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HomeMy WebLinkAbout1976 BCCC and RSVP Minutes and Notes3CCC Agenda 1- 1,' - 7c v 1? noon I S 1. CR11 to Order: President John Leo"dpre idi ng 2. ?Minutes from Decz -ber meeting 3. Trensurer' Reports 4. Communications 22 5. Committee Reports - 'Juarter ly Meeting +�� m rg o `�" "lemhers i 'r `�� j� I 1RO /� V V f2S JF Publicity or R -laws Committee 6. Other Pusiness 7. Announcements S. Ad j^urrmart w Brazos County Community Council 309 Varisco Building 0 Bryan, Texas • Telephone 823 -5226 RCCC Agenda I. Cal] to order: President John Leonard presiding ?. Minutes from last meeting 3. Treesurer's Roport 4. Communications 5. Committen Reports - Ouarterl,y meeting A p r Members ip 1 IRO RSVP Publicity By -laws Committee 6. Other Business 7. A.nnnuncemnnts 12 noon P. 6 d journment The RCCC hoard met on January 12, 1976, it 12 noon in the Vnrisco Bldg. P'emhers pres -nt were John Leonard, J. D. Lindsay, R. Lewis, Frances Allen, A. A. Anderson, Rose Ann 1 3arzak, Shirley Plarp And Rita Y,eneipp. Also in attendance was L. L. Womack. The meeting was called to order by President Leonard and the minutes were read and arproved. The Treasurer's report fir the month is as follows: Balance on hand Ynv. 30, 1975 1'2203.48 Income 146.88 „2336 Disbursements 6P3.62 Balance on hand Dec. 31, 1975 ;,1656.74 The matter of the inenme tax return for the BCCC was discussed. Mr. L. L. Womack h9d consented to prepare the return as it includes RSVP fun's as well as the 9CCC funds. The return is being; sent in late and John Leonard will write a cov =rind; letter hoping to avoid a penalty. Mr. Womack suggested there needed to be one person to coordinate both offices, handle BCCC books, turn in reports, etc. Rita heneipp suggested the possibility of a paid "professional" to take charge. President Leonard anr.ointed a committee to check into the problem and report to the 9oard.. The committee appointed was J. D. Lindsay, L. L. Womack, Nalva Smith ( as BVDC representative), Nancy Willis and Rose Ann Barzak. Shirley Pl.app suggested en- ordingting the fiscal years of RSVP and RCCC. The BCCC year ends June 30 9nd RSVP 1ugust 31. Shp also suggested that there be An annual written retort on all actin taken and pending by the BCCC at the end of each fiscal year. President Leonard said the RCCC should stop !end consider it's goals, nbje functions, etc. Dr. Lewis asked that the minutes be sent out earlier than tiey have been in the past and that the date for th- next meeting be included when the minutes are sent. 7r. Lewis reported that tho 9y -Laws ^ mmittee is still working on the revision end hopes to have a complete text to he considered by the next meeting. The next quarterly meeting will be Thursday, Janutiry r`2, 1976, iii: 7:3n p.m. it the Bryan Public Library. Ms. Bevan Turner, the new audiologist at the Irazos Valley Rehabilitation Center will speak on the new program at the Center. 5- mbership reported 57 members to dAte. IRO reported the re were 265 outrea.ch letters mailed in December as well 9s 52 outreach visits, 28 "walk -ins" ind 18 Road Runner missions. Rose Ann Barza?- also reported that Suzgnne 9entle,y, the other part -time worker, is leaving Jan. 26. An ad will be placed Jan. 1R in the 9ryan tag le for her replacement. RSVP delayed reportinn until next montl d,.ie to the late hour. Shirlev Flapp did mention 8. meetinn of the budget boar(? to be held Jn.n. 19 and said her budget will need to be aporoved by the BCCC. President Leonard will approve it when the tims comes. Meeting; adjourned et 1:15. Rose Ann Rarzak The next board meeting will be February 9, 1976. Brazos County Community Council 309 Varisco Building • Bryan, Texas • Telephone 823 -5226 January 15, 1976 Dear Prazos County Cnmmunity Council Member, Please reserve the rime January 22, 1976, to attend the up- coming quarterly meeting of the RCCC. The meeting will be held qt the Rrynn Library at 7 :30 P.M. Ms. Bevan Turner, Audiologist, will speak on the topic: "A - New Service of the Brazos V911A,y Rph9bi titati on r�Fnter." She will describe the procedures, extent And nature of this service. Since ludiology has not before been nvnilAhle in our area, we know you will want to become acquainted with the services now offered. The meeting will be open to the public end we encourage you to bring others to this importsnt meeting. Sincerely, Jim Thompson, Vice- President Programs and Panning The Brazos County Community Council not on March 8, 1976, at noon in the Varisco Building. President John Leonard presided. The minutes were approved as read and corrected. Those present were Lila Lane, R. D. Lewis, J. D. Lindsay, D. A. Anderson, Rose Ann 9arzak, Rita Keneipp and Shirley plapp. The treasurer's report was given by Dr. Lindsay as follows: Balance on hand January 31, 1976 $2934.36 Income 1010.67 3945.03 Disbursements 570.34 Personnel 46378.03 3374.79 Travel 9.51 Rent 40.00 Comm. k Utilities 29.61 Print.& Supplies 35.43 FICA,IRS 77.76 570.34 By -Laws - Mr. Anderson raised several questions about the wordinr used in the Ty -raws. He have a list of his questions to Dr. Lewis for consideration. Dr. Levis asked that Mr. Anderson ,join the By -Laws committeR and he accepted. Communicatio - Betty SugTitt has resigned her position as Council secretary. She remains wn interested member and would like to receive the minutes. President Leonard said he would try to ret a replacement for Betty by the April meeting. Shirley Plapp in the RSVP office reported that Nancy Willis, her secretary, had resigned as of March 15. Shirley has narrowed her choices to two and would like authorization to offer $5700 or $$800 a ,year. After dis cuss ion, a motion was made authorizing Shirley to offer $5800. Motion was seconded and approved. Diane Tasker of the Brazos Valley Development Council was present to discuss the new contract that will go into effect in July. She discussed the IRO evaluation - visibility not good, office in bad location, etc.; publicity should be improved; wanted more volunteers. Also, they want IRO to have a larger percentage of over -60 clients than At present. Applications for the new contract are being accepted until April 1, and the Central 9razos Valley Mental Health Center is interested in obtaining it. Under new budget, the agency will have to submit its own budget in the applica- tion. It will have to be a 75f - 259 split with at least 10% being in cash, the other in -kind. President Leonard said he plans to call an extra Board meeting to discuss finances, RCCC structure, etc. Tie also noted we are cleared of any penalty for being late with our filing; of tax exemption form. IRO - Rose Ann Barzak suggested abolishing the loan fund set up last year. The Board voted to keep it for a while longer. She reported 31 van trips, 22 office visits and 14 Road Runner trips during February. There will be a van running full - time as of march 15. Page 2 - 9CCC minutes RSVP - Shirley Plapp reported 185 volunteers, 37 stations and 2012 hours of time voluntered to date. She held a successful workshop for volunteers and stationE A QeC A a and is currently working; on the RSVP grant for next year. Annual Meeting, - Dr. Lewis mentioned the annaul meeting; was coming up in April and as ed that any suggestions for a program be given to Jim Thompson. Meeting was adjourned at 1:10. Next regular meeting will be April 12, 1976 Rose Ann Barzak Mere is a list of our current.Board members. John Leonard - President, 105 Greenway Dr.,Rryan Jim Thompson - VP for Programs, Brazos Valley Rehab. Center, 9ryan N+rs. Frances Allen - VP for Membership, 1103 Skrivanek, 9ryan Mrs. Mary Ann Shutes - VP for Publicity, 1801 Sabine Ct., College Station Mrs. Betty Suppitt - Secretary (resigned), 1101 Southwest Pkwy., Apt. 407, C.S. Dr. J. D. Lindeav - 1029 Walton, Treasurer Harmon Bell - 2312 Hwy. 21 W. Bryan B. v. Vence, Jr. - 2506 Broadmoor, Bryan D. A. Anderson - 1202 Foster, C. S. Mrs. Rita Yeneipp - Food Stamp Office, Bryan Robert Bossler - 1208 Orr, C.S. R. D. Lewis - 102 Greenway, Bryan Mrs. Lila Lane - 410 Randolph, Bryan Mrs. Shirley Plapp - 1003 Glade, C.S. Mrs. Rose Ann Barzak - 1106 Edgewood, Bryan 9 The Brazos County Community Council met on February 9th at noon in Room 310 of the Varisco .Building. President Leonard presided. The minutes of the January mooting wore approvoci with tho corrctiona. The troasurer'e report was given by Dr. Walton as follows: Balance on hand Dec. 31, 1975 Income Expenditures Balance on hand Jan. 1, 1976 Present were: Rev. John Leonard, Dr. Lewis, Anderson, Mr, Thompson, Rose Ann Barzak, $1656,74 1794,09 $3450.83 516.47 $2934,36 Robert Bossler, Dr. Lindsay, Mr, Shirley Plapp and Betty Suggitt. Communications Rev. Leonard reported for Mr. Womack, suggested a full -time director to super- vise all functions such as filing forms, etc. It was questioned as to whether we,have funds and whether it need be full -time. Quarterly Meeting Jim Thompson reported the meeting will be in Aprili it has not been set up yet, but will hold it for Senior Citizens if that is still desirable. It was sug- gested that possibly phone calls to key people might be helpful in getting better attendance. IRO: RSVP Rose Ann reported there is now a half -time van, since January 19, 1976, from 9 a.m. to 1 p.m. with 27 people riding. Also 29 Roadrunners, almost all are over 60, in addition to the van. There were 24 IRO office caseq, nine of them over 60. Rose Ann reported Robert Lindquist is the new Outreach Worker. She is still trying for publishing the directory, now trying the United Fund. Shirley Plapp reported the year's progress through December as 182 in total, 151 active (83 %) and $1.15 cumulative with a goal of 84¢ by the end of the year. This is 1,961 hours, and 7,973 cumulative of four months. She reported no problems with monies coming in. The State of Texas RSVP Director organized hoping to work with other states to try to change the cost - sharing. By -Laws Committee Dr. Lewis reported they have brought the By -Laws up -to -date from 1968, and Article 12 amended to read "July 1 to June 30" to agree with our filing. A motion was made that these By -Laws be accepted, motion carried. New Business The President read committee report concerning bookkeeping maintenance of BCCC. Mr. Bossler suggested getting a retired volunteer for bookkeeping acti- vities for BCCC, IRO, and RSVP. John Leonard suggested keeping track in both offices of filing dates, reports, etc. Rev. Leonard suggested an itemized treasurer's statement to the Board each month, and an agenda be sent out two weeks prior to each meeting. RSVP - asked for approval of personnel policies. After consideration of com- pensation policy, Dr. Lewis moved to send it back to RSVP Board with the idea the BCCC Board will approve whatever the RSVP Board agrees on. Asked for approval of Fiscal Policies as stated. The Board will consider both next month. Board adjourned at 1:55 p.m. Next meeting will be Monday noon on I•larch 8th. Respectfully submitted, Betty Suggitt RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 RSVP SEMI - ANNUAL PROGRAM and FINANCIAL REPORT September 1, 1975-February 29, 1976 Objectives Achieved 74 -75 Projections Current Year 6 Mo. Actual 75 -76 Number of Volunteers 165 230 190 Number of Active Volunteers 126 196 159 Volunteers Recruited 70 60 29 Volunteers Withdrawn 21 Not projected 4 Volunteer Retention Rate 66.70 Not projected 97 Number of Hours , 45 33,640 12,122 Number of Agencies Served 36 40 Local Income 8;159 512 55,539 Local Expenditures $7,908 512,120 $5,403 Local Expenditures as % of Total 330 42% 39.40 .. oblem N 1 ' SF'OR;� PL.w PLANNED PERIOD GOALS AND OBJECTIVES OF A ACTUAL ACCOMPLISHMENT i Goal #1 To increase the total number of Senior Volunteers (SV;s) to 285; to demonstrate a minimum active strength of 650; to maintain a re- tention rate of at least 95% Obiectives a. A total net increase of 60 SV's b. Minimum active strength of 657, Continuous thrcdgh- out the planned budget year 5 per mo . ( net increase) 1st Qtr: 230 (1 mo. Qtr.) 2nd Qtr: 245 3rd Qtr: 260 4th Qtr: 275 5th Qtr: 285 (2 mo. Qtr.) Ist Qtr: 195 (1 mo. Qtr-) 2nd Qtr: 206 3rd Qtr: 221 4th Qtr: 234 5th Qtr: 242 (2 mo. Qtr.) C. Retention rate of at least 95�j The Year "vibleni No. 1 GOALS AND OBJECTIVES Goal #2 To encourage SV's to increase thei tours of service so that the cumulative hours will appoach 48 hours per quarter per active SV Dblectives• a. 850 5V's active per quarter WORK PLAN PLANNED PERIOD OF ACCO %1PLISHMENT Continuous throughout planned budget year. Cumulative hours after 12 months: 42,686. 1st Qtr: 195 ac. SV's ( 1 mo ) x16 hours 3,120 cum. hrs. 2nd Qtr: 208 ac. SV's x48 hours 9,984 cum. hrs. 3rd Qtr: 221 ac. SV's x4@ =hours 10,608 cum. hrs. 4th Qtr: 234 ac. 5V's x48 hours 11,232 cum. hrs. 5th Qtr: 242 Ac. SV's (2 mo) x32 hours 7,74 cum. hrs. ACTUAL ACCOMPLISHMENT J �m .. ?cablem tio. 1 GOALS AND OBJECTIVES WORK PLAN PLANNED PERIOD OF ACCOMPLISHMENT Goal 3 i To continue to develop and mainta _ coordination with Volunteer stations so that the numbers of Stations increase from 40 to 42 Objectives a. Develop two new stations b. Renegotrate Memo's of understanding C. Continue SV assignments with AAA and Title VII project Continuous throughout the planned year. Planned year 6 -8 1st Qtr: Ac. Sta. (1 mo) 2nd Qtr: Ac. Sta. 3rd Qtr: Ac. Sta. 4th Qtr: Ac. Sta. 5th Qtr: Ac. Sta. (2 mo) 1st Qtr: 10 rereg. (1 mo) 2nd Qtr: 30 reneg. AL ACCOMPLISHMENT 1st Qtr: 6 -8 :SV!s. assgn(1 mo) 2nd Qtr: 6 -8 SV's assgn 3rd Qtr: 6 -6 SV's assgn 4th Qtr: 6 -8 SV's assgn 5th Qtr: 6 -8 SV's assgn(2 mo) 'roblcm No. 1 YORK PLAN PLANNED PERIOD GOALS AND OBJECTIVES OF ACCOMPLISHMENT ACTUAL ACCOMPLISHMENT Goal 4 Continuous thrcughout To provide two hours of planned budget year orientation to each new SV and offer an annual training workshop n Objectives a. One hour interview with each new SV 1st Qtr: 5 interviews Qtr: 5 (1 mo) Qtr: 15 Qtr: 1 5 Qtr: 1 5 Qtr: 10 (2 mo) b. One hour placement and assign- ment orientations 1st 2nd 3rd 4th 5th r. Annii tra;n; workshoo for 2nd and 3rd Qtr. SV 's or Station Supervisors L____ (1 mo) 2nd Qtr: 15 interviews 2rd Qtr: 15 interviews 4th Qtr: 15 interviews 5th Qtr: 10 interviews (2 mo) Qtr: 5 (1 mo) Qtr: 15 Qtr: 1 5 Qtr: 1 5 Qtr: 10 (2 mo) b. One hour placement and assign- ment orientations 1st 2nd 3rd 4th 5th r. Annii tra;n; workshoo for 2nd and 3rd Qtr. SV 's or Station Supervisors L____ 'ruhlcm NO. 1 GOALS AND OBJECTIV -S Goal #5 To achieve a 67 -33 cost- sharing match; to develop a cumulative cost per volunteer hour of 70 %. Objectives: WORK PLAN PLANNED PERIOD OF ACCOMPLISHMENT Continuous throughout the planned budget year. a. Cost — sharing match of 67 -33. 1st Qtr: 67 -33 (1 mo) 2nd Qtr: 67 -33 3rd Qtr: 67 -33 4th Qtr: 67 -33t 5th Qtr:` 67 -33 (2 mo) TUAL ACCOMPLISKMENT c 1 bs Cost per volunteer hour of 700 � The year d PART III —SECTION B 1. VOLUNTEER SUPPORT EXPENSES A. GRANTEE PERSONNEL EXPENSES Title (1) Annual Salary (2) % Time Spent on Project (3) Total Cost (41 Federa; Funds Requested 151 Non .F .dei3� Resnurces Director Secy /Bookkeeper 11,462 6,090 100 100 11,462 6,09C 11,482 6,090 0 0 TOTAL PERSONNEL EXPENSES $1 7, 5 72 q 100 $ 17,572 $ 17,572 $ 0 B. F RINGE BEN 1 , 368 24 , =C0 1 GRANTEE STAFF LOCAL TRA Il l 25 0 1 , 1 25 _ C. ;2) GRANTEE STAFF LO DISTANCE TRAVEL = 526 D. EQUIPMENT 0 _ E. SUPPLIES F. CONTRACTUAL SERVICE 0 0 0 G. OTHER. - TOTAL VOLUNTEER SUPPORT EXPENSES 2. VOLUNTEER EXPENSES A. PERSONNEL EXPENSES Stipends Laving Allowance End of Service Allowance Food and Lodging Allowance TOTAL PERSONNEL EXPENSES B. FRINGE BENEFITS Meals 6 50 C 650 FICA Uniforms Insurance 144 5 3 23 Other. TOTAL FRINGE BENEFITS 1 394 51 3 Bel C. TRAV 1 95B 0 1 956 D. EQUIPMENT E SUPPLIES F. CONTRACTUAL SERVICE G. OTHER Recognition 370 0 370 Recruitment/Training 445 200 245 TOTAL VOLUNTEER EXPENSES 4,167 713 3,454 �- TOTAL DIRECT COSTS: (Add 1 & 2) 29,860 19,887 9,973 TOTAL INDIRECT COSTS: (See Page 4) 0 0 TOTAL COSTS 29,860 19, 9, 973 3. VOLUNTEER PROJECTED STRENGTH: st rTl 0 1 2 2nd qtr. 9924 3rd gtr1. 0, 6 0 84 th qtr 1 1, 23 2 5th 7 74 4 (expressed in terms of manhours) rojected otal of Volunteers 2 B 5 (2 m o Page 3A ATTACHMENT TO PART III - SECTION B Federal N on - Federal $17,572 $ 0 246 1,122. Personnel Both RSVP staff members will receive 5% increase in current salary. Director - 410,935 5ecretary -- $5,800 x 5% x 50 , $11 ,482 $ 6,090 Total Per.&onnel - $17,572 Fringe Benefits Director Sec Bk r Other FICA (5.85 %) $ 672 $ 356 *Workmns. Comp. 49 12 W. C. Enrollment Fee $ 33 * *Health Plan 0 246 ($20.53 x 12) 7 2 1 l L 614 JL33 *Workmen's Compensation Rates: Director - -430 per $100 salary 5ec /Bkpr. - -21 0 per $1 00 salary * *Director does not participate in Health Plan Total Fringe -- 1168 Local Travel. 0 528 1 , 1 25 150 Miles per weep: x 50 weeks @ 150 E r mile Total Local Travel--$1.125 (Director Long Distance Travel 0 Round trip air fare to San Antonio (2 trips) for 1 Regional &.1 State meeting- -$144 X 2 = $288 Per diem (X5) @ $25 /da for Regional and State meetings 125 Miscellaneous expenses @ $20 per trip (X2) for Regional and State meetings 40 1 Area meeting, 200 mile (est.) @ 150 /mile 30 Per diem for Area meeting 25 Miscellaneous expenses for Area meeting 20 Total L. D. Travel. $526 Equipment IN X 100 Purchase of slide projector Total Equipment- -- SlOO Supplies 300 $150 for each staff member (X2) Total 5upplies- - $300 Page 3A (1 ) Federal Nan - Federal Other $ 728 $ 1,456 5pace -728 square feet @ 250 per square foot. $182 cash /mo X 12 mo $2,164 0 874 Maintenance Utilities donated by building owner. @ 100 per square foot per month o� $72.60 per month X 12 months. JL 874 Total Space--j.3 058 0 1,071 Communications Phone: Local-- $60 /mo X 12 mo. $ 720 Long Distance- -$5 /mo X 12 mo. 60 $ 760 Postage: Grantee in -kind for bulk per. $ 40 Bulk mailings X 11 @ 400 pieces /mailing X 1.W per piece 79 Birthday cards, letters, etc. @ 110 pieces per mo @ 130 each X 12 mo. 172 $ 291 Total Communications-41I-02--ti 0 50 Books Pe Subscriptions to Gerontology Journal and other periodicals relating to retirement and aging; misc. phamphlets and volunteer. training materials. Total -- 100 421 Reproducti Newsletters and volunteer gathering notices- - 25,600 pp. @ 1.50 per page (colored paper) $ 384 Forms, reports, evaluations, funding applications, etc. -- 13,700 pp. @ 10/ page (white paper) 137 Total Reproduction 521 E28 3,872 Total. Other --$4 +00 $19 174 $6,519 Total Volunteer Support Expenses -- $25,693 Page 3A (2) Federal No - Federal $ 0 $ 650 Volunteer Meals 8 meals /week @ $1.00 ea. X 50 weeks $400.00 (donated) 3 meals /week @ $1.25 each X 50 weeks 187.50 (donated) 1 meal /week@ $1.25 ea. X 50 weeks 62.50 (reimbursed) Total Volunteer Meals $650.00 Insurance 513 0 Rates based on 285 SV's projected for year Accident- -285 X 750 each $214.00 Excess Auto- -181 SV's drive X $1.65 each 299.00 $ 513.00 0 231 eublic Liability - -285 X 250 each $ 71.00 Personal Liability - -285 X 560 each 160.00 $ 231.00 Total. Insurance-4744 0 1,956 Volunteer Travel Based on 150 per mile reimbursement rate with each 5V driving 16B mile /quarter; 7% of total quarter average of S. V.'s request reimbursemert 1st Qtr: 16 SV-'s X 166 mile /qtr =.2688 mi X 150 $403 2nd Qtr: 17 SV's X 168 mile /qtr =2856 mi X 150 $426 3rd Qtr: 19 5V's X 166 mile /qtr =3192 mi X 150 $479 4th Gtr: 20 SVTs X 166 mile /qtr =3360 mi X 150 $504 $1,614 In -kind 5V travel via Var system @ $2.00 round trip per 5V X 18 trips /qtr X 4 (state Gen6'ral Fund Monies admin- isterEd by Brazos Valley Community Action Agency). Total Volunteer Travel 0 370 Recognition 285 5.V.'s X $1.30 each Page 3A (3) $144 $1,958 X370 Federal Non - Federal Recruitment /Training t 200 5 245 265 5.V.'s @ $1.30 each $370 Recruitment advertising for ethnic minor. it:ies 75 Total Recruitment /Training 6445 S 713 S 3,454 Total Volunteer Expenses $4,167 Page 3A (4) PRESIDENT'S REPORT APRIL MEETING 4,12.76 1. Informal Meeting Of The Board (March 30, 1976) This meeting was called by the president of a few board members to informally discuss the needs and future of the B.C,C,C. Being strictly a discussion meeting, the overall improvement and strengthening of the council were candidly expressed. The following items were dealt with: a. The 1977 Fiscal Project Grant application to the area agency on Aging was committed to Rosanne Barzak and Robert Bossler for completion. This years application is in danger of being re- jected in favor of another sponsor, or faces a sure decrease. b. The original purpose and function of the B.C.C.C. was discussed. It was noted that "the original function was to serve only as a „p� referral agency and was not set up as an action agency to do the fly work, rather it was to find the means to do the work." It is the desire of some to return to this basic function, c. A suggestion has been submitted to establish a "supervisory com- mittee," numbering no more than 3 persons, with at least one per- son a member of the board. This committee would serve under the board's authority to oversee and supervise the involements of B.C.C.C. operations of I.R.O., Outreach, and R.S.V.P. This committe would act for the purpose of directing the office staff, insure the essential grant applications, federal reports, etc,, be filed by scheduled deadlines, and to direct the book- keeping of B.C.C.C,, as well as schedule regular audits. The committee would be made Topaz Hughes has graciously this committee. up of Chairman and 2 Co- Chairmen. accepted my request to serve on d. The revision of the B.C.C.C. by -laws has been completed, going through at least.two such revisions, and will be mailed to the membership on May 19. Much appreciation goes to Dr,, Lewis, Rob- ert Bossler, and Andy Anderson for their work on this revision. e. The construction of a "calendar of events" for B.C.C.C. will be made to enable efficient scheduling of all fiscal affairs and business. f. The need for a more active board was intensely discussed. A nominating committee is to be set up immediately and will serve to seek out those special persons who wI;ll diligently serve the needs of the B,C,C.C. The committee will also nominate the new officers to be submitted to the membership on May 19. g. The need for a new secretary was discussed and with discussion of her duties. .��'�j 0 The development of a quarterly newlsetter to the membership was /G proposed. h. ANNUAL MEETING is neccessairily scheduled for June 3 The slate of nominees as well as new officers will be sen prior to June 3 (May 19). ie Fund raising was discussed. New sources must be found to finance the growing needs of B.C.C.C. Aside from United Way, and Community Chest, such sources as County funding, civic groups are potential contbutors. 2E Committee Appointments: G� )&dISAVa6t f a. Nominating Committee: b. Supervisory Committee: 3. .-Gr1 �3u:�Clll� Emergency Discussion on Area Agency Grant The Area Agency advisory committee met Wednesday April 7 requesting osanne o nd. Stating disappointment in the comparatively few people served the committee indicated the good possibility of our losing the grant for this coming fiscal year, Upon further discussion the committee inquired whether the B.C,C.C. could maintain the I.R.O.- Outreach program on a reduced budget of $6,900, rather than the proposed $11,016 (which is approx, a $400 reduction from last year's budget). The committee's recommendations have been submitted to A.A.A. I personally do not know the results of these recommendations. Respectfully, John W. Leonard, Jr. President Brazos County Community Council 309 Varisco Building • Bryan, Texas • Telephone 823 -5226 The Rrazos County Community Council Board was called to order on April 12, 1976, by President John Leonard. Those present were Jim Thompson, Robert Bossler, R. D. Lewis, Frances Allen, D. A Anderson, J. D. Lindsav, John Leonard, Rose Ann Barzak, and Shirley Plapp. The minutes were approved as read and corrected. The treasu ^er's report was given by Dr. Lindsay as follows: Balance on hand March 1, 1976 Incom° Disbursements Personnel UPP .22 Travel 11.81 Rent 40.00 Comm.& ?Jtil. 40,86 Print. &Supp. 80.23 Other 92 .96 755.08 83374.69 785.67 (4160.36 755.08 4�. - Balance March 31, 1975 Mr. Bossler asked that n report be made as to how much money had already been received from the Brazos Valley Development Council grant and how much is ,yet to come. He also needs to know the anticipated income from ot},er sources. Q meeting - Jim Thompson reported that the topic Early Childho -d Education will be the tonic for this meeting which will be help June 3, tentatively, in the Bryan Library vt 7:30. Members - Prances Allen reported there are 58 members to date. IRO - Rose Ann Barzak reported there were 71 van rides, 7 Road Runner trips, 57 office calls and 37 outreach visits during March. By different accounting_ methods, the number of office calls was increased considerably. Shirley Plapn suggested we use our Ro9d Runners grocery store visits since the van has taken care of the large part of medical transportation. This will be checked into. RSVP - Shirley Plapp handed out the new RSVP want application and budget plus her semi - annual report. The new RSVP secretary started April 22. As to comr >ensetory time for RSVP employees, the RSVP. Boar(? said that the director does not qualify for compensatory time but the secretary does if she works more than 40 hours per week. The rate will be l� hours compensatory time for each hour overtime. Motion was made by Dr. Lewis to accept RSVP Board action; seconded by Mr. Anderson. Motion carried. By -Laws - Copies as revised are now available and were passed out at the meeting. They will be sent out by May 19 to tte general membership. -2- President Leonard discussed the actions suggested at the special meeting at his house in late March. There will be a 3- person supervisory committee fir RSVP and IRO and Mrs. Topaz Hughes has alreadv agreed to serve. President Leonard asked Dr. Lewis and Mr. Bossler to see about getting audits for RSVP 9nd BCCC. They will report at the May meeting. A nominating committee was appointed composed of Andy Anderson, Jim Thompson, Frances Allen,and Robert Roesler as advisor, with Jim.Thomuson acting as chairman. The BVDC Prant was discussed. The budget needs to be reduced to $6900 cash from BVCD plus our matching funds. Mr. Bossler will re -work the budget which will be re- submitted by April 19. The Board adjourned at 1:20. The next meetinr will �)e May CC-; 1976. /0 Rose Ann `iarzak AAX/ 000, BRAZOS COUNTY COMMUNITY COUNCIL BY -LAWS Established 1968 Article I - Name The name of this organization shall be the 3razos Count Community Council. Article II - Objectives & Purposes The Brazos County Community Council seeks to involve groups and indi- viduals in the identification of needs of the community, to recommend, aid, abet and at times sponsor development or strengthening of agencies rendering critical 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 available services, to assist in the coordination of activities among agencies, and to discourage unnecessary and expensive duplication. Article III - Membership Section I - Membership in the Council shall he 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; (c) interested individual citizens. Organiza- tional and individual memberships may be approved by the Board of Directors. Section 2 individual aniz ns shall remain members unless they voluntarily withdraw or unti me ers p is terminated by a two - thirds vote of the members present as a regular meeting or at a special Board meeting called for that purpose. Failure to nay the annual dues shall be cause for termination of membership. Article IV - Officers The officers of the Community Council shall be elected by the Board of Directors. Officers shall serve for a period of one ,year, or until their successors are elected. Officers shall take office at the June meeting of the Board of Directors following their election in April. -2- Article V - Board of Directors Section 1 - A Board of Director of the Brazos Co u shall be reapnnaible for the form * tion of policies between meetings of the Council membership and the conduct of all business of the Community 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 include the following members: 4wPres ident .w Vice - President •►Secretary rsTreasurer #►Chairperson for Membership 4 p Chairperson for Publicity and Promotion v Eight General Members Reads of action groups sponsored by or cooperating with the Brazos County Community Council may be invited to sit with the Board for purposes of planning, reporting, etc. Section 2 - Members of the or until their successors are elected. 0 RnArd shall ha Al r, to rep ee tnose whose term is expiring. Members w o wive served a term may be re- elected. Section 3 - Vacancies on the Board caused by death or resignation of a member may be filled by the Board to serve the unexpired term. Section 4 - The immediate Past President of the Council shall be a member of the Board and shall be the Parliamentarian for the year after his term expires. Section 5 - The Board of Directors shall meet at least quarterly. Special meetings of the Board may be called by the President or by five members of the Board. Section 6 - Members of the Board shall be nominated and elected with- out discrimination. Article VI - Elections Section 1 - Nominati.nP Committee: The President shall appoint a nomina- ting committee of three members of the Council at least 60 days before the annual meeting. The Chairman of this committee shall be appointed by the President. -3- Section 2 - A slate of nominees for election to the Board of Directors shall be presented at the annual meeting. It is desirable that nominees be sought from among, but not limited to, members active in community affairs as described in Article III, Section 1. Additional nominations may be made from the floor during the meeting, provided that the member so nominated shall have been consulted in advance and his willingness to serve indicated. A member of the Board whose term has expired may be re- elected. Article VII - Duties of the Officers and 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. 2. The President shall appoint all committees of the Council and the Board of Directors. 3. The President shall exercise a 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, but he shall not be counted in determining a quorum. In the absence of the President, the Vice- President shall serve in his stead. 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 annual meeting in April of each ,year, the Secretary shall submit a written report covering the activities of the office. At the expiration of the term 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 Hoard meetings to all members of the Council and /or the Roard. -4- 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 9razos 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 the 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 meetinT of the Council. Vice -Pre s ident In the absence of the President, or in the event of his inability or refusal 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 Chairperson 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 attained 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 solicita- tion of memberships in the Council amonf* organizations and individuals. The Chairperson for Membership may conduct membership drives, produce and dis- tribute brochures, seek publicity through television, radio and the press in efforts to secure memberships. The Chairperson shall keep an accurate record of membership, by classes, Rnd shall report to the President, and to the Council at the quarterly and annual meetings. 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 duties. Reasonable and legitimate expenses incurred in line of these activities shall be paid by the Council, subject to prior approval of the President. Article VIII - Meetings Section 1 - An annual meeting of the Community Council membership and guests shall be held in April of each year at which meeting annual reports shall be given and directors elected. Notice to the membership shall contain the slate of directors to be presented by the nominating connittee and shall be mailed 15 days before the meeting date. -5- Section 2 - Additional meetings of the Council shall be held at least quarterly with due written notice. Section 3 - Upon petition by ten members of the Council, the Board of Directors shall call a general meeting within thirty days. Section 4 - A quorum at any meeting of the Council shall be 20% of the membership. A quorum of the Board of Directors shall be 50J of the members of the Board. Article IX - Finance Section 1 - Dues for individual membership and for organizations shall be set by the Board. Section 2 - The 9oard of Directors shall be responsible for all financial matters. They may seek and accept assistance as they deem appropriate. Article X - Tax Exempt Status The Brazos County Community Council is organized exclusively for chari- table, 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 corresoondinP 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. 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 nf statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these bylaws, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under 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 or- ganization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law). MIT Article XI - 'Disposition of Assets Upon Dissolution Upon the dissolution of the organization, 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 ex- clusively for the purposes of the organization in such manner, or to such organization or organizations organized and operated exclusively for chari- table, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501 (o) (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 organization is then located, exclusively for such purposes or to such or- ganization 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 bylaws may be amended by an affirmative vote of two- thirds of the members present at a meeting of the Council, provided that the proziosed amend- ment 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 action is to be taken. Article X N - Date of Enactment These bylaws, 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 County Community Council as of 4 MMAM 0 � A �� o 0 �' o V AIJ DK 401- ie l� ram r�3;� 693 69�y L,S%or Owl- mp-" zt� 41 o C, -- - w � - 7" yp Vwwmjf,jlulU44 Ye ?6 * 1 " U - NTEWN� l O� r j You are cordially invited to a RECEPTION honoring RETIRED SENIOR VOLUNTEERS AND OUTST11NDING SENIOR CITIZENS May 18, 1976 3 p.m. Fellowship Hall First Presbyterian Church 1100 Carter Creek Bryan HERITAGE OF Brazos County with Hazel Richardson PARADE YOU in any "ole fashin" clothes you have TREASURES Bring something old, plainly marked with your name for display. SINGING FUN REFRESHMENTS SPECIAL AWARDS Sponsors: Retired Senior Volunteer Program RSVP Off-ce Rm. 310 Varisco Bldg. Ph. 822 -2712 , Xld"g, O v dtV-A T� ?23 os? 7 �� X 93 ?ass Brazos County Community Council 309 Varisco Building • Bryan, Texas • Telephone 823 -5226 The Brazos County Community Council met May 10, 1976, at 12 noon in the Varisco Building. The meeting was called to order by President John Leonard. Those present were Jim Thompson, R. D. Lewis, J. D. Lindsay, R. B. Bossler, D. A. Anderson, Rita Reneipp, Shirley Plann, John Leonard and Rose Ann Barzak. The minutes were approved as read. The treasurer's report was given by J. D. Lindsay as follows: Balance on hand April 1, 1976 Income: BVDC $785.67 C.S. United Fund 225.00 Bryan 1lnited Way 213.75 Bryan United Way 27.00 Disbursements Personnel 1529.55 Travel 31:05 Rent 40.00 Phone 28.71 Printing & Suprlies 30.45 FICA, IRS 92.96 $3405.28 125 4656.70 752 -72 Balance April 30, 1976 13903.98 The new budget was discussed as were the bookkeeping procedures. Pres. Leonard asked for a report from the treasurer as to what money is ours and what is unspent AVDC funds. Quarterly meeting Will be held June 3, 1976, at 7 :30 at the Bryan Public Library. IRO -Repo Reported 661 van rides, 15 Road Runner trips, 61 outreach visits, 47 office calls. WVVP - Reported 193 volunteers in March with 2,398 hours. There will be a recognition program for Outstanding Senior Citizens and volunteers on May 18 at 3 p.m. There will be a church Conference on Aging Mav 11 ; there will be the Senior Citizen Festival May 22 at the Manor East Mall. Nominating Committe - A list of 22 names has been compiled and was read. Nomina- tions will be complete by May 19. Dr. Lewis moved to endorse the report of the nominating committee; it was seconded by D. A. Anderson and was passed. Nomina- tions and by -LAws will be sent to all members May 19. President Leonard asked for reports on progress made in getting the books audited for RSVP and BCCC. Dr. Lewis reported that Walter Manning would not be doing the RSVP books. Mr. Rossler had nothing to report about BCCC audit. The meeting was adjourned at 1:10. Next scheduled meeting will be June 14, 1976. Rose Ann Barzak Brazos County Community Council 309 Varisco Building • Bryan, Texas • Telephone 823.5226 The Brazos County Community Council met June 14, 1976, at noon in the Varisco Building. The meeting was called to order by R. D. Lewis, who presided over the meeting. Those present were Judy Phillips, Lila Lane, Gloria Taylor, Topez Hughes, R. D. Lewis, Shirley Plapp, Bob Bossier, Helen Wilborn, Aline Snyder, J. D. Lindsey, Harley Roath, Knox Parr, and Rose Ann Barzak. The minutes of the annual meeting were read and approved. The minutes of the last meeting were read and approved. The Committee discussed the need of the Brazos County Community Council ,00ks to be, audited. Inquiries are being made as to someone who will volunteer to do an audit. The treasurer's report was given by J. D. Lindsay as follows: Balance on hand April 30, 1976 $3,903.98 Income for May $785.67 785.67 $4,689.65 Disbursements 709.75 Personnel $489.22 Travel 13.95 Building Space 40.00 Communication & Util. 53.82 Printing & Supplies 19.80 Equipment -0- FICA, IRS 79.01 Balance May 31, 1976 $3,979.90 Motion by Harley Roth, seconded by Synder to approve 1976 -1977 Brazos County Community Council budget, which will be submitted to BVDC, be approved with modification of a balance of $9,550.00 for income and expenditures. RSVP - Shirley Plapp submitted a report on RSVP Program objectives, 1976- 1977. Reported 285 volunteers in may with cumulative hours of 42,688, 42 agencies served. Projected income 1976 -1977 $30,009. Dr-Lewis asked each member to look over the BCCC By -laws care- fully to determine whethQr we are fulfilling our objectives. The meeting was adjourned at 1:15. Next scheduled meeting will be July 1.2 , 1976 Gloria Taylor 9D Brazos County Community Council 309 Varisco Building • Bryan, Texas • Telephone 823 -5226 The Brazos County Community Council met July 19, 1976, at noon in the Varisco Building. The meeting was called to order by the President. There were 10 members present. The minutes of the previous meeting were approved with corrections. The Treasurer's report was given by J. D. Lindsay as follows: Balance on hand May 31, 1976 $3,979.90 Income 835.67 Disbursement 767.86 Balance on hand June 30, 1976 $4,047.71 IRO - Reported 149 trips, 57 outreach, 14 Road Runners, 22 In Office Calls, and 20 Phone calls to those over 60. RSVP - Reported 205 volunteers, with 1,836 Hours, 41 volunteer stations. A partial report on proposed funds was also given. Motion by Robert Bossler, seconded by Jim Thompson,.that the revised budget be signed by John Leonard before the next meeting and without the actual presence of the Board. Motion carried. The president named a supervisory committee consisting of Topaz Hughes, Chairman, Freddie Wolters, Helen Hawkins, and Robert Bossler -ex- officio. The Supervisory Committee will submit plans to the Board. President Leonard recommended that the nominating Committee be reinstated and that they get a replacement for the Presidential position. President Leonard expressed his many thanks for the opportunity of working with the. Brazos County Community Council. He also expressed a wish for the Council's continued success. Motion by Topaz Hughes, seconded by Frances Allen, that the meeting date be moved from the first to the third Monday of each month. The motion carried. The meeting was adjourned. The next meeting will be August 16, 1976. Gloria Taylor, Secretary i OT10 2* BRAZ03 COUNTY COMMUNITY COUNCIL T'ze 3ra.zos County Community Council. board met at noon, August 16, 1976, at the Council office. Or. R. D. Lewis presided. Others in attendance were Rose Ann 3arzak, Robert Boss7_er, Topaz Hughes, Knox Parr, Judy rhillips, Shirley Plapp, Barley Roa.th, and Aline Snyder. Minutes of the previous meeting were approved as circulated. 'there was no Treasurer's report due to the absence of the Treasurer. An audit of RSVP and BCCC books was discussed, but no action was taken. Suggestions for someone to do the audit were asked. for. Gloria. Taylor's resignation as secretary was read and accepted. Judy 11 i"il: volunteered and was approved as secretary for the remainder of the year. A letter was received from the BVDC stating; the $3,093.42 in unsbert funds for fiscal year ended June .30 must be returned by August 26. 14r. Roath 14OVED the Trea:�urer be authorized to itinke this payment prior to Au: 25. Secorded by Mr. Bossler. MOTION PASSED. It was suggested to see if keeping; the Treasurer's books and materials in t!le BCCC office is feasible, as there are times when it's recessary to refer to cancelled checks. Mrs. 3ughes said the supervisory committee will work on setting lin a work schedule to be concerned with bank accounts, tax dollars, and insuring dateline of all pertinent reports. A report is to be made at the Seutember meeting by that committee. Mrs. 3arzak gave the IRO report for July: van rides increased to 218, outreach 43, roadrunners 15, office calls 22 ( under 60 years of age). Two new voluntt ers ,nave been added in the office two after- noons per week. - Mrs. Tapp had no July report for RSVP. However, there are a.pproxi- mately 206 volunteers nor,, falling a. little short of the year's goal but aiout the same as la-t year. There is.a new worker in the office. Community Action is paying salaries of girls under this program which is for oregnant girls to get office experience. The girls will not replace volurteers and wIll work with supervision. Mrs. Plapn further reported a federal, grant renewal of $20,036. Mr.. ' B;)ssler suggested fi.1_11ng the Presidency for the remainder of Lhe year !i.nd will. dill Thompson al -out activating the nominating cnr� c'i ',te��. Dr'. Lewis su; h= wing an extension service agent on T %ie i :,, 1, the ti ng ,.w111 1) e Monar y, Ser,temher 20. T'le f -eting adjOurn&I at 1Pi4. Respectfully submitted, Judy Phillips, Secretary BRAZOS COUNTY COMMUNITY COUNCIL The Brazos County Community Council board met at noon September 20, 1976 at the Council office. Dr. R.D. Lewis presided. Others in attendance were: Frances Allen, D.A. Anderson, Rose Ann Barzak, Robert Bossler, Lucile Gould who was introduced as a new board member, Carl Holley, Topaz Hughes, Roberta Lindquist, Knox Parr, Judy Phillips, Shirley Plapp, Harley Roath, and Aline Snyder. The Treasurer's report for August was made by Mrs. Barzak In the absence of the Treasurer who had submitted it to her. It is attached to the original of these minutes. The Treasurer's books are not yet kept in BCCC office. An announcement was made that Helen Wilborn had resigned from the board because of moving out of town. Jim Thompson sent an announcement of the next quarterly meeting of the BCCC. It will be held. at 7:30 p.m. on October 14 at the Bryan Public Library. The Daniel. Jarvis Home Health Agency will present the program. Mrs. 3a.rzak reported "Where To Call For Help" brochures are now available and some have been given to the Library, Chamber of Commerce, and. Welfare Department and some wJ.11 be given to the Welcome Wagon. She also reported the BVDC is concerned because of the lack of a B.CC president. Mr. Bossler said the nominating committee has made no progress. The IRO report for August: outreach - - 24; roadrunners - -11; phone calls from over 60 years of age - -22; office visits - -16; -nd van rides - -1 77. Mrs. Barzak announced her resignation immediately for employment elsewhere. Mrs. Snyder MOVED, seconded by Mr. Roath, that Mrs. Barzak's salary be paid through the end of September. MOTION PASSED. Mrs. Lindquist will be working the office 9 -3 and in the area 3 -5 with no lunch hoar. Mrs. Hughes MOVED she be hired at the same salary as mfrs. 'Barzak for the I &R office and that her total salary be $550 monthly. Mr. Anderson seconded. MOTION PASSED. Dr. Lewis (representing Extension Seryi,ce) and Mr. Parr have been involved informally in home health care service. Nursing care has to be ordered. by a doctor, and a State agency must pass on the needs of the community before such an organization can be established. Mr. Parr, Mrs. Plapp, and Mr. Anderson will be representatives to the BVDC land resources meeting on September 30. Mr. Roath and Mrs. Gould will be representatives to the BVDC housing meeting on September 28. Mrs. Lindquist reported on transportation. BCCC does scheduling for Project Independence van which is taking approximately twelve people per day to medical facilities primarily. However', the driver -2- accommodates if possible by taking the riders on errands after doctor's appointment. A second van is supposed to be forthcoming and a third is probably needed. Community Action owns the van and DPW pays for'gas. Three days' notice is needed for van rides. Riders must be 60 years of age unless they are welfare patients, or 57 if disabled. Rides will be planned by area when there is a second ;ran. Mrs. dughes said the supervisory committee composed of Helen Hawkins, Freddie Wolters, and herself will have a ,job description for the next meeting of the board. Mrs. Plapp reported fiscal policies need to be renewed for the year started September 1. They have been approved by RSVP board and must be presented to the RSVP Advisory Committee September 21. Mr. Anderson MOVED approval of the RSVP report,,seconded by Mrs. Gould. MOTION PASSED. Mrs. Plapp requested Mr. Lester Womack be reappointed as Fiscal Agent to RSVP. Mr. Bossler MOVED approval. Seconded by Mr. Anderson. MOTION PASSED. Mrs. Plapp said the RSVP year -end report will be ready for the next meeting of the BCCC board. At the end of the fourth year there are 217 volunteers with 1,927 hours. RSVP will have a birthday party September 30 from 3 to 5 at Faith United Church. A filmstrip dealing with the older person's feelings will be shown at that meeting. Xrs. Plapp reported she had been at her own expense to an organiza- tional meeting in Chicago of the National Association of RSVP Directors. The purpose of this Association is for professional growth and lobbying. She plans to attend RSVP regional and state meeting September 26 -28. Mrs. Hughes announced slides and tape recordings about swine flu are available to organizations. The program is about twenty minutes long. The next meeting will be at noon, Monday, October 18 in the BCCC office. i Respectfully submitted.. Judy Phillips, Secretary Brazos County 309 Varisco Building • Dear Member of the Board: Community Council Bryan, Texas • Telephone 823 -5226 October 19, 1976 Due to an increase in funds from the Brazos Valley Development Council we have been asked to re -do our budr-et for 1976 -77. Our funds have been increased from 06,900.00 to 97,900.00. Enclosed is a copy of a revised budget reflecting this increase. The income figures for the Bryan 'inited Way, Membership, and Balance June 30, 1976, have been decreased to show actual income rather than projected income. Members attending the board meeting Monday, October 18, 1976, voted to mail out the enclosed budget rev;_sion and ask members to call in their vote, ,yes or no, to the BCCC office as soon as possible as the rev ;sion must be turned in promptly to the Brazos Valley Development Council. I will be harpy to answer any questions you may have. ph. 823 -5226 Roberta Lindquist Director, Information and Referral 9 o y d Or Brazos County Conmurtity Council LIi;d-,,..,et J1 1, 1976 - June 30, 1977 INCOMB Brazos Valley Developm-at Comicil x$7,900.00 bry United 'L , y �? - a College Station e RL P00 1,111embership 8- Donat. on, f Balance Jime 30, 1976 ��77.00 In-kind .580.00 1 2, 207.00 E'XFEN'T)IT(M'.vj" Proposed equipment expenditures: calculator typewriter & table looked file BVDC - PI 0 C C IN-h I h D TOTAL Salary SP6 456 IPICA $386. 386.00 pri*ntina 0 s 250. 250. 500-00 telel)hone 400. 400-00 250. 250-00 rent 480. $1 380. 1 1 60.00 travel 250. 500. 750-00 emi.puient 800. 800.00 miso. 261. 2 61.00 400. 4-00.00 TOTAL $7,900. Z1, 380. `.)12,207-00 Proposed equipment expenditures: calculator typewriter & table looked file BRAZOS COUNTY COMMUNITY COUNCIL The Brazos County Community Council board met at noon October 18, 1976 at the RSVP office. Mr.. Jim Thompson presided. Others in attendance were: Lucile Gould, Topaz Hughes, Roberta Lindquist, Judy Phillips, and Shirley Plapp. Minutes of the meeting of September 20 were approved as amended. (The Treasurer's report was filed in the IRO office instead of.being attached to the minutes. The balance on hand August 31 was noted to be $578.85.) The Treasurer's report was read. As of September 30,1976 the balance on hand was $407.53 and the report is filed in the]RO. The Treasurer's books are in the IRO. Mr. Thompson read a letter of resignation from board member Rita Ker_eipp. A proposed revised budget totaling $12,207 for the year ending June 30, 1977 is attached to the original of these minutes. Since there was no quorum present, absent members are to be contacted for approval of that budget. Mrs. Gould MOVED, seconded by Mrs. Hughes, that those members present approve it. Motion PASSED. Mrs. Lindquist made the IRO report for September: office cases 13 (6 over 60 years of age); roadrunner 16 info calls 19 over 60 years of age; outreach 65; transportation 227.,. She said there are a considerable number of other miscellaneous calls which she is not required by BVDC to keep records of, but will do so in the future for reporting to the board. Mrs. Plapp reported there were 220 volunteers in 36 stations as of September 30. Mr. Joe Wheeler is auditing RSVP books without charge. The birthday party on September 30 was well attended, and RSVP had. a booth at the People's Festival. Mr. Thompson said the quarterly meeting.' was interesting but only six people attended. There had been no publicity. It was decided if there Is no more interest the board needs to consider whether the meetings are really performing a service the community wants. Mrs. Hughes suggested having an annual meeting, possibly with dinner. This matter is to be taken up when more board members are in attendance. Mr. Thompson said the Nominating filling the presidency. Mrs. Hughes read a report of the are to be handed out at the next taken. A copy is attached to th Committee still has no report or BCCC Supervisory Committee. Copies meeting`At which time action will be e original of these minutes. Mrs. Gould reported on the BVDC Housing meeting with the Regional Planner. About 20 people from seven counties attended. Three meetings were proposed for setting goals for the community and for making plans to implement those goals. Mrs. Gould plans to attend these meetings.. Improving existing housing and providing low -cost housing were suggested as goals. .T'r -2- Airs. Plapp reported on the BVDC Land Resources meeting. About 15 people, mostly from Brazos County, attended. Lignite development was the most discussed topic. A plant is being built in Grimes County and others are planned in the seven - county area. Mining will be handled by lease. A survey of those present showed that most were concerned with guided growth in undeveloped land surrounding Bryan -CS, but if proposed strip mining operations bring in many people then some method of influencing development patterns in the rural areas should also be found. Also discussed were flooding and property taxes. There will probably be two more meetings which Mrs. Plapp plans to attend. The meeting adjourned at 1:20. The next meeting will be Monday, November 15 at noon. Respectfully submitted, Judy Phillips, Secretary 1 RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 ".. T AF, Ps `NN_ LL Septe:�:)e r 1 , 1975- August 31, 1976 � . - �� - -� - in -•P a. RSVP stagy' sala -ies and fringe benefits shall be approved at the begin- ___ nin - _of each :Project year by the BCCC Executive Board and the amounts , _ h al l � ca uv _ t he �he m Pc T C E t-i i oarc 2. Compensatory Time in lieu of overtime pay shall be authorized by the RSVP - Di- ecto-.when a staff membe- has worked - more than 40 hours in any work -We-e%- - -:+a r h work--d in excess cf the 1CI1 �� �+c e{�.°11 V n+ -A Fiars �..0 and one -half hours of compensatory time and must be claimed within the pay period earned. Compensatory time for holidays wormed must be claimed within the pay period of date earned using the schedule of one and one- -half hours of compensa,tbry time for each holiday worked. This provision shall apply only to employees who are covered by the Fair labor Standards Act. 3. �'Aaff Lea a. Annual leave shall number 10 regular working, days per project year and shall be allowed to accrue from year to year. The staff shall stagger annual leave with a notification of such planned leave to the BBC President (or his /her designee) and the =:SVP Advisory Council Chair- man. A monthly work record shall be kept by the RSVP staff. b. Sick leave shall numbe- one day per month and may be advanced or ac- crued up to 12 days for each project year with no maximum. c. Holilays shall number. 13 days per year for each project year and shall include federal and bank holidays plus other days as designated: (1) labor Day 1st Mon. in Sept. (2) Columbus Day grid Mon. in Oct. (3) Veteran's Day 4th Non. in Oct. (4) Thanksgiving 4th Thurs. in Nov. (5) and following Fri. (6) Christmas Dec. 25 and either day before (7 ) or day after, staggered and at discretion of Director (9) New Year's Day Jan.l (9) Washin P, ton's •day 3rd Mon. in Feb. (10) Good Wriday or Yom Kippur (11) Memo, -ial Day 4th 1:on. in May (12 Independence Day July 4 (N LBPs B'day Aug. 27 Ol ic ie r�- r�ornel 11 d. a' holiday falls on -aturday it shall 1,c taken on 'eceed-in ' J P1 d it on '�unday, taker. on followin (I. ti, ii: Pay sh;a11 be 30 c't__:leAa7- dav, T)--- r p,- and shall be a r the '­C­ :,;recutive f Leave with my shall inclurIE; s tP 1, e annual IV ccill*. iu-_. duty Aoctor', an dent 1 -4 IS i n uncralz;, an_�; vcji ic a re. Leave fo- voting shy 12 not exceed one hour taT at the lleginl_ nin. or close o' re-ula- wo day. s' ; 11 h1e. _/ ", cr; reFuia- worlkday-_�. • :Y 5. Sta �6h Descriptions shall be available and reviewed and revised as ne- oil, - and - th - e - BCCC-ExBcutive. Board. The '1V IT staff' shall include tw full time employees -- a Director and an tdrinistrative Secretary. - ie' I Policies are-effe A ive. for- duration ation of each project yea These policies shall be reviewed and or revised annually by tine Rwr stafr and the Advisory Council., The BCCC Executive Board shall annually app these policies. 7. These - policies shall be in acco-dance with A 71PION p-licies and the annual ad of the _---ant as approved by the BCCC Execiitive Board and au- t h a- i ze- -: by A \"I ! 9. Amendments to these policies ray be approved by the BCCC Executive Board at any time du -inn eac' project year. Submitted to and approved by the Brazos County Community Council Executive = oard on e a., 1976. John Leonard, Jr .. 'esid l ent, 'CC Executive ?oard Rita Keneipp RS't"r- Advisory Council Chairman RSVP ADVISORY COUNCIL EVALUATION 1975 -76 Questionnaires with self - addressed, stamped envelopes were mailed to 30 Advisory Council members on March 4, 1976. On March 22, Evaluation Sub - Committee member John Bane tabulated the 17 questionnaires which were returned (57 %). Not all respondents answered all questions. All comments are recorded in appropriate sections. 1. Using a scale of 1 to 100, evaluate the achievement of objectives for the first 5 months of 75 -76 Achievement of Objectives 2. Advisory Council Meetings 15 Respondents (86 %) -- Subcommittee Activities: the following subcommittees have met one or more times during the first five months of the current year: Finance, Personnel Policies, Orientation Workshop, and Evaluation. How would you rate Advisory Council participation in project operations as a result of these subcommittee activities? (rated on scale of 100) Average Rating 77% - -Don't know whether or not members actually participated even when on subcommittees. -- Monthly Director's Reports: How would you rate the informational handouts at each Advisory Council meeting? Circle answers which apply. Helpful Understandable Accurate Too Detailed Inadequate Too Many 16 respondents (94 %) Helpful Too Detailed Understandable - -87% In Adequate - -13% Accurate Too Many - -"You might keep one manila folder for each Council member (with their name on it) with all printed material inside. You could encourage members to jot down ideas they have during meeting to leave in folder." - - �VVrer alll thg handou�s, because I then have the material t,() re a and to he p me un erstand RSVP and clarify q uestl.nns i have." Projected 5 mo. act. Evalu No. of 75 -76 Year 75 -76 Year Rating Respondents Number of Volunteers 230 165 71 16 Number of Active Volunteers 196 156 64 16 Volunteers Recruited 60 23 67 15 Volunteers Withdrawn no proj. 3 67 13 Volunteer Retention Rate no proj. 98.4% 65 15 Number of Hours 33,640 9,975 63 15 Number of Volunteer Stations 40 37 85 16 Costs per Volunteer Hour 650 $1.16 70 16 Local Income $12,120 $4,910 74 14 Local Fxpenditures 42% 39.9/0 87 16 Local Expenditures $12,120 $4,605 62 15 2. Advisory Council Meetings 15 Respondents (86 %) -- Subcommittee Activities: the following subcommittees have met one or more times during the first five months of the current year: Finance, Personnel Policies, Orientation Workshop, and Evaluation. How would you rate Advisory Council participation in project operations as a result of these subcommittee activities? (rated on scale of 100) Average Rating 77% - -Don't know whether or not members actually participated even when on subcommittees. -- Monthly Director's Reports: How would you rate the informational handouts at each Advisory Council meeting? Circle answers which apply. Helpful Understandable Accurate Too Detailed Inadequate Too Many 16 respondents (94 %) Helpful Too Detailed Understandable - -87% In Adequate - -13% Accurate Too Many - -"You might keep one manila folder for each Council member (with their name on it) with all printed material inside. You could encourage members to jot down ideas they have during meeting to leave in folder." - - �VVrer alll thg handou�s, because I then have the material t,() re a and to he p me un erstand RSVP and clarify q uestl.nns i have." -- "Sometimes they need a little more explanation." -- "Large percentage of time used in preparation of such details, which means little or nothing to most council members, could be used to more advantage otherwise." Are charts shown at council meetings on progress toward objectives adequate? Yes 15 (94 %) No 1 (6 %) 16 Respondents (94 %) -- "Well done" -- "Gives visual ideas of what is going on. Keep this up." - -Oral Reports from Volunteer Station Representatives: Do you favor the continuation of these oral reports? Yes 14 (93 %) No 1 (7 %) 15 Respondents (88 %) Council a personal human picture of actual work of RSVP and of the gratification volunteers experience" -- "Good -- chance for questions and comments. Makes the group feel a part of RSVP." - - "It reminds us of what this is all about and what the grass roots people are doing." - - "I also think it would be helpful to have a report from a RSVP Volunteer. Maybe you could have a Station every other month and a Volunteer every other month." - - "I believe this increases morale." -- "This is a very meaningful part of Council meeting. The Stations become people and there is a better understanding of what volunteers are doing in the community." 3. Proiect Administration and Management (rated on scale of 100) -- Reporting Procedures 86 (Avg. Rating) 14 Respondents "concerned about late filings with IRS and with the lateness of report (Sponsor's Quarterly Program Report) which was recently overdue in ACTION office. We need better system to insure these kind of dead- lines are met. "Reporting procedures sometimes don't cover much except statistics and continuously reminds us it's a federal program. Also that the Director does not have committee chairman report as much as they should. There is a growing tendancy for professional taking over of committee members' jobs. I believe more actual expenditures and what money is spent for should be done each month, i.e. postage, phone calls, etc. - -on a mimeo sheet." -- Accounting of Funds 92 (Avg. Rating) 15 Respondents "Need to get prompt auditing on time." -- Office Operations and Personnel 89 (Avg. Rating) 15 Respondents -- Communication with Volunteers 87 (Avg. Rating) 14 Respondents -- Other -No Respondents "Nothing is perfect but I am very impressed with RSVP." "Need to intensify efforts with fund contributors." 4. uubblic Information (rated on scale of 100) -- Community Awareness 71 (avg. rating) 15 respondents - -News Media Coverage 79 (avg. rating) 15 respondents "Excellent media coverage seems to reflect diligent efforts o.f Director to appropriately keep RSVP in public eye." "It seems to me news media coverage has improved remarkably during the year; therefore, the Community should be becoming more and more aware of RSVP." "I think it would be good if this could be improved." -- Newsletter 88 (avg. rating) 13 respondents "Probably helps unite volunteers and get them better acquainted." -- Other: Placement 60 (avg. rating) 1 respondent "I have had some feedback from potential_ volunteers who have been telephoned and urged to do volunteer jobs that were not their choice at all. I krow this happers in all recruiting of volunteers;- - and if at all possible face to face interviewing tells so much more about the person. I krow volunteers themselves sometimes are misinformed and prejudiced - -as these persons were." -- General comments: "Too much time and effort on paper work - -not enough on Volunteer Stations relations." "We are in the most critical_ stages of this worthy project - -es— pecially in gaining more local_ support in the midst of competition and sometimes overlapping with other agencies." "We need to clarify and make more effective our interrelation with BCCC (sponsor)." RSVP VOLUNTEER EVALUATION 1975 -76 Questionnaire with self - addressed stamped envelope was mailed to 185 SV's on 3 -4 -76. Responses were compiled on 3 -22 -76 by Evaluation Subcommittee members Lillian McNeely, Gordon Gay, Jesse Flores, and the RSVP Director. 63 Volunteers returned questionnaires (34 %). Not all respondents answered all questions. Volunteer comments are included. 1. Indicate your present volunteer assignments: 125 assignments checked Nursing Home 12 Telephoning 11 Crafts 10 Local Committees 9 Volunteer Driver 9 Retired Group 9 Sewing 7 RSVP office 6 Silverware Wrappers 5 Library 5 Roadrunner 5 Mailing Group 4 Youth 4 Children 4 School 4 Consulting 3 Visitation 3 Health 3 Receptionist 3 Government 2 Hospital 2 Welfare 1 General Clerical 1 Other 7 (Total) (DLothes sorting, legal counseling, museum -aide, bookkeeping, first - aid instructor, financial counseling, other) 2. Before enrolling in RSVP did you volunteer service on a regular basis? Yes %) No 41 (65 %) 57 respondents (90 %) 3. Did RSVP make it easier for you to get involved in community service? Yes 52 (90 %) No 5 (10 %) 57 respondents (90 T_ 4. What benefits are important to you that RSVP has made possible? 143 benefits checked Ability to help others through community service 41 Making new friends 40 A place to go 22 A chance to learn new skills 13 Transportation reimbursement 11 Personal accident insurance 11 Meals provided through the agency 5 Others 1 (something to help time pass) 5.. Do you feel that the RSVP staff has helped you in your volunteer work? Yes 50 (98 %) No 1 (2 %) 51 respondents (61 %) 6. Would you prefer: Spending more time 15 (30 %) or less 3 (6 %) time in volunteer work, same amount? 32 (64%) 50 respondents ( M ) I am now giving _15 (average hours per respondent hours of vcl- unteer service each month. (estimate) 49 respondents (78 %) 7. Do you feel that your volunteer service through RSVP is making a contribution to your community? Please explain. Yes 39 (98 %)No 1(2' %) 40 respondents (63 %) -- "It's important and I Love it" - - "In my small way - -some of the people I call ill or different things and a call helps" -- Husband helps at home more so wife can have do volunteer work -- "Makes you feel somewhat obligated to fortunate" -- "helps people help themselves" -- "helps the residents of nursing homes" -- "helping furnish reading material and -- "helps worthwhile activities" on the telephone are time to get out and helping those that are less supplying transportation" - - "by helping senior citizens with financial problems" -- "rides to get to work" 8. Do you find your volunteer assignment satisfying? Yes 46 No 0 Please explain. 46 respondents (73 %) No comments. Please comment and include any way in which the agency where you work could make your volunteer service more meaningful to you: -- "helping to motivate each other" -- "Meals are good" - - "not enough of it (Vol. work). I love to work." -- "Vol. supervisor is "very kind and good and that means a lot" -- "They are not able to do the thing I do for them. Such as sweep, mop, and change bed." "See a lot of lonely people, visit elderly, sick, and newcomers -- "Doing something to please others." -- "Filling a need and making new friends." 46 respondents ((3 %) 9. Do you feel that you had enough choice in selecting your volunteer assignment? Yes 51 (96 %) No 2 (4 %) If no, why? -- "Many choices- -too little time." -- Assignment was self- imposed because Vol's sister was in nursing home. But Vol. manages to visit at least six other residents everytime she goes to visit sister. 53 respondents (84 %) 10. Is your volunteer assignment utilizing skills you had learned previously at work or home? Yes 7 No 2 ; or is it entirely different? Yes 38 (66 %) No 6 (14 %) 53 respondents (84 %) 11. Do you feel that senior citizens in general need the opportunity to do community service? Yes 46 (96 %) No 1 (2 %) Please explain, -- helping to motivate each other - - "It makes one feel better to do just small things to help and to keep busy." -- "Will give them something to do and makes them happy." - - "It makes me feel needed" -- "Keeps you abreast of community affairs" -- ;'Provides something worthwhile to do and makes you realize your usefulness" -- "Helps them know that they are helpful to others" __' ;G haooier when busy" RSVP VOLUNTEER STA EVALUATION Questionnaire with sElf- addressed, stamped envelope was mailed to 40 Stations on March 4, 1976 Responses were compiled on March 22, 1976 by Evaluation Subcommittee member Jesse Flores. Seventeen Volunteer Stations returned questionnaires (43`x). Not all respcndents answered all questions. 1. Attitude towards the senior citizen a. Have RSVP volunteers changed your feeling about the older adult? Yes 4 (26 %) No 12 (74 %) Please explain. 16 respondents Vast majority of negative respondents commented that t! ;ey have always had high opinions of older adults b. Do you plan to cant =.nue using RSVP volunteers? Yes 12 No 0 12 respondents (1D-M 2. Volunteer benefits (17 respondents checked 27 benefits offered) a. What benefits are you offering volunteers? Recognition 10 Providing transportation 1 Meals 4 Expanding Assignments 1 Volunteer Supervisor 3 Love 1 In- Service Training 2 Companionship 1 Name tags 2 Cultural Programs 1 Uniforms 1 Transportation reimbursement 1 b. Do volunteers justify your doing this? Yes 6 No 0 3. Would you like to increase the number of RSVP volunteers in your agency next year? Yes 12 (80 %) No 3 (20 %) Estimate the number needed as of March 1916 Insufficient response 1� respondents 4. Have you received enough assistance from the RSVP staff? Yes 14 No 0 14 respondents (:1 ©b %) 5. Please comment on the effectiveness of RSVP volunteers in areas of dependability, capability, job performance, etc. Satisfactory 13 Unsatisfactory 0 13 respondents (70N) 6. What general suggestions do you have for improving the program? No comments 7. Do you have any general suggestions for publicity or other ways to inform the community about RSVP? 3 respondents commented as follows: - -RSVP Volunteer could be publicity chairman -- Spread the word by Nord of mouth -- Stimulate awareness by working thru senior groups in churches 12. Do you enjoy the gatherings for RSVP Volunteers? Yes 39 (95 %) No 2 (5%) Please explain -- "Gives older person purpose and joy in life" -- Getting better acquainted -- Disappointed at low attendance at gatherings - -Good for meeting friends and learning more about RSVP - -They stimulate interest and fellowship 41 respondents (65 %) Check the type you prefer: Social 17 General Discussion 16 Program with speaker 15 Training Session 13 Tour of agency 10 71 types checked as preferred 13. How frequently should volunteer meetings be held? Monthly 17 (51 %) Quarterly 12 (36/) Other At call 2.(7 %), semi — annual 1 (3 %), annual 1 (3 o) 33 respondents (52/0) 14. Please comment on the Newsletter (R5VP'er). Any comments you might have will be welcomed. , - -Vol. could have special section in Newsletter to write -- "Inspiring" -- "Informative" -- "Needs to be terser - -too detailed" -- "Gives peace of mind" -- "Helpful" -- "provides insight" -- "Great" -- "Pleasing" -- "Likeable" 15. Other comments: - - "We meet so many nice intelligent people we love to be around." -- "Vol. and community are benefit�dL'' RSVP)" -- (Staff) "punctuality needs to be improved" - -Make name tags to help people recognize RSVP vol. as friends r RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 RSVP VOLUNTEER STATIONS 1 975 -1 976 Altrusa Club of B -CS American Association of Retired Persons American Red Cross Arts Council of Brazos Valley BiCentennial Committee Boy's Club Brazos County Extension Office Brazos County Probation Office Brazos Valley Community Action Agency Brazos Valley Development Council Brazos Valley Museum of Natural Science Brazos Valley Family Planning Brazos Valley MH /MR Brushy Day Care Brushy Water District B -CS Jaycees Bryan Hospital Central Brazos Valley Mental Health Center Clothes Closet Community House Girl's Club College Hills School Crestview Retirement Community Department of Public Welfare Expanded Nurtrition Program Financial Counseling Service Friendly Folks Friends of the Library Girl's Club Girl Scouts Information and Referral Office LaSalle Home Leisure Lodge Maroon and White Corps Muscular Dystrophy Association New Light for the Blind RSVP Office and Advisory Council Reading Material Distribution Roadrunners St. Joseph's Hospital Pink Ladies Senior Citizen's Cheer Up Club Senior Citizen's Center at Fa ith Uni t:ed Chi.irch Sherwood Vultinteer:, :)oii t.h hiiu l l :;wi +rl t ll ri m � I luniu Texas ALIricu.l t urd l I_xptil i_mc ri t. :i t.tt L inri Twin City Mission Telephone Reassurance Service Years for Profit RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building -Bryan, Texas 77801 713 - 822 - 2712 PROGRAM INFORMATION STATEMENT May 1976 The purpose of the Retired Senior Volunteer Program (RSVP) is to develop a meaningful life for older adults (60 and over) of Brazos County through significant services as volunteers. An increasing number of these older citizens desire to find satisfying opportunities to be involved in community activities and to contribute of their talents, abilities, and experience. The RSVP is inherently a local program -- locally planned, operated, controll- ed and supported. Federal funding of up to 70°f of the total budget is sup- plied annually. Upon recommendation of the Governor's Committee on Aging, a permanent State agency established in 1965, the Brazos County Community Council was approved by ACTION as the grantee of federal funds for the RSVP Project in Brazos County. Notification of the Federal Grant ($24,736) for the first year (September 1972 - August 1973) was received in August of 1972. The following numbers of Senior Volunteers have been enrolled in RSVP and actively serving: 72 -73, 100; 73 -74, 125: 74 -75, 165. In 75 -76, 230 Senior Volunteers are projected and 76 -77, 265 Senior Volunteers. The numbers of agencies or organizations in which these Senior Volunteers are likely to serve are estimated to rise to over 40 in the fifth year. RSVP is not a financial assistance program to older citizens. It is a pro- gram of involvement for concerned, commited, and variously talented older citizens in service to individuals and groups of any age - -not in service to self, but to others. There are no income, education, or specific experience requirements of an older adult to become a Senior Volunteer. There- are no enrollment fees. The budget for the local RSVP includes only a full time director, the sec- retary, essential transportation, rent, and other necessary operational expenses. The Volunteer is to receive NO salary, only possible minimum allow- ance for meals and travel to the points of service. Accident and Liability Insurance will be provided. Ms. Shirley Plapp is Project Director and Ms. Janie Velasquez is Administra- tive Secretary of the Retired Senior Volunteer Program of the Brazos County Community Council. GET INTO ACTION! RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 Number of Volunteers Cumulative Number of Vol unte.er Hours Agencies Served Program Objectives 1974 -75, 1975 -76, 1976 -77 9 -1 -74 to 9 -1 -75 to Projected for 8-31-75- B-31-76 9- 1-76 to 8 -31 -77 126 215 285 19,745 23,646 42,666 37 I 50 I 42 Income Sources 9-1-75-8-31-76 Brazos County Bryan /Brazos County United Way S 1,500 City of Bryan 1,247 City of College Station 1,500 1,500 College Station United Fund 1,200 Brazos Valley Community Action Agency 1,000 Churches, Civic Groups, Other 1,076 In -Kind 1,498 Total Local aA3 Action Monies 9,943 Total Budget 16 S 26;432 Projected Income Sources 9 1 - 76------------ 8 -31 -77 Brazos County 6 1,800 Bryan /Brazos County United Way it821 City of Bryan City of College Station 750 1,800 College Station United Fund 1,675 Churches, Civic Groups, Other 1,076 In -Kind Total Local 1.551 Action Monies 9,973 Total Budget 20,036 3 30,009 ti ti I �D ti O� �O ti i Ln ti I Q U") z 0 rr n O U H W 0 m m N t` rn �O .. O t` O O O m O O m ct Ln O m N Lc) Ln O U) Ln t` O O (D • w w • w +) ti w O N t• �p � ti O O O O m m m Ln N kn O N O O O m O O O �O w ~ 1 O w 1p Ln N O Q)mL� � N cy � 13 O 7 +) m N- Ln O O O O O m .- U) O c7 N ti r- -A N N r— O N Ln c0 O Ln Ln m r- ti r` I (D O .-- — O c') I'D O\ c''1 I .- U • • w w kO 1 O .- �- �- N w • • I` O� J O\ Ln m � r- OIN m m r— p Ln r' O V N Lc] m 07 .- %lO ,- It 8 m Ln •! O O N Ln N gy p. (! N 4 �► •- i► . N w N O _ O P- ~ M ir- 1 ti w 03 O O O O Ln O O O O • M Li t4 O +' r n Lr) Ln m m m ti• 1 (D lf) N 07 N L(7 0 01 Lc) ( � Lf7 < a 4 00 I .- U '" w N kO .1 . N w m un 1 0 cV " O tq I• N O C U) c`7 rn m N (, ) t` N m m \O r` N m ti Ln r` .- CO D\ N O m r i lO O ti \.O N Cl) I'O rn O N ti m O N c'l w Ln N N N • w ')') O c- I- 3 N N iii 44 04 !n Q) N Ln m 7 ti O .- . V 0 +' I m O O O O O O O O O O _ N O O O •rl � w O w �p w C I Q) r N CO ti _ tft »i X O W +) V N O V Ln (q O\ m ti U) ti O m m � ON Ln r I r- N m m \1O ti N OD m O � ti I O t*) Ln to r- ti (D m O r` �O N m �O Lc) N O N m N I I U w • w w w r- O� J tft •- ` m V* > a) 13 N C +' m • +; a) Cl 4- +i C O C • U C X O Q) a) • 1 O O C (D a) C W (D a) O C > +- H r•I N (U N ri H O Q) 7 +� U C H O Q1 H G N U co C O C 1.+ r1 m 7 d N a) !a C -- H }� Q r-lc1 a� C Q1 C ' H - E z I-+ + rl C C a) a- p0 1 +' O Q , 4. D r •• I O m m a rn a) E m C 4• E a H ,G U rl . . . N O U O .— 13 t0 U H rl m E a a. O (D 7 -i r I -1 U U k U m Q) IL N LA- 4-) O 7 Q) O O. O" O O O a) () a) C cmo Ll) u Ln Q: CQ Ln LL•I > > > C= CL 1-+ U- RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 RSVP FISCAL POLICIES Sept. 1. 1976-Aug. 31, 1977 1. Personnel Compensation a. The compensation of Shirley Plapp, RSVP Director, shall be increas- ed from $10,935 to $11,482 per annum for the year beginning Sept. i 1976 and ending Aug. 31, 1977. The Director's local travel al- lowance shall be $93.75 per month effective Sept. 1, 1976 through Aug. 31, 1977. b. The compensation of Janie Velasquez, RSVP Administrative Secretary, shall be increased from $5,800 to $6 per annum. 2. Personnel Fringe Benefits a. The grantee shall provide a maximum of $672 per annum for FICA taxes for the employers share of Director's salary and a max- imum of $356 per annum for FICA taxes for the employer's share of Administrative Secretary's salary. b. The grantee shall provide $91 for Workmen's Compensation for Dir- ector and Administrative Secretary. C. Staff participation in other retirement and /or insurance plans are an available option for which budgeted funds are authorized. 3. Travel Policies a. Reimbursement for per diem conference travel performed shall be in accordance with standared government travel regulations unless restricted by ACTION guidelines for grant administration. b. The authority for RSVP conference travel is authorized by ACTION approved by the BCCC president or his /her designee. C, Monies for conference travel shall include the following work- shops: one regional and two state during the fifth year. These workshops would include expenses of $25 per diem with a maximum of $20 for miscellaneous expenses for the regional and state, workshops. Transportation to these conferences would be by public carrier or sutomobile. Reimbursement would be given upon receipt of public carrier vouchers and /or mileage records at 150 per mile. 4. Space Costs a. Office space for RSVP quarters shall be $162 per month cash with $72.80 per month in -kind from the Varisco Estate. These rates will be in effect from Sept. 1. 1976 to Aug. 31, 1977. RSVP Fiscal Policies Page 2 5. Financial Disbursements a. Volunteer transportation reimbursement shell be given at a rate of 150 per mile and provided for those who file the reimbursement forms. b. Volunteer meal reimbursement shall be given at $1.25 per meal for those volunteers who serve at least four consecutive hours and file the reimbursement forms. In -kind budgetary credit will also be accepted by RSVP from Volunteer Stations who provide free meals to those serving at least four consec- utive hours. A maximum in -kind credit rate of $1.25 per meal per volunteer shall apply when signed records are avail- able. C. Approval of other disbursements relating to volunteer ex- penses and other expenses in the approved budget categories as required by ACTION shall be a function of the RSVP Di- rector. d. A petty cash check shall be issued to and accounted for by the Director as necessary. e. A Fiscal Agent appointed by the BCCC shall co -sign all RSVP checks for disbursements. This agent will also be available to RSVP for financial counseling and assistance as needed. 6. Annual Audit a. An audit of RSVP's financial records shall be performed by a certified public accountant within a reasonable time after the end of each project year. Submitted to and approved by BCCC Executive Board on Sept. 20, 1976 Topaz Hughes Chairman BCCC Supervisory Committee Bob Wimbish Chairman RSVP Advisory Council BRAZOS COUNTY COMMUNITY COUNCIL The Brazos County Community Council board met at nooxx Novemoer 15, 1976 at tc�e R 5 7 P office. Kr. Jim T,zompsor, p Others in it ter.id.ance were;: ; L.A. And.ersor, I4r. Robert Bossler, Mrs. Topaz iiu hes, Dr. R.D. Lewis, Mrs. Rc��erta. Lindquist, Dr. J.D. Lindsay, Mr. Knox Pars, iYlr::. Judy Phillips, and Mrs. Shirley Plapp. Mr. Anderson MOVED, seconded. by Dr. Lewis, the board meet on the second Monday of each month rather than the third. MOTION PASSED. it was decided to cancel the December meeting unless there is some business that must be taken care of, in which cage Mrs. Lindquist, will notify board members. Minutes of the October 18 meeting were approved as mailed. The Treasurer's report was read by Mrs. Lindquist. Balance on hand October 31, 1976 was $1,328.01. The report was approved. A letter of resignation from Mr. E.S. Packenham as Treasurer, effective December 10, was read. the resignation was accepted. IRS reports for the quarter are beir prepared in the IRO. Dr. Lewis MOVED, seconded by Mr. Anderson, there be annual meetings of the BCCC rather than quarterly meetings, with special meetings during the year if events of particular interest come along. MOTION PASSED. Mr. Thompson will call Yrs. Frances Allen concerning a membership drive and possible letters to members regarding dues. Mrs. Lindquist made the IRO report for October: office cases 20, outreach 20, roadrunners 22, and transportation 202. For the Dast three weeks there had been 87 phone calls for general information and 172 calls about transportation, irrespective of age. Mrs. Plapp reported as of September 30 there were 220 volunteers in 37 stations with 1 ,936 hours. She distributed copies of various RSVP reports to be put in each board member's file. An cofficial outside audit is being made of RSVP books for the past four ,years. The auditor is from Dallas and was contracted by ACTION. BCCC must accept or reject the audit when completed. (The RSVP Advisory Board gives input in hiring or firing the Director and also makes an annual evaluation of RSVP activities, but that board is not the sponsor.) Mrs. Plapp said the auditor has made several helpful suggestions including keeping separate books for federal and non - federal accounts. She also recommended having two checking a accounts, one for federal and one for non - federal transactions. Mrs. Hughes MOVED, seconded by Mr. Anderson, BCCC have two such accounts. MOTION PASSED. Dr. Lewis suggested BCCC meetings be listed in the Ea le's calandar. Mr. Thompson will contact the Publicity Chairman. Mrs. Hughes distributed lists of duties of the Supervisory Committee, Personnel Practices for IRO, and a work calendar. Copies of each t i . 4.. -2- are attached to the original of these minutes. She MOVED, seconded by Mr. Anderson, the Personnel Practices for IRO be accepted as presented. MOTION PASSED. Dr. Lewis MOVED, seconded by Mr. Anderson, Mrs. Plapp be given three days off with pay, which she has accumulated by working overt 1. m e . MOTION PASSED. She wi l l n1 so i;salco two dn,ys nnniinl. 1 utiv<; it or1 1„r ti() takr; 11 Lt'IF) f:o 1114W!4 11 W) VII 1Jcar hII:JIvI rid . Mrs. Hughes reported BVDC has informed us that we cannot buy equipment with the grant money of $7,900 as we had budgeted. They strongly suggested Roberta Lindquist's salary be raised with the 'Honey originally budgeted for equipment. It was pointed out she now has additional duties and makes $6,600 presently. Mr. Anderson MOVED, seconded by Mr. Bossler, Mrs. Lindquist be given a $500 annual raise. MOTION PASSED. The budget will be reworked to show these changes. Mrs. Gould sent a note stating she would be attending the BVDC Housing Committee meeting and asked for input from board members for that meeting. There was none. M OTICN made by Mr. Anderson, seconded by Mr. Bossler, to adjourn. :CTIGN PASSED. The meeting adjourned at 1:25 p.m. Respectfully submitted, Judy Phillips, Secretary J