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HomeMy WebLinkAbout1980 BCCC/RSVP Minutes and NotesBRAZOS COUNTY COMMUNITY TY COUNCIL ih e Brazos County Community Council board met at noon February 11, 1980 in the regular meeting room. Mrs. Lila Lane presided. Others in attendance were Mr. D.A. Anderson, IDIr. Eldon Calloway, -Mrs. Henryetta Doak, Ms. Myrtle Garrett (RSVP Advisory Council Chairman), Mrs. Topaz Hughes, Dr. R.D. Lewis, Mr. Walter N anning, Mrs. Johnnie Pearson, Mrs. Judy Phillips, Mrs. Shirley,Plapp, Mr. Mike Sims (RSVP Finance Committee Chairman), and Mr. Jim'Thompson. Mr. Manning MOVED minutes of the previous meeting be approved as mailed out. Seconded by Mr. Anderson. MOTION PASSED. Mr. Manning presented the Treasurer's Report, a copy of which is attached to the original of these minutes. Balance on hand February 1 was $4,131.85. Mr. Anderson MOVED the report be adopted. Mrs. Pearson seconded. MOTION PASSED. Mr. Anderson and Mr. Calloway reported on their meeting as chairmen of Publicity and Membership committees. They will prepare a letter to be sent regarding membership. They recommend the letter be sent to churches, sororities and fraternities at A &M, and previous contri- butors. The Board AGREED to that arrangement. However, Dr. Lewis said he felt the orgaXnizations needed personal solicitations under direction of the membership committee. Mrs. Hughes said that while not as many churches pay dues as previously, several do provide money when needed for a specific purpose. Mr. Anderson further reported he and Mr. Calloway do not feel BCCC is receiving all the recognition it should in news releases. Opinions were expressed that RSVP news releases should show a relationship to BCCC and vice versa. Mr. Anderson said he will be glad to prepare any news releases that have actual news value. Mrs. Lane agreed to ask Mrs. Lucile Gould to fill out the unexpired term of Mr. Quisenberry and also to be the BCCC board non - voting representative to the RSVP Advisory Council meetings since Mr. Calloway finds he will be unable to serve in this capacity. (Those meetings are held on the first Tuesdays at 11 AM.) If Mrs. 1Xduld cannot serve: as representative, Mrs. Lane will do so temporarily. Ms. Ethel Clark Y ,.. , .. .,,, '. Fori f!�r re?�l oni r+� Nirtii gcYil�arr�s on the �?Oa7`d ras aluv �:]•..tf ges d �. ,N+�-...sing + .e ms . Mrs. Lane appointed the Nominating Committee: Mrs. Doak, chairman, Mr. Thompson, and Mrs. Pearson. Mrs. Lane reported sympathy cards have been sent to the families of Mr. Roy Snyder and Dr. John Quisenberry. Mr. Calloway reminded the board of its intent to have a chart for functional organizational structures for the I &R office. Mrs. Hughes will prepare the chart after consulting with Mr. Calloway. Mr. Anderson MOVED the supervisor of I &R office have authority to keep books, sign checks when the Treasurer is not available, prepare and sign FICA and 990 reports, and prepare and sign reports for STEP, BVDC, Brazos Valley Community Action, insurance, and workmen's compensation. Mrs. Doak seconded. MOTION PASSED. -2- Mrs. Hughes reported the BCCC books have recently been audited. She gave the I &R report for January: 81 individuals served and 9 through outreach; unable to assist 11 since there were no funds for rent, utilities, and medical expenses; 157 unduplicated van passengers; 1025 passenger rides and 2007 passenger trips; and 3381 miles logged by the two vans. Mrs. Plapp presented the RSVP report for December: 330 volunteers of which 284 were active and served 4285 hours in 30 stations. This represents a cost of 81.7¢ per hour, with 48.5% local matching funds. She also submitted the RSVP Financial Report for January, a copy of which is attached to the original of these minutes. Mr. Mike Sims, Chairman of the RSVP AdvisoryFinance Committee, presented the proposed adjusted budget for 11/1/79- 10/31/80. A copy is attached to the original of these minutes. Congress voted more funds for RSVP s. Up to $4500 in additional funds could e applied for, but the local RSVP is only applying for $3 Mr. Thompson MOVED this proposed budget be submitted. Mrs. Pearson seconded. MOTION PASSED. Dr. Lewis MOVED the BCCC President be authorized to sign a contract with Brazos County for $1800 to be paid to RSVP for the current year. Mr. Thompson seconded. MOTION PASSED. Mrs. Lane read a letter from Mr. Joseph D. Wheeler stating that he audited RSVP books for the year ended 10/31/79 and found the records to be currently and correctly maintained and in balance with the bank. Mrs. Plapp announced. she will be attending a meeting in Austin later this week. Mrs. Hughes reported she recently attended a meeting of supervisors of the STEP program and spoke to a sorority and a graduate class about volunteers in the community and what sources are available to low - income people. She further reported BCCC paid $75 toward printing of the AARP Shopper's Guide for Senior Citizens and received 1000 copies for I &R distribution. Mrs. Hughes also reported she had, gone to the Bryan Fire Department to find out whether I &R Outreach could be a backup for the Reassurance program. They were pleased., as they did not know where to refer callers, and they will contact Mrs. Hughes later. Respectfully submitted, Judy Phillips, Secretary NEXT MEETING: March 10 3RAZOS COU1 CO!1DFUi?ITY COUNCIL Tze Brazos'County Community Council board met at noon June 9, 1980 in the regular meeting, room. Ers. Lila Lane presided. Others in attendance were Igrs. Irma Benavides, I Eldon Calloway, Nrs. Henryetta Doak, Mr. C.E. Gatlin, Mrs. Topaz Hughes, Dr. R.D. Lewis, Mr. Walter Manning, Mrs. Johnnie Pearson, Pars. Judy Phillips, hirs. Shirley Plapp, 14r. Mike Sims (RSVP Finance Committee Chariman), Mrs. LaVerne Skinner, and Mr. Jim Thompson. i Hughes MOVED minutes of the previous meeting be approved as mailed out. Mr. Manning seconded. MOTION PASSED. Mrs. Lane expressed appreciation to those who had participated in the BCCC - sponsored program for senior citizens on May 27, which she thought was successful. And she complimented the RSVP program for the way it is working. In answer to questions Mrs. Hughes responded there is no continuous review of establishments which are listed as giving discounts to senior citizens, but the booklet will be updated probably after a year or so. Some of the establishments do not have a sign displayed that discounts are given and a person must ask for the privilege or show credentials in many cases. Sometimes this is the policy because the establishment wishes not to embarrass the senior citizen. Mrs. Hughes reported the Governor's Committee on Aging is now an independent committee. On June 17 and 18 there will be a training workshop on the crime prevention for the elderly program. She announced the STEP workers do not work the last two weeks in June. Mrs. Hughes also reported the Reassurance calls are limited to 35 per day because one STEW worker is on vacation. Some of the people on the list are called twice a week rather than daily. Mrs. Plapp said RSVPers would be glad to help with the calling. However, Mrs. Hughes said it is necessary to do a certain amount of calling from the I &R office. It was urged that the calling program not be reduced. Mrs. Hughes will check further with the fire departments of Bryan and College Station. She has been informed by the departments they are reluctant to use "elderly and children" stickers as they are not removed when people move and the stickers no longer apply. Mrs. Hughes has not had a chance to check with the postal authorities about Postal Alert. She feels the program does not have to involve the postal carriers as much as it did in the Temple experience. Mr. Manning presented the Treasurer's Report. Balance on hand June 1 was h,$3,969.10. Mr. Thompson MOVED accepting the report. Mrs. Doak seconded. MOTION PASSED. A copy is attached to the original of these minutes. Mrs. Skinner gave the I &R report for May: 79 individuals served; unable to serve seven because of lack of funds; 35 individuals served by telephone Reassurance; 404 telephone calls made; four Outreach visits; 170 passengers transported by van; 924 passenger rides; and 1848 passenger trips. She is visiting all the people who want to be on the Reassurance list to see what other kinds of help might be needed. -2- Mr. Sims presented the RSVP Financial Report for the period ending Hay 25. He also presented the RSVP budget for the period. 11/1/79- 12/31/80, which is an extension of two months. Copies of the report and the budget are attached to the original of these minutes. Mr. Thompson MOVED they be accepted. Mr. Manning seconded. MOTION PASSED. Mrs. Lane read a letter from Education Services Center in Huntsville requesting a poster be displayed regarding Special Education in the local school districts. Mrs. Plapp gave the volunteer report for April: 339 volunteers of which 305 were active and served 5634 hours in 34 stations. This represents matching funds of 56.79. She also presented the volunteer station evaluation, which had an increase in the number of respondents over last year, and the volunteer evaluation. Copies are attached to the original of these minutes. She pointed out one volunteer had noted it would be beneficial to have "no solicitors" stickers for senior citizenst doors. Mrs. Plapp will coordinate this project with Mrs. Skinner for Outreach visits after the new budget year starts January 1. Dr. Lewis reported the RSVP Advisary Committee decided to assemble information from = -a selected group from that Committee for their suggestions for the 1981 White House Conference on Aging, rather than have a general forum of the whole Committees: The,same procedure will follow for Rotary and AARP. Suggestions will then go to the Area Agency on Aging. Mr. Calloway, Mrs. Lane, and Mrs. Plapp will work on the same basis for BCCC. A copy of Dr. Lewis' outline for procedures is attached to the original of these minutes. Respectfully submitted, Judy Phillips, Secretary NEXT MEETING: July 14 Bi�1�GUa : �U_� 1 Y ;UIfIIUr� i `I'Y CQt The Brazos County Community :;ouncil xecutive.Roard ::pct at noon on March 10, 1930 in Rooir, 311, Vari�•.o Buildin.=; with Lila Lane, ;resident, - pre- e>idinil. Present were: 1101-1-y Re­�, Eldon Calloway, Lila Lane, R. D. Lewis, D. A. Anderson, Henryett,a Doak, Topaz Huf;hes, Janie Velesquez, and La Verns• Skinner. Treasurer's report given by Topaz Hughes for I & R showed a. balance of $4722.05. Report was approved by motion made by D. A. Anderson and second - ed by By Henryetta Doak. Financial report for R S V P was handed out show- in- a balance of 35780.99. R. D. Lewis moved the report be accepted, second- ed by Holly Rees. I•lotion carried. Copies of function of supervisory committee and supervisor duties of Director, assistant Director, and STEP workers, and special chart were hand- ed out. D. A. Anderson moved that supervisory committee not be listed at the side but be listed in the same box with supervisor. Motion seconded and carried. Area Agency on Aging has a grant for Visitation.ard Telephone reassur- ance for 3500.00 with match of 356.00. Topaz Hughes stated that the after- noon STEP worker could take care of the phone calls and Outreach could be done by the director. Andy Anderson moved that we apply for the grant. Mo- tion seconded and carried. Topaz Hughes recommended that the Director (La Verne Skinner) be given a salary raise of X20.00 per month in the new contract with Area Agency on Aging beginnin in May; this mould raise the salary from $ 6 30-00 to $650.00 a month. Eldon Calloway moved this increase be allowed. Andy Anderson seconded the motion. Motion carried. . rte.- Janie Velasquez presented the quarterly report as sent to Action. This report shows Non- Federal income total of $3553.00 which shows the community support. The report was approved to be sent to Action. RSVP Orientation t %Iorkshop for Volunteer Station Supervisors will be at Holiday Inn North on rlarch 27, 1930 from 1:00 to 3:00 P. M. D. A. Anderson reported a letter has been drafted to be sent to churches seeking support, and a modified form will be sent to sororities and frater- nities. Motion seconded. Motion carried. Lucille Gould has accepted appointment the board to fill the unexpired term of John 2uisenberry, deceased. A letter had been received asking participation in Woman of the Year After discussion, it was decided we would not participate D. A. Anderson moved that the iiPINUAL iAEETIhG be held April 14th in Room 311 Varisco Building and that all paid up members be invited to attend. Meeting adjourned at 1:15 P. PI. Mrs. C. C. Doak, Acting Secretary BRAZOS COUNTY COMMUNITY COUNCIL The Brazos County Community Council Annual Meeting was held at noon. April 14, 1980 in the Varisco Building. Mrs. Lila Lane presided. Others in attendance were Mrs. Lucile Gould, Firs. Topaz Hughes, Dr. R.D. Lewis, Mrs. Judy Phillips, Mr. Holly Rees, Mr. Mike Sims (RSVP Finance Committee Chairman), Mrs. Laverne Skinner, and Mrs. Janie Velasquez. Dr. Lewis MOVED minutes of the board meeting of March 10 be approved as mailed out. err. Rees seconded. MOTION PASSED. Mrs. Hughes presented the Treasurer's report. Balance on hand April 1 was $4,160.86. Mrs. Gould MOVED accepting the report. Mr. Rees seconded. 1 PASSED. Mr. Sims presented the Request for Rebudgeting for RSVP discussed at the February 11 board meeting. At that time only '$3,300 additional budgeting was proposed. However, RSVP is required to apply for $5,300. It is expected that :4,500 will be forthcoming each year. The additional ?800 in federal funds is to be used for travel for 1979 -80 only. A copy Is attached to the original of these minutes, along with justifications. Mrs. Hughes MOVED the new budget as presented be approved subject to revision by the board at next month's meeting. Mrs. Gould seconded. MOTION PASSED. Mr. Sims reported the CETA worker will become a regular office worker in June. A copy of the RSVP proposed budget for January 1, 1981 - December 31, 1981 is also attached to the original of these minutes. Dr. Lewis MOVED RSVP use the calendar year as its fiscal year by extending 1979 --M through December 1980. Mr. Rees seconded. MOTION PASSED. Mrs. Velasquez gave the February volunteer report: 336 active volunteers served 4,883 hours in 31 stations. This represents a cost of 76.6¢ per hour and a local match of 50.1 %. Mrs. Hughes presented the proposed 1981 BCCC budget for the Unit - ed Way which must be submitted soon. A copy is attached to the original of these minutes. Mr. Rees MOVED approving the budget as presented. Mrs. Gould seconded. MOTION PASSED. Mrs. Hughes gave the I &R report for March: 109 individuals served; unable to assist 23 callers because of lack of funds for rent, pre- scriptions, and utility bills. There were 152 unduplicated van passen- gers and 1,978 passenger trips, 806 incoming calls, and 287 outgoing calls. Dr. Lewis and Mrs. Hughes attended on April 2 an Area Agency on Aging meeting to discuss the 1981 White House Conference on Aging. A BCCC board meeting can be considered a forum if there is discussion of specific items and if a a list of problems and proposals is submitted to be presented to the State Conference on Aging which will then be submitted to the White House Conference. Dr. Lewis will work on getting the information for such a forum. The Nominating Committee report was read, submitted by Mrs. Henryetta Doak, chairman, Mrs. Johnnie Pearson, and Mr. Jim Thompson. Dr. Lewis MOVED accepting the report and electing those nominated. Mrs.Hughes seconded. MOTION PASSED. Elected to two -year terms which expire -2- June 30, 1982 were: D.A. Anderson, Irma Benavides, Eldon Calloway, C.E. Gatlin, Topaz Hughes, Walter Manning, Judy Phillips, and Aline Snyder. Officers elected for 1980 -81 are: Lila Lane, President; Holly Rees, ?Tice President; Judy Phillips, Secretary; and Walter Manning, Treasurer. Mrs. Hughes reported on a recent three -month average: I &R costs were $2.84 per contact which compares favorably with the other six counties in BVDC. Transportation averaged 18¢ per mile which also compares favorably. Mrs. Hughes read a letter asking for help in finding summer employment for the writer's 16 -year old handicapped son. Mrs. Hughes asked that anyone who has any ideas for help should contact her. Respectfully submitted, Judy Phillips, Secretary NEXT MEETING: May 12 BRAZOS COU1 Y COMMUNITY COUNCIL The Brazos County Community Council. board. met at noon Iay 12, 1980 in the regular meeting room. Mrs. Lila Lane - oresided. Others in attendance were T-ir. Eldon Calloway, Mrs. Henryetta Doak, Mr. C.E. Gatlin, Mrs. Topaz Hughes, Dr. R.D. Lewis, Mr. Walter Manning, Mrs. Judy Phillips, Mrs. Shirley Plapp, :4r. Holly Rees, and Mrs. La Skinner. _'Jr. Calloway MOVED minutes of the previous meeting be approved as corrected. Mrs. Doak seconded. MOTION PASSED. Corrections were: page 1, paragraph 4, line 2: "At that time only �$] additional budgeting was approved." Page 1, paragraph 4, line 5: insert "volunteer" before "travel." In an8wer to a question about the CETA worker becoming a regular office worker in June, Mrs. Plapp said this is provided for in the additional funds as, *ailable and there will not be a, CETA worker. i'rs. Hughes MOVED BCCC sponsor a special program for senior citizens. 14r. Calloway seconded. MOTION PASSED. The program will consist of films made on a European trip by two senior citizens and will be held May 27 at 3PM in the Medallion Room. Mrs. Plapp will wor'", with Mrs. Lane on publicity for the meeting which is being held as a part of Senior Citizens Month. Mr. ManninF, presented the Treasurer's report. Balance on hand ?lay 1 was $4,202.32. ilrs. Skinner gave the I&R report for April: 85 individuals served, 178 client contacts made, 16 outreach calls, and unable to serve 18 because of lack of funds for rent, utilities, and medical bills. There were 138 individuals served by transportation, 960 passenger rides and 1920 passenger trips with 3242 miles logged. Mrs. Hughes reported a BVDC grant of $500 for the Reassurance program. The STEP worker does the calling in the afternoon. There are presently 109 people who want to be called daily. Mrs. Hughes will check with the Fire Department to see if they want to handle some of these calls. A screening is being done for duplications and to find out whether some calls could be done on a less -than -daily basis. Mrs. Plapp presented the RSVP Financial report for April, explaining that some adjustments in the Federal Account will be shotrn in the May report. She gave the RSVP volunteer report for'I +larch: 338 volunteers of whom 302 were active and worked 5561 hours in 32 stations. This represents a cost of 85;, per hour, making 59J of total money in March to be non - federal (matching funds). Mrs. Plapp called attention to the May Center magazine article about RSVP and reported she had presented a program at Years for Profit, acquiring a volunteer. She also reported on the five - state meeting in E1 Paso where she helped train_ 17 new RSVP directors and had sharing sessions. Several RSV1 volunteers work at Crisis Hotline, it was Dointed out ivi.rs. Plapp re about the recognition ceremony sponsored by the County Extension Aging Committee and RSVP at the First Presby - terian Church on May 14 at 3DM. Dr. Lewis pointed out Senior Citizens Month was started in 1971 and changed to Older Americans Month in 1970'. irs. Hughes said there are no new members resulting from the letter sent out to sororities and fraternities. She said the Area Agency on Aging Advisory Committee is insisting I?11 display a sign and container asking people who come to the office for help, to donate money. Mrs. Hughes is opposed as she feels this practice is not in compliance with our United 'play a -,reement. Mrs. Lane plans to discuss the forum in preparation for the White House Conference on Aging at next month's board meeting. She asked anyone who knows of a necessity to send a card to a member of the board to contact Judy Phillips. :Respectfully submitted, Judy Phillips, Secretary NEXT MEETING: June 0 fI- - K &- F' Brazos County Community Council 309 Varisco Building 0 Bryan, Texas o Telephone 823 -5226 President A - T,ril 15, 197 Eldon Calloway Vice esident "r Dear Friend, _ Jim Thomason May I please have a few moments of your time? Secretary I write you about a community matter that is of vital Judy Phillips imnortance to the Bryan - College Station area. It is one in which all citizens have a stake, and which, I believe, Treasurer particularly deserves the support of you and the service Robert Bossler organizations. BOAR OF The communit matter is the Brazos County Community DIRECTORS Council (B.C.C.C.T. It had its inception. in 1968 under the leadership of H. G. (Andy) Kenagy and Bob Bossler D. A. Anderson whom you perhaps know. Judae -l. Vance R. D. Lewis The officers and board members give freely of their Topaz Hue-hes time without remuneration. They earnestly solicit the Khox.Parr assistance of individuals and organizations in the devel- Aline Snyder opment of a balanced program of essential health, welfare, Val Roath and other community services. Our aim is to have the least Lucille Gould amount of duplication. Lila Lane Pat Newton Perhaps our better known service is the Information Barbara Schoenmann and Referral Office which seeks to direct people in need Irene Buentillo to the proper agency for help, or in liett of this to help solve the problem by other means. Other concerns of the SUPERVISORY Council are the Road Runner Service, transportation of C0131TT E elderly by van, and R.S.V.P. Chairman As a Council, we are concerned about people and the Topaz Hughes community they live in; I know you and other individuals Agnes Bowen as well as organizations s'iare - t` , is view. Freddie Wolters Our ANNUAL MEETING will be April 20th, 1978 at the Ex- Offico Hobert Bossler Bryan Library at 7:30 P.M. Our program will be on ENE,RGENCY CHILD CARE. Please plan to be present. With your membership and financial help, we can perform needed services and carry forward the operations of the Council. It is Vital. May we count on your support. Our dues are $5.00; any additional amount, however small, would be appreciated. Thank you, Yours in service, "' `L b•-�i lj � -._ - J /�.� L ..ter _ -__ � - -._-- Presiderit P.S. We invite you or your representative to a end a regular monthly Board meeting (noon hour) second Monday of each month. �\� W11 ti Brazos County Community Council 309 Varisco Building • Bryan, Texas a Telephone 823 -5226 DUES AND DONATIONS THROUGH 05/76 BCCC ME4BERSHIP DUES First Baptist Church, Bryan The Woman's Club Mrs. 0. R. Orr Dr. Lester C. Bock Dr. W. H. Ritchey Dr. Frank G. Anderson Mr. H. Eldred Pryor Dr. J. W. Dollahite Dr. R. D. Lewis M/M Fred R. Jones Earl Cook John G. McNeely Mrs. Clinton A. Phillips Mike Mistovich Lila Lane Bob Ezell, Home Bldrs. Cons. W. F. and Topaz Hughes Altrusa Club Ethel K. Clark M/M Claude Skinner Mrs. Martha J. Pellett Shiloh Baptist Church Dr. Phil Davis, Joyce Davis H. S. Lipscomb Dr. J. H. auisenberry Rosa B. Richardson Lucille Gould , Preceptor Beta Phi Dr. J. B. Glenn, Jr. INFORMATION AND REi DONATIONS $10.00 - - - - - - - - - - - - - - - - $90.00 -- - - - - - - - - - - - - - - 5.00 5.00 5.0u 5.00 5.00 - - - - - - - - - - - - - - - - 10. 5.00 5.00 5.00 10.00 5.00 5.00 5.o ---------- - - - - -- 5.00 - - - - - - - - - - - - - - - - 10000 5.00 10.00 10.00 5 .00 - - - - - - - - - - - - - - - - 200.00 - - - - - - - - - - - - - - - - 5.00 10.00 5.00 -- - - - - - - - - - - - - - - 50.00 10.00 5.00 5.00 5.00 - - - - - - - - - - - - - - - - 5.00 5.00 5.u0 5.Uv f zylke RETIRED SENIOR VOLUNTEER PROGRAisi PERSONNEL PRACTICES Approved April 10,1978 1. Salary and Fringe a. RSVP staff salaries and fringe benefits shall be approved at the beginning of each project ,year by the BCCC Executive Board and the amounts shall appear in the minutes of this Board. 2. No Compensatory Time shall be allowed for Director or- Administrative Secretary. 3. STAFF leave a. Annual leav 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 BCCC President (or his /her designee) and the RSVP Advisory Council Chairman. A monthly record shall be kept by the RSVP staff. b. Sick leav 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 shalll number 10 days per year for each project year, as follows: 1. New Year's Day 2. President's Birthday 3rd Monday in February 3.Easter Holiday will be Good Friday 4. blemorial Day 4th Monday in I+iay 5. Independence Day July 4th 6. Labor Day lst Monday in September 7. Thanksgiving Day plus Friday after 9. Christmas Day plus day after or before d, If a holiday falls on Saturday it shall be taken on preceeding Friday; if on Sunday, taken on following Monday. e. Leave without pay shall be limited to 30 calendar days per project year and shall be approved by the BCCC Executive Board. f. Leave with pay shall include stated holidays, annual leave, court and jury duty, doctor's and dentists appointments, funerals, and voting leave. Leave for voting shall not exceed one hour taken at the beginning or close of regular working day. 4. Office Hours will be from 8:30 to 5:00 on regular workdays. 5. Staff Job Descriptions sh211 be available and reviewed and revised as necessary throught the cooperative efforts of the RSVP staff, Advisory Council, and the BCCC Executive Board. The RSVP staff shall include two full time employees - -a Director and an Administrative Secretary. 6. RSV? STAFF PERSONNEL POLICIES are effective for duration of each project year. These policies shll be reviewed and or revised annually by the RSVP staff and the Advisory Council. The BCCC Executive Board shall annually these policies. RSVP Personnel Practices Page 2. 7. These policies shall be in accordance with Action policies and the annual administration of the grant as approved by the BCCC Executive Board and authorized by ACTION. 8. Amendments to these policies may be approved by the BCCC Executive Board at any time during each project year. Revised by Supervisory Committee February 1978 and approved by BCCC Executive Board April 10 1978. Eldon Calloway President Supervisory Committee Topaz Hughes, Chairman Agnes Bowen Freddie Wolters 4 7�1 v o 6 fu , �f RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 ACTIVE RSVP VOLUNTEER STATIONS May 1978 Altrusa Club of Bryan- College Station American Association of Retired Persons Brazos County Brazos Valley Child Development Brazos Valley Community Action Agency Brazos Valley Development Council Brazos Valley Family Planning Brazos Valley Museum of Natural Sciences Bryan Hospital Clothes Closet Community Friends International Community House Girls' Club County Extension Office Crestview Retirement Community Department of Human Resources Financial Counseling Service Friendly Folks Friends of the Library Girls' Club Information &. Referral A Leisure Lodge March of Dimes Maroon &, White Corps New Light for the Blind Pen Pals RSVP Office &. Advisory Council Reading Material Distribution Roadrunners St. Joseph Hospital Pink Ladies Senior Citizens Center at Faith United Senior Citizens Cheer -Up Club Sherwood Volunteers Sweetbriar Nursing Home Texas Agricultural Experiment Station Telephone Reassurance Service Telephone Contactors Years for Profit May Report 295 Volunteers of which 241 were active and served 3�L7,ZC� hours in 37 Volunteer Stations RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 June 14, 1978 Memo to: RSVP Advisory Council Members From: Shirley Plapp, RSVP Director Subject: RSVP Savings account Our state income scheduled in our current budget was less than the amount we will actually receive. I propose that RSVP open a savings account for monies received in excess of that budgeted. These monies would also generate additional funds through interest. We will pro- bably receive $3004400 more in State money than we had anticipated. If you approve this savings account proposal, I will then seek approval from the Brazos County Community Council at their July 10 Executive Board meeting. I further propose that Janie Velasquez, RSVP Administrative Secretary be authorized to attend the two day RSVP training sessions held three times a year in Austin. Her expenses, currently unallowable from bud- geted funds, could be financed by monies from the savings account and would not be reportable to ACTION. Naturally local records of these expenditures would be kept. During the past year Janie has provided me with valuable assistance in the areas of volunteer placement, recruitment, and mediating misunder- standings between volunteers. The training provided by ACTION has been developed through great amounts of input from RSVP staff and has includ- ed such topics as Interpersonl Communications, Gerontology, and Vol- unteer Management. The July 12 -14 Conference will focus on Team Build- ing, Goal Setting, and Organizational Effectiveness. I would, of course, continue to attend the RSVP training conferences using budgeted funds. My Austin expenses for the July 12 -14 training conference will be approximately 5120 for per diem and mileage reim- bursement. Janie's additional expenses would be approximately S40. Our full time receptionist, Cheryl Ford, is extremely capable and could maintain office operations quite capably for two days. We could also provide supplementary volunteer staff to assist Cheryl for all or parts of the two days. Several other RSVP's in the state send additional staff to conferences. Their trips are generally financed by the grantees or sponsors. Our Austin Program Officer, Joe Bruch, has recently advised us that other RSVP projects are considering conference payments for addit- ional RSVP staff which would probably be financed by state monies. Please consider these two proposals carefully and send in the ballot appearing below. I approve the opening of an RSVP savings account if authorized by the Brazos County Community Council. I approve using savings account monies to finance the Austin RSVP conference expenditures for Janie Velasquez if' authorized by the Brazos County Community Council. Please return in enclosed envelope by June 24, 1978 r of she Braws C "ounly Cc M 1 UrLxLy` Cout ric L Rooms .3' 0 Wrisco Building - Eryan T exca 77801 713 - 822 -27 12— 713- 82� E54�� PROGRAM INFORMATION STATUIENT November 1979 The purpose of the Retired Senior Volunteer Program (RSVP) is to de- velop 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 in- volved in community activities and to contribute of their talents, abi- lities, and experience. The RSVP is inherently a local program - - locally planned, operated, controlled and supported. Federal funding of up to 700 of the total budget is supplied 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 finds for the RSVP Project in Brazos County. Notification of the Federal Grant (824,736) 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; 75 -76, 215; 76 - 77, 278; 77 - 78, 303; 76 - 79, 328, The 79 - 80 projection is 353 Senior Volunteers. The numbers of agencies or organizations in which these Senior Volun- teers are likely to serve are estimated to rise to over 40. RSVP is not a financial assistance program to older citizens. It is a program 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 enroll- ment fees. The budget for the local RSVP includes only the paid administrative staff, essential transportation, rent, and other necessary operational expenses. The Volunteer is to receive no salary, only possible minimum allowance for meals and travel to the points of service. Accident and Liability Insurance will be provided. The paid staff consists of Shirley Plapp, Project Director, and Jane Velasquez, Admi;iistrative Secretary /Volunteer Coordinator, and Lillian Feldon, CETA l /Recepti oni.s t. The paid sta-`ff are supplemented by the services of one clerical senior volunteer one half day weekly. GFT INTO ACTION! RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713- 822 - 2712 -713- 823 -5543 R SVP ADVISORY COUNCIL :L9iJ- CSC Myrtle Garrett, Chairman RSVP Volunteer 1440 Magnolia, C.S. 693 -5266 1978 -80 Mike Sims, Vice Chairman Crestview Retirement Community Box 4008, B 822 -4442 1979-81 Claire Malone, Secretary March of Dimes 3819 Old College Rd., B B46-3470 197B-80 Truman Allen Retired 500 East 30th, B Community Cablevision 846 -4704 1978 -80 Jody Bates 603 Hereford 846 -2887 Burns DuBose, Med. Pychologist 707 Texas Ave. Suite 105 696 -6170 1979 -81 Bruce Fisher A & M Presbyterian Church 301 Church St. C.S. 846 -5631 1979 -81 Mildred Gandy,Real Estate Century 21, LaDdry P.O. Box 9375 846 -8846 1979 -81 Lionel Garcia Texas Employment Commission 801 East 29th 779 -3743 1919 - 1 Clara Huggett C.S, RSVP Volunteer 1979 -61 4308 Maywood, B. 646 -7257 1978 -51 Rev. Hugh Beck Lutheran Student Center 315 "Main, N, E.5- 846 -6687 1979 -81 Hershel Burgess Community Savings & Loan 717 University Dr., C.S. 846 -7774 1979 -81 Mrs. Ernest Clark . 2602 Hollow Oak Circle, 779 -1874 1979 -81 Mae Edna Jones, RSVP Volunteer 1402 West 28th B. 822 -0863 1979 -81 Sister Janie Marie Leija Santa Teresa Catholic Church 1212 Lucky St. 822 -2932 1979 -80 Myrtle Martin B Brazos Savings P.O. Box 3338 779-2800 1979-81 Claude Davis Dept. of Urban & Reg. Plan. TAMU C.S- 693 -4187 1979 -81 Olemuel Davis Retired 1500 N. Washington, B. 822 -3657 1976 -80 Ruth Morales,BVCAA Family Planning Eligible Certifier Room 302, Varisco Building 779 -5133 1979 -80 Suanne Pledger St. Thomas School 600 W. Dexter, C.S. 696 -5301 1978 -80 Linda Pringle D.ryan Library, 201 East 26th, B 823 -8021 SrI Ann? Sterling Retired 2112 Manning Way, B. 822 -0736 i978' Ex- Officio Panel 11 Dr. R.D. Lewis, Retired 102 Greenway 84-: -9256 Voting L.L. Womack, Retired 739 Garden Acres 646 - 6661 Voting Wanda Pope County Extension Agent Brazos County Courthouse Arv\ek 822 -7373 Voting ae �,,ge L" 1_8cn CcMovuu Brazos County Community Council 410 N. Randolph B 822 -1733 Non - voting Ernest Smith 914 W. 18th B. 779 -0792 1979 -81 John S. Rogers P.O. Box 2657 B 822 -0463 1979-81 �� iCLrU` r'�CsG �Ct>i T ac" �A Ct �D(tll�t�� �t 23-fitIk9 1979 - 1 tj ATIOM Ope.ru_ JqanJbx)Oi, S. T.HE POT S_dT1AL SYOiTSOR 6� RSUh a. Requirements of Potential Spor_sor (1) A public or private nonprofit organization_ (2) Selected by the community to seek RSVP sponsor- ship. (3) Has a charter which legally permits operation and administration _of the proposed project_ b. Other characteristics of a sponsoring organization include: (1) The capacity to effectively manage and operate community service proa,ans. (2) Interest and participatioa in a broad range of community service programs, especially those related to older persr - (3) A good working relationship with other.comaunity service agencies and organizations_ (4) Adequate financial support at the local level with the capacity to develop sources of aon- 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 time 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 NGA officially signifies ACTION's acceptance, approval and funding of an application. It trust be accepted in writing by the sponsor_ ou ec- d. Requiremen for Snor_sorsnip oL an rev: tiri =aQkuL Federal tu Suppor The same requirements as those for Federally fur�ded projects pertain to potential sponsors desiring t *�o affiliate (or re^airt affiliated) with the prograr. It who do not require (further) Federal finar_cial assi 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. ACTIONN- furnished materials include such items as: (3) Recognition materials (ribbor_s, pins, certifi.— cates) (2) Pamphlets, brochures, posters (3) • Other informational and public relations materials as available (4) Handbook AT y BRAZOS COUNTY COMMUNITY COUNCIL The Brazos County Community Council met at noon July 14, 1980 in the regular meeting; room. Although President Lila Lane was Present, she was not feeling well, so Mr. Holly Rees presided.. Others in attendance were Mr. D.A. Anderson, Mrs. Henryetta Doak, Mr. C.E. Gatlin, Mrs. Topaz Hughes, Dr. R.D. Lewis, Mrs. Judy Phillips, and Mrs. Shirley Plapp. Tir. Anderson MOVED minutes of the previous meeting be approved as mailed out. Seconded by Dr. Lewis. MOTION PASSED. Mrs. Lane reported there had not been an opportunity for BCCC to have the forum for the White' House Conference on Aging. Mrs. Hu; -hes reported there had been nine such forums in the 7- county area, four of them in Brazos County. The State meeting will be in March 1981. The board AGREED there are enough forums to cover our area and BCCC does not need to have one. Mrs. Hughes MOVED increasing the salaries of I &R Personnel Mrs. Laverne Skinner and Mrs. Virginia Wattinger by 10% effective July 1, 1980. Mr. Anderson seconded. MOTION PASSED. Mrs. Hughes said money is available for the increases. Mrs. Skinner's salary ti••rill be $715 and Mrs. Wattinger's $357.50, both monthly. Mrs. Hughes announced a project of the Area Agency on Aging whereby needy people 60 years or older can get electric fans. The State office allotted $10,000 for the 7- county area. Forty fans are available for Brazos County. Recipients must have working electrical outlets, no usable fan or air conditioner, and not be able to afford purchasing a fan. The il1` homebound get priority. An application must be made. Mrs. Plapp suggested using volunteers to help speed distribution. Mrs. Hughes will check with BVDC to find out whether anyone in addition to Mrs. Skinner, who is required to use 10% of her time in outreach, can work on this project. Mrs. Skinner plans to take applications for the fans at Years for Profit and Lincoln Center as well as through outreach. Mrs. Plapp reported she has been getting some information about starting discussion groups for older people who need support with problems stemming from isolation, death of a spouse, etc. She had become interested in such a project as a result of a presenta- tion about mental health for the aging at a meeting she attended in California in March. The local mental health agency indicated a willingness to train workers. Mrs. Plapp said establishing such a program will be a slow process. Finding a source of money is one problem. Mrs. Plapp announced RSVP will be involved with the Senior Olympics again this year, to be held the first Saturday in September at the Brazos Center. She gave the RSVP May volunteer report: 341 volunteers of which 306 were active and served 5,706 hours in 34 stations. This represents a 51.4% local match and 65.1¢ cost per volunteer hour of service (which is lower than projected). *14 __ ,, -2- Mrs. Hughes presented the `t'reasurer's Report. Balance on hand July 1 was V'3,956.75• A copy is attached to the original of these minutes. She also presented the I &R report for June: 98 individuals served; unable to assist eleven who needed funds for rent, taxes, dentures, new roof, and child's summer school tuition; 187 van passengers, 835 passenger rides and 1,670 passenger trips; and unable to accommodate 15 van passengers due to lack of space. Pairs. Plapp reported that at-next month's board meeting she will be discussing goals and objectives for RSVP and its budget for the year beginning January 1, 1981. T- Respectfully submitted, Judy Phillips, Secretary NEXT MEETING: August 11 BRAZOS COUI COMMUNITY COUNCIL The Brazos County Community Council board met at noon August 11, 1980 in the regular meeting room. Mrs. Lila Lane presided. Others in attendance were Mrs. Henryetta Doak, Mr. C.E. Gatlin, Mrs. Topaz 'Hughes, Mrs. Judy Phillips, Mrs. Shirley Plapp, Mr. Mike Sims (RSVP Finance Committee Chairman), and Mrs. Aline Snyder. Minutes of the previous meeting were amended to show the Senior Olympics will be held in November rather than September. Mrs. Skinner MOVED minutes as amended be approved. Mrs. Hughes seconded. MOTION PASSED. Mr. Sims presented a proposed amended 14 -month budget for RSVP for the period ending December 31, 1980. The BCCC board approved the proposed budget for that period when it was presented at the June 9 meeting. Mr. Sims said federal funds of :1,500 would not be forthcoming and the budget was amended to reflect this change. Instead, expected surplus funds are to be used. Mr. Gatlin MOVED approving the proposed amended budget. Mrs. Phillips seconded. MOTION PASSED. A copy is attached to the original of these minutes. Mrs. Plapp presented RSVP Goals and Objectives for 1981. She pointed out that with a full -time volunteer coordinator it is expected to get more volunteers. One of the goals is to encourage more participation from male volunteers. In answer to a question, Mrs. Plapp said most RSVPers do their volunteer work in nursing homes. Mr. Sims presented the proposed RSVP budget for the year 1981. A copy is attached to the original of these minutes. He pointed out the personnel salaries reflect an average 72ro increase for the year. Mr. Gatlin MOVED the budget be approved. i -ors. Snyder seconded. MOTION PASSED. A copy is attached to the original of these minutes. Firs. Hughes suggested it be reviewed at the next board meeting when more members might be present. Mrs. Plapp said the regional project officer will review the budget and may have recommendations for some changes. Mrs. Hughes gave the Treasurer's Report, a copy of which is. attached to the original of these minutes. Balance on hand August 1 was $6, Mrs. Hughes also gave the I &R report for July: 173 individuals served through I &R and 73 served through Outreach; and unable to assist 19 since there were no funds for rent, utilities, glasses, bus fares out of state, and medical and hospital bills. There were 82 requests for fans which we could not fill, but more fans are becoming available and some of these requests will be filled. There were 163 van passengers served with 1,O58 passenger rides and 2,116 passenger trips. There were 982 incoming phone calls and 301 outgoing phone calls. -2- Hrs. Snyder MOVED accepting these two reports (Treasurerts and I&R) . T-Irs. Doak seconded. MOTION PASSED. Mrs. Plapp gave the RSVP volunteer report for June: 343 volun- teers of which 306 were active and served 5,721 hours in 33 active stations. This represents a 40.7;4 local match and 78.2¢ cost per hour. . She presented the 1979 -80 RSVP Advisory Council evaluation. And she copies of the quarterly program report for the period 4/1- 6/30/80 which was submitted to ACTION regional office, as well as the June and July RSVP Financial Reports. Copies of all these reports are attached to the original of these minutes. Respectfully submitted, Judy Phillips, Secretary NEXT MEETING: September 8. Please be present if possible as we need every board member at our meetings. RETIRED SENIOR VO LUNTEER P ROGRAM of the Brazos County Community Council Room 3 10 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 -- 713 - 823 - 5543 August 28,1980 Dear /411 (�;/ Texas Transportation Institute is involved in experimentation in research on highway signs. These experiments require public input from all ages and TTI asked RSVP for assistance in secur- ing participation by older residents. The objective of this project is to determine sign interpreta- tion of drivers and develop driver confidence in highway signs. Volunteers participating must be licensed drivers who would be willing to spend 30 -45 minutes viewing signs on a.cgmputer at _ the TTI office at 707 S. Texas Ave in College Station. All par- ticipants would receive financial compensation of $ 5.00 or more. Please call Lisa Kratz at 845 -2736 to schedule an appointment the first week in September if you are interested in this project. Your participation will have no effect whatsoever on the status of your drivers license. Sincerely, Shirley Plapp RSVP Director �?) 60 3*0 BRAZOS COUNTY COM-TRJNITY COUNCIL `ne Brazos County Community Council board met at noon September 8, 1930 in the regular meeting room. Mrs. Lila Lane presided. Others in attendance were Mr. D. A. Anderson, Mrs. Irma Benavides, Mrs. Henryetta Doak,, Mr. C. E. Gatlin, I:rs. Topaz Hughes, Dr. R.D. Lewis, lair. Walter Manning, Lrs. Judy Phillips, Mrs. Shirley Plapp, IIr. Dolly Rees, and I-rs. LaVerne Skinner. Minutes of the previous meeting were amended to show that Mrs. Snyder made the motion to approve those minutes, rather than Mrs. Skinner. Mr. Anderson MOVED the minutes as corrected be approved. Mrs. Doak seconded. MOTION PASSED. Mr. Manning presented the Treasurer's report, a copy of .-hick is attached to the original of these minutes. Balance on hand September 1 was $6,033.51. Mr. Anderson MOVED approving the report. Dr. Lewis seconded. MOTION PASSED. Mrs. Plapp distributed to members who were not present at the previous meeting copies of the proposed 1981 RSVP budget which was approved at that meeting. Mrs. Skinner gave the IxR report for August: 62 individuals served; unable to serve 7 because of lack of funds; 124 unduplicated individuals served on transportation; 9'70,passenger rides on 1931 passenger trips; unable to schedule rides for 15 passengers; 619 incoming calls; 17'7 out- going calls; and approximately 1400 calls made for telephone reassurance. Mr. Anderson MOVED accepting the report. Mr. gees seconded. MOTION PASSED. Dr. Lewis reported the Rotary forum for the 4Thite house Conference on Aging felt none of the three main proposals about health programs is satisfactory. Mrs. Plapp distributed copies of, RSVP Financial report for August, one of which is attached. She gave the July volunteer report: 344 volunteers of which 307 were active and served 5911 hours in 33 stations. This represents a 470 local match and 60.6 cost per volunteer hour. Mrs. Plapp requested she and Mrs. Janie Velasquez be permitted to both be away from the office September 17 to attend a meeting in Austin concerning a nursing home ombudsman program and an update on the 'idhite House Conference on Aging. Mr. Anderson MOVED the board. concur in this request. Dr. Lewis seconded. 11OTION PASSED. They plan to go to Austin the evening of September 16. Per diem and gas mileage are to be paid by the Area Agency on Aging. Mrs. Plapp outlined the recruitment social to be held September 18. Flyers have been distributed to churches, public service announcements and news articles are to be made, announcements are being made at various meetings, and 200 invitations are being sent. Mrs. Plapp requested also that she and Mrs. Velasquez both be out of the office October 7 -11 to go to Albuquerque for a joint meeting with the Southwest Society on Aging and ACTION. Part of per diem, will be the only cost, as the other part and transportation are to be paid for participants. Mr. Anderson MOVED endorsing this travel. Mrs. Doak seconded. MOTION PASSED. -2- Mrs. Hughes requested she and sirs. Skinner be authorized to attend a State I &R meeting in Dallas in October. The budget provides $200. Hr. Anderson MOVED authorization be given for this travel if it can be arranged.. Mrs. Doak seconded. MOTIOY PASSED. Dr. Lewis announced the RSVP Advisory Council is changing its meeting time from 11 to 10:30. The day will remain the same (first Tuesday) except the next meeting will be September 30 instead of October 7. He also called attention to the Friends of the Library book sale in the Mall September 26 and 27. Mr. Anderson MOVED appointing Mr. John Leonard to the board to fill the remainder of Mr. Pat Newton's one -year term and to have 1 1r. Newton serve as a board member emeritus. Mrs. Hughes seconded. MOTION PASSED. Mrs. Lane will call Mr. Leonard to ask him to accept the appointment. Mrs. Plapp announced the 14 -month budget which BCCC board approved August 11 has been approved by ACTIOI. Mrs. Benavides raised the question of whether there are provisions for finding room=mates as an alternative to nursing homes. Mrs. Plapp said she and Mrs. Skinner try to help informally and requests go into the RSVP Newsletter. Respectfully submitted, Judy Phillips, Secretary NEXT MEETING: October 13 RETIRED SENIOR VOLUNTEER PR0GRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713- 822 - 2712'' -713- 823 -5543 RSVP PROJECT DIRECTOR POSITION DESCRIPTIO NATURE AND PURPOSE 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. The RSVP Director serves under the general dir- ection of the Executive Director (Supervisory Committee) of the sponsoring or- oanization, the Brazos County Community Council awd ACTION and RSVP policy guidlines. RESPONSIBLITIES: 1. Provides liaison for all aspects of the RSVP with the sponsoring agency through its Executive Director or Supervisory Committee. 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 technical assistance to the RSVP Advisory Council and Committees, consults the Council on significant plans, local project policies, actions, changes and problems affecting RSVP. 5. Maintains communication with Project staff regarding assignments of Senior Volunteers, providing for continous contact with and assistance to the Vol- unteer Stations. o. Develops memoranda of understanding and other appropriate documents with Volunteer Stations in cooperation with the RSVP sponsor. 7. Maintans and develops cooperative working relations with a variety of local, state, and federal oroanizations and agencies. d. Plans, develops, and implements a continuous program of public relations. 9. Coordinates RSVP programs and activities with various community organizations. 10. Develops plans for formal and regular recognition of Senior Volunteers and those organizations and individuals who have contributed to the support of RSVP project. 11. Assists the sponsor in seeking community support for the project. 12. Prepares and submits annual budget to Advisory Council, sponsor, and ACTION; adheres to the approved budget; applies sound fiscal procedures; provides for maintenance of a bookeeping system and authorizes expenditures for the project including specific approval of any vouchers for reimbursement submitted by Senior Volunteers; arranges for annual audit of RSVP financial records. POSITION DESCRIPTION FOR RSVP PROJECT DIRECTOR (Cont.) 13. Prepares and issues reports for the administrative and program needs specified by the sponsor, Advisory Council, State, regional, and Federal personel, or as appropriate. 14. Provides technical assistance to the Advisory Council for the evaluation of the effectiveness of operational procedures and program activities. 15. Attends ACTION training programs and other appropriate meetings and confer— ences on Aging, Voluntarism, and related fields. lo. Performs related work as required. 40 Presented to and approved by the RSVP Advisory Council on September 30, 1930. Refferred to BCCC Executive Board. RSVP Job Description Committee; Jody Bates, Chairman; Linda Pringle and Rogers. myrrh .Garrett, Chairman RSVP to visory Council Lila Lane, President Brazos County Community Council RETIRED SENIOR VOLUNTEER PROGRAM! of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 -- 713 - 823 - 5543 VOLUNTEER COORDINATOR POSTITION DESCRIPTION NATURE AND PURPOSE Under the general supervision of the RSVP Project Director the Volunteer Coordina— tor performs the responsibilities as listed: 1. Formulates a plan for and implements recruitment, orientation, assignment and placement of Senior Voluntee`fs. 2. Assists with continuous contact and coordination with volunteer stations. 3. Assists in planning formal grid informal recognition of Senior Volunteers with other organizations and individuals who have supported RSVP. 4. Manages and executes office operations. 5. Prepares and maintains all financial reports, records, and payment of bills and payroll. 5. Develops and maintains financial, staff personnel, project, and volunteer records. 7. Refers individuals to appropriate agencies and organizations for assistance with problems. d. Supervises, trains, and evaluates supportive RSVP project staff. 9. Acts as project director in absence of project director. 10. Attends, with special approval, ACTION training programs, and other appropriate meetinas and conference on Aging, Voluntarism and related fields. 11. Performs related work as required. Presented to and approved by the RSVP Advisory Council on September 30, 1930. Referred to BCCC Executive Board. RSVP Job Description Committee: Jody Bates, Chairman; Linda Pringle and John Rooers. Myrtlf�Garrett, Chairman RSVPI�Advisory Council Lila Lane, President Brazos County Community Council RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713 - 822 - 2712 — 713 - 823 - 5543 SECRETARY RECEPTIONIST P OSITION DESCRIPTION NATURE AND PURPOSE Under the general supervision of the RSVP Project Director, and the Volunteer Coordinator /the Secretary Receptionist performs the responsibilities as listed. 1. Assists in office operations including receptionist, correspondence, public relations, typist duties. 2. Assists in recrutiment, orientation, and placement of Senior Volunteers. 3. Supervises and participates in assigned volunteer activities. 4. Collects, organizes, and assembles information for Newsletter 5. Arranges and coordinates volunteer transportation to work sites. 6. Prepares monthly reports of volunteer hours. 7. Performs volunteer outreach as necessary d. Attends appropriate training sessions to enhance professional development. 9. Performs related work as required Presented to and approved by RSVP Advisory Council on September 30, 1930. Referred to BCCC Executive Board. RSVP Job Description Committee: Jody Bates, Chairman; Linda Pringle, John Rogers. Myrtle arrett, Chairman RSVP visory Council Lila Lane, President Brazos County Community Council BRAZOS COUNTY COMMUNITY COUNCIL The Brazos County 30mmunity Council regular meeting room. Mrs. Lila La. were Mr. D.A. Anderson, Mrs. Willie Dr. R.D. Lewis, Mr. ;/alter Tanning, Mrs. Shirley Plapp, Mr. Holly Rees, Thompson. board met January 14, 1930 in the ne presided. Others in attendance Mae Dollahite, Mrs. Topaz Hughes, Mr. Pat Newton, Mrs. Judy Phillips, Mrs. Laverne Skinner, and Mr. Jim Mr. Anderson MOVED minutes of the December 10 meeting be approved as mailed out. Mr. Manning seconded. MOTION PASSED. Mr. Manning gave the Treasurerts Report for December. Balance on hand January 1 was $4,301.22. A copy is attached to the original of these minutes. Mr. Anderson reported the Membership and Publicity Chairmen have not met but will do so before the next board meeting. Mrs. Lane announced books have been acquired from the BISD for assisting in the Girls' Club reading program. Firs. Skinner presented the I &R December report: unable to assist seven because of lack of funds; tation; 1083 passenger rides; and 2132 passenger success in getting funds for two gas heaters for was furnished by the First Christian Church and Cheer Fund. 83 individuals served; 104 served on transpor- trips. She reported needy individuals. One the other by the E agle Mrs. Hughes showed a tear gas paralyzer which a Bryan policeman recommended be carried for protection. There was considerable discussion about the shoppers guide for senior citizens, which had first been discussed at the September 10, 1979 board meeting. Mrs. Hughes has met several times with Mr. Bob Fletcher and Mr. Roger Jackson concerning publication of the results of the survey of merchants, and worked on the letter sent to the merchants and the results of the survey. Responses came in to the I &R office. Mr. Fletcher and Mr. Jackson had proposed that the publication be in hard- -back form. rlr. Anderson MOVED the board go on record as endorsing Mrs. Hughest proposal that we publish up to 3,000 copies of a 3- or 4 -fold brochure of merchants offering discounts to senior citizens, for distribution to organized retiree groups and for further distribution to people that can benefit therefrom. Mr. Manning seconded. MOTION PASSED. :fir..Thompson MOVED that in case the gentlemen reject this proposal, BCCC donate $75 toward the hard -back publication, but that it have the right to reproduce in brochure form. Mr. Rees seconded. MOTION PASSED. Mrs. Plapp distributed a corrected November RSVP Financial Report, the December RSVP Financial Report, and the Sponsor Quarterly Program Report for October 1979. Copies of each are attached, to the original of these minutes. Mr. Anderson MOVED these reports be approved. Dr. Lewis seconded. MOTION PASSED. Mrs. Plapp submitted the RSVP volunteer report for November: 330 volunteers of which 279 were active and served 4305 hours in 31 stations. This represents a cost of 85.5 per volunteer hour and 51% of local expendi- tures. NEXT MEETING: February 11 Respectfully submitted, Judy Phillips, Secretary Brazos County Community Council 309 Varisco Building • Bryan, Texas • Telephone 823 -5226 September, 1975 Dear Fellow Citizen of Brazos County: The Brazos County Community Council is beginning a new year. With this beginning, we hope for significant accomplishments in 1975 -76. In order to realize that goal, we will need your support and help. Since 1968 the Brazos County Community Council has been at work seeking to: "work with all community organization in partnership�J with concerned citizens, in the encouragement and orderly development of a balanced program of essential health, welfare, recreation and other community services, with the least amount of duplication." In order to move on beyond our work with the Information and Referral Office, Roadrunner Service, Retired Senior Colunteer Program and Quarterly meetings to inform the public and hear from citizens, we need your membership, support and participation. Our County continues to need an organization with a broad scope and vision that is concerned about persons and the kinds of com- e:unities these persons live in. We solicit your assistance now with the enclosed information and membership requests. We want to work with you in 1975 -76, and, we want you working with us. Together we can strive to do what we know we cannot accomplish separately. For the Brazos County Community Council Board as well as for those whom we seek to assist every week from our community, I am, Your Fellow Citizen, (Mrs.) Frances Allen Vice President - Membership Brazos County Community Council Enc: Information Sheet Membership Card Form IMPLEMENTATION OF AUDITOR'S RECOMMENDATIONS Exhibit B -1 -1 STAFF TRAVEL COSTS The Executive Board of the Brazos County Community Council approved a staff travel reimbursement policy based on actual mileage driven by RSVP Staff. This policy and the mileage form were adopted on February 14, 1977. See Exhibit B -1 -2 for a copy of this mileage form. Previous to the adoption of this mileage record form, the RSVP Director recorded mileage in a book kept in her car and the Secretary recorded mileage on 4x6 cards. The new mileage record forms will be attached to the monthly RSVP staff work records. The Dodd, Jefferson auditor, Alphonso Solomon, did not discuss existing travel policies or recommendations for improvement with any representatives of the Brazos County Community Council. Nor did he discuss either of these with the RSVP Director. FRINGE BENEFITS The former policy of remitting cash to RSVP staff in -lieu of fringe benefits has not existed.since August 31, 1975. Since then, fringe benefit expendi- tures have been made to FICA, The Anco Insurance Company (Workman's Compen- sation), and the Brazos Valley Community Action Agency (an optional staff Health Plan available since January 1976), See Exhibits B- 1 -3and B -1 -4. The Dodd, Jefferson auditor, Alphonso Solomon, did not discuss any recom- mendations regarding fringe benefit expenditures with any representatives of BCCC. Nor did he discuss any with RSVP Director. REPORTS The final Financial Status Report form RSVP Grant 340 - 6146/4 was submitted on January 7, 1977. The Dodd, Jefferson auditor, Alphonso Solomon, did not discuss any reporting system with any representatives of BCCC. Nor did he discuss any with RSVP Director. IN -KIND CONTRIBUTIONS RSVP bookkeeping procedures include one ledger book with index tabs labeling budget category and whether it be federal or non - federal; one Federal Journal Book which shows Federal income, expenditures, check number and name, running balance; one Non Federal Journal Book showing information similar to Federal Book; checks in triplicate form with one set of duplicate copies attached to paid invoices and the other duplicates filed in book form, separating Federal duplicate copies from Non - Federal. In addition, soon after the fifth RSVP year began, another bank account was opened so that Federal and Non - Federal monies are deposited in separate bank accounts. The Dodd, Jefferson auditor, Alphonso Solomon, did not discuss either exist- ing methods or recommendations for recording in -kind contributions with any BCCC representatives. Nor did he discuss either of these with the RSVP Director. ACTION GRANT NUMBER 340 - 6146/4 (RSVP) Exhibit A-1-1 Description Costs Questioned * BCCC Justification Federal Share Volunteer Support Costs: Personnel $174 1 Staff Local Travel 168 2 *BCCC Justification: Description Explanation 1. Personnel No funds were given to employees to use for retirement, protection purposes or to report as additional income for tax purposes. The BCCC provided for the payment of FICA taxes via the fringe benefit category in the RSVP budget (Director $53.31 and Secretary $26.27) Which was paid by federal funds in Aug. 1976. The former practice of providing funds to employees to purchase their own benefits was discontinued before this grant year started. This was ex- plained to the first auditor. (See Exihibit A -1 -2) No unallowable person- nel fringe expenditures occured during this year. The $174 of questioned costs is in error. 2. Staff Local Travel The BCCC's travel policy has always been one of approving an allowance for es- timated travel based on the projected-- mileage estimates and the cents per mile in the approved grant application. In the last rebudgeting request approved in this year, federal funds for two months were approved for this category (625 mi/ mo @ 150/mi= $93.75 X2). RSVP staff mileage records (presented to the first showed an actual total of 411.5 miles in July 1976 and 306.8 miles in August 1976. With Secretary and Director each receiv- ing two weeks vacation in July and Aug:- respectively, Less travel than normal was performed. Therefore a total of $79.75 of the $188 questioned remains unjustified. Staff mileage records were shown to the first auditor but the second auditor never requested them. We assumed the Second auditor had access to the records from the first auditor. V-Y_66i t A-1-2. Page 4rorn RsvP tgrpUeaz ton 340 -6«G- - Salary Justification: In order to secure the required amount of community financial support, project costs must be held to a minimum. Low sal- aries are inherentin a low budget with the 60% limitations on personnel costs. With only two paid staff members, sal aries need to be high enough to attract competent, qualified staff to assume the efficient and effective administration and management of the project. Staff expect increased com -- pensati -on each Year and a 5.% salary increase is well below the increased cost of living. Staff do not receive any health insurance benefits from grantee. The cash fu.inge benefits (in -lieu of hospitalization; etc.) which were budgeted for current yeas have been rebudgeted to a local salary category to simplify tax records. The total Grantee FICA share for current year is $924. and total cash fringe $972.(for 'staff) The 5% salary increase for planned budget year was computed using the base salary for current year plus the cash fringe. D_irec.tor t s _ Cur ant Base: Adm. Secy. Current Base: Travel Justification: .$9,811 603 cash fringe $10,414<actual base 5% salary. increase 1II,9.35 proposed base S5, 992 369 cash fringe - 6,361 actual base 5% salary increase $6,679 proposed tra-se With volunteers serving in the RSVP.office 2 half days per - week, the Secretary will be freed to supolementProject Direc- tor in Volunteer Placement a.hd Volunteer and Station Coar - di- nation when necessary. See Attachment V for job de- scription of Administrative Secre -tary. 3 -a -3- ACTION GRANT NUMBER 34- 6146/2 (RSVP) Exhibit A -2 -1 Description Costs Questioned * BCCC Justification Federal Share Volunteer Support Costs: Personnel $886 1 Staff Travel 500 2 �*BCCC Justification: Description Explanation 1. Personnel BCCC provided funds to RSVP staff to use for retirement, protection purposes or to report as additional income for tax purposes since the organization did not provide benefits such as retirement, hospitalization, etc. The procedure was approved in original grant in first year (9 - - 72 to 8- 31 -73) & not implement - ed until verbal approval via telephone conversation between Robert Bossler, BCCC Treasurer and Nick DiMichael from the Washington RSVP Office on 10- 3D -72. Same procedure was followed in this grant year (second). See exhibit A -2 -2 & A -2 -3 for documentation. This proce- dure was stopped following this year when the RSVP Advisory Council Finance Subcommittee requested that these pay - ments be discontinued. The authority for paying the $886 had been approved and therefore was an allowable expense. 2. Staff Travel The BCCC's travel policy has always been one of approving an allowance for estimated travel based on the projected mileage estimates and the cents per mile in the approved grant application. R5VP staff mileage records were not kept until August 6, 1974, which was the last month of this grant year. From August 6 to August 31, 1974,(nineteen working days), RSVP staff traveled 420.6 miles @ 120 per mile. This represents an average of 22.14 miles per day for 19 days. Since three working days had elaps- ed before mileage records were kept, then 22 working days with an average of 22.14 miles per day would equal 487.1 miles traveled for the month. The mileage rate was 120 per mile. The Staff had no vacat- ions during August 1974. The mileage allowance paid in August 1974 was $50 while the actual mileage costs(includ- ing the three days estimated) were $58.45. Our assumptions are therefore that Aug. was typical of the mileage traveled the other eleven months of the year. The $500 of questioned costs should therefore be allowable. EXKi'6 A- z- Z October 27, 1972 Mr. Davis Mrs. Esau SUBJECT: Fringe Benefits I an informed by Rev. Eiland, who conferred with Mrs. Calloway recently that the figure included in the budget under "Fringe n Bud - ,jet ,, t is to be used first to reimburse BCCC to the extent of FICA tax which it is required to Ply on your salary, and second, to provide certain typss of security, each as retire,n�ent, hospitalization, etc. for you. In —as— much --as BCCC has no retirement plan, and no group life or hospitalization plans, the remainder of the "fringe benefit'? seems will be paid to you, without deduction for ^Iithholdin, or FICA tax. It will be your responsibility to use this money for re.iren:ent or protection purposes, or to report it as additional income for income tax Purposes. f'. � 7sC�rG -� �`'. {v y���..•�i'1�1't1•r �%' r�LG r, BCCC i f � 1 �'L y`i2- "�' -. YLt V ij c F� t'ti7 / +�` './- Y� Robert Bq Bossler, Treasurer .�'� • f l! L � �.fi/ �L�'i �� �- teU ff 7 c• 6 1 / � (- •`� Ste! /! ej( el �_d7�P•c.( � t �yi � � -v — C�J_!�'y� .-„/ t � L�L / �..c.,�!� �JiLl �'� '�'G'� -/ .� !L'L�- 4-��f� G?- (f - Vy- ��. -Z,-= N ��� � Cry �'LL y' �j' -C f t, ",���' f- j F � G 64 ACTION GRANT NUMBER 340 - 6146/1': (RSVP) EXHIBIT A -3 -1 Description Costs Questioned * BCCC Justification Federal Share: Volunteer Support Costs: Personnel B644 1 Staff Travel 487 2 *BCCC Justification: Description Explanation 1. Personnel BCCC provided funds to RSVP staff to use for retirement, protection purposes or to report as additional income for tax purposes since the BCCC did not provide benefits such as retirement, hospitali- zation, etc. The procedure was approved in this first grant year and not imple- mented until verbal approval via tele - phone conversation between Robert Boss - ler, BCCC Treasurer,and Nick DiMichael from the Washington RSVP Office on 10- 30 -72. See Exhibits A -2 -2 & A -2 -4 for documentation. The authority and ap- proval for paying the $644 questioned therefore made this an allowable expense. 2. Staff Travel The BCCC's travel policy has always been one of approving an allowance for es- timated travel based on the projected mileage estimates and the cents per mile in the approved grant application. It is not known if the first RSVP dir- ector, employed from October through May of this first grant year, kept mileage records. The second (& present) RSVP Director, employed for the last seven weeks of this first grant year, did not keep mileage records until near the end of the second year. The first RSVP Director, hired in Oct. 1972, must have logged many miles as he drove around setting up volunteer sta- tions, recruiting volunteers, speaking before groups to stimulate community awareness and local financial support, securing the necessary office equipment, supplying news releases and public ser- vice announcements to the media, placing new volunteers, providing occasional volunteer transportation, etc. In addit- ion, the physical design of our twin city area is linear in development. A round trip from the RSVP Office in down- town Bryan to downtown College Station Exhibit 3 -2 Continuation and back to Bryan is a distance of ap- proximately 120 one half miles. The es- timated 500 miles per month approved in the grant for local staff travel repre- sents 24 miles per day which could have been and probably were traveled. The first two days of the second Dir- ectorts employment were spent traveling by car to and attending an aging con- ference in Nacogdoches, Texas, which was sponsored by the Sociology Department at Steven F. Austin State University and the Governorts Committee on Aging. This Director was informed that mileage, meals, and room would be at her own expense since there were no project funds to use for this two day conference. From the time she was employed until the first year ended, this Director received a total staff travel allowance of 587.50 (from federal funds) which probably was not sufficient to cover the costs of her first orientation to the field of aging and did not allow for any other local travel reimbursement for the local travel she performed the last few weeks of the first year. The $487 in questioned costs should . certainly be an allowable expense based on this justification. BRAZOS COUNTY COMMUNITY l-OUNCII_ AGENDA VIP, f� 10. I r:J U N Monday- March 10 , 1 9 80 ------------- ---- ------ - - - - - -- 12 Noon Call to order-------------------------- ------ - - - - -- -Lila Lane Minutes of previous meeting Financial report ----------------------------- ._____ ...... Mr. Manning Report of Committees 1. I and R 2. Report on Projects ------------ Mrs. Hughes 3. RSVP Janie Velasquez Old Business ------------------------------ Report of Nominating Committee 1. Acceptin or rejecting report New Business - - - - -- Consider taking part in " The Woman of the Year "project 1. Ask for a volunteer 2. Select one if possible Other Business Adjournment at 1 ofclock P.M. i -arch 5, 153`0 SUPERVISORY LC);1 iriITTEE 1. Make recommendations for improvement or changes needed in the R.S.V.P. and Information I: Referral Office. 2. Prepare report on anything referred to this eomm.it�tee by the Brazos County Community Council Executive Board. SUPERVISOR for BCCC Executive Board: 1. Set up TAX BOOK. Post taxes monthly. Prepare tax report quarterly. 2. Prepare 990 Tax report- -due before November 15. Fiscal year July 1 to June 30. 3. Keep TIPVIE RECORDS. Record of sick leave and vacation time on each employee. for INFORMATION & REFERRAL 1. Set up & post books. We have 3 sets of books at this time. General Funds; funds with Brazos Vally Development, Area Agency on aging funds with matching funds; and one with Brazos Valley Community Action funds and match. 2. See that Assistant Director balances the books, prepares monthly report, and reconciles Bank statements. 3. Prepare applications for FUNDS from a. Area Agency on Aging, BVDC b. Brazos Valley Community Action c. Brazos County United Way d. Brazos County e. Other as needed 4. Prepare REPORTS as required by the above Agencies. 5. Prepare requests for STEP workers, sign time sheets and fill out monthly form on activities. 6. Attend TRAINING SESSIONS set up by any of above. 7. Prepare bulletins and brouchures as needed.. 8. See that the office is staffed and functioning within the guide lines of contracts and of BCCC. 9. Be alert to changes and needs in our community that we might continue to fill the needs set up for this office. 10. Seek community funds to help with spacific needs. 11. Represent this office whenever asked esplaining the function and services we have to offer. 12. Serve as Person with authorllkl as outlined. March 5, 19 DIRECTOR: 1. Administer affairs of the office 2. Fill out intake records and make referrals. 3. Fill out government forms for the aged & others. 4. Keep files and information current 5. Purchase supplies as needed 6. Outreach to elderly as needed 7. Survey of Churches and Agencies 8. Monthly reports of services to funding agencies 9. Seek emergency funds when possible 10. Check back to see if services were given 11. Oversee STEP workers 12. Attend workshops as requested by funding agencies 13. Attend meetings of social service groups when possible 14. Participate with State & National Information & Referral whenever possible. 15. Present scope of work to groups when asked ASSISTANT DIRECTOR: L. Works 20 hours a week. Time is flexible to cover office during vacation, sick leave, outreach and meetings of Director. 2. Same as above 3. Compiles and keeps up to date the Resource file 4. Compiles and keeps up to date a referral list for persons under 60 calling for volunteer work. 5. Balances books, prepares monthly report, reconciles Bank statements. STEP WORKERS: act as Receptionists, they work 16 hrs each week. 1. Schedules and dispatches transportation van and keeps up to date record of those riding with proper information. 2. Works with Job's Unlimited. Has prepared file system and makes referrals. Makes bank deposits and delivers forms to agencies. Will also make Reassurance calf if get that grant. Community Council Bryan, Texas a Telephone 823 -5226 Brazos County 309 Varisco Building r SPON SO!Z Q LC ART RLY PROGRAM REPORT OMB NO: 116 - 1(0289 Expires: 1 f 1/7 Instructions This document should be completed by Sponsors 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 11 / /7 9 -1 2/3 /79 Date of Report 3/4/80 ! Name of Project RSVP of Brazos County Community Council 340-614610 Project /Grant No. Address Room 310 Varisc Building Bryan, Texas 77801 ACTION Programs Covered By This Report (Check) 0 VISTA ❑ FGP ❑ ACV ❑ SCP ❑ UYA ❑ RSVP u Person Completing R eport Shirley Plapp Pr oj e ct Director ❑ SCO R E ❑ ACE ❑ OTHER 713-611-2712 or 823 -5543 Title Telephone PART 1 — VOLUNTEER AND MANHOUR STATISTICS A. To 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 ............... 5. Total number of Volunteers on- project at end of quarter.......... ACTION Form A -568 (3/74) B. To be complete) for the Foster Grandparent and the Senior Companion Programs. FGP S'Ip 1. Total number of Volunteers serving at the end of the quarter (nclu.i+ I these FGs or SCs who may not be serving on the final day of the quarter fm w,ls oN o f scheduling, �] illness, etc . .......... ............................... . .......... 2. Total number of manhours of service this quarter .......... . s � 3. The total number of individual volunteers that served this quarter..... .. 4. The total number of individual child n served by FGs or adults served t)y ': G- quarter .............................. u 5. The total number of persons aged 60 or over served by Se.: Companions this quarter .............. C C. To be completed for RSVP 1 -Number of Senior Volunteers at the beginning of quarter .. ............................... • • • • 328 2. Number of new Senior Volunteers this quarter..... �.? . .... ................ . . . 3. Number of Senior Volunteers withdrawn this quarter ..... (?. o) .. . ... . .... . . . .. . . . 4. Number of Senior Volunteers temporarily absent this quarter .(... mo) .......................... 5. Number of Senior Volunteers serving at the end of this quarter . ( 2..m °.). 3 3 Q ....................... 6. Total number volunteer hours of service this quarter ....... 2 . mO) .............................. 8 5 91 7. Number of Volunteer stations ...... active (2 mo) ........... 31 8. Number of Volunteer stations withdrawing this quarter ..... 2 , m o) (� 9. Cost per hour of Volunteer service this quarter ............................................. _ 10.a. Total Costs $7,1 81 .73 100% (2 mo ) b, Total Fed 3,605.66 50.2% c. Total N.Fed 3,577.79 49.6% I'Alt'1' 11 - GOA1, �lC'11lC ?.VI ::11l1 N'1' 1 ' lii• „n cu;,y (I[ (io.O.; ,1;1c1 U!:j :;; ,`us itullus (SECT - ION II, PAR I' A) lituilt'tutt ruurativu 101'l/rst t{ti:trtutly tupurl tuid winplotu (lit) "Actual A(;comI)lh;hnwnt” ct): t;;nn. FO sui)sc(JuurIt (luat,c; I 1*oports milkQ a cupy of Inuvious ropurt's Goal Arhiuvumunt, Suction A and continuu to fill In tttu "Actual Acconiplislmwiit" Colurtut. SE'CHON A. 1'1_ANNL't) PL "11101) ACT UAL GOALS AND 011,ll_CTIVUS 01= ACCOMI'LISI.IMENT ACCOMPLISHMENT Goal 1 : To increase the total number of Sen. Continuous throughout the volunteers (SV), maintain the per aCtiVE planned budget year strength, continue the high retention rate, and support a hi ^h level of min— ority Objectives- - a. A total net increase of 25 S 1'st Qtr: 330 SV's (2 mo) b. Minimum active strength 85% c. Retention rate of 95% d. Minimum ethnic enrollment level of 35 -40% e. Minimum male enrollment level of 25% 2nd Qtr: 338 SV's 3rd Qtr: 343 SV's 4th Qtr: 350 SV's 5th Qtr: 353 .SV's _'(1 mo ) 1st Qtr: 280 active SV's(2mo) 2nd Qtr: 287 active SV's 3rd Qtr: 292 active SV's 4th Qtr: 297 active SV's 5th Qtr: 300 active SV's(1mo) The Year The Year The Year 1st Qtr (2mo) :330 Sen. Vol. 1st Qtr (2mo) :284 S.V.'s 1 St Qtr(.2mo):100% •1st Qtr (2mo): 45% 1st Qtr (2mo): 23% .. .... ... .. . ... .......... 1 (,"1' N I A I i I' A Co:)y 01 ii;l in 11it, "At:!L:;d At PLANNED 1= 01101) ACI UAL COAL', AND 00.11 C"VIVI-S Ul: ACCWAPLI51 ACCO"N i. 7, 0AL 2: ,G emccurs- e EVI their Continuous throughout the planned year v e ?A j r C a - 7,-rE per J 4 4 - V!�- - active per quartcr who f 43 hours of vc 1 unt-eer cervice per quarter 1 st Q 'C' r : 2.80 active SV's 89 hour (2 mo) 2nd Qtr: 287 active SV's 1366- hours 3rd Qtr: 292 active SV's 1396e hours 4th Qtr: 297 active S-V I s 14 "'. 4; ho urs' 5th Qtr: 306 active SV's 4600 hours (I mo) 55536 Total i-,ourc ACTUAL ACCOMPLISHMENTS 1st Qtr: (2mo): 8591 hours ..,.. .• ............ ......... .... .......... ............ ... ._ ...... .......... . PA 10" 11 • WA I, A('I W ._ if:;,l;i • t I;Ujly tlfltl t.li)Il't:I•IVU ; i r.`1... I �NL.. -. ..........�................. ..... � .. ........_... ..... .._......................_. . «.... «....... +......_.. .... ., t I lil t! 1. ((t , VAII )'A) Itullt pl tJtptint n;nrn{ivu lur /b's titutt ttrl ly tal:url •ullcl l:lHn +loft! tlltr "Actt'.,t rt; tr:r jis),:;:� t�; ' until. ol suhsof �ut quim ly ru )ut.l� 111"Iku ti CU) ,•, -•_ I I Y �! rtuvisrtty rt furl CI) ' ti )n I\ . Itt ! 11,1 Ill 111v I 1 1 ill Atal {t)VUnit llt, •)LC C C Cl)fltltlCla It? t tt.. M. SHC"1'10N A. r PLAN I-TI'lloD i GOAI.S AND 0U,)t~C'fIVI S 01' Accbmvi.l:;l•1MIM AM UAt GOAL 4% To provide 2 hours of orientation to each new SV and offer an annual training workshop for volunteer supervisors The Year ; Objectives- - e. One hour interview with each 5V One hour placement � assign- ment orientations with each nt.-VV 5;V c. Annual Training Workshop .for Station SuperviSGrS 1st Qtr: 2 interviews (2 mo) 2nd Qtr; 8 interviews 3rd Qtr: 5 interviews 4th Qtr: 7 interviews 5th Qtr: a interviews (1 mo) 1st Qtr (2mo): 2 interviews st Qtr (2mo): 2 orientations ist Qtr: 2 orientations (2mo 2nd Qtr: 8 orientations 3rd Qtr: 5 orientations 4th Qtr: 7 orientations 5th'Qtr: 3 orientations 4th or 5th Qtr. N.A. 1 1`lt'1' ('0A1, A('I IIINI'AII`!N'I' Ill:,c:l wily v Gmtk of 1,f 0l) ;!!d1Vw; pot "w.. (;;I- CT;ON•11, I'AN I' A) Ituitl I)1 utlt11111 11mIlltivtl kit' tlt!,u tt:;,urt utltl cuntltlt ;w tlm "Ac t;r,a r\ccun';� + " lawn, I t)(' y(lba"41(le /11 (Iom t4I ly rolJtwtl nmi%0 it col)y UI 14i uvi )U'.i Iol wt t'5 Cjo�l Atfill)vollont,'itxtioti A (Ind t,olltlll(tt} to fill 111.161 "AUtui:i Al't:U!11t! I'I.ANNI.!D 1'1:1HOD A(:'I (lAI. GUAL:)' AND OI.1J1 urivl:;i Ul' A(:( OMI1(.I,)IIMI-N'I' 1'N'I COAL 3: To continue to develop and maintain coordination and communication with Volunteer Stations 3. Maintain Maintain the total number of Stations at 40 per quarter Continuous throughout the planned year Quarterly b. Renegotiate the Memo's of Undec— 1st Qtr: 25 Memd (2 mo) stending 2nd Qtr: 15 Memos C. Eontinue SV assignments with AAA 8. Nutrition (Title VII Pro Quarterly ject 1 st. Qtr (2mo) : I j f 1 I G i i 31 Stationsi 1. i 1st Qtr (2mo) : 15 1•1emo' s i = 2!- _ J S,V. i ' __-_'_'_----'-----'_-_---__- - _--_'�-- . h`*x . �mw o| Gw!: mx| 0�xx\���p (|X�Cr|C)N |\ |'AB[/\) hwn }ooU|wo Iii � | \ \ ' [' oviox�n�wr�s�o� Ax}\ovuomot GxxUoo /\ mW uun(i'w, to DU in Uw'Y\x�uv| Fo/ ��x:��xx//���:/�u y m|xx om: c uco��Y n |x "^ `-�_,_-,^�,-_,^..~ \ SEICI`lON A. ' \ PLANNE -11101) To support an active Advisory Council Composod of o b based melrnlber- oh�o rop�e�ont���va of th� �orv�o� - Continuous throughout the | - \ planned year �������vys� 0' Annual Council Orientation | 1st Qtz. In ��n���� of 9. council. MoctingS < The' Year /\Cl1JAL � ACCC0|`L|5!}K4ENT � � � / 1st Qtr (2mo\: Nov Council ' ' meeting 1st Qt . (2 mo):One meeting �tr� | ' 0, A�nual prb��ct evaluation .| �nd D. � r d . | � N.A. PART 11 . • ( OMI, ITCH! EVI MI , f } ! 1! { . % �' I i y ,; r r } tt:` r� '!t � t { lit'J { :i i ll r, :11!7(. • 11i4 a 11;k1i S (:1l:1, 1 {� I i, .'n1Cl ! !11 i 1111i1i }111111 { { {ai 1111117i(,yC 1(11 � %ISl' 11 11' �Cli }� 1 „11111 � Itir.l 1:4;1i11.t1�1J )'. \.'t nl't'l1'.t; t ,li'm. lull Ji:%1$ta %:::.'::l (imn wly 1'C1101'tti 71117 {t 1 (1 011111% of 1.71L'VIwv; wpu1 Vl; Owl A(:111t1V4t11t171E Svt::lmi n il:ll{ v" l u lli! Ill 1'it r 'f1t:.'.`..N! «'.,r':� SI-IMION A. i i PLANNU) 1'1.:11101) �. ACI11111_ i iiUl�l.;i 11N1.) UU,II ( "I'IVI ;i (}I' /�C(a)M1 1.I:)I- I�hl:�1'1` { j io ac'isve a n accep cost -char- 1 and a cost per volunteer i ' hour ! The Year ObJect vas -- a, Cost - sharing .match of 44/56 b, Cost per volunteer hour of -i 3/ : L The Year The Year 1st Qtr (2mo): 50.2/49.€ 1st Qtr (2mo): 83.52 4. Indicate recommended or ;planned action(s) to alleviate the problems described above. N 5. Explain progress toward assumption of program support by local community /organization (funding, facilities, administration, etc.) Non — Federal Income Sources' 1111179-12131179 78 -79 Surplus 2,572 United 'Way 706 Church &. Civic 275 In -Kind Total Non -Fed Income 3,553 6. Describe any additional significant factors, situations or conditions that you believe should be considered in evaluating the progress of this project_ NONE I k? E F , l SECTION B. NARRATIVE 1. If progress toward ach ieniernent of objectives is not on sc hedule, explain why. Goal #1e: Male recruitment is somewhat difficult, particularly during Hol - days when a variety of assignments for males are not readily available Goal #2a: 284 active volunteers in 2 mo quarter worked 30 hrs /s.v. /quarte ; goal would have been achieved if 2 more hrs /sv /qtr were worked. Holidays and cold weather both have depressing effect on hours. Goal #3a: Temporary absences of S.V.'s were apparent for various reasons (illiness, vacation, etc) Station activities curtailed (Holidays) 3b: Project staff overloaded with normal project end -of -year and start -up procedures, S.V. Christmas program, .,taff vacations, etc. Goal #6a: Projected non -fed. salary expenses fo_c Project Director were not pro rated on 12 mo. payout period. If they, had been, cost sharing would be 46/54 . 6b. Projected hours were not achieved. 2. Indicate recommended or planned action(s) to alleviate the difficulties describt--d above. Goal #1e: develop more male - oriented assignments. Goal #2a: encourage SV's to serve an average of one additional hour /mo. Goal #3a: perform assignment review and Station visits and conferences. 3b: analyze ane evaluate staff overload and implement plan for im- proved goal management Goal #6a: determine time schedule for non -fed. revenue and.set -up dis- bursement schedule for non -fed portion of project Director's salary 6b: encourage SV's to work an average of one additional hour/ SV /mo. 3. Describe any adminis�at *ie and operational problems not already explained. NONE GSA DC A 75 -8 -140 PART III — N'OLUNTEER TRAINING (To be cernp': =:jd tr/ all S cr:sor:Grantees) A. Pre- Senvice ACTION Number of Procr am Dates of Training Total Hours Volunteers Trained Enr ollment /0rient 1 1 /1 /79 1 2/31 /7 2 2 to to B. In-Service ACTION Number of Pro, rani Dates of Training Total Hours Volunteers Trained Adv Coun.Traini 11/6/79 1 6 New Light for Bli 1 1 /1 / j� -1 2/31 / 79 5 32 Ass ignment Placem 1 /1 /j 9--1 2/31 /7 10 in C. Commen s (Problems, a -e{ mess, etc.) NONE PART IV — RESOURCES DEVELOPED (Include envy those resoavrces directly generated by the activities of ACTION Volunteers for VISTA, ACV and UYA). S Value Source Description 1. Grants onn —acts etc. 2, Cash 3. In -Kind GSA DC A 75 -8 -140 7. Use this space to request any assistance from the ACTION state or regional office you feel is necessary. NONE 8. If your project uses loczily reL—jit--cl, lo income VISTA Volunteers, enter name of LRV and briefly explain progress toward accomplishing inclividuJ career development plan. Name Status of Career Development (Attach additional sheet of paper if necessary) \ ` } r - i� � ' � | . � ` , ! ' ] ! l � `\ � —y Brazos County 309 Varisco Building BOARD OF DIRECTORS: PRESIDENT: Jim Thompson VICE PRESID=1 : Eldon Calloway SECRETARY: Judy Phillips TREASURER: Robert Bossler T'0 1BERSIIIP : Frances Allen May 1977 Community Council Bryan, Texas s Telephone 823 -5226 Dear Fellow Citizen of Brazos County: The Brazos County Community Council is beginning a new With this beginning, we hope for significant accomplishments in 1977 -78 In order to realize that goal we will need your help and support. Since 1968, the Brazos County Community Council has been at work seeking to: "work with all community organizations in partnership with concerned citizens, in the encouragement and orderly development of a balanced program of essential health, welfare, recreation and other community services, with the lease amount of duplication." MEMBERS: In order to move on beyond our work with the Information and D. A. Anderson Referral Office, Outreach to Homes of Elderly, Roadrunner J. D. Lindsay Service, Scheduling and Dispatching Van, Retired Senior Judge W. R. Vance Volunteer Program and Annual meetings to inform the public R. D. Lewis and hear from citizens, we need your membership, support Topaz Hughes and participation. Knox Parr Aline Snyder Our County continues to need an organization with a broad scope Lucile Gould and vision that is concerned about persons and the kinds of communities these persons live in. We solicit your assistance now with the enclosed information and membership requests. We want to work with you in 1977 - and, we want you working with us. Together we can strive to do what we know we cannot accomplish separately. We will hold our next annual meeting at the Bryan Public Library, Monday June 6 at 7:30 p.m.-- please come! For the Brazos County Community Council Board as well as for those whom we seek to assist every week from our community, I am, Your Fellow Citizen, (Mrs.) Frances Allen Membership Chairman Enc: Information Sheet Membership Card Form ''� TY