking, Other) Policies of 7r"Dject SPONSOR apply to :RSVP T_ - u31 Tavel: Al'_owg,ble when esse t al Levi Distance 'Travel: Only for RSVP Director and ($/ SPON 90 EXECUTIVE * ( ? -1ho are resn or_sible for training other RSVP staff. Conferences required by ACTION In -State conf on aging or volunteerism aoorc�vAd errant ��olication or by wri tten approval from ACTION. ( 5 ) 711U . PM r, a/S PFl i U Cons finable (Up to "150 per full t1 me staff m esber) ^ontractual Service StxC� S A-: coun�. /= ayroll ServI ces which can be performed at less CcaSt tO the P� o jec l than the cost of staff salaries. Other Support Expenses: :.ond-ng (Project Staff) Books, Periodicals, Newspapers Normally $25 to .„50 if required for P roject Ope- ration Communications: Telephone (la Sal and long distance), telephone surveys, telegrams, postage, printing, copying, etc. as approved in the application Films: Purchase of official ACTION pictures Rentals for in- service meetings Insurance: Project vehicles Valuable Equpm en t Legal Fees For defense of a Volunt :er Publication: Printing of modest, low -cost brochures describing Project activities Rental of Space Office Auditorium Recruitment St. aff Volunteers Tax es Training: Travel Per diem * PONSOR *Project *If EXECUTIVE Director responsible for training other project staff volunteer expenses: (Direct Benefits) Fringe Banef i ts: Identification (Name tags for Senior Volunteers) � ns anc e : Accident (.W annually per volunteer) Personal Liability (.55� annually per volunteer) access Auto Liability( $1.65 annually per volunteer using personal automobile in Volunteer related activity. Meals: Not to exceed 811.35 per r of service by vol unteers receiving meals (Continuing applications should. be from actual experience - but - not in excess of average true cost of $$*350 ?ecogni Lion Activities: To $5.00 per volunteer for recognition activ ties Av,ards to Volunteer Stations, other organizations and persons contributing significantly to the Project. awards are made are allowable. ra`z el Trans- ortation of Senior Vollunteers between their 'Homes and volunteer stations or Places of assignment and to official RSVP fun=;tions. (Orly a'i.?5 may be pro jeoted as average cost p day per vo'.anteer of scheduled volunteer servic e ) Dcpenaiturd of hands avai;.able $or transportation will follow Project Transportation Policy es- tablished by the SPONSOR Iii CONSULTATION WITIH 7H RSs4 P D I S S O.RY COU CIy Orientation-. Materials, refreshments s , space, transportation required to orient stn$ or volunteers to the pro - gram and to volunteering. Note: Subsequent In-service training at volunteer station is not acceptable as a budget item; that is, time, space and refreshments for such training is rot allo;.Yed.. Other Volunteer Expe.13es : Modest out- of -yc^ CIl et expenses related to project activi ti es. Una.11o e Coast. Items: Audits Buildings and /or land Conferences for Volunteers Consultants Contingency Funds or Reserves Dues for membership Entertainment Equipment or supplies for Volunteers or assigment uonoraria Hospitali nation( Except when kncluded as a fringe benefit in personnel policies of the SPONSOR organization) Insurance (Public liability insurance for SPONSOR, for personal vehicles of Volunteers or staff, health insurance for Volunteers) Interest and Cost of Fund Raising Pay to Federal aiployees Purchase of Sedans Stipends for Senior Volunteers Staff of SPONSOR or Volunteer Station, Admirlstrattve or Supertrisory Tra.nspor -ation for Volunteers on Assignments SUPERVISORY CO:MI 2 REPORT January 1979 1. FINLOCE Fill out FICA xenorts a3ch quarter See that FICA chacss are deposited in First National Bank Fill out 990 report for Internal Re enue Zee up ' azt boo fo easy ac( - to a! a''JC)v forma1.io P - out annual With holding f� and malle# report Signed reports and forms mailed to Action Did not s Check f inancial reports nor work with treasurer. Nor oversee bank accounts. 11. PERSONNI M Set lap time sheets for personnel. Keen record of vacation and sick leave time earned & taken. Setting up book for permanent record of vacation and sicl leave. Prepared Personnel Practices as instructed by BCCC with only the :suggested changes mada. Asked for but have not received a report on speeches and meetings attended in offs ial capacity. Sarved as liason between --Ei tations and Director when needed. 111 GEINERAL Attanded RSVP meetings. COII+I'PEE only met and discussed P ersonnal Practices, comp time that was presented to BCCC. The value of the commit tea 3.s�ilie reports and information needed by BCCC can be prepared and approved by the committee . As Chairman, when I an out of tom, Agnes Boren assumes the duties vhat I de. PERSONAL CO MTSs Feel that Supervisory committee should receive The minutes and other pertinent iniorma.tion from BLC^ and RSVP, Uou d li xe to bo on record as saying that BCCC should assume all responsiblity for Finances and Personnel. No other Advisory rt)mm1ttte in this co ".unity assumes this responsibility and BCCC is the organization responsible to the Fedarai Government and this ctiALuun ty. This can be done through appointed commit tees, or at- open meetings .7 ins }i tton done b� Suvarvisor e y Committee or however you Irish, bat do d eal +,r a �: we are gat Dut of wrier at the present time. r 2. RSVP RELATIONSHIPS WITH SPONSOR AND ADVISORY COUNCIL Brazos County Community Council 1. BC3 is the RSVP sponsor and gov. erning body, ultimately reso hle for fI ,cal and leqal func tions of RSVP. 0 2 a 3. M 5. The BC3 Executive should be a non- voting member of the Advis- ory Council. A BC3 Board mem- ber should also serve on the Ad- visory Council and may be a vot- ing member. Neither representa- tive is eligible to hold office in the Advisory Council. BC3 designates RSVP Director to develop and maintain daily oper• ations. BC3 also maintains a working knowledge of RSVP pro - gre-s, receives and reviews re- ports. BC3 employs and dismisses RSVP Director with advice and assist- ance from Advisory Council and concurrence from ACTION. BC3 delegates authority to RSVP Director for day -to -day program management. Advisory Council' Advisory Council is the working arm of the BC3 and functions in an advisory.manner. The Council is specifically authorized to set its own rules and perform the annual RSVP evaluation. Council representative is designat. ed to provide liaison with the BC3 and to attend the BC3 Executive Board meetings. Council supplies coordination, ad- vice, and assistance to the BC3 as necessary. All matters referred tc appropriateX Council Committee witf recommendations then being acted upon by the Advisory Council. Council supplies advice and assist ance to BC3 in hiring and dismisse of RSVP Director Council supplies advice and assist ance to RSVP Director on program planning, staffing, and basic loca policy decisions. RSVP Director Director maintains project opera- tions and supplies necessary tech- nical assistance for the Advisory Council and BC3. Director is non - voting member of Advisory Council. Attends meet- ings of BC3 Executive Board. Director is ex- officio member of each Advisory Council Committee and provides resources as neces- sary. Director hires and dismisses other RSVP staff with advice and support of Advisory Council. Director relies on advice and sup- port of Advisory Council. Directo3 functions in hiring and supe of staff, recruiting volunteers, assisting in generation oP local re sources, preparation and maintenanc of fiscal. and program records rind reports, becoming actively in voly- ed with community o.r.dan:izntion: anc Continuation of #5 6. BC3 should work in cooperation with Advisory Council and RSVP Director in securing local fin- ancial support. Advisory Council cooperates with BC3 and RSVP Director to secure local financial support. v Prepared by: Shirley Plapp RSVP Director aging problems, the Senior Volun- teers, the Volunteer Stations, an the planning and development of a phases of the program. RSVP Director works cooperatively BC3 and Advisory Council to secui local financial support. December 12, 1976 Brazos C"ount Excout Board! Broken Line Indicates Advisory Capacity c) an'! Dcecutive Director I F RMA "TION R 3 V P 7 R 3 V P & PROJECT ADVISORY REFERRAL OFFICE OFFICE COUNCIL Supervisor Project Director L L Broken Line Indicates Advisory Capacity ORGANIZATIONAL CHART "A" . Brazos County Community Council Executive Board BCC Supervisory Committee o 'r 1 INFORMATION REFERRAL OFFICE Supervisor Executive Director R S V P PROJECT OFFICE Project Director _J { R S V P } ' i t ! ADVISORY t COUNCIL t # t L - _-- , --- - - - -_J Broken Line Indicates Advisory Capacity Policy recommendations and major actions of the RSVP Advisory Council will be reported directly to the BCCC Executive Board. Routine matters such as regularly filed forms and reports and other - miscellaneous items will be submitted by the RSVP Project Director to the BCCC Executive Board through its Exective Director -cr Supervisory Committee. ��L*�79 C _. .. _ ev BRA?OS COUNT' COMKfTJI ITY COUNCIL The Brazos County COMMUnit-* Council board met at noon on June 11, 1 979 in the regular meeting room. Mr. Eldon Calloway presided. Others in attendance were Mr. D.A. Anderson., Ms. Willie Mae Dolla.hite, Mrs. Topaz Hughes, Mrs. Lila Lane, Dr. R.D. Lewis, Mr. Walter Manning, Mr. Pat Newton, Mrs. Judy Phillips, Mrs. Shi.rlev Pla.po, Mrs. Laverne - U ner, a.nd Mrs. Aline Snyder. Dr. Lewis IMG0IED minutes of the May 14 meeting be approved as mailed out. Mr. fanning seconded. MOTION PASSED. Mr. Manning presented the Treasurers s report for the period ending ill - lle 3. Balance on hand was , �2, 677.77 and for Community Action funds was ;418.39. Mr. Anderson MOVED accepting the report. Seconded by Mrs. Lane. MOTION PASSED. A copy of the report is attacned to the original of these minutes. Mr. Anderson pointed out the possibility of the Varisco Building's being sold.. It was agreed RSVP and BCCC should be aware of maybe having to relocate their offices. Pars. PlapD gave the RSVP Financial Report for May. A copy is attached to the original of these minutes. Mr. Anderson MOVED accepting the report. Mrs. Snyder seconded. MOTION PASSED. Mrs. Skinner gave the I &R report for May: 77 individuals served. 180 van rides, unable to assist 6 because of the usual lack of funds, 851 incoming calls, and 306 outgoing calls. There are two vans in use. Mrs. Plapp distributed RSVP Personnel Practices as revised March 12, 1 979. A copy is attached to the original of these minutes. Mr. Calloway distributed Chart "A" proposed by the ad hoc Organiza- , tioral Structure Committee. He expressed hope the I &R and RS offices will furnish specific ,job descriptions and a functional chart to employees to prevent any future misunderstanding. He read a letter from Mrs. Colleen Batchelor, RSVP Advisory Countil Chairman, proposing the addition of the following explanatory rote to the organizational chart: "Policy recommendations a.nd major actions of the RSVP Advisory Council will be reported directly to the BCCC Executive Board. Routine matters .9o.ch as regularly filed forms and reports and, other miscellaneous items will be submitted by the RSVP Project Director to the BCCC Executive Board. through its Executive Director or Supervisory Committee." Mr. Anderson MOVED ao the Organizational Chart with the addition of t%i.e =- rnla,na,_ tort' mete. Seconded by Dr. Lewis. MOTION PASSED. sirs .. M ivle presented the proposed BCCC budget for the year beginning July 1. Copes will be available at the next board meeting. Mr. Anderson H2O "7AD acccptin the tentative budget. M2T s. Snyder swconde.l. MOTION PASSED. -2•- Mrs. Hughes distributed copies of the Brazos County Mini- Directory of Services and Activi ti es for 0*1(ler Persons. Tae cos c of yo zbi i,.3tion was $169.20 for 3,' NO copies. Lairs. Plapp led discussion_ or. the "2978 -79 HST.TP Advisory Council Evaluation," a copy of which is attached to the original of these Minutes. Mr. Calloway thanbed the board for its cooperation during his term as President and assured 'Dirs. Lane of his and the board's su- pport. Respectfully submitted, Judy Phillips, Secretary i' �i,T 1 "IEI ETINC : July 9 RETIRED E€�IDR VOLUNTEER F GRAM of the Brazos County Community CouriCii Room 310 Varisco Building - Bryan, Texas 77801 713/822- 2712 ---- 823 -5543 PERSONNEL PRACTICES Revised Febuary 9, 1981 1. Salary and Fringe a. RSVP staff salaries and fringe benefits shall implement those stated in the RSVP annual grant application as approved by the BCCC 17> Board and author ized by ACTION. b. Following the termination of an RSVP staff member, compensation and benefits shall be reviewed by the BCCC Supervisory Comid.ttee before employment of re- placement staff members. 2. No Compensatory Time shall be allowed for members of the RSVP staff. 3. Staff Leave a. Annual leave shall number 10 regular working days per project year to be taken during that project year. Following one month of continuous employment, staff will be eligible for accrual of six and two thirds hours annual. leave per month which may be advanced, with administrative approval, or accrued during that pro- ject year: Beginning with the fourth year of continuous employment, eleven days annual leave shall be granted For each year of continuous employment thereafter, one additional day of arrival leave shall be granted up.to a maxium of 15 days total annual leave to be taken during that project year. The project staff shall stagger annual leave with a notification of such planned leave to the BCCC Pre- sident or his /her designee, and the RSVP Advisory Council Chairman. A monthly record shall be kept by the project staff. b. Sick Leave shall number one day per month and may be advanced or accrued up to 12 days for each project year and may accumulate up to 30 days. C. Holidays shall number 10 days per year for each project year as follows: 1 . New Year Day January 1 2. Presidents' Birthday 3rd Monday in Febuary (OVER) %. Council. The BCCC Executive Board shall arivaly approve these policies. 8. These policies . shall be in accordance with ACTION policies and the annual act in - istration of the grant as approved by the BC^: �cecutiv: Baard and authorized by ACTION.' 9. Amendments to these p.o1 Gies may be approved by the BCCC Executive Board at any time during each project year. REVISED AND APPROVED BY BCCC EXECUTIVE BOARD F'EBUARY 9,1981. Lila Lane, President Brazos County CorrglKity Council RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 — 823 -5543 1982 RSVP RECRUITMENT PLAN 1. Expand numbers of senior volunteers from 415 to 455 2. Maintain level of male senior volunteers at 20% 3. Maintain ethnic level of senior volunteers at 35% 4. Achieve a retention rate of 90% 5. Schedule an event to stimulate recruitment - 6. Implement plan by employing following recruitment tools a — Revise yellow Information Statement and distribute to physicians, dentists, Social Security Office, senior centers, etc. during Febuary. b. Survey current volunteers for referrals via mailing in mid - March. c. Disseminate volunteer job opportunities via public service an- nouncements to broadcast media in March, June, September. d. Continue monthly volunteer column in Eagle. e. Submit regular articles to newspapers f. Select and train a Recruitment Task Force of senior volunteers to assist in recruitment. Training scheduled March 10, 3:30pm. g. Hold an RSVP Day September 30, 2:00pm to attract senior volun- teers and their friends for purposes of recruitment(planning meeting on July.7, 3:30pm) { RSVP ORGANIZATIONAL. FLOW CHART 1), aros County Cr:� t;/ — Ex:-'cutive 1joard - - -- — ; .B.000 Supervisory Committe 3 or ; Executive Director INFORMATION R S V P � R S V P i & PROjECT ADVISORY. FEEFC RRAL OFFICE OFFICE f COUNCIL. Supervisor Project Director Brckan Line. Indicates Advisory Capacity Policy recur- ,emendations and major. actions - of the RSVP Advisory Council will be. reported directly to the BCCC Executive Board. P.ou tine matters such as regularly filed forms and re;norts and other miscellaneous items will be submitted by the RSVP Project Director to tht: BCCC Executive Board through its Exective Director or Sup c=rvisary Co. { {it tee . 6 tz170 ACTION SPONSOR QUARTERLY PROGRAM REPORT OMB NO: j 16 -R0289 - - -- - - -- Expires: 1/31/78 Instructions This document should be completed by Sponso's of ACTION programs and filed in the ACTION Regional Office at the end of each project quarter. Complete those sections appropriate to your organization as indicated in subsequent instructions. Dates of Reporting Period 0/1 / 81 — /81 Date of Report Jan uary 6, 1 Name of Project RSVP of the Brazos County Community Council 340 - 6146/9 Project /Grant No. Address 310 Va risco Building Bryan, Texas 77801 ACTION Programs Covered By This Report (Check) ❑ VISTA ❑ FGP ❑ SCORE ❑ ACV ❑ SCP ❑ ACE ❑ UYA ❑ RSVP ❑ OTHER Person Completing Report Shirley Plapp RSVP Director 713- 822 -2712 or 8 23 -5543 Title Telephone PART I — VOLUNTEER AND MANHOUR STATISTICS be completed for the VISTA, ACV, UYA Programs VISTA ACV UYA 1. Number of Volunteers on- project beginning of quarter ........... 2. Number of additional Volunteers placed this quarter ............. 3. Number of scheduled terminations this quarter ................. 4. Number of unscheduled terminations this quarter ............... I C� 5. Total number of Volunteers on- project at end of quarter.......... ACTION Form A -568 (3/74) B. To be completed for the Foster Grandparent and the Senior Companion Programs. FGP SCP 1. Total number of Volunteers serving at the end of the quarter (includes those FGs or SCs who may not be serving on the final day of the quarter for reasons of scheduling, illness, etc . ........................... ............................... 2. Total number of manhours of service this quarter . . . .. . ..... . ... . ............ . 3. The total number of individual volunteers that served this quarter .............. . .. 4. "f he total number of individual children served by FGs or adults served by SCs this quarter ............................... ............................... I . 5. The total number of persons aged 60 or over served by Senior Companions this quarter .............. C. To be completed for RSVP 1. Number of Senior Volunteers at the beg'nning of quarter .... . . . ... . .. . . .... . ..... . . . ... . . . 3 9 g 2. Number of new Senior Voknteers this quarter .... . . .... . . ....... . .... . .. . ................. 1 9 Numi,:r of Senior Volunteers withdrawn this quarter ......... . . . .. . ...... . ...... 2 4 Number of Senior Volunteers temporarily absent this quarter .....: 0 l 5. Number of Senior Volunteers serving at the end of this quarter .... . ........................... 4 15 v. Total number volunteer hours of service this quarter ......................... . 27 2 y4 7. Number of Volunteer stations . . . .... . .......... . ............ . . .............. . .. . ....... 35 8, Number of Volunteer stations withdrawing this gjiarter .... . ........... . . . ...... . 9. Cost pf r hour of Volunteer service this quarter .;. ........... . ........... 10,a Federal Expenditures 8,289.13 Projected Match Actual Mctch 1 pgatc� NF Expenditures 5,055.07 59% 62/ 58.4% Total(esti 1 3,344,,20 41% 3. 4 1 , 6� 1 U 0 7 1 00% 1 nn,? ' 7 wlW.«.M..'r'�VriO'�•r_♦ r-. '�' ' /\ - .;, Li ,r_ ! ' ;c; : • � n�f-';k��: of • ( I + c,;: �cr:wn;.o:: •;,;- ;�a,�nhc�ut� • iU' :�) ..•./ ~�.._ w,.. ,'c6n • » �' � Li 1�•.'Li� � • f • V.I.~ iV 4 f �✓+ "• J ' 1 . .r ''`�`'��';._ ;:�. a• - :: c:�-. :� xo n r�o "le vo un- 1 �';'�- vas: SV' 2 e •! W+ 4 tx , 1 8 new 5V a ' 9� Hein SV4; _372 'i + r.. , trtl. a . r� :.:, n ! + .. � � o f a n .a lJ V4 �. .. i •J cnc' Li i ' 1 Q nevi SV 1 5 ' new S \ r '' . .103 • new SV s . 1 1 6 19 new Sv ; o al no SV f 5 19 new SV's; 415 total for year(65new) ti u,;, a S5� /� 1 s� _QtW .'��2��: s 3 V 3�V��'s ?nc' ' - 'r 339 S. V. 335 SV's 4t-h Q*' 353 S V. 352 SV's - ar ro 919 9% 98.7 0 J"Ict 1'W� 4'L•'n Q 9g..5% .. t 21 2 1 rro ` 21 `f V l4tin (ti 22� i 3x3 Q,`M Aug 26 25 people attended of which . five U +r -.:re recruited. !! `�t `:' `!. ": �. ��= U ('•� i,1' X3;1 4b. /u I. ' i"h. 1 n; l,. i ti. C:';'. ,.'i 41 j � �... .. - ..... .. .. .... ... .. ... ....i. .. ._...•... ......+u.ww�..w+I wrw�IP i1... i•• r ..... ...t1 .. .. .. , 1 1 ' I 1 1 1 ' i ./ 1 •11 1 11 � 1 � � . w�.rw. , rww._..�. �_..w_ ................ 1 ....._.Iw.�_ .w.Vww.rw,.w..�.....,..r..w•. w.w.r.w r rw w.r ....•.. . .w.ww_+..wr.w...- .•.....•.•�._ r.. w......-. ww+r.-' w•.. .rw./w.....w.._...�.•_.._w�.. -. r...w..� ��C'i �1: 1 . 1 n 1••. (7.' 1 "r ;• ' /�i•'r ,. '•' C:� r:GC. ^.4'liS:. }:�'r:����•!1' e+l ,. .`,:,1_�a�•�ni.,.,' �ww.rr .�.wrr�w...w�.w._rw...� _.. w.�.:.._......_..._!y __._ .... •. .mow..._._...... .__...�_ • 1 _. /' \� 11 =• V 1. + = • 1 1 ......._w� +w... -.... www� Ir w n r.�.�.w... w._w .....m.ww�.w M1N.t+w�.w Cr. u.�l • :L V G 313 actiwv'e SVj ; 0, 1 92 houvi r - I SV t:i f;rJ1 ^' M � L. al guar'.' 328 active SV's; 23,466 hours 2d e l, SV t 335 active SV's; 26,000 hours C V I S V 352 active 5V s; 27 hours � hrr ^ T 1 � Total for year. 96,845 hours 1 1 4 1 1 1 1 1 i � 4+ j 1 I 1 i 1 i. . M L maintain cmim. u n a. c o n a vc I.. 4 0 volun' tcc. U n d e z L-1 nmc- n t3 kq ith 7! c y c n A n o , Ev Nu. i-rition Cjax. I r fi r . - C% ACC L CS 3S S 2nd 40 S-Lationr:. 38 5 - L a-t i o n s 35 Stations; 49 Stations for year 17 1 6 -rcnegoti.o - ew 10 S I 10 5 V S.. 9 SV s. 3r C a. SvIs ACTUAL C t "cC'i IV..Q r; n t 7 0— t . � 1 , i J d f ..... : . 1. 1 ` ._ �J : u • I v o J_ u n t c r .4 a - �• each V)1 C'' f 1 �� c - (1 � • r 18 Z eJL V < P11JiJ I I 1JL� CA. V i. rl UiJ C u*h 2n6 O i n terv iews n terva 16 interviews 3, c ^•��, 19 interviews V V 4 h ^.• 19 interviews .. • �w - - ;� & a s s a. g n m c n �c 'i s: Q VT IS p)- acMerr t4 9 �. P- iaceflWAtA 2nd "'c ^ 1 0 placements 16 placofnents 3w ,. 19 placements y> 4 t 4 t] 19 placements "J 0 r, rr V- awnyng ., �) v V l.7 J am 23, Fe 4&12 1 1 ^cup pSO j CC'G .. _ - - 2nd ^�'�:e Apr 21 , Jun 29 Aug 2 ept. 1 2 15 ', k C�'�; -, Dec. ' ;4 i;C1�p i o7' SuDCr,• ne;c P. 34 ` _... _.ii:', ;t•� . , a �trt.clod; attached parson Evaluation ggr.nda & �rJozksl-inp '. d 6. ?� ^'G� 3i n ACTUAL "o �: � �� v.o? un-,s�e= oa inCs Gk CC. 4 �nua.:a •L•hr�u�h� .co M ^_ocn_�w.1 ovC'1 0 fC SV's 0U -,,h� pyanr,od yac: ; ,;' ... •^ May 6' 1981 .2nd , May 1 3; appx•�.... 1 5 i ;tended .+ • Jo a r, L i3f v J ,•- �� C_ t� �1o�s r estivaa Cnd M ; •y;: ,p 3rd or 4`ch 'crr ,1r I • i . . •. w c� co sc;onsor.ed by octobcr 3, 1981 Oct. 3; 900 attended from seven county A -: 0.1.!1or region _ r v _ n'^ vn,r1r� nn V;1C e1..dc— y • •'. i .. ' _ ^' C,,•;-;� �''� Sept 24' 1931 `209 .attended 1 fli.h Pinniversary Banquet Chr.i.strttas Party Deb. 16; 205 seniors at- tended: CO 53 0 U 11 UL;J� LVU UU 4 L1 Station Evaluation, S. Advisory louncil Evaluation A N. 0' p E . 1 V b ACTM- d V L C' 3 Z C u u's . - 6 - V - der -c m, C r . ' 'Q J anuary J.cd Jan. 6 Cou ncil mombers or-LCIII, 0 T T Th2 Y Y c r r 2nd Q t 11 v, 3rd ' � 4th Qtr.2; L n'7 oricntaLion Social Bylaws , Rocrul 7 1 jq Evaluation Recognition , Orientation,, l Qtr) 11 3rd- C CIt-r*, R Recruitment, Recognition (3rd Qtr.)� 4th Q Qtr N Nominating and Social(4th Qtr) V IZ ILI il E Evalua "tion coiiipleted-, see a.ttachc;d -P %1 1 4. 1 4 - L1 Station Evaluation, S. Advisory louncil Evaluation �•'r+,\ ••; `�;1, rs.`•r. . � ` if � I�.�� 1 .I ��•t. ..�..— . +.�.r............w w .. -... ........ ......rwr• w.r..r•w.r.� w. .. .. .... r...w.... • �r _.r. ...... ........ .......�........... � �...- •,.w. -� `"""�'�"'� •�"�� ~�w � i i 1 � C J �r lt..,. . r.c v I 1 U 1 1 1 1 0 0 ✓J C C I I V r r' Qr fh� l .....� +.r...r.. .-. �,1..•r,•r�. f w �.w.,.r,.. � .. - ........_..._..��._.. _. _ ......r...w....... _ -- r ' - .- .r.. ..- I 1 , .. �� :: ram p.eW v 0� un— ,, ,.1 : ~r ; -- of 59/41 ;a'� C?�� 5c;,9i4]. a� �ha�i �•�ch .�..�, ncl 57/43 .4 53. 3rd ;�x . 62/38(4th Qtr);. 58.4/41 .6(Year) lit �?ri:r ��: •�d•r vnlunco:3r �i0Ur, 61 .G 1 .. ry, •u x ' 48 8o(4th Qtr); •• 56 10(Year) • ' 1 1 1' • U � QV w 1 � �, �_ , `. . -----'- 4. Indicate recommended or planned action(s) to alleviate the problems described above. N . A . 5. Explain progress toward assumption of program support by local community /organization (funding, facilities, administration, etc.) NON —FED INCOME 1/l/01-12/31/81 79 -80 Non —Fed Fund Balance ----------------------------- � 1,053.75 State of Texas ------------------------------------------ 10,077.00 United ----------------------------------------------- 3,504.06 Brazos County --------------------------------------------- 1,800.00 City of College Station ---------------------------------- 1,500.00 Astin Foundation ----------------------------------------- 1,000.00 Church &. Civic ------------------------------------------- 1,555.00 RummageSale ------- 215.28 Individual -------------------------------------------------- 58.00 Inkind --------------------------------------------- ... —_ - -- 3.034.70 Total $ 23,797.79 6. Describe any additional significant factors, situations or conditions that you believe should be considered in evaluating the progress of this project. See attachment of Special Events and Activities. Ne f GSA DC A 75.9.140 PART III — VOLUNTEER TRAINING (To be completed by all Sponsor /Grantees) A. Pre - Service ACTION Number of Program Dates of Training Total Hours Volunteers Trained Re crtmt. Presen. Nov.5 to N.A. _ _ 1 to B. In-Service ACTION Number of Program Dates of Training Total Hours Volunteers Trained �r Li ght for Blind 1 0/27 ,11/ 24,12/2 4'— 29 Pa cket Stuffers 1 2 1 4 t N.A to C. Comments (Problems, effectiveness, Dec.; Volunteer etc.) See attached Volunteer Station list y 158 Columns for Oct. , Nov. , PART IV — RESOURCES DEVELOPED (Include only those resources directly generated by the activities of ACTION Volunteers for VISTA, ACV and UYA). $ Value Source Description 1. Grants /Contracts etc. 2. Cash i 3. In -Kind f GSA DC A 75.9.140 RETIRED S ENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 — 823 -5543 ATTACHMENT TO QUESTION SIX Special Events and Activities 10/1/81 Staff participation in training for Seniox Olympic Judges from Texas A&.M University 1016181 Staff and Volunteer participation in physical fitness demonstra- tion before College Station Community Education senior program 10/19/81 Staff attendanceat volunteer nursing home training 10120181 Staff attendance at United Way Seminar on "Budgeting for Small Agencies" 10121 /81\ 11/18/81�Staff coordination of monthly Pooh's Park free recreational ac- 1 2/1 6/81) tivities for elderly 10/22/81 Staff attendance at volunteer nursing home training 10/23/81 RSVP presentation to Texas A&.M Sociology class by staff and volun- teers(4) 11/5/81 Staff presentation to LULAC /Oakhill residents 11/12/81 Staff participation in planning session - For local Altrusa. Club's workshop for seniors and their adult children 11120181 Staff attendance in Pooh's Park Coordinationg Committee meeting 11/30/81 staff attendance at County Budget Hearing 12/1/81 Staff participation at meeting of Mayors' Committee on Employment of the Handicapped 12/9/81 Staff and Volunteer(3) participationin planning meeting of Exten- sion /Aging Committee 12/11/81 Staff participation in Pooh's Park Coordinating Committee meeting 12/18/81 Staff meeting with incoming Advisory Council- Chairman to plan for 1982 year RETIRED S ENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 - 823 -5543 RSVP ACTIVE VOLUNTEER STATIONS January - December 19i� 1. American Association of Retired Persons 49. Years for Profit 2. American Red Cross Bloodmobile 3. Arts Council of Brazos Valley 4. Baptist Student Union Tutors 5. Bryan Independent School District Library Processing Center 6. Brazos County Adult Probation 7. Brazos County Health Unit 8. Brazos County Juvenile Probation 9. Brazos County United Way 10. Brazos Residents Against Drug Abuse 11. Brazos Valley Geriatric, Center 12. Brazos Valley Museum 13. Brazos Valley MH /MR 14. Bryan Hospital: 15. Bryan Library 16. Community House Girls Club 17. County Extension Office 18. Crestview Retirement Community 19. Crisis Hotline 20, Department of Human Resources 21, Financial Counseling 22, Friendly Folks 23. Friends of the Library 24, Girls Club of Brazos County 25, Gulf Coast Legal Foundation 26. LULAC Oakhill Village 27, Leisure Lodge 28. March of Dimes 29. Maroon &. White Corps 30. Mayors' Committee on Employment of Handicapped 31. Medicare Jazz Group 32. New Light for the Blind 33. Pen Pals 34. Pooh's Park Coordinating Committee 35. Precinct #3 Volunteer Fire Department 36. RSVP Office &. Advisory Council 37. RSVP Quilting Grdv�- 38. Reading Material Distribution 39. Roadrunners 40. Safety City 41. St Joseph Hospital Pink Ladies 42. Senior Citizens Cheer Up Club 43. Senior Citizens at Faith United 44. Sherwood Health Care 45. Stamps for Food 46. Telephone Reassurance Service 47. Telephone Contactors 46. Texas A&.M University Archives VOLUNTEERS Bryan - College Station Eagle Sunday, October 11, 1981 Volunteers are needed for a Volunteers will need to lift yours for the asking. variety of services to local non- heavy boxes of stored food. 1 -1 profit organizations and ages- E -2 ties. This listing of local Public school library in volunteer opportunities has HANDICAPPED Bryan needs clerks three to been organized by the Retired Be a reader for visually han- four hours weekly to file cards, Senior Volunteer Program dicapped college students at cover books with plastic jackets (RSVP) to whom inquiries undergraduate or graduate and type cards and pockets. A should be made. Persons in- level for 10 hours each week. supply of new books for terested in the volunteer work Other duties include assistance children are waiting for you to listed may call the RSVP of- with library research and test process them. fice, 822 -2712 or 823 -5543, administration. Small stipends 1 -2 from 8:30 a.m. until 5:30 p.m. available. Monday through Friday. F -1 NURSING HOMES Each volunteer service is A volunteer discussion leader identified by a code letter and HEALTH CARE is needed one hour weekly for a number. Use this code to tell Hospital auxiliary requests ,; current events presentation and RSVP the service for which . volunteers to work at the in -,', discussion with residents. Time you're volunteering. Persons - formation desk for a three - ; and duties required include one affiliated with non - profit :;, hour shift weekly. Volunteers hour Weekly for preparation, organizations seeking will provide directions to one hour weekly for presenta- volunteers may also contact rooms, deliver mail, assist with tion and discussion, one hour RSVP, admissions and dicharges, Pre -: ' monthly for volunteer , in- service training provided:' - ' service training. A one -year CHILDREN If you're a practicing grand- mother, save some of your hugs and kisses for three- to four - year -old children in a child development. center in College Station. You can share your love and affection with the children by reading stories and helping with educational puzzles and games. Work times are 10 until 11:30 a.m. any weekday. A -4 Volunteers are required to pro- ,commitment to this position is vide own uniform and con - ` encouraged. tribute $5 in annual dues. 3 -1 G- I Volunteers are needed to prepare and present educa- tional programs on sickle cell anemia to civic associations, churches, medical groups. A four -hour training, session will be held in Fort Worth in mid - October. Additional future duties involve holding a screen- ing clinic and eventually organizing a local chapter of the state Sickle Cell Associa- tion. G -3 You can be a teacher aide for two- to three - year -ol,d children, two hours, one to two days weekly. Times 9 until 11 a.m. on Tuesday and Thursday and 8 until 10 a.m. or 10 a.m. until 12:30 p.m. on Wednesday through Dec. 12, A -5 FOOD SERVICES Six volunteers are needed to inventory food warehouse. One -time project will take group three to four hours to complete. Duties include mov- ing, inventorying and rearrang- ing stored foodstuffs. LIBRARIES Archives assistants needed weekly in College Station for three- to four -hour shifts dur- Ing regular working hours to type and file inventories, ar- range historical materials in subject and chronological order. No previous experience necessary except dependability, interest and a willingness to learn. Thousands of feet of un- processed historical records are Mealtime volunteers are re- quested daily from 12:15 until 1:15 p.m. and 5:30 until 6:30 p.m. to carry trays to residents, arrange residents in eating posi- d on, feed residents as necessary. Four hours of train- ing are required before assign - ment'begins. A one -hour mon- thly volunteer meeting is held. A one -year commitment to this assignment is preferred. -2 "Special Friend" volunteers needed to visit residents a minimum of one hour weekly to establish a one -to -one rela- tionship for a duration of six months to one year. A monthly one -hour training meeting for all volunteers is required: J __1 Do you have favorite book chapters, poems, etc., that you never tire of re- reading? You can share some of your favorite readings with a group of senior citizens by reading aloud to them every Wednesday from 7 to 8 p.m. J-4 SAFETY Several volunteers needed twice daily as crossing guards for College Station school children. Times are 7:30 until 9 a.m. and 2 until 3:30 p.m. Training will be provided. K -1 TRANSPORTATION Use your own car to provide weekly transportation for senior volunteers to transport small groups to regular volunteer assignment. Drivers will need valid drivers' licenses. Time required is one to two.. hours weekly. Insurance and mileage reimbursement provid- ed for drivers 60 years of age and over. M -2 YOUTH Volunteers are desired two hours weekly, after school, to assist with youth arts and crafts program for boys. Duties in- clude planning and supervising activities, maintaining atten- dance records and selecting outstanding achievers. Special training is available. N-1 if you have a special skill that would interest children in the sixth through eighth grades, you could be a skill- demonstration teacher for a weekly one -hour elective course. for small groups of children for four to five weeks. Examples of skills needed include soap sculpture, simple electrical repairs, simple car repairs, chess, cooking, crocheting, quilting, applique, telegraphy and Morse code and elemen- tary carpentry. Classes will be held on Mondays from 2 to 3 p.m. beginning in mid. October. N -2 Volunteers are needed to work with international organization for girls, ages 6 -8, 9 -10 and 11 -13. Duties include administration, arts and crafts, educational . projects and special -skill consultation in photography, careers, auto maintenance, cooking, etc. Hours would involve one hour weekly after- schoot meeting and preparation time, 16 initial hours of training and one mon- thly two -hour meeting. Con- sultants require seven to eight hours monthly, several times a year. N -3 1 :-,ar- College Station da le Sunday, Novernber.l, 198 OL NTE 'Volunteers are peeded for �a variety of services to local non- profit organizations and agencies. This listing of local volunteer op- portunities has been organized by the Retired 'Senior Volunteer Program (RSVP) to whom inquiries should be made. Persons in- 4crested in the volunteer work listed may ca!1 the RSVP office at 822 -2712 or 823 -5543 from 8:30 a.m. to '5:00 p.m. Monday- Friday. Each volunteer service is identified by a code letter and number.'Use this code to tell RSVP the service for +which you're volunteering. Persons affiliated with non- profit organizations seeking volunteers may also contact RSVP. tionat future duties involve holding a screening clinic and eventually organizing a local chapter of the state Sickle Cell Association. G -3 LIBRARIES Archives assistance need- ed weekly in College Station for three -to four -hour shifts during regular weekly . working hours to type and file inventories, arrange historical materials in sub - ject and chronological order. No previous ex- perience necessary except dependability, interest and a willingness to learn. Thousands of feet of un- processed historical records are yours for the asking. 1 -1 THE ARTS Everyone loves to laugh, e s p e c i a t I y i n Bryan -- College Station. Wouldn't you like to be part of a small group that performs short, humorous skits written by a local ar- tist? • And no lines to memorize — only small cards with simple scripts to cue you. This will be a "fun" way to provide a new community service to non - profit programs and institutions. A -1 CHILDREN If you are a practicing . .grandmother, save some of your hugs and kisses. for three -to four - year -old children in a child develop - ment center in College Sta- tion. You can share your love and affection with the 'children by reading stories and helping with educa- tional puzzles and games. Work times are 10 -11:30 a.m. any weekday. B -4 Public school library in Bryan needs clerks three to four hours weekly to file cards,. cover books with plastic jackets, and type cards and pockets. New books for children and youth are waiting for you to process. t -2 NURSING HOMES Mealtime volunteers are requested daily from 12:15. D.m. to 1:15 p.m. and 5:30 6:30 p.m. to carry trays to residents, arrange residents in eating position, -feed residents as necessary. Four Fiou(s of training are re- q uired before assignment begins. A one -hour mon- thly volunteer meeting is held. A one -year commit - ment to this assignment is preferred. 1 -2 "Special friend" volunteers needed to visit residents a minimum of one hour weekly to establish a one -to -one relationship for a duration of six months to one year. A monthly one HEALTH CARE Hospital auxiliary re quests volunteers to work at the information desk for a. three -hour shift weekly. Volunteers will provide directions to rooms, deliver mail, assist with admissions and discharges. Pre - service training provided.- hour training meeting for all volunteers is required. J -3 TAX ASSISTANCE Income tax time is ap- proaching. New tax laws will go into effect. You can help yourself and pass on vour skills to benefit others . <n4- :>T I 2E Aryan-College Station E agle Sunday, December6,'198 Page VOLUNTEERS Volunteers are needed f or your hugs and kisses for ingness to learn. Thousands four-year-old of feet of unprocessed a variety of services to . local non-profit organizations three-to children in a child develop- ' historical records are yours and agencies.. This listing of meet center in College.Sta- for the asking- local volunteer OP- tion. You can share your 1-1 love and affection with the portunitie'& has been organized by; -,th e Retired"" children by reading stories NURSING ' Senior Volunt*_.�Program and helping with educa- . , Beauty shop volunteers (RSVP) to w 'inquiries. . tional puzzles and games are needed in a local nurs- , should be mad6% Work times are 10-113 ing home for three hours ': Persons interested in the a.m. any weekday. t every' other - Wednesday volunteer work.:fisted may B4 morning. Duties include call the RSVE"6ffice.at, 821- any or all of the following 2711 or 823-5543 from 8:30 DRUG ABUSE shampooing, setting, cut- a.m. t 5. ."P.m. Monday A newly organized local. ting, manicuring and giving through Friday. group 'is seeking volun ',permanents. Professional Each volunteer service. is. to work in combating drug experience as . a beauty identifiedi by a code letter abuse. Duties include phon OP erator not required. and number.. Use this code ing for meeting reminders, Training will be provided as to tell RSVP the service for giving telephone advice and necessary. Volunteers are, which you're=. volunteering. para-professional, counsel- asked to attend a one hour af filiat with 'non Persons ed abuse, ing for.. drug rs, weeting-m Onthly at 10 a.m. — kin profit organizatons seeking -Pnepax—Iftro-ews -articleg--a nd on the first Monday. volunteers may also contact announcements for ,,; p rint 4. -RSVP , I I and broadcast media, — h public presen-., assisting with '�schools, ctvlc TAX ASSISTANCE, rations' at THE AR Everyone l6v�� to laugh, — tc-'Training Income tax � time is ap -, `c pr6aching. New tax laws especially in, Br I yan- ollege�- especially- C Station.. Wduldnl you like provided. Two three. to, int . effect. You can • volunteers are -needed in ' w ' ill 90 0 - _ .- be 6tVi all group. f and pass on itially who can. work ei ght help yourself a to part that pe' f - �s-%shbrt,�_t r m to-ten hours monthly_� your skills to benefit others in the community-by humorous skitt Written by a ' no_li`e'& local four local tax seminars artist? I , , I , , one} s mall " memorize+w-_ mall 41. - 0 S 'l , t l' - �%'-_ , �V , 11BRARIES i early January which will a Aives assistance need- provide the "how to's" for cards withstmple scrip to cue you w be, a;- ' -ed'weeikly.-In College Station, preparing 1981 tax returns. _� "fun" way11 to tivice I . 'for three -hour. during. ".- Following the training, each volunteer will be asked to new community to non-profit programs and— -regular weekly working ' hours to type and f ile inven- spend four hours weekly • institutions. tories, -arrange historical between Feb. I through: in. April 15 assisting communi and A-I materiaR subject chronological order.: No ty residents in income tax CHILDREN previous exper.L ' c.e preparation. Local travel - .j d ep e n reimbursement is available If you are *.-practicing stave some of grandmother, A necessary .-except., dability, interest and a will- K-1. 41A- 1501 Laura Lane College Station, Texas 77840 June 24, 1982 Mr. John S. Rogers, Chairman RSVP Advisory Council P. O. Box 2657 Bryan, Texas 77805 Dear John: The American Civil Liberties Union has a telephone listing, No. 823 -5543 in the November, 1981, Bryan - College Station telephone directory, on page 18. On page 92 of this same direc- tory, the Retired Senior Volunteer Program has this identical number listed. This telephone number also appears on the letterhead of the RSVP stationery. The ACLU listing also indicates the Brazos Valley Chapter of this organization is located in the Varisco Building where the phone is located. The Hatch Act makes aid to a political party or a politician an indictable felony. RSVP receives federal funds. I am concerned about this unexplained connection between RSVP and ACLU. We need to establish some facts and take the appropriate action to correct any wrongdoing if it exists. Will you therefore find the answers, by audit if necessary, to these questions: 1. Who is paying the telelphone bill for 822 -5543? Who is paying for long distance calls charged to this number? To whom were they made? When? 2. How long has this relationship existed? 3. Who authorized the General Telephone Company to put the double listing in the 1981 di- rectory? Will you please arrange your inquiry and reply before the BCCC meets July 14 to consider the RSVP 1982 -83 budget? If I can be of any assistance, please call me at 693 -2054. S' cerely, C. E. Gatlin RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77501 713/822 -2712 — 323 -5543 POOH'S PARK COORDINATING COMMITTEE AGENDA June 29, 1982 RSVP Office 1 O:OOam 1. Call to order: Shirley Plapp presiding 2. Minutes of March meeting 3. Discussion of April through June activities at Pooh's Park 4. Revision of Pooh;s Park program scheduled August through December 5. Other 6. Adjournment at 11:00am IQ RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 — 823 -5543 P00'S PARK COORDINATING COMMITTEE MINUTES OF MARCH 19 1982 Shirley Plapp called the meeting to order at 10:OOam. Present were Plapp, Andy Anderson, Flossie Hall, Janet James, Charles Lewis. Janie Velasquez and John Gochenaur were excused. The minutes of the January meeting were approved as written. It was announced that about 45 persons attended the March 17 session at Pooh's Park. Gene Adam and Johnnie Mally provided sing -a -long music for the program. Tentative entertainment for the April through December programs at Pooh's Park was discussed. Entertainment for P Park Sessions April through December April 21 International Student Singers Janet James May 19 Don Buzzingham Square Dance Janie Velasquez Demonstration June 16 La Petite Academy of Dance July 21 Highway Dept 20 min film Either "Festivals of Texas" or Janet James Missions of Texas August 18 Barbershop Quartet September 15 Skate Board Demonstration Janet James October 20 St. Michael's Singers Flossie Hall November 17 Puppet Show Charles Lewis December 15 Christmas Party Anderson requested that Stella Cass be appointed to Committee as Retiree -at- large. Members agreed. The next meeting will be scheduled as necessary by Anderson and Plapp, Co- coordinators. Meeting Adjourned at 10:50am Shirley Plapp Recorder � �r2Cti , � 340..65n8 P ;'W3 -1 2/31 /83 SECTION IV PROJECT WORK PLAN Col umn A Column B Column C GOALS AND OBJECTIVES Planned period of ACTUAL PROJECT ACCOMPLISHMENTS Work and (This column to be completed only when Or PROJECT Accomplishment submitting ACTION project progress report) Gaai 'i To increase the numbers of senior vbl— Planned Year unteers(SV's), continue the high level of SV active strength, maintain good retention rate,encourage recruitment of males, maintain ethnic representation, arrange gatherings for recruitment. Objectives: a. Net gain of 45 SV's 1st Qtr: 15 2nd Qtr: 14 3rd Qtr: 8 4th Qtr: 8 j 45 t b. Minimum active strength of 85% with 60 hrs /qtr /sv 1st Qtr: 399 SV's,23,94D hr .1. 2nd Qtr: 411 SV's,24,660 hra . 3rd Qtr : 416 SV's, 25,080' hr . 4th Qtr: 425 SV's 25500 hr.. 99,180 hr . c. Retention rate of 90% ist Qtr: 90% 2nd Qtr: 90% 3rd Qtr: 90% i 4th Qtr: 90Jo l 3 T . t 1 /1 /83-12/ /83 ' SECTION IV PROJECT WORK PLAN F Column A Colu 6 Column C r GOALS AND OBJECTIVES Planned period of ACTUAL PROJECT ACCOIVIPLISH�Y1ENTS Work and (This column to be completcd only when OF PROJECT Ii Accomplishment submitting ACTION project pr ogress report) 1 Goal 1 (ccn't) Ob j ec 'fives d. Male enrollment 20% 1st Qtr: 20% 2nd Qtr-'20% 3rd'Qtr: 20% 4th Qtr: 200 e. Ethnic enrollment 35% 1st Qtr: 35% 2nd Qtr: 35% 3rd Qtr: 35% 4th Qtr: 35% f. Social gatherings for recruitment .1st Qtr: 3 purposes 2nd Qtr: 3 3rd Qtr: 3 -4 _ 4th Qtr: 3 i RS VP. 340 -6598 SECTION IV PROJECT WORK PLAN Column A Column S Column C j i GOALS AND OBJECTIVES Planned period of ACTUAL PROJECT ACCO%4PLISHlVIENTS OF PROJECT Work and (This column to be completed only when Accomplishment submitting ACTION project progress report) Goal 2 New Initiatives areas To continue to develop new Stations & Planned Year maintain existing Stations, including 2nd some in New Initiative.areas of Long- 3rd Qtr: term Care, drug abuse, literacy, infla- Qtr: 16 -18 tion fighting, programs for youth; to renegotiate Station Memos of Understan 2nd Objectives: 4 -5 3.rd Qtr: a. Develop and maintain 40 -46 Stations 1st Qtr: 35 -40 2nd Qtr: 36 -42 3rd Qtr: 40 -44 4th Qtr: 44 -48' b. Renegotiate existing Memos of Under 1st Qtr: 10 -12 standing. 2nd Qtr: 8 -10 3rd Qtr: 12 -14 4th Qtr: 1 0 -1 2 c. Provide for Station activities in New Initiatives areas Numbers of Stations 1st Qtr: 1 0 -1 2 2nd Qtr: 12 -14 3rd Qtr: 15 -16 4th Qtr: 16 -18 New Initiatives 1st Qtr: 4 -5 2nd Qtr: 4 -5 3.rd Qtr: 4 -5 4th Qtr:. 4 -5 0 lip . i SECTION IV PROJECT WORK PLAN Column A Column B Column C COALS AND OBJECTIVES Planned period of ACTUAL PROJECT ACCOMPLISHMENTS OF ,PROJECT Work and (This column to be complete: only when Accomplishment submitting ACTION project p.-c-ress report) Goal 3 To provide orientation for each new S.V. L acccmpany..on placement inter — v.i °:•is, arrange for Orientation tJork- shop, assist with SV par=;,icipation & training in one -time special assign ments 8 -, group projects Cb j ectivn s . a. Two i,ours for orientation & place men for new SV's b. Orie=ntation Workshop c. Assistance with one-time.assign- men,s a., group projects Planned Year 1st Qtr: 30 hr 2nd Qtr:'26 3rd hr 3rd Qtr: 16 hr 4th Qtr: 16 hr 3rd Qtr 1 st Qtr: 1 -3 2nd Q-I,r: 2 -4 3rd Qt 1 -2 4th Qtr- 1 -2 M RSVP 340 -65 i /1 /•83 -1 2/31 /83 SECTION IV PROJECT 1NORK PLAN Column A Column B Column C GOALS AND OBJECTIVES Planned period of ACTUAL PROJECT ACCOMPLISHMENTS OF PROJECT Work and (This column to be completed only when Accomplishment submitting ACTION project progress report) Goal 4 To provide SV gatherings &. recognition Planned Year events Objectives: a. Recognition. Reception co -span- 2nd Qtr sored by RSVP & County Exten- sion Aging Committee b. Images o'l Aging Exhibit c•o- sp'bn- 2nd Qtr sored by RSVP c.. arts Council c. Senior Citizens Festival &. 4th Qtr i Olympics cc- sponsored by Area Agency on Aging,.RSVP, &. other agencies serving the elderly d. Recognition Dinner 3rd or 4th Qtr i i - RS V P ' a' C - 6 5 9 8 11 12/31 /83 SECTION IV PROJECT WORK PLAN Column A Column S Column C GOALS AND OBJECTIVES Planned period of ACTUAL PROJECT ACCOMPLISHMENTS Fork and (This column to be comp,�tcd only whin Accomplishment submitting ACTION project progress rep Or PROJECT ) Goal 5 To maintain an acceptable cost — sharing Planned Year much cost of cperations per volun— teer hour Objectives: a. Cost Sharing match of 1st Qtr: 2nd Qtr: 3rd Qtr: i 4th Qtr: b. Cost of operations per volun— 1st Qtr: teer hour of - 2nd Qtr: 3 rd Qtr: 14th Qtr: RSVP 34 0 -6898 1 /17'33-12/31 /83 SECTION IV PROJECT WORK PLAN Column A Column B Column C GOALS AND OBJECTIVES Planned period of ACTUAL PROJECT ACCOMPLISHMENTS OF PROJECT Work and (This column to be completed only when Accomplishment submitting ACTION project prcgress report) C. cal 6 To develop an Active Advisory Council Planned Year �•jith good Committee participation, provide member Orientation, implement project evaluation, consider Bylaws revisions for Council structure &. fuction Objectives: I a. Member orientation 1st Qtr b. Committee activities ist Qt c: 4 -5 Comm 2nd Qt c: 2 -4 Comm 3rd Qt t-: 1 -2 Comm 4th Qt c: 1-2 Comm C. Project evaluation .2nd-Qtr.. d. Bylaws-revisions 1st Qtr. ATTACHMENT V R ETIRED -SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/322 -2712 — 823 -5543 RSVP ACTIVE VOLUNTEER STATIONS January- May 1982 Duties* _Vb - 1. American Association of Retired Persons---- 25,39,20,27,40__ __._8 2. American Red Cross Bloodmobile-- ------- - - - - -- 19,32,52-- -'_ -_- __10 3. Baptist Student Union Tutors - - - - - - - 16 - _ _ - _ - - _ _ _ 4 4. Brazos County Adult Probation - - - - - - - 17,20,26- - - - - - 5 5. Brazos County Health Unit -- - - - - - - - 1 8,20- - - - - - _ 1 6. Brazos Residents Against Drug Abuse - - - - - 20,39,40,44 _ - - - 2 7. Brazos Valley Geriatric Center - - - - -21 , 1 , 3, 4, 5, 6, 8, 9 , 1 0,1 2, 1 4 _39 S. Brazos Valley Museum - - - - - - - - - - 19,31,32,39,44,49- - -. 3 9. Bryan Hospital - - - - -- - - - - - 3,5,6,12,21 ,31 ,34- - 5 10. Bryan Library- - - - - - - - - - - - 22, 23 .- - - - - _ _ 6 - 11. CSISD Community Ed Senior Program - - - - � 7, 9, 1 1 1 3 , 2� - 5 �•- 12. CSISD Grandparents- - - - - - - - - - 1 , 16,18,24,39,41-1- 9 13. Community House Girls Club - - - - - - 29,15 - - - - - - 4 14. County Extension Office - - - - - - - 13,25,27,39 - - - _ - 7 15. Crestview Retirement Community - - - - - - 1,3,4,5,14,21,31_ _ - —27 16. Department of Human Resources- - - - - - - 19_ - - - - - - -- - 1 17. Financial Counseling- - - - - - - - - - 20,26,27- _ _ _ _ _ _ 2. 18. Friendly Folks - - - - _ - - _ - - - - - 3, 1 0, 1 1 , 53_ - _ _ _ _ 23 19. Friends of the Library - - - - - - - - - 22,42 - - - _ - - __ 20. Girl Scouts--.- - - - - - - - - - - - - 24, 29, 30 _ - - - _ _ 7 21. Girls Club of Brazos County- - - - - - - 7,16 1 25- _ - - - - _ 1 22. LULAC /Oakhill Village- _ 7, 9, 11,13,391,53- _ - _1a 23. Leisure Lodge - - - - - - - - - -33 1 ,2,3,4,5, „9,10,14 _ Z5 24. March of Dimes- - - - - - - - - - 43,44- - - - - - - 10 25. Maroon &. White Corps----- - - - - - _ _ 19,20,31- - - - - - - 2 26. Mayors' Committee on Employment of Handicapped 25,27- - _ _ _ _ - 3 27. Medicare Jazz Group - - - - - - - - 45,46,48- _ _ _ _ 8 28. New Light for the Blind----- - - - - - 1 , 1 1 , 1 3, 25, 33, 3 9- - - _ 21 29. Poohs' Park Coordinating Committee - - - 3, 1 1 , 1 4, 25,31 , 32 39- - _ 4 30. RSVP Office &. Advisory Council - - - - -50 11,13,14,19,24,25,49 - -15 31. Rape Crisis Center- - - - - - - - - - - - 33_ _ _ _ _ _ _ - _ _ 1 32. Reading Material Distribution - - - - - - - 34 _ _ _ _ _ _ _ _ 2 33. Roadrunners - - - - - - - - - _ - - _ _ _ 11 - _ - - _ _ - -1 0 34. St Joseph Hospital Pink Ladies- - - - - - 3, 5, 6, 1 2, 21 , 31 , 34- _ _ _. 4 35. Senior Citizens Cheer Up Club- - - - - _ 1,3,4,5,31_ _ - _ _ _ -10 36. Sherwood Health Care- - - .35,13,14,17,22,2 1,2,3,4,5,6,8',10; 37. Stage Center 35- - - _ _ _ _ _ 2 36. Stamps for Food - - _ - _ - _ - _ - 36, 1 1 , 33- _ - _ -1 0 39. Telephone Reassurance Service _ - - - - - 3,15, 20 _ _ - - 18 40. Telephone Contactors -- 33,47- _ _ _ 6 41. Years for Profit _ _ - - _ - _ 1 , 9, _ 4-17 'See Attachment Va for Duties' code DY--r (Over) ATTACHMENT Va RETIRED SENIOR 'VOLUNTEER PROGRAPA of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 - 823 -5543 VOLUNTEER STATION DUTY CODE 1. Arts &. Crafts 2. 3. 4. 5. 6. 7. B. 9. 10. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21 . 22, 23. 24. 25. 26, 27. 28. 29. 30. 31 . 32. 33. 34. 35. 36. 37. 36. 39. 40. 41 . 42. 43. 44. 45. Shampooing hair, etc Visiting Pushing chairs Serving coffee Delivering mail Leading discussions Playing music Leading fitness exercises Feeding Transporting Serving water Presenting programs Helping with games &, parties Phoning shut -ins Tutoring Translating Interviewing Clerical Counceling Information desk Shelving,stamping,categorizing books Reviewing micro -film 46. Preparing songbooks 47. Phoning hours collection 40. Leading Songs 49. Phoning meeting reminders 50. Phoning miscellaneous 51. Phoning for Surveys 52. Phoning for Bloodmobile 53. Giving Referrals Oral histories Board, committee work Preparing taxes,analyzing benefits Advocating Preparing art work Carpentry Babysitting Hospitality &, greeting Registering Volunteer supervisor Collecting,distributing reading materials Sewing Sorting,collecting,packing cancelled stamps Serving meals Meal clean -up Planning programs Recruiting Adopted Grandparent Selling used books Numbering ,coalating,folding,stamping Preparing mailings Scheduling ,practicing,presentirl4x_.'cal programs (over) RSVP PROPOSED BUDGET 1 /1 /83 -1 2/31 /83 PART 111 — SECTION B - �f 1. VOLUNTEER SUPPORT EXPENSES RSVP PROPOSED BUDGET 1 /1 /83 -1 2/31 /83 PART 111 — SECTION B - 1. VOLUNTEER SUPPORT EXPENSES (3) (3) (4) 1S) A. GRANTEE PERSONNEL EX PENSES 1t) % Time Federal Annual Spent on Total Funds R Non-Federal Resources • Salary Project Cost Title 100 S S S ireC or Volunteer Coordinator 100 100 Secretar y s3 53 s TOTAL PERSONNEL EXPENSES B. FRINGE BENEFITS 1 040 1,0 C. (t) GRANTEE STAFF LOCAL TRAVEL 4 0 GRANTEE STAFF LONG DISTANCE TRAVEL g D. EOUIPMENT n 7 E. SUPPLIES F. olunteer- Reeruitmen Q G. OTHERBOOICS Period ' C 0 2, 050 0 1. 149 Comnvunie!wt:ons 5 0 242 Printing Space VOLUNTEER SUPPORT EXPENSES (2.32) TOTAL 2. VOLUNTEER EXPENSES A. PERSONNEL EXPENSES Stipends . Living Allowance . `a Err! of Service Allowance U Food and Lodging Allowance B. FRINGE BENEFITS 1 ,500 1 s FICA Uniforms 1 0a fl 0 1 0DD Insurance O:her: 3 X560 0 960 C. TRAVEL D. EOUIPMENT E. SUPPLIES 0 2 5 F. CONTRACTUAL SERVICE G. OTHER Reco nJ i n 25 0 32 01. en a ion • 9 2.g J (a1:8) 9, 85 (49.361 TOTAL VOLUNTEER EXPENSES s 3 1,636 . TOTAL DIRECT COSTS: (Add 1 e ?J 0 0 TOTAL INDIRECT COSTS: (Sae page 4) 0 (57.641 (65 -721 31 836 TOTAL COSTS 1 00% % x 3. PERCENTAGE: p Q(�'1 4. VOLUNTEER STRENGTH: 3rd qt P 4th qtr 0 (� (y 1 Znd qtr - - r��ta 1 : 1 �Q tit Estimated Vofumeer menhoura: qt Sud2eted number of Volunteers: 5 00 (Rev. 7/77) Pas' 8B A' d w;11 not De used l (All other editi of d"is form era obsol+ra RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 — 823 -5543 RSVP PROPOSED REVENUE SOURCES 1 /1 /83-12/31 /83 Non Federal Cash Income Brazos County 2,400 1,400 City of Bryan City of College Station 1,600 12,000 State of Texas Foundations Brazos County United °Jay 3,800 2,034 Church & Civic Other Total Non -- Federal Cash Non - Federal In -Kind Income Volunteer Meals 1,450 Recogni.tiorr, 400 Space (maintenance) 874 J Total In -kind 2,724 Total Non - Federal Income Total Federal Income 31,836 Total Income stt� uA f,= Y A L I E t'�,v19 - T - 1 V4- ,s , Z 1 -111,93 - 12131183 �i rec bcr I Aill, Z3 -ot 36 7d o os Ain S ec ret� 8 2 2v' 685 FRt G Coor �eal�l� O 644 X44 (see T 'o posca fro P BS 25 -S current 7 (eatr) sa-I ax Curren t A - n n tA a'I Ivl.on al 1 j -� alai^ 10 t c -$3 975 �KCc�mp 114 7? 39 230 R ciA - i i 35 771 551 2 457 4,fa-IHA �la.��. a� 53.04 I rYL6 ct)rnp 67�1 $ 100 -67- 4.'7 � � -�zCX) Ar F t cA @ 6.70 �o /me). 12 4,9 1-492 1 2 34 3,975 's � C-t q �irec � 1/01. 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